DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Electronic Medical Records System
SUMMARY:
This ordinance authorizes a contract with Custom Data Processing, Inc. for additional integration services and an updated licensing model for the continued support of the City’s Electronic Medical Records System for an estimated cost of $1,083,500 over a five-year period. Initial costs for system integration and data migration for the replacement of the San Antonio Immunization Records System are estimated to be $147,000 and will be funded through the Electronic Medical Records Capital Project Fund included in the FY 2020 - FY 2025 Capital Improvement Program. Funding for annually recurring system licensing costs in the amount of $147,300, annual revenue cycle management costs in the amount of $30,000 and $10,000 in annual contract capacity for additional improvements / upgrades costs will be requested as part of the annual budget process by SA Metro Health General Fund.
BACKGROUND INFORMATION:
In February 2019, the San Antonio Metropolitan Health District (SAMHD) and the Information Technology Services Department (ITSD) went live with a new Electronic Medical Records System that addresses unified patient registration, clinical program management, medical billing, regulatory reporting, appointment management and external data exchanges with other existing systems within HIPAA compliance standards. The contract for the Electronic Medical Records System was competitively solicited and awarded by City Council through Ordinance 2018-06-21-0463.
Multiple system integrations and efficiencies have been realized with the launch of the new Electronic Medical Records System. In an effort to further consolidate systems, SAMHD and ITSD worked to identify the necessary services required to migrate required data from the San Antonio Immunization Repository System (SAIRS) application to directly integrate with the new Electronic Medical Records System. The Statement of Work, Functional Requirements and the Request for Offer for the integration of SAIRS were vetted through staff from SAMHD, ITSD and the Finance Department - Purchasing Division.
After go-live, it was determined that the licensing structure approved through the system solicitation and contracting process required augmenting; however, the total cost to accomplish this would exceed the City’s change order authority for a competitively bid contract. The revised licensing structure allows for the flexibility required in a system that is designed in a large-scale health care facility to be utilized by SAMHD to manage its various programs.
The initial term of this agreement is upon award and shall terminate on the third anniversary of the effective date. Two, one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract is exempt from competitive bidding and is excluded from the scope of the SBEDA program.
This award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the San Antonio Metro Health District will not be able to integrate San Antonio immunization records through a single electronic medical records system. The City would be required to pursue / extend individual contracts to continue the vital services to the citizens of San Antonio on an as-needed basis which could result in increased costs.
FISCAL IMPACT:
This ordinance authorizes a contract with Custom Data Processing, Inc. for additional integration services and an updated licensing model for the continued support of the City’s Electronic Medical Records System for an estimated cost of $1,083,500 over a five-year period. Initial costs for system integration and data migration for the replacement of the San Antonio Immunization Records System are estimated to be $147,000 and will be funded through the Electronic Medical Records Capital Project Fund included in the FY 2020 - FY 2025 Capital Improvement Program. Funding for annually recurring system licensing costs in the amount of $147,300, annual revenue cycle management costs in the amount of $30,000 and $10,000 in annual contract capacity for additional improvements / upgrades costs will be requested as part of the annual budget process by SA Metro Health General Fund.
RECOMMENDATION:
Staff recommends approval of the contract with Custom Data Processing, Inc for additional integration services, and an updated licensing model for the continued support of the San Antonio Metro Health District’s Electronic Medical Records System for an estimated total contract value of $1,083,500.00.
This contract was processed citing a Sole Source Exemption and a Contracts Disclosure Form is not required.