2025-2026 MELA Minutes

the Board, the contract amendment will be executed on Friday , including a $138,000 infusion to extend tutoring hours. b. This year represents the final year of the current Brainfuse contract with ITS, which was established through an RFP process . It was noted that the group did not want two procurements under the same vendor name active in ITS at the same time. A renewal quote will be brought forward for a vote next month , after which the procurement process can begin. The renewal contract does not need to be in place immediately , as the $138,000 infusion is expected to carry usage until approximately August 1 or September 1 , though the target start date is July 1 . To meet ITS’s requirement of 120 business days for procurement processing, the renewal procurement should be initiated in March . • The AspireEDU contract is set to expire on June 30, 2026 . • A renewal quote has been requested. • Once received, the quote will be distributed via email for group review and consideration. Pricing is expected to remain at $23 per hour , as secured under the existing RFP . • The group is aiming for approximately 15,000 tutoring hours annually , with unused hours allowed to roll over . • Questions were raised regarding Brainfuse usage during discussions related to Amendment Number One . • At this time, there is no cap on usage , though the group acknowledged this may need to be reconsidered moving forward. • Dr. Wilhite will provide administrative access to Brainfuse usage reports for institutional administrators. The SmarterServices contract has now reached $1 million , requiring ITS Board approval , which is expected to occur in February . • The contract expiration/start date is being adjusted from March 31 to January 1 to better align with the start of the fiscal year . • Due to sole source procurement limitations , the renewal will be for 2.9 years rather than a full three years. • Jason (SmarterServices) confirmed that there will be no loss of service on March 31 , even if the contract has not yet been fully executed by that date. b. Brainfuse • c. SmarterServices •

3. Expiring Contracts a. AspireEDU

d. Turnitin •

The Turnitin contract is set to expire on June 30, 2026 .