Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology and the Director of the Department of Columbus Public Health, to continue an agreement with Netsmart Technologies, Inc., for annual software maintenance, support and hosting services for the myAvatar behavioral health and claims billing system. The system was initially purchased by the Columbus Board of Health by authority of ordinance 2078-2005 (EL005861), and last continued by authority of ordinance 0442-2015, passed March 9, 2015, through purchase order EL016884. Continuing the agreement will provide software maintenance and support services for the period April 1, 2016 to March 31, 2017, at a cost of $14,554.20, in addition to the agreement will also authorize the fourth year of a five year hosting services agreement for the period April 1, 2016 to March 31, 2017, at a cost of $15,120.00. The total cost of this renewal is $29,674.20.
The Avatar system is necessary to meet the requirements of the Franklin County ADAMH Board and the Ohio Department of Mental Health and Addiction Services. Netsmart Technologies, Inc. will provide the Alcohol and Drug Abuse Program operated by the Columbus Public Health Department with ongoing hosting and technical support for the system.
As the vendor is the only provider of software maintenance, support and hosting services for the systems licensed to the City, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the Columbus City Code Section 329.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In years 2014 and 2015, the Department of Technology expended $61,553.64 and $30,843.66 respectively for the annual renewal of software maintenance and support and hosting services and professional services. The 2016 total cost of this agreement is $29,674.20, bringing the aggregate contract total, including this request to $286,238.28. Funds are budgeted and available within the Department of Technology, agency direct charge budget, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Netsmart Technologies, Inc. (DAX Acct#: 000665) F.I.D/CC #: 13-3680154 Expiration Date: 01/07/2017
Title
To authorize the Director of the Department of Technology and the Director of the Department of Columbus Public Health to continue an agreement with Netsmart Technologies, Inc., for annual software maintenance, support and hosting services for the Avatar behavioral health and claims billing system in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $29,674.20 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($29,674.20)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology and the Director of the Department of Columbus Public Health, to continue an agreement with Netsmart Technologies, Inc., for the period April 1, 2016 to March 31, 2017, annual software maintenance and support services for the Avatar behavioral health and claims billing system at a total cost of $14,554.20 and also authorize the fourth year of a five year hosting services agreement at a cost of $15,120.00 with a combined total cost of $29,674.20, and
WHEREAS, the system was initially purchased by the Columbus Board of Health by authority of ordinance 2078-2005 (EL005861), and annual maintenance and support was last continued by authority of ordinance 0442-2015, passed March 9, 2015, through purchase order EL016884; and
WHEREAS, the Avatar system is necessary to meet the requirements of the Franklin County ADAMH Board and the Ohio Department of Mental Health and Addiction Services. Netsmart Technologies, Inc. will provide the Alcohol and Drug Abuse Program operated by the Columbus Public Health Department with ongoing hosting and technical support for the system; and
WHEREAS, the vendor is the only provider of software maintenance, support and hosting services for the systems licensed to the City, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the Columbus City Code Section 329.
WHEREAS, an emergency exists in the daily operation of the Department of Technology in that it is immediately necessary for the Director of the Department of Technology and the Director of the Department of Columbus Public Health to continue an agreement with Netsmart Technologies for software maintenance and support and hosting services to avoid service interruption, 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 and the Director of the Department of Columbus Public Health are hereby authorized to continue an agreement with Netsmart Technologies, Inc., for annual software maintenance, support and hosting services for the Avatar behavioral health and claims billing system. For the period April 1, 2016 to March 31, 2017, this agreement will provide software maintenance and support services at a cost of $14,554.20, and authorize the fourth year of a five year hosting services agreement at a cost of $15,120.00 for a combined total cost of $29,674.20.
SECTION 2: That the expenditure of $29,674.20 is hereby authorized to be expended from:
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS01|Optional Field: IT00027 {Columbus Public Health} |Amount: $29,674.20|
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 this contract is awarded in accordance with the sole source provisions of City Code Chapter 329 because this vendor is the only provider of software maintenance, support and hosting services for the systems licensed to the City.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is whereby 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.