Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into an agreement with Streamline Health for software licensing and application hosting services for a vital records management system. The City and Streamline Health entered into a five year agreement (EL008210) authorized by ordinance 0191-2008, passed March 17, 2008. Funding for the fifth and final year of that agreement was authorized by ordinance 0924-2012, passed May 7, 2012, through purchase order EL012894. The Columbus Public Health Department has a continuing need for the services provided by Streamline Health, so this ordinance will authorize a new agreement, renewable annually, by mutual agreement and approval of proper City authorities. This agreement will provide service from June 24, 2013 through June 23, 2014 at a cost of $78,528.00.
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.
This ordinance also requests a waiver of the competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
FISCAL IMPACT:
During the years 2011 and 2012, the Department of Technology, on behalf of the Columbus Public Health Department, legislated $85,284.00 and $73,386.00 respectively for the application hosting services provided by Streamline Health. The new contract for 2013 will be at a cost of $78,528.00 for this service with a coverage period of June 24, 2013 through June 23, 2014. Funds are budgeted and available within the Department of Technology, Internal Services Fund.
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 enter into an agreement with Streamline Health to continue providing the services for a vendor hosted vital records management system; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $78,528.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($78,528.00)
Body
WHEREAS, in 2008 the Department of Technology, on behalf of the Columbus Public Health Department and Streamline Health entered into a five year agreement originally executed under Ordinance Number # 0191-2008 contract # EL008210 for software, license, maintenance and support services, associated with the vendor hosted vital records management system with the fifth and final year of that agreement authorized by ordinance 0924-2012, passed May 7, 2012, through purchase order EL012894 due to expire on June 23, 2013; and
WHEREAS, the Columbus Public Health Department has a continuing need for the services provided by Streamline Health, therefore this ordinance will authorize a new agreement, renewable annually, by mutual agreement and approval of proper City authorities. This agreement will provide service from June 24, 2013 through June 23, 2014 at a cost of $78,528.00; and
WHEREAS, this ordinance requests a waiver of the competitive bidding requirements of Columbus City Code, in accordance with section 329.27; 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 enter into a new agreement, renewable annually by mutual agreement and approval of proper City authorities with Streamline Health, to continue providing a vendor hosted vital statistics record management system that is 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 enter a new agreement renewable annually by mutual agreement and approval of proper City authorities with Streamline Health to continue providing a vendor hosted vital records management system in the amount of $78,528.00 for the coverage period of June 24, 2013 through June 23, 2014.
SECTION 2: That the expenditure of $78,528.00 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: $78,528.00
SECTION 3: That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4: 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 5: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby 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.