Explanation
BACKGROUND:
This ordinance will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to continue an annual agreement with Streamline Health, Inc. 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 1390-2014 (purchase order EL016112), passed July 14, 2014. The Columbus Public Health Department has a continuing need for the services provided by Streamline Health, renewable annually, by mutual agreement and approval of proper City authorities. This agreement will provide for services from June 23, 2015 through June 22, 2016 at a cost of $85,705.46. 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 Council finds it is in the best interest of the City to waive the relevant provisions of Chapter 329 of City Code relating to competitive bidding to permit the aforementioned purchase, 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 and 2014, the Department of Technology, on behalf of the Columbus Public Health Department, legislated $73,386.00 and $80,098.56 respectively for the application hosting services provided by Streamline Health. This year's (2015) services will be provided at a total cost of $85,705.46 with a coverage term period of June 23, 2015 through June 22, 2016. Funds are budgeted and available within the Department of Technology, Internal Services Fund.
CONTRACT COMPLIANCE:
Vendor Name: Streamline Health, Inc. 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 continue an annual agreement with Streamline Health, Inc. to continue providing the services for a vendor hosted vital records management system; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $85,705.46 from the Department of Technology, Internal Services Fund. ($85,705.46)
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 1390-2014 (purchase order EL016112), passed July 14, 2014; 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, to continue services, by mutual agreement and approval of proper City authorities. This agreement will provide service from June 23, 2015 through June 22, 2016 at a cost of $85,705.46; and
WHEREAS, this ordinance requests a waiver of the competitive bidding requirements of Columbus City Code Chapter 329; and
WHEREAS, it is necessary for the Department of Technology, on behalf of the Columbus Public Health Department, to continue an agreement 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 to continue an agreement with Streamline Health, Inc. to provide application hosting services for the vital records management system. This agreement will provide for services for the coverage term period from June 23, 2015 through June 22, 2016 at a cost of $85,705.46.
SECTION 2: That the expenditure of $85,705.46 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: $85,705.46
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 it is in the City's best interest to waive the competitive bidding provisions of City Code Chapter 329.
SECTION 6: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.