HomeMy WebLinkAboutCA edX LLC Enterprise Subscription Executive Summary FINAL EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed agreement with edX, LLC (edX) for Online Technical Education Services
Date: March 30, 2023
BACKGROUND:
Staff requests authorization to engage edX to provide access to extensive online course libraries
via the edX Learner Portal. EdX offers a range of learning opportunities—from hands-on projects
and courses to job-ready certificates and degree. Board of Supervisors approved the Professional
Development & Training Program "PDTP" in June 2022. Currently, CCUA partners with the
University of Florida "UF", UF TREEO, and the Florida Water Pollution Control Operations
Association for developmental resources associated to the PDTP. UF initially contracted with
Coursera to deliver the online training courses defined in each PDTP module. However, we were
recently notified by UF that their contract with Coursera would be ending March 31, 2023, and as
es such would no longer offer courses provided through that contract. The edX Enterprise
a Subscription includes Course Enrollments, Data Package and Standard Support Services. Staff
ca determined the rates for professional services is fair, competitive, and reasonable.
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3 Section 17,last sentence, of Chapter 94-491, Laws of Florida, Special Acts of 1994, states:
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"Nothing in this section shall be deemed to prevent the authority from hiring or retaining such
engineers, attorneys, financial experts, or other technicians as it shall determine, in its discretion,
or from undertaking any construction work with its own resources, without any such public
advertisement."
CCUA's current purchasing policy Section 6.F. states:
"Professional services, as permitted under Section 17 of Chapter 94-491, are excluded from the
public advertisement and competitive bidding requirements. Except in the case of an emergency,
as described in section A. above, such services shall be approved in advance by the Board of
Supervisors.
BUDGET:
Staff budgeted $59,173 in the operating budget for FY 2022/2023 for staff training and
development. EdX, LLC will be paid $15,000 for the period of April 3, 2023, through April 2,
2024. This subscription is for fifty (50) Enterprise Learners at $300 each.
//DP(Author)
//DP,AT,AB,KR(Review)
//KR(Final)
RECOMMENDATION:
Staff respectfully requests the Board of Supervisors approval of the Online Technical Education
Services with edX, LLC, to provide on-going development and support services to CCUA.
ATTACHMENTS:
edX Enterprise Subscription Order Form
//DP(Author)
//DP,AT,AB,KR(Review)
//KR(Final)
edX Enterprise Subscription Order Form
Company Name(Customer) Clay County Utility Authority Order Effective Date April 3,2023
Billing Contact Ashley Taliaferro Email to Send Invoice ataliaferro@clayutility.org
ataliaferro@clayutility.org
Billing Address 3176 Old Jennings Road
Middleburg FL 32068
United States of America
Pay by Credit Card? No
Payment is preferred via ACH transfer/bank wire.
Is a Purchase Order(PO)required for purchase or payment of the products on this Order Form?
If Yes,no invoice will be issued until PO is sent to finance@edx.org. Failure to send the PO will delay invoicing by edX.
PO#:
Products:
1. Course enrollments via the edX Learner Portal that cover the cost per seat in the verified certificate track("Subscription Licenses")in certain massive
open online courses offered at www.edx.org("Subscription Catalog Courses"),as set forth in the order details in the attached Schedule 1.
2. Data package of certain demographic,enrollment and completion data("Data")subject to terms set forth in the attached Schedule 2 and available only
relative to Subscription Licenses purchased for internal use by Customer's employees,contractors and other members of Customer's workforce in the case
of an employer or by Customer's students in the case of an educational institution(each,an"Enterprise Learner"or"Licensed User").
3. Course discovery integration between edX's course catalog application program interface("API")and the Customer website and/or software application
(each,an"API System")identified below in accordance with edX's standard API terms of service.Customer shall be solely responsible for proper
integration,implementation and configuration maintenance of the API into its API System(s).If selected,such integration shall additionally provide for
Data delivery,as may be applicable,to Customer's authorized system administrator via the API System(s)identified below,limited to certain completion
data with respect to Enterprise Learners'Subscription Catalog Course enrollments.
