Explanation
1. BACKGROUND:
This ordinance will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify a sole source contract with NextGen Healthcare Inc., for the hosting and ongoing support of their electronic medical records system by adding additional funding for unforeseeable rate increases.
The contract was most recently authorized under Ordinance 1597-2025, passed June 23, 2025. The coverage term period is from August 1, 2025 to July 31, 2026 at a cost of $401,605.00.
This ordinance authorizes the Director of the Department of Technology to add funds to the 2025 original contract proposal to pay for the unforeseeable rate increases in the amount of $56,588.39.
1.1 Amount of additional funds to be expended
The original contract amount: $401,605.00 (Ord 1597-2025)
Modification No. 1: $56,588.39 (Ord 2241-2025)
TOTAL MODIFICATION: $458,193.39
1.2 Reasons additional goods/services could not be foreseen
This is an unplanned modification to accommodate unforeseeable rate increases for hosting and support services.
1.3 Reason other procurement processes are not used
NextGen Healthcare Inc. services are a sole source and as such can not be bid out. It was decided that it is in the best interest of the City to modify the existing sole source contract to include additional funding.
1.4 How cost of modification was determined
An estimate was received from the vendor and was not consistent with expected pricing. It was determined the services were necessary to continue with the new pricing.
2. CONTRACT COMPLIANCE:
Vendor Name: NextGen Healthcare Inc.
Vendor Acct/CC. #: 045882
Expiration Date: 6/29/2025
3. FISCAL IMPACT:
Funding is available within the Department of Technology, direct charge agency, Information Services Operating Fund, in the amount of $56,588.39.
4. EMERGENCY DESIGNATION:
Emergency action is requested to ensure payment for these services can continue to prevent a service interruption.
Title
To authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify the sole source contract with NextGen Healthcare Inc., for the hosting and ongoing support of their electronic medical records system; to add funds up to $56,588.39 from the direct charge agency, Information Services Operating Fund; and authorize the expenditure of said funds; and to declare an emergency. ($56,588.39)
Body
WHEREAS, Ordinance 1597-2025 authorized the Director of the Department of Technology to enter into a sole source contract with NextGen Healthcare, Inc., and authorized the expenditure of $401,605.00 for the hosting and ongoing support of their electronic medical records system; and
WHEREAS, it is now necessary to modify Ordinance 1597-2025 to add funds to authorized the expenditure in the amount of $56,588.39; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to modify a contract with NextGen Healthcare Inc., for the hosting and ongoing support of their electronic medical records system to ensure full payment for these services to prevent a service interruption, all for the immediate preservation of the public health, peace, property, safety and welfare; and 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 to execute a contract modification for the hosting and ongoing support of their electronic medical records system with NextGen Healthcare Inc., to add funds in an amount up to $56,588.39.
SECTION 2. That the expenditure of up to $56,588.39, or so much thereof as may be necessary, is hereby authorized to be expended as shown in the attachment to this ordinance. (Please see attachment 2241-2025 EXP).
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 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 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 approves nor vetoes the same.