Signed Sole Source Determination - VERTEX.pdf

IT1855-26 – Sole Source for Vertex Payroll Q Series FY 26-27 Page 1 of 3

SOLE SOURCE DETERMINATION

IT1855-26

for

Sole Source for Vertex Payroll Q Series FY26-27

1. PURPOSE

Marion County Information Technology Department (County) is conducting a Sole Source Procurement pursuant to ORS 279B.075 and MCPCR 20-0275.

If approved, the County intends to award a Purchase Order to Vertex, Inc. for Vertex Payroll Tax Q Series licensing.

2. BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 347,818, stretches from the Willamette River to the Cascade Mountains, and encompasses nearly 1,200 square miles. Marion County has 20 cities, including Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven of which are headed by elected officials.

In 1997, Marion County purchased the payroll module of Oracle Financials. Each year an update to the payroll system services agreement is required to incorporate all the latest payroll tax requirements for processing Marion County’s payroll for the new year.

3. REQUIREMENTS

Pursuant to MCPCR 20-0275, the County may award a contract without competition as sole source procurement pursuant to the requirements of ORS 279B.075.

The County must determine that the goods or services, or class of goods or services, are available from only one source. The county’s determination of a sole source must be based on written findings that may include:

(a) The efficient utilization of existing goods or services requires the acquisition of compatible goods or services;

(b) The goods or services required for the exchange of software or data with other public or private agencies are available from only one source;

IT1855-26 – Sole Source for Vertex Payroll Q Series FY 26-27 Page 2 of 3

(c) The goods or services are for use in a pilot or an experimental project; or

(d) Other findings that support the conclusion that the goods or services are available from only one source.

4. DETERMINATION AND FINDINGS

A. ORS 279B.075(2)(a) The efficient utilization of existing goods or services requires the acquisition of compatible goods or services;

The County is in the process of implementing a new Enterprise Resource Planning (ERP) system which includes payroll functions. The County anticipates the new ERP system will go live late 2026 to early 2027. Once the new system is in place and fully functional, the Vertex tool will no longer be needed. It is most efficient in terms of both hard and soft costs for the County to continue to use Vertex while we use our existing system prior to the shift to the new ERP.

B. ORS 279B.075(2)(b) That the goods or services required to exchange software or data with other public or private agencies are available from only one source;

Vertex, Inc. holds the exclusive proprietary rights and licenses to the software Vertex Payroll Tax Q Series.

C. ORS 279B.075(2)(c) That the goods or services are for use in a pilot or an experimental project; or

N/A

D. ORS 279B.075(2)(d) Other findings that support the conclusion that the goods or services are available from only one source.

The County has conducted a Request for Information (RFI) as additional market research to support the findings with no protest.

i Request for Information Request for Information IT1855-26 was issued on September 2, 2026 with a response due date of September 10, 2026, providing the public the opportunity to provide information regarding the availability of Vertex Payroll Tax Q Series licensing through a provider other than Vertex, Inc. No responses were received as a result of this posting.

IT1855-26 – Sole Source for Vertex Payroll Q Series FY 26-27 Page 3 of 3 ii Brand Name Specification A Brand Name Specification was completed and included with the Request for Information to demonstrate the findings that only Vertex Payroll Tax Q Series licensing will meet the need of the Information Technology Department.

5. REVIEW AND APPROVAL

MARION COUNTY SIGNATURES

Authorized Signature: ______________________________________________________________ Chief Administrative Officer Date

Reviewed by Signature: ______________________________________________________________ Marion County Contracts & Procurement Date

09/30/2026

Jan Fritz (Sep 30, 2026 22:19:43 PDT) Jan Fritz 09/30/2026

IT1855-26 - Sole Source for Vertex Payroll Q Series FY26-27 Page 1 of 4

REQUEST FOR INFORMATION

IT1855-26

for

Sole Source for Vertex Payroll Q Series FY26-27

Release Date: Wednesday, September 2, 2026

Response Due Date: Thursday, September 10, 2026 – 2:00PM PT

Submit questions and responses via the Marion County Procurement Collaboration Portal https://contracts-marioncountygcc.msappproxy.net/gateway/

