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PSA with PM AM Corporation ao1(9- )94 c PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND PM AM CORPORATION FOR FIRE AND POLICE FALSE ALARM BILLING SYSTEM PURSUANT TO RFP# 2016-034-AK This Professional Services Agreement ("Agreement") is entered into thisaclay of___ 2016, between the CITY OF MIAMI BEACH, FLORIDA, a municipal corporation organized and existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139 ("City"), and PM AM CORPORATION, whose address is 5430 LBJ FREEWAY, SUITE 370, DALLAS TEXAS 75240 ("PM AM"). SECTION 1 DEFINITIONS Agreement: This Agreement between the City and PM AM, including any exhibits and amendments thereto. City Manager: The chief administrative officer of the City. PM AM: For the purposes of this Agreement, PM AM shall be deemed to be an independent contractor, and not an agent or employee of the City. Services: All services, work and actions by the PM AM performed or Se y p undertaken pursuant to the Agreement, as more fully set forth in Exhibits A and B to this Agreement. Fee: Amount paid to PM AM as compensation for Services. Proposal Documents: Proposal Documents shall mean City of Miami Beach RFP No. 2016-034-AK for FIRE AND POLICE FALSE ALARM BILLING SYSTEM, together with all amendments thereto, issued by the City in contemplation of this Agreement, The Request For Proposal, and the PM AM's proposal in response thereto (Proposal), all of which are hereby incorporated and made a part hereof; provided, however, that in the event of an express conflict between the Proposal Documents and this Agreement, the following order of precedent shall prevail: this Agreement; the RFP; and the Proposal. Risk Manager: The Risk Manager of the City, with offices at 1700 Convention Center Drive, Third Floor, Miami Beach, Florida 33139: telephone number(305) 673-7000, Ext. 6435: and fax number (305) 673-7023. 1 SECTION 2 SCOPE OF SERVICES (SERVICES) 2.1 In consideration of the Fee to be paid to PM AM by the City, PM AM shall provide the work and services described in Exhibit "A" hereto (the Services). 2.2 PM AM's Services, and any deliverables incident thereto, shall be completed in accordance with the timeline and/or schedule in Exhibit "B" hereto. SECTION 3 TERM The term of this Agreement (Term) shall commence upon execution of this Agreement by all parties hereto, and shall be for a period of two (2) years, commencing on the date of execution of this Agreement, and ending on the day immediately preceding the second anniversary of the date of execution of this Agreement (the 'Initial Term"), subject to earlier termination as set forth in Section 5 hereof, with three (3) one (1) year renewal options, on the same terms and conditions as set forth herein (each an "Extended Term"), with each such one year renewal exercised at the City Manager's sole option and discretion prior to the expiration of the Initial Term or each Extended Term. Notwithstanding the Term provided herein, the PM AM shall adhere to any specific timelines, schedules, dates, and/or performance milestones for completion and delivery of the Services, as same is/are set forth in the timeline and/or schedule referenced in Exhibit B hereto. SECTION 4 FEE 4.1 FEES STRUCTURE The PM AM will collect all revenues generated in accordance to the City's False Alarm Ordinance. 4.2 PERCENTAGE OF GROSS (PG) During the initial term and any approved renewal term, PM AM shall pay the City a percentage of its gross revenue collected from the enactment of false alarm program provided that all bank charges incurred in connection with the Services rendered under this Agreement by PM AM shall be paid by PM AM. Percentage of gross revenue shall be paid on a monthly basis, showing the fee calculation and supporting payments reconciliation. Range of Collections City's Revenue Share PM AM Revenue Share Based on the Annual (ado) (oho) Collection Periods $0-$150,000.00 79% 21% $150,001 -$300,000 85% 15% $300,001 and above 90% 10% 2 The term "gross receipts" is understood to mean all revenue collected or accrued, derived by PM AM under the privileges granted by this Agreement, excluding amounts of any Federal, State, or City sales tax, or other tax, governmental imposition, assessment, charge or expense of any kind, collected by the PM AM from customers and required by law to be remitted to the taxing or other governmental authority. PM AM will pay all costs including USPS postage, all paper stock, educational materials, equipment (including hardware, hosting charges, and software), tools, personnel, utilities, etc. that are required for administering the false alarm billing and tracking program on behalf of the City. 4.3 SPECIAL SERVICES At any time during the term of this Agreement, City may request that PM AM perform Special Services for additional compensation to be agreed upon by City and PM AM prior to the performance of any Special Services by PM AM. As used herein, Special Services means any work which is determined by City to be necessary for this Agreement, but which the parties did not reasonably contemplate as part of the RFP or within PM AM's RFP proposal submission. If City and PM AM reach an agreement on the performance of Special Services, PM AM shall undertake such Special Services after receiving the authorization from City. 4.4 SIMILAR SERVICES City acknowledges and agrees that PM AM reserves the right to offer, and may offer, similar services to other government agencies under similar terms and conditions as stated herein except that the revenue share percentage allocated to PM AM and the other government agency may be negotiated between PM AM and such other agency based on the specific revenue expectations, agency reimbursed costs, the exact scope of services to be provided by PM AM, and other agency requirements. PM AM acknowledges and agrees that City shall have no responsibility or liability whatsoever hereunder with respect to any agreement entered into between PM AM and such other government agency. 4.5 INVOICING [INTENTIONALLY LEFT BLANK] SECTION 5 TERMINATION 5.1 TERMINATION FOR CAUSE If PM AM shall fail to fulfill in a timely manner, or otherwise violates, any of the covenants, agreements, or stipulations material to this Agreement, City, through its City Manager, shall thereupon have the right to terminate this Agreement for cause. Prior to exercising its option to terminate for cause, City shall notify PM AM of its violation of the particular term(s) of this Agreement, and shall grant PM AM sixty (60) days to cure such default. If such default remains uncured after sixty (60) days, City may terminate this Agreement without further notice to PM AM. Upon termination, City shall be fully discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. 3 Notwithstanding the above, the PM AM shall not be relieved of liability to City for damages sustained by City by any breach of the Agreement by the PM AM. City, at its sole option and discretion, shall be entitled to bring any and all legal/equitable actions that it deems to be in its best interest in order to enforce City's right and remedies against PM AM. City shall be entitled to recover all costs of such actions, including reasonable attorneys' fees. 5.2 TERMINATION FOR CONVENIENCE OF CITY CITY MAY ALSO, THROUGH ITS CITY MANAGER, AND FOR ITS CONVENIENCE AND WITHOUT CAUSE, TERMINATE THE AGREEMENT AT ANY TIME DURING THE TERM BY GIVING WRITTEN NOTICE TO PM AM OF SUCH TERMINATION; WHICH SHALL BECOME EFFECTIVE WITHIN THIRTY (30) DAYS FOLLOWING RECEIPT BY THE PM AM OF SUCH NOTICE. IF THE AGREEMENT IS TERMINATED FOR CONVENIENCE BY CITY, PM AM SHALL BE PAID FOR ANY SERVICES SATISFACTORILY PERFORMED UP TO THE DATE OF TERMINATION; FOLLOWING WHICH CITY SHALL BE DISCHARGED FROM ANY AND ALL LIABILITIES, DUTIES, AND TERMS ARISING OUT OF, OR BY VIRTUE OF, THIS AGREEMENT. City acknowledges that PM AM is installing/providing the Program at no cost to City. Consequently, in the event City terminates this Agreement within 12 months from the Effective Date for any reason other than the failure of PM AM to perform its Services hereunder that has not been cured by PM AM within 30 days of receipt of written notice of the problem, PM AM shall be entitled to receive, and City shall pay to PM AM, the fees that PM AM would have received hereunder for a period of 12 months less the number of months, if any, that PM AM was paid its fees hereunder prior to the termination of this Agreement (the "Guaranteed Period"). If this Agreement is terminated after the Contract Implementation Date, the amount of the fees to be paid to PM AM shall be the average of the monthly fees retained by PM AM prior to termination of this Agreement multiplied by the number of months remaining in the Guaranteed Period. If the City terminates this Agreement for its convenience pursuant to this Section 5.2, the amount of fees to be paid to PM AM shall be the amount of the PM AM Revenue Share projected by the parties to be retained by PM AM during the Guaranteed Period at the time this Agreement was executed. The amount of any fees payable to PM AM pursuant to the provisions of this paragraph shall be paid by City upon termination this Agreement unless the parties agree to have such amount paid in equal monthly installments over an agreed period of time. The provisions of this paragraph shall survive the termination of this Agreement. 5.3 TERMINATION FOR INSOLVENCY City also reserves the right to terminate the Agreement in the event the PM AM is placed either in voluntary or involuntary bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and obligations for the parties shall be the same as provided for in Section 5.2. 5.4 CHANGE IN CITY'S ALARM RELATED ORDINANCE/S PM AM's Fee Schedule and pricing for any and all Services to be provided by PM AM to City under this Agreement have been set, established and agreed to be based upon the current provisions of applicable City ordinances relating to alarms. Should said ordinances change at any time during the term of this Agreement to reduce the applicable fee, fines 4 and charges, then PM AM reserves the express right to enter into good faith negotiations • with City to modify the Fee Schedule and pricing accordingly. If, within thirty (30) days of notice from PM AM to City of its desire to so renegotiate, the parties are unable to reach an agreement mutually acceptable to both parties, then PM AM reserves the right to terminate this Agreement. Said termination shall not be deemed to be a default by PM AM under this Agreement, PM AM shall be paid all fees and costs due and owing PM AM as of the date of said termination. 5.5 MISUSE OF PROPRIETARY SOFTWARE PM AM may terminate this Agreement upon written notice to City if City intentionally attempts to appropriate the proprietary software of PM AM, by permitting copies of PM AM's proprietary software to be made by others, without PM AM's authorization, or if City intentionally misuses PM AM's software, without PM AM's authorization, for purposes not contemplated by the RFP or this Agreement. 5.6 EFFECT OF TERMINATION 5.6.1 If this Agreement is terminated as provided herein, City may require PM AM to provide all finished and/or unfinished data and other information of any kind possessed by PM AM in connection with the performance of Services under this Agreement. PM AM shall be required to provide such information within a reasonable period of time of receipt of the request not to exceed thirty (30) days. Specifically, in the event City shall terminate this Agreement: 5.6.1a All data relating to alarm permits shall be 'owned by City. Upon termination of this Agreement, PM AM shall promptly deliver to City all data in MS-SQL format. 5.6.1 b PM AM retains all right and title to the Application Software (a web based application platform / browser based with multi-browser based builds with no FAT client installation requirement) including but not limited to, all publication rights, all development rights, all reproductions rights, and all rights that may follow from the commercial development of the Application Software. City does not acquire any ownership rights to the Application Software. The Application Software is protected in favor of PM AM, as well as any future registered trademarks, are trademarks of PM AM. 5.6.1c The Application Software is considered loaned and/or licensed to City during the duration of this Agreement, and City will not have any access to PM AM's proprietary software after the conclusion of the Agreement. 5.6.1d As of the date of said termination, City shall pay PM AM all fees and costs due and owing to PM AM pursuant to this Agreement. 5.6.1e The provisions of this Section shall survive the termination of this Agreement. 5 SECTION 6 INDEMNIFICATION AND INSURANCE REQUIREMENTS 6.1 INDEMNIFICATION; MUTUAL WAIVER OF CONSEQUENTIAL DAMAGES The PM AM agrees to indemnify and hold harmless the City of Miami Beach and its officers, employees, agents, and contractors, from and against any and all actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys' fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of the PM AM, its officers, employees, agents, contractors, or any other person or entity acting under PM AM's control or supervision, in connection with, related to, or as a result of the PM AM's performance of the Services pursuant to this Agreement. To that extent, the PM AM shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses, and shall pay all costs and attorneys' fees expended by City in the defense of such claims and losses, including appeals. The provisions of this Section 6.1 and of this indemnification shall survive termination or expiration of this Agreement. Notwithstanding any other obligation of PM AM hereunder, in no event shall either PM AM or City be liable to each other for any indirect, incidental, special, consequential or punitive damages, including loss of fees, profits or income, arising directly or indirectly out of this Agreement and/or the provision or non-provision of Services or Special Services hereunder, whether or not PM AM or City had any knowledge that such damages might be incurred. If PM AM is required to indemnify City hereunder, PM AM may assume the defense of City with counsel reasonably acceptable to City at the expense of PM AM. In addition, City may engage its own counsel to participate in any defense in any such proceeding at City's expense. 6.2 INSURANCE REQUIREMENTS: At the current time, PM AM does not maintain any offices in the State of Florida, nor does PM AM maintain any employees in such State. All Services required to be performed by PM AM hereunder shall be performed by PM AM at its offices in the State of Texas or elsewhere outside the State of Florida. The PM AM shall, at its own expense, maintain and carry in full force during the Term, the following insurance: 1. PM AM General Liability, in the amount of$1,000,000; 2. Automobile Liability, in the amount of $500,000 combined single limit per accident for bodily injury and property damage. 3. Workers Compensation & Employers Liability, as required pursuant to Florida Statutes. The insurance must be furnished by insurance companies authorized to do business in the State of Florida. All insurance policies must be issued by companies rated no less than "B+" as to management and not less than "Class VI" as to strength by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. 6 All of PM AM's certificates shall contain endorsements providing that written notice shall be given to City at least thirty (30) days prior to termination, cancellation or reduction in coverage in the policy. The insurance certificates for General Liability and Professional Liability shall include City as an additional insured and shall contain a waiver of subrogation endorsement. Original certificates of insurance must be submitted to City's Risk Manager for approval (prior to any work and/or services commencing) and will be kept on file in the Office of the Risk Manager. City shall have the right to obtain from the PM AM specimen copies of the insurance policies in the event that submitted certificates of insurance are inadequate to ascertain compliance with required coverage. The PM AM is also solely responsible for obtaining and submitting all insurance certificates for any sub-contractors. Compliance with the foregoing requirements shall not relieve the PM AM of the liabilities and obligations under this Section or under any other portion of this Agreement. The PM AM shall not commence any work and or services pursuant to this Agreement until all insurance required under this Section has been obtained and such insurance has been approved by City's Risk Manager. SECTION 7 LITIGATION JURISDICTION/VENUE/JURY TRIAL WAIVER This Agreement shall be construed in accordance with the laws of the State of Florida. This Agreement shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Agreement, PM AM and City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Agreement. SECTION 8 LIMITATION OF CITY'S LIABILITY The City desires to enter into this Agreement only if in doing so the City can place a limit on the City's liability for any cause of action, for money damages due to an alleged breach by the City of this Agreement, so that its liability for any such breach never exceeds the sum of $10,000, except for and excluding any claims for fees or other compensation due to PM AM pursuant to Section 4, or any claim arising out of or relating to Section 9 of this Agreement. PM AM hereby expresses its willingness to enter into this Agreement with Consultant's recovery from the City for any damage action for breach of contract to be limited to a maximum amount of $10,000. Any claim arising out of or relating to Section 9 of the Agreement shall be subject to the limits of liability as set forth in Section 768.28 of the Florida Statutes. Accordingly, and notwithstanding any other term or condition of this Agreement, PM AM hereby agrees that the City shall not be liable to the Consultant for damages in an amount in excess of $10,000 for any action or claim for breach of contract arising out of 7 the performance or non-performance of any obligations imposed upon the City by this Agreement. Nothing contained in this section or elsewhere in this Agreement is in any way intended to be a waiver of the limitation placed upon the City's liability, as set forth in Section 768.28, Florida Statutes. SECTION 9 CONIFDENTIALITY OF INFORMATION At all times, PM AM shall recognize City's sole and exclusive ownership of all information provided by City, and the sole and exclusive right and jurisdiction of City to control the use of this information. Similarly, City recognizes that the proprietary software described in Section 5.6.1c. above is owned by PM AM and City has no rights or claim thereto. Solely to the extent permitted by Florida law, including, without limitation, Chapter 119 of the Florida Statutes, each party agrees that neither it, nor its employees, subsidiaries, subcontractors, or agents shall disclose confidential information of the other party, to any person or to anyone except as necessary to perform its obligations under this Agreement or as required by law, without the expressed written permission of the other party or unless required to do so by law. Each party further agrees that in the event that any documents containing confidential information of the other party and clearly marked as confidential, should be improperly distributed to a third-party, or removed in any way from the possession or control of the other party by a party for any purpose that is not contemplated by the RFP or this Agreement, the breaching party shall promptly notify the other party orally and in writing, to provide the owner of the confidential information with the opportunity to take such reasonable steps as it may deem advisable to enjoin the misuse and regain possession of such confidential information, or steps otherwise necessary for the protection of the owner's rights and the confidentiality of the information. PM AM agrees to return any and all data furnished and information derived hereunder promptly tl upon a request by City and its authorized designee. SECTION 10 GENERAL PROVISIONS 10.1 AUDIT AND INSPECTIONS Upon reasonable verbal or written notice to PM AM, and at any time during normal business hours (i.e. 9AM — 5PM, Monday through Fridays, excluding nationally recognized holidays), and as often as City Manager may, in his/her reasonable discretion and judgment, deem necessary, there shall be made available to City Manager, and/or such representatives as City Manager may deem to act on City's behalf, to audit, examine, and/ or inspect, any and all other documents and/or records relating to all matters covered by this Agreement. PM AM shall maintain any and all such records at its place of business at the address set forth in the "Notices" section of this Agreement. • 8 10.2 CITY'S RESPONSIBILITY City shall cooperate with and assist PM AM by, among other things, making available, as reasonably requested by PM AM, management decisions, information, approvals, reasonable IT assistance and acceptance that are directly necessary for PM AM to carry out its obligations under this agreement. 10.3 ASSIGNMENT, TRANSFER OR SUBCONSULTING PM AM shall not subcontract, assign, or transfer all or any portion of any work and/or service under this Agreement without the prior written consent of City Manager, which consent, if given at all, shall be in the Manager's sole judgment and discretion. Neither this Agreement, nor any term or provision hereof, or right hereunder, shall be assignable unless as approved pursuant to this Section, and any attempt to make such assignment (unless approved) shall be void. 10.4 PUBLIC ENTITY CRIMES Prior to commencement of the Services, the PM AM shall file a State of Florida Form PUR 7068, Sworn Statement under Section 287.133(3)(a) Florida Statute on Public Entity Crimes with City's Procurement Division. 10.5 EQUAL EMPLOYMENT OPPORTUNITY In connection with the performance of the Services, the PM AM shall not discriminate against any employee or applicant for employment because of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, disability, marital and familial status, or age. 10.6 CONFLICT OF INTEREST The PM AM herein agrees to adhere to and be governed by all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as set forth in the Miami- Dade County Code, and as may be amended from time to time; and by the City of Miami Beach Charter and Code (as some may be amended from time to time); both of which are incorporated by reference herein as if fully set forth herein. The PM AM covenants that it presently has no interest and shall not acquire any interest, directly or indirectly, which could conflict in any manner or degree with the performance of the Services. The PM AM further covenants that in the performance of this Agreement, PM AM shall not knowingly employ any person having such interest. No member of or delegate to the Congress of the United States shall be admitted to any share or part of this Agreement or to any benefits arising there from. SECTION 11 NOTICES All notices and communications in writing required or permitted hereunder, shall be delivered personally to the representatives of the PM AM and City listed below or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a nationally recognized overnight delivery service. 9 Until changed by notice in writing, all such notices and communications shall be addressed as follows: TO PM AM: PM AM Corporation 5430 LBJ Fwy, Suite 370 Dallas, TX 75240 Attn: Dennis White TO CITY: City of Miami Beach City Manager's Office 1700 Convention Center Drive, 4th Floor Miami Beach, FL 33139 Attn: Jimmy Morales, City Manager WITH A COPY TO: City of Miami Beach Fire Prevention 1701 Meridian Ave., 2nd Floor Miami Beach, FL 33139 Attn: Juan Meizoso, Fire Prevention Chief AND: City of Miami Beach Police Department 1100 Washington Ave. Miami Beach, FL 33139 Attn: Andre Morales Notice may also be provided to any other address designated by the party to receive notice if such alternate address is provided via U.S. certified mail, return receipt requested, hand delivered, or by overnight delivery. In the event an alternate notice address is properly provided, notice shall be sent to such alternate address in addition to any other address which notice would otherwise be sent, unless other delivery instruction as specifically provided for by the party entitled to notice. Notice shall be deemed given on the day on which personally served, or the day of receipt by either U.S. certified mail or overnight delivery. SECTION 12 MISCELLANEOUS PROVISIONS 12.1 CHANGES AND ADDITIONS This Agreement cannot be modified or amended without the express written consent of the parties. No modification, amendment, or alteration of the terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and of equal dignity herewith. 12.2 SEVERABILITY If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall not be affected and every other term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 10 12.3 ENTIRETY OF AGREEMENT City and PM AM agree that this is the entire Agreement between the parties. This Agreement supersedes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein, and there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Title and paragraph headings are for convenient reference and are not intended to confer any rights or obligations upon the parties to this Agreement. 12.4 PM AM'S COMPLIANCE WITH FLORIDA PUBLIC RECORDS LAW Pursuant to Section 119.0701 of the Florida Statutes, if the PM AM meets the definition of "Contractor" as defined in Section 119.0701(1)(a), the PM AM shall: a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the service; b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and d) Meet all requirements for retaining public records and transfer to City, at no City cost, all public records created, received, maintained and/or directly related to the performance of this Agreement that are in possession of the PM AM upon termination of this Agreement. Upon termination of this Agreement, the PM AM shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to City in a format that is compatible with the information technology systems of City. For purposes of this Article, the term "public records" shall mean all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business of the City. PM AM's failure to comply with the public records disclosure requirement set forth in Section 119.0701 of the Florida Statutes shall be a breach of this Agreement. In the event the PM AM does not comply with the public records disclosure requirement set forth in Section 119.0701 of the Florida Statutes, City may, at the City's sole discretion, avail itself of the remedies set forth under this Agreement and available at law. [REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] 11 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their appropriate officials, as of the date first entered above. FOR CITY: CITY OF MIAMI BEA :RIDA ATTEST: By: City Clerk Mayor r Date: 2�' �o ,. p' Date: ! ����t� ' • ,B 141 '' ........... FOR PM AM: •. 1 ,, .4 'M A � CORPORATION r :INCORP OBN ED •ATTEST: -, . sk: 41 By: `' J CH 26..--•' Sec 4 EO n t j IC1.1-1rW / CEO Print Name Print Name I Title I ,, Date: ICI IS WI W Date: 10 I I 0 ljoi l� APPROVED AS TO FORM &LANGUAGE &FOR EXECUTION Ata, City Attorney Date 12 EXHIBIT A Scope of Services. PM AM shall provide the City of Miami Beach Fire and Police Department with a real-time, web-based "False Alarm Billing System" and shall be responsible for administrating the City's false alarm billing system which includes database development and management, registration of alarm systems, alarm tracking, billing, collection and accounting services for registration fees and false alarm fees, correspondence with citizens and businesses regarding false alarms for Fire Department and Police. PM AM shall provide the City of Miami Beach with the ability to manage the back office functions of the billing system which should include; system configuration, false alarm case review, account management, financial statistics, quality assurance/insurance and ad-hoc reporting. The application shall allow the residents, business owners and alarm management entities with the capability to register and manage both burglar and fire alarm account information via the internet. PM AM shall provide the customer with all aspects of customer service. PM AM shall provide all hardware, software, materials, supplies, space, and staff resources as required. Such contract shall be at no cost to the City. C3. Specifications PM AM's services shall include the following: • Proposed solution must be hosted by third-party and web-enabled. • Technical support shall be available via the telephone (toll free) during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., and after hours emergency support. • Provide customer support to residents and business owners during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. • Provide a dedicated account manager that will be responsible for providing support and implementation assistance. • Provide initial training for the Fire and Police Department personnel on the proper use of the functions and applications, both at the individual and administrator level. • Provide collection of payments in accordance with the rates established by the alarm ordinance, and any implementing resolution or orders, as may be amended from time to time by the City. • Performance of all the billing in accordance with the City's alarm ordinance, and any implementing resolutions or orders, as may be amended from time to time by the City. • Provide customers with ability to make payments on line. • Identify and provide notice to alarm users that are delinquent by 30 days. • Report to the City those alarm users that are delinquent by 30 days. • Respond to citizen complaints about lack of services to an alarm address. • Respond to miscellaneous citizen complaints concerning the false alarm billing collection and related services. • PM AM shall be point of contact for all contacts with alarm users. • PM AM shall send out notices when the City advises vendor that there is a new user of the alarm system. • All templates for correspondence must be preapproved by the City prior to use by the PM AM. • PM AM shall supply hardware, software /Web based platform / browser based and all services necessary to establish and provide the false alarm billing and collection 13 service to include postage. The computer system shall produce various notices including violations, and maintain supplies and services including but not limited to: ❖ Hardware/software to maintain all data in reference to this proposal, •:• Supply personnel to perform all pertinent duties under this proposal, ❖ PM AM shall coordinate with and supply the City all necessary equipment, materials, personnel and services. C3.1 The system shall include, as a minimum, the following requirements: • Single vendor for both Police and Fire Departments with separate user management and configuration. • Single point of contact or Account Manager for both Police and Fire Department. • Single point of contact and daily resident assistance. • Web based platform / browser based and no "FAT" client installation. • Independent and configurable triggers to be defined by Police Computer Aided Dispatch (CAD) data and Fire Department Records Management System (RMS) data. • Back-end User Management Tool that is permission based. • Multi browser based builds (Chrome, Safari, Mozilla, Firefox, Opera, IE, etc.). • Administration Configuration Utility. • Ad-hoc reporting tool. • Records retention shall meet the State of Florida Schedule, per Chapter 119 and 257, Florida Statutes. • PM AM to provide Public Service Announcements and initial mailers for registration kick-off at no cost. • Maintenance of databases: a) Alarm permits. b) Permit Holders. c) Permit Holders with outstanding charges. d) Non-permitted location with outstanding charges. e) Address verification database. C3.2 System Functionality Requirements shall be as follows: • Public education via web and mailers. • Provide a toll-free citizen customer support telephone line. Such services shall not be outsourced and shall be conducted by the selected vendor. Customer service personnel must have experience in handling the administration aspects (including tracking and billing) of the program and the service must be able to support any citizens' inquiries about the City's alarm ordinance, registrations, fines, etc. • Provide continuing education programs for alarm users and alarm companies. The promotional campaign may include radio and television public service announcements, billboards, print advertisements. • Public Access Portal. • Self-registration of alarm via the web by customer or administrator. • Mail Registration Acceptance. • Call Center acceptance of registration to be handled by vendor. • Ad-hoc reporting. • Configurable accounting statistical and reporting tools. • Ability to audit user's access and actions within application (i.e..record changes or billing changes). 14 • • Ability to exclude specific response locations (i.e. City buildings, hospitals, non- response locations). • Ability to export to Excel, CSV, and or text files. • Shall return the City's data in an agreed-upon format at the end of the contract term, if the contract is not renewed, or upon any earlier termination. • Access to query system for notification/billing date/time stamp. • Provide a monthly report of all fees collected for permits and false alarms. • Violator must have the ability to dispute the Notice of Violation (NOV) within 30 days of notification (should delay billing functionality once dispute is received). • PM AM Customer Service to flag disputes and provides notification to the City. • PM AM to provide a system or business process for handling disputes (correction of record info, request for hearing at Special Master) within certain number of days from Notice of Violation. • City to have the ability to add notes/follow-up information on individual alarm profiles and incidents. • PM AM to provide an automated upload process of violations with no end-user intervention. • PM AM shall work with New World Systems Corporation, the vendor for the City's Police Computer Aided Dispatch (CAD) and Fire Records Management System (RMS) to interface between Proposer's software and the CAD/RMS system at PM AM sole cost. • Ability to run reports based on geographical location (homeowners association, Fire Department Zone) by set map layers or polygon. False Alarm —Miami Beach Fire Department. Sec. 50-8. - Fire alarms, regulations, penalties, enforcement. . (a) Purpose of regulation. The purpose of this section is to place responsibility on the alarm user to prevent, by use of appropriate mechanical, electrical, or other means, false fire alarms. (b) Scope of regulations. The provisions of this section shall apply throughout the geographical area serviced [by] the Miami Beach Fire Department. (c) Definitions. (1) Alarm user means the person or other entity that owns, possesses, controls, occupies or manages any premises as defined below. (2) False fire alarm means a signal from a fire alarm system that elicits a response by the Fire Department when no actual or threatened fire-related emergency exists. This definition includes signals activated by negligence, accident, mechanical failure, and electrical failure signals activated intentionally in non-emergency situations; and signals for which the actual cause of activation is unknown. It is a rebuttable presumption that a fire alarm is false if personnel responding from the Fire Department do not discover any evidence of fire or other emergency after following normal Fire Department operating procedures in investigating the incident. An alarm is not false if the alarm user provides evidence that (1) an individual activated the alarm based upon a reasonable belief that a fire-related emergency existed: (2) the alarm system was activated by lightning or an electrical surge that caused physical damage to the system, as evidenced by the testimony of a licensed alarm system contractor who conducted an on-site inspection and personally observed the damage to the system; or (3) the alarm was activated by vandals. 