It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into simultaneous negotiations with PMAM-ATB Corporation, as the top-ranked proposer, and Alarm Program Systems, LLC, as the second-ranked proposer, for Fire and Police false alarm billing system. The Resolution further authorizes the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations by the Administration and the City Attorney's Office.

Pursuant to City Ordinance Section 42-81 – 42-92 and Section 50-15, the City's Police and Fire Departments have implemented and are required to maintain an alarm registration and false alarm billing system. A false alarm is the accidental or intentional activation of any alarm system that results in public safety services to be deployed unnecessarily.  The Ordinance requires that property owners be fined when, within a calendar year, false alarms for intrusion/burglar alarms exceed four false alarms and false alarms for fire alarms exceed three false alarms.

For approximately five years, the City has had an agreement for the Administration of the false alarm billing system.  The current agreement expired on October 25, 2021.  The Mayor and City Commission approved a month-to-month extension at its October 13, 2021 meeting until a new agreement is executed and the services are transitioned.  The current agreement is based on a revenue sharing split between the City and false alarm billing system operator.

On October 13, 2021, the Mayor and City Commission authorized the issuance of Request for Proposals (RFP) 2022-005-ND for Fire and Police False Alarm Billing System.  On October 15, 2021, the RFP was issued.  A voluntary pre-proposal conference to provide information to proposers submitting a response was held on October 26, 2021.  Two addenda were issued.  The Department issued bid notices to 2,337 companies utilizing the City’s electronic bidding system.  31 prospective bidders accessed the advertised solicitation.  RFP responses were due and received on December 10, 2021.  The City received a total of three (3) proposals from the following firms: Alarm Program Systems, LLC, CentralSquare Technologies, LLC, and PMAM-ATB Corporation.

 The proposal from CentralSquare Technologies, LLC was deemed non-responsive for failure to include a minimum monthly percentage of gross revenue to the City, as required in the RFP, and could not be further considered.

On November 18, 2021, the City Manager appointed the Evaluation Committee via LTC # 490-2021.  The Evaluation Committee convened on January 4, 2022, to consider proposals received.  The Committee was comprised of Jeremy Bloomfield, Fire Prevention Captain, Fire Department; Joseph Florio, Firefighter I, Fire Department; Andre Morales, Police Officer, Police Department; Steven Pedroso, IT Business Analyst, Information Technology Department; and Fernando Pestana, Senior Management and Budget Analyst, Office of Budget and Performance Improvement.

The Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law.  The Committee was also provided with general information on the scope of services and a copy of each proposal.  The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP.  The evaluation process resulted in the ranking of proposers, as indicated in Attachment A, in the following order:

1st – PMAM-ATB Corporation

2nd – Alarm Program Systems, LLC

A summary of each top-ranked firm follows:

PMAM-ATB Corporation

PMAM-ATB Corporation (PMAM) is the City’s current contractor for these services since 2017. Since 2004, the firm has managed various municipal false alarm programs throughout the country utilizing its False Alarm Management Solution (FAMSTM).  As an example, the firm provides services to jurisdictions such as Houston, TX, Pembroke Pines, FL, St. Johns County, FL, and Jacksonville, FL.  PMAM offers the most comprehensive and unique false alarm administration and fee collection services solution, with an emphasis on customer service. 

Alarm Program Systems, LLC

Alarm Program Systems, LLC (APS) is headquartered in the San Francisco Bay Area and currently administers alarm programs for 33 agencies.  APS handles 210,000+ alarm permits and processes 4,300+ false alarms monthly across its partner base.  The APS application is a 100% cloud-based solution that enables collaboration, integration, and automation between business units across multiple departments creating a true municipal agency and citizen engagement solution.

This is a revenue generating item. The City will negotiate a percentage of gross payable to the City.  Percentage of gross revenue shall be paid on a monthly basis, showing the fee calculation and supporting payments reconciliation.

After reviewing all of the submissions and the Evaluation Committee's rankings and commentary, I concur with the Evaluation Committee and find that PMAM-ATB Corporation, and Alarm Program Systems, LLC are qualified to provide a false alarm billing system for Fire and Police.  I also concur with the staff’s recommendation that the City negotiate with the top two firms to finalize the scope and costs of an agreement. As this is only the second iteration of the contract for a vendor to manage the City's false alarm billing system, it is important to negotiate with both vendors to address lessons learned in the first iteration of the system and to ensure a maximum level of customer service. 

PMAM is a robust and well-rounded firm that allows the municipalities it works with to reach four fundamental goals: a reduction in the number of false alarms as a result of its consistent outreach engagement model, higher collection rates attributed to the analysis of payment trends, and preferred payment platforms, increase of the baseline revenue via an engagement strategy and the identification of non-compliant businesses/residents, and an increase in the involvement of City personnel thanks to the combination of technology, processes, and human interaction; resulting in higher customer satisfaction.  It strives to provide a high level of customer service via various platforms such as a self-service web portal for residents and security alarm companies available 24 hours a day, 7 days a week, Smartphone apps for iOS and Android devices, and a toll-free number that allows the residents to contact PMAM service centers with any questions or concerns regarding permits, billing, payments, and the alarm ordinance.   Finally, PMAM provides hearing and appeals support, as necessary. 

APS has for six years provided cities with turn-key alarm management solutions.  It currently has a small client list that may prove beneficial to the City, as APS promises to provide one-on-one support staff attention.  APS offers an Alarm School Online which is committed to reducing the number of false alarms by working with local law enforcement, municipalities, and alarm monitoring companies to educate alarm users.  Moreover, APS provides a 100% cloud-based application that will acquire, access, assimilate, produce, record, and store data relevant to the operation of the false alarm program.  Thus, APS has the capacity to drive program revenue and false alarm revenue, and false alarm reduction.

Therefore, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into simultaneous negotiations with PMAM-ATB Corporation, as the top-ranked proposer, and Alarm Program Systems, LLC, as the second-ranked proposer. Further the Resolution authorizes the City Manager and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration and the City Attorney's Office.