Narrative of Resolution:
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To rescind Resolution #31-26, appropriate funds, and authorize a new 5-year agreement with Cantata Health Solutions for an Electronic Medical Record (EMR) system solution and Clearinghouse Services for the Sullivan County Department of Community Services.
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If Resolution requires expenditure of County Funds, provide the following information:
Amount to be authorized by Resolution: $681,885 over the five (5) year term
Are funds already budgeted? No
If ‘Yes,’ specify appropriation code(s): A-1680-43-4304 - $68,336.00
If ‘No,’ specify proposed source of funds: Unbudgeted solution replacement. The amount of $68,336.00 (above) was included in the FY2026 ITS budget and originally allocated for renewal of the existing Quicdoc solution. The remaining balance of $55,084.00 represents the additional funding required in year 1 for the replacement electronic health record solution from Cantata Health Solutions, subject to identification and approval.
Specify Compliance with Procurement Procedures:
Proposal received in response to”RFP #R-26-10 Electronic Medical Record (EMR) System Solution for Sullivan County Department of Community Services”
RESOLUTION INTRODUCED BY LEGISLATOR CATHERINE SCOTT, CHAIR OF HEALTH & HUMAN SERVICES COMMITTEE, TO RESCIND RESOLUTION #31-26, APPROPRIATE FUNDS, AND AUTHORIZE A NEW FIVE-YEAR AGREEMENT WITH CANTATA HEALTH SOLUTIONS FOR THEIR ELECTRONIC MEDICAL RECORD (EMR) SYSTEM SOLUTION AND CLEARINGHOUSE SERVICES FOR THE SULLIVAN COUNTY DEPARTMENT OF COMMUNITY SERVICES
WHEREAS, the County of Sullivan issued a Request for Proposals (RFP R-26-10) seeking a comprehensive Electronic Medical Record (EMR) system solution for the Sullivan County Department of Community Services (DCS) to support clinical, operational, billing, and regulatory requirements; and
WHEREAS, Cantata Health Solutions submitted a response proposing its Arize Software-as-a-Service (SaaS) application and associated clearinghouse services, which were evaluated and determined to meet the County’s technical, functional, and security requirements; and
WHEREAS, the proposed solution includes the Arize EMR platform along with Cantata’s clearinghouse services to support billing, claims processing, and revenue cycle operations for DCS; and
WHEREAS, the County has determined that entering into a long-term agreement for these services will provide a modern, secure, and compliant system aligned with regulatory requirements and the operational needs of DCS; and
WHEREAS, the proposed agreement will establish a unified platform for clinical documentation, scheduling, billing, reporting, and interoperability, replacing or consolidating existing systems where applicable; and
WHEREAS, the evaluation of proposals was conducted in accordance with the criteria set forth in the RFP, and Cantata Health Solutions was determined to be the most responsive and responsible proposer; and
WHEREAS, the agreement shall include provisions ensuring County ownership of all data and the ability to export such data in a usable format upon request or termination; and
WHEREAS, the total cost for the Arize SaaS application subscription services and clearinghouse services shall be based on an initial monthly cost of $10,285 in Year 1, with an annual increase of approximately five percent (5%) thereafter, resulting in the following annual schedule:
• Year 1: $123,420;
• Year 2: $129,591;
• Year 3: $136,071;
• Year 4: $142,785;
• Year 5: $150,018; and
WHEREAS, the Sullivan County Legislature previously adopted Resolution No. 31-26 on February 5, 2026, which authorized an agreement with Theramanager, LLC d/b/a ProsperityEHR for a Cloud Hosted Electronic Health Record (EHR) Solution for the Department of Community Services; and
WHEREAS, after the adoption of Resolution No. 31-26, the County of Sullivan was put on notice by Theramanager, LLC d/b/a ProsperityEHR that they are no longer providing EHR services to entities in the State of New York; and
WHEREAS, the County therefore desires to rescind Resolution No. 31-26 in its entirety in order to authorize a new agreement with Cantata Health Solutions; and
NOW, THEREFORE, BE IT RESOLVED, that Resolution No. 31-26 is hereby rescinded in its entirety; and
BE IT FURTHER RESOLVED, that the Sullivan County Legislature authorizes the County Manager to enter into a five (5) year agreement with Cantata Health Solutions for the provision of the Arize EMR Software-as-a-Service application and associated clearinghouse services for the benefit of the Sullivan County Department of Community Services, in accordance with the above-referenced pricing structure, inclusive of annual increases of approximately five percent (5%), for a total contract amount not to exceed $681,885 over the five (5) year term; and
BE IT FURTHER RESOLVED, that the Sullivan County Legislature further authorized to approve professional services for implementation, configuration, and development of optional services at a rate of $185.00 per hour (included in the above-referenced pricing structure), as may be necessary to support deployment and ongoing operations; and
BE IT FURTHER RESOLVED, that the form of said agreement shall be approved by the County Attorney prior to execution; and
BE IT FURTHER RESOLVED, that the Sullivan County Legislature hereby authorizes the Commissioner of Management & Budget to appropriate $55,084.00 to cover the remaining unbudgeted balance associated with this agreement, to be transferred from Contingent (A1989-99-47-4736) to ITS Computer Maintenance/Service Fees (A-1680-43-4304) in order to fully fund this project and acquisition.