6122-0 Att 1 SP-1036-18.pdf

This document is a Request for Special Procurement (SP-1036-18) submitted by the Oregon Department of Human Services (DHS) and the Oregon Health Authority (OHA), seeking retroactive approval to extend existing contracts with SpeakWrite, L.L.C. for Electronic Voice Dictation and Transcription Services. The original contracts were awarded in 2013 and have been used continuously since 2007. The requested extension is for two years beyond the maximum term date of April 30, 2018, with the potential for an additional one-year extension through April 30, 2020. The services are primarily used by family coaches, case workers, complaint specialists, and other personnel in Child Welfare, Self Sufficiency Programs, and Aging People with Disabilities divisions to transcribe and document various types of recordings including case management narratives, court reports, home visits, voicemails, and public meeting events.

The total estimated cost for the contract extension is $993,761.45, which includes $978,761.45 remaining on the existing contract and an additional $15,000.00. The primary goal of this extension is to allow the Department of Administrative Services (DAS) time to complete a competitive solicitation and develop a more permanent statewide solution for transcription services. The services are critical for documenting sensitive case details, ensuring confidentiality, and supporting client protection. The extension will enable continuous service while DAS develops an enterprise-wide competitive solicitation, with the intention of issuing a Statewide Price Agreement (PA) that will foster competition and potentially meet the needs of several state agencies.