15 (3) Fire alarm system means any assembly of equipment, mechanical or electrical, arranged to signal the occurrence of fire-related emergency, requiring urgent • attention and to which Fire Department personnel may reasonably be expected to respond, but does not include household fire alarm systems installed in one- or two-family dwellings. (4) Household fire alarm system means a system of devices that is listed for residential use and installed in a one- or two-family dwelling other than facilities that are required to be licensed. (5) Premises means the building or structure, or portion of a building or structure, upon which a fire alarm system is installed or maintained. (6) Vandals means a person or persons who willfully cause damage to the fire alarm system which results in the activation of a fire alarm. (d) Fire alarms; posting requirements. A fire alarm user shall conspicuously post at the main entrance to the alarm user's premises a notice stating (1) the name of an individual or alarm company able and authorized to enter the premises and deactivate the alarm; (2) emergency telephone numbers by which those individuals can be reached at all times; and (3) the name and address of the alarm user. The information must be kept current and failure to update this information within 48 hours of any change constitutes a violation of this section. (e) False fire alarms prohibited. No fire alarm user shall cause, allow, permit or suffer the fire alarm system to emit three or more false alarms in any calendar year. (f) Inspection requirements/post activation. After the second and each additional false fire alarm in one calendar year, the alarm user shall, within 30 days, after the second or subsequent fire alarm activation, file a written inspection and test report with the Fire Department from a licensed fire alarm contractor stating that the fire alarm system has been inspected and tested since the last false fire alarm. The report shall set forth the probable cause of the activation, description of any repairs, modifications made or actions taken to prevent additional false alarm activations. The inspection and test report shall also state that the system is currently fully functional without deficiencies. (g) Penalties. A violator of this section shall receive a fine(s) as follows: (1) For the first false alarm within a calendar year: A notice of violation with no fine. (2) For the second false alarm within a calendar year: A notice of violation with no fine. (3) For the third and fourth false alarm within a calendar year: A citation with a fine of$250.00. (4) For the fifth false alarm and subsequent false alarms including the twelfth false alarm within a calendar year: A citation with a fine of$500.00. (5) For the thirteenth and subsequent false alarms within a calendar year: A citation with a fine of$1.000.00. (h) Enforcement. The fire inspector shall issue a citation for each false alarm. A violator who has been issued a citation under this section shall elect either to: (1) Pay the civil fine in the manner indicated on the citation: or (2) Request an administrative hearing before a special master to appeal the decision of the fire inspector which resulted in the issuance of the citation. 16 (i) Appeal of a citation. The violator may appeal the citation by requesting an administrative hearing within ten days from the date of issuance. The procedures for appeal of the citation shall be as set forth in Chapter 30, as may be amended from time to time. (j) Failure to appeal. Failure of the named violator to appeal the citation within the prescribed time period shall constitute a waiver of the violator's right to an administrative hearing before the special master. A waiver of the right to an administrative hearing shall be treated as an admission of the citation, and fines are owed to the City. Unpaid fines may result in the imposition of larger fines and/or further enforcement as set forth in this Chapter. (k) Appeal of special masters decision. Any party aggrieved by the decision of a special master may appeal that decision as provided by applicable Florida Statutes and Florida Rules of Appellate Procedure. (I) Imposition of civil fines. The City may institute proceedings in a court of competent jurisdiction to compel payment of civil fines. A certified copy of an order imposing a civil fine may be recorded in the public records and thereafter shall constitute a lien upon any other real or personal property owned by the violator, and it may be enforced in the same manner as a court judgment by the sheriffs of this state, including levy against the personal property, but shall not be deemed to be a court judgment except for enforcement purposes. After two months from the filing of any such lien which remains unpaid, the City may institute proceedings to foreclose or otherwise execute on the lien. Miami Beach Fire Department False Alarm Ordinance. (Penalties). First and Second $0.00 Third and Fourth $250.00 Fifth thru Twelve $500.00 Thirteenth and above $1,000.00 Miami Beach Police Department Burglar Alarms, Ordinance 2014-3830 Sec. 42-81. - Definitions. The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Alarm user means the person who owns, possesses, controls, occupies or manages any premises as defined in this section. False intrusion alarm system means a signal from an intrusion alarm system that elicits a response by the police when no emergency or actual or threatened criminal activity requiring immediate response exists. This definition includes signals activated by negligence, accident, mechanical failure and electrical failure; signals activated intentionally in nonemergency situations; and signals for which the actual cause of activation is unknown. It is a rebuttable presumption that an intrusion alarm is false if the responding police officer does not discover any evidence of unauthorized entry, criminal activity or other emergency after following normal police procedures in investigating the incident. An alarm is not false if the alarm user proves that: 17 (1) An individual activated the alarm based upon a reasonable belief that an emergency or actual or threatened criminal activity requiring immediate response existed; or (2) The alarm system was activated by lightning, thunderstorms, severe weather conditions or an electrical surge that caused physical damage to the system, as evidenced by testimony of a licensed alarm system contractor who conducted an on-site inspection and personally observed the damage to the system. Intrusion alarm system means any assembly of equipment, mechanical or electrical, arranged to signal the occurrence of an illegal entry or other activity requiring urgent attention and to which the police department may reasonably be expected to respond, but does not include fire alarms or alarms installed in motor vehicles. If a fire alarm system is connected to an intrusion alarm system, this section shall not apply to false alarms that the alarm user proves were generated by the fire alarm portion of the system. Premises means the building or structure or portion thereof upon which an intrusion alarm system is installed or maintained. Ord. No. 97-3078, § 2 Sec. 42-82. - Purpose of division. The purpose of this division is to place the responsibility on the alarm user to prevent, by use of appropriate mechanical, electrical or other means, false burglary and robbery alarms. Sec. 42-83. - Enforcement of division. This division shall be enforced by the police department of the city. Sec. 42-84. - Alarm registration and permit renewal. (a) Permits shall be renewed annually during the month of January. The fee for renewal will be as set forth in appendix A of this Code. Failure to pay the permit renewal fee shall result in the termination of police response to intrusion alarms. The renewal fee will be waived for all alarm users who have had no false intrusion alarms during the past 12 months. (b) Before police response to any alarm is terminated under this section, the police department will notify the alarm user and the alarm monitoring company by certified mail, return receipt requested. The notification will inform the alarm user and the alarm monitoring company that the alarm is being operated in violation of this section and that police response to alarms will be terminated in 30 days unless the alarm is registered and the renewal fee is paid. The alarm company that installs an alarm system, or the user of an alarm system not installed by a company, shall file the following information with the city police department false alarm section within 48 hours of such installation, excluding weekends and holidays. For alarms existing before October 8, 1997, alarm users must, within 60 days of October 8, 1997, file a completed alarm registration/permit form with the police department, providing the following information: (1) The names of individuals able and authorized to enter the premises and deactivate the alarm. (2) Emergency telephone numbers by which those individuals can be reached at all times. (3) The name and telephone number of the alarm company that is monitoring the alarm system, if applicable. 18 (4) The name and telephone number of the alarm company that installed the system, if different from the monitoring entity. (5) The name and address of the alarm user. The alarm company or, where there is no alarm company, the user must make certain that the information filed with the police department is current. Failure to update this information within five working days of any change, excluding weekends and holidays, constitutes a violation of this section. (6) Whether the alarm is equipped with a backup power supply that will automatically be activated in the event of a power failure. (7) Whether the alarm is equipped with a device that automatically silences the alarm within 15 minutes after activation. Sec. 42-85. - Required equipment in an intrusion alarm. An intrusion alarm user shall not use an intrusion alarm system unless that intrusion alarm system is equipped with: (1) A backup power supply that will automatically be activated in the event of power failure or outage; and (2) A device that automatically silences the alarm within 15 minutes after activation. Within 18 months from April 12, 1997, alarm users shall be responsible to ensure that all existing intrusion alarm systems.are brought into compliance with subsections (1) and (2) of this section. Intrusion alarms installed after April 2, 1997, shall comply with the requirements of subsections (1) and (2) of this section before they can be activated_in the city. Sec. 42-86. - False alarms. No alarm user shall cause, allow or permit the intrusion alarm system to give four or more false intrusion alarms in any registered period. Sec. 42-87. - Cancelling false intrusion alarm calls. Alarm monitoring companies shall in all cases attempt to verify that any activated alarm is not false. They shall, within ten minutes of the alarm activation, notify the city police department to cancel a police response to alarm calls that they have determined false as defined in section 42-81. The police department will cancel the police response only under the following conditions: (1) The police department received notification prior to the officer's arrival at the alarm location. (2) The alarm is not a panic alarm. Sec. 42-88. - Limitation to police response. (a) Police are not required to respond to: (1) Intrusion alarms at locations where seven or more substantial false alarms occurred in a dynamic 12-month period unless the provisions of section 42-91 are complied with. (2) Intrusion alarms at locations where an intrusion alarm fine was not paid within 60 days of a notice of violation unless the provisions of section 42-91 are complied with. (3) Locations where required alarm registration information was not filed within 60 days of a notice of violation for failure to file alarm information. 19 (b) Nothing in this section shall: (1) Preclude the police department from responding to panic or ambush alarm signals, calls describing emergencies or crimes in progress or routine calls for service. (2) Limit the police department from issuing a notice of violation for alarms in violation of this division. (3) Be construed to create a duty to respond in any circumstances where such a duty does not exist pursuant to the statutory or common law of the state. (c) A notice that police response will be discontinued, for any of the reasons set forth in this section, will accompany a notice of violation and will be posted at the affected location, or be sent to the user by certified mail, return receipt requested, at least 30 days prior to discontinuing service. (d) Police response will continue while an appeal is pending under section 42-91. (e) In order to restore police response to burglar alarms at terminated locations, the alarm user: (1) When police response had been discontinued pursuant to subsection (a)(1) of this section, must submit a letter or written report from a licensed alarm company certifying that the alarm system is working properly, and pay all outstanding fines pursuant to this division. (2) When police response had been discontinued pursuant to subsection (a)(2) of this section, must pay all outstanding fines pursuant to this division. (3) When police response has been discontinued pursuant to subsection (a)(3) of this section, must submit completed alarm registration information to the police department and pay all outstanding fines pursuant to this division. Sec. 42-89. - Enforcement. The Miami Beach Police Department shall enforce the provisions of this section. This shall not preclude other law enforcement agencies or regulatory bodies from any action to assure compliance with this section, and all applicable laws. If an enforcing officer finds a violation of this section, the officer may issue a notice of violation to the violator. The notice of violation must inform the violator of the nature of the violation, amount of fine for which the violator is liable, instructions and due date for paying the fine, notice that the violation may be appealed by requesting an administrative hearing within ten days after service of the notice of violation, and that failure to appeal the violation within the ten days, shall constitute an admission of the violation and a waiver of the right to a hearing. Sec. 42-90. - Rights of violators; payment of fine; right to appear; failure to pay civil fine or to appeal. (1) A violator who has been served with a notice of violation must elect to either: a. Pay the civil fine in the manner indicated on the notice of violation; or b. Request an administrative hearing before a special master to appeal the notice of violation, which must be requested within ten days of the issuance of the notice of violation. (2) The procedures for appeal by administrative hearing of the notice of violation shall be as set forth in sections 30-72 and 30-73. 20 (3) If the named violator, after issuance of the notice of violation, fails to pay the civil fine, or fails to timely request an administrative hearing before a special master, the special master may be informed of such failure by report from the officer. Failure of the named violator to appeal the decision of the officer within the prescribed time period must constitute a waiver of the violator's right to an administrative hearing before the special master, and must be treated as an admission of the violation, which fines and penalties to be assessed accordingly. (4) A certified copy of an order imposing a fine may be recorded in the public records, and thereafter shall constitute a lien upon any real or personal property owned by the violator, which may be enforced in the same manner as a court judgment by the sheriffs of this state, including levy against the violator's real or personal property, but shall not be deemed to be a court judgment except for enforcement purposes. After two months from the recording of any such lien that remains unpaid, the city may foreclose or otherwise execute upon the lien. (5) Any party aggrieved by a decision of a special master may appeal that decision to a court of competent jurisdiction. (6) The special master shall be prohibited from hearing the merits of the notice of violation or the consideration of the timeliness of a request for an administrative hearing, if the violator has failed to request the administrative hearing within ten days of the issuance of the notice of violation. (7) The special master shall not have discretion to alter the penalties prescribed in sections 42-91 and 42-92. Sec. 42-91. - Penalties. (a) Civil fine for violators. The following civil fines must be imposed for a violation of section 42-86 for those violations incurred for a false intrusion alarm: (1) For the fourth false burglar alarm in the user's registration period, by a fine of $50.00. (2) For the fifth false burglar alarm in the user's registration period, by a fine of $100.00. (3) For the sixth and each additional false burglar alarm in the user's registration period, by a fine of$200.00. (4) For each violation of section 42-87, the alarm monitoring company shall be fined $100.00. (b) An alarm user shall not be fined more than $200.00 for false alarms that occur at the same premises in any 24-hour period. (c) No penalty specified hereunder shall be imposed or assessed against any entity that qualifies as tax exempt under the provisions of Section 501(c)(3) of the Internal Revenue Code provided that the premises are used exclusively by said entity for such tax exempt purposes. Miami Beach Police Department Burglary Alarm Ordinance (Penalties). First through Third $0.00 Fourth $50.00 Fifth $100.00 Sixth and above $200.00 21 EXHIBIT B PM AM's Services I Implementation Timeline Scope of Services: As set forth more fully in Exhibit A, it will be PM AM's responsibility to provide, install, and operate the Professional Services Alarm Management Services Program based on a "False Alarm Management Solution" system hereafter referred to as a FAMS system and all other necessary equipment and services on a "software as a service" basis. PM AM shall accurately convert all pertinent data downloaded from City's current primary alarm and accounts/receivable databases to populate the FAMS system. Effective interfaces shall ensure that all parties share and benefit from the most current and accurate information. PM AM shall provide appropriate supplies and services including but not limited to; 1. Single point of contact and daily resident assistance 2. Maintenance of databases: a. Alarm permits b. Permit Holders c. Permit Holders with outstanding charges d. Non-permitted locations with outstanding charges e. Address verification database 3. Collection of payments in accordance with the rates established by the alarm ordinance, and any implementing resolutions or orders, as may be amended from time to time by City 4. Performance of all the billing in accordance with City's alarm ordinance, as may be amended from time to time by City 5. Generation of the following reports including but not limited to: a. New alarm permits issued and fees collected b. Annual permit renewals billed and fees collected c. Permits inactivated or revoked and reason for inactivation or revocation d. Permits reinstated and reason for reinstatement e. Number of false burglar alarms f. Number of false burglar alarms billed and fees collected g. Number of false robbery alarms h. Number of false robbery alarms billed and fees collected i. Number of reinstatement fees billed and fees collected j. False burglary and/or robbery alarms for permit owners k. False burglary and/or robbery alarms for non-permitted owners 22 I. Suspension or revocation Report for permit holders as per ordinance, if applicable 6. System functionality to capture the following information: a. Permit number b. Permit issue date c. Permit expiration date d. Permit type (residential /commercial) e. Name of business or residential permit holder f. Site 1) Street address and zip code of property 2) Type of property (residential /commercial) 3) Telephone numbers 4) Contact persons (minimum of 2) and phone number(s) 5) Type of alarm system installed (burglary, panic, robbery) g. Billing 1) Name 2) Full mailing address (includes zip code) 3) Contact person and phone number(s) h. Permit Holder Responsible for Alarm 1) Name 2) Complete mailing address 3) Phone numbers i. Name and telephone number of alarm monitoring company j. Name and telephone number of company that installed the alarm system • k. Special Medical Concerns I. Pet Information 7. System functionality to generate notices to alarm users without permits Y Y 9 p 8. Transfer on line and/or via magnetic media a skeleton version of entire registration database from FAMS system to RMS including the following: 1) Permit number(or non-permitted identifier) 2) Name of permit holder 3) Location of permit holder 4) Permit status 5) Expiration date 6) Last false alarm incident date and time 7) Alarm type (i.e., burglar, panic, etc.) 8) False alarm incident count 9. Transfer on line and/or via magnetic media incident records from RMS to FAMS including: 1) Incident number 2) Priority 3) Call code 23 4) Disposition 5) Date 6) Time: (a) Received (b) Dispatched (c) Arrived (d) Cleared 7) Remarks 8) Site name and address 9) Reportee name, address, phone number 10) Dispatcher- employee number and terminal 11) Phone clerk- employee number and terminal 12) Cleared code and disposition (true/false) 13) Officer number 14) Unit(s) assigned Collection requirements and provisions: PM AM will design, implement and maintain a system to serve as the billing and collections agent and accounts receivable (A/R) manager for City Alarm Program Administration and Collection Service. PM AM will provide all hardware, software, materials, supplies, space, and staff resources as required. The system will meet the following collection specifications: 1. Bill format will provide stub or appropriate remittance form to accompany payment. 2. Bill format, permit forms, envelopes and related correspondence will identify the location of a PM AM staffed and maintained office so the customer may have the ability to obtain direct answers to questions about their bills and related false alarm system information. 3. All bills, correspondence and related matters will be approved by City. 4. Bills will be due in time lines specified in the ordinance and or rules and regulations as appropriate. 5. Records of bills will be retained by PM AM to apply to Account Receivable system (A/R) to be maintained by PM AM. 6. PM AM will develop an A/R file, which City will have access to review at any time. 7. System functionality for City to print a bill for customers wishing to make payments at the walk in cashier location(s) of City and to provide on-line information to PM AM regarding such payments so that PM AM can maintain A/R file. 8. PM AM will provide the ability for customer to pay on-line, by mail and via walk-in cashier. 9. Payments made by mail will be directed to a P.O. Box address in Texas maintained and managed by PM AM, unless and until City directs that such payments be directed to a lock box address established by City. 10. PM AM's system will track NSF or insufficient fund check occurrences and occurrences where customer stop payments have been ordered. 24 11. PM AM will provide system for billing the customer for the appropriate NSF or insufficient fund check fee charges and charges for stop payment situations. 12. Notwithstanding the foregoing, the Services provided hereunder do not extend to any debt collection activities in the event the property owner does not pay the amount of the invoice submitted by PM AM. Any such debt collection activities shall be performed by an independent contractor selected either by (i) PM AM with the prior written consent of City or its designee, or (ii) City or its designee or agent upon written notice to PM AM. Processing: PM AM shall provide the services covered under this Agreement and Scope from its offices in Texas and make available hardware and software and services necessary to establish and provide the Alarm Program Administration and Collection Service. PM AM's Obligation: In addition to the above, PM AM shall: 1. Maintain the proposed equipment, hardware, and software, documentation, and support services for the equipment installed, including the timely incorporation of all engineering changes. 2. Supply City with an interface document describing the type, size, location, and medium of transfer from City RMS. 3. Defer to City regarding the waiver of any false alarm fee incurred where there is question about the validity of any response or action taken by an employee(s) of City regarding a specified alarm call. 4. When possible, reports shall be produced based on the entry of variable parameters. Threshold fields shall allow a specific date range or other criteria. When possible, all report searches, shall allow for multiple parameters. Training 1. PM AM shall provide training for City and Police employees. Training shall be conducted in several sessions on an as needed basis. System Coordination 1. PM AM shall coordinate with City's Finance Department, Information Services and City Police Department to develop a system that will allow walk-in payments under the Agreement. 2. PM AM shall provide during the life of the Agreement on-going computer hardware, software support and maintenance to ensure uninterrupted operation. In the unlikely event of interruption, PM AM will make best efforts to restore service within seventy-two (72) hours 3. PM AM under this Agreement shall establish and provide public education, awareness and information regarding City's Alarm Management Program. 25 • City Licensing Fees 1. City acknowledges and agrees that PM AM shall be exempt from any applicable City license fees in performing its services hereunder. Implementation Timeline Deliverables Project Milestones Responsibility Projected Timeline 1 Project Kickoff. 2 Format for Authorization Letter/s-Banking and PO Box 2 Weeks from Contract PM AM Review all alarm ordinance I alarm program Execution 3 data with the City. 4 Creation of Standard Operating Procedures (SOP)and review with the City. 5 Authorization Letter/s sign off. City of 3 Weeks from Contract Miami Beach Execution 6 SOP Sign Off. City of 8 Weeks from Contract Miami Beach Execution City IT to provide data as discussed and City of 8 Weeks from Contract 7 agreed to during teleconference/s. Miami Beach Execution 8 Content for invoice and correspondence PM AM 10 Weeks from Contract creation. Execution 9 Language approval for invoices and other City of 12 Weeks from Contract correspondence. Miami Beach Execution 10 User Acceptance Testing(UAT) City I PM AM 13 Weeks from Contract Execution 11 Citizen outreach initiatives. City I PM AM 14 Weeks from Contract Execution 12 Citizen Web Portals go live. PM AM 14 Weeks from Contract Execution 13 FAMS go live. PM AM 15 Weeks from Contract Execution • Milestone projection completion weeks are for reference purposes only. A more detailed project timeline will be prepared for the City's approval shortly following the project Kick-off meeting. • • • • 26 ATTACHMENT A RESOLUTION COMMISSION ITEMS AND COMMISSION MEMORANDUM RESOLUTION NO. 2016-29475 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS, PURSUANT TO REQUEST FOR PROPOSALS NO. 2016-034-AK, FOR FIRE AND POLICE FALSE ALARM BILLING SYSTEM; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH PMAM CORPORATION, THE TOP-RANKED PROPOSER; AND SHOULD THE ADMINISTRATION BE UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH PUBLIC SAFETY CORPORATION, THE SECOND-RANKED PROPOSER; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, Request for Proposal (RFP) No. 2016-034-AK (the RFP) was issued on January 20, 2016, and had an opening date of March 14, 2016; and WHEREAS, a pre-proposal conference was held on February 8, 2016; and WHEREAS, the City received a proposal from PMAM Corporation, and Public Safety Corporation in response to the RFP; and WHEREAS, the City Manager issued a Letter to Commission appointing an Evaluation Committee (the Committee) on March 16, 2016, consisted of the following individuals: • Joseph Florio, Fire Technology Administrator, Miami Beach Fire Department, City of Miami Beach • Juan Meizoso, Fire Division Chief, Miami Beach Fire Department, City of Miami Beach • John M. Babcock, Manager, Technical Services Division, Records Section, Police Department, City of Miami Beach • Andre Morales, Technology Coordinator, Investigations & Support Division / Information Resource Office, Police Department, City of Miami Beach Alternates: • Anthony Loperfido, Sergeant, Police Department, City of Miami Beach • Jorge Linares, Captain, Miami Beach Fire Department, City of Miami Beach WHEREAS, the Committee convened on April 19, 2016 to consider the two (2) proposals; and WHEREAS, the Committee was provided an overview of the project, information regarding the City's Cone of Silence Ordinance and the Government Sunshine Law; general information on the scope of services, references and a copy of each proposal; and engaged in a question and answer session after the presentation of each proposer; and WHEREAS, the Committee was instructed to score and rank the proposals pursuant to the evaluation criteria established in the RFP; and WHEREAS, the Committee ranked the proposal received from PMAM Corporation as the top-ranked, and the proposal received from Public Safety Corporation as second-ranked; and WHEREAS, having received the submissions of the proposals and Committee's ranking, the City Manager exercised his due diligence and recommends that the Administration enter into negotiations with PMAM Corporation, the top-ranked proposer; and should the Administration be unsuccessful in negotiating an agreement with the top-ranked proposer, that the Administration enter into negotiations with Public Safety Corporation, the second-ranked proposer. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and the City Commission hereby accept the recommendation of the City Manager pertaining to the ranking of proposals, pursuant to Request for Proposals No. 2016-034-AK, for fire and police false alarm billing system; authorize the Administration to enter into negotiations with PMAM Corporation, the top-ranked proposer; and should the administration be unsuccessful in negotiating an agreement with the top-ranked proposer, authorize the Administration to enter into negotiations with Public Safety Corporation, the second-ranked proposer; and further authorize the Mayor and City Clerk to execute an agreement upon successful negotiations by the Administration. r PASSED AND ADOPTED this 13 day of, ,-1 2016 ATTEST: / Ate i 7 Ie RA'AE'. RAN :DO, CITY CL)1' \ B 1 . ' LE -E, MAYOR I " :.INCCR° ORATED: • �� ,.1,O• 4....4.#.!(.-. ;\Oj/ A AS TO.'k��Cdr 2 > `, __ e FORM &►gNGUAGE &FOR EXECUTION City Attorney D. TA AGENDA\20161June\Procu.remenllRFP 2016-034•AK Fire and Police False Alarm\RFP 2016-034-AKFire and Police False Alarm Billing System-Rasolution.doc COMMISSION ITEM SUMMARY Condensed Title: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS RECEIVED PURSUANT TO REQUEST FOR PROPOSALS(RFP)NO.2016-034-AK,FOR FIRE AND POLICE FALSE ALARM BILLING SYSTEM. Key Intended Outcome Supported: N/A Supporting Data(Surveys, Environmental Scan, etc: N/A Item Summary/Recommendation: The City's Police and Fire Departments are required per City Ordinance to implement a false alarm billing system as currently the City does not have system in place for the registering or tracking of false alarms received by the departments. To seek a vendor that can assist the Administration in implementing the desired system, on January 13, 2016, the City Commission approved the issuance of Request for Proposals (RFP) No. 2016-034-AK. Through the RFP, the City is seeking proposals to enter into revenue sharing contract with qualified firms which have proven experience to implement and collect fees pursuant to false alarm billing. The successful firm shall be regularly engaged in the business of false alarm bill collection. On January 20, 2016, the RFP was issued, with an opening date of March 14, 2016. A pre-proposal conference to provide information to the proposers submitting a response was held on February 8, 2016. The City received proposals in response to the RFP from the following two(2)firms: • PM AM Corporation. • Public Safety Corporation. On March 16, 2016, the City Manager appointed the Evaluation Committee via LTC # 127-2016. The Evaluation Committee(the'Committee").The Committee convened on April 19,2016 to consider proposals received.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 general information on the scope of services and references.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 following ranking: PM AM Corporation, as the top-ranked proposer; Public Safety Corporation, as the second-ranked proposer. After reviewing the submissions and the Evaluation Committee's ranking of the proposals received,the City Manager recommends that the Mayor and the City Commission approve the Resolution authorizing the Administration to enter into negotiations with PM AM Corporation, as the top-ranked proposer; and, should negotiations fail with the top-ranked proposer, authorizing the Administration to enter into negotiations with Public Safety Corporation, the second-ranked proposer;and,further,authorizing the Mayor and City Clerk to execute the agreement upon successful negotiations by the Administration. RECOMMENDATION APPROVE THE RESOLUTION. Advisory Board Recommendation: Financial Information: Source Amount Account of 1 N/A • Funds: OBPI Total Financial Impact Summary: City Clerk's Office Legislative Tracking: Chief Daniel Oates, Chief Virgil Fernandez, Alex Denis Sign-Offs: • Departme`t I irecto Assista 0.bN% Manager City i anager •DOS V /'_� AD , M r�, JLM ,;;It TAAGENDA\2016\June\Pro.urement\- • 016-034-AK Fire and Police False farm\RFP 2016-115-AK Fire and Police False Al:r,, Billing System-ITEM SUMMARY.dcc MIAMIBEACH AGENDA ITEM C7N DATE /-13-4. MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov CO MISSIO MEMORANDUM TO: Mayor Philip Levine and Members of e City Corn ission FROM: Jimmy L. Morales, City Manager DATE: July 13, 2016 SUBJECT: A RESOLUTION OF THE MA OR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF PROPOSALS RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2016- 034-AK, FOR FIRE AND POLICE FALSE ALARM BILLING SYSTEM ADMINISTRATION RECOMMENDATION Adopt the Resolution. BACKGROUND The City's Police and Fire Departments are required per City Ordinance to implement a false alarm billing system as currently the City does not have system in place for the registering or tracking of false alarms received by the departments. To seek a vendor that can assist the Administration in implementing the desired system, on January 13, 2016, the City Commission approved the issuance of Request for Proposals (RFP) No. 2016-034-AK. Through the RFP, the City is seeking proposals to enter into revenue sharing contract with qualified firms which have proven experience to implement and collect fees pursuant to false alarm billing. The successful firm shall be regularly engaged in the business of false alarm bill collection. The successful Proposer will be responsible for providing and fulfil the responsibilities of the City's "alarm administrator" pursuant to the Miami Beach Fire Department Ordinance (Sec. 50- 8) and the Miami Beach Police Department Burglar Alarms Ordinance (Sec. 42-81), pertaining to systems designed to summon a Police and Fire Department responses. The Proposer shall implement all aspects of false alarm billing collection for the Fire and Police Department and operate system and all other necessary equipment and services on "software as a service" basis at no additional cost to the City RFP PROCESS On January 20, 2016, the RFP was issued, with an opening date of March 14, 2016. A pre- proposal conference to provide information to the proposers submitting a response was held on February 8, 2016. The City received proposals in response to the RFP from the following two (2) firms: • PM AM Corporation. • • Public Safety Corporation. On March 16, 2016, the City Manager appointed the Evaluation Committee via LTC # 127- 2016. The Evaluation Committee (the "Committee") consisted of the following individuals: • Joseph Florio, Fire Technology Administrator, Miami Beach Fire Department, City of Miami Beach RFP No. 2016-034-AK- FIRE AND POLICE FALSE ALARM BILLING SYSTEM Page 2 • Juan Meizoso, Fire Division Chief, Miami Beach Fire Department, City of Miami Beach • John M. Babcock, Manager, Technical Services Division, Records Section, Police Department, City of Miami Beach • Andre Morales, Technology Coordinator, Investigations & Support Division I Information Resource Office, Police Department, City of Miami Beach The following individuals were appointed as alternates: • Anthony Loperfido, Sergeant, Police Department, City of Miami Beach • Jorge Linares, Captain, Miami Beach Fire Department, City of Miami Beach The Committee convened on April 19, 2016 to consider proposals received. 