Qualtrics SS.pdf

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

Date: September 25, 2026 Sole source #: S-10000-00018078

To: Kirk N. Rhoades, Designated Procurement Officer ODHS Office of Contracts & Procurement

Requestor: Le Mont Boyd Agency/division: ODHS/DO, herein after referred to as “Agency” Program/office: OEMS Contract Writer: Kirsten Udani

Agency Sole source rule: Sole source authority:

DHS OAR 125-247-0275 OAR 125-246-0170(2)

Estimated total contract value: $9,900.00

Description of goods or services: Qualtrics, including RedPepper third-party support/training services

1. Background: This sole source justification applies to the purchase of:

a) OEMS, with program and office partners across ODHS, have been developing an innovative approach to assessing and addressing the presence and sources of disparity and disproportionality in the design, delivery, and outcomes of Agency programs, policies, and services. OEMS has named this approach Programmatic Assessment. As a novel approach, OEMS is treating this as a pilot project to both prove the concept as well as develop the institutional capacity and competency to carry out future iterations; analyze results; and develop, implement and evaluate solutions.

The Qualtrics, RedPepper package will support training ODHS staff to use the software to manage and analyze data and package it for presentation and interactive planning. The Agency Director recognized this project as central to the ODHS Transformation Project.

b) Training and consultation package providing up to 20hours live customized technical design and support, with recordable sessions for asynchronous access.

c) Qualtrics: RedPepper Success Package Level1/hot. 1 year support: dedicated lead consultant, annual program review, 30min program planning meeting/month; 40 project credits (20hours), use credits anytime/no roll over. Current purchase is via reseller Carahsoft.

d) Future extension of this project may exceed existing $150,000 limit.

2. Prospective contractor/vendor:

Legal name: Qualtrics

DBA:

Address: 333 W. River Park Drive, Provo, UT 84604 USA Contact person: Nate Wray Phone: (801)390-0896 Email: Nwray@qualtrics.com

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via mail, fax, email, or hand carried to the following address: Protests via telephone will not be accepted.

Oregon Department of Human Services Office of Contracts and Procurement ATTN: Kirsten Udani Address: 500 Summer St. NE, Salem, OR Phone: 503-798-2469 Fax:

Email: Kirsten.udani@odhsoha.oregon.gov

Agency reserves the right to purchase additional goods, services to include on-call maintenance, preventative maintenance, repair (unless available on DAS price agreement), or training.

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services.

Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

For information technology contracts, any ownership or proprietary issues should be fully addressed with written documentation to support facts.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

or Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source.

or Pursuant to ORS 279B.075 (2)(c): Provide findings supporting the determination that the goods or services are for use in a pilot or an experimental project.

• Sole Source 6149 authorized the Programmatic Assessment as a pilot project. It is ongoing and the Agency Director has ordered that the work be expedited to show results by December 2026.

• Fundamental component of the project is compiling, managing, analyzing data to support evidence-based policy and practice. The Lead contractor supporting this project had staff with experience using Qualtrics

• Qualtrics is a software solution already approved for ODHS use and for which ODHS staff have had some experience.

• Leveraging this match-up of contractor experience and institutional pre-approved assets is the most expedient and effective way forward.

• The urgent requirement precluded the use of standard solicitation or special solicitations. Choosing any software other than Qualtrics would entail an unacceptable and unnecessary delay to the project, forcing relearning on the part of the contractor and technical clearance by ITAM.

or Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source.

APPROVED:

By:

Signed by DPO electronically via OregonBuys Kirk N. Rhoades or acting DPO