Qualtrics CoreXM Software

Agency:	The Military College of South Carolina
State:	South Carolina
Type of Government:	State & Local
NAICS Category:	511210 - Software Publishers
Posted Date:	Nov 21, 2023
Due Date:	Dec 14, 2023
Solicitation No:	RFQ 24008-JD
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
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Request for Quote

Date Issued

Procurement Officer

Phone

E-Mail Address

RFQ 24008-JD

11/21/2023

James de Luca

843-953-6861

jdeluca@citadel.edu

DESCRIPTION: The Citadel is seeking written quotes for Qualtrics CoreXM software subscription,

or approved equal

SUBMIT WRITTEN QUOTE by: December 12, 2023 at 2:00 PM via email attachment to the

Procurement Officer listed above.

QUESTIONS: All questions regarding this quote request shall be submitted in writing to the email

address of the Procurement Officer listed above at least two (2) business days before quotes are due.

NOTICE: This solicitation is being conducted under the small purchase procedures for

“commercially available off-the-shelf products” (COTS) within the authority of Section 11-35-1550

of the South Carolina Code of Laws.

I. SCOPE OF SOLICITATION

ACQUIRE SERVICES, SUPPLIES AND/OR EQUIPMENT: The purpose of this solicitation is to

acquire services, supplies and/or equipment complying with the description, specifications and conditions

listed in Section III. Scope of Work and other documents related to this Request for Quote.

MAXIMUM CONTRACT PERIOD -– ESTIMATED: January 1, 2024 – December 31, 2027. Dates

provided are estimates only. Any resulting contract will begin on the date specified in the notice of award.

See clause entitled "Term of Contract – Effective Date / Initial Contract Period".

II. INSTRUCTIONS TO OFFERORS – A. GENERAL INSTRUCTIONS

AMENDMENTS TO SOLICITATION:

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors

should monitor the Business Opportunities web site for the issuance of Amendments:

https://www.citadel.edu/procurement/vendors-and-suppliers/solicitations/ Offerors will be required

to acknowledge receipt of any amendment to this solicitation.

(b) If this solicitation is amended, then all terms and conditions which are not modified remain

unchanged.

AUTHORIZED AGENT: All authority regarding this procurement is vested solely with the responsible

Procurement Officer. Unless specifically delegated in writing, the Procurement Officer is the only College

official authorized to bind The Citadel with regards to this procurement or the resulting contract.

BID/PROPOSAL AS OFFER TO CONTRACT: By submitting Your Bid or Proposal, You are offering

to enter into a contract with The Citadel. Without further action by either party, a binding contract shall

result upon final award. An Offer may be submitted by only one legal entity; "joint bids" are not allowed.

RFQ 24008-JD

CODE OF LAWS AVAILABLE: The South Carolina Code of Laws, including the Consolidated

Procurement Code, is available at: http://www.scstatehouse.gov/code/statmast.php. The South Carolina

Regulations are available at: http://www.scstatehouse.gov/coderegs/statmast.php.

DISCLOSURE OF CONFLICTS OF INTEREST OR UNFAIR COMPETITIVE ADVANTAGE:

You warrant and represent that your offer identifies and explains any unfair competitive advantage you

may have in competing for the proposed contract and any actual or potential conflicts of interest that may

arise from your participation in this competition or your receipt of an award. The two underlying principles

are (a) preventing the existence of conflicting roles that might bias a contractor’s judgment, and (b)

preventing an unfair competitive advantage. If you have an unfair competitive advantage or a conflict of

interest, The Citadel may withhold award. Before withholding award on these grounds, an offeror will be

notified of the concerns and provided a reasonable opportunity to respond. Efforts to avoid or mitigate such

concerns, including restrictions on future activities, may be considered. Without limiting the foregoing,

you represent that your offer identifies any services that relate to either this solicitation or the work and

that has already been performed by you, a proposed subcontractor, or an affiliated business of either.

DISCLOSURE OF YOUR BID / PROPOSAL & SUBMITTING CONFIDENTIAL DATA:

(a) According to Section 11-35-410, any person submitting a document in response or with regard to any

solicitation or other request must “comply with instructions provided in the solicitation for marking

information exempt from public disclosure. Information not marked as required by the applicable

instructions may be disclosed to the public.”

IF YOU IDENTIFY YOUR ENTIRE RESPONSE AS EXEMPT FROM PUBLIC DISCLOSURE,

OR IF YOU DO NOT SUBMIT A REDACTED COPY AS REQUIRED, THE CITADEL MAY, IN

ITS SOLE DISCRETION, DETERMINE YOUR BID OR PROPOSAL NONRESPONSIVE AND

INELIGIBLE FOR AWARD.