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 general information on the scope of services and references. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP. The results of the evaluation process, as stipulated in the RFP, are shown in the table below. RFP# 2016- 034-AK Fire Josep LOW and Police Ranki Juan Rankin John M. Rankin Ran AGGREGAT False Alarm ng Meizoso g Babcock g E TOTALS k Billing Florio System PM AM 89 2 98 1 90 1 4 1 Corporation Public Safety 91 39 1 96.39 2 I 89.39 2 5 2 Corporation I Proposer %of Revenue to be Maximum Allowable Total Points Retained by Points Awarded Proposer PM AM Corporation 21.00% 30 30.00 Public Safety Corporation 23.00% 30 2739 In determining responsiveness and responsibility of the firm, the Procurement Department verified compliance with the minimum requirements established in the RFP, financial capacity as available in the Dun & Bradstreet Supplier Qualifier Report, and past performance through client references submitted by each proposer. CITY MANAGER'S DUE DILIGENCE & RECOMMENDATION After reviewing the submissions and the Evaluation Committee's ranking of the proposals received, I recommend that the Mayor and the City Commission approve the Resolution authorizing the Administration to enter into negotiations with PM AM Corporation, the top- ranked proposer; and, should negotiations fail with the top-ranked proposer, authorizing the Administration to enter into negotiations with Public Safety Corporation, the second-ranked proposer; and, further, authorizing the Mayor and City Clerk to execute the agreement upon successful negotiations by the Administration. JLM/MT/DD/DO/AD T:\AGENDA12016\June\Procurement\RFP 2016-034-AK Fire and Police False Alarm\2016-115-AK Fire and Police False Alarm Billing System- Memo.docx • M A,tv1 I B E AC H OFFICE OF THE CITY MANAGER _ • LTC # LETTER TO COMMISSION 127-2076 TO: Mayor Philip Levine and Members of he City Co mission FROM: Jimmy L. Morales, City Manager I i DATE: March 16, 2016 SUBJECT: Evaluation Committee Relative to Re uest for Proposals (RFP) No. 2016-034-AK Fire and Police False Alarm Billing System The purpose of this LTC is to update the Mayor and City Commission on the status of Request for Proposals (RFP) No. 2016-034-AK, which seeks to establish an agreement with a qualified firm(s)for Fire and Police False Alarm Billing System. The City received two(2)proposals pursuant to this RFP on March 14,2016.The responsive proposals will be reviewed by the Evaluation Committee in accordance with the criteria established in the RFP. • • I am considering appointing the following individuals to serve on the Evaluation Committee: • Joseph Florio, Fire Technology Administrator, Miami Beach Fire Department, City of Miami Beach • Juan Meizoso, Fire Division Chief, Miami Beach Fire Department, City of Miami Beach • • John M. Babcock, Manager,Technical Services Division, Records Section, Police Department, City of Miami Beach • Andre Morales, Technology Coordinator, Investigations & Support Division / Information Resource Office, Police Department, City of Miami Beach • I am also considering the following individuals as alternates: • Anthony Loperfido, Sergeant, Police Department, City of Miami Beach • Jorge Linares, Captain, Miami Beach Fire Department, City of Miami Beach I would appreciate any comments and/or suggestions you may have by Monday, March 21, 2016. Thank you. C: Mark Taxis, Assistant City Manager Alex Denis, Director, Procurement Department Daniel Oats, Chief of Police Virgilio Fernandez, Chief of Fire Department JLM//DO/VF/ F:\PURC\$ALL1Sol citations\2016\2016-034-AK FIRE AND POLICE FALSE ALARM BILLING SYSTEM\09 - Evaluation Committee\Evalua n Committee Meeting\LTC RFP 2016-034-AK FIRA AND POLICE FALSE ALARM BILLING SYSTEM.doc ;`. ATTACHMENT B REQUEST FOR PORPOSAL (RFP) . - AND ADDENDUMS . • • M1AMIBEACH City of Miami Beach, 1755 Meridian Avenue, 3rd Floor, Miami Beach, Florida 33139,www.miamilaeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490 Fax: 786-394-4002 ADDENDUM NO. 2 REQUEST FOR PROPOSALS (RFP) 2016-034-AK FIRE AND POLICE FASLE ALARM BILLING SYSTEM March 4, 2016 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. RESPONSES TO QUESTIONS RECEIVED Q1. On RFP page 26, there is a sentence that reads, The proposer shall provide the City of Miami Beach with the ability to manage the back office functions of the billing system which should include: system configuration...." , can you please elaborate on what system configuration functions the City is wanting to perform? Al. The application shall allow the City to review and manage the incidents that were imported into the false alarm billing system such as, incorrectly coded incidents by the report writer, review and flag any incidents that are excluded from billing due to construction with fire watch in effect, the City owned facilities and locations that may be exempt from billing. Q2. What is the total number of new permit holders, permit renewals, and total billed amount for new . permits and permits renewals in the years 2013, 2014 and 2015? A2. No permits were issued or renewed by the Miami Beach Fire Department from 2013 through 2015. Q3. What is the total number of false alarms the police responded to from 2013 through 2015? A3. The Miami Beach Police Department responded to 6,160 false alarms in 2013, 6,235 in 2014 and 6,252 in 2015. Q4. What is the total amount billed and collected for false alarms by the departments during 2013 through 2015? A4. No amounts were billed or collected for false alarms by the City of Miami Beach Police or Fire Departments from 2013 through 2015. 05. What is the total number of commercial units in the City of Miami Beach? A5. Presently there are 1,933 commercial units in the City of Miami Beach. Q6 What is the total number of residential units in the City of Miami Beach? A6. Presently there are 8,111 residential units in the City of Miami Beach. Q7. What is the total number of sworn police officers for the Miami Beach Police Department? A7. Presently there are approximately 392 sworn police officers for the Miami Beach Police Department. Q8. What is the present method for alarm tracking and billing? A8. The City does not presently have an alarm tracking and billing system. Q9. What is the total number of people handling the alarm billing for the following departments? A9. Presently the Miami Beach Police Department has one person handling the alarm billing; there are none for the Miami Beach Fire Department. 1 Q10. There appears to be a discrepancy in the fine schedule in the Police Alarm Ordinance. On RFP page 35, sec 42-91. Penalties (a) (1) it states, "For the fourth false burglar alarm in the user's registration period, by a fine of $50." Yet, in the chart on the same page, it states, the First through Fourth alarm is $0. Can you please clarify? Also, the label on the police chart says"Fire/Rescue". Clarify fine schedule for the Police false alarm. A10. Please see the revised schedule below: Alarm within 12 months Fire/Rescue-Police First through Fourth Third $0.00 Fourth $50.00 Fifth $100.00 Sixth and above $200.00 Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado(amiamibeachfl.gov. Procurement Contact: Telephone: , Email: Aneta Kamyczek 305-673-7000, ext. 6455 anetakamyczek @miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders"questionnaire with the reason(s)for not submitting a proposal. Sin erely, AI x Den' Pr. - -ment Director 2 MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3'd Floor,Miami Beach,Florida 33139,www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-673-7490 Fax: 786-394-4002 ADDENDUM NO. 1 • REQUEST FOR PROPOSALS (RFP) 2016-034-AK FIRE AND POLICE FASLE ALARM BILLING SYSTEM March 2, 2016 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. REVISION 1. Deadline for the receipt of the proposals is hereby changed to March 14, 2016 3:00pm. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado Ca�miamibeachfl.bov. • Procurement Contact: Telephone: Email: Aneta Kamyczek 305-673-7000, ext. 6455 anetakamyczek©miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders"questionnaire with the reason(s)for not submitting a proposal. Sin;erely, Ale P-nis R . urement Director • 1 REQUEST FOR PROPOSALS ( RFP) Fire and Police False Alarm Billing System RFP 2016-034-AK RFP ISSUANCE DATE: JANUARY 20, 2016 PROPOSALS DUE: MARCH 7, 2016 @ 3:00 PM ISSUED BY: AN ETA KAMYCZEK m M1AMIBEACH ANETA KAMYCZEK, CONTRACTING OFFICER I PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139 305.673.7000 x 64551 www.miamibeachfl.gov MIAMI BEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS 3 0300 PROPOSAL SUBMITTAL INSTRUCTIONS& FORMAT 12 0400 PROPOSAL EVALUATION 14 APPENDICES: PAGE APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 16 APPENDIX B "NO PROPOSAL" FORM 23 APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS 25 APPENDIX D SPECIAL CONDITIONS 36 APPENDIX E REVENUE PROPOSAL FORM 38 APPENDIX F INSURANCE REQUIREMENTS 40 APPENDIX G FALSE ALARM ORDINANCE 42 RFP 2016-034-AK 2 AA ! AAA I BEACH SECTION 0200 INSTRUCTIONS TO RESPONDENTS&GENERAL CONDITIONS 1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful Proposer(s) (the"contractor[s]")if this RFP results in an award. The City utilizes PublicPurchase (mw.oublicourchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective Proposer who has received this RFP by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The purpose of this Request of Proposal (RFP) is to select a proposer to provide the City of Miami Beach Fire and Police Department with a real-time, web-based "False Alarm Billing System". The City is seeking to enter into a revenue sharing contract with a firm that will be responsible for administrating the City's false alarm billing system which includes database development and management, registration of alarm systems, alarm tracking, billing, collection and accounting services for registration fees and false alarm fees, correspondence with citizens and businesses regarding false alarms. 3. SOLICITATION TIMETABLE.The tentative schedule for this solicitation is as follows: RFP Issued January 20th ,2016 Pre-Proposal Meeting February 8th ,2016 10:00AM Deadline for Receipt of Questions February 26th, 2016 5:00PM Responses Due March 7th,2016 3:00PM Evaluation Committee Review TBD Proposer Presentations TBD Tentative Commission Approval Authorizing TBD Negotiations Contract Negotiations Following Commission Approval 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact Telephone: Email: Aneta Kamyczek 305-673-7000 ext.:6455 anetakamvczekemiamibeachfl.gov dditionally, the City Clerk is to.be copied on all communications via e-mail at'RafaelGranadoia7miamibeachfl.00v; •r via'facsimile: 7.86-394-4188: RFP 2016-034-AK 3 /` AIAA/\ l BEACH The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten (10)calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or site visit(s) may be scheduled. - A Pre-PROPOSAL conference will be held as scheduled in Anticipated RFP Timetable section above at the following address: City of Miami Beach Procurement's Department Conference Room 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 9415468 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this RFP expressing their intent to participate via telephone. 6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre- submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through PublicPurchase. Any prospective proposer who has received this RFP by any means other than through PublicPurchace must register immediately with PublicPurchase to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal.Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. CONE OF SILENCE. This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado @miamibeachfl.gov RFP 2016-034-AK- 4 AA 1 /0 I BEACH 8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: httD://web.miamibeachfl.aov!orocurement/scroll.asox'id=23510 • CONE OF SILENCE CITY CODE SECTION 2-486 • PROTEST PROCEDURES CITY CODE SECTION 2-371 • DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3 • LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406 • CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487 • CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES CITY CODE SECTION 2-488 • REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS CITY CODE SECTION 2-373 • LIVING WAGE REQUIREMENT CITY CODE SECTIONS 2-407 THROUGH 2-410 • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE- DISABLED VETERAN BUSINESS ENTERPRISES CITY CODE SECTION 2-374 • FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS,FAVORS&SERVICES CITY CODE SECTION 2-449 9. PUBLIC ENTITY CRIME. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 10. COMPLAINCE WITH THE CITY'S LOBBYIST LAWS. This RFP-is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their responses, in the event of such non-compliance. 11. DEBARMENT ORDINANCE: This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Debarment Ordinance as codified in Sections 2-397 through 2-406 of the City Code. 12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS. This RFP is subject to, and all Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their responses, in the event of such non-compliance. 13. CODE OF BUSINESS ETHICS. Pursuant to City Resolution No.2000-23879, the Proposer shall adopt a Code of Business Ethics("Code")and submit that Code to the Procurement Division with its response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. RFP 2016-034-AK- 5 i\.'; l A/\/\ ! B EAC H 14. AMERICAN WITH DISABILITIES ACT (ADA). Call 305-673-7490 to request material in accessible format; sign language interpreters(five (5)days in advance when possible),or information on access for persons with disabilities. For more information on ADA compliance, please call the Public Works Department, at 305-673- 7000, Extension 2984. 15. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Proposers through PublicPurchase. 16. PROTESTS. Proposers that are not selected may protest any recommendation for selection of award in accordance with eh proceedings established pursuant to the City's bid protest procedures, as codified in Sections 2- 370 and 2-371 of the City Code (the City's Bid Protest Ordinance). Protest not timely made pursuant to the requirements of the City's Bid Protest Ordinance shall be barred. 17. MIAMI BEACH-BASED VENDORS PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-3747, a five (5) point preference will be given to a responsive and responsible Miami Beach-based Proposer. 18.VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City Code Section 2-374, the City shall give a preference to a responsive and responsible Proposer which is a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the lowest responsive, responsible proposer, by providing such proposer an opportunity of providing said goods or contractual services for the lowest responsive proposal amount (or in this RFP, the highest proposal amount). Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more proposers which are a small business concern owned and controlled by'a veteran(s) or a service-disabled veteran business enterprise constitute the lowest proposal pursuant to an RFP or oral or written request for quotation, and such proposals are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service-disabled veteran business enterprise. 19. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract (2) Whether the Proposer can perform the contract within the time specified,without delay or interference. (3) The character, integrity, reputation,judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. RFP 2016-034-AK- 6 M I AN\ I B EAC H 20. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. 21. POSTPONEMENT/CANCELLATION/ACCEPTANCE/REJECTION. The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, responses; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP, or in any responses received as a result of this RFP. Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one-hundred twenty (120) calendar days after proposal opening date.A proposer may withdraw its proposal after expiration of one hundred twenty (120) calendar days from the date of proposal opening by delivering written notice of withdrawal to the Department of Procurement Management prior to award of the contract by the City Commission. 22. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 23. COSTS INCURRED BY PROPOSERS.All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Proposer, and shall not be reimbursed by the City. 24. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposer's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 24. OCCUPATIONAL HEALTH AND SAFETY. In compliance with Chapter 442, Florida Statutes, any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this proposal must be accompanied by a Material Safety Data Sheet(MSDS)which may be obtained from the manufacturer. 25. ENVIRONMENTAL REGULATIONS. The City reserves the right to consider a proposer's history of citations and/or violations of environmental regulations in investigating a proposer's responsibility, and further reserves the right to declare a proposer not responsible if the history of violations warrant such determination in the opinion of the City. Proposer shall submit with its proposal, a complete history of all citations and/or violations, notices and dispositions thereof. The non-submission of any such documentation shall be deemed to be an affirmation by the Proposer that there are no citations or violations. Proposer shall notify the City immediately of notice of any citation or violation which proposer may receive after the proposal opening date and during the time of performance of any contract awarded to it. RFP 2016-034-AK- 7 A,AlAlv1I BEACH 26. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. 27. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and all instructions pertaining to the goods and services relative to this RFP. Failure to do so will be at the Proposers risk and may result in the Proposal being non-responsive. 28. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and found to comply with contract, specifications, free of damage or defect, and are properly invoiced. Invoices must be consistent with Purchase Order format. 29. COPYRIGHT, PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 30. DEFAULT: Failure or refusal of the selected Proposer to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list. 31. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from responsibility. Proposer agrees that the services provided shall be provided by employees that are educated,trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a material breach of this contract. Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the Proposer, or its officers, employees, contractors, and/or agents,for failure to comply with applicable laws. 32. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 33. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit(and cause hotel operator to prohibit) discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender RFP 2016-034-AK- 8 A,/\ IAMI BE ACH identity, sexual orientation, marital and familial status, and age or disability in the sale, lease, use or occupancy of the Hotel Project or any portion thereof. 34. DEMONSTRATION OF COMPETENCY. The city may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) in making an award that is in the best interest of the City, including: A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract. B. Proposals will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this solicitation. C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this solicitation. D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience), in making an award that is in the best interest of the City. F. The City may require Proposer s to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. 35. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to any person,company or corporation,without the prior written consent of the City. 36. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and inspection fees required to complete the work and shall comply with all applicable laws. 37. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 38. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 39. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this solicitation; then B. Addendum issued for this solicitation,with the latest Addendum taking precedence; then C. The solicitation; then D. The Proposer's proposal in response to the solicitation. RFP 2016-034-AK- 9 tV\ I AAA f BEACH 40. INDEMNIFICATION. The Proposer shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the contractor or its employees, agents, servants, partners, principals or subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs,judgments, and attorney's fees which may be incurred thereon. The Proposer expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement 41. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 42. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier. Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential'and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 43. OBSERVANCE OF LAWS. Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated by this RFP (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibility for compliance. 44. CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. RFP 2016-034-AK- 10 AAIAM ► BEACH 45. MODIFICATION/WITHDRAWALS OF PROPOSALS. A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 47. EXCEPTIONS TO RFP. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the RFP to which Proposer took exception to (as said term and/or condition was originally set forth on the RFP). 48. ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. . 49. SUPPLEMENTAL INFORMATION. City reserves the right to request supplemental information from Proposers at any time during the RFP solicitation process, unless otherwise noted herein. 50. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ("items"), it is hereby agreed and understood that the City, through the approval of the Department and Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than $50,000), may require additional items to be added to the Contract which are required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these quote(s) are determined to be fair and reasonable, then the additional work will be awarded to the current contract vendor(s) that offers the lowest acceptable pricing. The additional items shall be added to this contract by through a Purchase Order(or Change Order if Purchase Order already exists). In some cases, the City may deem it necessary to add additional items through a formal amendment to the Contract, to be approved by the City Manager. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. Balance of Page Intentionally Left Blank RFP 2016-034-AK- 11 I\AI /\/\AI BEACH SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED RESPONSES. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. • 2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened.The City does not accept responsibility for any delays, natural or otherwise. 3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. Proposals that do not include the required information will be deemed non- responsive and will not be considered. TAB 1, Cover Letter& Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents.The cover letter must indicate Proposer and Proposer Primary Contact for the purposes of this solicitation. 1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed. 1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum qualifications requirements established in Appendix C, Minimum Requirements and Specifications. TAB 2 Experience&Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience and proven track record of providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of similar experience, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s)and term of engagement. 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for this project if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. 2.3 Financial Capacity. Each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report from D&B at: https:/lsupplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?storeld=11696 Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and RFP 2016-034-AK 12 MIAMI BEACH as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun&Bradstreet at 800-424-2495. TAB 3 Scope of Services Proposed Submit detailed information addressing how Proposer will achieve each portion of the scope of services and technical requirements outlined in Appendix C, Minimum Requirements and Specifications. Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete a fully review and score the proposed scope of services. TAB 4 Approach and Methodology Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed information, as applicable, which addresses, but need not be limited to: implementation plan, project timeline, phasing options, testing and risk mitigation options for assuring project is implemented on time and within budget. TAB 5 Revenue Proposal Submit a completed Revenue Proposal Form (Appendix E). Note: After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). • RFP 2016-034-AK- 13 AA I A M ! B E A C H SECTION 0400 PROPOSAL EVALUATION 1. Evaluation Committee. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the requirements set forth in the solicitation. If further information is desired, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. The evaluation of proposals will proceed in a two-step process as noted below. It is important to note that the Evaluation Committee will score the qualitative portions of the proposals only. The Evaluation Committee does not make an award recommendation to the City Manager. The results of Step 1 & Step 2 Evaluations will be forwarded to the City Manager who will utilize the results to make a recommendation to the City Commission. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. 2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the Evaluation Committee results by the Procurement Department An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may: • review and score all proposals received,with or without conducting interview sessions;or • review all proposals received and short-list one or more Proposers to be further considered during subsequent interview session(s) (using the same criteria). Step t Qualitative-Criteria Maximum Points Proposer Experience and Qualifications,including Financial Capability 30 Scope of Services Proposed 30 Approach and Methodology 10 - 'TOTAL AVAILABLE STEP'?POINTS 70 , • 3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive additional quantitative criteria points to be added by the Department of Procurement Management to those points earned in Step 1, as follows. Step 2-Quantitative Revenue Proposal 30 Veterans Preference 5 TOTAL AVAILABLE STEP 2 POINTS 35 4. Revenue Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula: RFP 2016-034-AK 14 t\AIANA I BEACH Sample Objective Formula for Revenue Vendor Vendor Example Maximum Formula for Calculating Points Total Points Revenue Allowable Points (lowest revenue/revenue of Awarded Proposal (Points noted are for proposal being evaluated X illustrative purposes only. maximum allowable points= Actual points are noted above awarded points)Round to Vendor A 30% 20 30130 X 20=20 20 Vendor B 25% 20 25 130X 20=17 17 Vendor C 20% 20 20/30X 20=13 13 5. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points will be added to each evaluation committee member's scores by the Department of Procurement Management. Step 1 and 2 scores will be converted to rankings in accordance with the example below: Proposer A Proposer'B Proposer C :' ;_ Step 1 Points 82 76 80 Step 2 Points 22 15 12 —— Total 104 91 92 Mem1)er.1:i. , Rank: 1 .'• 3 i • ..2 , : - Step 1 Points 79 85 72 Step 2 Points 22 15 12 _. ---Commdtr Total 101 100 84 — —Member 2 F — — �k ••r- Step 1 Points 80 74 66 s' Step 2 Points 22 15 12 — Cmmdte. Total 102 89 78 Me nW 2'i 1— EZank -_._ °;.,2'_1- <:-Q °-3 Low Aggregate''Score, 3 7 8 Final Ranking' 1 2 3 Final Ranking is presented to the City Manager for further due diligence and recommendation to the City Commission. Final Ranking does not constitute an award recommendation until such time as the City Manager has made his recommendation to the City Commission,which may be different than final ranking results. RFP 2016-034-AK- 15 MIAMI BEACH APPENDIX A Proposal Certification , Questionnaire & Requirements Affidavit 2016-034-AK Fire and Police False Alarm Billing System PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 RFP 2016-034-AK- 16 tv'\ IAI\/\ ! B Solicitation No: Solicitation Title: 2016-034-AK Fire and Police False Alarm Billing System Procurement Contact: Tet: Email: Aneta Kamyczek 305.673.7000 ext. 6455 anetakamyczek @miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements', and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: No of Years in Business: No of Years in Business Locally: No.of Employees: OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS(HEADQUARTERS): CITY: STATE: ZIP CODE: TELEPHONE NO.: TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from Proposer or other source(s),including but not limited to:any firm or principal information, applicable licensure,resumes of relevant individuals, client information,financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. RFP 2016-034-AK- 17 i ;A/V\ ! BEACH 1. Veteran Owned Business. Is Pro oser claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s)of any officer, director,agent, or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly, an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3. References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name 8,Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non erformance by an ublic sector agency? YES NO SUBMITTAL REQUIREMENT: If answer to above is"YES,' Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (induding your sub-consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879,each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Code to the Department of Procurement Management with its proposal/response or within five(5)days upon receipt of request. The Code shall, at a minimum, require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. • SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at www.miamibeachfl.gov/procurement/. RFP 2016-034-AK- 18 fv1 AMIBEACH 7. Living Wage. On September 30, 2014, the Mayor and City Commission adopted Ordinance 2014-3897 amending Section 2-408 of Division 6, Article VI, of Chapter 2 of the Miami Beach City Code,by increasing the living wage rate to$13.31 an hour without health benefits or$11.62 an hour with health benefits of at least$1.69 an hour with an effective date of January 1,2015. Failure to comply with this provision shall be deemed a material breach under this bid,under which the City may,at its sole option, immediately deem said proposer as non-responsive, and may further subject proposer to additional penalties and fines, as provided in the City's Living Wage Ordinance, as amended. For further information on the Living Wage requirement you may contact the City's Contract Compliance Administrator at(305)673-7490. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees to the living wage requirement. 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals, to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners"or to domestic partners of employees? YES NO - C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance.To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procurement/. RFP 2016-034-AK- 19 .iv\ IAnf^ I BEACH 9. Public Entity Crimes.Section 287.133(2)(a), Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals, proposals,or replies on leases of real property to a public entity;may not be awarded or perform work as a contractor, supplier, subcontractor,or consultant under a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. 10. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Confirm Inifial to Confirm Inifial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. RFP 2016-034-AK- 20 iV\ IAI\AIBEACH DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award, or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation,express or implied,as to its content,its accuracy,or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. RFP 2016-034-AK- 21 MIAMI BEACH 'PROPOSER CERTIFICATION' I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed,or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification,Questionnaire and Requirements Affidavit are true and accurate. . Name of Proposer's Authorized Representative: Title of Proposers Authorized Representative: Signature of Proposer's Authorized Representative: Date: State of FLORIDA ) On this_day of ,20_,personally appeared before me who County of ) stated that (s)he is the of , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of Florida My Commission Expires: RFP 2016-034-AK- 22 • f``AI AAA B E i\C F 1 APPENDIX B " No Bid " Form RFP 2016-034-AK Fire and Police False Alarm Billing System PROCUREMENT DEPARTMENT 1755 Meridian Ave. 3rd Floor Miami Beach, Florida 33139 [ote: tt imrMit t for tFiose vendcirs have receiv"_ed notifeafion of fhislfs cifaiio MIN hm a iiecderndaf Ial3oycornptetd es submit th oftbche ti Sttifiemofitr flPlo Bids Tfie Stdtementfof No B d', provides irhe OWErvrti3inEciTraiig o how to prov_eithe salicigifion,_��'process: Foiiure to:subririit ;"Stcsfement of NolBrd may result ii not being'sit tifiied HrLQfulY►�r1'SVI�W I�A'104NL.7yrt�4 \i� :•�. ?� r�1 r h'`... � r u• x r_ ..� awry lc` -7. RFP 2016-034-AK 23 MIAt\/\ l B Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED BELOW: _Workload does not allow us to proposal _Insufficient time to respond _Specifications unclear or too restrictive Unable to meet specifications _Unable to meet service requirements _Unable to meet insurance requirements Do not offer this product/service _OTHER. (Please specify) We do_do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH PROCUREMENT DEPARTMENT ATTN: Aneta Kamyczek PROPOSAL#2016-034-AK 1755 Meridian Ave, 3'" floor MIAMI BEACH, FL 33139 RFP 2016-034-AK 24 MIAMI BEACH APPENDIX C Minimum Requirements & Specifications RFP 2016-034-A K Fire and Police False Alarm Billing System PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 RFP 2016-034-AK 25 /\\ 1AAA1BEACH Cl. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit, with its proposal, the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to include the required submittals with its proposal or fail to comply with minimum requirements shall be deemed non-responsive and shall not have its proposal considered. 