6122-0 Att 2 SP-1036-18 Amd 1.pdf

SP-1036-18, Amendment No. 1 Page 1 of 5

REQUEST FOR SPECIAL PROCUREMENT

SP-1036-18, Amendment No. 1

[DHS | OHA CSTAT #4597-1]

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

1. Requesting Agency Name: Oregon Department of Human Services (DHS) and the

Oregon Health Authority (OHA)

2. Date of Request: February 13, 2020

3. Agency Number: DHS 10000 | OHA 44300

4. Agency Contact Name: Kristan Langley, DHS Office of Contracts & Procurement

5. Phone: (503) 945-6156

6. Type of Request: Class Special Procurement

Contract-specific Special Procurement

7. Amendment Time Period Requested: From: April 30, 2020 To: April 30, 2022

8. Total Estimated Cost for Amendment Time Period: $912,000

DHS: Contract No. DHS-141964-13 for a total not-to-exceed (NTE) of $3,912,000.

OHA: Contact No. OHA-142095-13 for a total not-to-exceed (NTE) of $80,000.

9. Title: Supplies and/or Services to be acquired: Electronic Voice Dictation and Transcription Services (“Services”)

10. Amendment Request, Background, and Proposed Contracting Procedure:

a. Amendment Request:

DHS Office of Contracts and Procurement (“OC&P”) requests approval of this Special Procurement (“SP”), Amendment No. 1 to extend Contract #DHS- 141964-13 and #OHA-142095-13 (“Contracts”) with SpeakWrite, L.L.C.

(“Contractor”) for two (2) years beyond the current term of April 30, 2020, so that services may continue while DHS Office of Contracts & Procurement (OC&P) completes a competitive cooperative procurement under DAS Delegation #649- 11.

b. Background:

• DAS Procurement Services is developing a Price Determination to assess the need for an enterprise-wide solicitation, evaluation, award process, and issuance of an enterprise-wide price agreement for the State of Oregon.

• Without the Services provided by the current Contractor, OHA and DHS would potentially be without proper documentation for hearings and court proceedings.

• For additional historical and background information, see Attachment 1 Original SP-1036-18.

c. Proposed Contracting Procedure:

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• DHS OC&P will issue a Notice on the Oregon Procurement Information Network (ORPIN) as required by Administrative Rule (OAR 125-247- 0287) regarding approval of this Amendment No. 1 to the original SP- 1036-18.

• Advertisement will include provisions that any affected person may protest the approval of the SP Amendment. DHS, in coordination with DAS, will respond to and resolve protests, if any.

• If no protests are received and sustained, DHS OC&P will proceed with extending both Contracts for an additional term of one year with the option to add the second year beyond the current maximum term date of April 30, 2020.

• The Contracts will remain in effect until such time as DHS OC&P completes a competitive solicitation, and terminates the Contracts, or April 30, 2022, whichever comes first.

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

Extending the Contracts allows for DHS OC&P to complete a competitive solicitation for Electronic Voice Dictation and Transcription Services. It is imperative that DHS and OHA continue utilizing the services during this time of collaborative development in order to aide in the protection of clients receiving services.

Contractor’s Services are a critical component in the documentation trail for multiple DHS and OHA divisions and programs, losing access to the Services without a suitable replacement would significantly impact agency workers by slowing their work progress and creating case documentation backlog that may significantly impact the clients receiving services and Oregonians in need.

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 Contracts with Contractor were awarded from a competitive solicitation in 2013. The extension will ensure both DHS and OHA can continue to access and utilize services while a competitive solicitation is completed.

DHS’ competitive solicitation will foster competition by reaching a broad range of vendors through ORPIN offering vendors the opportunity to compete with other vendors.

and ______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

OR0243807

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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:

By extending the current Contracts beyond their maximum term:

• DHS and OHA will continue to utilize services, uninterrupted in order to protect and serve agency clients and Oregonians in need; and

• Allows additional time for DHS Office of Contracts and Procurement to complete a competitive solicitation, evaluation and award process.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated

Procurement Officer) is not required on the Request submitted through ORPIN. Agency may elect to attach a signed Request as a pdf file through ORPIN or submit a signed hard copy Request.

Signature: e.g. Electronically in ORPIN Name/Title: Kirk Rhoades Date:

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Attachment 1

Under separate cover

OR0024665

Attachment 1

Brenda Brown, acting Designated Procurement Officer