Database Administrator

Solicitation Reference Number
OPIC2025002

Customer Name
Office of Public Insurance Counsel

Category
Data/Database AdministrationCustomer

Entity Name
Insurance Counsel, Office of Public

Title
Undefined Title: Data/Database Administration

LevelPosted Date
9/29/2025

Estimated Hours
120

SSR Status
Posted

Number of Positions
1

Status
New

# of Resumes Allowed
2Candidates Submitted

Full/Part Time
Part TimeSSR Cancellation Date

IT STAFFING SERVICES SOLICITATION UNDER
DEPARTMENT OF INFORMATION RESOURCES
IT STAFF AUGMENTATION CONTRACT (ITSAC)
Solicitation Reference Number: OPIC2025002 Working Title: Claris FileMaker Server On-Premise: Access Credential Recovery, Database Backup and Transfer to Cloud Suggested Title: Database Administrator Category: Data/Database Administration Part Time

I. DESCRIPTION OF SERVICES

Office of Public Insurance Counsel requires the services of 1 Database Administrator, hereafter referred to as Candidate(s), who meets the general qualifications of Database Administrator, Data/Database Administration and the specifications outlined in this document for the Office of Public Insurance Counsel.

ll work products resulting from the project shall be considered "works made for hire " and are the property of the Office of Public Insurance Counsel and may include pre-selection requirements that potential Vendors (and their Candidates) submit to and satisfy criminal background checks as authorized by Texas law. Office of Public Insurance Counsel will pay no fees for interviews or discussions, which occur during the process of selecting a Candidate(s).

1. Introduction

The Agency has an on-premise installation of Claris FileMaker Server v13 software. The Agency needs to recover administrative-level user access to this software and then port the database running on it to FileMaker Cloud. This project would occur in three successive phases.

In Phase 1 of the project, project staff will recover administrative-level user access to FileMaker Server v13. Project staff will then create new administrative-level user access credentials for the Agency. Finally, project staff will create two (2) backups of the database running on the FileMaker Server software.

In Phase 2 of the project, project staff will create a new database for the Agency on the FileMaker Cloud platform. This database will be identical to the structure (schema) of the Agency's existing on-premise FileMaker database.

In Phase 3 of the project, project staff will upload a copy of the Agency's on-premise FileMaker database to the new FileMaker Cloud database created in Phase 2. Project staff will then verify the success of the database transfer to the cloud vi series of verification checks.

2. Background

The Agency desires to modernize its database infrastructure by moving to FileMaker Cloud. To do this, the Agency needs project staff to access its instance of FileMaker Server v13 and backup the database running on it, create a new instance of its database on the FileMaker Cloud platform, and then transfer a copy of its existing on-premise FileMaker database to FileMaker Cloud.

The Agency's existing on-premise database has approximately 7,300 records. Each record has the same forty-five (45) fields:

• 25 Text fields
• 9 Number fields
• 4 Date fields
• 4 Calculation fields
• 3 Summary fields

The database does not appear to have any container fields. The Agency already has a subscription to FileMaker Cloud.

3. Scope of Work

3.1. Phase 1: Recover Admin-Level Access to FileMaker Server

Project staff will gain administrative-level user access to the Agency's on-premise instance FileMaker Server v13 and create a new set of administrative-level access credentials for the Agency. Project staff will then create two local backups of the Agency's FileMaker database.

3.1.1.Recover administrative-level user access to FileMaker Server v13.

3.1.2.Create one (1) set of administrative-level user access credentials to FileMaker Server.

3.1.3.Create two (2) backups of the database running on FileMaker Server.

3.2. Phase 2: Create New Database in FileMaker Cloud Identical in Structure to Existing On-Premise Database

Project staff will create a new (unpopulated) database on the FileMaker Cloud platform that duplicates the structure (schema) of the Agency's existing on-premise FileMaker database.