1. Proposer must have successfully installed a minimum of three (3) intemet based False Alarm Billing Systems for municipalities in size of no less than 50,000 residents within the last three (3)years. SUBMITTAL REQUIREMENTS: For each client listed, provide proof of such service. Proof shall include: client name, client representative, client representative email address and telephone number, contract number, dates of award and brief scope of work. C2. Statement of Work Required. The purpose of this Request of Proposal (RFP) is to select a proposer to provide the City of Miami Beach Fire and Police Department with a real-time, web-based "False Alarm Billing System". The City is seeking to enter into a revenue sharing contract with a firm that will be responsible for administrating the City's false alarm billing system which includes database development and management, registration of alarm systems, alarm tracking, billing, collection and accounting services for registration fees and false alarm fees, correspondence with citizens and businesses regarding false alarms.for Fire Department and Police. The proposer shall provide the City of Miami Beach with the ability to manage the back office functions of the billing system which should • include; system configuration, false alarm case review, account management, financial statistics, quality assurance/insurance and ad-hoc reporting. The application shall allow the residents, business owners and alarm management entities with the capability to register and manage both burglar and fire alarm account information via the intemet. The proposer shall provide the customer with all aspects of customer service. The successful proposer will provide all hardware, software, materials, supplies, space, and staff resources as required. Such contract shall be at no cost to the City. C3. Specifications • Proposed solution must be hosted by third-party and web-enabled. • Technical support shall be available via the telephone (toll free) during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., and after hours emergency support. • Provide customer support to residents and business owners during normal business hours, Monday through Friday, 8:00 a.m.to 5:00 p.m. • Provide a dedicated account manager that will be responsible for providing support and implementation assistance. • Provide initial training for the Fire and Police Department personnel on the proper use of the functions and applications, both at the individual and administrator level. • Provide collection of payments in accordance with the rates established by the alarm ordinance, and any implementing resolution or orders, as may be amended from time to RFP 2016-034-AK 26 I ,A,i\'\ ! BEACH time by the City. • Performance of all the billing in accordance with the City's alarm ordinance, and any implementing resolutions or orders, as may be amended from time to time by the City. • Provide customers with ability to make payments on line. • Identify and provide notice to alarm users that are delinquent by 30 days. • Report to the City those alarm users that are delinquent by 30 days. • Respond to citizen complaints about lack of services to an alarm address. • Respond to miscellaneous citizen complaints concerning the false alarm billing collection and related services. • The proposer shall be point of contact for all contacts with alarm users. • The proposer shall send out notices when the City advises vendor that there is a new user of the alarm system. • All templates for correspondence must be preapproved by the City prior to use by the vendor. • The proposer shall supply hardware, software and all services necessary to establish and provide the false alarm billing and collection service to include postage. The computer system shall produce various notices including violations, and maintain supplies and services including but not limited to: •:• Hardware/software to maintain all data in reference to this proposal, •> Supply personnel to perform all pertinent duties under this proposal, • The selected proposer shall coordinate with and supply the City all necessary equipment, materials, personnel and services. C3.1 The system shall include, as a minimum,the following requirements: • Single vendor for both Police and Fire Departments with separate user management and configuration. • Single point of contact or Account Manager for both Police and Fire Department. • Single point of contact and daily resident assistance. • Web based platform/browser based and no"FAT"client installation. • Independent and configurable triggers to be defined by Police Computer Aided Dispatch (CAD)data and Fire Department Records Management System (RMS) data. • Back-end User Management Tool that is permission based. • Multi browser based builds(Chrome, Safari, Mozilla, Firefox, Opera, IE, etc.). • Administration Configuration Utility. • Ad-hoc reporting tool. • Records retention shall meet the State of Florida Schedule, per Chapter 119 and 257, Florida Statutes. • Vendor to provide Public Service Announcements and initial mailers for registration kick-off at no cost. • Maintenance of databases: a) Alarm permits. b) Permit Holders. c) Permit Holders with outstanding charges. d) Non-permitted location with outstanding charges. RFP 2016-034-AK 27 A/\ I B E 1AC H e) Address verification database. C3.2 System Functionality Requirements shall be as follows: • Public education via web and mailers. • Provide a toll-free citizen customer support telephone line. Such services shall not be outsourced and shall be conducted by the selected vendor. Customer service personnel must have experience in handling the administration aspects (including tracking and billing) of the program and the service must be able to support any citizens' inquiries about the City's alarm ordinance, registrations, fines, etc. • Provide continuing education programs for alarm users and alarm companies. The promotional campaign may include radio and television public service announcements, billboards, print advertisements. • Public Access Portal. • Self-registration of alarm via the web by customer or administrator. • Mail Registration Acceptance. • Call Center acceptance of registration to be handled by vendor. • Ad-hoc reporting. • Configurable accounting statistical and reporting tools. • Ability to audit user's access and actions within application (i.e. record changes or billing changes). • Ability to exclude specific response locations (i.e. City buildings, hospitals, non-response locations). • Ability to export to Excel, CSV, and or text files. • Shall return the City's data in an agreed-upon format at the end of the contract term, if the contract is not renewed,or upon any earlier termination. • Access to query system for notification/billing date/time stamp. • Provide a monthly report of all fees collected for permits and false alarms. • Violator must have the ability to dispute the Notice of Violation (NOV) within 30 days of notification (should delay billing functionality once dispute is received). • Vendor Customer Service to flag disputes and provides notification to the City. • Vendor to provide a system or business process for handling disputes(correction of record . info, request for hearing at Special Master) within certain number of days from Notice of Violation. • City to have the ability to add notes/follow-up information on individual alarm profiles and incidents. • Vendor to provide an automated upload process of violations with no end-user intervention. • Proposer shall work with New World Systems Corporation, the vendor for the City's Police Computer Aided Dispatch (CAD) and Fire Records Management System (RMS) to interface between Proposer's software and the CAD/RMS system. • Ability to run reports based on geographical location (homeowners association, Fire Department Zone) by set map layers or polygon. RFP 2016-034-AK 28 t`i\ ,A AA I B EAC H C.4 FEES STRUCTURE The successful proposer will collect all revenues generated in accordance to the City's False Alarm Ordinance. C.5 PERCENTAGE OF GROSS (PG) During the initial term and any approved renewal term, the successful contractor shall pay the City a percentage of its gross revenue collected from the enactment of false alarm program. Percentage of gross revenue shall be paid on a monthly base, showing the fee calculation and supporting payments reconciliation. In the event that the City chooses to extend the term of the agreement for any renewal term(s), the renewal term(s) range of collections may be increased in a manner to—be—negotiated-between—the—City—and successful contractor. • Figure#1 False Alarm— Miami Beach Fire Department. Sec. 50-8. -Fire alarms, regulations, penalties, enforcement. (a) Purpose of regulation. The purpose of this section is to place responsibility on the alarm user to prevent, by use of appropriate mechanical, electrical,or other means, false fire alarms. (b) Scope of regulations. The provisions of this section shall apply throughout the geographical area serviced [by]the Miami Beach Fire Department. (c) Definitions. (1) Alarm user means the person or other entity that owns, possesses, controls, occupies or manages any premises as defined below. (2) False fire alarm means a signal from a fire alarm system that elicits a response by the Fire Department when no actual or threatened fire-related emergency exists. This definition includes signals activated by negligence, accident, mechanical failure, and electrical failure signals activated intentionally in non-emergency situations; and signals for which the actual cause of activation is unknown. It is a rebuttable presumption that a fire alarm is false if personnel responding from the Fire Department do not discover any evidence of fire or other emergency after following normal Fire Department operating procedures in investigating the incident. An alarm is not false if the alarm user provides evidence that (1) an individual activated the alarm based upon a reasonable belief that a fire-related emergency existed: (2) the alarm system was activated by lightning or an electrical surge that caused physical damage to the system, as evidenced by the testimony of a licensed alarm system contractor who conducted an on-site inspection and personally observed the damage to the system; or(3) the alarm was activated by vandals. (3) Fire alarm system means any assembly of equipment, mechanical or electrical, arranged to signal the occurrence of fire-related emergency, requiring urgent attention and to which Fire Department personnel may reasonably be expected to respond, but does not include household fire alarm systems installed in one-or two-family dwellings. (4) Household fire alarm system means a system of devices that is listed for residential use and installed in a one- or two-family dwelling other than facilities that are required to be licensed. REP 2016-034-AK 29 A:' IIAMI BEACH (5) Premises means the building or structure, or portion of a building or structure, upon which a fire alarm system is installed or maintained. (6) Vandals means a person or persons who willfully cause damage to the fire alarm system which results in the activation of a fire alarm. (d) Fire alarms; posting requirements. A fire alarm user shall conspicuously post at the main entrance to the alarm user's premises a notice stating (1) the name of an individual or alarm company able and authorized to enter the premises and deactivate the alarm; (2) emergency telephone numbers by which those individuals can be reached at all times; and (3) the name and address of the alarm user. The information must be kept current and failure to update this information within 48 hours of any change constitutes a violation of this section. (e) False fire alarms prohibited. No fire alarm user shall cause, allow, permit or suffer the fire alarm system to emit three or more false alarms in any calendar year. (f) Inspection requirements/post activation. After the second and each additional false fire alarm in one calendar year, the alarm user shall, within 30 days, after the second or subsequent fire alarm activation, file a written inspection and test report with the Fire Department from a licensed fire alarm contractor stating that the fire alarm system has been inspected and tested since the last false fire alarm. The report shall set forth the probable cause of the activation, description of any repairs, modifications made or actions taken to prevent additional false alarm activations. The inspection and test report shall also state that the system is currently fully functional without deficiencies. (g) Penalties. A violator of this section shall receive a fine(s)as follows: (1) For the first false alarm within a calendar year:A notice of violation with no fine. (2) For the second false alarm within a calendar year:A notice of violation with no fine. (3) For the third and fourth false alarm within a calendar year: A citation with a fine of $250.00. (4) For the fifth false alarm and subsequent false alarms including the twelfth false alarm within a calendar year:A citation with a fine of$500.00. (5) For the thirteenth and subsequent false alarms within a calendar year: A citation with a fine of$1.000.00. (h) Enforcement. The fire inspector shall issue a citation for each false alarm. A violator who has been issued a citation under this section shall elect either to: (1) Pay the civil fine in the manner indicated on the citation: or (2) Request an administrative hearing before a special master to appeal the decision of the fire inspector which resulted in the issuance of the citation. (i) Appeal of a citation. The violator may appeal the citation by requesting an administrative hearing within ten days from the date of issuance. The procedures for appeal of the citation shall be as set forth in Chaoter 30, as may be amended from time to time. (j) Failure to appeal. Failure of the named violator to appeal the citation within the prescribed time period shall constitute a waiver of the violator's right to an administrative hearing before the special master. A waiver of the right to an administrative hearing shall be treated as an admission of the citation, and fines are owed to the City. Unpaid fines may result in the imposition of larger fines and/or further enforcement as set forth in this Chapter. (k) Appeal of special master's decision. Any party aggrieved by the decision of a special master may appeal that decision as provided by applicable Florida Statutes and Florida Rules of RFP 2016-034-AK 30 • l\/\ A/V\ I B EAC H Appellate Procedure. (I) Imposition of civil fines. The City may institute proceedings in a court of competent jurisdiction to compel payment of civil fines. A certified copy of an order imposing a civil fine may be recorded in the public records and thereafter shall constitute a lien upon any other real or personal property owned by the violator, and it may be enforced in the same manner as a court judgment by the sheriffs of this state, including levy against the personal property, but shall not be deemed to be a court judgment except for enforcement purposes. After two months from the filing of any such lien which remains unpaid, the City may institute proceedings to foreclose or Otherwise execute on the lien. Miami Beach Fire Department False Alarm Ordinance.Penalties. Alarm within 12 m_o nths - Fire/Rescue First and Second 50.00 Third and Fourth S250.00 Fifth thru Twelve 5500.00 Thirteenth and above 51,000.00 Figure#2 Miami Beach Police Department Burglar Alarms,Ordinance 2014-3830 • Sec. 42-81. -Definitions. The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Alarm user means the person who owns, possesses, controls, occupies or manages any premises as defined in this section, False intrusion alarm system means a signal from an intrusion alarm system that elicits a response by the police when no emergency or actual or threatened criminal activity requiring immediate response exists. This definition includes signals activated by negligence, accident, mechanical failure and electrical failure; signals activated intentionally in nonemergency situations; and signals for which the actual cause of activation is unknown. It is a rebuttable presumption that an intrusion alarm is false if the responding police officer does not discover any evidence of unauthorized entry, criminal activity or other emergency after following normal police procedures in investigating the incident. An alarm is not false if the alarm user proves that: (1) An individual activated the alarm based,upon a reasonable belief that an emergency or actual or threatened criminal activity requiring immediate response existed;or (2) The alarm system was activated by lightning, thunderstorms, severe weather conditions or an electrical surge that caused physical damage to the system, as evidenced by testimony of a licensed alarm system contractor who conducted an on-site inspection and personally observed the damage to the system. Intrusion alarm system means any assembly of equipment, mechanical or electrical, arranged to signal the occurrence of an illegal entry or other activity requiring urgent attention and to which the police department may reasonably be expected to respond, but does not include fire alarms or alarms installed in motor vehicles. If a fire alarm system is connected to an intrusion alarm system, this section shall not apply to false alarms that the alarm user proves were generated by the fire RFP 2016034-AK 31 `/\ A MM ! BEACH alarm portion of the system. Premises means the building or structure or portion thereof upon which an intrusion alarm system is installed or maintained. Ord. No. 97-3078, §2 Sec. 42-82.- Purpose of division. The purpose of this division is to place the responsibility on the alarm user to prevent, by use of appropriate mechanical,electrical or other means, false burglary and robbery alarms. Sec. 42-83. -Enforcement of division. This division shall be enforced by the police department of the city. Sec. 42-84. -Alarm registration and permit renewal. (a) Permits shall be renewed annually during the month of January. The fee for renewal will be as set forth in appendix A of this Code. Failure to pay the permit renewal fee shall result in the termination of police response to intrusion alarms. The renewal fee will be waived for all alarm users who have had no false intrusion alarms during the past 12 months. (b) Before police response to any alarm is terminated under this section, the police department will notify the alarm user and the alarm monitoring company by certified mail, return receipt requested. The notification will inform the alarm user and the alarm monitoring company that the alarm is being operated in violation of this section and that police response to alarms will be terminated in 30 days unless the alarm is registered and the renewal fee is paid. The alarm company that installs an alarm system, or the user of an alarm system not installed by a company, shall file the following information with the city police department false alarm section within 48 hours of such installation, excluding weekends and holidays. For alarms existing • before October 8, 1997, alarm users must,within 60 days of October 8, 1997, file a completed alarm registration/permit form with the police department, providing the following information: (1) The names of individuals able and authorized to enter the premises and deactivate the alarm. (2) Emergency telephone numbers by which those individuals can be reached at all times. (3) The name and telephone number of the alarm company that is monitoring the alarm system, if applicable. (4) The name and telephone number of the alarm company that installed the system, if different from the monitoring entity. (5) The name and address of the alarm user. The alarm company or, where there is no alarm company, the user must make certain that the information filed with the police department is current. Failure to update this information within five working days of any change, excluding weekends and holidays, constitutes a violation of this section. (6) Whether the alarm is equipped with a backup power supply that will automatically be activated in the event of a power failure. (7) Whether the alarm is equipped with a device that automatically silences the alarm within 15 minutes after activation. RFP 2016-034-AK 32 I AM BEACH Sec. 42-85. -Required equipment in an intrusion alarm. An intrusion alarm user shall not use an intrusion alarm system unless that intrusion alarm system is equipped with: (1) A backup power supply that will automatically be activated in the event of power failure or outage; and (2) A device that automatically silences the alarm within 15 minutes after activation. Within 18 months from April 12, 1997, alarm users shall be responsible to ensure that all existing intrusion alarm systems are brought into compliance with subsections (1) and (2) of this section. Intrusion alarms installed after April 2, 1997, shall comply with the requirements of subsections(1) and (2)of this section before they can be activated in the city. Sec. 42-86.- False alarms. No alarm user shall cause, allow or permit the intrusion alarm system to give four or more false intrusion alarms in any registered period. Sec. 42-87. -Cancelling false intrusion alarm calls. Alarm monitoring companies shall in all cases attempt to verify that any activated alarm is not false. They shall, within ten minutes of the alarm activation, notify the city police department to cancel a police response to alarm calls that they have determined false as defined in section 42- 81. The police department will cancel the police response only under the following conditions: (1) The police department received notification prior to the officer's arrival at the alarm location. (2) The alarm is not a panic alarm. Sec. 42-88.- Limitation to police response. (a) Police are not required to respond to: (1) Intrusion alarms at locations where seven or more substantial false alarms occurred in a dynamic 12-month period unless the provisions of section 42-91 are complied with. (2) Intrusion alarms at locations where an intrusion alarm fine was not paid within 60 days of a notice of violation unless the provisions of section 42-91 are complied with. (3) Locations where required alarm registration information was not filed within 60 days of a notice of violation for failure to file alarm information. (b) Nothing in this section shall: (1) Preclude the police department from responding to panic or ambush alarm signals, calls describing emergencies or crimes in progress or routine calls for service. (2) Limit the police department from issuing a notice of violation for alarms in violation of this division. (3) Be construed to create a duty to respond in any circumstances where such a duty does not exist pursuant to the statutory or common law of the state. (c) A notice that police response will be discontinued, for any of the reasons set forth in this section, will accompany a notice of violation and will be posted at the affected location, or be sent to the user by certified mail, return receipt requested, at least 30 days prior to RFP 2016-034-AK 33 AIAMI BEACH discontinuing service. (d) Police response will continue while an appeal is pending under section 42-91. (e) In order to restore police response to burglar alarms at terminated locations, the alarm user. (1) When police response had been discontinued pursuant to subsection (a)(1) of this section, must submit a letter or written report from a licensed alarm company certifying that the alarm system is working properly, and pay all outstanding fines pursuant to this division. (2) When police response had been discontinued pursuant to subsection (a)(2) of this section, must pay all outstanding fines pursuant to this division. (3) When police response has been discontinued pursuant to subsection (a)(3) of this section, must submit completed alarm registration information to the police department and pay all outstanding fines pursuant to this division. Sec. 42-89.- Enforcement. The Miami Beach Police Department shall enforce the provisions of this section. This shall not preclude other law enforcement agencies or regulatory bodies from any action to assure compliance with this section, and all applicable laws. If an enforcing officer finds a violation of this section, the officer may issue a notice of violation to the violator. The notice of violation must inform the violator of the nature of the violation, amount of fine for which the violator is liable, instructions and due date for paying the fine, notice that the violation may be appealed by requesting an administrative hearing within ten days after service of the notice of violation, and that failure to appeal the violation within the ten days, shall constitute an admission of the violation and a waiver of the right to a hearing. Sec. 42-90. - Rights of violators; payment of fine; right to appear; failure to pay civil fine or to appeal. (1) A violator who has been served with a notice of violation must elect to either: a. Pay the civil fine in the manner indicated on the notice of violation; or b. Request an administrative hearing before a special master to appeal the notice of violation, which must be requested within ten days of the issuance of the notice of violation. (2) The procedures for appeal by administrative hearing of the notice of violation shall be as set forth in sections 30-72 and 30-73. (3) If the named violator, after issuance of the notice of violation, fails to pay the civil fine, or fails to timely request an administrative hearing before a special master, the special master may be informed of such failure by report from the officer. Failure of the named violator to appeal the decision of the officer within the prescribed time period must constitute a waiver of the violator's right to an administrative hearing before the special master, and must be treated as an admission of the violation,which fines and penalties to be assessed accordingly. (4) A certified copy of an order imposing a fine may be recorded in the public records, and thereafter shall constitute a lien upon any real or personal property owned by the violator, which may be enforced in the same manner as a court judgment by the sheriffs of this state, including levy against the violator's real or personal property, but shall not be deemed to be a RFP 2016-034-AK 34 `\./ � /\/\\ I B EAC F-I court judgment except for enforcement purposes. After two months from the recording of any such lien that remains unpaid, the city may foreclose or otherwise execute upon the lien. (5) Any party aggrieved by a decision of a special master may appeal that decision to a court of competent jurisdiction. (6) The special master shall be prohibited from hearing the merits of the notice of violation or the consideration of the timeliness of a request for an administrative hearing, if the violator has failed to request the administrative hearing within ten days of the issuance of the notice of violation. (7) The special master shall not have discretion to alter the penalties prescribed in sections 42-91 and 42-92. Sec. 42-91.-Penalties. (a) Civil fine for violators. The following civil fines must be imposed for a violation of section 42-86 for those violations incurred for a false intrusion alarm: (1) For the fourth false burglar alarm in the user's registration period, by a fine of$50.00. (2) For the fifth false burglar alarm in the user's registration period, by a fine of$100.00. (3) For the sixth and each additional false burglar alarm in the user's registration period, by a fine of$200.00. (4) For each violation of section 42-87, the alarm monitoring company shall be fined $100.00. (b) An alarm user shall not be fined more than $200.00 for false alarms that occur at the same premises in any 24-hour period. (c) No penalty specified hereunder shall be imposed or assessed against any entity that qualifies as tax exempt under the provisions of Section 501(c)(3) of the Internal Revenue Code provided that the premises are used exclusively by said entity for such tax exempt purposes. Miami Beach Police Department Burglary Alarm Ordinance.Penalties Alarm within 12 months Fire/Rescue = First throush Fourth 50.00 Fifth S100.00 Sixth and above S200.00 RFP 2016-034-AK 35 '1AI A/v\ I BEACH APPENDIX D Special Conditions RFP 2016-034-A K Fire and Police False Alarm Billing System em PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 RFP 2016-034-AK 36 MIAMI BEACH 1. TERM OF CONTRACT. The contract shall commence upon the date of notice of award and shall be effective for two (2)years. 2. OPTIONS TO RENEW. The City will have the option to extend for three (3) additional one-year periods subject to the availability of funds for succeeding fiscal years. 3. WARRANTY/GUARANTEE REQUIREMENTS. The contractor warrants the materials supplied and the work performed under this contract conform to warranty materials provided and work performed for one (1) year from date of completion. In addition to all other warranties that may be supplied by the bidder, the bidder shall warrant its products and/or service against faulty labor and/or defective material for a minimum period of one (1) year after the date of acceptance of the labor, materials and/or equipment by the City. This warranty requirement shall remain in force for the full one (1) year period; regardless of whether the contractor is under contract with the City at the time of any defect. Any payment by the City on behalf of the goods or services received from the contractor does not constitute a waiver of these warranty provisions. The contractor shall be responsible for promptly correcting any deficiency, at no cost to the City, within five (5) calendar days after the City notifies the contractor of such deficiency in writing. If the contractor fails to honor the warranty and/or fails to correct or replace the defective work or items within the period specified, the City may, at its discretion, notify the contractor, in writing, that the bidder may be debarred as a City bidder/proposer and/or subject to contractual default if the corrections or replacements are not completed to the satisfaction of the City within ten (10) calendar days of receipt of the notice. If the contractor fails to satisfy the warranty within the period specified in the notice, the City may (a) place the contractor in defaults of its contract, and/or (b) procure the products or services from another contractor and charge the contractor for any additional costs that are incurred by the City for this work or items; either through a credit memorandum or through invoicing. 4. FAILURE TO PERFORM. Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken within 48 hours of any failure to perform according to specifications, the City reserves the right to declare Contractor in default of the contract or make appropriate reductions in the contract payment. 5. COMPLETE PROJECT REQUIRED. These specifications describe the various items or classes or work required, enumerating or defining the extent necessary, but failure to list any item or classes under the scope of the several sections shall not relieve the contractor from furnishing, installing or performing such work where required by any part of these specifications, or necessary to the satisfactory completion of this project. 6.ADDITIONAL SERVICES. Services not specifically identified in this request may be added to any resultant contract upon successful negotiations and mutual consent of the contracting parties. RFP 2016-034-AK 37 r IV\ IAMI BEACH APPENDIX E Revenue Proposal Form RFP 2016-034-AK Fire and Police False Alarm Billing System PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 RFP 2016-034-AK 38 AA ,x AA B EIAC H APPENDIX A PROPOSAL TENDER FORM Failure`to submit Section 5,Proposal Tender Form. in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Bid Price Form (Section 5) shall be completed mechanically or, if manually, in ink. Proposal Tender Forms (Section 5) completed in pencil shall be deemed non-responsive. All corrections on the Proposal Tender Form (Section 5) shall be initialed. The successful proposer will collect all revenues generated in accordance to the City's False Alarm Ordinance. Proposer shall propose a minimum monthly percentage of Gross Revenue, to be paid on a monthly base, showing the fee calculation and supporting payments reconciliation ' Range of Collections • • Based on the Annual Collection.Periods 7-0-Collection- 0-5150,000.00 S150,001-300,000 % S300,001 and above Bidde6 Affirn ation' Company: Authorized Representative: Address: Telephone: Email: Authorized Representative's Signature: RFP 2016-034-AK 39 MIAMIBEACH APPENDIX F Insurance Requirements RFP 2016-034-AK Fire and Police False Alarm Billing System PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 RFP 2016-034-AK 40 AAIA\/iI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. 1. Workers' Compensation and Employees Liability per the Statutory limits of the state of Florida. 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity(Hold harmless endorsement exactly as written in 'Insurance requirements"of specifications). 3. Automobile Liability - $1,000,000 each occurrence - owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: Builders Risk completed value $ .00 _Liquor Liability $ .00 Fire Legal Liability $ .00 Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 _Other $ .00 • 7. Thirty(30) days written cancellation notice required. 8. Best's guide rating B+:VI or better, latest edition. 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. RFP 2016-034-AK 41 r M f\ I B EACH ti APPENDIX G False Alarm Ordinance RFP 2016-034-A K Fire and Police False Alarm Billing System PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 RFP 2016-034-AK 42 MJAMI BEACH False Alarms—Miami Beach Fire Department. Sec. 50-8.