Explanation
BACKGROUND: This legislation authorizes the Board of Health to enter into a contract with the Itentive Corporation to provide information technology support services. Presently, the Board of Health has a contract with NextGen Healthcare Information Systems, LLC, ("NextGen") for their electronic medical records system. The hosted 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.
NextGen is providing two major upgrades later this year to its software application. This will require Health to make changes to its numerous customized templates being utilized within the clinical application. Through this contract, Itentive will review all of these existing templates in order to determine and make required changes. The contract also calls for Itentive to provide:
• Project management for both upgrades regardless of concurrent or sequential
• Technical gap analysis
• Functional gap analysis and workflow design
• Smoke testing after each upgrade
• Augment current NextGen training and implementation team to assist with rollout of new workflow and templates
• Go live assistance for both upgrades
Because Itentive has developed, installed and supported our custom interfaces (ELR, Genprobe) and lab template for several years, competitive bids were not solicited for this contract. The upgrade will impact this, and as such, the knowledge of these interfaces and templates will be critical to the success and efficiency of this upgrade. In addition, Itentive is a NextGen partner. They also have familiarity with the historical custom templates that we will be mapping to the new versions. They have thorough knowledge of both the application and KBM requirements that will streamline this effort and minimize potential pitfalls and disruption to the practice. Updating a new consultant would lead to additional time and money needed to even get them versed as to where we are today and how we got there. As such, this ordinance also requests the waiver of competitive bidding provisions of Section 329 of the Columbus City Code in order to enter into this contract with the Itentive Corporation.
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 the Itentive Corporation is necessary for the provisioning of the electronic medical record system.
FISCAL IMPACT: Funding for this agreement, in the amount of $36,000.00, is budgeted and available within the Health Department Grants Fund, Fund Number 2251, under the State Health Subsidy Grant, Project Number G508001. This will provide for up to 260 hours of services.
CONTRACT COMPLIANCE: Itentive Corporation, CC#: 20-0075898, expires 3/19/2017.
Title
To authorize the Board of Health to enter into a contract with the Itentive Corporation for the provision of information technology support services to the Health Department’s electronic medical records system; to authorize the expenditure of $36,000.00 from the Health Department Grants Fund; to waive the City Code provisions of competitive bidding; and to declare an emergency. ($36,000.00)
Body
WHEREAS, the Board of Health has a need to enter into a contract with the Itentive Corporation for the provision of information technology support services to the Health Department’s electronic medical records system; and,
WHEREAS, it is necessary to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes because of Itentive has developed, installed and supported our custom interfaces (ELR, Genprobe) and lab template for several years; and,
WHEREAS, an emergency exists in the usual daily operation of Columbus Public Health in that it is immediately necessary to authorize the Board of Health to enter into a contract with the Itentive Corporation for provision of needed IT support services 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 Board of Health is hereby authorized and directed to enter into a contract with the Itentive Corporation for the provision of needed IT support services for their electronic medical records system from June 1, 2016, through December 31, 2016, in an amount not to exceed $36,000.00.
SECTION 2. That, to pay the costs of said agreement, the expenditure of $36,000.00, or so much thereof as may be necessary is hereby authorized to be expended from the Health Department Grants Fund, Fund No. 2251, Subfund No. 000000, in Object Class 03 - Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That this Council finds it in the City's best interest to waive the provisions of Chapter 329 of the Columbus City Code dealing with competitive bidding.
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 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 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.