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Home My WebLink About2005-26031 ResoRESOLUTION NO. 2005-26031 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING PURSUANT TO SECTION 2-367(c) OF THE MIAMI BEACH CITY CODE, THE SOLE SOURCE PURCHASE OF TELESTAFF STAFFING AND OVERTIME SCHEDULING MANAGEMENT AND NOTIFICATION SOFTWARE FROM PDSl, THE OWNER OF THE COPYRIGHTED SOFTWARE DESIGNED SPECIFICALLY TO HANDLE THE STAFFING NEEDS OF PUBLIC SAFETY DEPARTMENTS, IN THE ESTIMATED ANNUAL AMOUNT OF $65,075. WHEREAS, TeleStaff is a staffing and overtime scheduling management and notification software from PDSI, the owner of the copyrighted software designed specifically to handle the staffing needs of public safety departments; and WHEREAS, PDSI is the only company to date with a commercial product designed specifically to handle the staffing needs of public safety departments; and WHEREAS, TeleStaff uses sophisticated telephony technology and PDSI has dedicated over three (3) years to its development; and WHEREAS, TeleStaff is a PC-based constant staffing and overtime scheduling management and notification software solution that has been commercially available since November 1997; and WHEREAS, the TeleStaff software is used by over 200 fire agencies all of whom have sole sourced the purchase of TeleStaff because of its unique ability to find appropriate candidates based on their rank and specialties and its ability to make outbound telephone calls to offer the opportunity for work of for emergency notification; and WHEREAS, some of the Florida agencies that are members of the TeleStaff clients include Cape Coral Fire Department, Charlotte County Fire, Clay County Fire, Escambia County Fire, EVAC Ambulance, Ft. Lauderdale Fire, Palm Beach Gardens Fire Rescue, Plantation Fire, Sarasota County Fire, Seminole County Fire, St. John's County Fire, Tallahassee Fire and Tamarac Fire. All of these agencies sole sourced the purchase of TeleStaff; and WHEREAS, the Administration has determined that PDSI is a sole source provider pursuant to section 2-367(c) of the City Code. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve, pursuant to Section 2- 367(c) of the Miami Beach City Code, the sole source purchase of TeleStaff staffing and overtime scheduling management and notification software from PDSI, the owner of the copyrighted software designed specifically to handle the staffing needs of the public safety departments, in the estimated annual amount of $65,075. PASSED AND ADOPTED THIS · , ATTESt:: .. CITY CLERK Robert Parcher 19th DAY OF October , 2005. b/__cMAYOR APPROVED ASTO FORM & LANGUAGE & FOR EXECUTION F:\PURC\$ALL \Joanna~Resolutions\Resolution for TeleStaff. doc Condensed Title: CITY OF MIAMI'BEACH COMMISSION ITEM SUMMARY A Resolution Approving The Sole Source Purchase Of TeleStaff Staffing And Overtime Scheduling Management And Notification Software From PDSl The Owner Of The Copyrighted Software Designed Specifically To Handle The Staffing Needs Of Public Safety Departments, In The Estimated Annual Amount Of $65,075. Issue: Shall the Commission Adopt the Resolution? Item Summary/Recommendation: TeleStaff staffing and overtime scheduling management and notification software from PDSI, the owner of the copyrighted software designed specifically to handle the staffing needs of public safety departments. PDSI is the only company to date with a commercial product designed specifically to handle the staffing needs of public safety departments. TeleStaff uses sophisticated telephony technology and PDSl has dedicated over 3 years to its development. The TeleStaff software is used by over 200 fire agencies all of whom have sole sourced the purchase of TeleStaff because of its unique ability to find appropriate candidates based on their rank and specialties and its ability to make outbound telephone calls to offer the opportunity for work or for emergency notification. Some of the Florida agencies that are members of the TeleStaff clients include Cape Coral Fire Department, Charlotte County Fire, Clay County Fire, Escambia County Fire, EVAC Ambulance, Ft. Lauderdale Fire, Palm Beach Gardens Fire Rescue, Plantation Fire, Sarasota County Fire, Seminole County Fire, St. John's County Fire, Tallahassee Fire and Tamarac Fire. All of these agencies sole sourced the purchase of TeleStaff. The City benchmarked the cost with four (4) agencies that recently purchased the TeleStaff software. Okaloosa EMS purchased in March 2005, a license for 150 staff members at a cost of $33,500 making the per person price at $223.33. Escambia County Fire purchased in April a license for 100 staff members. The cost without the hardware was $24,300 making the per person price at $243.00 per person. Davie Fire purchased TeleStaff ~or 150 staff members. The cost was $32,450 the