- Fire alarms, regulations, penalties, enforcement. (a) Purpose of regulation. The purpose of this section is to place responsibility on the alarm user to prevent, by use of appropriate mechanical, electrical, or other means, false fire alarms. (b) Scope of regulations. The provisions of this section shall apply throughout the geographical area serviced [by] the Miami Beach Fire Department. (c) Definitions. (1) Alarm user means the person or other entity that owns, possesses, controls, occupies or manages any premises as defined below. (2) False fire alarm means a signal from a fire alarm system that elicits a response by the Fire Department when no actual or threatened fire-related emergency exists. This definition includes signals activated by negligence, accident, mechanical failure, and electrical failure signals activated intentionally in non- emergency situations; and signals for which the actual cause of activation is unknown. It is a rebuttable presumption that a fire alarm is false if personnel responding from the Fire Department do not discover any evidence of fire or other emergency after following normal Fire Department operating procedures in investigating the incident. An alarm is not false if the alarm user provides evidence that (1) an individual activated the alarm based upon a reasonable belief that a fire-related emergency existed: (2) the alarm system was activated by lightning or an electrical surge that caused physical damage to the system, as evidenced by the testimony of a licensed alarm system contractor who conducted an on-site inspection and personally observed the damage to the system; or(3) the alarm was activated by vandals. (3) Fire alarm system means any assembly of equipment, mechanical or electrical, arranged to signal the occurrence of fire-related emergency, requiring urgent attention and to which Fire Department personnel may reasonably be expected to respond, but does not include household fire alarm systems installed in one- or two-family dwellings. (4) Household fire alarm system means a system of devices that is listed for residential use and installed in a one-or two-family dwelling other than facilities that are required to be licensed. (5) Premises means the building or structure, or portion of a building or structure, upon which a fire alarm system is installed or maintained. (6) Vandals means a person or persons who willfully cause damage to the fire alarm system which results in the activation of a fire alarm. (d) Fire alarms;posting requirements. A fire alarm user shall conspicuously post at the main entrance to the alarm user's premises a notice stating (1) the name of an individual or alarm company able and authorized to enter the premises and deactivate the alarm; (2) emergency telephone numbers by which those individuals can be reached at all times; and (3) the name and address of the alarm user. The information must be kept current and failure to update this information within 48 hours of any change constitutes a violation of this section. (e) False fire alarms prohibited. No fire alarm user shall cause, allow, permit or suffer the fire alarm system to emit three or more false alarms in any calendar year. (f) Inspection requirements/post activation. After the second and each additional false fire alarm in one calendar year, the alarm user shall, within 30 days, after the second or subsequent fire alarm activation, file a written inspection and test report with the Fire Department from a licensed fire alarm contractor stating that the fire alarm system has been inspected and tested since the last false fire alarm. The report shall set forth the probable cause of the activation, description of any repairs, modifications made or actions taken to prevent additional false alarm activati RFP 2016-034-AK 43 • VJAMJ BEACH ons. The inspection and test report shall also state that the system is currently fully functional without deficiencies. (g) Penalties. A violator of this section shall receive a fine(s)as follows: (1) For the first false alarm within a calendar year:A notice of violation with no fine. (2) For the second false alarm within a calendar year:A notice of violation with no fine. (3) For the third and fourth false alarm within a calendar year: A citation with a fine of$250.00. (4) For the fifth false alarm and subsequent false alarms including the twelfth false alarm within a calendar year: A citation with a fine of$500.00. (5) For the thirteenth and subsequent false alarms within a calendar year: A citation with a fine of$1.000.00. (h) Enforcement. The fire inspector shall issue a citation for each false alarm. A violator who has been issued a citation under this section shall elect either to: (1) Pay the civil fine in the manner indicated on the citation:or (2) Request an administrative hearing before a special master to appeal the decision of the fire inspector which resulted in the issuance of the citation. (i)Appeal of a citation. The violator may appeal the citation by requesting an administrative hearing within ten days from the date of issuance. The procedures for appeal of the citation shall be as set forth in Chapter 30, as may be amended from time to time. (j) Failure to appeal. Failure of the named violator to appeal the citation within the prescribed time period shall constitute a waiver of the violator's right to an administrative hearing before the special master. A waiver of the right to an administrative hearing shall be treated as an admission of the citation, and fines are owed to the City. Unpaid fines may result in the imposition of larger fines and/or further enforcement as set forth in this Chapter. (k) Appeal of special master's decision. Any party aggrieved by the decision of a special master may appeal that decision as provided by applicable Florida Statutes and Florida Rules of Appellate Procedure. • (I) Imposition of civil fines. The City may institute proceedings in a court of competent jurisdiction to compel payment of civil fines. A certified copy of an order imposing a civil fine may be recorded in the public records and thereafter shall constitute a lien upon any other real or personal property owned by the violator, and it may be enforced in the same manner as a court judgment by the sheriffs of this state, including levy against the personal property, but shall not be deemed to be a court judgment except for enforcement purposes. After two months from the filing of any such lien which remains unpaid, the City may institute proceedings to foreclose or otherwise execute on the lien. Miami Beach Fire Department False Alarm Ordinance.Penalties. Alarm within 12 month-S:';; • FirelRescue- - • First and Second $0.00 Third and Fourth $250.00 Fifth thru Twelve $500.00 Thirteenth and above $1,000.00 Miami Beach Police Department Burglar Alarms, Ordinance 2014-3830 Sec. 42-81. - Definitions. The following words, terms and phrases,when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: RFP 2016-034-AK 44 I B E,I\C I-I Alarm user means the person who owns, possesses, controls, occupies or manages any premises as defined in this section. False intrusion alarm system means a signal from an intrusion alarm system that elicits a response by the police when no emergency or actual or threatened criminal activity requiring immediate response exists. This definition includes signals activated by negligence, accident, mechanical failure and electrical failure; signals activated intentionally in nonemergency situations; and signals for which the actual cause of activation is unknown. It is a rebuttable presumption that an intrusion alarm is false if the responding police officer does not discover any evidence of unauthorized entry, criminal activity or other emergency after following normal police procedures in investigating the incident. An alarm is not false if the alarm user proves that: (1) An individual activated the alarm based upon a reasonable belief that an emergency or actual or threatened criminal activity requiring immediate response existed; or (2) The alarm system was activated by lightning, thunderstorms, severe weather conditions or an electrical surge that caused physical damage to the system, as evidenced by testimony of a licensed alarm system contractor who conducted an on-site inspection and personally observed the damage to the system. Intrusion alarm system means any assembly of equipment, mechanical or electrical, arranged to signal the occurrence of an illegal entry or other activity requiring urgent attention and to which the police department may reasonably be expected to respond, but does not include fire alarms or alarms installed in motor vehicles. If a fire alarm system is connected to an intrusion alarm system, this section shall not apply to false alarms that the alarm user proves were generated by the fire alarm portion of the system. Premises means the building or structure or portion thereof upon which an intrusion alarm system is installed or maintained. Ord. No. 97-3078, §2 Sec. 42-82. - Purpose of division. The purpose of this division is to place the responsibility on the alarm user to prevent, by use of appropriate mechanical, electrical or other means,false burglary and robbery alarms. Sec. 42-83. - Enforcement of division. This division shall be enforced by the police department of the city. Sec. 42-84. -Alarm registration and permit renewal. (a) Permits shall be renewed annually during the month of January. The fee for renewal will be as set forth in appendix A of this Code. Failure to pay the permit renewal fee shall result in the termination of police response to intrusion alarms. The renewal fee will be waived for all alarm users who have had no false intrusion alarms during the past 12 months. (b) Before police response to any alarm is terminated under this section, the police department will notify the alarm user and the alarm monitoring company by certified mail, return receipt requested.The notification will inform the alarm user and the alarm monitoring company that the alarm is being operated in violation of this section and that police response to alarms will be terminated in 30 days unless the alarm is registered and the renewal fee is paid. The alarm company that installs an alarm system, or the user of an alarm system not installed by a company, shall file the following information with the city police department false alarm section within 48 hours of such installation, excluding weekends and holidays. For alarms existing before October 8, 1997, alarm users must, within 60 days of October 8, 1997, file a completed alarm registration/permit form with the police departme nt, RFP 2016-034-AK 45 A..,%\ I A iv\ 1 BEACH providing the following information: (1) The names of individuals able and authorized to enter the premises and deactivate the alarm. (2) Emergency telephone numbers by which those individuals can be reached at all times. (3) The name and telephone number of the alarm company that is monitoring the alarm system, if applicable. (4) The name and telephone number of the alarm company that installed the system, if different from the monitoring entity. (5) The name and address of the alarm user. The alarm company or, where there is no alarm company, the user must make certain that the information filed with the police department is current. Failure to update this information within five working days of any change, excluding weekends and holidays, constitutes a violation of this section. (6) Whether the alarm is equipped with a backup power supply that will automatically be activated in the event of a power failure. (7) Whether the alarm is equipped with a device that automatically silences the alarm within 15 minutes after activation. Sec. 42-85. -Required equipment in an intrusion alarm. An intrusion alarm user shall not use an intrusion alarm system unless that intrusion alarm system is equipped with: (1) A backup power supply that will automatically be activated in the event of power failure or outage; and (2) A device that automatically silences the alarm within 15 minutes after activation. Within 18 months from April 12, 1997, alarm users shall be responsible to ensure that all existing intrusion alarm systems are brought into compliance with subsections (1) and (2) of this section. Intrusion alarms installed after April 2, 1997, shall comply with the requirements of subsections (1) and (2) of this section before they can be activated in the city. Sec.42-86. - False alarms. No alarm user shall cause, allow or permit the intrusion alarm system to give four or more false intrusion alarms in any registered period. Sec. 42-87. -Cancelling false intrusion alarm calls. Alarm monitoring companies shall in all cases attempt to verify that any activated alarm is not false. They shall, within ten minutes of the alarm activation, notify the city police department to cancel a police response to alarm calls that they have determined false as defined in section 42-81. The police department will cancel the police response only under the following conditions: (1) The police department received notification prior to the officer's arrival at the alarm location. (2) The alarm is not a panic alarm. Sec: 42-88. -Limitation to police response. (a) Police are not required to respond to: (1) Intrusion alarms at locations where seven or more substantial false alarms occurred in a dynamic 12-month period unless the provisions of section 42-91 are complied with. (2) Intrusion alarms at locations where an intrusion alarm fine was not paid within 60 days of a notice of violation RFP 2016-034-AK 46 /V\ \ BEACH unless the provisions of section 42-91 are complied with. ' (3) Locations where required alarm registration information was not filed within 60 days of a notice of violation for failure to file alarm information. (b) Nothing in this section shall: (1) Preclude the police department from responding to panic or ambush alarm signals, calls describing emergencies or crimes in progress or routine calls for service. (2) Limit the police department from issuing a notice of violation for alarms in violation of this division. (3) Be construed to create a duty to respond in any circumstances where such a duty does not exist pursuant to the statutory or common law of the state. (c) A notice that police response will be discontinued, for any of the reasons set forth in this section,will accompany a notice of violation and will be posted at the affected location, or be sent to the user by certified mail, return receipt requested, at least 30 days prior to discontinuing service. (d) Police response will continue while an appeal is pending under section 42-91. (e) In order to restore police response to burglar alarms at terminated locations, the alarm user: (1) When police response had been discontinued pursuant to subsection (a)(1) of this section, must submit a letter or written report from a licensed alarm company certifying that the alarm system is working properly, and pay all outstanding fines pursuant to this division. (2) When police response had been discontinued pursuant to subsection (a)(2) of this section, must pay all outstanding fines pursuant to this division. (3) When police response has been discontinued pursuant to subsection (a)(3) of this section, must submit completed alarm registration information to the police department and pay all outstanding fines pursuant to this division. Sec. 42-89. - Enforcement. The Miami Beach Police Department shall enforce the provisions of this section. This shall not preclude other law enforcement agencies or regulatory bodies from any action to assure compliance with this section, and all applicable laws. If an enforcing officer finds a violation of this section, the officer may issue a notice of violation to the violator. The notice of violation must inform the violator of the nature of the violation, amount of fine for which the violator is liable, instructions and due date for paying the fine, notice that the violation may be appealed by requesting an administrative hearing within ten days after service of the notice of violation, and that failure to appeal the violation within the ten days, shall constitute an admission of the violation and a waiver of the right to a hearing. Sec. 42-90. - Rights of violators; payment of fine; right to appear; failure to pay civil fine or to appeal. (1) A violator who has been served with a notice of violation must elect to either: a. Pay the civil fine in the manner indicated on the notice of violation;or b. Request an administrative hearing before a special master to appeal the notice of violation, which must be requested within ten days of the issuance of the notice of violation. (2) The procedures for appeal by administrative hearing of the notice of violation shall be as set forth in sections 30- 72 and 30-73. (3) If the named violator, after issuance of the notice of violation,fails to pay the civil fine, or fails to timely request an administrative hearing before a special master, the special master may be informed of such failure by report RFP 2016-034-AK 47 M I A AA I B E C H from the officer. Failure of the named violator to appeal the decision of the officer within the prescribed time period must constitute a waiver of the violator's right to an administrative hearing before the special master, and must be treated as an admission of the violation, which fines and penalties to be assessed accordingly. (4) A certified copy of an order imposing a fine may be recorded in the public records,and thereafter shall constitute a lien upon any real or personal property owned by the violator, which may be enforced in the same manner as a court judgment by the sheriffs of this state, including levy against the violator's real or personal property, but shall not be deemed to be a court judgment except for enforcement purposes. After two months from the recording of any such lien that remains unpaid, the city may foreclose or otherwise execute upon the lien. (5) Any party aggrieved by a decision of a special master may appeal that decision to a court of competent jurisdiction. (6) The special master shall be prohibited from hearing the merits of the notice of violation or the consideration of the timeliness of a request for an administrative hearing, if the violator has failed to request the administrative hearing within ten days of the issuance of the notice of violation. (7) The special master shall not have discretion to alter the penalties prescribed in sections 42-91 and 42-92. Sec. 42-91. - Penalties. (a) Civil fine for violators. The following civil fines must be imposed for a violation of section 42-86 for those violations incurred for a false intrusion alarm: (1) For the fourth false burglar alarm in the user's registration period, by a fine of$50.00. (2) For the fifth false burglar alarm in the user's registration period, by a fine of$100.00. (3) For the sixth and each additional false burglar alarm in the user's registration period, by a fine of$200.00. (4) For each violation of section 42-87, the alarm monitoring company shall be fined $100.00. (b) An alarm user shall not be fined more than $200.00 for false alarms that occur at the same premises in any 24- hour period. (c) No penalty specified hereunder shall be imposed or assessed against any entity that qualifies as tax exempt under the provisions of Section 501(c)(3) of the Internal Revenue Code provided that the premises are used exclusively by said entity for such tax exempt purposes. Miami Beach Police Department Burglary Alarm Ordinance. Penalties Alarm within 12 months • _ FirelRescue - First through Fourth $0.00 Fifth $100.00 Sixth and above $200.00 RFP 2016-034-AK 48 1 ATTACHMENT C CONSULTANTS RESPONSE TO THE (RFP) c tom' ,4)q-•••,,•}`f I. h•Sr. - r y�•r • • x. • - - -O ' 'Sr � �� - - O � ` 0• • -j� �' / �P Y C . I .� s� 3 - „.... :',,.: 2A,).„,,k.,:-,ye',`1:,.-` " il,:" -,2',..,.''''"3/64..- .?.'''---• i'.... .' ;'''.'AZ::(3... -e.fij nr:-,,,,,,,,,t,-,L.1,--_..0 14 , , N:c ,t„.......,,..„ ,,, „ ,..,:.i. „, ..._,, ,, ,,,.... ,} . = .:. ..._.... ,.„.2.../.. , ^is ,„_.., ,, ,,..,_„,4 . _ .r Q a � 1.�i i -sac �-- Z.0 - -• r ] i.t o f r �/ p O - '° ,0 r ia.i, / ^ jj'iil7-'ti an �' ham 1 •9 gmner 4-.k` — , RFP Response to: Fire Et Police False Alarm Billing System March 14, 2016 IA m 1 B M A Electronic Copy ...... ....... .........._. Provided by: PM AM Corporation °u�d the wo` 5430 LBJ Freeway, Suite 370 e` Dallas, Texas 75240 - PJvk AeM (972) 831 -7400 w �� ww.PMAM.corn -1�und the d° COVER LETTER AND MINIMUM QUALIFICATION REQUIREMENTS Cover Letter March 14, 2016 City of Miami Beach Procurement Department Attention:Aneta Kamyczek Contracting Officer I 1755 Meridian Ave, 3rd Floor Miami Beach, FL 33139 RE: RFP 2o16-o34-AK for Fire and Police False Alarm Billing System Dear Ms. Kamyczek: It is with distinct pleasure that PM AM Corporation submits this proposal response to the City of Miami Beach's Request for Proposals for Fire and Police False Alarm Billing System. Per your request, please find enclosed a) 1 original proposal b) to copies and c) t electronic copy. PM AM has established itself as the alarm industry leader in providing managed services by staying committed to four primary goals: t. Obtain a real reduction in the number of false alarm calls for service; 2. Maximize revenue that can be realized by the City's alarm program, recovering real dollars spent responding to calls for service related to false alarms; 3. Redefine what's possible in customer experience for the City and its citizens; 4. Significantly reduce the City's administrative burden of overseeing the alarm program. In this RFP response, we describe in detail PM AM's proprietary, t00%web-based technology, best- practices, and carefully thought out approach to enabling the City reach its alarm program goals. PM AM offers the most comprehensive and unique solution for alarm administration and collection services. 2 Operating from our headquarters located within the City of Dallas, PM AM serves over 200 municipal and county jurisdictions across North America with various applications we have- developed specifically for the law enforcement industry. We are proud to represent that 8o of these jurisdictions leverage PM AM's False Alarm Management Solutions(FAMS). Throughout our response, the reviewers shall see how PM AM has considered the City's current and future state of its alarm program. Through PM AM's commitment to continuous innovation and the delivery of the most superior customer experience available in the industry,our intent is to make the City of Miami Beach our flagship customer within an already established "who's-who" client city portfolio. Contained herein,we describe how other jurisdictions like Pembroke Pines, FL; Cobb County, GA; Houston,TX;as well as the City of Oakland, CA are realizing extraordinary results from their respective alarm programs, otherwise unobtainable prior to becoming a valued PM AM partner. Ms. Kamyczek, in closing I want to thank you for providing this opportunity for PM AM Corporation to respond to the City of Miami Beach's complete alarm management needs. My colleagues and I look forward to the opportunity to present and demonstrate to you how PM AM Corporation can serve your Alarm Administration and Collection needs. Please, do not hesitate to contact me if you or any member of the committee have any questions regarding this response. Sincerely yours, Dennis White Executive Vice President Phone: 972-831-7404 Email: DennisWftpmam.com 3 CONFIDENTIALITY NOTICE Please be advised that the following proposal to provide the requested services on behalf of the city of Miami Beach contains certain proprietary and confidential information of PM AM Corporation that is being provided to the City in confidence for the sole purpose of permitting the City and its authorized employees, counsel, and representatives to consider and evaluate our proposal in order to determine whether such proposal is acceptable to the City. If the city receives a request from a third party under the applicable open records act, freedom of information act, or comparable statute or ordinance requesting a copy of our proposal, we respectfully request that the city refrain from making such disclosure and promptly notify Pankaj Kumar, the Chief Executive Officer of PM AM Corporation,at pankaikromam.comof such request so that we may timely file an appropriate response to such disclosure with the appropriate authority so that such authority may decide whether our proposal or parts thereof, redacted or otherwise,should be disclosed to the requesting party. Thank you for your consideration of our proposal. © 2016. PM AM. All rights reserved. 1 Page 66 Trade Secret • • 2 Pages 72-74 Trade Secret Dun and 3 Bradstreet SQR Trade Secret i - 4 Table of Contents Cover Letter and Minimum Qualification Requirements 2 Cover Letter 2 Table of Contents 5 Proposal Certification, Questionnaire and Requirements Affidavit 7 General Proposer Information 7 Veteran Owned Business 7 Conflict of Interest 7 References and Past Performance 8 Suspension, Debarment or Contract Cancellation 9 Vendor Campaign Contributions 9 Code of Business Ethics 9 Living Wage 9 Equal Benefits for Employees with Spouses and Employees with Domestic Partners to Public Entity Crimes 10 Acknowledgement of Addendum to Minimum Qualifications Requirements 11 Statement of Work 12 Experience and Qualifications 16 PM AM History and Qualifications 16 Awards &Certifications 16 Innovations and Milestones 17 PM AM Customer Profile 17 Client Experiences 19 Qualifications of Proposed Team 24 Organization Chart 24 Key Personnel Committed to Project 25 Resumes of Management Team Assigned to Miami Beach Project 27 Financial Capacity 32 Scope of Services Proposed 33 Specifications 33 FAMS Processes at a Glance 49 Alarm Permitting 49 Permit Renewals o 5 5 False Alarm invoicing At a Glance 5o GIS Address Validation 52 Security Companies Self-Service Web Portal 52 Citizen Self Service Web Portal S3 Mobile Strategy 55 Reporting 55 Dashboards and Analytics Reports 55 Lock Box and Accounts Reconciliation 56 Customer Service Center 57 Business and IT Support Processes 63 Approach and Methodology 67 Implementation Planning and Schedule 67 Citizen Outreach 71 Project Implementation Timelines 73 Revenue Proposal 75 Pricing for FAMS (Turn-Key Services) 75 Ongoing System and Maintenance Needs and Costs 75 Contract Statements 76 Appendix 77 t) Proposal Certification, Questionnaire and Requirements Affidavit Form 77 2) Dun and Bradstreet Supplier Qualification Report 77 3) Proposal Tender Form 77 6 Proposal Certification, Questionnaire and Requirements Affidavit As required by the RFP Proposal Format, PM AM is submitting the information requested in the Proposal Certification, Questionnaire and Requirements Affidavit in this section. Additionally, as required by the City of Miami Beach RFP 2o16-o34-AK, PM AM is submitting the fully completed and executed Proposal Certification, Questionnaire and Requirements Affidavit Form (Appendix A) in the "Appendix"of this response. General Proposer Information FIRM NAME: PM AM Corporation No of Years in Business: 17 No. of Years in Business No. of Employees: 42 Locally: o Other Name(s) Proposer has operated under in the last io years: N/A Firm Primary Address (Headquarters): 543o LBJ Freeway, Suite 370 City: Dallas State: TX Zip Code: 75240 Telephone No.: 972-831-7401 Toll Free No.: 888-584-7499 Fax No.: 972-831-7499 Firm Local Address: N/A City: N/A State: N/A Zip Code: N/A Primary Account Representative for this Engagement: Dennis 4Vhite Account Rep Telephone No.: 972-831-7404 Account Rep Toll Free No.: N/A Account Rep Email: DennisW @pmam.com Federal Tax Identification No.: 75-280-4067 Veteran Owned Business PM AM is not claiming the status of Veteran owned business for this RFP. Conflict of Interest PM AM undertakes that it does not have any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Additionally, any city employee of City of Miami Beach does not own, directly or indirectly, an interest of ten (io%) percent or more in PM AM Corporation or its affiliates. 7 References and Past Performance PM AM is delighted to provide the City of Miami Beach with a listing of five (5) full-service alarm management references for cities similar in size and scope of services of the RFP response for the City of'Miami Beach's Fire and Police False Alarm Billing System. `..__Client References . , Firm Name Cobb County Police Department, Georgia Address 140 North Marietta Pkwy NE City Marietta State GA Zip 30060 Contact Name and Title Officer Jason Arsenault- False Alarm Administrator Contact Phone 770-528-3819 Email Jason.Arsenault:ecobbcountv.org Description of Services False Alarm Management Services Firm Name Houston Administration and Regulatory Affairs,Texas Address 61.1 Walker St. 13th Floor City Houston State TX Zip 77002 Contact Name and Title Kathryn Anthony Bruning-Assistant Director Contact Phone 832-394-9414 Email Kathrvn.Bruningehoustontx.gov Description of Services False Alarm Management Services Firm Name Morgan Hill Police Department, California Address 16200 Vineyard Blvd. City Morgan Hill State CA Zip 95037 • Contact Name and Title Patti Yinger-Support Services Manager Contact Phone 408-776-7304 Email Patti.Yingeremorganhillca.gov Description of Services False Alarm Management Services Firm Name Oakland Police Department, California Address 475 7th Street, Room 712 City Oakland 8 State CA Zip 94607 Contact Name and Title Juanita M. Velasquez- False Alarm Reduction Unit Program Manager Contact Phone 510-238-6680 Email JVelasquev@oaklandnet.com Description of Services False Alarm Management Services Firm Name Pembroke Pines Police Department, Florida Address 9500 Pines Blvd City Pembroke Pines State FL Zip 33024 Contact Name and Title Katelen Berry- Program Manager Contact Phone 954-435-6207 Email KBerr eppines.com Description of Services False Alarm Management Services Suspension, Debarment or Contract Cancellation PM AM has never been debarred, suspended or other legal violation, or had a contract cancelled due to non-performance by any public sector agency. Vendor Campaign Contributions PM AM does not have any individuals or entities including the sub-consultants with a controlling financial interest as defined in solicitation who have contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. Code of Business Ethics PM AM Corporation hereby commits to comply with all applicable government rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. Living Wage PM AM agrees to comply with the City's requirements for the Living Wage provided in the City's Living Wage Ordinance. 9 Equal Benefits for Employees with Spouses and Employees with Domestic Partners PM AM Corporation does not currently maintain 51 or more full-time U.S. employees on its payrolls during zo or more calendar work weeks who will be directly performing work on the contract. Public Entity Crimes PM AM agrees to the requirements of Section 287.133 and certifies that it has not been placed on convicted vendor list. Acknowledgement of Addendum PM AM hereby acknowledges the receipt following addenda issued by the City of Miami Beach: Addendum 1: Issued on March 2, 2016 Addendum 2: Issued on March 4, zo16 10 Minimum Qualifications Requirements PM AM is delighted to provide the City of Miami Beach with a listing of three (3) internet based full-service False Alarm Billing Systems references for cities no less than 50,000 residents in the last three (3) years for the City of Miami Beach's Fire and Police False Alarm Billing System. j .Client References. • Firm Name Cobb County Police Department, Georgia Address 140 North Marietta Pkwy NE City Marietta State GA Zip 30060 Contact Name and Title Officer Jason Arsenault- False Alarm Administrator Contact Phone 770-528-3819 Email asnn.Arserault.'a obbcourt_v.orQ Description of Services False Alarm Management Services Firm Name Houston Administration and Regulatory Affairs,Texas Address 6u Walker St. 13th Floor City Houston State TX Zip 77002 Contact Name and Title Kathryn Anthony Bruning-Assistant Director Contact Phone 832-394-9414 Email Kathrvn.Bruning'r houstontx.gov Description of Services False Alarm Management Services Firm Name Morgan Hill Police Department, California Address 16200 Vineyard Blvd. City Morgan Hill State CA Zip 95037 Contact Name and Title Patti Yinger-Support Services Manager Contact Phone 408-776-7304 Email Patti.Yinger(@morgarthillca.gov Description of Services False Alarm Management Services Firm Name Oakland Police Department, California Address 455 7th Street, Room 712 City Oakland 11 Pr— State CA Zip 94607 Contact Name and Title Juanita M. Velasquez- False Alarm Reduction Unit Program Manager Contact Phone 510-238-668o Email IVelasquezcmoaklandnet.com Description of Services False Alarm Management Services Firm Name Pembroke Pines Police Department, Florida Address 950o Pines Blvd City Pembroke Pines State FL Zip 33024 Contact Name and Title Katelen Berry- Program Manager Contact Phone 954-435-6207 Email KBerrieboir.es.com Description of Services False Alarm Management Services Statement of Work As required on Page 26 of RFP 2o16-o34-AK, PM AM proposes to provide the City of Miami Beach with a real-time, web-based "False Alarm Billing System" along with the requisite administration services on a revenue sharing basis with no upfront cost to the City. • PM AM will manage all aspects of alarm management including database development and management, registration of alarm systems, alarm tracking, billing, and collection & accounting services for registration fees and false alarm fees. • PM AM will provide an on-line citizen self-service web-portal enabling your citizens to apply for permits, pay fees, fines and update contact information etc. through the internet. Additionally, PM AM will provide a security alarm company web-portal for the education and compliance of the alarm companies. • PM AM will provide exceptional customer service to the residents, businesses and alarm companies regarding the alarm program on behalf of Fire and Police Department. • PM AM will provide the City of Miami Beach real-time reports related to permits, false alarm case review, account management, financial statistics etc. • PM AM shall provide all hardware, software, material, supplies, staff, as well as resources needed to effectively administer the alarm program for the City. The table below represents the capability match of the FAMS solution to the required capabilities 12 as requested in this RFP. Summary of Required Features. FAMS Capable C3. Specifications • Proposed solution must be hosted by third-party and web-enabled. Yes • Technical support shall be available via the telephone (toll free) during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., and after Yes hours emergency support. • Provide customer support to residents and business owners during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Yes • Provide a dedicated account manager that will be responsible for providing support and implementation assistance. Yes • Provide initial training for the Fire and Police Department personnel on the proper use of the functions and applications, both at the individual and Yes administrator level. • Provide collection of payments in accordance with the rates established by the alarm ordinance, and any implementing resolution or orders, as may be Yes amended from time to time by the City. • Performance of all the billing in accordance with the City's alarm ordinance, and any implementing resolutions or orders, as may be amended from time to Yes time by the City. • Provide customers with ability to make payments on line. Yes • Identify and provide notice to alarm users that are delinquent by 30 days. Yes • Report to the City those alarm users that are delinquent by 30 days. Yes • Respond to citizen complaints about lack of services to an alarm address. Yes • Respond to miscellaneous citizen complaints concerning the false alarm billing collection and related services. Yes • The proposer shall be point of contact for all contacts with alarm users. Yes • The proposer shall send out notices when the City advises vendor that there is a new user of the alarm system. Yes • All templates for correspondence must be preapproved by the City prior to Yes use by the vendor. • The proposer shall supply hardware, software and all services necessary to establish and provide the false alarm billing and collection service to include Yes postage. The computer system shall produce various notices including violations, and maintain supplies and services including but not limited to: :• Hardware/software to maintain all data in reference to this proposal, Yes •: Supply personnel to perform all pertinent duties under this proposal, Yes •: The selected proposer shall coordinate with and supply the City all Yes necessary equipment, materials, personnel and services. i3 C3.1 The system shall include, as a minimum,the following requirements: • Single vendor for both Police and Fire Departments with separate user Yes management and configuration. • Single point of contact or Account Manager for both Police and Fire Yes Department. • Single point of contact and daily resident assistance. Yes • Web based platform 1 browser based and no"FAT"client installation. Yes • Independent and configurable triggers to be defined by Police Computer Aided Dispatch (CAD)data and Fire Department Records Management System Yes (RMS)data. • Back-end User Management Tool that is permission based. Yes • Multi browser based builds(Chrome, Safari, Mozilla, Firefox, IE, etc.). Yes • Administration Configuration Utility. Yes • Ad-hoc reporting tool. Yes • Records retention shall meet the State of Florida Schedule, per Chapter 119 Yes and 257, Florida Statutes. • Vendor to provide Public Service Announcements and initial mailers for Yes registration kick-off at no cost. • Maintenance of databases: Yes a) Alarm permits. Yes b) Permit Holders. Yes c) Permit Holders with outstanding charges. Yes d) Non-permitted location with outstanding charges. Yes e) Address verification database. Yes Yes C3.2 System Functionality Requirements shall be as follows: • Public education via web and mailers. Yes • Provide a toll-free citizen customer support telephone line. Such services shall not be outsourced and shall be conducted by the selected vendor. Customer service personnel must have experience in handling the administration Yes aspects (including tracking and billing) of the program and the service must be able to support any citizens' inquiries about the City's alarm ordinance, registrations, fines, etc. • Provide continuing education programs for alarm users and alarm companies. The promotional campaign may include radio and television public Yes service announcements, billboards, print advertisements. • Public Access Portal. Yes • Self-registration of alarm via the web by customer or administrator. Yes • Mail Registration Acceptance. Yes • Call Center acceptance of registration to be handled by vendor. Yes • Ad-hoc reporting. . Yes • Configurable accounting statistical and reporting tools. Yes 14 • Ability to audit user's access and actions within application (i.e. record Yes changes or billing changes). • Ability to exclude specific response locations (i.e. City buildings, hospitals, Yes non-response locations). • Ability to export to Excel, CSV, and or text files. Yes • Shall return the City's data in an agreed-upon format at the end of the Yes contract term, if the contract is not renewed, or upon any earlier termination. • Access to query system for notification/billing date/time stamp. Yes • Provide a monthly report of all fees collected for permits and false alarms. Yes • Violator must have the ability to dispute the Notice of Violation (NOV)within Yes 30 days of notification (should delay billing functionality once dispute is received). • Vendor Customer Service to flag disputes and provides notification to the Yes City. • Vendor to provide a system or business process for handling disputes (correction of record info, request for hearing at Special Master) within certain Yes number of days from Notice of Violation. • City to have the ability to add notes/follow-up information on individual alarm Yes profiles and incidents. • Vendor to provide an automated upload process of violations with no end- Yes user intervention. • Proposer shall work with New World Systems Corporation, the vendor for the City's Police Computer Aided Dispatch (CAD) and Fire Records Management Yes System (RMS) to interface between Proposer's software and the CAD/RMS system. • Ability to run reports based on geographical location (homeowners Yes* association, Fire Department Zone) by set map layers or polygon. * - Currently in development 15 P EXPERIENCE AND QUALIFICATIONS PM AM History and Qualifications PM AM Corporation is a privately-owned company and both a minority and a woman-owned enterprise, incorporated in 1999 in the State of Texas. PM AM headquarters are located in Dallas, TX, with branch offices in Houston,TX and Colorado Springs, CO. The majority of PM AM Corporation's revenue is derived from false alarm management solutions. PM AM Corporation and its subsidiary PM AM IT Services Private Limited together employs 175+ employees. The majority of PM AM's employees have enjoyed long tenure with the company, with its longest tenure employee having been on staff for i6 years. PM AM Corporation is an equal,opportunity employer. As such it is PM AM's policy not to discriminate on any basis prohibited by law including race, sex, age, religion, national origin, disability, marital status or veteran status. Equal Employment practices apply to all terms and conditions of employment at PM AM Corporation. The CEO of PM AM Corporation and all managerial personnel are committed to this policy and its enforcement. PM AM has been providing false alarm management services to public sector agencies since 2004. Awards & Certifications PM AM sought and earned several IT Awards and certifications. • SEI CMMI Level 3 Certified Company • Microsoft"Sequel 2005 Front Runner Status" -Only 185 companies worldwide • Microsoft"Sequel 2008 Front Runner Status" • Microsoft Gold Certified Partner • Microsoft ISV (Independent System Vendor) - Under 12 % of Microsoft partners have achieved this level • Microsoft Custom Development Solutions Competency Certification PM AM is a recipient of Microsoft's "Sequel 2005 Front Runner Status," recognition granted to only 185 companies worldwide. PM AM also received a similar recognition for Sequel 2008. This recognition demonstrates PM AM's ability to quickly study, build and deploy applications using the secure MS SQL Server 2005 & 2008 and documents PM AM's ability to satisfy the technical requirements for the City Fire and Police False Alarm Billing System. Its greatest significance for the City of Miami Beach - Actual $$invested in beyond assurance of quality technology- is that it highlights PM technology and best tv AM's ability to respond rapidly to unforeseen requirements for practices. potential modification of the system to meet a partner city's ,7. unique needs. r,. ., ;_:: 16 PM AM has received its CMMI Level 3 certification from the Software Engineering Institute at Carnegie Mellon University. This is the most prestigious certification worldwide for software development processes. PM AM is also a Microsoft Gold Certified Partner. That further illustrates PM AM's ability to exceed functional and technical requirements while delivering projects on time and within budget. No other vendor in the cloud-based false alarm management solution market has ever received the CMMI Level 3 certification recognition. PM AM is a Microsoft ISV (Independent System Vendor) Partner, officially certifying PM AM's possession of equivalent or better than Microsoft's own competency. Because of the stringent third party evaluation process, less than io% of Microsoft Certified Partners have earned ISV status. To review requirements to obtain this certification,visit: hrto://oinooint.microsnfc.com/en-US/sere ices/False-alarm-Management-anal-Reductior.