Special Procurement Posting - extend Contract MSA 4710 ( OHA 146965 - 11 ) with ImageTrend , LLC

2026-11-03

The State of Oregon , acting by & through Oregon Health Authority hereby provides public notice of the approval of Special Procurement No . REQ - DASOBO - 00177931 for software , hosting & support for the Oregon Emergency Medical Services ( EMS ) Information System ( Electronic patient care reports ( ePCRs ) documentation , reporting ), the EMS License Management System , & supporting modules . Current Need : The EMS Program requires continued support , system upgrades , and Contractor expertise to maintain compliance with Oregon statutes and ensure uninterrupted service delivery . Transitioning to a new vendor would impose significant financial and operational burdens , including retraining staff , reconfiguring systems across over 400 EMS agencies , and risking data integrity . Estimated Costs for five ( 5 ) years extension [ current services with 2 % annual increase ]. The cost includes the 5 years of potential 2 % annual increase which is the maximum increase allowed under the MSA . Fiscal Year Estimated Cost Year 12 $ 195 , 448 . 08 Year 13 $ 199 , 357 . 04 Year 14 $ 203 , 344 Year 15 $ 207 , 411 Year 16 $ 211 , 559 Total – 5 year extension $ 1 , 017 , 120 Total Master Contract NTE $ 2 , 722 , 796 d . Proposed Contracting Procedure : OHA proposes a direct award and negotiation of an amendment with the current contractor under Special Procurement authority . This method ensures service continuity , avoids duplication of effort , and mitigates cost escalation . 11 . Justification for use of Special Procurement : Describe the circumstances that justify the use of a Special Procurement . Attach relevant documentation . x Cost Savings : Avoids a substantial cost increase if services were re - procured through a new solicitation . The current MSA includes a 2 % annual increase . In a new procurement process , if the current Contractor were to be awarded , the current Contractor advised that it will request a 7 % annual increase . OHA believes other potential contractors would require a similar cost increase . This will result in doubling costs when compounded over 10 years time . . Maintaining the existing MSA avoids both immediate and long - term financial burdens . x Continuity of Services : The existing Contractor has developed and maintained the EMS data system for 11 years . Their familiarity with Oregon ’ s EMS infrastructure ensures seamless operations . Switching vendors would disrupt workflows , require extensive retraining for OHA staff and external users , and risk delays in patient care documentation . x Public Interest : Approximately 60 % of Oregon ’ s EMS reporting agencies , including many small and rural providers , rely on this system daily for patient records , billing , and compliance . Transitioning to a new vendor would risk delays in data reporting and negatively impact public health outcomes . x Established Infrastructure : The current system is fully integrated and operational , supporting both licensing management and patient care records . Replicating this infrastructure with a new vendor would require significant time , , more employee resources and financial resources , and could compromise service continuity . 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 EMS Program has maintained a contractual relationship with the current Contractor since 2014 through a Sole Source Determination and subsequent amendments . Given the specialized nature of the system and its deep integration into statewide EMS operations , this is the most viable solution . Continuity of service with the current Contractor is therefore essential to safeguard public health , ensure uninterrupted patient care and billing , and maintain compliance with Oregon law . and __X___ ( b )( i ) will result in substantial cost savings to the contracting agency or to the public because : Continuing with the current Contractor avoids a projected cost increase that would result from a new solicitation . The current MSA limits annual increase to 2 % under the existing agreement .

Oregon

2026-04-08