S-44300-00017924 DBArtisan Sole Source Determination form Final.pdf

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

Date: 10/08/2026 Sole source number: S-44300-00017924

To: Kirk N. Rhoades, Designated Procurement Officer ODHS Office of Contracts & Procurement

Requestor: Kelly Heart Agency/division: Oregon Health Authority (OHA), Oregon State Hospital (OSH), herein after referred to as “Agency” Program/office: Data & Analysis Contract specialist: Enrique Rodriguez

Agency Sole source rule: Sole source authority:

OHA OAR 137-047-0275 ORS 413.033

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

Estimated total contract value: $36,000.00

Description of goods or services:

• DBArtisan All-Platform Workstation License for Windows and annual maintenance renewals.

• Part Numbers: DBVX00ECEWWI9 (license + maintenance), DBVX00EPNWWI9 (maintenance)

1. Background: This sole source justification applies to the purchase of:

a) This sole source determination covers the acquisition of DBArtisan All‑Platform Workstation Licenses for Windows and the associated annual maintenance renewals used by the OSH Data & Analysis team. OSH has utilized DBArtisan continuously since 2013, and the department now maintains a growing number of licenses (approximately 25) to support report writers and data analysts who depend on this tool for accessing and optimizing SQL code within the myAvatar electronic health record database. Future purchases will include ongoing maintenance renewals and occasional new licenses required for new staff or expanded reporting responsibilities, as DBArtisan remains the only compatible and approved database development tool for the Avatar system.

b) The product to be purchased is DBArtisan, a cross‑platform database administration and development tool provided by Embarcadero Technologies.

The purchase includes workstation licenses and coterminous annual maintenance.

DBArtisan provides essential capabilities such as SQL code execution, structured query testing, database object exploration, session monitoring, performance analysis, and debugging tools. These functions support OSH’s reporting environment by improving query reliability, ensuring efficient troubleshooting, and providing meaningful diagnostics for optimizing SQL used in clinical and operational Avatar reports. The product is also fully compatible with the Intersystems Cache/IRIS database platform used by the myAvatar EHR, a requirement that other SQL tools cannot meet.

c) OSH is pursuing a sole source procurement because DBArtisan is the only database administration tool that provides full compatibility with the Intersystems Cache/IRIS platform underlying the myAvatar EHR. Tools such as SQL Server Management Studio and Visual Studio cannot connect to or query Intersystems databases, making them unsuitable for OSH’s reporting, data analysis, and troubleshooting needs. DBArtisan is uniquely capable of supporting these activities and has been used by OSH since 2013, ensuring continuity with existing licenses, workflows, and technical standards approved by OIS. Continued use of DBArtisan avoids substantial operational impacts, including retraining staff, converting database scripts, replacing existing analytical processes, and losing access to integrated performance and profiling tools essential for managing Avatar-based SQL. For these reasons, DBArtisan meets the statutory sole source criteria of being the only responsible source capable of supporting OSH’s required database work.

2. Prospective contractor/vendor:

Legal entity name: Embarcadero Technologies

DBA:

Address: 4001 W. Parmer Lane, Suite 125, Austin, TX 78727 Contact person: Cyndi Leeney Phone: 713‑285‑5396 Email: cyndi.leeney@idera.com

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via mail, fax, email, or hand carried to the following address: Protests via telephone will not be accepted.

Oregon Department of Human Services Office of Contracts and Procurement ATTN: Enrique Rodriguez Address: 500 Summer St, Suite E03, Salem, OR 97301 Phone: 503-569-8279 Fax: 503-378-4324 Email: enrique.rodriguez@odhsoha.oregon.gov

The Agency reserves the right to purchase additional licenses, annual maintenance renewals, version upgrades, or related technical support services as needed. This may include vendor‑provided maintenance, troubleshooting support, and any required training associated with future enhancements or continued use of the software. These purchases will be limited to items necessary to maintain compatibility and functionality with the Agency’s existing environment.

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services. Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

For information technology contracts, any ownership or proprietary issues should be fully addressed with written documentation to support facts.

DBArtisan is a proprietary software product solely owned and controlled by Embarcadero Technologies. All licensing, activation credentials, updates, and maintenance services are exclusively issued by the manufacturer or its authorized reseller. The software includes proprietary drivers and components required to interface with the Intersystems Cache/IRIS database environment used by OSH’s myAvatar EHR.

These components are not available through any third party and cannot be legally replicated or substituted. Because OSH’s existing DBArtisan installations require mailto:enrique.rodriguez@odhsoha.oregon.gov continued access to vendor-controlled updates and maintenance to remain operational and compatible, the procurement must be obtained directly from the proprietary source.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

OSH already uses DBArtisan with over 25 licenses deployed, and maintaining compatibility between new and existing licenses is essential for continuity of operations. Purchasing DBArtisan licenses and maintenance ensures consistent workflows and avoids the need to retrain staff, convert existing SQL scripts, or onboard new software platforms.

DBArtisan includes integrated tools such as Performance Analyst, SQL and PL/SQL Profilers, session monitors, and platform‑specific diagnostics. These tools support OSH’s ongoing performance analysis and optimization activities. Changing to another tool would significantly disrupt operations, remove access to required profiler and monitoring capabilities, and introduce substantial training and workflow redevelopment costs.

Maintaining DBArtisan is therefore necessary for efficient use of OSH’s current reporting infrastructure.

or Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source.

OSH requires a tool that can connect to, query, and manage the Intersystems Cache/IRIS database environment used by the myAvatar EHR. Most SQL tools cannot connect to IRIS/Cache databases. DBArtisan is the only known commercial tool that provides native compatibility, including the ability to execute SQL queries, profile code, explore schemas, and manage data against IRIS/Cache.

