2025-2026 MELA Minutes

group decides to move forward, the matter will also be presented to the Presidents in October for approval. b. Brainfuse Hours: Dr. Lebrun provided an update on the Brainfuse contract, noting that she has been closely monitoring its progress. She reminded the group that the contract was initially established through an RFP, awarded based on previous usage. At the start of the contract, it was estimated that annual usage would range between 9,000 and 11,000 hours, with a total allocation of $834,923.46 for Year 1, beginning in the fiscal year 2024. In the first year, 12,427 hours were used, totaling nearly $286,000, which exceeded the anticipated cost by approximately $43,000. During the second year, which was the first full year of service, Brainfuse usage increased to over 14,000 hours, resulting in a cost of approximately $323,000. For the current fiscal year (FY 2026), the contract began with 9,840 hours remaining, valued at $226,000. In July and August, a total of $16,000 was spent, though these months typically have the lowest usage. Historically, December, January, and May also see lower usage, while September, October, November, and February are high-usage months, with costs ranging between $45,000 and $60,000 per month in recent years. Dr. Lebrun expressed concern about whether the remaining hours will sustain the group through FY 2026, as this is the final year of the current contract. Dr. Lebrun recently met with ITS to discuss next steps. The plan will involve two parts:  Request a revision to the existing contract to add additional hours for FY 2026.  As the contract period nears its end, request a quote for a three year renewal, should the group decide to continue the service. Dr. Lebrun shared that she received a quote from Richard at Brainfuse. The cost remains $23 per hour, and adding 6,000 additional hours would bring the total to 15,000 hours for the final year, at an extra cost of $138,000. This would push the total contract value to the $1 million mark. To extend the contract, a business case will need to be prepared for ITS approval. This will involve justifying the $1 million allocation by explaining the value of the service, its utilization, and its importance. Dr. Lebrun noted that preparing this business case would require a mini-thesis.