price per person is $216.33. Lake County purchased in June a license for 200 staff members. The cost was $45,100 making the per person price at $225.50. The City of Miami Beach cost per person $216.33 per person. ADOPT THE RESOLUTION. Advisory Board Recommendation' I N/A Financial Information: City Clerk's Office Le~lative I Gus Lopez, ext. 6641 Sign-Offs: ~ I' DepaT~)D~rect°r I GA ~ Amount Account Approved Source of Funds: I $65,075.00 Information and Communication Fund Finance Dept. Total Tracking: City Manager Assistant City ManagerlCFO PDW T :~G E N D~05\Oct1905\Consent\TeleStaffSu mrna fy.doc JMG AGENDAITEM DATE 7/¥ CITY OF MIAMI BEACH CITY HALL '1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33~39 www. miamibeachfl.gov COMMISSION MEMORANDUM To: From: Subject: Mayor David Dermer and Date: October 19, 2005 Members of the City Commission Jorge M. Gonzalez ~ ~ City Manager ,~ ~J~'/~ IIII A RESOLUTION OI:~'HE I~YOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING PURSUANT TO SECTION 2-367(D) OF THE MIAMI BEACH CITY CODE, THE SOLE SOURCE PURCHASE OF TELESTAFF STAFFING AND OVERTIME SCHEDULING MANAGEMENT AND NOTIFICATION SOFTWARE FROM PDSl, THE OWNER OF THE COPYRIGHTED SOFTWARE DESIGNED SPECIFICALLY TO HANDLE THE STAFFING NEEDS OF PUBLIC SAFETY DEPARTMENTS, IN THE ESTIMATED ANNUAL AMOUNT OF $65,075. ADMINISTRATIVE RECOMMMENDATION Adopt the Resolution. FUNDING $65,075 Funding is available from Information and Communication Technology Fund. ANALYSIS TeleStaff staffing and overtime scheduling management and notification software from PDSI, the owner of the copyrighted software designed specifically to handle the staffing needs of public safety departments. PDSI is the only company to date with a commercial product designed specifically to handle the staffing needs of public safety departments. TeleStaff uses sophisticated telephony technology and PDSI has dedicated over 3 years to its development. TeleStaff is a PC-based constant staffing and overtime scheduling management and notification software solution that has been commercially available since November 1997. TeleStaff has an already sizable and rapidly growing base of Public Safety customers nationwide. TeleStaff was developed in conjunction with industry experts and Public Safety personnel and automates the process of managing regular duty and exception work positions. TeleStaff integrates the PC and the telephone and staffs your organization while enabling employees to make requests and receive instructions over the telephone. Staff members can request work exceptions and set (as permitted) availability for all or specific locations, for specific time periods, for full or partial duty and for scheduling holes caused by a specific working exception code. TeleStaff suPports an unlimited number of work status codes, and your organization sets the criteria for each, including which codes require approval or which can be selected via telephone. Further, sophisticated configuration options set hours of operation for the telephone modules (including inbound/outbound-calling characteristics), probation types and severity for failing to be available, and other program components. TeleStaff fields staff requests, validates them, picks available candidates for replacement, and delivers by fax the daily staffing report for your review. In most cases, simple review is all that is needed because TeleStaff has already completed the job. In cases where TeleStaff was unable to fill a vacancy, the color-coded Daily Staffing' report cleady identifies the need for your intervention. Accessing the TeleStaff administration module gives you all the information you need to complete the taSk. With TeleStaff, payroll dates are configurable, and once defined, appear on the staffing calendars. Payroll reports can be printed or faxed, and payroll data can be exported to your department's computerized accounting system. TeleStaff can export a flat file and we have several customers that use Eden payroll and they have TeleStaff populate their system. Deployment and staff notifications are features built into TeleStaff. As an administrator, simply elect pre-defined messages or record new ones. Then, assign messages to select or all staff members along with desired delivery time. The TeleStaff outbound telephony module then places calls to each staff member, plays the appropriate messages and records that the call was placed and acknowledged. With TeleStaff, emergency callbacks and/or deployments are simple to execute because TeleStaff makes the phone call. The TeleStaff software is used by over 200 fire agencies all of whom have sole sourced the purchase of TeleStaff because of it's unique ability to find appropriate candidates based on their rank and specialties and it's ability to make outbound telephone calls to