Explanation
BACKGROUND: Ord. No. 1489-2014, approved by City Council on July 21, 2014, authorized the Department of Technology (DoT), and Columbus Public Health (CPH) to enter into an agreement with NextGen Healthcare Information Systems, LLC (NextGen) for provisioning, hosting and ongoing support of an electronic medical record system at CPH's 240 Parsons Avenue facility. The hosted NextGen system enables CPH to operate five major clinical operations and provides for an extensive array of services. The software enables patient registration, appointment scheduling, monitoring and tracking of patient test results, creation and processing of electronic medical records, and generation of reports to help manage clinic operations.
In order to effectively complete this transition to NextGen, it is necessary to contract with Mt. Carmel Health System for the provision of document extraction services that were created by Columbus Public Health while utilizing Mt. Carmel's old medical records system. Approximately 1.2 million document images will be extracted and moved to a drive to be provided by Columbus Public Health. When the extraction services are completed, the drive will be mounted to the new NextGen server.
This ordinance authorizes a contract with Mount Carmel Health Systems, Inc., for $41,000 for document extraction services for the period of January 1, 2015 through June 30, 2015. This ordinance waives competitive bidding provisions of the City Code. Mount Carmel Health Systems' Contract Compliance No. is 31-1439334. Emergency action is requested in order to ensure timely billings and collections continue.
FISCAL IMPACT: This Ordinance is contingent upon the passing of Ordinance No. 0068-2015, the annual appropriation ordinance for Health's special purpose activities in the city's Special Purpose Fund. Funding for this contract is budgeted in the city's Special Purpose Fund, Fund No. 223, Subfund 310, the Medicaid Provider Incentive Program, or MPIP.
Title
To authorize and direct the Board of Health to enter into a contract with Mount Carmel Health Systems, Inc. to provide medical records extraction services; to authorize the expenditure of $41,000.00 from the city's Special Purpose Fund; to waive the provisions of competitive bidding; and to declare an emergency. ($41,000.00)
Body
WHEREAS, per Ord. No. 1489-2014, Columbus Public Health has been authorized to acquire a new medical records system from NextGen Healthcare Information Systems, LLC (NextGen); and,
WHEREAS, in order to effectively complete this transition to NextGen, it is necessary to contract with Mt. Carmel Health System for the provision of document extraction services that were created by Columbus Public Health while utilizing Mt. Carmel's old medical records system; and,
WHEREAS, funding is contingent upon the passing of Ordinance No. 0068-2015, the annual appropriation ordinance for Health's special purpose activities in the city's Special Purpose Fund, and
WHEREAS, a request to waive competitive bidding is being made due to the nature of this service, it is impractical to solicit bids for this work; and,
WHEREAS, an emergency exists in the usual daily operation of Columbus Public Health in that it is immediately necessary to enter into a contract with Mount Carmel Health Systems, Inc. for the immediate preservation of the public health, peace, property, safety and welfare, and to avoid any delays in billing for client services; 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 Mount Carmel Health Systems, Inc., for the provision of document extraction services for the period January 1, 2015 through June 30, 2015.
SECTION 2. That to pay the cost of said contract, the expenditure of $41,000 is hereby authorized from the City's Special Purpose Fund, Fund No. 223, Subfund No. 223310 - the Medicaid Provider Incentive Program, Department of Health, Division No. 50-01, Object Level One 03, Object Level Three 3347, OCA No. 223310.
SECTION 3. That the provisions of Chapter 329 of the Columbus City Code dealing with competitive bidding are hereby waived.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract 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 for 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.