3.2.1.Create new database on FileMaker Cloud duplicating the existing on-premise database structure and function.

3.3. Phase 3: Transfer a Copy of the On-Premise FileMaker Database to FileMaker Cloud

Project staff will upload a copy of the Agency's on-premise FileMaker database to the new FileMaker Cloud database created in Phase 2. Using the existing on-premise database as a reference, project staff will then verify that the new cloud database is accurately populated and fully functional.

3.3.1.Verify readiness of on-premise FileMaker database copy for upload to FileMaker Cloud

3.3.2.Remediate any pre-upload issues (if necessary)

3.3.3.Upload database copy to FileMaker Cloud

3.3.4.Verify cloud database functionality and accuracy by...

3.3.4.1. Ensuring all records have successfully uploaded

3.3.4.2. Ensuring all record data fields function properly

3.3.4.3. Selecting at least 350 nonsequential records and comparing them to the same record in the on-premise database to ensure all data fields have properly populated

3.3.4.4. Certifying the above to the Agency

Note: Task 3.3.3 may be adjusted to uploading a sample of individual records should no backup copy of the Agency's entire database be successfully created during Phase 1. A modified version of Task 3.3.4 would then follow. The Agency and project staff will mutually agree upon a revised sample size for Task 3.3 and verification process for Task 3.4 if Phase 1 work cannot be completed.

Deliverables

Phase 1

(1) One (1) set of functional FileMaker Server administrator-level user access credentials.

(2) Two (2) backup copies of on-premise FileMaker database.

Phase 2

(3) New FileMaker Cloud database identical in structure and function to existing on-premise FileMaker database.

Phase 3

(4) Populated and functional FileMaker Cloud database.

(5) Certification that all database records have successfully transferred to cloud.

(6) Certification that all record data fields function properly.

(7) Report on test of 350 nonsequential records.

(8) Certification that cloud database is accurately populated and fully functional.

II. CANDIDATE SKILLS AND QUALIFICATIONS Minimum Requirements:
Candidates that do not meet or exceed the minimum stated requirements (skills/experience) will be displayed to customers but may not be chosen for this opportunity. Years Required/Preferred Experience 4 Required Experience recovering FileMaker Server access, experience working with FileMaker Server and FileMaker Cloud, and experience transferring on-prem FileMaker databases to FileMaker Cloud.
III. TERMS OF SERVICE

Services are expected to start 10/20/2025 and are expected to complete by 12/15/2025. Total estimated hours per Candidate shall not exceed 120 hours. This service may be amended, renewed, and/or extended providing both parties agree to do so in writing.
IV. WORK HOURS AND LOCATION

Services shall be provided during normal business hours unless otherwise coordinated through the Office of Public Insurance Counsel. Normal business hours are Monday through Friday from 8:00 AM to 5:00 PM, excluding State holidays when the agency is closed.

The primary work location(s) will be at 1601 Congress Ave., Suite 3.500 Austin, Texas 78701. The working position is Telework. Any and all travel, per diem, parking, and/or living expenses shall be at the Candidate's and/or Vendor's expense. Office of Public Insurance Counsel will provide pre-approved, written authorization for travel for any services to be performed away from the primary work location(s). Pre-approved travel expenses are limited to the rates and comply with the rules prescribed by the State of Texas for travel by its classified employees, including any requirement for original receipts.

The Candidate(s) may be required to work outside the normal business hours on weekends, evenings and holidays, as requested. Payment for work over 40 hours will be at the hourly rate quoted and must be coordinated and pre-approved through Office of Public Insurance Counsel.
V. OTHER SPECIAL REQUIREMENTS

The selected individual shall have experience in recovering administrative access to FileMaker Server v13 or a similar on-premise FileMaker Server version, experience in preparing and successfully transferring an on-premise FileMaker database to FileMaker Cloud, and experience in working with the Claris cloud platform, The selected staffing vendor must be headquartered within the United States.

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