3-Revised FY26 Quality Matters Sole Source Just.pdf

Only one known source that can provide the commodity or service.

Procurement of public utility services Compatibility (e.g., a public safety, CCC requiring a specific piece of equipment to be compatible with an existing equipment system) Limited or proprietary systems (i.e. additional licenses, updates, specialized replacement parts, etc.)

A professional expert is requested.

Sales territories or product availability within limited geographic boundaries.

Other

Rev 3/2023 VC Initial ψψψψψψ

Sole Source/Bid Waiver Justification

Below are the following Sole Source/Bid Waiver Criteria. If your purchase meets any of the following criteria, please complete the form and submit to Procurement Services at solesource@ccc.edu

What is a Sole Source Procurement?

A “sole source” procurement can be defined as any contract entered into without a competitive process, based on a justification that only one known source exists or that only one single supplier can fulfill the requirement. Although CCC generally does not permit non-competitive procurements by statute, exceptions are allowed where competition is not feasible. Even though the procurement isn’t competed, you still need to maintain a history of the process. It will be especially important for you to document the circumstances and rationale for not competing the solicitation. This form is used for this documentation.

Examples of acceptable exceptions from the competitive procurement process may include (but are not limited to):

Only one known source exists for supplies of services or products as determined by documented research.

No other reasonable alternative source exists that meets the CCC requirements.

Only one source meets the business needs of the CCC (e.g., compatibility, unique feature to meet CCC’s

Procurement of public utility services.

What’s not a Sole Source Procurement?

A CCC requirement for a particular proprietary product or service does not automatically justify a sole source procurement if there is more than one potential bidder of offeror for that item.

A CCC preference for a specific brand or name product does not justify a sole source procurement.

A good’s or service’s “uniqueness” alone may not qualify the producer or supplier of the good or service as a sole provider.

Why are you requesting a Sole Source Waiver?

Check the reason below explaining why you are requesting a Sole Source/Bid Waiver for this purchase:

business need, etc.)

VC Initial ψψψψψψ

Sole Source/Bid Waiver Justification Application

Email address:

Contract or Board Report number:

Vendor:

Actual Estimated Value of initial term, or if a renewal, value of this renewal: $ (Attach the proposal received)

Number of potential/remaining renewals:

Length of each renewal in months:

Choose one of the following:

New Sole Source

Sole Source renewal Change Order or Amendment to an existing Sole Source Value of all/remaining renewals: $

Provide a description of the supplies or services required:

Select the type of funding to be used: Educational Funds Capital Funds Grant Funds

Other (Explain):

This purchase is economically only available from a single source because it is:

Art or Entertainment Services or Athletic Events

Critical changes to the existing contract are necessary and best accomplished by the original contract holder Federal/CCC Grant requires contract with specific vendor

(attach Grant Award Agreement) Item is copyrighted or patented and the item is only available from the holder

Copyright or Patent Number(s):

Media for advertising Organization memberships (Dues, fees, conference charges including mandated travel and related expenses)

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Rev 3/2023

Name of requestor:

Department/School:

Project title:

Compatibility with existing/current equipment, accessories, replacement parts or service

Items are needed for trial use or testing

Public utility regulated services Radio and television broadcast rights software license/ upgrade/maintenance

Other (Explain):

SUBSCRIPTION MEMBERSHIP AGREEMENT FACULTY PROFESSIONAL DEVELOPMENT TRAINING

https://www.qualitymatters.org/terms-of-use (Please use the link to access copyright and trademark information.)

Has CCC purchased these supplies/services in the past? Yes No

If yes, STARTING WITH THE MOST RECENT CONTRACT AND WORKING BACKWARD, for the entire relationship with this vendor for this supply or service, list each term, value, short description and type of procurement of each:

Angela Winters-Harmon awintersharmon@ccc.edu

Online Learning BR# 35211 see below Quality Matters

59,325 ■

CCC must maintain an annual subscription agreement with Quality Matters to access free webinars, materials, resources and a discounted rate on training courses.

October 1, 2024 September 30, 2025 $27,505.00 Professional Dev./Annual SubscriptionSole Source June 1, 2024 September 30, 2024 $34,320 Professional Dev/Annual SubscriptionSole Source June 1, 2020 December 1, 2020 $100,810 Professional Dev/Annual SubscriptionSole Source

VC Initial ______

Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

2. What are the unique features of the supplies or services that are not available in any other product or by any other vendor?

Provide specific, quantifiable factors/qualifications:

3.

4. Were alternative supplies or services evaluated? Yes No

a. If yes, what were they and why were they unacceptable? If no, why were alternatives not evaluated?