Without DBArtisan, OSH report writers would be unable to test and analyze SQL code within the Avatar environment. The absence of alternative products that can reliably connect to IRIS/Cache establishes DBArtisan as the only responsible source that can support OSH’s reporting and database troubleshooting needs.

or Pursuant to ORS 279B.075 (2)(c): Provide findings supporting the determination that the goods or services are for use in a pilot or an experimental project. [[Type here]Enter supporting documentation] or Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. [[Type here]Enter supporting documentation]

APPROVED:

By:

Signed by DPO electronically via OregonBuys Kirk N. Rhoades or acting DPO

BRAND NAME DETERMINATION:

If a brand name is involved, Agency must also satisfy the requirements of OAR 125-247- 0691 by completing Attachment 1.

ATTACHMENT 1

DETERMINATION OF BRAND NAME SPECIFICATION

Requestor: Kelly Heart Agency/division: Oregon Health Authority (OHA), Oregon State Hospital (OSH), herein after referred to as “Agency” Program/office: Data & Analysis

Agency Brand name statute/rule: Brand name authority:

OHA ORS 279B.215 ORS 413.033

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

Total estimated cost: $36,000.00

1. Background: This sole source justification applies to the purchase of:

a) This sole source determination covers the acquisition of DBArtisan All‑Platform Workstation Licenses for Windows and the associated annual maintenance renewals used by the OSH Data & Analysis team. OSH has utilized DBArtisan continuously since 2013, and the department now maintains a growing number of licenses (approximately 25) to support report writers and data analysts who depend on this tool for accessing and optimizing SQL code within the myAvatar electronic health record database. Future purchases will include ongoing maintenance renewals and occasional new licenses required for new staff or expanded reporting responsibilities, as DBArtisan remains the only compatible and approved database development tool for the Avatar system.

b) The product to be purchased is DBArtisan, a cross‑platform database administration and development tool provided by Embarcadero Technologies.

The purchase includes workstation licenses and coterminous annual maintenance.

DBArtisan provides essential capabilities such as SQL code execution, structured query testing, database object exploration, session monitoring, performance analysis, and debugging tools. These functions support OSH’s reporting environment by improving query reliability, ensuring efficient troubleshooting, and providing meaningful diagnostics for optimizing SQL used in clinical and operational Avatar reports. The product is also fully compatible with the

Intersystems Cache/IRIS database platform used by the myAvatar EHR, a requirement that other SQL tools cannot meet.

c) OSH is pursuing a sole source procurement because DBArtisan is the only database administration tool that provides full compatibility with the Intersystems Cache/IRIS platform underlying the myAvatar EHR. Tools such as SQL Server Management Studio and Visual Studio cannot connect to or query Intersystems databases, making them unsuitable for OSH’s reporting, data analysis, and troubleshooting needs. DBArtisan is uniquely capable of supporting these activities and has been used by OSH since 2013, ensuring continuity with existing licenses, workflows, and technical standards approved by OIS. Continued use of DBArtisan avoids substantial operational impacts, including retraining staff, converting database scripts, replacing existing analytical processes, and losing access to integrated performance and profiling tools essential for managing Avatar-based SQL. For these reasons, DBArtisan meets the statutory sole source criteria of being the only responsible source capable of supporting OSH’s required database work.

2. Brand name to be acquired:

Legal entity name: Embarcadero Technologies

DBA:

Address: 4001 W. Parmer Lane, Suite 125, Austin, TX 78727 Contact person: Cyndi Leeney Phone: 713‑285‑5396 Email: cyndi.leeney@idera.com

3. Findings to satisfy required standards:

Use of a brand name specification is unlikely to encourage favoritism in the awarding of public contracts or substantially diminish competition for public contracts because: [[Type here]Enter supporting documentation] or Use of a brand name specification would result in substantial cost savings to the agency or the public because: [[Type here]Provide total estimated cost savings to be gained and rationale for determining cost savings] or

There is only one manufacturer or seller of the product of the quality, performance or functionality required; because:

DBArtisan is the only product capable of directly connecting to and executing SQL against the Intersystems Cache/IRIS database platform used by OSH’s myAvatar EHR. Other database tools used within the state, such as SQL Server Management Studio, Visual Studio, or other generic SQL clients, cannot connect to Cache/IRIS databases or provide the specialized functionality needed for Avatar’s custom reporting environment.

DBArtisan uniquely supports:

• Native connectivity to Cache/IRIS database structures

• SQL code execution and structured query testing against Avatar data

• Profile-based analysis and debugging capabilities tailored to platform-specific behavior

• Performance management tools needed for query optimization and troubleshooting

• Cross-database browsing and user-friendly unified interface for real-time diagnostics

Because of these technical dependencies, DBArtisan is the only brand that satisfies all required data management, performance tuning, and reporting support responsibilities of OSH’s Data & Analysis team.

or The efficient utilization of existing goods requires the acquisition of compatible goods or services because:

OSH has invested in DBArtisan tools since 2013, with more than 25 licenses currently deployed. Existing reporting processes, SQL codebases, and performance monitoring workflows are designed around DBArtisan’s capabilities. Procuring another brand would require substantial retraining, redevelopment of SQL code, conversion of existing scripts, and redesign of workflows. It would also eliminate access to integrated features such as DBArtisan’s performance analysis, session monitoring, and profiling tools.

Replacing the tool would result in significant operational disruption and loss of functionality. Maintaining compatibility with DBArtisan ensures continuity and efficient use of existing software assets, licenses, and staff expertise.

FINDINGS

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