OHS Work Force Time Keeping and Staffing

The State of Oregon, specifically the Oregon Health Authority (OHA) and Oregon State Hospital (OSH), is conducting a special procurement for a Workforce Management Time and Attendance (TA) and Staffing/Scheduling (SS) IT Solution. The procurement seeks to extend the current contract with API Healthcare Corporation for maintenance, operational support, and system enhancements of their existing workforce management system. The primary objectives include ensuring continuity of critical staffing and timekeeping operations, avoiding disruptions to hospital operations, and allowing time to conduct market research and prepare for a formal competitive solicitation of a replacement solution. The current system is used by 98% of OSH employees and provides essential time tracking and scheduling capabilities. The procurement is structured as a one-year contract extension with up to four additional one-year renewal options. The special procurement notice was posted on May 21, 2024, with a response deadline of May 29, 2024, for potential protests to the procurement approval. Potential vendors or interested parties have eight calendar days to submit written protests with specific legal and factual grounds.

No specific set-aside designations or restrictions on respondent organizations were explicitly detailed in the procurement documents. The incumbent vendor is API Healthcare Corporation, which has provided the current workforce management system since its initial implementation in 2011. The existing technology is a highly customized IT solution deeply integrated into OSH's daily operations, which creates complexity for potential system transitions. The total estimated cost for the contract amendment period is $2,564,459, with previous total investment in the system reaching $2,191,745. External force disruptors impacting the procurement process include COVID-19 pandemic staffing shortages, nationwide healthcare worker shortages, a CMS-mandated hospital-wide Plan of Correction, an OSHA audit, and implementation of a new payroll system. The procurement aims to maintain the current system's functionality while preparing for a future competitive solicitation of a replacement workforce management solution.