DEPARTMENT: Office of Performance and Analysis (OPA)
FILE TYPE: Consent Action
TITLE
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Authorization To Execute Contract With Qualtrics LLC For Renewal Of Survey Software
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PURPOSE/ACTION REQUESTED
Authorize the Enterprise Finance and Information Services Director to renew the contract with Qualtrics LLC for surveying software.
SUMMARY
Dakota County currently contracts with Qualtrics LLC for use of County-wide survey software. This software is utilized for surveys administered both internally to employees and externally to residents.
Since 2020, Dakota County has utilized the Qualtrics survey software, and their contract has been renewed annually on July 1 with a 5 percent cost increase. To maintain the use of the software by an unlimited number of employees, expand the number of interactions (a.k.a. responses) allowed annually, increase the number of product features, and allow for budget stability by locking in pricing, the Office of Performance and Analysis (OPA) requested a contract renewal. In order to enable these benefits, the annual renewal date would be moved up from July 1, 2024 to May 17, 2024. As part of the agreement, Qualtrics LLC will credit the County $4,410 in 2024 to revise the renewal date.
The current contract is a one-year term starting on July 1, 2023 and expiring June 30, 2024. The base price for the current contract year is $26,460 and does not account for unanticipated survey interaction overages.
The proposed contract is a one-year term starting May 17, 2024 and expiring May 16, 2025. Unless either party provides written notice of non-renewal or modification at least 90 days in advance of the expiration date, the contract will automatically renew for one-year on the annual expiration date, with a price increase of no more than 5 percent. The contract amount for the one-year term is $27,470. Staff recommends authorizing an expenditure up to $35,590, which would allow for unanticipated survey interaction overages. The contract renewal changes the survey software from the Qualtrics CoreXM product to the Qualtrics CoreXM5; XM for Strategy + Research software, which includes an unlimited number of users, an increased number of annual interactions, and additional product features including file upload capability, advanced question types, and advanced statistical and text analytics.
RECOMMENDATION
recommendation
Staff recommends that the County Board authorize the Enterprise Finance and Information Services Director to renew the contract with Qualtrics LLC for the use of survey software for up to a three-years at a total cost not to exceed $117,590.
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EXPLANATION OF FISCAL/FTE IMPACTS
The previous contract contained an annual renewal date of July 1, as a result a credit of $4,410 is applied to the 2024 payment to account for the shift in renewal dates from July 1 to May 17. The following costs per year include unanticipated survey interaction overages. Subsequent renewals would occur annually on May 17.
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|
Timeframe |
Base |
Credit |
Adjusted Base |
Adjusted Base, plus Overages |
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|
|
|
|
|
|
|
Current Contract |
07/01/2023 - 06/30/2024 |
$26,460 |
N/A |
$26,460 |
N/A |
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|
|
|
|
|
|
|
|
|
|
|
|
|
|
Renewal - Year 1 |
05/17/2024 - 05/16/2025 |
$31,880 |
($4,410) |
$27,470 |
$35,590 |
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|
|
|
|
|
|
|
Renewal - Year 2 |
05/17/2025 - 05/16/2026 |
$31,880 |
N/A |
$31,880 |
$40,000 |
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|
|
|
|
|
|
|
Renewal - Year 3 |
05/17/2026 - 05/16/2027 |
$33,474 |
N/A |
$33,474 |
$42,000 |
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|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL |
$117,590 |
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, Dakota County is currently contracted with Qualtrics LLC for County-wide survey software; and
WHEREAS, the current contract with Qualtrics LLC expires as of June 30, 2024 and needs renewal; and
WHEREAS, the proposed renewal begins on May 17, 2024, and goes through May 16, 2025; and
WHEREAS, the contract automatically renews annually with a 5 percent cost increase, unless there is a 90-day notice provided or a revision in services received; and
WHEREAS, Qualtrics LLC will provide a credit of $4,410 to Dakota County’s 2024 payment for a change in contract renewal dates from July 1 to May 17; and
WHEREAS, the total three-year renewal cost is up to $117,590 and accounts for unanticipated survey interaction overages; and
WHEREAS, the County will be invoiced on an annual basis.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Enterprise Finance and Information Services Director to contract with Qualtrics LLC for the CoreXM5; XM for Strategy + Research software for up to three years starting May 17, 2024 through May 16, 2027 at a total not to exceed $117,590, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
None.
ATTACHMENTS
Attachment: Dakota County Qualtrics Order Form
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Dave Paulsen
Author: Dave Paulsen