Please be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5. What efforts were made to get the best possible price?

6. Will this purchase obligate the CCC to this vendor for future purchases such as maintenance, licensing or continuing needs?

Yes No If yes, please provide details regarding future obligations and/or needs:

7. Why is the price for this purchase considered to be fair and reasonable?

8. If this is a renewal, describe why circumstances are such that competitive selection is still not an alternative since awarding the original contract:

9. What will be the financial or other impact to CCC if this sole source is not approved and a competitive solicitation is required?

Department/College Representative Signature Printed Name Date

Rev 3/2023

If professional services, what are the unique qualifications the vendor possess?

Provide specific. measureable factors/qualifications:

Department/College Representative Signature Required I know and understand the contents of this Sole Source /Bid Waiver Justification and attest that all statements are true and correct.

Department/College Representative Signature Printed Name Date

VC/ College President Signature

Procurement Approval and Signature Required

Printed Name Date

Printed Name Date

See attachment

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Angela Winters-Harmon 7/24/2025 | 8:46:57 PM CDT

7/24/2025 | 9:38:51 PM CDTMegan G Bernard

Quality Matters Sole Source Request Attachment

Answers to Questions 1-9

1. Provide a detailed explanation of the need for the supplies or services.

Beginning in 2020, in order for faculty to teach asynchronous online and hybrid courses, faculty are required to possess a Master’s degree that qualifies them to teach their respective course content in accordance with the City Colleges of Chicago Credential Guidelines, and successfully complete professional development in online education:

QM Teaching Online: An Introduction to Online Delivery (TOL) QM Applying the Quality Matters Rubric (APPQMR) Teaching Asynchronous Courses in Brightspace at CCC (BSP

201)

Due to the requirements to teach asynchronous online and hybrid courses at CCC, we need to maintain the district-wide subscription with QM to continue to provide the discounted rates for the required workshops. The subscription cost is $14,005.00.

Moreover, the following colleges wish to purchase prepaid training seats from Quality Matters that focuses on asynchronous online instruction training. These seats will expire once all the training "seats" have been used to assist identified faculty in obtaining their online teaching credential.

College Number of Seats Cost of Seat Total Funding Olive-Harvey College

90 $220 $19,800 PBI Grant

Malcolm X College

20 $220 $2,200 PATH Grant

Harry S. Truman College

16 $220 $3,520 Perkins Grant

Harold Washington College

90 $220 $19,800 Perkins Grant

The total cost for the QM subscription and the purchase of prepaid seats is $59,325.

2. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific, quantifiable factors/qualifications:

QM is the global organization leading quality assurance in online and innovative digital teaching and learning environments. Their copyrighted materials and trademarks are exclusively accessible to registered members, requiring CCC to maintain an institutional membership to access their intellectual property.

https://www.ccc.edu/departments/Documents/Credential-Guidelines-City-Colleges-of-Chicago-2018-19-January.pdf

The mission of Quality Matters is to promote and improve the quality of online education and student learning nationally and internationally through:

1. Development of current, research-supported, and practice-based quality standards and appropriate evaluation tools and procedures.

2. Recognition of expertise in online education quality assurance and evaluation.

3. Fostering a culture of continuous improvement by integrating QM Standards and processes into organizational plans to improve the quality of online education.

4. Providing professional development in the use of rubrics, tools and practices to improve the quality of online education.

5. Peer review and certification of quality in online education.

3. If professional services, what are the unique qualifications this vendor possesses? Provide specific, measurable factors/qualifications:

QM promotes and improves the quality of online education and student learning nationally and internationally by utilizing appropriate evaluation tools and procedures, which are backed by research and practice-based quality standards.

In accordance with CCC’s Strategic Framework, the Online Learning Department, under the guidance of the AVC of Instructional Quality and Innovation, seeks to use Quality Matters' copyrighted material to support and improve quality in online courses to ensure learners have an excellent academic experiences.

4. Were alternative supplies or services evaluated?

Prior to 2020, the Online Learning Department required faculty to obtain their asynchronous online and hybrid teaching credential (three courses) from Illinois Online Network (ION). The cost to complete each course was a minimum of $395.00, and the time commitment to complete each course was 4 to 8 weeks.

In 2019, the Online Learning Department responded to the faculty’s desire for a better online teaching credential option, and decided to adopt Quality Matters because of their national and international reputation for promoting quality in online education. Coupled with the fact that Quality Matters courses are $220.00 per course, a significant savings, and take one day to two weeks to complete.

