Sole Source Determination~3.pdf

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

Date: August 26, 2025 Sole source number:

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

Requestor: Katie Mijaries Thompson/Josh Goller Agency/division: ODHS – Vocational Rehabilitation Program/office: Work Incentives Network Contract specialist:

Agency Sole source rule: Sole source authority:

ODHS OAR 125-247-0275 ORS 279B.075

Estimated total contract value: $12,000.00

Description of goods or services: HotDocs Annual Renewal

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

ODHS maintains The Work Incentives Network (WIN) per ORS 657.067 in response to Title IV of the Social Security Act. WIN provides individualized written analysis and guidance for Oregonians with disabilities on how employment affects federal and state benefits programs, such as Social Security disability benefits.

Vocational Rehabilitation (VR) has been leveraging HotDocs since 2008 or 2009 to meet this mandate. The analysis and advisement conducted with HotDocs is highly technical and this report writing software enhances the quality of VR’s reports and ensures accurate and consistent information across the program. HotDocs allows VR to build and edit templates that are used by contractors for Benefits Summary & Analysis (BSA) reports.

For the past 16-17 years, the WIN contractors have maintained a separate licensing account from the ODHS contract. The WIN contractor has in turn submitted for reimbursement for these licenses. In efforts to increase visibility, retain control of licenses, and ensure State procurement processes are honored, VR is requesting to merge the two contracts in 2025.

HotDocs was originally selected as it is the software historically used by the Social Security Administration for their Work Incentives Planning and Assistance (WIPA) program, a program which helps set best practice standards for benefits planning throughout the nation. When this was originally selected, HotDocs was an on-premise perpetual software license on a physical disc.

HotDocs Advance is a cloud-based platform that enables end-to-end document assembly using templates created in HotDocs Author or Developer. The team is currently leveraging the features of HotDocs Author on a daily basis. Key features include:

• Template Deployment & Management: Upload templates from HotDocs Author to the Advance web app, assign them to work groups, and control access via user groups

• Scalability: From a single template, users can generate thousands of individualized documents. Once uploaded, a template can be reused by unlimited (licensed) users across cases or projects

• Workflow Organization: Administrators create “work items” that group the template, interview data, and output documents, helping manage document production in context (e.g., client matters)

• User Access & Permissions: Licenses are assigned to named individual users, grouped via user groups and work groups, with granular access control to specific templates and workflows

HotDocs has unmatched modeling power and logic. Its logic engine supports advanced scripting—IF/THEN logic, repeating loops, computed fields, variables—and handles extremely complex, multi-page, conditional documents with precision. VR has not found an alternative that matches HotDoc’s depth in automating nuanced documents like legal pleadings, trusts, or regulatory forms within the same price range. HotDocs also has strong security measures and has been trusted since the 1990s in legal, financial, government, and insurance sectors for its accuracy, auditability, and template governance. HotDocs allows reusable components across different templates, even across Word and PDF formats. This modularity simplifies maintenance as common clauses can be updated globally allowing for complex and accurate BSA reporting with minimal VR staff resources to manage the workflows.

2. Prospective contractor/vendor:

Legal entity name: HotDocs Corporation DBA: Mitratech Holdings Inc.

Address: 13301 Galleria Circle, Bldg. B, Suite 200, Bee Cave, TX 78738 Contact person: Scott Myers Phone: 414-963-5859 Email: scott.myers@mitratech.com

Protests are due within seven calendar days after the first date the notice is posted on the OregonBuys. Protests must be sent via mail, 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: Rhonda M. Campbell Address: 500 Summer Street, NE, Salem, OR 97301 Phone: 503-483-0972 Fax: 503-378-4324 Email: Rhonda M. Campbell@odhsoha.oregon.gov

Agency reserves the right to purchase additional goods, services to include on-call maintenance, preventative maintenance, repair (unless available on DAS price agreement), subscription fees and/or license fees, or training.

3. Written findings of fact (market research):

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.

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.

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.

APPROVED:

By:

Kirk N. Rhoades or acting DPO