60-U5500-26-CP078_Teamworks Academics Sole Source.pdf.PDF

2021 Sole Source Form

STATE OF NEW MEXICO

SOLE SOURCE REQUEST AND DETERMINATION FORM

A sole source determination is not effective until the sole source request for determination has been posted for thirty (30) calendar days without challenge, and subsequently approved in writing by the State Purchasing Agent or, for Professional Services Agreements, the Secretary of the General Services Department. The foregoing requirement is regardless of whether the sole source request for determination has been signed by the Agency and/or the Contractor.

I. Name of Agency: Eastern New Mexico University

Agency Chief Procurement Officer: Scott Davis

Telephone Number: 575-562-2425 Agency Contact for this request: Kalley Tharp Telephone Number & Email Address kalley.tharp@enmu.edu

II. Name of prospective Contractor: Teamworks Academics

SHARE Vendor Number (must be active):

Address of prospective Contractor:

122 E Parrish St.

Durham, NC 27701

Contact Name, Telephone Number and Email Address:

Amount of prospective contract before tax:

Payment Due 07/01/2026: $40,250.00 Payment Due 07/01/2027: $42,600.00 Payment Due 07/01/2028: $46,600.00

Estimated tax amount (tax is subject to change): N/A

Term of prospective contract: 7/1/2026-6/30/2029

III. Agency is required to state purpose/need of purchase and thoroughly list the services

(scope of work), construction or items of tangible personal property of the prospective contract (if this is an amendment request to an existing contract, include current contract number issued by SPD):

We need to be able to effectively communicate with our athletes and staff, who at any given point have varied locations and access to different mediums of communication. Our staff members currently spend a great deal of time attempting to coordinate schedules between the various support functions for our athletes. A great deal of effort is spent ensuring that athletes attend all required appointments, such as class, study hall, rehab, strength training, etc. We also lack the ability to analyze, in situations where advance notice isn't possible (e.g. inclement weather or travel delays), student athletes' schedules, and don't have the ability to dynamically reschedule group events. We also lack a centralized repository for all student-athlete information. The lack of these capabilities creates numerous operational inefficiencies. We need a system that eliminates these inefficiencies and allows our team staffs to best serve the academic and athletic performance of our student athletes.

IV. Provide a detailed explanation of the criteria developed and specified by the agency as necessary to perform and/or fulfill the contract and upon which the state agency reviewed available sources. (Do not use “technical jargon;” use plain English. Do not tailor the criteria simply to exclude other contractors if it is not rationally related to the purpose of the contract.)

The agency needed a solution to streamline communication, scheduling, and athlete management. Key criteria includes complete view of athlete profiles & schedules, objective based learning, communications, appointments & tutors, academic check-ins, and analytics & reporting.

After reviewing options, Teamworks Academics was the only platform that met all these needs in one system. Other solutions required multiple vendors, increasing cost and complexity. With a proven track record across thousands of teams, Teamworks Academics ensures efficiency and better support for student-athletes.

V. Provide a detailed, sufficient explanation of the reasons, qualifications, proprietary rights or unique capabilities of the prospective contractor that makes the prospective contractor the one source capable of providing the required professional service, service, construction or item(s) of tangible personal property. (Please do not state the source is the “best” source or the “least costly” source. Those factors do not justify a “sole source.”)

Teamworks Academics includes the following unique capabilities:

● Consolidate grades, attendance, and milestones into an actionable view, helping coaches and advisors intervene sooner and keep students eligible.

● Complete view of student-athletes and their class schedules so you have what you need to build effective relationships and provide personalized support.

● Ability to schedule and coordinate a variety of services and minimize no-shows and double bookings. Deliver timely support and improve engagement by empowering student-athletes to get help when they need it.

● Ability efficiently onboard and manage your army of tutors and, most importantly, automate much of the labor-intensive work.

● Ability to easily log, track, and manage study hall hours and class check-ins

● Ability to take control of weekly study hall reports with self-service tools

● Ability to help student-athletes stay organized and on top of their academic responsibilities with collaborative task lists.

● Ability to easily connect with professors, coaches, and other stakeholders to effectively engage them as partners in the student-athlete’s academic success.

● Ability to simplify Travel Letters save time and improve faculty communication.

● Ability to track and analyze class absences from team travel to give stakeholders instant insights for data-driven scheduling.

● Ability to gain insights and understand the impact of your academic support resources. Streamline and automate regular reporting to share timely information with coaches, faculty, and administrators.

VI. Provide a detailed, sufficient explanation of how the professional service, service, construction or item(s) of tangible personal property is/are unique and how this uniqueness is substantially related to the intended purpose of the contract.

No competitive services offer the same comprehensive suite of tools to meet the needs of our athletic teams. The closest (and most cost effective) comparison we could find in the market was ProofHub, which provides a platform that supports email and file sharing needs (although it has much more complicated administrative requirements, and no direct training, support, and service). Other systems offer one or more similar features (for example, other products offer text messaging capabilities, but the delivery confirmation and reporting are less robust and competitors use of "short codes" for SMS messaging creates issues for some end users), but only Teamworks Academics provides an entire suite of tools that meets the needs of our department. To assemble a similar package of features from amongst various product offerings would require using multiple vendors, and would result in a much greater cost to the University. Finally, Teamworks Academics has thousands of teams using their platform, and we desire a product that has this type of track record of delivering success.

VII. Explain why other similar professional services, services, construction or item(s) of tangible personal property cannot meet the intended purpose of the contract.

Teamworks Academics integrates directly with Teamworks Hub and Teamworks Compliance & Recruiting, which are the existing compliance and communication softwares used by the athletic department. This ensures that all aspects of the athletic department have access to the most up-to-date information to reduce the risk of compliance violations, scheduling mishaps, and eligibility issues. Only Teamworks Academics provides the entire suite of communication, scheduling, and athlete management tools that integrate with tools the athletic department already utilizes. Other tools require athletics to duplicate work across multiple tools.

VIII. Provide a narrative description of the agency’s due diligence in determining the basis for the procurement, including procedures used by the agency to conduct a review of available sources such as researching trade publications, industry newsletters and the internet;;

contacting similar service providers; and reviewing the State Purchasing Divisions’ Statewide Price Agreements. Include a list of businesses contacted (do not state that no other businesses were contacted), date of contact, method of contact (telephone, mail, e-mail, other), and documentation demonstrating an explanation of why those businesses could not or would not, under any circumstances, perform the contract; or an explanation of why the agency has determined that no businesses other than the prospective contractor can perform the contract.

The agency conducted thorough research, including industry publications, vendor outreach, and procurement reviews, to find a solution for team communication, scheduling, and athlete management.

Several vendors were contacted, including Google Apps for Business and Spry, but alternatives lacked key features like real-time scheduling, centralized data management, and FERPA compliance. Competitive solutions required multiple vendors, increasing cost and complexity.

Teamworks Academics was the only platform meeting all criteria in one system, with a proven track record across thousands of teams. Based on this review, the agency determined no other vendor could fully meet its needs.

Certified by: Date:____________________

Agency Chief Procurement Officer

Agency Approval by: Date: ____________________

Cabinet Secretary/Agency or Entity Head or Designee

APPROVED: Date:____________________

State Purchasing Agent

If this sole source is being submitted by a governmental agency or governmental entity not under the final authority of the State Purchasing Agent, the State Purchasing Agent’s signature is not required. The signature line may be removed from this form or marked as N/A. Hard Copy Documentation for Courtesy Postings do not need to be submitted to SPD for approval.

I. Name of Agency: Eastern New Mexico University