HE1723-25 SurveyMonkey_Special Procurement_Final.pdf

HE1723-25 - SurveyMonkey Enterprise (SaaS) License and Maintenance Renewal Page 1 of 4

CONTRACT-SPECIFIC SPECIAL

PROCUREMENT

HE1723-25

for

SurveyMonkey Enterprise Software-as-a-Service (SaaS) License and Maintenance Renewal

Marion County is conducting a Special Procurement pursuant to ORS 279B.085 and MCPCR 20-0285.

1. BACKGROUND

Marion County Health & Human Services (MCHHS) intends to renew SurveyMonkey Enterprise, an online software tool that allows the team to create polls, surveys, quizzes, and facilitate historical data collection and analysis that is HIPAA compliant. The tool enables the team to gather information from public sources to understand the needs and wants for outreach endeavors, then leverage that data in working with organizers to execute efficient and relevant outcomes for the community.

Since 2010, MCHHS has relied on SurveyMonkey as its primary survey platform, developing and maintaining over 412 surveys that include:

• COVID-19 related surveys (distributed to staff, partners, and the public during the pandemic).

• Community Health Assessment surveys, which inform key planning documents and health priorities for Marion County.

• Customer satisfaction surveys across MCHHS programs, which evaluate whether services meet community needs.

SurveyMonkey houses critical historical survey data, including longitudinal data that may be lost or rendered inaccessible if services are interrupted. It also supports active, open surveys that cannot be disrupted without undermining data validity and community trust. SurveyMonkey is embedded in established administrative and programmatic workflows, staff processes, and public communication channels. Any disruption would cause measurable harm to data continuity and community engagement. New survey software would require stopping current workflows to learn new software and create new workflows. SurveyMonkey is used to administer the

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Community Health Assessment (CHA) survey to the public and related periodic Marion-Polk Community Health Collaborative quality improvement partner surveys.

The capabilities that the County may lose if we’re unable to renew our licensing with SurveyMonkey include at minimum:

• Identifying and securing storage space for all historical survey content and data, including archiving over 400 surveys.

• Rebuilding and re-implementing upcoming surveys for:

o Customer Satisfaction (scheduled to be active October 2025) o Zero Suicide (scheduled to be active mid-September 2025) o Four additional surveys that are planned for re-activation

• Pausing, rebuilding, and re-implementing open surveys, imposing undue burden on staff, the community, and partner organizations who have already participated for:

o Healthcare Navigation pilot program

• Significant staff time and cost to replicate existing work, along with the risk of data incompatibility or data loss.

o Many hours of retraining staff on how to administer the data collection for the

Healthcare Navigation survey.

• SurveyMonkey offers advanced functionality including customizable survey logic, analytic tools, and integrated reporting that cannot be substituted without retraining staff and rebuilding survey infrastructure including:

o Training for the CHA survey administrator o Transferring and/or rebuilding the CHA in eight different languages including rebuilding the corresponding periodic quality improvement surveys administered to the Marion-Polk Community Health Collaborative.

2. CONTRACTING PROCEDURE

The County anticipates a single contract with SurveyMonkey beginning October 2, 2025.

3. GOODS OR SERVICES

The goods and services subject to this Special Procurement would be a renewal of SurveyMonkey licensing and maintenance (technical support plus SurveyMonkey upgrades/updates) of SurveyMonkey Enterprise and HIPAA compliant licenses.

4. REQUIREMENTS

Pursuant to MCPCR 20-0285 The county may award a contract as a special procurement pursuant to the requirements of ORS 279B.085. The Board/CAO may approve a special procurement if the procurement:

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A. ORS 279B.085(4)(a) Is unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and

B. ORS 279B.085(4)(b)(A) Is reasonably expected to result in substantial cost savings to the contracting agency or to the public; or

C. ORS 279B.085(4)(b)(B) Otherwise substantially promotes the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

5. DETERMINATION AND FINDINGS

A. ORS 279B.085(4)(a) To preserve historical and ongoing survey data, the renewal of our current services with SurveyMonkey is the best utilization of County resources at this time. The current contract with SurveyMonkey expires October 1, 2025 and there isn’t currently time to effectively procure a replacement through competitive solicitation and not interrupt business critical services. MCHHS staff are interested in collecting information on other options when time permits.

It is our intention to take inventory of our current usage and develop a plan for either 1) long-term, customized use of the current services, OR 2) options for off-boarding services and transitioning to a new provider, which would include public solicitation.

Either way, if this special procurement is approved, the renewal contract will include an internal schedule for review and long-term planning, so staff have ample time to prepare and time constraints don’t become an issue again.

B. ORS 279B.085(4)(b)(A) All HHS programs and Administration who utilize SurveyMonkey for internal and external surveys will be heavily impacted by a transition to another provider, or by an interruption to current services. When the time comes to transition to an alternate vendor, HHS staff estimates the cost of cataloging, archiving and/or rebuilding survey and analysis infrastructure, plus training staff on a new system could cost the County up to $90,000.

C. ORS 279B.085(4)(b)(B) Due to the longstanding history with SurveyMonkey and the volume of survey data and analysis archived, SurveyMonkey is the only source available to provide uninterrupted access

HE1723-25 - SurveyMonkey Enterprise (SaaS) License and Maintenance Renewal Page 4 of 4 to existing data and surveys while maintaining compliance with community health assessment requirements and customer feedback needs.

6. LENGTH OF TIME

The length of time/duration anticipated for this special procurement is up to 5 years, beginning October 2, 2025.

7. RESULTS OF INITIAL POSTING

Describe the outcome of the initial posting.

8. REVIEW AND APPROVAL

MARION COUNTY SIGNATURES

Authorized Signature: ____________________________________________________________ Chief Administrative Officer Date

Reviewed by Signature:

Marion County Contracts & Procurement Date