Special Procurement notice for SpeakWrite Electronic Voice Dictation and Transcription Services

The Oregon Department of Human Services (ODHS) and Oregon Health Authority (OHA) are conducting a Special Procurement Notice for Electronic Voice Dictation and Transcription Services through a series of contract amendments with SpeakWrite LLC. This procurement covers critical transcription services utilized by case workers, family coaches, child protective services workers, and agency personnel to document complex case management narratives, court reports, home visits, voicemails, and public meeting events. The services are essential for maintaining documentation for hearings, court proceedings, and client services across multiple agency divisions including Child Welfare, Self Sufficiency Programs, and Aging People with Disabilities. The current amendment (Amendment #4) seeks to extend the contract through April 30, 2026, with a 12-month transition period to allow migration to new service providers. The special procurement is being conducted pursuant to Oregon Revised Statutes (ORS) 279B.085(5) and 279B.400, with a specific notice period from September 9, 2025, to September 16, 2025, during which affected parties may file formal protests with the State Chief Procurement Officer.

The procurement does not appear to have specific set-aside designations for disadvantaged enterprises, and the current incumbent vendor is SpeakWrite LLC, which has provided these services since 2007. The contract amendments indicate a total not-to-exceed compensation of $5,750,000 across two contracts (ODHS-141964-14 and OHA-142095-14), with the current amendment requesting an additional $460,000 in funding. The Department of Administrative Services (DAS) is actively working to develop a comprehensive statewide procurement solution, with plans to issue a new Request for Proposal (RFP) and establish new Price Agreements that will include six newly awarded transcription service providers. The transition will require migrating data and training approximately 3,000 employees on a new system, with the primary goal of maintaining service continuity while developing a more competitive procurement approach through the Oregon Procurement Information Network (ORPIN).