Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to renew an annual agreement with Streamline Health for a vendor hosted vital records management system. The original agreement (EL008210) was authorized by ordinance 0191-2008, passed March 17, 2008. The agreement was most recently renewed by authority of ordinance 0417-2011 (purchase order EL011775). This legislation authorizes year five (5) of a five year application hosting agreement renewable annually, contingent upon the express written approval of both parties and the City's appropriation and authorization of funds. The associated coverage period is from June 24, 2012 through June 23, 2013 and provides additional funding in the amount of $73,386.00 with Streamline Health for the annual service fee cost.
The vendor hosted vital statistics record management system is a critical application that provides the Columbus Public Health Department with the ability to provide an extensive array of services, electronic data and document management partnered with document scanning, and operational workflow that provides full end-to-end processing of birth and death records. This electronic foundation fully supports the future of federally legislated electronic verification of vital events and statewide central issuance.
FISCAL IMPACT:
During the years 2010 and 2011, the Department of Technology, on behalf of the Columbus Public Health Department, encumbered $67,824.00 respectively for the application hosting services provided by Streamline Health. The 2012 cost for this service is $73,386.00. Funding for year five (5) of the five year service fee agreement renewable annually in the amount of $73,386.00, with a coverage period of June 24, 2012 through June 23, 2013, is budgeted and available within the Department of Technology, Internal Services Fund. The aggregate contract total amount including this modification is $487,182.00.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed; and to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
CONTRACT COMPLIANCE:
Vendor Name: Streamline Health F.I.D #/CC #: 31-1285286 Expiration Date: 1/11/2014
Title
To authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to renew an annual agreement with Streamline Health for a vendor hosted vital records management system; to authorize year five (5) of a five year service fee agreement; and to authorize the expenditure of $73,386.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($73,386.00)
Body
WHEREAS, the Department of Technology, on behalf of the Columbus Public Health Department originally executed contract EL008210 with the vendor Streamline Health in 2008 under Ordinance Number # 0191-2008 for software, license, maintenance and support services, associated with the vendor hosted vital records management system; and
WHEREAS, this ordinance will also provide additional funding in the amount of $73,386.00 for year five (5) of the five year service fee agreement payable monthly and renewable annually with Streamline Health , for the coverage period of June 24, 2012 through June 23, 2013; and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary for the Department of Technology, on behalf of the Columbus Public Health Department,to renew the fifth year of a five year service fee agreement renewable annually with Streamline Health, as the vital statistics record management system, and the associated software, license, maintenance and support services are crucial to the daily operation of the Columbus Public Health Department for the preservation of the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology, on behalf of the Columbus Public Health Department, be and is hereby authorized and directed to renew the fifth year of a five year service fee agreement renewable annually with Streamline Health in the amount of $73,386.00 for the coverage period of June 24, 2012 through June 23, 2013.
SECTION 2: That the expenditure of $73,386.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01|Fund: 514|Subfund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $73,386.00
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 4: That for the reasons stated in the preamble hereto, which is made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.