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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Joy Kapos, Acting Chief People Officer |
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PRESENTER(S): |
Joy Kapos, Acting Chief People Officer |
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Ann Green-Barton, Director of Total Rewards |
TITLE:
title
Contract: Motivosity Software (SHI International Corp.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute a purchase order and associated disbursements with SHI International for Motivosity software under the State of Utah contract for five years from January 1, 2025 - December 31, 2029, in a not to exceed amount of $397,759.68. Execution of contract services beyond April 27, 2027, are contingent on renewal of the vendor’s contract with the State of Utah.
BACKGROUND:
The Motivosity software provides rewards and recognition features to administrative staff, allowing employees an avenue to recognize other employees for their accomplishments and their actions that align with the UTA Way values. The software is also used as a performance management tool to record employee yearly goals/priorities and record coaching session notes.
In 2017, UTA procured a contract with Motivosity and extended the contract in May 2023 to continue providing rewards and recognition and performance management features through December 2024.
DISCUSSION:
Rather than going to RFP, UTA will utilize the State of Utah contract (SHI International Corp) to continue offering the rewards and recognition features through Motivosity to administrative employees. The contract amount includes costs to provide the Pro Recognition and Employee Insight features for five years (January 2025 - December 2029) and the Manager Development feature for one year (January 2025 - December 2025) while the new People Suite, Workday, is implemented. Performance management will be housed in Workday beginning in 2026.
Due to the State of Utah contract expiring on April 27, 2027, the vendor is not authorized to proceed beyond that date without an Authorization to Proceed from UTA, which shall be provided if the state contract is extended, renewed, or replaced. The State of Utah contract will be tracked by staff, and the status of the contract will be verified prior to the contract’s expiration date of April 27, 2027.
CONTRACT SUMMARY:
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Contractor Name: |
Motivosity (SHI International Corp) |
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Contract Number: |
UTA Contract #24-03897, #MA3993 |
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Base Contract Effective Dates: |
January 1, 2025 through December 31, 2029 (use of contract beyond April 27, 2027 contingent on renewal of vendor’s contract with the State of Utah) |
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Extended Contract Dates: |
NA |
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Existing Contract Value: |
NA |
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Amendment Amount: |
NA |
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New/Total Contract Value: |
$397,759.68 |
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Procurement Method: |
Existing contract with the State of Utah |
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Budget Authority: |
Proposed 2025 Operating budget |
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ALTERNATIVES:
Go to RFP immediately or discontinue the use of the Motivosity software.
FISCAL IMPACT:
The expected spend over 5 years is $397,759.68. The proposed budget for 2025 includes $99,439.92 allocated for the Pro Recognition, Employee Insights, and Manager Development features. The projected funding requests for the subsequent years, 2026 through 2029, will be $74,579.94 annually for the Pro Recognition and Employee Insights features.
2025 Budgeted Total: $99,439.92
* Proposed 2025 budget is slated for approval in an earlier agenda item on Dec 4th board meeting agenda. Budget approval is required prior to approval of this contract.
2026 Request: $74,579.94
2027 Request: $74,579.94
2028 Request: $74,579.94
2029 Request: $74,579.94
ATTACHMENTS:
1) Purchase Order
2) <https://statecontracts.utah.gov/Contract/Details/MA3993-IT-Technology%7Cc4700531-3eed-43ed-8469-f08caa38d3d6>