Explanation
BACKGROUND:
Currently, the 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.
Ordinance #0191-2008, passed March 17, 2008 authorized the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into a contract (EL008210) with Streamline Health to implement and provide an automated vendor hosted vital records management system, inclusive of use of the vendor's associated software, license with maintenance and support services within a one year term period of 06/24/2008 through 06/23/2009. Due to some additional project delays, this ordinance will allow for language within the contract to authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department to modify and extend the contract and the associated funds for an additional one year term until the project is completed. This project has no associated hardware or software costs, only the cost of implementation and a service fee cost, payable monthly and renewable annually. The vendor retains ownership of the software, and the Columbus Public Health Department retains ownership of the data.
This legislation also authorizes year three of a five year service fee 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, 2010 through June 23, 2011 and provides additional funding in the amount of $67,824.00 with Streamline Health for the annual service fee cost.
EMERGENCY DESIGNATION:
Emergency designation is being requested to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; to ensure no service interruptions.
FISCAL IMPACT:
During the 2008 year, the Department of Technology, on behalf of the Columbus Public Health Department, encumbered $210,324.00 (EL008210) for services provided by Streamline Health. In 2009, the Department of Technology, on behalf of the Columbus Public Health Department, encumbered $67,824.00 for services provided by Streamline Health. The 2010 cost for this service is also $67,824.00. The Department of Technology, on behalf of the Columbus Public Health Department, has a need to modify and extend the hosting services implementation contract (EL008210) and the associated funds with Streamline Health, to continue providing the services of an automated vendor hosted vital records management system, inclusive of use of the vendor's associated software, license, maintenance and support services. Funding for year three of the five year service fee agreement renewable annually in the amount of $67,824.00, with a coverage period of June 24, 2010 through June 23, 2011, is budgeted and available within the Department of Technology's Internal Services Fund. The aggregate contract total amount including this modification is $345,972.00.
CONTRACT COMPLIANCE:
Vendor Name: Streamline Health F.I.D #/CC #: 31-1285286 Expiration Date: 3-3-2012
Title
To authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify and extend a contract with Streamline Health, to continue providing the services of implementing an automated vendor hosted vital records management system, inclusive of use of the vendor's associated software, license, maintenance and support services; to authorize year three of a five year service fee agreement; and to authorize the expenditure of $67,824.00 from the Department of Technology's Internal Services Fund; and to declare an emergency. ($67,824.00)
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 legislation authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify and extend a contract (EL008210) with Streamline Health, to continue providing the services of an automated vendor hosted vital records management system, inclusive of use of the vendor's associated software, license, maintenance and support services, with a coverage period from June 24, 2010 through June 23, 2011; and
WHEREAS, this ordinance will also provide additional funding in the amount of $67,824.00 for year three of the five year service fee agreement payable monthly and renewable annually with Streamline Health , for the coverage period of June 24, 2010 through June 23, 2011; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Department of Technology, on behalf of the Columbus Public Health Department, to renew the third year of an annual service fee agreement and to modify and extend contract (EL008210) 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 modify and extend a contract (EL008210) with Streamline Health, to extend the coverage period from June 24, 2010 through June 23, 2011, to continue providing the services of an automated vendor hosted vital records management system, inclusive of use of the vendor's associated software, license, maintenance and support services. This legislation authorizes the budgeted expenditure of $67,824.00 for costs associated with Streamline Health for the service fee cost, payable monthly and renewable annually, for the coverage period of June 24, 2010 through June 23, 2011.
SECTION 2. That the expenditure of $67,824.00 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: $67,824.00
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 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 approved nor vetoes the same.