Explanation
BACKGROUND:
This ordinance will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify an existing agreement with Streamline Health to provide custom software development services for the vital records management system. The original agreement (EL008210) was authorized by ordinance 0191-2008, passed on March 17, 2008.
Earlier this year, ordinance 0417-2011 authorized year four (4) of a five (5) year application hosting agreement renewable annually, contingent upon the express written approval of both parties and the City's appropriation and authorization of funds. The associated coverage period is from June 24, 2011 through June 23, 2012 and provides the additional funding in the amount of $67,824.00 with Streamline Health for the annual service fee cost.
The modification requested in this ordinance is for custom development of the VitalView application which will provide a HIPPA compliant imaging and document management system for vital records and will integrate with State of Ohio birth and death registries. The new application will replace a legacy application that is not HIPPA compliant, does not integrate with state systems, and does not have imaging and document management functions.
The total cost of the modification is $17,460.00. While the need to replace the legacy application was known at the time of the original agreement, the full requirements and resources needed for the replacement were not. Also, as the project has progressed, state regulations necessitating the original project have been clarified, requiring additional customizations that could not be foreseen. It would not be in the best interests of the City to award the software development work through another procurement process, because awarding a contract to another vendor would delay the system replacement and extend the time required to become fully compliant with the regulations requiring ...
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