Explanation
BACKGROUND:
This ordinance will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into an annual agreement with Streamline Health to provide application hosting services for the vital records management system. The original agreement (EL008210) was authorized by ordinance 0191-2008, passed on March 17, 2008. The agreement was most recently renewed by authority of ordinance 1131-2013 (purchase order EL014577), passed June 17, 2013. The Columbus Public Health Department has a continuing need for the services provided by Streamline Health, this agreement, renewable annually, by mutual agreement and approval of proper City authorities. This agreement will provide for services from June 23, 2014 through June 22, 2015 at a cost of $80,098.56. The price for the software customizations was agreed to after extensive negotiations with Streamline Health.
The vital statistics record management system is a critical application that provides the Columbus Public Health Department with the ability to provide an extensive array of services, electronic data and document management partnered with document scanning, and operational workflow that provides full end-to-end processing of birth and death records. This electronic foundation fully supports the future of federally legislated electronic verification of vital events and statewide central issuance.
This ordinance also requests a waiver of the competitive bidding requirements of Columbus City Code, in accordance with section 329.27, as Streamline Health is the Columbus Public Health Department's vendor that has unique knowledge of this critical application, making them uniquely capable of completing the required work.
FISCAL IMPACT:
In 2013 the Department of Technology, on behalf of the Columbus Public Health Department, legislated $73,386.00 respectively for the application hosting services provided by Streamline Health. This year's services will be at a total cost of $80,098.56 with a coverage period of June 23, 2014 through June 22, 2015. Funds are budgeted and available within the Department of Technology, Internal Services Fund.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed; and to continue with services that are necessary to support daily operation activities; to ensure no service interruption.
CONTRACT COMPLIANCE:
Vendor Name: Streamline Health F.I.D #/CC #: 31-1285286 Expiration Date: 5-12-2016
Title
To authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into an annual agreement with Streamline Health to continue providing the services for a vendor hosted vital records management system; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $80,098.56 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($80,098.56)
Body
WHEREAS, the original agreement (EL008210) was authorized by ordinance 0191-2008, passed on March 17, 2008. The agreement was most recently renewed by authority of ordinance 1131-2013 (purchase order EL014577), passed June 17, 2013; and
WHEREAS, the Columbus Public Health Department has a continuing need for the services provided by Streamline Health, therefore this ordinance will authorize an agreement, renewable annually, by mutual agreement and approval of proper City authorities. This agreement will provide service from June 23, 2014 through June 22, 2015 at a cost of $80,098.56; and
WHEREAS, this ordinance requests a waiver of the competitive bidding requirements of Columbus City Code, in accordance with section 329.27; and
WHEREAS, an emergency exists in the usual daily operation of the city in that it is immediately necessary for the Department of Technology, on behalf of the Columbus Public Health Department to enter into an agreement, renewable annually by mutual agreement and approval of proper City authorities with Streamline Health, to continue providing a vendor hosted vital statistics record management system that is crucial to the daily operation of the Columbus Public Health Department for the preservation of 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 Director of the Department of Technology, on behalf of the Columbus Public Health Department, be and is hereby authorized and directed to enter into an agreement renewable annually by mutual agreement and approval of proper City authorities with Streamline Health to continue providing a vendor hosted vital records management system in the amount $80,098.56 for the coverage period of June 23, 2014 through June 22, 2015.
SECTION 2: That the expenditure of $80,098.56 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-01|Fund: 514|Subfund: 010|OCA Code: 500147|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $80,098.56
SECTION 3: 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 4: 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 5: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
SECTION 6: 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.