Explanation
BACKGROUND:
This ordinance will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify an existing agreement with Streamline Health to provide custom software development services for the vital records management system. The original agreement (EL008210) was authorized by ordinance 0191-2008, passed on March 17, 2008.
Earlier this year, ordinance 0417-2011 authorized year four (4) of a five (5) year application hosting 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, 2011 through June 23, 2012 and provides the additional funding in the amount of $67,824.00 with Streamline Health for the annual service fee cost.
The modification requested in this ordinance is for custom development of the VitalView application which will provide a HIPPA compliant imaging and document management system for vital records and will integrate with State of Ohio birth and death registries. The new application will replace a legacy application that is not HIPPA compliant, does not integrate with state systems, and does not have imaging and document management functions.
The total cost of the modification is $17,460.00. While the need to replace the legacy application was known at the time of the original agreement, the full requirements and resources needed for the replacement were not. Also, as the project has progressed, state regulations necessitating the original project have been clarified, requiring additional customizations that could not be foreseen. It would not be in the best interests of the City to award the software development work through another procurement process, because awarding a contract to another vendor would delay the system replacement and extend the time required to become fully compliant with the regulations requiring the original agreement. The price for the software customizations was agreed to after extensive negotiations with Streamline Health.
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.
This ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code as this request is to modify an existing agreement with Streamline Health to increase the funding in order for the vendor to provide custom software development services for the vital records management system.
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 years 2009 and 2010, the Department of Technology, on behalf of the Columbus Public Health Department, encumbered $67,824.00 (EL009733) and $67,824.00 (EL010825) for services provided by Streamline Health. The $17,460.00 funding for this service is budgeted and available within the Department of Technology, internal services fund. The aggregate contract total amount for the project costs is $150,960.00, the aggregate contract total amount for the annual service fee is $280,296.00, with the aggregate total contract amount including both costs being $431,256.00.
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 an existing agreement with Streamline Health, to provide custom software development services for the vital records management system; to waive the competitive bidding provisions of Columbus City Code; to authorize the expenditure of $17,460.00 from the Department of Technology, internal services fund; and to declare an emergency. ($17,460.00)
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 an existing agreement (EL008210) with Streamline Health to provide custom software development services for the vital records management system; and
WHEREAS, this ordinance will provide additional funding in the amount of $17,460.00 with Streamline Health for the aforementioned custom software development services for the vital records management system; and
WHEREAS, this ordinance also requests approval to continue services provided by Streamline Health, and to waive the competitive bidding provisions of the Columbus City Codes (Section 329); 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 modify an existing agreement (EL008210) with Streamline Health to provide custom software development services for the vital records management system that 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 an existing agreement (EL008210) with Streamline Health to provide custom software development services for the vital records management system. This legislation authorizes the budgeted expenditure of $17,460.00 for costs associated with Streamline Health for the custom software development services.
SECTION 2. That the expenditure of $17,460.00 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: 3336|Amount: $17,460.00
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 this ordinance authorizes the modification to an existing contract between Streamline Health and the Department of Technology on behalf of the Columbus Public Health Department, and to waive the competitive bidding provisions of the Columbus City Codes (Section 329).
SECTION 5. 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.