Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify and renew an annual contract for NextGen software license renewal, support and related services, provided by Mount Carmel Health Systems. The original contract (EL003835) was authorized by ordinance 2587-2003 on December 1, 2003. The contract was most recently renewed by authority of ordinance 0115-2011 (purchase order EL011480). This renewal will provide another year of service for the period April 1, 2012 to March 31, 2013, at a cost of $166,503.00.
The NextGen system enables Columbus Public Health to operate five major clinical operations, which provide 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 year's (2012) annual renewal amount of $151,210.80 was modified and increased by $15,292.20 to add remote scan licenses related to imaging systems and to accommodate for interface programming costs related to additional functionality in the NextGen software; making the grand total to be $166,503.00. This need for additional goods/services could not be foreseen because they were not needed at the time the contract was established. This product would be manifestly impractical to bid because changing providers would require a major long-term effort, disrupting a revenue-producing process and doubling the annual cost. The Columbus Public Health Department negotiated the services needed, along with the monthly and annual costs with Mount Carmel Health Systems.
As an authorized NextGen reseller, Mount Carmel Health Systems was awarded a contract by authority of ordinance 2587-2003, following repeal of ordinance 1843-2003, which was submitted pursuant to competitive bidding for procurement of the NextGen clinical management solution. Mount Carmel, who did not bid in response to the solicitation, was awarded the contract because it could offer the NextGen solution at $190,000 less than the lowest bidder. Since that time, the City has continued to utilize Mount Carmel to provide upgrades and software license support, as well as customizing the NextGen application to meet unique needs of the Public Health Department. Migrating the data and customizations from Mount Carmel to another vendor would be a long-term costly effort that would not be in the best interests of the City at this time. Consequently, this ordinance requests waiver of competitive bidding requirements of Columbus City Code, Chapter 329.
EMERGENCY:
Emergency legislation is requested in order to avoid interruption of services for the Next Gen software, which supports Columbus Public Health.
FISCAL IMPACT:
During fiscal year 2010 and 2011, $144,864.00 and $149,866.80 was legislated respectively for software license support and related services for the Next Gen system from Mount Carmel Health Systems. Funding for the 2012-2013 contract renewal and modification in the amount of $166,503.00 is budgeted and available within the Department of Technology, internal services fund; bringing the aggregate contract total, including this request, to $1,025,722.65.
CONTRACT COMPLIANCE:
Vendor Name: Mount Carmel Health Systems CC#/FID#: 31-1439334 Non-Profit Organization
Title
To authorize the Directors of the Department of Technology (DoT) and the Columbus Public Health Department, to modify and renew an annual contract for NextGen software license support and related services with Mount Carmel Health Systems; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $166,503.00 from the Department of Technology, internal services fund; and to declare an emergency ($166,503.00).
Body
WHEREAS, the Department of Technology (DoT) and the Columbus Health Department, have a need to modify and renew an annual software license and support services contract with Mount Carmel Health Systems for NextGen software support in the amount of $166,503.00 with term period from April 1, 2012 through March 31, 2013; and
WHEREAS, Mount Carmel provides support and related services for a critical application that enables Columbus Public Health the ability to operate five (5) 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, this modification also request to waive the competitive bidding provisions of the Columbus City Code, Section 329.27 to continue services provided by Mount Carmel Health Systems, and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary to modify and renew an existing contract with Mount Carmel Health Systems for software licenses and support services for Columbus Public Health, to avoid service interruption, 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 Department of Technology and the Columbus Public Health Department, is hereby authorized and directed to renew and modify an annual software license and support services contract with Mount Carmel Health Systems, with a coverage period from April 1, 2012 through March 31, 2013 in the amount of $166,503.00.
SECTION 2: That the expenditure of $166,503.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-01|Fund: 514|Sub-fund: 010|OCA Code: 500147|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $166,503.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: That for good cause shown, the competitive bidding provisions of Chapter 329 of the Columbus City Code, 1959 are hereby waived.
SECTION 5: 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.