Explanation
BACKGROUND
This ordinance repeals ordinance 1843-2003 passed July 22, 2003 that authorized the Director of the Department of Technology to enter into contract with Medical Manager Health Systems, Inc. for the purchase of a clinical application for the Health Department, as well as appopriation and fund transfers to effect the purchase of the application. Since that ordinance was passed, during contract negotiations, it was discovered that Mount Carmel Health Systems is a distributor of the Medical Manager software system and could meet the Health Department's needs using the exact clinical application at a savings of $190,000. Neither the Health Department nor the Department of Technology were aware, at the time of the formal bid process, that Mount Carmel could provide the clinical application, and as a consequence, Mount Carmel was not contacted. However, due diligence was exercised during the bid process in finding the best application for the Health Department. It is in the best interest of the city that the application be purchased from Mount Carmel, therefore a request is made to waive the provisions of competitive bidding.
FISCAL IMPACT
Funding for this purchase is available within the Health Department grants fund and the Technology Department, Telecommunications cable fund provision for citywide technology expenses. This purchase is consistent with the third quarter 2003 review.
Emergency action is requested to avoid delays in installation of the application. Mount Carmel Health Systems Contract Compliance number is 314379602.
Title
To repeal ordinance 1843-2003 passed July 22, 2003; to authorize the City Auditor to appropriate and transfer funds from the Health Department grants fund to the Health Department operating fund; to authorize the Director of the Department of Technology to enter into a contract with Mount Carmel Health Systems for the purchase of a clinical application for the Health Department; to waive the City Code provisions for competitive bidding; to authorize the expenditure of up to $75,000 from the Department of Technology, Telecommunications Division cable fund and up to $60,000 from the Health Department grants fund; and to declare an emergency. ($135,000.00)
Body
WHEREAS, the Health Department has a need to purchase an information and billing system for its nine clinical operations located at 240 Parsons Avenue; and
WHEREAS, in May 2002, the city's IT capital investment advisory panel approved the clinic application proposal for implementation and funding; and
WHEREAS, the RFP was developed, advertised in the City Bulletin and sent to 238 potential bidders, including 15 MBEs and 7 FBEs; and
WHEREAS, Medical Manager Health Systems, Inc. was determined to be the most responsive and responsible bidder of the five proposals received; and
WHEREAS, after legislation was passed to provide funding for the clinical application and allow the Department of Technology to enter into contract with Medical Manager Health Systems, Inc., during negotiations, it was discovered that Mount Carmel Health Systems could provide the identical software at a substantial savings to the city; and
WHEREAS, although Mount Carmel was not originally identified as a potential bidder, due diligence was exercised in the bid process for the Health Department clincal application; and
WHEREAS, since it is in the best interest of the city that the application be purchased from Mount Carmel, a request is made to waive the provisions of competitive bidding; and
WHEREAS, an emergency exists in the usual daily operation of the Health Department in that it is immediately necessary to enter into contract with Mount Carmel Health Systems for the purchase of a clinical application 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 ordinance number 1843-2003 passed July 22, 2003 is hereby repealed.
SECTION 2. That from the unappropriated cash balance in the Health Department grants fund, fund number 251, project number 251999, the sum of $60,000 is hereby appropriated to the Health Department grants fund, fund number 251, object level 1 - 10, object level 3 - 5501.
SECTION 3. That the amount of $60,000 in Section 2 is hereby transferred from the Health Department grants fund, fund number 251, project number 251999, oca 503789, to the Health Department operating fund, fund 250, oca 502823, object level 1 - 80, object level 3 - 0886.
SECTION 4. That the amount of $60,000 in Section 3 is hereby appropriated to the Health Department operating fund, fund 250, oca 502823, object level 1 - 03, object level 3 - 3336.
SECTION 5. That the Director of the Department of Technology is hereby authorized to enter into contract with Mount Carmel Health Systems for the purchase of a clinical application for the Health Department.
SECTION 6. That the expenditure of up to $60,000 is hereby authorized from the Health Department operating fund, fund number 250, oca code 502823, object level 1 - 3, object level 3 - 3336.
SECTION 7. That the expenditure of up to $75,000 is hereby authorized from the Department of Technology, Telecommunications Division, division 4703, cable fund, fund number 203, oca 471888, object level 1 - 3, object level 3 - 3336.
SECTION 8. That Section 329.12 of the Columbus City Code concerning competitive bidding is hereby waived.
SECTION 9. That the City Auditor is authorized to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the city's financial records.
SECTION 10. 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.