Instructions are listed in Section 7

Electronic copies of this RFP and attachments, if any, can be obtained from the Marion County Procurement Collaboration Portal at the URL listed above

1. INTRODUCTION

Marion County Information Technology Department (County) is planning to award a Purchase Order to Vertex, Inc. for Vertex Payroll Tax Q Series licensing as a Sole Source Award. The County is required to demonstrate that these services are available from only one source. The County is seeking information from individuals, firms, teams, or consultants, with knowledge and experience related to this request.]

2. BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 347,818, stretches from the Willamette River to the Cascade Mountains, and encompasses nearly 1,200 square miles. Marion County has 20 cities, including Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven of which are headed by elected officials.

In 1997, Marion County purchased the payroll module of Oracle Financials. Each year an update to the payroll system services agreement is required to incorporate all the latest payroll tax requirements for processing Marion County’s payroll for the new year.

3. PURPOSE

This RFI is being issued to ensure that the products described in Section 4 are only available from one source, as stated in Section 1. If the responses or lack of responses from this RFI https://contracts-marioncountygcc.msappproxy.net/gateway/ https://contracts-marioncountygcc.msappproxy.net/gateway/ https://contracts-marioncountygcc.msappproxy.net/gateway/

IT1855-26 - Sole Source for Vertex Payroll Q Series FY26-27 Page 2 of 4 confirm these services are only available from one source, a Sole Source Contract & Purchase Order will be awarded in accordance with MCPCR 20-0275 and ORS 279B.075.]

4. SPECIFICATIONS

Licensing of Vertex Payroll Tax Q Series.

5. FINDINGS

A. Vertex, Inc. holds the exclusive proprietary rights and licenses to the software Vertex Payroll

Tax Q Series. The county is conducting this Request for Information (RFI) as additional market research to support the findings.

And

B. Pursuant to MCPCR 20-0275(2)(a): Compatibility.

The County is in the process of implementing a new Enterprise Resource Planning (ERP) system which includes payroll functions. The County anticipates the new ERP system will go live late 2026 to early 2027. Once the new system is in place and fully functional, the Vertex tool will no longer be needed. It is most efficient in terms of both hard and soft costs for the County to continue to use Vertex while we use our existing system prior to the shift to the new ERP.

6. REQUEST

Submit a response to this RFI if you are able to provide the product described in section 4.

7. RESPONSE INSTRUCTIONS

A. Log Into the Procurement Collaboration Portal i Go to the Marion County Procurement Collaboration Portal which can be found at:

https://contracts-marioncountygcc.msappproxy.net/gateway/ ii Sign In or Create an Account iii Creating an account MUST be completed 15-30 minutes before files will be able to be submitted through the portal.

B. Solicitations Tab i At the top of the page, hover over Solicitations ii Select Search All Solicitations iii Click View next to the applicable solicitation

IT1855-26 - Sole Source for Vertex Payroll Q Series FY26-27 Page 3 of 4

C. Opportunity Details i Viewing Documents – Scroll down the page to the Files, Documents, Images section, Public Files: subsection. Here you will find all of the relevant files.

ii Submitting a Question – If you would like to submit a question, scroll down the page to the Questions & Answers section. Type your question in the My Questions/Answers text box and click the Ask Question box.

iii Register as Respondent - If you are interested in responding to the posting, click the button Register as Respondent on the left side of the screen.

iv Submitting Documents – If you would like to submit a response to this posting, scroll down the page to the Files, Documents, Images section, My Files: subsection. Here you will Select a file, select a File Category, and type a description before clicking the Save File button.

v Response Status – Once you have registered as a respondent and submitted documents, scroll to the bottom of the page to the Response Status section and select the appropriate status for your submission, then click Submit.

