REQ-DASOBO-00203915_AMD-1_FileMaker_BOA_Approved.pdf

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REQUEST FOR SPECIAL PROCUREMENT (SP) No. REQ-DASOBO-00203915 (Original REQ-DASOBO-00099475), Amendment No. 1

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

1. Requesting Agency Name: Department of Administrative Service, State Procurement Services (“DAS SPS”) on behalf of the Oregon Board of Accountancy (“BOA”)

2. Date of Request: September 1, 2026 3. Agency Number: 10700 OBO 120000

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

6. Type of Request: __X_ Contract-specific Special Procurement

7. Amendment Time Period Requested: From: October 1, 2026 To: September 30, 2028

8. Total Estimated Cost for Amendment Time Period: $94,000

Note: With SP Amendment No. 1 approval from DAS and execution of the anticipated contract amendment, the cumulative Total Estimated Cost of the Contract will be $149,200.

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

a. Amendment Request:

DAS SPS, on behalf of BOA, requests approval of this Special Procurement (“SP”) No. REQ- DASOBO-00203915 (Original No. REQ-DASOBO-00099475), Amendment No. 1 to amend Contract No. PO-DASOBO-00056516 with Direct Impact Solutions USA, Inc. (“DIS”) for Maintenance and Operational Support Services for the FileMaker platform as follows:

• extend the Contract two years through September 30, 2028; and

• increase the maximum Not-to-Exceed (“NTE”) compensation by $94,000 for a new NTE of $149,200, permitting DAS SPS time to complete a solicitation for statewide price agreement(s) to support the FileMaker Platform.

b. Background:

DAS SPS, on behalf of the Oregon BOA, requested and received approval for Special Procurement No. REQ-DASOBO-00099475 on August 14, 2025. In accordance with procurement rules, a Special Procurement Notice was posted publicly for the required seven calendar day period, during which no protests were received.

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Following approval and completion of all required public notice steps, Purchase Order PO-DASOBO-00056516 was executed on January 6, 2026, establishing the authorized contract term through September 30, 2026. The Special Procurement process was utilized to ensure continuity of essential services and to meet BOA’s operational needs within the approved timeframe. All actions taken complied with applicable DAS procurement policies and procedures.

For additional historical and background information see Attachment 1, Original REQ-DASOBO-00099475

c. Current Need:

DAS SPS, on behalf of BOA, requires continuation of the Contract with DIS to maintain uninterrupted delivery of essential program services. As BOA’s operational workload and dependence on DIS’s support have continued to grow, extending the Contract term through September 30, 2028 is necessary to ensure stability, avoid service gaps, and support ongoing statewide initiatives that rely on these resources.

The requested $94,000 increase, bringing the Contract’s total cumulative Not-to-Exceed amount to $150,000, reflects the projected cost of services required to support BOA’s operations throughout the extended contract period. This funding level accounts for continued technical support, system maintenance, and other essential services necessary to meet BOA’s operational, compliance, and reporting requirements over the next two fiscal years.

Cost Table 10.c.1 below outlines the total estimated expenditures associated with the extension and provides a complete cost projection through September 30, 2028. This SP amendment ensures that BOA can maintain consistent service delivery, while allowing sufficient time for long-term planning, budgeting, and potential future competitive procurement activities.

Cost Table 10.c.1 – Estimated Cost Table Through September 30, 2028:

QTY Description Unit Price

Total Amount

400 HRS

FileMaker Development from October 1, 2026, to September 30, 2028 $235 $94,000

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

d. Proposed Contracting Procedure:

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1. As required by Oregon Administrative Rules (OAR) 125-247-0287, DAS SPS will issue a public notice (the “Notice”) on OregonBuys® regarding approval of SP Amendment No. 1 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 Amendment No. 1.

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

4. If no protests to this approved SP Amendment No. 1 are received and sustained, DAS SPS, on behalf of BOA, will proceed with amending the 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 amendment, as required.

6. Pursuant to Oregon Revised Statutes (“ORS”) 291.047 and 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 amendment, as required.

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

With approval of the Original SP (Attachment 1) and subsequent amendment of the Contract, the Contract became bound to the terms of the SP. Therefore, the Contract cannot be amended as outlined in Section 10.a above, without first obtaining DAS approval through an SP Amendment Request.

The current Contract established under the Original Special Procurement expires on September 30, 2026. The statewide competitive Request for Proposals (“RFP”) for the long-term licensing platform (Solicitation No. S-10700-00017413) was posted on July 7, 2026 and closed on August 14, 2026; evaluation, award, and implementation will extend beyond the current term.

Amending the Contract with DIS for Maintenance and Support Services is critical for BOA to continue fulfilling its statutory responsibilities. Extending the Contract and increasing the NTE will allow BOA to maintain uninterrupted access to technical support, system maintenance, and other essential services that directly sustain its regulatory mission. These services enable BOA to protect Oregon consumers by ensuring that only qualified licensees are authorized to practice public accountancy in accordance with established professional standards and Board-promulgated rules.

This Special Procurement Amendment will provide stable and reliable service continuity until the Statewide FileMaker RFP is evaluated, awarded, and fully implemented. Without this SP amendment, BOA would face operational disruptions, increased compliance risks, and diminished capacity to uphold its public protection responsibilities during the period in which the statewide procurement and implementation process remains underway.

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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:

The State is conducting a competitive, statewide solicitation to establish the long-term solution (Solicitation No. S-10700-00017413). This SP amendment is a time-limited bridge that does not award the long-term work and does not preclude any vendor from competing in that procurement.

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:

As stated in the Original Special Procurement, the BOA’s web-enabled database program built on the FileMaker platform is mission critical to BOA’s operations. This system collects and manages essential licensing data, public records, and complaint information for approximately 9,000 CPAs, PAs, municipal auditors, and public accounting firms practicing in Oregon. The platform plays a central role in ensuring competent, ethical conduct among licensees and supports BOA’s responsibility to protect the public.

Approval of Special Procurement Amendment No. 1 substantially promotes the public’s interest by ensuring BOA can maintain continuous access to the tools and support required to fulfill its regulatory duties. By extending the Contract, BOA can continue protecting Oregon consumers and supporting the CPA community while the statewide RFP process for a new licensing platform progresses toward completion.

The same findings of facts set out in SP Attachment No. 1 still apply.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request submitted through OregonBuys®. Agency may elect to attach a signed Request as a pdf file through OregonBuys® or submit a signed hard copy Request.

Signature: e.g. Electronically in OregonBuys® _________________ Name/Title: Date:

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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(s) 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 amendment execution, if any.

APPROVED:

Kathryn Jones, State Chief Procurement Officer Date:

Department of Administrative Services, State Procurement Services

9/2/26

Cost Table 10.c.1 – Estimated Cost Table Through September 30, 2028: