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State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
DOH0100533
Status:  Approved
Meeting Date:  10/7/2019

GENERAL INFORMATION
Agency
Health


Division/Institution
Health
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2020
Bill No.
HB 166
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DOH01 2020 $117,500.00 Greater Dayton Area Health Information Network 241 Taylor St. Suite 130 Dayton OH Montgomery 45204

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
FED 3GN0 440660 Public Health Emergency Preparedness 2020 $117,500.00 $.00

SIGNATURES
     
Amy Acton, MD, MPH 10/07/2019
   
Agency Director or Authorized Agent On The Date Of
   
09/17/2019 W. Fletch Zimpher
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Paul Maragos Title:  Health Planning Admin 3
Phone:  (614) 644 - 6213 Fax:  (614) 752 - 9783 E-Mail:  Paul.Maragos@odh.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Ohio Department of Health (ODH) respectfully requests Controlling Board approval to waive competitive selection in the amount of $117,500 for FY20 from Fund 3GN0, ALI 440660 (Public Health Emergency Preparedness), to contract with Greater Dayton Area Health Information Network (GDAHIN), Dayton, Ohio for the Bureau of Health Preparedness.  
  ODH's Hospital Preparedness Program (HPP) grant award from the U.S. Department of Health and Human Services (HHS), Office of the Assistant Secretary for Preparedness and Response (ASPR), requires recipients to identify reliable, resilient, interoperable, and redundant information and communication systems and platforms, including those for bed availability and patient tracking, and provide access to health care centers and other stakeholders.

ODH wants to contract with GDAHIN to continue to maintain and support the use of Surgenet and OHTrac across the state (GDAHIN is the statewide hub).

Surgenet is a bed availability platform built before 2005 and was used in Dayton and Cincinnati only. The Ohio Hospital Association (OHA), as a preparedness subgrantee with the Ohio Department of Health (ODH), expanded Surgenet statewide in 2005-2006. The expansion was paid for with ASPR funds. Surgenet has been enhanced and maintained with ASPR funds to fulfill the requirement of ASPR to be able to obtain bed availability during an incident. Hospitals around the state have been trained and have experience entering bed availability into Surgenet.

OHTrac is a component of Surgenet that is also used for patient tracking. OHTrac was built on Surgenet with ASPR funds and is used by EMS and hospitals for patient tracking, particularly for family reunification during an incident. OHTrac was most recently used during the Dayton shooting in the Oregon District. Victims transported to hospitals were entered into the system and then families looking for patients at the Family Assistance Center were notified if their family member was in a hospital and told which hospital they were in.

GDAHIN currently administers the Surgenet platform, which houses Surgenet, the Ohio bed tracking system, and OHTrac Ohio's patient tracking/reunification system. Because GDAHIN developed and hosts the platform, they are uniquely suited for the ongoing support, maintenance, and upgrades that the platform requires.
 
   
Attachments Controlling Board Request No.: DOH0100533
Attachment TypeAttachment Description
Contract Vendor Signed Contract
Release and Permit Blanket Release and Permit
Sole source justification letter Vendor Letter
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
Greater Dayton Area Health Information Network 2020 $117,500.00 doh 20/21 05/05/2019 Not Required Blanket

Operating Request Required Information
New Contract - Greater Dayton Area Health Information Network
Controlling Board Request No.: DOH0100533
1. Selection Process: Was this contract subject to selection by a Request for Proposal (RFP),
Request for Qualification (RFQ), Request for Information (RFI) process? No
Explain why this contract was not subject to an RFP, RFQ or RFI process
GDAHIN currently administers the Surgenet platform, which houses Surgenet, the Ohio bed tracking system, and OHTrac Ohio's patient tracking/reunification system. Because GDAHIN developed and hosts the platform, they are uniquely suited for the ongoing support, maintenance, and upgrades that the platform requires.
 
2. Provide the following selected contractor information:
Greater Dayton Area Health Information Network
241 Taylor St. Suite 130
Dayton,   OH  45204
County: Montgomery
 
3. Contractor's location from which all or most of the contract work will be performed, if different from the
location of principal place of business. (For institutional agencies, cite the location of the institution,
including the city and county, where services are to be performed.)
same

   
4. Institutional agencies only: Is the contractor currently performing services at the institution listed above?
5. Specify the deliverables of this contract or describe the scope of service(s) to be performed by this contractor.
Continue to provide support, maintenance, and upgrades of the Surgenet platform and submit to ODH the Surgenet/OHTrac Committee Meeting agenda, minutes, presentations, and sign-in sheets from each meeting.
6. Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
510050 $117,500.00 $117,500.00

 
Total Amounts $117,500.00 $117,500.00
7.
Duration of this contract (beginning and ending dates) within the fiscal biennium.
Beginning Date Ending Date
10/07/2019 06/30/2020
8. Is the contractor already performing work under this contract? No
   
9. Identify all state contracts which the selected contractor has had approved by the Controlling Board
since the beginning of the last fiscal year through this fiscal year to date. Also include contracts approved
for this agency or institutions of higher education.
a. Total number of contracts. 0
b. For each contract list the state agency and the contract amount.
AgencyContract/Agreement AmountFY
10. Contractor Procurement Compliance:
a. Is this contractor in compliance with Buy America? Yes
  Explain: Located in Dayton, Ohio.
   
b. Is this contractor in compliance with Buy Ohio? Yes
Explain: Located in Dayton Ohio.
11.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 0    7   
Percentage of Women 0% 71.4%
Percentage of Minorities 0% 0%
12. What percent of the work will be done by subcontractors?  0
  If more than 50%, provide the same information for each subcontractor as requested in number 11 above for the contractor.
SubcontractorNationwide
# of Employees
Nationwide
% of Women
Nationwide
% of Minorities
Ohio
# of Employees
Ohio
% of Women
Ohio
% of Minorities
13.  Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.

A contract renewal is the exercise of an option to enter into a subsequent contract with a vendor in accordance with renewal provisions specified in a preceding contract.
Beginning DateEnding DateTotal Lease Amount
Explain contract provisions.  Planning to enter into a new contract for SFY21.