Explanation
This ordinance authorizes the Board of Health to enter into a contract with Bonterra Tech LLC for a subscription for secure electronic health record (EHR) and case management software platform services, for an amount not to exceed $61,053.63.
The subscription period is from July 1, 2025 through June 30, 2026.
Bonterra Tech LLC is the sole authorized provider of the cloud-based EHR and Case Management Software Platform known as Penelope. This software is HIPAA and FERPA compliant and offers advanced reporting and analytics needed by our Neighborhood Social Services Team.
CONTRACT COMPLIANCE:
Bonterra Tech LLC, CC #038505
EMERGENCY DESIGNATION:
This ordinance is submitted as an emergency to not delay the critical services that are facilitated by the use of this software and to ensure we receive the quoted pricing from the vendor.
FISCAL IMPACT: Expenditures to provide these services are budgeted within the 2025 Health Special Revenue Fund, Fund No. 2250. ($61,053.63)
Title
To authorize the Board of Health to enter into a contract with Bonterra Tech LLC for a subscription to Penelope, a secure electronic health record (EHR) and case management software platform service; to authorize an expenditure from the Health Special Revenue Fund; and to declare an emergency. ($61,053.63)
Body
WHEREAS, The Board of Health has a need for secure electronic health record (EHR) and case management software platform services; and
WHEREAS, Bonterra Tech LLC is the sole authorized provider of Penelope, which offers unique services that include household-centric case records, a ClientConnect portal, Smart Forms, built-in dashboards, wide-ranging compliance with health record regulations, and robust SaaS scalability for multiple programs to work concurrently; and such unique features are necessary to the operations of the Board of Health; and
WHEREAS, the contract with Bonterra Tech LLC will be entered into pursuant to the sole source provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of Columbus Public Health in that it is immediately necessary to authorize the Board of Health to establish this purchase order to not delay the critical services that are facilitated by the use of this software, to ensure receipt of the quoted pricing from the vendor, and 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 Board of Health is hereby authorized and directed to enter into a contract with Bonterra Tech LLC for a subscription to Penelope, a secure electronic health record (EHR) and case management software platform service, for an amount not to exceed $61,053.63 for the period of July 1, 2025 through June 30, 2026.
SECTION 2. That the expenditure of $61,053.63 or so much thereof as may be needed, is hereby authorized from the 2025 Health Special Revenue Fund, Fund 2250, Department 50, Division 5001, per the accounting codes in the attachment to this ordinance.
SECTION 3. That the contract is authorized to be entered into with Bonterra Tech LLC pursuant to a sole source exemption per Section 329.19(e) of the Columbus City Code.
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 reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.