Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT), and the Commissioner of the Columbus Public Health Department (CPHD), to enter into an agreement with NextGen Healthcare Information Systems, LLC ("NextGen") for provisioning, hosting and ongoing support of an electronic medical record system. The Health Department has been using the NextGen system through Mount Carmel Health Systems (through original agreement EL003835, most recently renewed through EL015533). However, the Health Department has a need for additional functionality, not available through Mount Carmel's instance of NextGen, so there is a need to work directly with NextGen, the software manufacturer, to obtain needed functionality necessary to comply with federal and state laws. The proposed agreement will provide for provisioning services, and ongoing support and hosting services for one year from the date of a certified purchase order. 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).
The hosted NextGen system will enable the Columbus Public Health Department 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 ordinance also requests approval to enter into an agreement with NextGen in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined NextGen is the sole provider of direct hosted NextGen systems and is the sole owner of NextGen software.
This ordinance will also authorize the appropriation and expenditure of $220,000.00 within the Special Income Tax Fund, Fund number 430 to the Department of Technology, for provisioning, hosting and ongoing support of an electronic medical record system utilized by the Columbus Public Health Department (CPHD).
EMERGENCY DESIGNATION:
Emergency designation is requested to immediately facilitate prompt execution of the agreement and services necessary in the usual daily operation of the Columbus Public Health Department. This agreement with NextGen Healthcare Information Systems, LLC is necessary for the provisioning, hosting and ongoing support of an electronic medical record system for one year from the date of a certified purchase order.
FISCAL IMPACT:
Funding for this agreement in the amount of $440,651.80 is budgeted and available within the Department of Technology, Capital Improvement Fund, Project; Health Vital Stats, Project #: 470059-100000 ($190,000.00); Special Income Tax Fund, Fund number 430 ($220,000.00); Special Purpose Fund, fund number 230, subfund 310 ($30,651.80). The total to be expended with NextGen Healthcare Information Systems, LLC will be $440,651.80.
CONTRACT COMPLIANCE:
NextGen Healthcare Information Systems, LLC CC#: 33-0702959 Expiration: 06/13/2016
Title
To appropriate $220,000.00 within the Special Income Tax Fund; to authorize the Director of the Department of Technology (DoT) and the Commissioner of the Columbus Public Health Department (CPHD) to enter into an agreement with NextGen Healthcare Information Systems, LLC for provisioning, hosting and ongoing support of an electronic medical record system, in accordance with the sole source provisions of the Columbus City Codes; to authorize the expenditure of $190,000.00 from the Department of Technology, Capital Improvement Fund; $220,000.00 from the Special Income Tax Fund; and $30,651.80 from the Department of Health, Special Purpose Fund, fund number 230, subfund 310; and to declare an emergency. ($440,651.80).
Body
WHEREAS, the Director of the Department of Technology, and the Commissioner of the Columbus Public Health Department have a need to enter into an agreement with NextGen Healthcare Information Systems, LLC for provisioning, hosting and ongoing support of an electronic medical record system for one year from the date of a certified purchase order. 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); and
WHEREAS, subject to mutual agreement and approval of proper City authorities, the agreement includes options to renew for four (4) additional one year terms; and
WHEREAS, the Health Department has been using the NextGen system through Mount Carmel Health Systems (through original agreement EL003835, most recently renewed through EL015533), has a need for additional functionality, not available through Mount Carmel's instance of NextGen, so there is a need to work directly with NextGen, the software manufacturer, to obtain needed functionality necessary to comply with federal and state laws; and
WHEREAS, this contract is in accordance with the sole source provisions of Chapter 329 of the Columbus City Codes; and
WHEREAS, this ordinance will also authorize the appropriation and expenditure of $220,000.00 within the Special Income Tax Fund, Fund number 430 to the Department of Technology, for provisioning, hosting and ongoing support of an electronic medical record system utilized by the Columbus Public Health Department (CPHD); and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary for the Directors of the Department of Technology (DoT) and the Columbus Public Health Department, to enter into an agreement with NextGen Healthcare Information Systems, LLC for provisioning, hosting and ongoing support of an electronic medical record system, 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 sum of $220,000.00 be and hereby is appropriated from the unappropriated balance of Fund 430, the Special Income Tax Fund, and from all said monies estimated to come into said Fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2014, to Department 47-01, Department of Technology, Object Level One Code 06, Object Level Three Code 6655 and OCA code 470124.
SECTION 2.That the City Auditor is hereby authorized and directed to transfer $30,651.80 of appropriation authority within the Special Purpose Fund, Fund No. 223, Subfund No. 310, OCA - 223310, from Object Level One 03, Contractual Services, to 06, Capital Outlay.
SECTION 3. That the Director of the Department of Technology (DoT) and the Commissioner of the Columbus Public Health Department are hereby authorized and directed to enter into an agreement with NextGen Healthcare Information Systems, LLC for provisioning, hosting and ongoing support of an electronic medical record system for one year from the date of a certified purchase order. 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). Subject to mutual agreement and approval of proper City authorities, the agreement includes options to renew for four (4) additional one year terms.
SECTION 4. That the expenditure of $440,651.80, or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Division: 47-02
Fund: 514
Sub-fund: 02
Project: 470059-100000
OCA Code: 514759
Object Level: 06
Object Level 3: 6655
Amount $190,000.00
Dept./Division: 47-01
Fund: 430
OCA Code: 470124
Object Level: 06
Object Level 3: 6655
Amount $220,000.00
Dept./Division: 50-01
Fund: 223
Sub-fund: 310
OCA Code: 223310
Object Level: 06
Object Level 3: 6655
Amount $30,651.80
SECTION 5. 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 6. 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 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project has been completed and the monies are no longer required for said project.
SECTION 7. That this agreement is being established in accordance with the sole source provisions of Chapter 329 of the Columbus City Codes.