Organization Cost per Course Time Commitment Online Quality Recognition

Illinois Online Network (ION)

$200 membership rate

4 to 8 weeks State and regional

Online Learning Consortium (OLC)

$220-$300 membership rate

6 days to several weeks

National

Quality Matters

(QM)

$220 membership rate One day to two weeks National and international “gold standard”

5. What efforts were made to get the best possible price?

The Online Learning Department researched and compared the options listed above to determined that Quality Matters has the best price for the services and resources it provides.

6. Will this purchase obligate CCC to this vendor for future purchases such as maintenance, licensing or continuing needs?

CCC will be able to benefit from membership discounts on workshops and resources from Quality Matters for the term of the subscription agreement. However, CCC may still refer faculty and staff to other resources for workshops and resources.

7. Why is the price for this purchase considered to be fair and reasonable?

Compared to similar membership services as shown on the table above, Quality Matters offers a fair and reasonable price for its workshops and resources.

8. If this is a renewal, describe why circumstances are such that competitive selection is still not an alternative since awarding the original contract:

QM workshops have been adopted as part of obtaining an online teaching credential since 2020.

As a result, more than 700 faculty members and staff have completed their online teaching credential, with more faculty in the pipeline. Faculty have been satisfied with being able to complete and obtain their online teaching credential in a more accelerated time frame from a nationally and internationally renowned organization.

9. What will be the financial or other impact to CCC if this sole source is not approved and a competitive bid is required?

One of the major ways CCC will be financially impacted is our faculty will not be able to benefit from the Quality Matters membership discount. The faculty who are members of one of the faculty unions can receive professional development reimbursement, but faculty who are not in the union must pay for these workshops out of their pockets.

This is an important point because identifying faculty to teach asynchronous online courses has been challenging for some departments that are seeing more student demand to offer their courses and programs online. Being able to offer a low-cost online teaching credential pathway helps with part-time faculty retention and supports growth in online courses and programs.

Quality Matters 1997 Annapolis Exchange Pkwy Suite 300 Annapolis MD 21401 United States

866-851-4984

Invoice

#INV133944

07/02/2025

INV133944

Bill To Ship To Balance Due Harold Washington College 30 E. Lake Street Chicago IL 60601 United States

Harold Washington College 30 E. Lake Street Chicago IL 60601 United States $14,005.00

Due Date: 08/31/2026

Terms Due Date PO # Subscription Start Date Subscription End Date Net 60 08/31/2026 10/01/2025 09/30/2026

Quantity Item Subscription Start Date

Subscription End Date Rate Amount

1 Systemwide HE Subscription Systemwide Subscription

10/01/2025 09/30/2026 $6,355.00 $6,355.00

Lead: Harold Washington College

6 Systemwide HE Affiliate Sub Systemwide Affiliate Subscription

10/01/2025 09/30/2026 $1,275.00 $7,650.00

Affiliates:

Harry S Truman College (IL)

Kennedy-King College (IL)

Malcolm X College (IL)

Olive-Harvey College (IL)

Richard J. Daley College (IL)

Wilbur Wright College (IL)

Subtotal $14,005.00

Payments/Credits $0.00

Balance Due $14,005.00

Suite 300 Annapolis MD 21401 United States

866-851-4984

Invoice

#INV133944

07/02/2025

INV133944

QM Quality Matters Inc. does not accept credit card information over the phone or by email. To make a payment online, please visit https://www.qmprogram.org/qmresources/payinvoice/. If paying subscription or course review invoices online, please add 3% to the total amount for administrative fees.

TERMS AND CONDITIONS:

All prices are quoted in U.S. dollars (USD). Total amount of QM Quality Matters, Inc. invoices must be paid in USD. All associated fees or conversion rates are the responsibility of the customer.

QM Quality Matters Inc. generates invoices for services upon completion. The discounted rate granted to a subscribing customer is contingent on their current subscription being paid in full.

If a QM Quality Matters Inc. subscription is not showing a current active status, any prepayments for course reviews, professional development workshops, QM Quality Matters Inc.

materials and/or other QM Quality Matters Inc. services scheduled after the last day of the paid subscription term will be allocated at the non-subscriber rate.

Thank you for your business - we really appreciate it!

Suite 300 Annapolis MD 21401 United States

866-851-4984

Intent Invoice

#NPINV05857

05/20/2025

NPINV05857

Bill To Ship To TOTAL Harold Washington College 30 E. Lake Street Chicago IL 60601 United States

Harold Washington College 30 E. Lake Street Chicago IL 60601 United States $19,800.00

Quantity Item Rate Amount

45 TOL (member) - Async TOL (member) - Teaching Online

$220.00 $9,900.00

45 APPQMR(Async) (member) APPQMR (member) - Applying the Quality Matters Rubric

$220.00 $9,900.00

Subtotal $19,800.00

Tax Total (%) $0.00

Total $19,800.00

TERMS AND CONDITIONS:

A final invoice will be issued once a fully executed Subscription Agreement is received. Note that the final invoice may be paid online with a purchasing or credit card. If you choose this option, please add 3% to the total amount for administrative fees.