offer the opportunity for work or for emergency notification. Some of the Florida agencies that are members of the TeleStaff clients include Cape Coral Fire Department, Charlotte County Fire, Clay County Fire, Escambia County Fire, EVAC Ambulance, Ft. Lauderdale Fire, Palm Beach Gardens Fire Rescue, Plantation Fire, Sarasota County Fire, Seminole County Fire, St. John's County Fire, Tallahassee Fire and Tamarac Fire. All of these agencies sole sourced the purchase of TeleStaff. The City benchmarked the cost with four (4) agencies who recently purchased the TeleStaff software. Okaloosa EMS purchased in March 2005, a license for 150 staff members at a cost of $33,500 making the per person price at $223.33. Escambia County Fire purchased in April a license for 100 staff members. The cost without the hardware was $24,300 making the per person price at $243.00 per person. Davie Fire purchased TeleStaff for 150 staff members. The cost was $32,450 the price per person is $216.33. Lake County purchased in June a license for 200 staff members. The cost was $45,100 making the per person price at $225.50. The City of Miami Beach cost per person $216.33 per person. RECOMMENDATION The Administration recommends that the Mayor and City Commission adopt the attached resolution, approving the sole source purchase of TeleStaff Staffing and Overtime Scheduling Management And Notification Software from PDSI, the owner of the copyrighted software designed specifically to handle the staffing needs of public safety departments, in the estimated annual amount of $65,075. T:V~GENDA~005\Oct1905\Consent\TeleStaff. doc .......... ~ and %Vith thi · telephone rules-based system, the process is substantially automated'' Captain Tom Locke, Newark Fire Department // / Accurate staffing of qualified and available personnel is critical for efficient operations of Fire De- partments. That's why they rely on TeleSta~u. It selects the right person every time, and completely automates the entire staff scheduling process. Creating sophisticated schedules that manage complex staffing rules and guidelines to notifying personnel of work assignments, schedule changes or emergency summons has never been more automated. And TeleStaffTM manages a personal calendar for each employee that can be accessed through the Internet, PC or telephone to sign-up for work, record exceptions and make changes to their schedules. Extensive reporting is also available to track operational, resource and labor costs saving departments valuable time and money. / SCHEDULING MANAGEMENT AND NOTIFICATION SOFTWARE FOR FIRE DEPARTMENTS Rules-based scheduling technology saves time and resources TeleStaffTM selects and staffs the right person every time by using a combination of department rules, labor guidelines, skill set and availability -- no matter how complex. Once TeleStaffru prioritizes a list of available staff candidates, its ad- vanced staffing engine begins automatically filling open positions. TeleStafffu can even place outbound phone calls to fill these positions if needed using its break- through telephonic scheduling feature. Constant and minimum staffing requirements managed at all times Maintaining shifts that are staffed at the appropriate levels with the required skill set and position on a 24/7/365 basis is of the highest importance for Fire Depart- ments. With TeleStaff% optimum, minimum and maximum coverage by shift, posi- tion and skill level are always maintained to safe, cost-effective levels in accor- dance with department policies and other requirements. Unlimited number of rotating shifts and future schedules Fire personnel typically work a variety of rotating shifts as well as rotation of posi- tions. TeleStaff's advanced staffing engine manages an unlimited number of shifts, as well as rotating and future assignments in accordance with labor and department guidelines. Product Highlights Manages an unlimited number of rotating shifts and future assignments, and continually manages optimum, minimum and maximum staffing requirements by shift, position, and skill set Outbound calling feature allows personnel to receive notifications regarding work assignments, unpredictable staffing requirements or on an emergency response basis · Personnel have access to their own Personal Calendars where they can sign-up for work assignments, record exceptions and make changes to their schedules with appropriate security access · Detailed reports track staffing, payroll, overtime, FSLA, exceptions, inventory and work codes Automated outbound calling to all personnel This breakthrough technology has revolutionized the way Fire Departments schedule and communicate with personnel. The telephony component places outbound calls to personnel and begins backfilling open positions, whether it is regarding a work