Sole Source Notice for HotDocs

The Oregon Department of Human Services (ODHS) Office of Contracts & Procurement is issuing a sole-source notice for HotDocs document automation and assembly software on behalf of the Vocational Rehabilitation Program's Work Incentives Network, with protests due by September 4, 2026.

The sole-source determination is based on ORS 279B.075(2)(a), which permits procurement from a single source when efficient utilization of existing goods requires compatible goods or services available from only one vendor. ODHS justifies the classification by noting that WIN program managers have invested hundreds of hours since 2009 constructing proprietary templates exclusively compatible with HotDocs to generate Benefits Summary & Analysis reports for individuals with disabilities. The agency states that no alternative software has been identified matching HotDocs' modeling power, logic capabilities, and cost effectiveness for automating complex, conditional documents. HotDocs was originally selected because the Social Security Administration uses it for their Work Incentives Planning and Assistance program, establishing industry best practices.

The estimated contract value is $79,008.25. The current contract expires September 22, 2026. The designated sole-source vendor is HotDocs Corporation, doing business as Mitratech HotDocs, Inc., located at 13301 Galleria Circle, Building B, Suite 200, Bee Cave, Texas 78738. Contact: Danny Canales at 855-462-6448 or Danny.Canales@mitratech.com.

ODHS maintains ownership of all data and customer information under Mitratech's terms and conditions as updated July 2, 2026. The agency reserves the right to purchase additional goods, services, on-call maintenance, preventative maintenance, repair, and training. Protests must be submitted via email to Burke Barnett at Burke.C.Barnett@odhsoha.oregon.gov within seven calendar days of notice posting on OregonBuys.