8. PUBLIC RECORDS

Respondents should be aware that any records they submit to the County shall become the property of the County and a public record, subject to public disclosure as provided under Oregon’s Public Records Law.

If it is necessary to submit trade secrets or other confidential information in order to comply with the terms and conditions of this RFI, Responders shall label any information that it wishes to protect from disclosure to third parties as a trade secret under ORS 192.501(2) with the following: "This material constitutes a trade secret under ORS 192.501(2) and is not to be disclosed except as required by law." Each page containing the trade secret or other confidential information must be so marked.

The County shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a response, each respondent agrees that the County may; (a) reveal any trade secret or other confidential materials contained in the proposal to County staff and to any outside consultant or third party who is hired by the County and (b) post the response on the County’s intranet for purposes related to its evaluation. Furthermore, each proposer agrees to indemnify

IT1855-26 - Sole Source for Vertex Payroll Q Series FY26-27 Page 4 of 4 and hold harmless the County and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the respondent has designated as a trade secret and/or as confidential information. Any respondent that designates its entire response as a trade secret may be disqualified.

9. DISCLAIMER

This RFI is issued solely for determining findings to support a Sole Source award; it does not constitute a solicitation. There will not be an evaluation or scoring of the material submitted.

No information received in response to this RFI will be returned. Responses to this notice are not an offer and cannot be accepted by the County to form a binding contract. Respondents will not necessarily be notified the result of this RFI, or future solicitation opportunities.

IT1855-26 - Sole Source for Vertex Payroll Q Series FY26-27 Page 1 of 2

BRAND NAME SPECIFICATION

for

IT1855-26

Sole Source for Vertex Payroll Q Series FY26-27

Marion County Information Technology Department (County) is conducting an intermediate Sole Source process that includes a Brand Name Specification pursuant to ORS 279B.215(2).

1. REQUIREMENTS

ORS 279B.215(2) A brand name specification may be prepared and used only if the contracting agency determines for a solicitation or a class of solicitations that only the identified brand name specification will meet the needs of the contracting agency based on one or more of the following written determinations:

(a) That use of a brand name specification is unlikely to encourage favoritism in the awarding of public contracts or substantially diminish competition for public contracts;

(b) That use of a brand name specification would result in substantial cost savings to the contracting agency;

(c) That there is only one manufacturer or seller of the product of the quality, performance or functionality required; or

(d) That efficient utilization of existing goods requires the acquisition of compatible goods or services.

2. DETERMINATION AND FINDINGS

A. ORS 279B.215(2)(a) That use of a brand name specification is unlikely to encourage favoritism in the awarding of public contracts or substantially diminish competition for public contracts;

i N/A

B. ORS 279B.215(2)(b) That use of a brand name specification would result in substantial cost savings to the contracting agency;

IT1855-26 - Sole Source for Vertex Payroll Q Series FY26-27 Page 2 of 2 i In 1997, Marion County purchased the payroll module of Oracle Financials. Each year an update to the payroll system services agreement is required to incorporate all the latest payroll tax requirements for processing Marion County’s payroll for the new year. This renewal is mandatory for the county to be in compliance with state and federal payroll regulations. Conducting a new solicitation or finding a new tool would result in substantially increased costs to the County.

C. ORS 279B.215(2)(c) That there is only one manufacturer or seller of the product of the quality, performance or functionality required; or i Vertex, Inc. holds the exclusive proprietary rights and licenses to the software Vertex Payroll Tax Q Series.

D. ORS 279B.215(2)(d) That efficient utilization of existing goods requires the acquisition of compatible goods or services.

i The County is in the process of implementing a new Enterprise Resource Planning (ERP) system which includes payroll functions. The County anticipates the new ERP system will go live late 2026 to early 2027. Once the new system is in place and fully functional, the Vertex tool will no longer be needed. It is most efficient in terms of both hard and soft costs for the County to continue to use Vertex while we use our existing system prior to the shift to the new ERP.