Notice of Special Procurement-Amendment #2 API Workforce Management Time and Attendance

The State of Oregon, through the Department of Administrative Services Procurement Services on behalf of the Oregon Health Authority and Oregon State Hospital, is issuing a Notice of Special Procurement Amendment #2 for continued maintenance, operational support, and system enhancements to the existing Workforce Management Time and Attendance and Staffing/Scheduling IT Solution. This special procurement (REQ-DASOBO-00171919 Amendment #2) extends the contract with API Healthcare Corporation from March 2026 through August 31, 2029, exercising additional option years 3 through 5 of the original contract DASPS-1388-15. The scope of work includes critical system modifications to accommodate bi-weekly pay periods by July 1, 2027, purchase and installation of TC-600 badge readers to replace obsolete TA-500 models, implementation of functionality enhancements, procurement of additional user licenses to support legislatively approved FTE increases, and licensing and professional services for three additional modules: Mobile App, Open Shift Notification, and Outcomes Analytics. The services support 24/7 acute mental healthcare operations for approximately 2,300 employees represented by three different collective bargaining agreements. The special procurement is justified under Oregon Revised Statutes 279B.085 based on legislative mandate HB 2697 requiring system upgrades to meet the bi-weekly payment deadline within an 18-month implementation timeline, which the state determined would be impractical to achieve through a standard RFP process requiring 18 to 24 months. The due date for the public notice period closes on March 27, 2026, with a seven-calendar-day protest window allowing affected parties to submit written challenges to the State Chief Procurement Officer at egs.pscustomercare@das.oregon.gov or via mail to 1225 Ferry Street SE, Salem, OR 97301, with Marc Monetti, State Procurement Analyst, as the point of contact at (971) 301-0769.

This is not a competitive bidding opportunity but rather a formal notification of a special procurement approval decision for an incumbent vendor continuation. API Healthcare Corporation is the current contractor, having been competitively selected in 2011 through RFP No. 3141 with the highest evaluation score of 813.3 compared to other proposers. The existing contract is embedded in OSH's daily operations as a Software-as-a-Service (SaaS) cloud-based system with deep integration into hospital staffing management and timekeeping processes; transitioning to an alternative vendor would result in substantial costs and operational disruption. The total estimated cost increase for Amendment #2 is $1,924,546 allocated across fiscal years 2025-2029, with costs distributed among equipment purchases (TC-600 badge readers at $103,000), mobile and scheduling modules ranging from $50,400 to $58,344 annually, staffing and scheduling modules at $42,000 to $48,620 annually, outcomes analytics at $38,640 to $44,731 annually, and professional services of $84,110. An additional contingency fund allocation of $903,775 is included to support change orders and additional hardware and licensing needs. Combined with the previous amendment periods, the total contract value from August 26, 2024, through August 25, 2029, reaches approximately $4.5 million, with the special procurement approval conditioned upon completion of the seven-day public notice period and compliance with Oregon's Enterprise Information System requirements.