Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to renew an agreement with NextGen Healthcare Information Systems for hosting and ongoing support of an electronic medical record system. The original agreement (EL016122) was authorized by ordinance 1489-2014, passed July 21, 2014, and included four options to renew for additional one year terms. The agreement was most recently renewed and authorized under the authority of ordinance 1966-2017, passed July 24, 2017 through purchase order PO081213. This ordinance will authorize the fourth renewal option (year five of a five year agreement) providing service for the period August 1, 2018 to July 31, 2019, at a cost of $225,369.40.
The hosted NextGen system enables the Columbus Public Health Department 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.
This ordinance also requests approval to continue an agreement with NextGen Healthcare Information Systems, LLC in accordance with sole source procurement provisions of Section 329 of the Columbus City Code as it has been determined that NextGen is the sole provider of direct hosted NextGen systems and is the sole owner of NextGen software.
FISCAL IMPACT:
In 2016 and 2017, the Department of Technology legislated $183,952.56 and $212,359.84 respectively with NextGen Healthcare Information Systems, LLC for the provisioning, hosting, and ongoing support services of an electronic medical records system utilized by the Columbus Public Health Department. The cost for the 2018 hosting and ongoing support services for the electronic medical records system is $225,369.40. Funds are budgeted and available in the Department of Technology, Information Services Operating Fund. Including this ordinance, the aggregate contract total is $1,209,247.72.
EMERGENCY:
Emergency legislation is required to facilitate prompt contract execution and related payment for services.
CONTRACT COMPLIANCE:
Vendor: NextGen Healthcare Information Systems, LLC CC#: 33-0702959 Expiration: 06/19/2019
(DAX Vendor Acct #006326)
Title
To authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to renew an agreement with NextGen Healthcare Information Systems, LLC for hosting and ongoing support of an electronic medical record system in accordance with sole source provisions in the Columbus City Code; to authorize the expenditure of $225,369.40 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($225,369.40)
Body
WHEREAS, this legislation will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to renew an agreement with NextGen Healthcare Information Systems, LLC for hosting and ongoing support of an electronic medical record system. The original agreement (EL016122) was authorized by ordinance 1489-2014, passed July 21, 2014, and included four options to renew for additional one year terms. This ordinance will authorize the fourth renewal option (year five of a five year agreement) providing service for the period August 1, 2018 to July 31, 2019, at a cost of $225,369.40; and
WHEREAS, the hosted NextGen system enables the Columbus Public Health Department 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; and
WHEREAS, the original agreement was awarded in accordance with the sole source procurement provisions of Chapter 329 of the Columbus City Code as it was determined that NextGen Healthcare Information Systems, LLC is the sole provider of direct hosted NextGen systems and is the sole owner of NextGen software; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology (DoT) in that it is immediately necessary to authorize the Director to renew an agreement with NextGen Healthcare Information Systems, LLC, on behalf of the Columbus Public Health Department, for hosting and ongoing support of an electronic medical record system, 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 Director of the Department of Technology, on behalf of the Columbus Public Health Department, be and is hereby authorized to renew an agreement with NextGen Healthcare Information Systems, LLC for hosting and ongoing support of an electronic medical records system. This ordinance will authorize the fourth renewal option (year five of a five year agreement) providing service for the period August 1, 2018 to July 31, 2019, at a cost of $225,369.40.
SECTION 2. That the expenditure of $225,369.40 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Operating Fund, as follows: (see attachment 2011-2018 EXP)
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Acct: 63946 | Fund: 5100 | Subfund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS01 | Section 5: IT1225 | Amount: $225,369.40 | {NextGen Healthcare Information Systems, LLC Hosting}
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 agreement is being established in accordance with the sole soure provisions of the Columbus City Code.
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.