4. Account authentication/single sign-on("SSO")between Customer's system and www.edx.org via a third-party authentication service that supports
SAML 2.0 facilitated by edX in accordance with standard product features as may be updated from time to time.Customer agrees that all accounts are
individually attributable and,by policy,not shared or assumed by any other user.Customer represents and warrants that in the event auto-registration is or
will be used for this integration,any and all attributes or other information completed,used or otherwise provided by Customer with respect to each
Enterprise Learner for purposes of facilitating or performing the auto-registration is complete and accurate to the best of Customer's knowledge.
5. Standard support services comprised of support and advisory services related to available Products and features provided by an edX enterprise
relationship manager;processing by edX's learner support team of learner support tickets in English for Subscription Catalog Courses;and if Customer
elects course discovery integration or account authentication,support for launch and maintenance by an edX integration manager who will be available to
liaise with Customer's technical lead(provided that Customer has completed all configuration activities necessary for launch).
Check all that apply: Products Fees(in USD)per Subscription Period
—see attached Schedule 1 for details
X Course enrollments Prepaid Subscription Fee: $15,000.00 (USD)
X Data package—see attached Schedule 2 for details Enterprise Services Fee: $0.00(USD)
Course discovery integration API System(s):
Account authentication
X Standard support services
Total amount to be invoiced upon signature:$15,000.00(USD)
Q-01846 Enterprise Subscription Order Form(Rev 6.28.21)
DocuSign Envelope ID: E88BF062-36A4-4EF5-B791-0F6E66873736
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Customer acknowledges and agrees that the Prepaid Subscription Fee(including the price per Licensed User)and the Enterprise Services Fee are and
shall be treated as confidential information of edX,and further that edX reserves the right to terminate this Order Form for cause in the event of disclosure
by Customer of such information.
If Customer elects course discovery integration or account authentication:(i)edX will provide technical documentation and advisory services(for clarity,
such work does not include customization, including but not limited to development of new functionality or changing the behavior of existing
functionality); (ii)the timing of either such integration shall be subject to the responsiveness of Customer,the configuration of each system and edX
availability;(iii)each party agrees to notify the other immediately in the event of any security incident that is directly related to or affecting either such
integration;and(iv)either party may terminate either such integration for any reason upon 30 days notice,and the parties will collaborate to minimize
disruption to Enterprise Learners.
Customer hereby orders from edX the Products checked above as described in this edX Enterprise Subscription Order Form.This Order Form is issued
under and incorporates the terms and conditions set forth in the edX Enterprise Sales Terms and Conditions located at
https://www.edx.org/assets/enterprise_sales_terms_and_conditions.pdf.Each person signing this Order Form hereby represents and warrants that he or
she has full authority to execute this Order Form for the party on whose behalf he or she is signing.
Clay County Utility Authority edX LLC
By 2U,Inc.,its sole member
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
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Schedule 1 - Order Details
1. Number of Enterprise Learners(Licensed Users):50
• Customer is responsible for assigning and managing Subscription License access to Enterprise Learners and may reassign
Subscription Licenses only as specifically permitted via the edX Admin Dashboard.Customer agrees that Subscription
Licenses shall be individually attributable and,by policy,not shared or assumed by any other user.edX reserves the right to
suspend access for violation of such access rights and responsibilities.
• For purposes of clarity,each Enterprise Learner shall have unlimited access during the Subscription Period(as defined in#3
below)to discover and enroll in Subscription Catalog Courses included in the course catalog(s)specified in#4 below.
• Additional Subscription Licenses may be purchased and additional Licensed Users may be added via execution of a new
standard edX insertion order under this Order Form.
