S21-H29399 - Approve an ordinance authorizing a first amendment to the Contract No. 4600014331 between the City of Houston and Johns Hopkins University Applied Physics Laboratory LLC (approved by Ord. 2017-0268, passed on April 19, 2017) to add Addendum No. HHD2 and increase the maximum contract amount from $95,000.00 to $155,000.00 to the Electronic Surveillance System for the Early Notification of Community-Based Epidemics (ESSENCE) software license agreement for the Houston Health Department.
Specific Explanation:
The Director of the Houston Health Department and the Chief Procurement Officer request that City Council approve an ordinance authorizing a first amendment to the contract between the City of Houston and Johns Hopkins University Applied Physics Laboratory LLC (JHU/APL) to increase the maximum contract amount from $95,000.00 to $155,000.00 and amend the original agreement to add Addendum No. HHD2 to the ESSENCE Software License Agreement to include a new statement of work and update the cost for the additional scope of work for the Houston Health Department (HHD).
This contract was awarded on April 19, 2017 by Ordinance No. 2017-0268 in the maximum contract amount of $95,000.00. This is a royalty-free license and shall be automatically renewed for successive ten (10) year periods unless Licensee or JHU/APL terminates for any reason. The syndromic surveillance is the monitoring of health care provider admissions data for trends in symptoms or syndromes that could give early warning of biological or chemical terrorist attacks. After the initial use of ESSENCE, HHD listed a number of enhancements they would like to have implemented to improve the performance of the system. The tasks for Addendum No. HHD2 are broken down such that their progress can be reported in monthly status reports and invoices for a period of performance of (12) twelve months. The additional work services are in adherence to the provisions set forth in the professional service provisions.
Task 1 - Enhancements: JHU/APL shall work with HHD to add additional visualization and/or analysis enhancement into the system. This will include feature and/or algorithm development to support needed functionality that HHD requests. Specific enhancement examples include improved analytics and visualizations for non-infectious and chronic conditions such as opioids, street drugs, suicide and diabetes.
Task 2 - New Data Sources: JHU/APL shall work with HHD to add additional data set into their ESSENCE systems as needed. This will include database configuration, data flow, configuration, query wizard design, and any back-end detection and algorithmic modifications needed to support the new data source.
Task 3 - Technical Assistance & Bug Fixes: Within the period of performance, JHU/APL shall work with HHD to remedy any software defects or system issues based on the prioritization of HHD. A purchase order was previously issued for this item on 11/22/17 however, the vendor determined that a purchase order was not an acceptable form of obligation and requested the approval of the referenced contract and addendum.
Task 4 - Training: JHU/APL shall demonstrate how to use the system and any new features for data sources that have been added to the system.
The scope of work requires the vendor to provide all facilities, materials, and qualified personnel necessary.
This recommendation was made pursuant to Chapter 252, Section 252.022 (a) (7) (A) "a procurement of items that are available from only one source because of patents, copyrights, secret processes, or natural monopolies" of the Texas Local Government Code for exempted procurement.
M/WBE Participation:
This procurement is exempt from the M/WBE subcontracting goal participation as the original award amount did not exceeded the $100,000.00 threshold.
Fiscal Note:
No Fiscal Note is required on grant funds.
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Jerry Adams, Chief Procurement Officer Department Approval Authority Signature
Finance/Strategic Procurement Division
Estimated Spending Authority
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Department
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FY2020
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Out Years
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Total
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Houston Health Department
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$ 60,000.00
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$ 0.00
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$ 60,000.00
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