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.
This is the first year that the city has purchased services directly from NextGen. This new relationship was necessary in order for CPH to obtain needed functionality necessary to comply with federal and state laws. Subject to mutual agreement and approval of proper city authorities, the agreement includes options to renew for four (4) additional one year terms. The total cost associated with the first year of this agreement is $440,651.80, which includes $139,933.00 for the first year of support and hosting (a reoccurring cost).
This ordinance authorizes a modification to that contract (Contract No. EL016123) to provide for additional users and to cover additional expenses associated with the conversion of data from our old system. This need for additional users and data conversion services was not known at the time of the original agreement, so the need for this modification could not be foreseen. The cost for these additional services will not exceed $20,000.00. The total cost of the contract will increase to an amount not to exceed $460,651.80.
The Contract Compliance No. for NextGen Healthcare Information Systems, LLC, is 330702959 and expires 06/13/2016.
This ordinance is submitted as an emergency in order to ensure that additional user licenses are available to staff as soon as possible and to avoid any further delays in the conversion of data.
FISCAL IMPACT: Funding for this $20,000.00 modification is budgeted and available within the Special Purpose Fund, Fund Number 223, Subfund Number 310. The total cost of the contract after this modification will be $460,651.80.
Title
To authorize the Directors of the Departments of Technology and Columbus Public Health to modify and increase a contract with NextGen Healthcare Information Systems, LLC to provide for additional user licenses and data conversion services; to authorize the expenditure of $20,000.00 from the Special Purpose Fund; and to declare an emergency ($20,000.00).
Body
WHEREAS, 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 (Contract No. EL016123) 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
WHEREAS, the Department of Technology (DoT) and Columbus Public Health have a need to modify and increase said contract with NextGen Healthcare Information Systems, LLC to provide for additional user licenses and data conversion services; and
WHEREAS, this ordinance is submitted as an emergency in order to ensure that additional user licenses are available to staff as soon as possible and to avoid any further delays in the conversion of data; and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to modify and increase an existing contract with NextGen Healthcare Information Systems, LLC, for additional user licenses and data conversion services for Columbus Public Health, to avoid service interruptions, thereby preserving 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 Directors of the Departments of Technology and Columbus Public Health are hereby authorized and directed to modify and increase Contract No. EL016123 with NextGen Healthcare Information Systems, LLC for additional user licenses and data conversion services in an amount not to exceed $20,000.00.
SECTION 2. That to pay the cost of said modification, the expenditure of $20,000.00, or so much thereof as may be necessary, is hereby authorized to be expended from the Special Purpose Fund, Fund No. 223, Subfund No. 310, Department of Health, Division No. 50-01, OCA - 223310, Object Level One - 06, Object Level Three - 6655.
SECTION 3. That this contract modification is made and entered into in accordance with the provisions of Chapter 329 of the Columbus City Code dealing with contract modifications.
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 the reasons stated in the preamble hereto, which is 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.