Department: Purchasing
Department Head/Elected Official: DeWight Dopslauf
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Award
Project ID (if applicable): 240195
Vendor/Entity Legal Name (if applicable): M2COMSYS
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Participation (if applicable): N/A
Justification for 0% MWDBE Participation Goal: 0% - Minimal MWDBE Availability
Request Summary (Agenda Caption):
title
Request for approval of an award on the basis of best proposal meeting requirements and that the County Judge execute an agreement with M2COMSYS for medical transcription services for the Institute of Forensic Sciences for the period of September 19, 2024 - September 18, 2025 with four (4) one-year renewal options (240195), Justification for 0% MWDBE Participation Goal: 0% - Minimal MWDBE Availability.
end
Background and Discussion:
The Harris County Institute of Forensic Sciences (HCIFS) provides statutorily required Medical Examiner Services to the county. After performing an autopsy, the forensic pathologist dictates their notes and draft autopsy report to a transcription service, which then provides a draft document to HCIFS which goes through a proofreading and formatting process by administrative staff and then is sent to the pathologist for review and edit. The edited document is then proofread a final time, and a final version is signed by the pathologist as the official autopsy report. HCIFS required a new transcription agreement because the current agreement expires at the end of the year. However, during the bid review process the current transcription vendor announced their intention to go out of business and cease all services sooner than expected. This new agreement will take the place of the current agreement and vendor.
Expected Impact:
Medical Examiner autopsy reports are statutorily mandated and must be completed for all autopsies performed at HCIFS. Due to the heavy caseload of decedents who are examined at HCIFS, having an outside contractor available to create an initial draft of the autopsy report based on the doctor’s dictation is needed. Without an outside dictation service, all process steps at HCIFS would slow down considerably and the Department could not meet its accreditation turnaround time goals.
Alternative Options:
While HCIFS pathologists have begun to experiment with digital transcription that would take place through a computer application that transcribes dictation automatically, without any personnel / contractors necessary, no suitable application has been found yet and no training has been provided. HCIFS believes any transition to computerized digital transcription would not occur for another two to three fiscal years. In the meantime, there is no alternative available that would provide the same level of quality for the quantity of reports completed by the Department each year.
Alignment with Goal(s):
X Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
_ Governance and Customer Service
Prior Court Action (if any):
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Date |
Agenda Item # |
Action Taken |
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08/06/24 |
251 |
Advertisement Approval |
Location: N/A
Address (if applicable): N/A
Precinct(s): Countywide
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Anticipated Court Date: 09/19/24
Anticipated Implementation Date (if different from Court date): N/A
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Cristina Juarez, Finance Manager, Institute of Forensic Sciences; Jeremy Woodard, Sourcing Manager, Purchasing
Attachments (if applicable): Letter