Board of Directors Meeting Agenda


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Meeting Date: 12/06/2017  

SUBJECT MATTER:
Receive, consider, and act upon an agreement with CrewSense Staffing Solutions for The Woodlands Fire Department overtime call back system (C-2017-0539); 
FISCAL IMPACT:
FY 2018 - First year annual cost $7,748.88
BACKGROUND:
The Woodlands Fire Department currently uses CrewSense Staffing Solutions to manage daily staffing requirements and to provide an automated system to fill daily vacancies.   The system greatly enhances efficiency, provides an emergency notification tool for both on and off duty personnel, manages off time, and provides a roster management platform that is accessible on a myriad of devices.  All fire department personnel in Administration, Communications, Suppression, and Training have access to the system.  The subscription service is currently provided on a per user per month basis.

Earlier this year, the fire department was notified by CrewSense that they would be changing their current billing practices effective January 1, 2018.  CrewSense will continue their pay as you go program; however, they are now offering an optional three-year Software as a Service Contract.  Fees for the current platform that the department uses will increase to $5.99 per user per month.  Under the new agreement, CrewSense will initially charge $3.89/user/month with annual rate increases not to exceed five percent (5%) per year.

This software system has proven to be very reliable.  It replaced a manual callback system that required an employee to manually call up to 50 firefighters.  This system was not only inefficient; it also led to unnecessary overtime due to the amount of time it took to manually fill the vacancy.  The system allows the department’s Battalion Chiefs to fill a vacancy from any device anywhere.  A major advantage to the system is that it has no hardware requirements for IT to maintain.  CrewSense is a great tool to enhance efficiency and provide the organization with 24 hour notification of on and off duty personnel.

Staff has attempted to find like services from other vendors, with little success.  One of the most useful tools that the service provides is the cloud-based automated rotating callback system that can be launched from anywhere where there is internet access.  Staff did receive a quote from Telestaff, which provides a system for automated callbacks for public safety agencies.  Telestaff’s initial startup costs are estimated at $112,027.20 for the first year with ongoing annual costs of $26,877.20.

CrewSense provides the most effective, proven, and cost efficient application to meet the needs of the The Woodlands Fire Department. 
RECOMMENDATION:
Approve the proposed three-year Software as a Service Agreement with CrewSense Staffing Solutions, LLC beginning January 1, 2018 and ending on December 31, 2020.
Attachments
Attachment A: CrewSense Software as a Service Agreement


    

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