2. Price per Enterprise Learner(Licensed User)per Subscription Period(as defined in#3 below):$300.00(USD)
• edX shall invoice Customer upon signature,in the amount of$15,000.00(USD)("Prepaid Subscription Fee"),for payment
prior to delivery. ALL SALES FINAL,NO REFUNDS.Payment Terms:Due on receipt
• Customer acknowledges and agrees that edX shall not enable access to Subscription Catalog Courses unless and until payment
of the first such Prepaid Subscription Fee is received in full.
For purposes of clarity,the above-listed amount reflects a$49.00(USD)discount off edX's standard$349.00(USD)list price per
Enterprise Learner per Subscription Period.
Standard List Price per Enterprise Learner Discount Offered Discounted Price per Enterprise Learner
$349.00(USD) $49.00(USD) $300.00 (USD)
3. Subscription Licenses shall be valid from the Order Effective Date until and including April 2,2024(for clarity,until 11:59 PM
UTC)(the"initial Subscription Period"),subject to renewal as provided herein.
• Enterprise Learners will be eligible to enroll in the verified certificate track of the courses included in the catalog(s)specified
in#4 below upon receipt of payment of the Prepaid Subscription Fee and Enterprise Services Fee until and including the end
date stated above,upon which time this Order Form shall automatically renew for consecutive one(1)-year terms(each a
"renewal Subscription Period")unless either party provides written notice to the other party at least ninety(90)days before
expiration of the initial Subscription Period or the then current renewal Subscription Period(any such written notice by
Customer shall be sent to subscriptionrenewal@edxorg with the Customer name and"Subscription Renewal Opt-Out"in the
subject line).Customer acknowledges and agrees that an additional Prepaid Subscription Fee and Enterprise Services Fee will
be due and payable for each renewal Subscription Period under the same terms as provided herein.
• In the event of non-renewal of this Order Form,Enterprise Learners will retain access to their edX.org user accounts and any
verified certificates of achievement earned during the applicable Subscription Period.
4. This Order Form will cover the following edX-curated catalog(s)of courses offered at www.edx.org and made available during the
applicable Subscription Period:B2B Enterprise Catalog(106)
• Customer acknowledges and agrees that courses offered and made available as part of the above-listed catalog(s)are subject to
change from time to time.In the event a course is removed from the above-listed catalog(s),Enterprise Learners who have
previously enrolled in such course may continue to participate in the course and will remain eligible to earn a verified certificate
of achievement upon successful course completion for so long as the course remains available on edX.org.
5. Enterprise Services Fee:edX shall invoice Customer upon signature,in the amount of$0.00(USD),for payment prior to delivery.
ALL SALES FINAL,NO REFUNDS.Payment Terms:Due on receipt
• Customer acknowledges and agrees that edX shall not enable access to Subscription Catalog Courses unless and until payment
of the first such Enterprise Subscription Fee is received in full.
For purposes of clarity,the above-listed amount reflects a$750.00(USD)discount off edX's standard$750.00(USD)Enterprise Services
Fee per Subscription Period.
Standard Enterprise Services Fee Discount Offered Discounted Enterprise Services Fee
$750.00(USD) $750.00(USD) $0.00(USD)
Schedule 2-Data Terms
Data is subject to the following terms:
1. Frequency:Data will be provided on a daily basis.
2. Format:Data will be provided in the form of CSV reports.
3. Method of delivery:Data will be encrypted for secure delivery via the edX Admin Dashboard.
4. Data elements:Data will include the following elements below per Enterprise Learner(additional data fields
related to Course demographics,enrollment and completion may be added by edX from time to time):
Type Data Status Comment
Demographic Username v1.0
Demographic Email Address v1.0
Demographic Country vl.0
Demographic Other v1.0
Demographic Date of Account v1.0
Creation
Enrollment Enrolled Course(s) vl.0
Name(s)
Enrollment CourselD v1.0
Enrollment Course Start Date v1.0
Enrollment Course End Date v1.0 N/A for self-paced courses.
Enrollment Enrollment Date v1.0
Completion Final Grade v 1.0