- Solution-,2a4o-oo-o-tzo:61c8o-?Loc[d=-t Innovations and Milestones PM AM is a proven industry leader that has produced many innovations that have since been replicated by other industry players. zoo4: FAMS first launched in 2004, providing a i00% web-based solution for alarm permit management and false alarm reduction. While the industry has tried to emulate this program, PM AM has reason to believe that it has not yet been successfully replicated by any other company. 2005: PM AM developed the Alarm Company Self-Service Portal, which allows alarm companies to purchase multiple permits in bulk, ensuring an increase in compliance from alarm users. 2007: Through the use of robo-calls, PM AM has been able to reduce the number of false alarms by educating citizens on how to prevent false alarms, thus alleviating the strain on City resources. These calls are made to all false alarm locations to raise public awareness of the detrimental effect these incidents have on Police Departments. PM AM began this process in 2007, and has not been able to determine if the industry has followed. 2009: PM AM's Citizen Web Portal first launched in 2009, providing citizens with instructional videos with spoken guides to assist them in navigating the permit process. Our leadership in this area is easy verifiable. PM AM Customer Profile PM AM has been providing false alarm management services since.2004 and has extensive experience in working with municipalities throughout the country delivering exemplary service. Through these partnerships, we have extensive experience working with cities similar to the size and scope of services as the City of Miami Beach. • t7 P PM AM has successfully implemented full-service alarm management services to 8o (and counting) cities and is delighted to provide some of the success stories and testimonials as shared by our partner cities. FAMS Customer Success— Richardson, Texas Police Department i ` � -_s _ ,a1 "- In zoo 3, the Richardson, Texas Police Department (RPD) - Ir. , s "`" had a bifurcated system for the administration and 4.•_ �. enforcement of the city's alarm ordinance. RPD handled -t� . ' _ :ley--,, , the permitting, follow-up, correspondence, reporting, and Y p ,. oi-__ �'�_T ;,'t`' !`. communications, while the finance department handled It -■ - Tom'° 4,1∎1 r4 ..30.3 _ o -- `-�,_ --L may;' ,1'- invoicing and collections. City growth through the years, kT '' R coupled with inaccurate record-keeping and changes in . : — process and staff resulted in two systems that were not �- _- ' - integrated. Systematic follow-up and administrative tasks were cumbersome, resulting in inefficient administration. This led to a lack of confidence in the permit data. The command staff was reluctant to allow enforcement of the city's alarm ordinance. This ultimately led to an increasing cascade of false alarms that consumed sizeable police resources. In mid-zoo3, RPD partnered with PMAM to develop a full-service solution that would redirect police resources away from administration of the alarm program. The objectives were simple: reduce the number of false alarms (thus saving valuable police resources) and increase revenue by timely collection of renewal fees, fines, and new permit fees. The primary objectives of the partnership were to reduce the number of false alarms and to increase revenue. The reduction in alarm calls led to a significant cost savings because officers were responding to fewer alarms. This reduction freed officers to spend more time on proactive patrol efforts. In addition, the partnership has increased the number of renewal permit applications and reduced the overall false alarm count. This reduced operating costs and increased revenue for the city. i8 Client Experiences • City of Morgan Hill, CA Morgan Hill Police Department switched their Alarm Management Program to PM AM from their previous vendor in 2014. Patti Yinger, Support Services Manager for the Morgan Hill Police Department has realized an increase in revenue from $127,814 in 2013 to $189,165 in 2015. This amounts to an increase of over 48%. From: Patti Yinger[rrailtxPatti.Yncerernorgarhill.ca.cov] Sent Wednesday,February 17,2016 2:35 PM .„p To:Prabhjit Singh-PM AM ''' Subject:Letter We have been with PM AM for our alarm management since October 2014. I have been the fa hearing officer for appeals with both PM AM and our prior vendor. I am much less busy with r: appeals since contracting with PM A_NL They have made good their promise to provide better customer service to our community,which t s . was a high priority for us. [literally went from over a thousand appeals with our prior vendor,to , a handful with PM AM in a year's time. I can only conclude that PM AM takes the time to talk with customers who contact them,answer their questions and only if their issue cannot be resolved do I set an appeal. The data exchange works seamlessly with our CAD program. Lastly,PM A.M was very helpful in drafting updates:'changes to our ordinance. I am happy to talk with you if you would like ' further discussion Sincerely. Patti Yinser Support Services Manager Morgan Hill Police Department 408-776-7304 :K- c Y: - :, t�` C, .:` 19 City of Allen, TX Chief of Police Brian Harvey became the Chief of Police for Allen, TX in 2012 and has been actively involved in the alarm management program for the City of Allen. By utilizing PM AM's expertise, the City of Allen has experienced an increase in revenue from under$ioo,000 to$442,110. From:Bran Harvey<bharie', citrrraile-cro> Date:Wednesday,February 24,2015 at 2:23 PM T Parkaj Kumar<Pa^iaiK.eP AaM ccrl> Subject:RE:From Parkaj Kumar PM AM corporaton Mr.Kumar, I am glad to share my experience with you. As you know,Allen Police Department has utilized your False Alarm Management Solution(FAMS)fcr acproxima ely:0+years. I have been personally involved since arriving in Allen as Chief of Police in 2012. We are very satisfied with the FAMS service and intend to continue our relationship since we believe it is beneficial to the organization and community. This is a ma::;re program that has benefited from years of er.i.ancements. We meet annually with you and PMANI management to prov'.de end user feedback as welt as learn about current and pending inrcva:icns to the existing Bien;. Back-end hardware upgrades as well as front-end functionality irrprevernents all combine to continually increase customer service levels. I have confidence in the security of both the online payment option and the online application process; having personally used the website as a new resident in 2015. The website is easily navigable and provides veil produced demos for first time users along with rinks to our Alarm ordinance and educational links of false alarm prevention,major causes of false alarms and information for busiress • owners. Staff has always been very resecnsive and capable,either with questions or with a positive resolution to a citizen issue. I am convinced that our alarm compliance has increased through our relationship with PMAM. To establish an equivalent alarm service internally would require additional staffing for billing, • customer service,tech suppor,;maintenance:raining;hardware;so^rare and web design. From a management perspective,this is an economical solution. l would highly recommend FAMS to any agency considering an alarm management solution. Best Regards, Brian Harvey err Chief of Police Allen Police Department 205 W.McDermott Drive Allen,Texas 75013 (4214-509-4201 `9-:201 (4;1214-3634393 • 20 City of Richardson, TX City of Richardson through its partnership with PM AM, has seen the number of false alarms fall by 4o% and revenues increase from $194,755 to $385,439. Provided below is the testimonial from Jim Spivey, Chief of Police for the City of Richardson, TX. From:Jimmy Spivey<jim.spivoyracor.gov> Date:Friday,February 5,2016 at 3:20 PM TT o:Pankaj Kumar<PankaiKOPMAM.com> Subject:Re:Alarm Company Self-Service Portal for advance permit purchase .; Mr. Kumar... I appreciate the opportunity to comment on this aspect of the service PM AM provides to the City of I Richardson in regards to the permitting of alarm systems. tt5,difficult to isolate this particular part of the .'r:' service relative to its impact on the entire system so I will first say that the complete service PM AM provides has resulted in an extraordinary reduction in the incidence of false alarms that fully exceeded our expectations. A big part of the management system was trying to ensure that alarm systems operating in the City of Richardson complied with our alarm ordinance in regards to obtaining a permit. This was important so that we could better track alarm activations and intervene with those who were habitual trouble spots. This was effectively accomplished by your soliciting the assistance of the alarm companies installing the alarm systems. After your description of the problem and offering this solution(selling blocks of permits to the alarm company who in turn issue the permit to their customer)alarm companies were quick to cooperate. Needless to say,it is a rare event now that we run across an alarm location that isn't permitted. As I have said though,this is but a part of the system that has helped us reduce false alarm activations so 1- significantly. The complete and thorough records kept by PM AM,the great customer service,better educating the consumer in regards to operating their system without false activations,and the above component to increase permitted sites all combine to deliver a service to the City of Richardson that has been overwhelmingly successful. Regards_ Jimmy L Spivey Chief of Police Richardson Police Department 0-972.744.4886 • F-972.744.5996 Jimmy•Spivev'cor cow {, • 21 Client References Firm Name Cobb County Police Department, Georgia Address 140 North Marietta Pkwy NE City Marietta State GA Zip 30060 Contact Name and Title Officer Jason Arsenault- False Alarm Administrator Contact Phone 770-5i8-3819 Email f.ason.Arseraultncobbcountv.nrg Description of Services False Alarm Management Services Firm Name Houston Administration and Regulatory Affairs,Texas Address 6ii Walker St. i3`h Floor City Houston State TX Zip 77002 Contact Name and Title Kathryn Anthony Bruning-Assistant Director Contact Phone 832-394-9414 Email Kathrvn.Bruningehoustontx.gov Description of Services False Alarm Management Services Firm Name Morgan Hill Police Department, California Address 1620o Vineyard Blvd. City Morgan Hill State CA Zip 95037 Contact Name and Title Patti Yinger- Support Services Manager Contact Phone 408-776-7304 Email Patti.Yingerrn mor;anhillca.gov Description of Services False Alarm Management Services Firm Name Oakland Police Department,California Address 457 7th Street, Room 712 City Oakland State CA Zip 94607 Contact Name and Title Juanita M. Velasquez- False Alarm Reduction Unit Program Manager Contact Phone 510-238-6680 Email WVelasquez(@oaklandnet.com Description of Services False Alarm Management Services 22 r Firm Name Pembroke Pines Police Department, Florida Address 9500 Pines Blvd City Pembroke Pines State FL Zip 33024 Contact Name and Title Katelen Berry- Program Manager Contact Phone 954-435-6207 Email KBerrvePoines.com Description of Services False Alarm Management Services 23 1 r- Qualifications of Proposed Team Organization Chart rwa aaar .:J Villa* taetdM Nce :4 �M LIO�a/Stl11�1 ararmr M SA* helm(Wee, /lsno e � rode s,ya in,Pe•rrtatldl Mahn MrEMe. Protect water Tectracal Team 24 r Key Personnel Committed to Project PM AM believes that excellence is possible when the right people are responsible for specific functions of managing FAMS related projects. The following organization chart describes the roles and responsibilities of PM AM personnel who will oversee the alarm program for City of Miami Beach. Patdrai turn. CEO f °ewes bYtutt. Isecuwe K.ce , President --1 _ fah*Mann Management Helen Rube k, Solution Technical Dallas Team Support Protect Manager Dail»Team Dailx Team AcLOwvni • Supervisor Customer Service Cusidntr Service Spedaint-pta.m Customer Service - S9codint- Customer Matching C,tuen krv.ce Specialist- krYiC,e Customer Service Cituen Service Specialist-Cash Collections Specialist- Reconciliations A more detailed description of each role and the team member assigned to it is shown in the table below. Role I Description The Project Sponsor ensures all roles and responsibilities to align ownership and commitment throughout the Executive Project Sponsor entire alarm administration service process. The Sponsor also directs the project steering committee, resolves issues Dennis White and constraints preventing operational objectives from DennisWOpmam.corn being met, and makes resources available to support the (972) 573-7404 project. 25 r The Implementation Manager is responsible for implementing the decisions of the steering committee. Implementation Manager The Implementation manager will be responsible for the Customer Service and Billing Center team members and Prabhjit Singh operations. Prabhii am.com The Implementation manager coordinates with the City (972) 573-2743 Management Staff to ensure all Alarm Administration Helen Hubele Services are being performed to contract specifications. HelenHPpmam.com The implementation manager is directly responsible for ensuring all operations are working as expected. All (972) 573-4824 program issues are resolved under the analyst's direct supervision. The Customer Support Manager is directly responsible for Customer Support Manager the work performance of the various Customer Service Chris Jones specialists, Alarm matching specialist, Billing and ChrislPpmam.com Payment specialist and Document specialist. The (972) 573-2742 supervisor will perform quality control activities for all service support staff to ensure customer service is Judy Vigil maintained at the highest level. 1udvV uc pmam.com (719) 457-7338 Accountant The Accountant will be responsible for working with the city accounting and finance departments to ensure all Gail Rushing reporting and information requests are responded to in a GailRepmam.com timely fashion. (972) 573-4826 Customer Care Specialists answer all incoming calls and provide resolutions to Citizen queries including permitting, billing, ordinance, "No Response" status, Customer Care Specialists hearings and appeals, and special assistance with online application processing. Customer Care Specialists also make outbound calls to follow up on outstanding payments. Alarm Matching Specialist The Alarm Matching Specialist downloads the false alarm Kathleen White report file and matching them to permit holders for billing KathleenWPpmam.com purposes. and team 26 Billing and Payment The billing and payment specialist is responsible to run Specialist various reports to ensure billing is generated correctly and is mailed out in a timely manner. This specialist is also Heidi Smart responsible for the receipt processing of all payments HeidiStmpmam.com received in the Lock Box and reconciles accounts on an and team ongoing basis. The document specialist will coordinate citizen collateral Documentation Specialist with the City Staff. The document specialist will develop key messaging with the City and incorporate this into the Reyna Reyes existing FAMS module. This includes gaining content ReynaROpmam.com approval for all mailings, email and voicemail (972) 573-4832 communications,and marketing campaign materials. Resumes of Management Team Assigned to Miami Beach Project In lieu of full resumes, PM AM provides the relevant biographical information of the management team. Pankaj Kumar- Founder& Chief Executive Officer Pankaj Kumar has been developing innovative ways to use technology to tackle difficult business problems for more than 3o years. His ability to analyze complex problems and map out comprehensive solutions that combine technology and customer support management has put him in the presence of industry and government leaders worldwide. Kumar has assembled and continues to lead a team of top talent to continually innovate PM AM's Alarm Management Solution and Human Capital Management that agencies use to solve false alarm problem, accreditation problems and deliver measurable value for municipalities, law enforcement agencies, and communities. Kumar has experience as a programmer, corporate head and businessman, working for government departments in both India and Thailand before coming to U.S. in [996. He is an international leader in the field of Enterprise Resource Planning and was instrumental in working with some of the world's best consulting firms on innovative solutions. As worldwide CEO of Birla Consultancy and Software Services (Aditya Birla Group with 200,000 plus employees & revenue $25 billion), Kumar was responsible for North America, Europe and Asian markets. His work with the world's top consulting firms, including the McKinsey & Company, KPMG, Booz Allen Hamilton, and Price Waterhouse Coopers, involved him in massive international ERP and IT projects. Under his leadership Birla (now known as PSI Data Systems) grew more than 300%. 27 n Just prior to incorporating PM AM and opening the doors of its first office in Irving, Texas, Kumar was the IT advisor to the Chief Minister (same executive powers as Governor in U.S.) of Madhya Pradesh in India, where he was responsible for developing the strategy for the State government's complete IT initiatives. Since 1999, he has been the Chief Executive Officer and Chairman of PM AM, Kumar continues to set the vision for developing PM AM as a company that provides affordable and accessible solutions in the vertical markets of City Government, Healthcare and Insurance. The company continues to grow through his leadership, as well as successful technology development and acquisition. !Solid people behind your success. Dennis White- Executive Vice President _.._:.` : , 4,,, -, Dennis White is responsible for leading and overseeing PM AM's North American field operations including new client acquisition, business development, customer success, and marketing, for all vertical lines of business falling under the PM AM technology umbrella. Licensed by the Texas State Board of Public Accountancy with 25 years of software application 1 financial accounting experience, in varying leadership roles White has contributed to the growth of various software and service organizations as Pitney Bowes, Lawson Software, Intuit as well as other smaller, hi-technology niche player companies. Known for demonstrated leadership with a passionate and enthusiastic style, White consistently motivates client acquisition and delivery teams to achieve peak performance and grow revenue production and bottom-line profits.. A multi-dimensional Senior Executive with good business instincts, his expertise in driving P&L leadership effects noteworthy results across the organization, as well as PM AM's client base. Dan Stocking-Government Relations Manager Dan Stocking has been consulting with police departments and government organizations on security and related issues for more than ten years. He retired from the Littleton (Colorado) Police Department after serving that city for 31 years in several capacities, including seven years as a patrol officer. As a Prevention and Public Information Officer, Stocking was involved in coordinating many initiatives that involved crime prevention, ordinance compliance,and community involvement. He coordinated the Police/Citizen Academy and citizen volunteers. He also served as a spokesperson for the Littleton Police Department. For PM AM, Stocking has been directly responsible for false alarm management solutions being implemented in dozens of cities and counties across the United States. His knowledge of law enforcement procedures and his ability to guide ordinance development and compliance programs has proven invaluable to agencies and communities of all sizes. 28 Stocking is responsible for training with departments at the local level. As both a college professor and Police Academy Instructor, he has the unique combination of skills for training law enforcement agency personnel. He is an expert on enhanced call verification and burglar alarm verification procedures, and his experience coordinating police/citizen programs helps with communicating ordinance and false alarm prevention information to communities. Stocking assists agencies in their communications with community organizations, alarm companies and the media. Before joining PM AM in 2005, Stocking was a consultant working with the Colorado Burglar and Fire Alarm Association, the Department of Defense, law enforcement agencies and public water districts. He is based in Denver and manages Government Relations for PM AM, dealing with cities, counties, and law enforcement agencies throughout the United States. Throughout the years, Stocking received numerous awards and honors, and has conducted many seminars, workshops and training sessions. He received his Bachelor of Science degree in Criminal Justice from Metropolitan State University in Denver. He spends his free time as a volunteer with the Colorado Law Enforcement Memorial and other charities. Harvey Lee- Information and Technology Manager With more than 15 years of strategic information technology development experience working with government entities, Harvey Lee's skills have become highly sought after. His zo years of systems programming and project development with a leading pioneer in both hardware and software brings with it a vast knowledge to his work supporting cities, counties, and law enforcement agencies. As the Information and Technology Manager for PM AM, Lee is based in PM AM's Colorado Springs office where he has spent the last 7 years ensuring the highest level of integrity for false alarm management solutions. He is known for his robust understanding of software and systems and his ability to work with people on both the technical and non-technical sides of the table. These competencies contribute tremendously to the quality and focus of work produced by PM AM. As one of the architects of the information management infrastructure that ensures the success of the FAMS SaaS model, Lee is responsible for the quality of project implementations. His Six Sigma and TQM expertise contribute to the high level of customer service PM AM clients'demand. With a background in both hardware and software, and degrees in Physics and Math from the New Mexico Institute of Mining and Technology, Lee is a leader who assembles the best teams for the job at hand. Working with hundreds of clients across the nation, his abilities to analyze, manage and implement have become a key benefit for PM AM clients. Helen Hubele- Project Manager Helen Hubele recently joined the PM AM team in as a project manager for the FAMS program. Hubele is an experienced project manager known for high quality deliverables that meet or exceed 29 timeline and budget targets. Her PM AM role consists of working with PM AM's clientele to gather requirements and define business needs. Hubele works as the liaison between clients and the development teams to ensure that the end result of every project exceeds customer expectation. Before joining PM AM, Hubele worked for 12 years in the Finance Industry. Her last eight years were spent at Santander Consumer USA as a project manager. At Santander, she was recognized several times by upper management in the form of bonuses and promotions for being able to perform with tight deadlines and little direction by working respectfully with the right resources. • Hubele has received several awards and has progressed steadily over her career. She received her Bachelor of Arts in Business Management in 2005 from University of Maryland. She spends her free time traveling with her family and volunteering at Cross Timbers Community Church. Prabhjit Singh- Director- Operations I Public Safety Division With over 14 years of experience in Call Center Management and Data Analytics, Prabhjit Singh has proved himself an asset to PM AM. He oversees all Customer Service and Data Center operations across PM AM's centers in Dallas,TX, Houston,TX;and Colorado Springs, CO. Singh works closely with municipality clients during implementation and ensures quick turnaround on implementation tasks. He acts as a liaison between the City staff and PM AM Information Technology teams to ensure the timely delivery of service. He is also responsible for ensuring that services are being provided per contract specifications. Prior to joining PM AM, he managed Call Center Operations for various Fortune 500 companies like Hewlett Packard and Target. He has led teams of over 300 employees and keeps himself extremely well-versed in the latest innovations in the Call Center marketplace. He is a Six-Sigma Green Belt and has successfully implemented several revenue-enhancement and First Call Resolution projects. Judy Vigil- Operations Manager I Public Safety Division Judy Vigil has worked in the Alarm Management Services Industry for over to years and possesses a thorough understanding of the standards and practices involved in managing such services. Vigil was working as a manager for ATB Services and was retained by PM AM when ATB Services was acquired by PM AM in 2011 due to her excellent client relationship and co-ordination skills. She manages a team of customer care and data entry specialists and oversees service management for approximately 15 clients. She works in a close coordination with FAMS partner cities to ensure smooth day-to-day operations. Her responsibilities include delegation of tasks to her staff and ensuring their higher productivity. She sees that all invoicing and payments are processed accurately and efficiently. She also conducts regular training sessions for City staff and PM AM staff for any new feature releases and changes to existing features. Before joining PM AM, Vigil worked as a Bank Research Specialist for Checks Unlimited. Her 3o ■ T duties included researching and analyzing fraudulent activity for stolen checks, and communicating with law enforcement agencies as necessary. Chris Jones- Manager I Public Safety Division Chris Jones is a recent addition to PM AM's diverse management team. He was a Customer Care Supervisor with more than 13 years of experience in customer life-cycle management for the call center industry. With his experience in customer service, Jones brings a very objective and successful approach to managing PM AM's Customer Service Team. His responsibilities include project planning to further enhance compliance in the collections department. He frequently conducts Customer Care call audits to ensure high level of customer satisfaction and process compliance. He also plans and coordinates with internal departments for staffing requirements, training etc. • Jones previously worked as a Customer Support Manager for Maestro Personal Assistance. In that role, he ensured quality customer service through various channels at a managerial level. He was also responsible for vendor and outsourcing partner management. Support Staff- Public Safety Division The management level Project Team members are additionally supported by a full team of Customer Service, Back-office, Data-Entry, Billing - Payment Processing and IT personnel. 31 Financial Capacity PM AM operates as a zero debit company and enjoys a seven figure line of credit from Bank of America. The revenue of the company has grown steadily 20-30% on an annual basis. In 2011, PM AM acquired the company ATB Services. As required by the City of Miami Beach RFP 2016-o34-AK, on Mar ii, 2016 PM AM arranged through Dun and Bradstreet that an original Supplier Qualification Report (SQR) be submitted directly via email to Aneta Kamyczek, the Procurement Contact for the City of Miami Beach. Additionally, PM AM has attached a copy of the Dun and Bradstreet Supplier Qualification Report to this RFP response in the Appendix section. • • • 32 P SCOPE OF SERVICES PROPOSED Specifications • Proposed solution must be hosted by third-party and web-enabled. PM AM will provide a hosted False Alarm Management solution to the City of Miami Beach. PM AM hosts its FAMS servers at Rackspace. Rackspace has been rated the best data center on the market. Rackspace follows all federal guidelines that are relevant and applicable to data center hosting. Rackspace is a publicly traded company under NYSE "RAX" with its last reported revenue of$1.7 billion. Rackspace guarantees that their data center will be available t00%of the time in a given month, excluding scheduled or emergency maintenance. Since 2004, FAMS has never experienced a downtime incident. The PM AM - FAMS platform is a multi-layered secured, i00% web-based architecture providing the capabilities to track, bill and process payments for alarm permits and false alarms, along with our easy to read management dashboards, all originating from a single portal. PM AM's superior technology increases accuracy, ease of management, and will reduce alarm administrative costs for the City of Miami Beach. Available anytime; anywhere, FAMS requires no additional desktop-based applications or support, making administration and maintenance seamless. • Technical support shall be available via the telephone (toll free) during normal business hours, Monday through Friday, 8:oo a.m. to 5:0o p.m., and after hours emergency support. PM AM commits to providing qualified technical support to resolve any issues that may arise. During the business day, an entire team of support representatives will be available, and after hours a mobile number will be provided to contact an on-call support manager. • Provide customer support to residents and business owners during normal business hours, Monday through Friday,8:oo a.m. to 5:oo p.m. The City of Miami Beach will be provided with a unique toll free calling number for its citizens to contact the service center located in United States. PM AM utilizes a cloud-based dialer.The dialer allows the service center to route calls to the dedicated Customer Care Specialist team members in any or all of PM AM's 3 contact centers within United States and integrates all call information with FAMS customer and alarm information. PM AM's customer service approach ensures the citizens of the City of Miami Beach have courteous, timely and easy access to a variety of support tools that will allow them to easily apply for a permit, obtain account information, understand the City's ordinance and receive immediate assistance from customer care representatives for questions related to permits, 33 P billing, payments and the alarm ordinance through a dedicated toll free number from 8:3oam - 5:3opm Central Time. • Provide a dedicated account manager that will be responsible for providing support and implementation assistance. PM AM will assign a dedicated account manager to the City of Miami Beach during the implementation process and after support for the life of the contract. • Provide initial training for the Fire and Police Department personnel on the proper use of the functions and applications, both at the individual and administrator level. PM AM understands the necessity of training opportunities, and we have several solutions to accommodate the City. PM AM has developed a comprehensive training program to assist all stakeholders achieve system and process understanding. This training will be delivered to City staff, the police department, and Finance employees requiring access to the FAMS system. I Trammg TYPe `%I: ,M .STZtV-Traiiiiii*App oac)b D ptio ,� • • - PM Al\i will conduct live training sessions through webinar to train LiveTrainin the city staff in FAMS systems and processes. Separate training _ courses will be provided for senior management and processing staff so that each group receives training customized to their specific role. • The FAMS system has built in field level help that displays help --'FAMS Field information as users scroll over field level elements on the most Level Help generally used user interface screens. This provides immediate - • reference information to users as they utilize FAMS to complete daily activities. • - PM AM will provide to the City webinar training to be delivered for Refresher Training'. current staff as "refresher"training and made available to new employees for introductory training to all program elements. PMAM • can deliver this training at any time when given 48-72 hour notice. 