Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify and extend a contract for NextGen software licenses, 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 continued by the authority of Ordinance 0388-2014, passed March 10, 2014, through purchase order EL015533. This extension will provide monthly service for the period April 1, 2015 to June 30, 2015, at a cost of $12,990.75 per month (for a maximum of three (3) months, not to exceed $38,972.25; including two (2) months of contingency funds). A maximum of up to three additional months of service may be needed to enable the Health Department to transition service from Mount Carmel to NextGen Health Information Systems.
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.
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 support, as well as customizing the NextGen application to meet unique needs of the Public Health Department. Last year, by authority of ordinance 1489-2014, the Health Department entered into an agreement (EL016122) with NextGen Healthcare Information Systems to provision and host the NextGen system, in place of existing service provided by Mount Carmel. Up to three months of additional service is needed from Mount Carmel to finalize the transition from Mount Carmel to NextGen, so it is not in the City's best interests to utilize competitive bidding for the short period of service required. Consequently, this ordinance requests waiver of competitive bidding requirements of Columbus City Code, Chapter 329.
EMERGENCY DESIGNATION:
Emergency designation is requested to immediately facilitate prompt payment and to avoid interruption in the performance of services necessary in the usual daily operation.
FISCAL IMPACT:
During fiscal years 2013 and 2014, $173,043.09 and $168,156.00 was legislated respectively for software license support and related services for the Next Gen system from Mount Carmel Health Systems. Monthly funding for this 2015 contract extension in the amount of $12,990.75 (for a maximum of three (3) months, not to exceed $38,972.25; two (2) months contingency funds included) is budgeted and available within the Department of Technology, internal services fund ($12,990.75) and ($25,981.50) from the Columbus Public Health Department, special purpose fund, Health's MPIP initiative; bringing the aggregate contract total to $1,405,893.99.
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 extend an annual contract for NextGen software licenses, support and related services provided by Mount Carmel Health Systems; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $12,990.75 from the Department of Technology, internal services fund and $25,981.50 from the Columbus Public Health Department, Special Purpose Fund; and to declare an emergency ($38,972.25).
Body
WHEREAS, this legislation authorizes the Directors of the Department of Technology (DoT) and the Columbus Public Health Department, to modify and extend a contract for NextGen software licenses, support and related services, provided by Mount Carmel Health Systems. This extension will provide monthly service for the period April 1, 2015 to June 30, 2015, at a cost of $12,990.75 (for a maximum of three (3) months, not to exceed $38,972.25; including two (2) months of contingency funds). A maximum of up to three additional months of service may be needed to enable the Health Department to transition service from Mount Carmel to NextGen Health Information Systems; 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 provide 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, it is in the City's best interest to waive the relevant provisions of Chapter 329 of the Columbus City Code related to competitive bidding 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 extend 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, are hereby authorized and directed to modify and extend a contract for NextGen software licenses, support and related services, provided by Mount Carmel Health Systems. This extension will provide monthly service for the period April 1, 2015 to June 30, 2015, at a cost of $12,990.75 (for a maximum of three (3) months, not to exceed $38,972.25; including two (2) months of contingency funds). A maximum of up to three additional months of service may be needed to enable the Health Department to transition service from Mount Carmel to NextGen Health Information Systems.
SECTION 2. That the expenditure of $38,972.25 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: $12,990.75| Maintenance & Support
Div.: 50-01|Fund: 223|Sub-fund: 310|OCA Code: 223310|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $25,981.50| Contingency Funds
SECTION 3. 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 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 this Council finds it is in the best interest of the city to waive the relevant provisions of Chapter 329 of the Columbus City Code related to competitive bidding to permit the aforementioned purchase.
SECTION 6. 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.