Explanation
This legislation will authorize the Board of Health to enter into a not-for-profit contract with Ohio State University on behalf of its Wexner Medical Center (OSU) for provisioning, hosting, training, and ongoing support of an electronic medical record system. Columbus Public Health has a need to implement Epic Systems Corporation’s (Epic) Electronic Medical Record technology ("EMR") via a hosting partnership with OSU through Epic's Connect platform; and, in order to better serve the health needs of our community.
OSU is an instrumentality of the State of Ohio and an academic medical center whose mission is to improve people's lives through innovation in research, education and patient care. Columbus Public Health nor Department of Technology have resources to develop and implement an EMR of this scope. This contractor is a not-for-profit organization and is exempt from bidding in accordance of Section 329.30 of the Columbus City Code.
As the most globally adopted EMR, this transition will allow Columbus Public Health to streamline clinical services and flow, improve efficiencies and communication, promote interconnectedness with community providers, and allow for greater data collection, reporting, and analysis. Implementation will take place over 9-12 months and impact 290 public health users across the department, 15 of which are physicians or advanced practice providers.
The proposed agreement will provide for provisioning services, and ongoing support and hosting services for nine months from the date of a certified purchase order. Subject to mutual agreement and approval of proper City authorities, the agreement includes options to renew for ten (10) additional one year terms. The total cost associated with the first year of this agreement is $1,337,465.00 which includes implementation costs, training, and annual maintenance fees. Recurring maintenance fees are not included in this legislation and will begin during the roll-out of the EMR.
This ordinance requests approval to enter into agreement with OSU in accordance of Section 329 of the Columbus City Code.
This ordinance authorizes the expenditure of $1,337,465.00 within the Health Department Grant Fund, Fund number 2251 for provisioning, hosting and ongoing support of an electronic medical record system utilized by the Columbus Public Health.
FISCAL IMPACT
Funds for this contract are available and budgeted in the Health Department Grant fund.
EMERGENCY
This ordinance is being submitted with emergency designation. To ensure a contract for the provision of the above described services is in place for the department-wide implementation timeline and to align with the COVID-19 Enhanced Operations grant timeline to meet deliverables, emergency action is necessary. A lapse in implementation would negatively affect critical operations within the Health Department.
Title
To authorize the Board of Health to enter into a not-for-profit contract with Ohio State University on behalf of its Wexner Medical Center (OSU) for implementation, hosting, and ongoing support of an electronic medical record system, in accordance with Columbus City Codes; to authorize the expenditure of $1,337,465.00 from the Health Department Grant fund; and to declare an emergency. ($1,337,465.00)
Body
WHEREAS, it is necessary to authorize the Board of Health on behalf of the Columbus Public Health Department, to enter into a contract with Ohio State University on behalf of its Wexner Medical Center for implementing, hosting, and ongoing support of an electronic medical records system; and
WHEREAS, it has been determined that Ohio State University on behalf of its Wexner Medical Center is a not-for-profit provider host of Epic System’s Corporation’s (Epic) Electronic Medical Record technology; and
WHEREAS, this ordinance is submitted in accordance with Section 329 of the Columbus City Codes; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Health in that it is immediately necessary to authorize the Board of Health to enter into contract with the Ohio State University on behalf of its Wexner Medical Center for a term of nine months for implementing, hosting, and ongoing support of an electronic medical record system, to ensure a contractor is in place for the department-wide implementation timeline and to align with the COVID-19 Enhanced Operations grant timelines to meet deliverables, and to avoid a lapse in implementation as this would negatively affect critical operations within the Health Department, all 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 to enter into a contract with Ohio State University on behalf of its Wexner Medical Center for implementing, hosting, and ongoing support of an electronic medical record system for the coverage term period from April 1, 2025 to December 31, 2025, at a cost of $1,337,465.00 in accordance of Section 329 of the Columbus City Codes.
SECTION 2. That the expenditure of $1,337,465.00 is hereby authorized from the Health Departments Grants Fund, Fund No. 2251, Department of Health, Division No. 5001, in object class 03 - Services, per the accounting codes in the attachment to this ordinance.
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 and 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 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 approves nor vetoes the same.