34• • • Provide collection of payments in accordance with the rates established by the alarm ordinance, and any implementing resolution or orders, as may be amended from time to time by the City. • Performance of all the billing in accordance with the City's alarm ordinance, and any implementing resolutions or orders, as may be amended from time to time by the City. • PM AM has reviewed the City of Miami Beach's Ordinance for Fire Department and Police Department as provided in Appendix G of the RFP thoroughly and certifies that all provisions in the City Ordinance including but not limited to invoicing and collection of payments for permit registration, renewals, false alarm penalties, sending notices for excessive false alarm, suspensions, revocations, appeals process etc., can be easily implemented in the FAMS solution. Similar rules are already incorporated into FAMS solution for other municipalities. FAMS is a configurable web-based solution that provides the flexibility to modify attributes to reflect changes in the alarm ordinance as needed. • Provide customers with ability to make payments on line. FAMS has provided a t00% web-based software as a service since 2004, and has evolved it with the ever changing needs of its customers. One of the most in-demand features FAMS provides is its secure online citizen self-service portals where secure payments can be made. In addition to online payment, FAMS payment processing specialists can process payments by phone. All phone and web payments are processed in compliance with PCI. In 2016, society has come to rely upon the ability to use email, text messaging, social media,and apps on their computers and mobile devices. Cloud-based solutions provide the best and most reliable level of digital service available and they do so with the greatest amount of user flexibility and accuracy. Because more people now prefer to conduct business and make payments online, giving the City of Miami Beach's residents and business owners an easy-to-use , always available web portal through which they can apply for or renew their alarm permits, make payments, or address other issues is a crucial component of an effective alarm management program. It will improve the City's permit compliance,and its incoming revenue. By creating FAMS as a t00% web-based solution, PM AM has led the industry in streamlining the user experience and migrating away from clunky hybrid web-enterprise systems. Additionally, FAMS has applications for Android and iOS devices that enable users to view and pay invoices, obtain and change user name and password, view the alarm ordinance, and view and update contact information for permit holder, responsible party, billing, and on-site emergency contact. • Identify and provide notice to alarm users that are delinquent by 3o days. FAMS identifies locations which have an outstanding balance past the due date and issues reminder notices to all such locations. Additionally, FAMS provides a report for these locations 35 P to the Customer Support team. These locations are proactively engaged by PM AM through invoices, notices, and phone calls advising the alarm user ordinance requirements and asking the user to pay the outstanding charges. • Report to the City those alarm users that are delinquent by 3o days. FAMS will provide a report to the City for all alarm users that are delinquent by 3o days. FAMS offers more than too reports to the City of Miami Beach Police Department, Fire Department, alarm administrator, and other officials, which are available 24 hours a day, 7 days a week, and provide accurate information on a real time basis. Most of these reports have the option to export the results in either PDF or Microsoft Excel formats, and they can be customized with multiple parameters, such as date ranges, permit status, etc. These detailed reports are available at no extra cost. • Respond to citizen complaints about lack of services to an alarm address. City of Miami Beach Police Department is not required to respond to: a) Intrusion alarms at locations where seven or more substantial false alarms have occurred in a dynamic 12-month period. b) Intrusion alarms at locations where intrusion alarm fine was not paid within 6o days of a notice of violation. c) Locations where required alarm registration information was not filed within 6o days of a notice of violation for failure to file alarm information. FAMS maintains the databases for alarm registration, incident count, billing and collection of fines on real-time basis. This way, PM AM Customer Support team have the ability to access all permit information instantly in a single FAMS customer service view, allowing the Customer Care Specialists to access all invoices, receivables, and collections data. This empowers them to have a meaningful dialogue with each customer, and answer all questions including but not limited to lack of services to an alarm address quickly and completely. • Respond to miscellaneous citizen complaints concerning the false alarm billing collection and related services. PM AM's Customer Care Representatives shall respond to all questions and issues from alarm users. It has been the experience of PM AM that trained customer service representatives are able to resolve more than 95% of issues in a single call, with the exception of appeals process where the decision may come from City Officials. • The proposer shall be point of contact for all contacts with alarm users. PM AM shall be the single provider of all services provided to the City of Miami Beach and will be the point of contact for all contacts with the alarm users. PM AM will have t00% control of the quality of service provided to the City. 36 • The proposer shall send out notices when the City advises vendor that there is a new user of the alarm system. PM AM engages in a proactive outreach to the FAMS served communities and has defined processes to notify alarm users of the ordinance and permit requirements. PM AM will send out notices to all new alarm users identified by the City of Miami Beach. Additionally, PM AM has relationships with a number of alarm companies who provide FAMS with their client lists so that FAMS can identify locations that have alarms installed that do not yet have permits. The system then sends out notices and permit applications before the first false alarm occurrence. PM AM matches its web and mail campaigns with the manpower of its contact center following up by telephone and answering questions, as well as generating robo-calls to notify non-permitted locations of the alarm ordinance. • All templates for correspondence must be preapproved by the City prior to use by the vendor. During the Implementation Phase, PM AM Document Specialist will work with the City of Miami Beach's Alarm Administrator to design the invoice and other correspondence formats and templates that incorporates the requirements of the City's ordinance and the best practices that PM AM suggests. All content for invoices, correspondence, and other notifications is approved by the City during the implementation phase. • The proposer shall supply hardware, software and all services necessary to establish and provide the false alarm billing and collection service to include . postage. The computer system shall produce various notices including violations, and maintain supplies and services including but not limited to: a) Hardware/Software to maintain all data in reference to this proposal, b) Supply personnel to perform all pertinent duties under this proposal, c) The selected proposer shall coordinate with and supply the City all necessary equipment, materials, personnel and services. PM AM will undertake and pay all costs including USPS postage, all paper stock, educational materials, equipment (including hardware, hosting charges and software), tools, personnel, utilities, etc. that are required for administering the false alarm billing and tracking program for the City of Miami Beach. The system shall include, as a minimum, the following requirements: • Single vendor for both Police and Fire Departments with separate user management and configuration. PM AM provides false alarm management services to both Police and Fire Departments for a number of cities across nation. Some of the cities are San Luis Obispo, CA, Beverly Hills, CA, Salina, KS, Rockford, IL, Rockwall, TX as well as Columbia County, NY. 37 PM AM FAMS is configured so that the menus available to users are determined after user authorization through a password verified process. This ensures that each user in the system only has role-based access to the applications menus that are provisioned to them in accordance with their responsibilities, assigned duties and departments. • Single point of contact or Account Manager for both Police and Fire Department. PM AM shall act as a single point of contact and will assign a dedicated account manager for both Police and Fire Department. Additionally, a mobile phone number will be provided to reach a dedicated on-call team member in the case of an urgent matter. • Single point of contact and daily resident assistance. PM AM will provide the City of Miami Beach with dedicated resources available to take calls and answer questions from the citizens Monday through Friday during normal business hours except company observed holidays. Outside normal business hours a voicemail will be provided for citizens to leave messages. Any messages left after hours will be responded to within 24 hours. • Web based platform/browser based and no"FAT"client installation. FAMS is a multi-layered secured, i00%web-based solution providing the capabilities to track, bill and process payments for alarm permits and false alarms, along with our easy to read management dashboards, all originating from a single portal. Available anytime; anywhere, FAN/IS requires no additional desktop-based applications or support, making administration and.maintenance seamless. • Independent and configurable onfigurable triaaers to be defined by Police Computer Aided Dispatch (CAD) data and Fire Department Records Management System (RMS) data. FAMS will support independent configurable triggers to be used by the Police and Fire Departments. Most commonly, such triggers are used to export data from CAD/RMS systems. • Back-end User Management Tool that is permission based. FAMS is configured so that the menus available to users are determined after user authorization through a password verified process. This ensures that each user in the system only has role-based access to the applications menus that are provisioned to them in accordance with their responsibilities and assigned duties. • Multi browser based builds (Chrome, Safari, Mozilla, Firefox, Opera, 1E, etc.). FAMS is a t00% web-based solution and is compatible with 1E, Chrome, Safari, Mozilla, Firefox, etc. 38 • Administration Configuration Utility. FAMS does support administrative configurability. • Ad-hoc reporting tool. FAMS offers more than too reports to the City of Miami Beach Police Department, Fire Department, alarm administrator, and other officials, which are available 24 hours a day, 7 days a week, and provide accurate information on a real time basis. Most of these reports have the option to export the results in either PDF or Microsoft Excel formats, and they can be customized with multiple parameters, such as date ranges, permit status, etc. These detailed reports are available at no extra cost. • Records retention shall meet the State of Florida Schedule, per Chapter 119 and 2i7, Florida Statutes. PM AM undertakes that all records shall be retained in the FAMS solution to meet the State of Florida Schedule, per Chapter 119 and 257 Florida Statutes. • Vendor to provide Public Service Announcements and initial mailers for registration kick-off at no cost. Informing Miami Beach residents and businesses of the alarm ordinance permit program will help ensure that citizens are aware of the ordinance and its requirements. At no additional cost to the City, the PM AM outreach team will work with City staff to create a comprehensive marketing and public relations plan so that the program and citizens' responsibility are clearly communicated. By including the following in this plan, the City can be sure that its residents and businesses are fully informed. > Public announcements in community newspapers • Water bill inserts ➢ Media Releases • Maintenance of databases: a) Alarm permits. FAMS stores and maintains a rich dataset of information related to all aspects of alarm permitting. This includes in-depth permits information such as the permit number, issue date, expiration date, name of the business or residential applicant, alarm location address, billing address, permit holder information, type of alarm, alarm company information and more. b) Permit Holders Permit holder information is an important aspect of alarm permitting as there may be locations that have alarm systems paid by a different business entity or individual. It is vital to keep both the location and permit holder informed of the permit's status, false 39 P alarms activity etc. PM AM created a special program that allows permit holders to log into a single portal where a multi-location business entity can view all locations linked to their login to see all invoices and activity in one place. This portal provides the flexibility to make payments related to outstanding invoices for multiple locations using a single screen. c) Permit Holders with outstanding charges. PM AM maintains a large number of reports for outstanding charges to be viewed in real time. Citizens can login to a citizen self-service web-portal accessible through the City of Miami Beach's website to view all outstanding invoices, date of invoice, due date etc.These invoices show the date and time of the false alarm, history of all alarms including the 3 free false alarms during the 12 month period that were allowed before charges were incurred. This transparent process inspires confidence to citizens and enables them to pay the charges in a timely and a convenient way. d) Non-permitted location with outstanding charges. FAMS identifies all locations where a false alarm has occurred but an alarm permit has not been obtained. These locations are proactively engaged by PM AM through invoices, notices, and phone calls advising the alarm user of the permit requirements and asking the user to pay the outstanding charges. e) Address verification database. FAMS has'a process for maintaining an address verification database and is the only industry player in the marketplace who has followed this process since its first implementation in 2004.There is not one city managed by FAMS where a permit can be created in the FAMS solution through the citizen self-service web-portal or the administrative portal without validating the address with the GIS and CAD database. This is critical for preventing permits and invoices from being issued for alarm users outside the city limits that do not receive responses from Miami Beach Police and Fire Department. FAMS can perform address validation through 2 processes: t) The address gets validated by pinging the City's GIS database in real time, or; 2) The address is alternatively validated through the address database maintained and used by the City. PM AM had a similar arrangement for the City of Houston under which PM AM was validating the address in City's GIS in real time. If the address was not found in GIS, PM AM was able to.do a secondary address validation through the Houston Emergency Communications (HEC) center database. For the City and County of Denver, PM AM has written technical programs to validate the address in real time with the City's GIS at no additional cost to the City. 40 r System Functionality Requirements shall be as follows: • Public education via web and mailers. PM AM will work with the City staff during the implementation phase to create customized public education material for the web site, educational CD, Online False Alarm Academy, notices etc. The content for these is provided to the City officials for review and approval. This way, City of Miami Beach can be sure that its residents and businesses will be fully informed of the ordinance requirements as well as the false alarm reduction methodologies. • Provide a toll-free citizen customer support telephone line. Such services shall not be outsourced and shall be conducted by the selected vendor. Customer service personnel must have experience in handling the administration aspects (including tracking and billing) of the program and the service must be able to support any citizens' inquiries about the City's alarm ordinance, registrations, fines, etc. The City of Miami Beach will be provided with a unique toll free calling number for its citizens to contact the service center located in United States. All aspects of customer service to your citizens will be provided by PM AM employees. PM AM utilizes a cloud-based dialer. The dialer allows the service center to route calls to the dedicated Customer Care Specialist team members in any or all of PM AM's 3 contact centers within United States and integrates all call information with FAMS customer and alarm information. PM AM's customer service approach ensures the citizens of the City of Miami Beach have courteous, timely and easy access to a variety of support tools that will allow them to easily apply for a permit, obtain account information, understand the City's ordinance and receive immediate assistance from customer care representatives for questions related to permits, billing, payments and the alarm ordinance through a dedicated toll free number. PM AM's Support Center in Dallas, Texas is comprised of professional representatives and is built with the most advanced call center technology, ensuring superior service to our partner cities and the City of Miami Beach. All customer service processes and documents will remain in the PM AM offices in Dallas, Texas. PM AM's two other centers, in Houston, TX, and Colorado Springs, CO, may also provide services, if requested. • Provide continuing education programs for alarm users and alarm companies.The promotional campaign may include radio and television public service announcements, billboards, print advertisements. PM AM has invested great of time, money and resources in developing a comprehensive education program for the alarm users and alarm companies. By engaging the citizens through multiple outreach efforts, PM AM is dedicated to employing proven and consistent processes to deliver a sustained decrease in false alarms for partner cities and counties. Below, PM AM provides some of the methods that consistently produce positive results in reducing false alarms. 41 a) Repetitive False Alarm Violators Identification FAMS presents decision support tools, such as dashboards and scorecards, which systematically identify repeat offenders who cause a high number of false alarms. While these repeat violators are limited in numbers, these highly intelligent and analytical reports are employed by PM AM's Customer Care representatives through meaningful outreach efforts. These efforts encourage repeat violators to take corrective actions, preventing further false alarms. b) Robo Calls Each month, after false alarm reports have been received, PM AM sends out robo-calls to all locations that have had false alarms within the past thirty days, regardless of permitting status or whether or not the alarm was a chargeable offense. These calls educate citizens on the resources required to respond to these alarms, and they offer solutions on how to prevent such occurrences in the future. By helping to inform residents and businesses, these robo-calls are an important resource in PM AM's False Alarm Reduction Program. c) Educational CD PM AM has produced a proprietary, multimedia CD to educate citizens and business about the causes of false alarms and how to prevent them. This significant investment by PM AM educates alarm users about the impact of false alarms on first responder and police resources, outlining how such incidents can pull limited police resources away from actual emergencies. This educational CD is available in both English and Spanish, and PM AM provides this unique service at no additional cost to the City of Miami Beach. d) Online False Alarm Academy The False Alarm Academy is an online program that teaches citizens false alarm prevention strategies, concluding with a test for understanding how to prevent future incidents. Coupled with a waiver of a false alarm fine, or alarm permit reinstatement for users whose permit has been suspended due to excessive false alarms, the FAMS False Alarm Academy has proven particularly effective in reducing false alarms through education. After completion of the school, the alarm user answers several questions to ensure their understanding, and the results are automatically recorded in the permit history. PM AM will work with the City to develop a detailed curriculum, complete with test questions and answers that are relevant to the City's False Alarm Ordinance. PM AM provides this add-on benefit as part of its inclusive FAMS package, at no extra cost to the City of Miami Beach. By educating citizens and increasing awareness, cities and counties see a reduction in their false alarms. 42 e) Security Alarm company Self-Service web-portal PM AM understands the importance of engaging security companies and has invested significant research and resources to create a self-service web portal especially for them. The Security Company portal is i00%web-based and has several rich features that allow security companies to engage and do the following: > Compliance-security companies can check their customer list to help ensure all of their alarm customers are compliant with the city ordinance. • Identifying Non-Compliance ance - PM AV also requests that security companies upload their alarm customer lists to this portal, so FAMS can proactively identify non-compliant alarm users and educate them about the permitting process. PM AM also makes educational resources available to the alarm service providers via the Security Company web portal. > Reduction of False Alarms - PM AM will provide security companies with a list of the City of Miami Beach's high alarm violators.This provides an opportunity for the alarm companies to perform maintenance on faulty equipment that may be causing false alarms. > Self-service Capability - The self-service portal has several reports so the alarm security companies can check their customer's compliance. PM AM maintains a complete database of alarm companies, including: > The assigned code number - ' Name,address, and phone number of the business > Name and phone number of the manager of'the alarm company. The Security Company portal is a significant effort that PM AM has undertaken to ensure that security companies and their customers comply with the applicable alarm laws. The results show that this effort has helped reduce noncompliance and false alarms by using security company resources. • Self-registration of alarm via the web by customer or administrator. • Mail Registration Acceptance. • Call Center acceptance of registration to be handled by vendor. FAMS is a i00%web-based solution that maintains the alarm permit database and updates it in real time. Citizens, businesses, and alarm companies have the option to apply online or use a traditional paper application for permit registration. Rules built into FAMS can review the applicant information and approve or deny the permit application based on the criteria provided in City Ordinance. Approved applicants will automatically have a permit with a unique account number assigned and provided to them by email. Likewise, denied applicants will receive a denial notice providing the specific reasons the application was declined within t business day. FAMS will work with alarm companies and users for permit registrations, while maintaining the current numbering system that the City of Miami Beach uses. 43 r PM AM's FAMS Customer Support Staff is available Monday through Friday during normal business hours to guide callers through the permit application process. Prior to launching FAMS to the public, a PM AM Document Specialist will review the existing alarm permit registration form and work with the City of Miami Beach's Alarm Administrator to produce a form that incorporates the requirements of the City's ordinance and the best practices that PM AM suggests., This results in City officials having accurate and complete information about the permit location, readily available to dispatch, police officers, the Alarm Administrator, and PM AM Customer Care representatives. • Ad-hoc reporting. FAMS offers more than ioo reports to the City of Miami Beach Police Department, Fire Department, alarm administrator, and other officials, which are available 24 hours a day, 7 days a week, and provide accurate information on a real time basis. Most of these reports have the option to export the results in either PDF or Microsoft Excel formats, and they can be customized with multiple parameters, such as date ranges, permit status, etc. These detailed reports are available at no extra cost. • Configurable accounting statistical and reporting tools. FAMS has a proven, comprehensive billing and accounts receivable software, guaranteeing accurate accounting. While some accounting software is limited when it comes to handling large volumes of invoice creation, FAMS is designed to manage the volume of invoicing and payment processing needed for a city like Miami Beach and will be able to seamlessly integrate with the City's general ledger and accounts receivable applications. City officials are provided with online real-time access to make the decisions with zero downtime and no dependence on PM AM's staff. • Ability to audit user's access and actions within application (i.e. record changes or billing changes). FAMS has a configurable role-based and user login based access which allows users to access the specific menu items provisioned for them. FAMS maintains the detailed history of the user access and actions taken by the user on the permits with name of user making the change along with the date and time of the change. • Ability to exclude specific response locations (i.e. City buildings, hospitals, non- response locations). PM AM maintains database of all alarm locations that are exempt from the City's Ordinance provisions. In the event, false alarm activation occurs at these locations, FAMS has defined processes that prevent it from generating an invoice for the false alarm. However, PM AM does generate an outreach list for Customer Support Representatives to engage these alarm users through phone calls and provide them with educational material on the importance of false alarm reduction and tips on how to reduce false alarms. Additionally, locations can be marked as no-response as provided by the City's ordinance. City of Miami Beach Police Department, 44 P Fire Department and the Alarm Administrator will have access to the information related to exempt locations or no-response locations in real-time. • Ability to export to Excel, CSV,and or text files. FAMS has the ability to export most of the reports and data to Excel, CSV, PDF formats. Additionally, any data required by the City of Miami Beach can also be made available in txt, xml,or any other format as needed by the City at no additional cost. • Shall return the City's data in an agreed-upon format at the end of the contract term, if the contract is not renewed, or upon any earlier termination. All data relating to the alarm permits is owned by the City of Miami Beach. PM AM shall return the City's data including records, files, databases and related project information and material in an agreed-upon format at the end of the contract term, if the contract is not renewed, or upon any earlier termination. • Access to query system for notification/billing date/time stamp. The City of Miami Beach Police Department, Fire Department and other officials will have real- time access to the too % web-based FAMS solution, This way, all information to the permits, emergency contacts, incidents, invoices, payment history, billing date, account modifications etc. are available to the City officials in real-time. • Provide a monthly report of all fees collected for permits and false alarms. FAMS reporting functionality provides detailed report on all fees collected for permits and false alarms in real-time. City officials have access to these reporting tools at all times. Additionally, PM AM shall provide the city with the monthly report for the fees collected. • Violator must have the ability to dispute the Notice of Violation (NOV) within 3o days of notification (should delay billing functionality once dispute is received). • Vendor Customer Service to flag disputes and provides notification to the City. • Vendor to provide a system or business process for handling disputes (correction of record info, request for hearing at Special Master) within certain number of days from Notice of Violation. PM AM offers its False Alarm Management Solution (FAMS) managed service as a complete t00% web-based solution to store, update and maintain all documentation required for appeal hearings. FAMS has an intuitive appeals function that contains all the requisite information for an appeal officer to make a decision from the office or while using a mobile device. Citizens receiving an invoice for false alarm fees may choose to contest their false alarms. The City of Miami Beach may offer the option for them to appeal in person with an appeal hearing, or by mail. 45 P In Person Hearings When a citizen elects the option to have an in person hearing, the invoice will direct him or her to call FAMS Customer Support, or fill out a form and submit it by mail to schedule the hearing. The FAMS solution provides a function for scheduling appeal hearings that allows a Customer Support Representative to schedule the requested hearing in the time slots that the hearing officer has notified FAMS that he or she is available. In the event that all the available time slots are taken, the CSR will enter the appeal request into a queue that will be called to schedule as soon as a new time slot becomes available. This way, all appeal requests are handled in the order received. Appeals by Mail When a citizen elects to appeal by mail, the CSR who takes the information by phone or by mail will submit the appeal request with all the relevant permit account details for the hearing officer to review at his or her convenience. In the case of both in-person hearings and appeals by mail, the hearing officer can enter the appeal decision and any corresponding notes into the FAMS solution. Once this information has been provided, a FAMS CSR will generate a notice to the contestant providing the details of the appeal decision that was made, and make any accounting adjustments that need to be made to the permit holder's account. • 46 f 7--7.-71 1 - 'tvsr:y. -T* A ;; 1 T� ,._ , , , ";,V tipsyrd y.-r ALARM '1,,,,, a ,,"-..;� 2t K SS- ' USER 'S max-{ FY ,--14--/'- i '1 RECEIVES a 444‘,...4t ' .1•INVOICE. t,� .« ' t'''.34"-` tc r, s F,.M5 SENDS ,r__ ``' d4 ".M.] ALARM ^t�7 -•`-.•-• - ACCQL:c� K$ -rid DATA TO INFO.IS :I" t 4 r CTY OFFICIALS. FOR AVAILABLE WE- 'AI HEARING A,. -.t . ® 3 VIA !! PRINTED r { OR WEB CDNFIDc� SX"4" ;' { PORTAL DECISIONS r j; FOR QTY. ARE MAD P': f-4.14 IL .1 APPEAL r.i.,..x.,,,,..„---: is HEARING „,, k 'kJ. N r Yom, '1 y • City to have the ability to add notes/follow-up information on individual alarm profiles and incidents. Since FAMS is t00% web based, City of Miami Beach officials, including the alarm administrator, will have full privileges and complete access to FAMS in real time including local access to make any changes like billing address update, name and phone number of the emergency contact, add notes etc. 47 • Vendor to provide an automated upload process of violations with no end-user intervention. • Proposer shall work with New World Systems Corporation, the vendor for the City's Police Computer Aided Dispatch (CAD) and Fire Records Management System (RMS) to interface between Proposer's software and the CAD/RMS system. FAMS is easily configurable to any CAD/RMS system and interfaces with leading industry- standard CAD/RMS Systems. PM AM understands that the City of Miami Beach utilizes New World Systems CAD system. PM AM has several cities which use New World Systems CAD namely Beverly Hills, CA, Bell Gardens, CA, San Bernardino, CA, Highland Park, TX, Douglas County, CO and others. PM AM considers the required interface process to be a simple setup given PM AM's experience in writing sound processes per CMMI's capability maturity model. The programs established for the City of Miami Beach processes will accomplish the following goal: ➢ To transfer online/on-demand the incident records from City's CAD and RMS system to FAMS allowing PM AM to update, track and invoice for false alarms in accordance with the City of Miami Beach Alarm Ordinance.. The City's CAD/RMS interface will be a seamless part of the project implementation. PM AM's use of CMMI Level 3 processes and Microsoft certified software development expertise would be leveraged to ensure the RMS integration is performed flawlessly. Our CAD/RMS integration processes have been perfected through integrating FAMS with cities across the nation. We are able to complete the integration processes with minimal support from the city's Information Technology division. PM AM has established controls to ensure receipt and effective management of all transmitted information with full transparency and accountability. • Ability to run reports based on geographical location (homeowners association, Fire Department Zone) by set map layers or polygon. PM AM is currently expanding its FAMS reporting capabilities to include variable mapping layer options. 48 FAMS Processes at a Glance Alarm Permitting Under the City of Miami Beach's Ordinance for Police Department, residential and commercial locations operating alarms are required to register and pay an annual fee for the alarm permit. FAMS is a t00%web-based solution that maintains the alarm permit database and updates it in real time. Citizens, businesses, and alarm companies have the option to apply online or use a traditional paper application for permit registration. Rules built into FAMS can review the applicant information and approve or deny the permit application based on the criteria provided in City Ordinance. Approved applicants will automatically have a permit with a unique account number assigned and provided to them by email. Likewise, denied applicants will receive a denial notice providing the specific reasons the application was declined within i business day. FAMS will work with alarm companies and users for permit registrations, while maintaining the current numbering system that the City of Miami Beach uses. PM AM's FAMS Customer Support Staff is available Monday through Friday from 8:3oam-5:3opm to guide callers through the permit application process. Prior to launching FAMS to the public, a PM AM Document Specialist will review the existing alarm permit registration form and work with the City of Miami Beach's Alarm Administrator to produce a form that incorporates the requirements of the City's ordinance and the best practices that PM AM suggests., This results in City officials having accurate and complete information about the permit location, readily available to dispatch, police officers, the Alarm Administrator,and PM AM Customer Care representatives. PM AM's proven Citizen portal strives to create a safe, transparent, and risk free environment to the community. A video demonstration is available to customers immediately upon logging onto the city's website, providing step-by-step instructions to complete the permit application. With this guide, customers can be confident in completing the application quickly and without issue. In just a few minutes, the permit is generated with a unique permit number, and a copy of the permit is emailed to them. PM AM has invested a great deal of time, money, and resources into perfecting these processes, which ensure that all information is cross referenced, verified, and t00%accurate. By referencing city databases like GIS, utilities, etc., PM AM is able to verify the accuracy of information provided. Partner cities have consistently shared positive feedback about the intuitiveness and seamless experience using the Citizen portal. Once a permit is registered in FAMS database, citizens can immediately access a copy online or through email. All subsequent alarms that occur at the permit location are assigned to the permit, and both City staff and PM AM staff are able to see the permit type (Residential, Commercial, Multifamily, or Exempt), permit status, invoices, payments, and all past incidents. Complete information regarding the original registration date, renewal date, date of each false alarm and incident count, and historical information on permit issuance, suspension, and reinstatement are maintained by FAMS. Citizens, the City Alarm Administrator, and PM AM Customer Care representatives all have access to review permit information, along with the ability to maintain the key holder information through FAMS administrative and citizen portal. City officials and program administrators can access the t00% web-based software as a service in the browser of any web- 49 connected device. City of Miami Beach officials, including the alarm administrator, will have full privileges and complete access, including the ability to make changes and updates like a customer's billing address, name and phone number of emergency contacts, any special or medical conditions that may be present, etc. Permit Renewals PM AM's FAMS has a business rules-based, automatic billing process that eliminates errors and provides accurate information. The Customer Service Billing Specialist executes several reports to ensure that all permit renewal notifications have been processed. FAMS has detailed and well defined processes to generate notices, invoices, and electronic notifications to residences and businesses on the City of Miami Beach letterhead. All content for invoices, correspondence, and other notifications is approved by the City during the implementation phase. FAMS permitting and permit renewal processes include: • Any permit that is set to expire during the upcoming month will automatically receive a renewal invoice, providing permit holders plenty of time to ensure that they remain compliant with the City of Miami Beach Alarm Ordinance. • Non-compliant notices and permit applications are sent to all alarmed locations that do not currently have a valid permit but have reported false alarm incidents. By applying for a permit, not only will citizens become compliant, but the City of Miami Beach receives additional revenue, along with up to date key holder information for dispatch and police officers. • If residents and businesses do not register their alarm systems after receiving a non- compliance notice, FAMS provides a report so that PM AM can engage these customers via phone or email. • City users can search for permit information using various options, including, but not limited to, permit holder name, address, invoice number, phone number,and permit type. Continually Updated Permitting Renewal Payment Information PM AM provides citizens an opportunity to update the responsible party and key holder information in real time through the citizen portal or by informing PM AM by phone or mail.This results in accurate, updated details always available to responding police officers. False Alarm invoicing At a Glance FAMS is an adaptable, web-based solution, which makes it possible to modify alarm ordinance details to reflect changes as needed. This allows the City to revise its ordinance from time to time without the concern over whether PM AM would be able to incorporate the updates. Based on this customizable solution, FAMS utilizes data to catalogue all fees, including billable 50 false alarm charges, and the total fines for each location during the dynamic 12 month period. By maintaining the table of incident criteria, FAMS generates notifications and invoices to inform citizens of any violations of the alarm ordinance, and the solution allows for the waiver of registration or other civil penalties for exempt locations. The City can determine when and how the frequently of invoices should be generated, and these invoices provide the citizens with the detailed history of false alarms and fines for their location. This allows them to cross reference the information on the invoice with the City ordinance requirements. The transparent availability of all this information gives citizens the confidence in the alarm program to pay their invoices on time. FAMS uses a thorough process to meet billing objectives by using several reports in order to ensure accuracy so that bills are correct and mailed in a timely manner.As the invoices are created in bulk, the information is automatically updated on permit accounts. All correspondence sent to permit holders is customized and provided to the City for approval during the implementation phase. Invoices, notices and envelopes are designed to look consistent with the City's logo and letterhead and all stationary expenses are paid by PM AM.