(b) By submitting a response to this solicitation or request, Offeror (1) agrees to the public disclosure of

every page, or portion thereof, of every document regarding this solicitation or request that was

submitted at any time prior to entering into a contract (including, but not limited to, documents

contained in a response, documents submitted to clarify a response, and documents submitted during

negotiations), unless the page, or portion thereof, was redacted and conspicuously marked “Trade

Secret” or “Confidential” or “Protected”, (2) agrees that any information not redacted and marked, as

required by these bidding instructions, as a “Trade Secret” is not a trade secret as defined by the Trade

Secrets Act, and (3) agrees that, notwithstanding any claims or markings otherwise, any prices,

commissions, discounts, or other financial figures used to determine the award, as well as the final

contract amount, are subject to public disclosure.

submit one complete copy of your offer from which you have removed or concealed such information

(the redacted copy). Except for the information removed or concealed, the redacted copy must be

identical to your original offer.

(d) Do not mark your entire response (bid, proposal, quote, etc.) as confidential, trade secret, or protected.

If only portions of a page are subject to some protection, do not redact the entire page. The redacted

copy must reflect the same pagination as the original and show the empty space from which

information was redacted. The Procurement Officer must be able to view, search, copy and print the

redacted copy without a password. If your response, or any part thereof, is improperly marked as

confidential or trade secret or protected, The Citadel may, in its sole discretion, determine it

nonresponsive.

(e) On the redacted copy, you must identify the basis of your claim by marking each redaction as follows:

You must separately mark with the word “CONFIDENTIAL” every page, or portion thereof, that you

redacted and claim as exempt from public disclosure because it is either (1) a trade secret as defined in

Section 30-4-40(a)(1) of the Freedom of Information Act, or (2) privileged and confidential, as that

RFQ 24008-JD

phrase is used in Section 11-35-410. You must separately mark with the words “TRADE SECRET”

every page, or portion thereof, that you redacted and claim as exempt from public disclosure as a trade

secret pursuant to Section 39-8-20 of the Trade Secrets Act. You must separately mark with the word

“PROTECTED” every page, or portion thereof, that you redacted and claim as exempt from public

disclosure pursuant to Section 11-35-1810. All markings must be conspicuous; use color, bold,

underlining, or some other method in order to conspicuously distinguish the mark from the other text.

(f) In determining whether to release documents, The Citadel will detrimentally rely on your redaction and

marking of documents, as required by these bidding instructions, as being either “Confidential” or

“Trade Secret” or “Protected”. By submitting a response, you agree to defend, indemnify and hold

harmless The Citadel, its agencies, officers and employees, from every claim, demand, loss, expense,

cost, damage or injury, including attorney’s fees, arising out of or resulting from withholding

information by The Citadel or any of its agencies, that you have redacted or marked as “Confidential”

or “Trade Secret” or “Protected”. (All references to S.C. Code of Laws.)

DUTY TO INQUIRE: Offeror, by submitting an Offer, represents that it has read and understands the

Solicitation and that its Offer is made in compliance with the Solicitation. Offerors are expected to

examine the Solicitation thoroughly and should request an explanation of any ambiguities, discrepancies,

errors, omissions, or conflicting statements in the Solicitation. Failure to do so will be at the Offeror's

risk. All ambiguities, discrepancies, errors, omissions, or conflicting statements in the Solicitation shall

be interpreted to require the better quality or greater quantity of work and/or materials, unless otherwise

directed by amendment. Offeror assumes responsibility for any patent ambiguity in the Solicitation that

Offeror does not bring to The Citadel’s attention. See clause entitled “Questions from Offerors”.

OMIT TAXES FROM PRICE: Do not include any sales or use taxes in your price that The Citadel

may be required to pay.

OPEN TRADE REPRESENTATION: By submitting an Offer, Offeror represents that Offeror is not

currently engaged in the boycott of a person or an entity based in or doing business with a jurisdiction

with whom South Carolina can enjoy open trade, as defined in SC Code Section 11-35-5300.

PROTESTS: If you are aggrieved in connection with the solicitation or award of the contract, you may

be entitled to protest, but only as provided in Code Section 11-35-4210. To protest a solicitation, you must

submit a protest within fifteen (15) days of the date the applicable solicitation document is issued. To

protest an award, you must

(i) submit notice of your intent to protest within seven (7) business days of the date the award notice is

posted, and (ii) submit your actual protest within fifteen (15) days of the date the award notice is posted.

Days are calculated as provided in Code Section 11-35-310(13). Both protests and notices of intent to

protest must be in writing and must be received by the appropriate Chief Procurement Officer within the

time provided. See clause entitled “Protest-CPO”. The grounds of the protest and the relief requested must

be set forth with enough particularity to give notice of the issues to be decided. These rights and remedies

are not available for contracts with an actual or potential value of up to fifty thousand dollars.

PROHIBITED COMMUNICATIONS AND DONATIONS: Violation of these restrictions

may result in disqualification of your offer, suspension or debarment, and may constitute a violation of

law.

