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File #: 1712-2021    Version: 1
Type: Ordinance Status: Passed
File created: 6/21/2021 In control: Technology Committee
On agenda: 7/12/2021 Final action: 7/15/2021
Title: To authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into a contract 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 additional funding for remaining 2020-2021 contract expenses; to authorize the expenditure of $314,660.08 from the Department of Technology, Information Services Operating Fund; to authorize the expenditure of $40,000.00 from the Columbus Public Health Operating Fund; and to declare an emergency. ($354,660.08)
Attachments: 1. 1712-2021 EXP, 2. 1712-2021 NextGen Quote - 2021-2022, 3. 1712-2021 NextGen Source Letter 2021, 4. 1712-2021 Sole Source Form - NextGen Healthcare

Explanation

 

This legislation will authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into a contract 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.  The agreement was most recently renewed and authorized under the authority of ordinance 1385-2020, passed June 29, 2020 through purchase order PO231979.  This ordinance will authorize continuing services for the term period of August 1, 2021 to July 31, 2022, at a cost of $314,660.08.

 

The hosted NextGen system enables the Columbus Public Health Department to operate five major clinical operations, which provide an extensive array of services.  These services include 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 enter into a contract 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.

 

This ordinance will also authorize additional funding in the amount of $40,000.00 to pay for remaining expenses from the 2020-2021 NextGen Healthcare Information Systems hosting services contract authorized via Ordinance 1385-2020 (PO231979).

 

Finally, this ordinance authorizes the expenditure of $314,660.08, from the Health Department’s direct charge allocation of the Information Services Operating Fund, for the above-described purposes.

 

FISCAL IMPACT:

In 2019 and 2020, the Department of Technology legislated $242,210.16 and $292,998.88 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 2021-2022 hosting and ongoing support services for the electronic medical records system is $314,660.08.  The cost for additional funding associated with remaining expenses from the 2020-2021 contract is $40,000.00.  The total amount of funding being requested is $354,660.08.  Funds are budgeted and available in the Department of Technology, Information Services Operating Fund ($314,660.08) and the Columbus Public Health Department Fund ($40,000). Including this ordinance, the aggregate contract total is $2,099,116.84.

 

EMERGENCY:

Emergency legislation is required to facilitate prompt contract execution and related payment for services.

 

CONTRACT COMPLIANCE:

Vendor Name:      NextGen Healthcare Information Systems, LLC          FID#/CC#: 33-0702959;            Expiration Date: 03/19/2023

(City/DAX Vendor Acct # 006326)

 

 

Title

 

To authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into a contract 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 additional funding for remaining 2020-2021 contract expenses; to authorize the expenditure of $314,660.08 from the Department of Technology, Information Services Operating Fund; to authorize the expenditure of $40,000.00 from the Columbus Public Health Operating Fund; and to declare an emergency. ($354,660.08)

 

 

 

Body

 

WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into a contract with NextGen Healthcare Information Systems, LLC for hosting and ongoing support of an electronic medical record system for a term of one year, from August 1, 2021 to July 31, 2022, at a cost of $314,660.08, in accordance with the sole source procurement provisions of Chapter 329 of the Columbus City Code; and

 

WHEREAS, the original agreement (EL016122) was authorized by ordinance 1489-2014, passed July 21, 2014 and most recently by 1385-2020, passed June 29, 2020 through purchase order PO231979; 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, this ordinance will also authorize additional funding in the amount of $40,000.00 to pay for remaining expenses from the 2020-2021 NextGen Healthcare Information Systems hosting services contract authorized via Ordinance 1385-2020 (PO231979); and

 

WHEREAS, it has been 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 operations of the Department of Technology in that it is immediately necessary to authorize the Director to enter into contract with NextGen HealthCare Information Systems, LLC for a term of one year, on behalf of the Health Department, for hosting and ongoing support of an electronic medical record system and to authorize the additional funding to maintain uninterrupted service, 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 enter into a contract with NextGen Healthcare Information Systems, LLC for hosting and ongoing support of an electronic medical records system for the coverage term period from August 1, 2021 to July 31, 2022, at a cost of $314,660.08 in accordance with the sole source provisions of the Columbus City Code.

 

SECTION 2.  That additional funding in the amount of $40,000.00 is authorized to pay for remaining expenses from the 2020-2021 NextGen Healthcare Information Systems hosting services contract authorized via Ordinance 1385-2020 (PO231979).  The total amount of funding being requested is $354,660.08.

 

SECTION 3. That the total expenditure of $354,660.08 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Operating Fund, and the Columbus Public Health Operating Fund as follows in the attachment to this ordinance: (see attachment 1712-2021 EXP)

 

SECTION 4. 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 5. 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 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.