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From the Interim Chief Information Officer, IMSD, requesting authorization to amend a Professional Services Contract for Electronic Medical Records (EMR) with the Joxel Group, LLC.
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COUNTY OF MILWAUKEE
INTEROFFICE COMMUNICATION
Date: March 28, 2011
To: Supervisor Lee Holloway, Chairman, County Board of Supervisors
From: Laurie Panella, Interim Chief Information Officer, IMSD
Subject: Request for Authorization to execute a Professional Services Contract Amendment with the Joxel Group, LLC
REQUEST
The Department of Administrative Services - Information Management Services Division (IMSD) requests approval to amend the existing professional services agreement with the Joxel Group, LLC (TJG) for the Electronic Medical Records (EMR) replacement project.
The effect of the requested amendment would be to extend the current professional services contract to cover "Phase 2 - Request for Proposal (RFP) Process and Vendor Selection" of the EMR replacement project and to increase the total value of the contract by $169,440 bringing the total value of the contract from $184,700 to $354,140.
Background
Capital project WO444 - Electronic Medical Records System (EMR) was adopted in the 2010 Capital Improvement Budget to replace the EMR system for the Office of the Sheriff (MCSO) and to implement a new EMR system for the Behavioral Health Division (BHD). IMSD was appointed project lead on this initiative.
The EMR project is broken down into four phases:
Phase 1 - Planning and Design
Phase 2 - Request for Proposal (RFP) Process and Vendor Selection
Phase 3 - Implementation
Phase 4 - Closeout and Audit
The Joxel Group (TJG) was competitively awarded a professional services contract to provide both program management and project management services for the EMR project executed on August 9, 2010. In addition, the County Board of Supervisors previously approved File No. 10-325, which provided authority pursuant to Milwaukee County Code of General Ordinances (MCGO) Chapter 56.30 (4)(b)(3)(a) for professional service contracts and extension exceeding $50,000.
TJG has since completed Phase 1 of the EMR project and IMSD is requesting to continue using TJG during Phase 2, which is currently in process. Upon completion of Phase 2, IMSD will be able to produce cost estimates for the remaining phases (Phase 3 and Phase 4) of the EMR project based upon the proposed replacement solutions. Because the 2011 appropriation for this project was originally funded with proceeds from the UWM land sale, IMSD is recommending that the funding of $169,440 necessary to complete Phase 2 be funded from the 2011 IMSD operating budget if capital funds are unavailable.
In addition, IMSD will need to work with the Department of Administrative Services (DAS) as estimates for the remaining phases (Phase 3 and Phase 4) of this project become available to determine financing mechanisms, cash flow, and future appropriations needed to complete this project overall.
IMSD would return to the County Board for final approval of the proposed EMR solutions, including related financing considerations, before proceeding with implementation for this project.
RECOMMENDATION
The Interim Chief Information Officer of the Department of Administrative Services - Information Management Services Division (IMSD) respectfully requests approval to amend the professional services contract with the Joxel Group, LLC (TJG) for program and project management services related to the Electronic Medical Records (EMR) replacement project.
The effect of the requested amendment would be to extend the current professional services contract to cover "Phase 2 - Request for Proposal (RFP) Process and Vendor Selection" of the EMR replacement project and to increase the total value of the contract by $169,440 bringing the total value of the contract from $184,700 to $354,140.
A resolution and fiscal note are attached for your review and referral to the appropriate committee of the County Board of Supervisors.
Sincerely,
Laurie Panella, IMSD
Interim Chief Information Officer
cc: Marvin Pratt, County Executive
E. Marie Broussard, Deputy Chief of Staff, County Executive's Office
Supervisor Johnny Thomas, Chair, Finance and Audit Committee
Steve Cady, Fiscal and Budget Analyst, County Board
Pamela Bryant, Capital Finance Manager, DAS
Justin Rodriguez, Capital Finance Planning Analyst, DAS
Davida Amenta, Fiscal and Management Analyst, DAS
Carol Mueller, Committee Clerk, Finance and Audit Committee
Sushil Pillai, The Joxel Group, LLC