Please note: This is a Sole Source Notification. College Scheduler License Sole Source Supplier: CIVITAS Learning, Inc. Earliest Proposed Purchase Date: 5/4/2023 Valid Effective Date Range: May 2023 – May 2025 Buyer Name: Colette Brown Sole Source Justification: The Office of the Registrar has been using the College Scheduler at least since 2016 and from CIVITAS for the past 4 years to schedule classes and to have students register for classes. This solution frees up personnel from manual processing thousands of requests and negates hard copy paperwork for students. There has been an RFP awarded to EAB that will include College Scheduler next year. However, we will need this two-year extension with CIVITAS during the transition to enable a full transition in a timely and effective manner. If we had to switch to a new vendor before the current July 2023 contract end date, we would be affected by the total transitional costs of $94,200. The total transitional costs are unreasonable and cost prohibitive. In addition to the costs, the ability to have all staff trained at the same time is not feasible due to deadlines and work processes and would take much longer than the 2-month window before the current contract ends. It most likely would take 3-4 months for complete training which would likely cost an additional $50,000 of the current vendor monthly fees. The least prohibitive action is to extend the current contract for the two-years which would actually be less than the costs expected above and have the least amount of disruption to customer service.