assignment or emergency summons, and records that the call was placed and ac- knowledged. User intervention is not required for outbound phone calls freeing per- sonnel for more important and strategic activities. Staff coordinators and end users can all use TeleStaffTM TeleStaffrM was created to alleviate as much of the tedious, time consuming schedul- ing process as possible through its breakthrough scheduling automation that utilizes the telephone, and by allowing for multiple users (as permitted) to access the soft- ware via the Internet, PC or telephone. Whether it is administrative personnel or the staff, the scheduling process is successfully managed and leveraged, saving time, money and resources. System architecture TeleStaffTM is a highly configurable turnkey solution. PDSI provides all software and may provide hardware if necessary. TeleStaffTM resides on a stand alone server (provided by PDSI) that resides on the departments' network. Client machines with Windows 95, 98, NT, 2000 and XP can access the TeleStaffTM system concurrently via the network. Additional thin client connectivity is available through our web com- ponent, WebStaffTM and via our telephony component. Customers have two options for WebStafff~, PDSI hosted service or customer hosted service. Since the server resides at the customer location, phone lines are connected to the server via a se- cure PC PDSI Software board. 625 The City Drive, Suite 190 Orange, CA 92868 (800) 850-7374 or www.telestaff, com What TeleStaffTM Offers · Ensures fair and consis- tent hiring practices · Manages internal human resources policies · Provides telephone and PC access to employee calen- dars · Automatic reaction to va- cancies caused by work exceptions and automati- cally identifies the appro- priate replacement person- nel · Communicates/notifies personnel by telephone, e- mail or pager · Generates detailed staffing and usage reports by indi- vidual, rank and/or shift · Extensive reports such as payroll, exceptions, time- keeping and inventory · Governs scheduling au- thority with a sophisticated security system using se- curity codes · Allows access to different groups of employees based on authority · Provides telephone, e-mail and pager delivery of staff- ing alarms, notification, requests to work and gen- eral messages · Automatically keeps an audit trail of all outbound telephone calls · Gives each staff member access to their personal calendars via PC or inter- net · Tracks accrued hours for vacation, sick leave, etc. August 18, 2005 Gladys Acosta Miami Beach IT Department Miami Beach, FL 33140 Ms. Acosta, PDSI is the only vendor that provides an automated staffing software program, designed for public health and safety industries, to place inbound and outbound phone calls without the need for human intervention. This software program is called TeleStaff. The specific phone capabilities include: · Automatic notification to staff members of requests or requirements to work, any change in their work schedule, and, for administrators, any staff'mg alarms via telephone, e-mail, pager, and answering machine. · Accommodates the delivery of personal messages from an administrator to any staffmember(s). · Provides telephone and PC access to employee's calendar Supports authorized scheduling requests from any touch-tone telephone. In addition, TeleStaff: · Ensures implementation of fair and consistent hiring practices · Automatically keeps an audit trail of the rules used to fill vacancies · Manages internal human resource policies · Uses labor rules and guidelines to manage and modify the roster · Shows payroll, certification/license expiration, and work status information · Manages a dynamic daily roster of all activities · Reacts immediately to vacancies caused by work exceptions and automatically identifies the appropriate replacement personnel · Generates detailed staffing and usage reports · Governs scheduling authority with a sophisticated security system · Uses security codes · Allows access to different staff members based on authority · Automatically keeps an audit trail of all outbound telephone calls · Supported and serviced by a company experienced in nationwide software distribution and maintenance · Operates on a computer network · Gives each member access to their personal information at each station via PC · Shows each member their own payroll data · Shows a graphical personal calendar · Gives administration station access to management reports including work code cost information, trade payback data, license and certification expirations, payroll reports, and the ability to import/export data to other databases in 19 different formats · Keeps "last touched by" audit trails automatically on every record Sincerely, Kathryn Prancevic Kathryn Prancevic National Account Executive