Fiscal Note
The proposed resolution authorizes the Director of Public Health to execute an amendment to the competitively selected contract with Patagonia Health, Inc. for an Electronic Health Record System. The amendment adds 31 user licenses and an interface to the Wisconsin State Lab of Hygiene for improved secure communication. The resolution also authorizes future similar amendments.
One-time costs for the user licenses is $23,870 and for the interface is $12,500 for a total of $36,370. The annual ongoing costs for the user licenses is $27,900 and for the interface is $1,800 for a total of $29,700. Of the additional users, six will be dedicated to support the CARES pilot, and the American Rescue Plan Act funds appropriated to PHMDC for this work will be allocated to support these costs. The other costs included in the amendment will be funded through PHMDC’s Electronic Health Records capital project. Future ongoing costs will need to be appropriated in PHMDC’s annual operating budgets. Future amendments may require appropriations at that time.
Title
Authorizing the Director of Public Health to execute an amendment to the competitively selected contract with Patagonia Health, Inc. for an Electronic Health Record System to add users and modules, and authorizing future similar amendments.
Body
WHEREAS, In 2020, the Purchasing Division and Public Health-Madison and Dane County (PHMDC) went through a competitive process to solicit proposals for RFP #8850, Electronic Health Records System and selected Patagonia Health, Inc.; and
WHEREAS, the Common Council authorized the Director of PHMDC to sign a contract on behalf of Public Health for electronic health records software as a service with Patagonia Health, Inc., for an initial term of seven (7) years, with a renewal term of three (3) years via resolution 62967 on December 1, 2020; and
WHEREAS, in the intervening months, PHMDC identified a need for 31 additional users of the system to allow for additional HIPAA-compliant telehealth options, and a need to build an additional interface to the Wisconsin State Lab of Hygiene for improved secure communication of test orders and results; and
WHEREAS, Patagonia Health, Inc. proposed the 31 additional users would be at an initial contract price of $770 per user, totaling a $23,870 one-time expense, with an ongoing monthly price of $75 per user, totaling $2,325 per month of ongoing costs; and
WHEREAS, Patagonia Health, Inc. proposed an initial contract price of $12,500 to build the WI State Lab of Hygiene interface, with an ongoing monthly price of $150 per month; and
WHEREAS, these additional expenses would be incorporated into the original contract for Purchase of Services executed by PHMDC on February 19, 2021 via amendment; and
WHEREAS, during the lifetime of this contract and PHMDC’s use of the EHR system, the need to add additional users, interfaces, modules, and related services may arise; and
NOW, THEREFORE, BE IT RESOLVED, that the Director of Public Health-Madison and Dane County is authorized to sign an amendment to the contract between the Board of Health for Madison and Dane County, on behalf of Public Health Madison and Dane County with Patagonia Health, Inc., for the purposes and at the price described above, and
BE IT FURTHER RESOLVED that the Director is authorized to sign similar amendments in the future to add users, modules, interfaces and similar related products and services for the life-time of the contract, subject to budget availability and in a form approved by the City Attorney.