All fees are shown in U.S. dollars (USD). Total amount of QM Quality Matters, Inc. invoices must be paid in USD. All associated fees or conversion rates are the responsibility of customer.

Suite 300 Annapolis MD 21401 United States

866-851-4984

Intent Invoice

#NPINV05858

05/21/2025

NPINV05858

Bill To Ship To TOTAL Harry S Truman College 1145 West Wilson Avenue Chicago IL 60640 United States

Harry S Truman College 1145 West Wilson Avenue Chicago IL 60640 United States $3,520.00

Quantity Item Rate Amount

8 TOL (member) - Async TOL (member) - Teaching Online

$220.00 $1,760.00

8 APPQMR(Async) (member) APPQMR (member) - Applying the Quality Matters Rubric

$220.00 $1,760.00

Subtotal $3,520.00

Tax Total (%) $0.00

Total $3,520.00

TERMS AND CONDITIONS:

A final invoice will be issued once a fully executed Subscription Agreement is received. Note that the final invoice may be paid online with a purchasing or credit card. If you choose this option, please add 3% to the total amount for administrative fees.

All fees are shown in U.S. dollars (USD). Total amount of QM Quality Matters, Inc. invoices must

Suite 300 Annapolis MD 21401 United States

866-851-4984

Prepayment Invoice

#NPINV05822

05/16/2025

NPINV05822

Bill To Ship To TOTAL Olive-Harvey College 10001 South Woodlawn Ave.

Chicago IL 60628 United States

Olive-Harvey College 10001 South Woodlawn Ave.

Chicago IL 60628 United States $19,800.00

Quantity Item Rate Amount

45 TOL (member) - Async TOL (member) - Teaching Online

$220.00 $9,900.00

45 APPQMR(Async) (member) APPQMR (member) - Applying the Quality Matters Rubric

$220.00 $9,900.00

Subtotal $19,800.00

Tax Total (%) $0.00

Total $19,800.00

Note: Customer understands that by paying this invoice, Quality Matters, Inc will incur costs to prepare for and be reliant on customer’s future scheduling of workshops, course reviews, and other QM services. As a result, customer understands and agrees that funds paid to QM via this invoice ARE NOT REFUNDABLE.

QM Quality Matters Inc. does not accept credit card information over the phone or by email. To make a payment online, please visit https://www.qmprogram.org/qmresources/payinvoice/. If paying subscription of course review invoices online, please add 3% to the total amount for administrative fees.

TERMS AND CONDITIONS:

All prices are quoted in U.S. dollars (USD). Total amount of QM Quality Matters, Inc. invoices must be paid in USD. All associated fees or conversion rates are the responsibility of the customer.

QM Quality Matters Inc. generates invoices for services upon completion. The discounted rate granted to a subscribing customer is contingent on their current subscription being paid in full.

If a QM Quality Matters Inc. subscription is not showing a current active status, any prepayments for course reviews, professional development workshops, QM Quality Matters Inc.

materials and/or other QM Quality Matters Inc. services scheduled after the last day of the paid subscription term will be allocated at the non-subscriber rate.

All fees are shown in U.S. dollars (USD). Total amount of QM Quality Matters, Inc. invoices must

TOTAL

$2,200.00

Quality Matters 1997 Annapolis Exchange Pkwy Suite 300 Annapolis MD 21401 United States

866-851-4984 Bill To Ship To

Intent Invoice

#NPINV05855

07/21/2025

Malcolm X College 1900 W. Jackson Chicago IL 60612 United States Malcolm X College 1900 W. Jackson Chicago IL 60612 United States

Quantity Item Rate Amount

TOL (member) - Async TOL (member) - Teaching Online $220.00 $1,100.00

APPQMR(Async) (member)

APPQMR (member) - Applying the Quality Matters Rubric $220.00 $1,100.00

Subtotal $2,200.00 Tax Total (%) $0.00

Total $2,200.00

TERMS AND CONDITIONS:

A final invoice will be issued once a fully executed Subscription Agreement is received. Note that the final invoice may be paid online with a purchasing or credit card. If you choose this option, please add 3% to the total amount for administrative fees.

All fees are shown in U.S. dollars (USD). Total amount of QM Quality Matters, Inc. invoices must