Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology (DoT), on behalf of the Columbus Public Health Department (CPH), to modify an agreement with Streamline Health for migrating data from their vital records management system to the new document management system, Prime3SG OnBase system. The original agreement (EL008210) was authorized by ordinance 0191-2008 and passed March 17, 2008. The agreement was most recently renewed by authority of ordinance 0758-2015 (purchase order EL017009) passed March 30, 2015. This agreement will provide professional services at a total cost of $49,790.00.
1. Amount of additional funds to be expended:
Funds are available within the Department of Technology - CPH Direct charge budget that will be used to cover the cost of this data migration project. Current amount of funds needed for data conversion is $49,790.00 per Streamline Health Statement of Work. Funding that was previously budgeted for in 2016 for Streamline Health annual maintenance/hosting fee will now be utilized for the migration project as well as contingency funding. CPH is requesting that these funds be used for data conversion to a new application - OnBase, by Prime 3SG. This will include the extraction and exportation of images and data contained in the Streamline application for importation into the Prime 3SG OnBase application. The remaining $22,497.00 from the annual maintenance contract would be repurposed for any contingency plan of monthly support that is needed from Streamline until CPH is fully implemented on OnBase, by Prime 3SG.
1.1 Amount of additional funds to be expended: $49,790.00
Original agreement (EL008210)with 5yrs maintenance support: $487,182.00
Modification #1 total: $17,460.00
Maintenance Support & Hosting fee years:2013 - 2015 $244,332.02
Total: $748,974.02
This Modification #2 total: $49,790.00
Total contract amount: $798,764.02
2. Reason additional goods/services could not be foreseen:
We recently learned from the current vendor, Streamline Health, that the current version of their product that CPH is using (Access Anywhere) would no longer be supported. We also understood that ultimately we need to upgrade to a new architecture and product set from Streamline Health that would cost several hundred thousand dollars, with very high annual maintenance fees. Because it was felt by CPH that this was cost prohibitive, CPH began looking for an alternative system solution. Fortunately, an opportunity presented itself that would allow CPH to leverage an existing imaging product that was being used within the City, namely, OnBase from Prime 3SG. Not only would this allow us to leverage and build upon existing capabilities within the City, it provided a significant cost savings when compared to the offerings from Streamline Health, and annual maintenance fees will be significantly reduced utilizing this solution.
3. Reason other procurement processes are not used:
It made much more sense to leverage a product that was already invested in, and used by the City. After several meetings with Prime 3SG, an existing City vendor, it was determined that their product being used by other City agencies would fit the business processes of the CPH Vital Statistics program, and could replace Streamline Health’s products at a tremendous long term cost savings. It allowed CPH to utilize a vendor who was part of an existing State Term contract. In addition, in 2015, CPH invested in the infrastructure to run the OnBase application, as well as entering into a contract with Prime 3SG for their products and services, authorized under ordinance #2920-2015 passed by City Council 12/07/2015. At this point, the only option is to convert the data contained in the Streamline Health product, which only Streamline Health can do.
4. How cost of modification was determined:
Several meetings were held between Streamline Health, Prime 3SG, CPH, and DoT to address the costs of converting existing data in the Streamline Health products over to the new Prime 3SG OnBase product. Based on these meetings, Streamline Health provided a Statement of Work and the associated costs of their services to convert the CPH data to meet Prime 3SG’s needs. It is hoped that the funding established for Streamline Health’s applications can now be used to terminate our relationship with Streamline Health and move forward with the implementation of products and services from Prime 3SG. The key component for making this transition is the conversion of data and images contained in Streamline Health’s applications in a format that can be utilized in the importation of this data into OnBase.
This ordinance will also authorize contingency funds in the amount of $22,497.00 for application maintenance, support and hosting services for the vital records management system, for the coverage term period from June 23, 2016 through September 22, 2016. These contingency funds will be utilized in the event that the data conversion project authorized above is not complete when the current contract agreement with Streamline Health, Inc. expires on June 22, 2016. These funds will allow the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to continue the agreement with Streamline Health, Inc. to provide application hosting services for the vital records management system for an additional three (3) months.
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.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted support and services from the suppliers.
FISCAL IMPACT:
In 2014 and 2015, the Department of Technology, on behalf of the Columbus Public Health Department, legislated $80,098.56 and $85,705.46 respectively for the application hosting services provided by Streamline Health. The 2016 professional services for the conversion/migration project will be provided at a total cost of $72,287.00 (which includes contingency funds in the amount of $22,497.00 for up to three months of service if needed). Funds are budgeted and available within the Department of Technology, Information Services Operating Fund. Including this request, the aggregate contract total amount is $798,764.02.
CONTRACT COMPLIANCE:
Vendor: Streamline Health, Inc. (DAX Vendor Acct.#: 004972); 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 modify an agreement with Streamline Health for the new document management system, Prime3SG OnBase system, in the amount of $49,790.00; to also authorize contingency funds in the amount of $22,497.00 for application maintenance, support and hosting services; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $72,287.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($72,287.00)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to modify an agreement with Streamline Health for migrating data from their vital records management system to the new document management system, Prime3SG OnBase system. This agreement will provide professional services at a total cost of $49,790.00; and
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 0758-2015 (purchase order EL017009) passed March 30, 2015; and
WHEREAS, 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; and
WHEREAS, this ordinance will also authorize contingency funds in the amount of $22,497.00 for application maintenance, support and hosting services for the vital records management system, for the coverage term period from June 23, 2016 through September 22, 2016. These contingency funds will be utilized in the event that the data conversion project authorized above is not complete when the current contract agreement with Streamline Health, Inc. expires on June 22, 2016; and
WHEREAS, this ordinance requests a waiver of the competitive bidding requirements of Columbus City Code Chapter 329; and
WHEREAS, an emergency exists in the daily operation of the Department of Technology, in that it is immediately necessary to authorize the Director, on behalf of the Columbus Public Health Department, to modify a contract agreement with Streamline Health, all 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 modify a contract agreement with Streamline Health for migrating data from their vital records management system to the new document management system, Prime3SG OnBase system. This agreement will provide professional services at a total cost of $49,790.00. This ordinance will also authorize contingency funds in the amount of $22,497.00 for application maintenance, support and hosting services for the vital records management system, for the coverage term period from June 23, 2016 through September 22, 2016. These contingency funds will be utilized in the event that the data migration/conversion project authorized above is not complete when the current contract agreement with Streamline Health, Inc. expires on June 22, 2016. The total amount of funding associated with this legislation/ordinance is $72,287.00.
SECTION 2: That the expenditure of $72,287.00 or so much thereof as may be necessary is hereby authorized to be expended from (see attachment 0777-2016 EXP):
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS01|Section 5:IT1225|Optional Field: IT00027 {Columbus Public Health} |Amount: $49,790.00| Professional services
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS01|Section 5:IT1225|Optional Field: IT00027 {Columbus Public Health} |Amount: $22,497.00| Contingency Funds for maintenance and support services
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 for 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.