REQ-DASOBO-00099475_FileMaker_DIS_BOA_Approved~1.pdf

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REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00099475

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: Department of Administrative Services, State Procurement Services (“DAS

SPS”) on behalf of the Oregon Board of Accountancy (“BOA”)

2. Date of Request: July 30, 2025 3. Agency Number: 10700 OBO 120000

4. Agency Contact Name: Brian Eilerts 5. Phone: 971-283-5302

6. Type of Request: Class Special Procurement ___X__ Contract-specific Special Procurement

7. Time Period Requested: From: July 1, 2025 To: September 30, 2026

8. Total Estimated Cost: $55,200

9. Title: Supplies and/or Services to be Acquired:

Maintenance and Operational (“M&O”) Support Services (collectively “Services”) for the BOA web-enabled database program, which is written on the FileMaker Platform.

10. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

DAS SPS, on behalf of BOA, requests approval of this Special Procurement (“SP”) No. REQ-DASOBO- 00099475, to:

• direct award a new contract with Direct Impact Solutions USA, Inc. (“DIS”) for Maintenance and Operational Support Services for the FileMaker platform through September 30, 2026; and

• allow the maximum Not-to-Exceed (“NTE”) of $55,200, permitting DAS SPS time to complete a solicitation for statewide price agreement(s) to support the FileMaker Platform.

b. Background:

The State of Oregon Board of Accountancy is a state agency responsible for licensing and regulating Certified Public Accountants (“CPAs”) and other professional accountants in Oregon. BOA’s primary mission is to protect Oregon consumers by ensuring only qualified licensee’s practice public accountancy in accordance with established professional standards and promulgated rules.

The Oregon Board of Accountancy has over 9,000 licensed CPAs and over 700 CPA Firms in each of the 55 United States Jurisdictions and in over 50 countries. BOA records show the Board of Accountancy’s use of FileMaker dates to at least 2003, when BOA maintained their own dedicated FileMaker Server and BOA staff utilized FileMaker Pro. In 2009, BOA used Portland-based, MSN Media as their FileMaker vendor, which later became AppWorks, which was then purchased by DIS in the early 2020s. DIS still maintains the Portland office, which has been very crucial to have in-person meetings when developing and testing new features on FileMaker. FileMaker is also an open-source program where the BOA maintains 100% access to the source code. This allows BOA staff (if trained) to make changes and modifications to the system, when necessary.

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May 2024: BOA issued a contract for FileMaker Services, which resulted from a small procurement process conducted by BOA, which began on May 13, 2024, in accordance with Oregon Revised Statute (“ORS”) 279B.065 and Oregon Administrative Rule (“OAR”) 125-247-0265.

November 2024: BOA requested services from DAS SPS to issue an RFP to the public for the FileMaker Platform maintenance and support required by BOA.

December 2024-January 2025: DAS SPS released a Request for Proposals (“RFP”) No. S-10700-00012236 for Maintenance and Support Services for a FileMaker Platform operated by DAS Surplus Property. The DAS Surplus FileMaker RFP, which was released for bid on December 6, 2024 through OregonBuys and closed on January 20, 2025, received no responses or bids.

March 2025: DAS SPS issued an internal communication performing an accounting of all agencies using the FileMaker Platform to determine the level of use at the State. Through the survey issued by DAS SPS it was determined that eight agencies within the State use FileMaker for their database management solution.

April 2025: DAS SPS determined that the most efficient and effective way to meet the maintenance and support needs of multiple agencies at the State of Oregon would be a Statewide Price Agreement that multiple agencies could use to meet their individual FileMaker Platform needs. To that end, DAS SPS has performed the following:

• DAS SPS Information Technology (“IT”) Business Center conducted market research to identify potential vendors to meet the hosting, maintenance, and service requirements of the FileMaker Platform.

• Four strong candidates have been identified and contacted regarding the re-issue of the FileMaker

RFP.

• DAS SPS IT Business Center is now working with these potential vendors to on-board on to the OregonBuys Procurement System.

• DAS SPS is currently working on the re-issue of the Statewide FileMaker RFP, which is expected to be released to the public in later 2025 and close in 2026. The initial term of the contract is anticipated to be five years, with options to renew.

c. Current Need:

Through this SP request, DAS SPS on behalf of BOA seeks the ability to direct award a new contract with Direct Impact Solutions USA, Inc., for the purpose of monitoring and tracking CPAs, PAs, municipal auditors, and public accounting firms registered to practice in Oregon with the use of the FileMaker Platform to ensure competent and ethical behavior and performance, thus protecting the public. BOA monitors and tracks the following data using the FileMaker Platform and is a vital component of BOA FileMaker Platform:

• Licensing - BOA regulates the Licensing of CPAs, including setting educational requirements, exam requirements, and continuing professional education requirements.

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• CPA Exam- BOA manages the application processing and eligibility determination for the Uniform CPA Examination in Oregon, Outsourcing this task to The National Association of State Boards of Accountancy (“NASBA”) for re-examination applications.

