Explanation
BACKGROUND:
On December 1, 2003, Columbus City Council passed ordinance number 2587-2003, that allowed the Department of Technology, on behalf of the Columbus Heath Department, to enter into contract (purchase order EL003835) with Mount Carmel, for the purchase of a billing and information system. This system utilized a Medical Manager application that enables Columbus Public Health the ability to operate five major clinical operations, which provides an extensive array of services, such as patient registration, appointment scheduling, monitoring and tracking of patient test results, processing of medical records, and generation of reports to help manage clinic operations. The original contract was executed with the option to renew each year on the expiration or anniversary date, and allowed for upgrades and related services.
Currently, Mount Carmel is in the process of upgrading the billing and information system, utilized by Columbus Public Health. Through this upgrade process; Mount Carmel will transfer all existing data and information to a more technically advanced system, utilizing a billing system application called NextGen, which will replace the Medical Manager application; thus eliminating all support for the Medical Manager application. This upgrade and conversion will allow for the movement of data and information, without having to re-enter the data and allow Columbus Public Health the ability to continue with services provided by Mount Carmel. Also, the conversion (transfer) of information and data, by Mount Carmel as they upgrade their system, will save months of labor and lessen the risk of losing data.
This legislation will authorize the Director of the Department of Technology to modify and extend a contract, associated with purchase order EL003835, for software license, support and related services, provided by Mount Carmel Health Systems, on behalf of the Columbus Health Department.
FISCAL IMPACT:
Thus far this year, the Department of Technology (DoT) has expended $62,310.39 with Mount Carmel against the contract created during fiscal year 2007, for services related to Medical Manager. During fiscal year 2007, DoT expended $80,214.21 for the same services with Mount Carmel. During the fiscal year 2006, DoT expended $11,267.80, for services associated with Medical Manager. Funding for this modification, in the amount of $198,534.84, for the upgrade; conversion; support; and related services, is budgeted and available within the Department of Technology's Internal Services Fund, with a coverage period of twelve months, extending through April 1, 2009.
CONTRACT COMPLIANCE: 311439334 - Non-Profit Organization
EMERGENCY DESIGNATION:
Emergency designation is being requested to immediately facilitate the contract modification, as the software license, application and support services are crucial to city operations.
Title
To authorize the Department of Technology Director to modify and extend a contract with Mount Carmel Health Systems, for software license, upgrade and related support, associated with the billing and information application, on behalf of the Columbus Health Department; to authorize the expenditure of $198,534.84 from the Department of Technology's Internal Services Fund; and to declare an emergency ($198,534.84)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify and extend a contract, associated with purchase order EL003835, for software license, support, conversion and related services, associated with a billing and information system, provided by Mount Carmel Health Systems, on behalf of the Columbus Health Department; 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 original contract was executed with the option to renew each year on the expiration or anniversary date, and allowed for modifications; and
WHEREAS, Mount Carmel provides support and related services for a critical application that enables Columbus Public Health the ability to operate five major clinical operations which provides an extensive array of services, such as patient registration, appointment scheduling, monitoring and tracking of patient test results, processing of medical records, and generation of reports to help manage clinic operations; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is necessary to modify and extend the contract with Mount Carmel Health Systems as the software license, application and support services are crucial to city operations, and 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 Department of Technology Director be and is hereby authorized to modify and extend a contract with Mount Carmel Health Systems, for software license, support, upgrade and conversion, and related services for the billing and information application, on behalf of the Columbus Health Department.
SECTION 2: That the expenditure of $198,534.84 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: $89,127.84
Division: 47-01|Fund: 514|Subfund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3347|Amount: $109,407.00
SECTION 3: 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.