RFQ 24008-JD

(a) During the period between publication of the solicitation and final award, you must not

communicate, directly or indirectly, with The Citadel or its employees, agents or officials

regarding any aspect of this procurement activity, unless otherwise approved in writing by

the Procurement Officer. All communications must be solely with the Procurement Officer.

[R. 19-445.2010]

(b) You are advised to familiarize yourself with Regulation 19-445.2165, which restricts

donations to a governmental entity with whom you have or seek to have a contract. You

represent that your offer discloses any gifts made, directly or through an intermediary,

by you or your named subcontractors to or for the benefit of The Citadel during the

period beginning eighteen months prior to the Opening Date. [Reference Code Section R.

19-445.2165]

QUESTIONS FROM OFFERORS:

Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings,

specifications, etc., must request it in writing. Questions regarding the original solicitation or any

amendment must be received by the Procurement Officer no later than five (5) days prior to

opening unless an earlier date is stated on the Cover Page and/or the Business Opportunities

website. Label any communication regarding your questions with the name of the Procurement

Officer, and the solicitation's title and number. Oral explanations or instructions will not be

binding. [See R. 19-445.2042(B)] Any information given a prospective offeror concerning a

solicitation will be furnished promptly to all other prospective offerors, if that information is

necessary for submitting offers or if the lack of it would be prejudicial to other prospective

offerors. See clause entitled “Duty to Inquire.” We will not identify you in our answer to your

question.

The preferred method for submitting questions is through an email sent to the Contact’s address

noted on the first page of this RFQ, with the subject line indicating “Questions – Solicitation

RFQ24008.

REJECTION/CANCELLATION: The Citadel may cancel this solicitation in whole or in part.

The Citadel may reject any or all proposals in whole or in part. [Reference Code Section 11-35-

1710 & R.19-445.2065]

II. INSTRUCTIONS TO OFFERORS – B. SPECIAL INSTRUCTIONS

PROTEST – CPO - ITMO ADDRESS: Any protest must be addressed to the Chief

Procurement Officer, Information Technology Management Office, and submitted in

writing

(a) by email to protest-itmo@itmo.sc.gov, or

(b) by post or delivery to 1201 Main Street, Suite 601, Columbia, SC 29201.

Protest rights are not available for contracts with an actual or potential value of up to

fifty thousand dollars.

UNIT PRICES REQUIRED: Unit price to be shown for each item.

III. SCOPE OF WORK

RFQ 24008-JD

The Citadel seeks a source to provide a subscription to Qualtrics CoreXM cloud-based survey

module software, or approved equal.

Qualtrics, LLC provides a leading research and insights platform available on

www.qualtrics.com, offering the unique combination of technology and expertise as detailed

below:

● Advanced website targeting: website feedback software to pinpoint web visitors with

targeted messaging using over 20 behavioral, location, and device-type variables.

● Data Ownership: Customers own and control all data entered in or collected by Qualtrics

technology. This includes survey definitions, questions, response data, panel data, and

uploaded content such as graphics, user information, and report results/analysis from such

data.

● Data analysis: Real-time reporting, flexible dashboards, text analytics, Bain Certified NPS

and benchmarking, can all be gauged and generated within the insight platform.

● Collaboration: The platform allows surveys, messages, and libraries to be collaborated or

shared only within the 1.2 million users of Qualtrics.

● Employee Insights: Qualtrics provides multi-rater assessments, employee engagement

surveys, hierarchical reporting, and onboarding feedback and exit surveys.

● Integration: The platform supports integrations with external systems (CRM platforms,

email service providers, analytics and reporting platforms, HRMS/HRIS systems, and

more). Other integrations include Microsoft Dynamics, Salesforce, Adobe Sitecatalyst,

Oracle CRM, SAS, Twitter, Facebook, SQL server, PeopleSoft, Google Analytics,

PayPal, YouTube, Marketo, Tableau, among others.

● Security: All Qualtrics products enable customers to control individual permissions for

their accounts, web intercepts, dashboards and surveys.

● Web Intercepts: These can be completely customized with images, text and logos and

provides a built-in rich text editor and HTML view. Said web intercepts can only be

integrated in and used with the Qualtrics survey platform.

● Libraries: The platform offers a unique global resource library of surveys, questions, and

images that can be used for survey creation only within the Qualtrics platform.

● Duplication Management: The platform automates de-duplication within distribution lists

for more targeted outreach.

● Subject matter expertise: In addition to market-leading technology, Qualtrics

provides subject matter expertise to optimize each unique project with the best

industry and research resources available.

RFQ 24008-JD

Solicitation Number	Description	Issue Date	Due Date
RFQ 24008-JD	Qualtrics CoreXM Software	November 21, 2023	December 14, 2023

Qualtrics CoreXM Software

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