Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology (DoT), on behalf of Columbus Public Health (CPH), to enter a not-for-profit service contract with Ohio State University Hospitals, for provisioning, hosting, and ongoing support of Epic, an electronic medical record system (EMR), in the amount of $667,223.00.
Columbus Public Health (CPH) utilizes Epic software for hosting, maintenance and operational support of its electronic medical record system (EMR). Epic EMR enables CPH to securely manage patient records, maintain continuity of care, and support efficient clinical and administrative operations.
Ordinance 0630-2025 authorized the Board of Health to enter a not-for-profit service contract with Ohio State University Hospitals for Epic software implementation, hosting, licensing fees, maintenance, and support services. The original not-for-profit service contract also authorized ten (10) one-year terms, for annual licensing fees, hosting and support services.
This ordinance authorizes the first year of ten (10) terms, at a total cost of $667,223.00 for a period of twelve (12) months, starting on the date of a confirmed purchase order issued by the City Auditor.
EMERGENCY DESIGNATION: An emergency exists in that it is immediately necessary to ensure the secure management of CPH patient records and the continuity of care. Because the current agreement has expired, this not-for-profit service contract is essential to prevent service lapses and maintain efficient clinical and administrative operations.
CONTRACT COMPLIANCE
Vendor Name: Ohio State University Hospitals
DAX vendor no.: 005111
Expiration Date: n/a
FISCAL IMPACT
Funding in the amount of $667,223.00 is budgeted and available in the Department of Technology, Information Services Operating Fund, Fund 5100.
Title
To authorize the Director of the Department of Technology, on behalf of Columbus Public Health, to enter into a not-for-profit service contract with Ohio State University Hospitals for Epic EMR hosting, licensing fees, maintenance, and support services; to authorize an expenditure from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($667,223.00)
Body
WHEREAS, Ordinance No. 0630-2025 authorized the Columbus Board of Health to enter into a not-for-profit service contract with Ohio State University Hospitals for implementation and purchase of Epic electronic medical record system software licensing, maintenance, and support services; and
WHEREAS, the not-for-profit contract with Ohio State University Hospitals included ten (10) additional one-year terms for Epic EMR annual licensing, maintenance, and support services to securely manage patient records, maintain continuity of care, and support efficient clinical and administrative operations for Columbus Public Health; and
WHEREAS, the original not-for-profit contract, authorized under Ordinance No. 0630-2025, has expired, but the need for services is still necessary; and
WHEREAS, an emergency exists in the daily operations of the Department of Technology necessitating the immediate authorization of year one (1) of the not-for-profit service contract with Ohio State University Hospitals for electronic medical record hosting and support for Columbus Public Health, as the current agreement has expired, for the immediate 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 be and is hereby authorized to enter a not-for-profit service contract with Ohio State University Hospitals for the purchase of Epic software hosting, licensing fees, maintenance, and support services for a period of twelve (12) months, starting on the date of a confirmed purchase order, at the total cost of $667,223.00, with the option for nine (9) additional one-year renewal terms.
SECTION 2. That the expenditure of $667,223.00 or so much thereof as may be necessary is hereby authorized as shown in the attachment to this ordinance. (1243-2026EXP)
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 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 5. 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.