Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology and the Director of the Department of Columbus Public Health, to renew and modify a contract with Netsmart Technologies, Inc., for annual software maintenance and support and hosting services for the Avatar 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 renewed and modified by authority of ordinance 0791-2013, passed April 22, 2013, through purchase orders EL014377 and EL014378. This renewal will provide software maintenance and support for the period April 1, 2014 to March 31, 2015, at a cost of $14,355.60. This renewal will also authorize the second year of a five year hosting services agreement for the period April 1, 2014 to March 31, 2015, at a cost of $15,120.00. The total cost of this term period contract is $29,475.60.
In addition, this legislation will authorize a modification to the contract for Netsmart to provision a hosted version of Avatar in their data center. Funding for the provisioning service was authorized through ordinance 0791-2013, but more funds are needed to provision additional Avatar functions to enable the Health Department to comply with new ICD10 claims billing requirements from the Franklin County ADAMH Board and Ohio Department of Mental Health and Addiction Services. The modification includes an annual fee of $578.04 for ICD10 subscriptions (an ongoing cost) as well as one time professional service fees in the amount of $31,500.00. The total cost of this contract modification is $32,078.04. The new ICD10 claims billing requirements were unknown last year, so the need for this modification was not known when the original agreement for provisioning services was executed. Netsmart is the sole source provider of its software and application hosting services, so it is not possible for the City to obtain the service through alternate procurement methods. The cost of the additional software subscriptions and one-time professional services were negotiated with Netsmart.
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.
EMERGENCY:
Emergency legislation is requested to maintain ongoing and uninterrupted services.
FISCAL IMPACT:
In years 2012 and 2013, the Department of Technology expended $13,020.00 and $55,892.00 respectively for the annual renewal of software maintenance and support and hosting services and professional services. The total cost of this agreement is $61,553.64, bringing the aggregate contract total, including this request to $225,720.42. Funds are budgeted and available within the Department of Technology, internal services fund ($30,053.64) and the Department of Columbus Public Health Grants fund ($31,500.00).
Total amount needed for this ordinance is $61,553.64: $30,053.64 from 500147; $31,500 from 505065. See Spend History spreadsheet, attached
CONTRACT COMPLIANCE:
Vendor: Netsmart Technologies, Inc. F.I.D/CC #: 13-3680154 Expiration Date: 03/05/2015
Title
To authorize the Director of the Department of Technology and the Director of the Department of Columbus Public Health to renew and modify a contract with Netsmart Technologies, Inc. for annual software maintenance and support and hosting services for the Avatar behavioral health and claims billing system; to waive the competitive bidding provisions of Columbus City Code; to authorize the expenditure of $30,053.64 from the Department of Technology, internal services fund and $31,500.00 from the Department of Columbus Public Health, grant fund and to declare an emergency. ($61,553.64)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology and the Director of the Department of Columbus Public Health, to renew and modify a contract with Netsmart Technologies, Inc., for annual software maintenance and support and hosting services for the period April 1, 2014 to March 31, 2015 at a total cost of $14,355.60; 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 renewed by authority of ordinance 0791-2013, passed April 22, 2013, through purchase order EL014378.
WHEREAS, this renewal will also authorize the second year of a five year hosting services agreement for the period April 1, 2014 to March 31, 2015, at a cost of $15,120.00. The total cost of this renewal is $29,475.60; and
WHEREAS, this legislation will also authorize a modification to the contract for Netsmart to provision a hosted version of Avatar in their data center. Funding for the provisioning service was authorized through ordinance 0791-2013, but more funds are needed to provision additional Avatar functions to enable the Health Department to comply with new ICD10 claims billing requirements from the Franklin County ADAMH Board and Ohio Department of Mental Health and Addiction Services; and
WHEREAS, the modification includes an annual fee of $578.04 for ICD10 subscriptions (an ongoing cost) as well as one time professional service fees in the amount of $31,500.00. The total cost of this contract modification is $32,078.04; 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, this ordinance requests to waive the competitive bidding provisions of Columbus City Code, in accrodance with Section 329.27; and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to renew and modify a contract with Netsmart Technologies for software maintenance and support and hosting services to avoid service interruption, thereby preserving 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 be and is hereby authorized to renew and modify a contract with Netsmart Technologies, Inc., in the amount of $61,553.64 for the Avatar behavioral health and claims billing system for annual software maintenance and support and hosting services, with the contract coverage term period from April 1, 2014 through March 31, 2015.
SECTION 2. That the expenditure of $30,053.64 is hereby authorized to be expended from:
Division: 47-01|Fund: 514|Sub-fund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $14,355.60 - Netsmart Support
Division: 47-01|Fund: 514|Sub-fund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3358|Amount: $578.04 - Netsmart Subscriptions
Division: 47-01|Fund: 514|Sub-fund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $15,120.00 - Netsmart Hosting Fee
SECTION 3. That the expenditure of $31,500.00 is hereby authorized to be expended from:
Division: 50-01|Health Dept. Grants Fund: 251| Health Grant No.: 508320|OCA Code: 505065|Obj. Level 1:03|Obj. Level 3: 3336|Amount: $31,500.00 - Netsmart Hosting/Professional Services
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 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 6: That this ordinance authorizes a renewal and modification agreement between Netsmart Technologies, Inc., the Director of the Department of Technology and the Director of the Department of Columbus Public Health, on behalf of the City of Columbus, and to waive the competitive bidding provisions of Columbus City Code, in accordance with Section 329.27.
SECTION 7: That for the reasons stated in the preamble hereto, which is 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.