• Reporting - BOA requires Licensees to report certain events, such as civil actions, regulatory actions, and inquiries into their conduct, within a specified timeframe.

• Address Changes - Licensees must notify BOA of any address changes through a dedicated form.

• Contact Information - BOA can be contacted via email or mail for official transcripts and other correspondence.

• Online Application Portal - BOA has an online portal for various applications, including those for licensing and renewal.

FileMaker is a key component of the BOA’s ability to operate efficiently as a regulatory agency. BOA’s FileMaker server is hosted on a DAS-IT server dedicated exclusively to the Board of Accountancy.

BOA uses FileMaker to manage the licensee database, which includes:

• Daily SFTP feeds to the National Association of State Boards of Accountancy (NASBA), which are used for the CPA/Firm verification tool (Homepage - CPA Verify).

• Daily SFTP feeds to the State of Oregon’s Licensee Lookup tool for verifying licensure of CPAs, PAs, and firms (Board of Accountancy: Licensee Lookup - State of Oregon).

• Reports ranging from deposit reconciliation with SFS to lists of newly licensed CPAs/PAs for public records requests and DOJ reporting.

• Issuing Firm Registrations certificates.

• Letter & template generator for official communications.

• Tracking of completed Continuing Professional Education (CPE) during license renewals.

• Monitoring of registered firms and the associated licensees at each firm.

• BOAs Compliance Department uses FileMaker to track compliance issues and penalty payments.

The Oregon Board of Accountancy could not function without the continued use and support of FileMaker.

Table 10.(c) – Estimated Cost Table Through September 30, 2026:

Qty Description Unit Price Amount

200 HRS FileMaker Development M&O Services – July 1, 2025 through September 30, $225 $45,000

Optional Contingency Funds $10,200 NTE Total Cost: $55,200

d. Proposed Contracting Procedure:

1. As required by OAR 125-247-0287, DAS SPS will issue a public notice (the “Notice”) on OregonBuys regarding approval of SP request for a period of seven (7) calendar days.

2. The Notice will include provisions that any Affected Person(s) may protest the approval of this SP.

3. DAS SPS will respond to and resolve all protests, if any.

4. If no protests to this approved SP are received and sustained, DAS SPS, on behalf of BOA, REQ-DASOBO-00099475_FileMaker_DirectImpactSolutions_BOA Page 4 of 6 will proceed with direct awarding a new contract as set out in Section 10.a above.

5. DAS SPS and BOA will work with DAS Enterprise Information Services (“EIS”) and obtain its endorsement prior to executing the contract, if required.

6. Pursuant to OAR 137-045-0015, DAS SPS will work with Oregon Department of Justice (“DOJ”) and obtain its legal sufficiency approval prior to executing the contract, as required.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

Oregon’s Public Contracting Code (the “Code”), set out in ORS Chapters 279A, 279B, and 279C, is predicated on the principles of competition. However, DAS SPS completed the DAS Surplus FileMaker RFP No. S-10700- 00012236 and received no responses. Therefore, outside of ORS 279B.065 Small procurements, which limit the maximum compensation of a direct awarded contract to $25,000, there are only two procurement methods defined in statute through which the request articulated in this SP can be solicited and approved:

o ORS 279B.075 Sole-source procurements o ORS 279B.085 Special procurements

With the approval of this SP to direct award a new contract to DIS for Maintenance and Support Services, BOA can continue to protect Oregon Consumers by ensuring only qualified licensee’s practice public accountancy in accordance with established professional standards and promulgated rules until the Statewide FileMaker RFP is released and finalized prior to September 30, 2026.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

___X___ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

BOA’s Contract was established through a competitive process, conducted in accordance with Oregon statutes and administrative rules. The planned, new statewide procurement is anticipated to be issued on OregonBuys in 4th quarter of 2025. All providers of the requisite Services will have the opportunity to compete for an award. OregonBuys currently holds a roster of approximately 30,000 vendors (aka Suppliers).

and

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

__X____ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

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The Oregon Board of Accountancy web-enabled database program, which is written on the FileMaker platform is mission critical to BOA’s operations by collecting and tracking important data, license information, public records, and complaints for approximately 9,000 CPAs, PAs, municipal auditors, and public accounting firms registered to practice in Oregon to ensure competent and ethical behavior and performance, thus protecting the public.

Approval of this SP substantially promotes the public’s interests by giving BOA the tools it needs as a regulatory agency to protect Oregon consumers and to support CPAs.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through OregonBuys. Agency may elect to attach a signed Request.

Signature: e.g. Electronically in OregonBuys _________________ Type Name: Date:

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PART B. The Department of Administrative Services completes Part B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247-0288 implement ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys. The Special Procurement may not be used until after the completion of the seven (7) day notice period required pursuant to OAR 125-247-0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the Special Procurement.

2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

3. Authorized Agency shall comply with all Enterprise Information Services (“EIS”) conditions and requirements prior to contract or contract amendment execution, if any.

APPROVED

Jay Jackson, Procurement Policy Officer Date:

Department of Administrative Services, State Procurement Services

08/14/2025