- PM AM's mailing address and toll-free number for customer support are clearly shown on all correspondence, and all invoices include remittance slips for citizens to send with their payments. These payments are posted to the alarm user's account within 24 hours. If a customer's check is returned by the bank due to insufficient funds, PM AM staff creates an additional NSF invoice, and an updated invoice with this and all previous outstanding charges to . the permit holder. By using the City of Miami Beach's ordinance business rules, FAMS will notify customers of excessive false alarms, upcoming suspensions, revocations, appeals process, etc. Similar rules are already incorporated into FAMS for other municipalities. FAMS can also track organizations that have filed for Chapter 11 status and prevent these organizations from being billed. FAMS non-compliant reporting processes identify alarm users who have caused false alarms but have no valid permit on file. With this information, the PM AM Customer Care Team can engage these citizens through letters, invoices, and courtesy phone calls to ensure that they can pay any outstanding charges. Adjustments Any adjustments that City officials deem necessary can be easily processed with FAMS. For example, if an alarm was disposed as false, but later determined to be true, FAMS provides the ability to update the alarm disposition. By making these adjustments, the number of false alarms on an account is updated, along with the amount owed after the adjustment. With this process, alarm registration or civil penalties can be waived for exempt locations, and citations can be transferred from one location to another if the original incident was charged to an incorrect address. 51 GIS Address Validation All addresses that are entered into FAMS are verified with the City's CAD or GIS database before a permit is created. PM AM validates the location address against the CAD or GIS database in multiple ways. PM AM has built interfaces for the City of Houston and City and County of Denver which allow address validation to take place in real-time with the City's database. Additionally, PM AM can store and maintain the city's CAD or GIS database which can be updated as frequently as necessary. With this thorough and detailed validation process, PM AM ensures that the permitting and alarm management service is only offered to City residents. PM AM is the only industry player who has been successful in eliminating the problem for the residents who do not live in the city limits but apply for a permit. This prevents future problems for the city by preventing residents from receiving a permit for a location outside of the City's jurisdiction that would not receive police response to an alarm. PM AM is committed to ensuring i00% accuracy in information with complete transparency and full access to City officials. Security Companies Self-Service Web Portal PM AM understands the importance of engaging security companies and has invested significant research and resources to create a self-service web portal especially for them. The Security Company portal is i00% web-based and has several rich features that allow security companies to engage and do the following: > Compliance -security companies can check their customer list to help ensure all of their alarm customers are compliant with the city ordinance. > Identifying Non-Compliance - PM AM also requests that security companies-upload their alarm customer lists to this portal, so FAMS can proactively identify non-compliant alarm users and educate them about the permitting process. PM AM also makes educational resources available to the alarm service providers via the Security Company web portal. > Reduction of False Alarms - PM AM will provide security companies with a list of the City of Miami Beach's high alarm violators. This provides an opportunity for the alarm companies to perform maintenance on faulty equipment that may be causing false alarms. • Self-service Capability - The self-service portal has several reports so the alarm security companies can check their customer's compliance. PM AM maintains a complete database of alarm companies, including: > The assigned code number > Name, address, and phone number of the business > Name and phone number of the manager of the alarm company. 52 The Security Company portal is a significant effort that PM AM has undertaken to ensure that security companies and their customers comply with the applicable alarm laws. The results show that this effort has helped reduce noncompliance and false alarms by using security company resources. Reply Reply a l Fcrxard .i , ©,, • Re: Alarm Company Self-Service Portal for advance permit _ purchase • From:Jimmy Spivey<jim.spiv @y tai cecgov> Date:Friday,February 5,2016 at 3:20 PM To:Pankaj Kumar<P)nkaiK,lPMAM corn> Subject:Re:Alarm Company Self-Service Portal for advance permit purchase r.. Mr.Kumar. . 1 .. I appreciate the opportunity to comment on this aspect of the service PM AM provides to the City of I Richardson in regards to the permitting of alarm systems. 115,difficult to isolate this particular part of the service relative to its impact on the entire system so I will first say that the complete service PM AM • provides has resulted in an extraordinary reduction in the incidence of false alarms that fully exceeded our expectations. A big part of the management system was trying to ensure that alarm systems operating in the City of Richardson complied with our alarm ordinance in regards to obtaining a permit. This was important so that we could better track alarm activations and intervene with those who were habitual trouble 4. spots. This was effectively accomplished by your soliciting the assistance of the alarm companies i,.. installing the alarm systems. After your description of the problem and offenng this solution(selling blocks of permits to the alarm company who in turn issue the permit to their customer)alarm companies were quick to cooperate. Needless to say,it is a rare event now that we run across an alarm location that f isn't permitted. 4 £4 As I have said though,this is but a part of the system that has helped us reduce false alarm activations so . t. significantly, the complete and thorough records kept by PM AM,the great customer service,better ;x educating the consumer in regards to operating their system without false activations.and the above • mentioned component to increase permitted sites all combine to deliver a service to the City of „ , Richardson that has been overwhelmingly successful. Regards_ Jimmy L Spivey Chief of Police Richardson Police Department 0-972.74,1-4886 F-972.744.5996 L. Jimmy Spiveyrbcor.rov {" Citizen Self Service Web Portal In 2o16, it has become a societal expectation to have online support available at any time, day or night through a computer or mobile device. PM AM's FAMS has established a secure web portal for citizens to complete alarm registration, renewal, and online payments with 24 hour, 7 days a week availability. The portal can be customized to provide a seamless experience with the City's website. The Citizen portal will be accessible by a link on the City's website, and it will include a link to the City of Miami Beach home page and any other links designated by the city. 53 The City of Miami Beach citizen web portal will provide the following: • Citizens can apply for permits and pay online 24 hours a day, 7 days a week. By using this option, your citizens can become Alarm Ordinance compliant in minutes and will receive email notification once the payment is processed. Information is posted to FAMS in real time, allowing first responders to immediately access the alarm and permit information. Additionally, citizens can type and print applications from the website. • Citizens can log into FAMS secured area to review their False Alarm history, bills, payments, and permit information at no cost. Most importantly, citizens can update their contact information online, which provides first responders with the most accurate information for each alarm location. • With a safe, secure, and user-friendly option, citizens can routinely pay their renewal or false alarm charges from the comfort of their homes. FAMS Citizen portal is secured through a 256-bit encryption and PCI compliant. . • Citizens can view educational information to assist in false alarm reduction, and may also complete the alarm awareness class. • Citizens can also Find information relating to the City's alarm ordinance, and have the option to download the complete ordinance for review. PM AM has been recognized as unmatched by other False Alarm Management service providers at creating excellent user experiences in each of PM AM's cities' custom-designed citizen portals. Immediately upon logging in, citizens can click on highly visible "demo" buttons that initiate a video guide that walks them through how to apply for a permit, or pay outstanding fines. These video demonstrations make it easy for citizens to quickly learn and apply for their permit, view and pay pending invoices, change contact details, view their permit, and review their false alarm history. Six years ago, PM AM launched this initiative and became the first in the False Alarm Management industry to create such a unique and user-friendly experience. Over time, others have begun offering similar services. PM AM's implementation team uses creative designs to make each portal unique for each partner city or county and thematically consistent with the city's website. The web portal is encrypted and secure to ensure safety for its users and information submitted and is accessed through a link at the City's website. All payments processed are PCI compliant. 54 Mobile Strategy PM AM provides a lot of the same functionality through mobile applications for iOS and Android devices. Currently the FAMS apps for iOS and Android enable users to log into the Citizen portal to read the City's False Alarm Ordinance, make payments, view and update their permit information for permit holder, billing, and on-site emergency contacts. They , .. - - can also access a variety of education materials to help them prevent future false alarms. Easily make payments on mobile devices... ' : �* Reporting FAMS offers more than too reports to the City of Miami Beach Police Department, alarm administrator, and other officials, which are available 24 hours a day, 7 days a week, and provide accurate information on a real time basis. Most of these reports have the option to export the results in either PDF or Microsoft Excel formats, and they can be customized with multiple parameters, such as date ranges, permit status, etc. These detailed reports are available at no extra cost. Through this unique, transparent, and detailed reporting process, PM AM can provide all records and statements that the City may need for auditing purposes. It also allows PM AM to provide a proactive approach for regular reviews by the City of Miami Beach. With the transparency in reporting, PM AM and the City can work together to discuss issues such as quality, customer service, business issues, problem solving, and future planning on an ongoing basis. Dashboards and Analytics Reports PM AM FAMS is a unique and forward-thinking alarm management solution that provides city decision makers with real-time information. City officials can monitor permits, false alarms, billing, and collection details at any time through statistical and analytical dashboards, many of which utilize a drill-down technique from the FAMS user interface, allowing users to view the details they need when they need them. Lock Box and Accounts Reconciliation PM AM currently processes payments with several banks. PM AM will maintain a local "lockbox" with a local mailing address so that payments for alarm permits and false alarm fines can be deposited in this lockbox. PM AM has successfully utilized this process with several banks, and will implement it with the City of Miami Beach. PM AM will coordinate with the City's bank of choice in order to set up their payment processing system. This Lockbox will have a personalized address for the City of Miami Beach, and PM AM's payment processing team will ensure that all payments are applied to citizens' accounts quickly and accurately. The City will receive a unique account number, and all remittances sent to this Lockbox will be integrated with FAMS in order to reconcile the accounts on a daily, weekly, and monthly'basis. The costs associated with the City's Lock Box process shall be the responsibility of the City. Lock Box Sample Address City of Miamt Beach ,-' ' False Alfa m ManagementSSei2nces J L),r {Number} , _ , amigs ach`;FU.t3 139 r• ; '; The citizen self-service portal provides a secured payment gateway so that citizens can submit payments for false alarm charges, which PM AM will integrate with the City of Miami Beach's bank of choice in order to accept ACH, debit, and credit card payments. With this process, payments are processed successfully, and no credit card information is stored in FAMS, resulting in zero liability for PM AM or the City. All online payments are processed in compliance with the PCI Industry standards, and accounts are reconciled on an ongoing basis. Alternative Payment processing Method Available to the City PM AM offers a local Lock Box address near PM AM's office, your citizens can send their remittance to this PO Box. PM AM staff picks up the mail every morning and processes payments in a timely manner. PM AM is SSAE -16 Certified for its payment handling processes. PM AM shall provide this service to the City of Miami Beach at no additional cost. All Lock Box fees incurred under this option shall be paid for by PM AM. Citizens can pay by sending their payments through USPS mail or pay online. They will also have an option to visit the City and pay for their outstanding invoices. The City will have the option of forwarding all these payments in an envelope to PM AM's lockbox. Alternatively, the city can deposit these payments into the city bank account and enter the payment received information into FAMS from the comfort of their offices. FAMS will track 56 all the payments received at the city and provide the summary and transaction details in the monthly financial report. PM AM conducts financial audits internally as well as through independently-certified auditors and is SSAE-i6, SOC 1 certified. Secured Payment Processing Gateway The citizen self-service portal accepts citizen payments for false alarm charges online via a secured payment gateway. In the event the city chooses to use the PO Box service of PM AM, we shall use Authorize.Net as a payment gateway hosted software application on PM AM's server which authorizes credit card payments between the self-service website and each credit card processor. Information such as credit card numbers, amount, and customer name are encrypted and passed to the credit card processor, who then processes the payment through the Visa/MasterCard network. All payments are made in compliance with PCI. Refunds Process PM AM understands that the alarm users occasionally send in overpayments. Unlike other industry alarm program service providers, PM AM has developed a transparent process through which all overpayments go in order to provide a refund. All refund requests go through two levels of authorization, ensuring checks and balances on PM AM's end before the actual refund is sent to your citizen. All refund reports and access to the bank account to validate each refund is available to the City. Without such functional capabilities, some alarm programs may direct unmatched payments to the City's escrow fund and will place the burden upon the City to reconcile and process refund payments directly to the citizen or business. Customer Service Center The City of Miami Beach will be provided with a unique toll free calling number for its citizens to contact the service center located in United States. PM AM utilizes a cloud-based dialer.The dialer allows the service center to route calls to the dedicated Customer Care Specialist team members in any or all of PM AM's 3 contact centers within United States and integrates all call information with FAMS customer and alarm information. PM AM's customer service approach ensures the citizens of the City of Miami Beach have courteous, timely and easy access to a variety of support tools that will allow them to easily apply for a permit, obtain account information, understand the City's ordinance and receive immediate assistance from customer care representatives for questions related to permits, billing, payments and the alarm ordinance through a dedicated toll free number from 8:3oam- 5:3opm Central Time. PM AM's Support Center in Dallas, Texas is comprised of professional representatives and is built with the most advanced call center technology, ensuring superior service to our partner cities and 57 the City of Miami Beach. All customer service processes and documents will remain in the PM AM offices in Dallas, Texas. PM AM's two other centers, in Houston, TX, and Colorado Springs, CO, may also provide services, if requested. PM AM Corporation is an equal opportunity employer. PM AM has a policy not to discriminate on any basis prohibited by law including race, sex, age, religion, national origin, disability, marital status or veteran status. It is PM AM's intent that equal employment practices apply to all terms and conditions of employment at PM AM Corporation. The CEO of PM AM Corporation and all managerial personnel are committed to this policy and its enforcement. PM AM Corporation does not tolerate the presence of illegal drugs or the illegal use of legal drugs in the workplace. The use, possession, distribution, or sale of controlled substances such as drugs or alcohol, or being under the influence of such controlled substances is strictly prohibited while on duty, while on PM AM Corporation's premises or worksites, or while operating PM AM Corporation's equipment or vehicles. PM AM conducts drug tests during the employment process and all employees provide their consent to be sent for drug tests at any time during employment with PM AM. — — PM AM's Customer Care Representatives shall respond to all questions and issues from alarm users. It has been the experience of PM AM that trained customer service representatives are able to resolve more than 95%of issues in a single call, with the exception of appeals process where the decision may come from City Officials. Citizen Service Representative Team PM AM has a citizen service team made up of Customer Care Specialists and Customer Care Representatives. The alarm administration team includes specific roles and specialists: • Alarm Matching Specialist • Billing and Payment Specialist • Customer Care Specialist • Document Specialist 58 PM AM's Customer Care Team Roles FAMS Inbound"ad �W — Process $—�- ; i \ a .- Process Atent ; i , Ca=l as w Processor 0 Contacts , -4.-- ID CD5canallia" .': .„. CAD P Data Processor Prop..Payments' Process '3J oALL C'C �� t. O.tt.raM It Checks Baling 5.c�is • Aoc..M Cn.lt Cs� Predictive ` Dialer fa *mom Care .44:10 ,/ vats Ibis C.sroow s«v¢. 2.or...ntarir. \ . ■■ 1116) Prose N °elbowed Mai sadntt4 Sampans ,. Mailing 59 Utilizing FAMS to Create a Superior Customer Experience Customer Care Specialists have the ability to access all permit information instantly in a single FAMS customer service view, allowing the Customer Care Specialists to access all invoices, receivables, and collections data. This empowers them to have a meaningful dialogue with each customer,and answer questions quickly and completely. For example, Customer Care Specialists can access customer invoices as they were issued. This enables Customer Care Specialists to speak in confidence knowing they are discussing the exact documentation each caller has received. If the caller requires invoices to be resent to them, Customer Care Specialists can immediately resend invoices by email or fax so that customers can receive them in near real time. • Emails are instantly sent by FAMS's integrated email engine • Faxes are instantly sent by FAMS's integrated fax service Customer Care Call Center PM AM maintains high quality standards for each Customer Care Specialist. PM AM's proprietary web-based call center software monitors all interactions between callers and FAMS Customer Care Specialists, including telephone number, call duration, and the date and time the calls were made. All of these are recorded in the Call Log records, and are regularly reviewed for quality assurance. PM AM has a state of the art predictive dialer capable of handling voice and data seamlessly. This feature helps create a positive experience for callers, and educates them about alarm reduction efforts while they are on hold. PM AM works with the goal of"Single call resolution" to be 95%+. PM AM has a Same Day Call Back Policy in place for any voice messages that ensures a high level of customer service is achieved. Customer Care supervisors are able to listen to live service calls and provide input if required, ensuring that the customer service team provides superior service to the citizens. Customer service metrics are available to supervisors in real-time, and supervisors spend considerable time monitoring conversations to make sure that citizens are receiving high quality service from the customer care department. In addition to monitoring, supervisors must conduct Call Quality Audits on a regular basis, documenting the quality on a predefined questionnaire, which is then reviewed to become the basis for coaching and training to continually improve each Customer Care Specialist's performance.Through these methods, PM AM is able to ensure that our Customer Care team provides consistent, complete, and superior service to the City and its citizens. The City of Miami Beach will benefit from PM AM's cloud-based FAMS solution and from satisfied citizens who call FAMS customer service representatives. PM AM utilizes call center best practices in order to have the majority of calls resolved during the first interaction. 6o All calls are recorded and available for review. While customer complaints are rare, PM AM can review the call recording in order to fully understand the customer's issue while gaining full knowledge of the interaction. Any necessary steps towards resolution can then be taken. By recording all calls, PM AM and its partner cities can look at any feedback provided by the citizen as it relates to the false alarm management service. The Service Center identifies high value account collections through the Revenue Enhancement Program, which includes a predictive dialer that calls alarm users with high outstanding false alarm balances. Customer Care Representatives can then contact customers with follow up reminders, especially in instances where the account includes an agreed to pay notation for a specific date. These policies as part of the overall FAMS solution produce measurable results. The City of Houston in 2008 collected $6.3M and has realized a $5.5M+ increase (total sii.86M) in revenue collected from the alarm program to-date after partnering with PM AM. Additionally, the redundancy provided by PM AM's three similar Call Centers located in Dallas,TX, Houston, TX, and Colorado Springs, CO shall be a huge benefit for the city in the event of an unforeseen problems like power outages or inclement weather which may cause one,center to be out of service. Customer Representative Service Philosophy PM AM understands that the City of Miami Beach has high customer service expectations. PM AM seeks the highest degree of professionalism and courtesy in our service representatives and provides extensive customer service training to each employee before they begin taking live calls The following chart contains the highlights of our service guidelines. Courtesy and Professionalism Standards i. Remember the difference between customer service and citizen service. You are representing the City and the person you are calling expects their government to be very responsive. z. Answer the phone pleasantly and maintain a pleasant demeanor while on the phone. 3. Be sincere at all times. People will sense insincerity on the phone even though they cannot see your facial expressions or other non-verbal communication clues such as hand gestures, head nods and body posture. 4. Know the ordinance and all information regarding its compliance. 5. Return all phone calls within the same day. 6. Keep remarks of the contacts you make in the FAMS notes section.These notes are crucial for future contact of when city officials wish to check on an alarm user account. Note dates for follow-up. 6t 7. Listen and respond to the person on the other end of the line. When you focus on them rather than on what you are going to say next, the phone call becomes much more conversational. 8. Know what you want to say before making an important call. 9. Do not do things such as open mail, do paperwork while on the phone.The person you are talking with will know you are distracted. to. Meeting weekly goals requires setting and meeting daily goals. Record you progress on a daily basis. ii. Always use introductory or follow-up letters, FAMS informational fliers or other educational materials to further the goal of alarm reduction. 12. Focus to resolve calls in a timely fashion with politeness. If it becomes evident that the person is not the one needed to resolve the issue, obtain the correct information and then contact that person. 13. Before disconnecting the call, one should recap the reason for the call, the resolution provided and confirm that the expectation has been met and caller is satisfied. Customer Messaging Standards 1. Clearly identify yourself, the nature of the call and what action is required of the alarm user. 2. Provide a call back telephone number. 3. Speak with confidence and authority. 4. When you connect with an assistant to the person responsible for payments, ask about a convenient time that might be best to call back. 5. When finding it difficult to get business alarm users, try to call early in the morning or later in the evening when more time may be available. 62 Business and IT Support Processes Business Efficiency Processes Unique to PMAM PMAM utilizes specialized systems and processes in various ways to improve business processing efficiency. We implement the following tools to increase effectiveness and efficiency of the False Alarm Billing System. Optical character recognition (OCR):The OCR translates the electronic transaction of images text into machine-editable text. This system is integrated into FAMS software in order to perform any paper to electronic text translation. Automatic Envelope Opening System: PMAM can employ an automatic letter opener working at the speed of 16,000 letters per hour. The letter opening system can be used for any instance in which PMAM is required to receive large volumes of mail. IVR Software: PMAM has integrated an Interactive Voice Recognition (IVR) system. This automatic dialing and messaging system processes thousands of calls per day to remind your citizens to take alarm ordinance actions, be reminded of outstanding payments and can also assist to deliver customized citizen outreach messages about the alarm billing and tracking program. IT Support Processes Hosting Environment PM AM will provide a hosted False Alarm Management solution to the City of Miami Beach. The hosting is provided by Rackspace Hosting, a top tier dedicated hosting company located in the United States. The FAMS hosting environment is designed to deliver FAMS in an"Always Available" mode to the City of Miami Beach officials and citizens. Secure Client Transactions • FAMS's servers are hosted with Verisign's SSL Certificate providing secure encrypted communication between client browsers. This security is also enforced to our server's Payment Gateway. • Password Protection: FAMS ensures that all screens and modules in the system can be accessed only by authenticated users with their secured login and passwords. All passwords in the system are encrypted with a 132 bit encryption algorithm. PM AM Servers have always been in"Always Available" to all our partner cities since inception. Rackspace Hosting Rackspace hosting provides world class, dedicated server hosting to PM AM. FAMS system 63 availability up time and responsiveness is directly correlated to Rackspace's leadership in providing optimal data center and application hosting services. Since 2004, FAMS has never experienced a downtime incident. More about Rackspace Hosting services is provided below. Physical Security • Keycard protocols, biometric scanning protocols and round-the-clock interior and exterior surveillance monitor access to every one of Rackspace data centers. • Only authorized data center personnel are granted access credentials to Rackspace data centers. No one else can enter the production area of the datacenter without prior clearance and an appropriate escort. • Every data center employee undergoes multiple and thorough background security checks before they're hired. Precision Environment • Every data center's HVAC (Heating Ventilation Air Conditioning) system is N+i redundant. This ensures that a duplicate system immediately comes online should there be an HVAC system failure. • Every 90 seconds, all the air in our data centers are circulated and filtered to remove dust and contaminants. • Rackspace's advanced fire suppression systems are designed to stop fires from spreading in the unlikely event one should occur. • All cables are securely tied down with cable racks suspended from ceilings, providing dual routes for all cables. Conditioned Power • Should a total utility power outage ever occur, all of the Rackspace data centers' power systems are designed to run uninterrupted, with every server receiving conditioned UPS (Uninterruptible Power Supply) power. • Rackspace's UPS power subsystem is N+i redundant, with instantaneous failover if the primary UPS fails. • If an extended utility power outage occurs, Rackspace's routinely tested, on-site diesel generators can run indefinitely. 64 Core Routing Equipment • All routing equipment is housed in a secured core routing room and fed by its own redundant power supply. • Fiber carriers can only enter Rackspace data centers at disparate points to guard against service failure. Network Technicians • Rackspace requires that the networking and security teams working in Rackspace's data centers be certified. Rackspace also requires that they be thoroughly experienced in managing and monitoring enterprise level networks. • Rackspace Certified Network Technicians are trained to the highest industry standards. 65 Citizen Outreach Public Relations Informing Miami Beach residents and businesses of the alarm ordinance permit program will help ensure that citizens are aware of the ordinance and its requirements. The PM AM outreach team will work with City staff to create a comprehensive marketing and public relations plan so that the program and citizens' responsibility are clearly communicated. By including some or all of the following commonly used communication channels in this plan, the City can be sure that its residents and businesses are fully informed. • Public announcements in community newspapers • Water bill inserts • Finalize content for the animated, multi-media education CD • Content of the False Alarm Reduction Academy • Newsletter updates and changes City website content 7l Sample Water Bill Insert' ;AMPORTANT CITY NOTICE, --:`I f ALL'ALARM SYSTEMS MUST HAVE A I Very helpful in increasing r• .r pERM-r } permit compliance. ;� 'z , < -� } Sri ' W7%;'i - -�.n`. --^�`- --- - -'! All homeowners and business owners within the City of Miami Beach, FL, are required by Resolution #0000-000 to register their home and/or business alarm systems. The annual registration fee for a Residential burglary alarm without a panic alarm system is $$ and is $$ with a panic alarm system. The annual registration fee for a non-residential burglary alarm system without a panic alarm system is $$ and $$ for a hold-up or panic alarm system. Failure to register the alarm system can result in a misde- meanor with a fine of up to $$$. To avoid penalty, register your alarm system with the City of Miami Beach, FL, by using one of the Following options; . On-line registration by accessing www.xxxx.com and select Alarm Registration. You can pay on-line, or a mail check to: City of Miami Beach, FL �Y , Alarm Program xxxx xxxx xxxxxxx xx. XXXXXX, XX 00000 You can also register p our alarm system in person at the Y Y City of Miami Beach, FL, XXX xxxx xxxx, XX 000000. Monday - Friday 8:00 a.m. - 5:00 p.m. 72 Project Implementation Timelines PM AM has listed the estimated project deliverables, timelines and the time required by City staff and PM AM staff to successfully implement the False Alarm Management Services Project. Deliverables ( P cject Milestones Responsibility I Projected Timeline 1 Format for Authorization Letters Creation of Standard Operating ' 2 Procedures(SOP)and share with the PM AM Jul 20, 2016 * - City • 3 •' Sharing of all program data • - requirements with the City •-•'-4 Authorization letters sign off City of Miami — _ — Beach Jul 27,2016 ,5 _ SOP Sign off City of Miami Aug 24 2016 Beach ' 6 IT to provide data as discussed or City of Miami- _: listed during teleconferences Beach Aug 24,2016 * 7 Content for Invoices and PM AM Sep 07,2016 * • - correspondence creation $ • . Approval for verbiage for invoices and City of Miami Sep 14,2016 * :' other correspondence Beach 9 Citizen Outreach Initiatives City I PM AM Sep 21,2016 * 10 Citizen website Go Live PM AM Sep 28,2016 * 11 • FAMS program implementation GO PM AM Oct 01,2016 • LIVE Dates of time line are reflected in the table is for example purposes only, based on a contract award date of June 30, 2016. A true timeline will be updated for the City's approval upon contract award. 73 Implementation Time Line Kckoff Business Rules User Acceptance Contract Final SOP Meeting Establish Banking SOP g Agree on Programing& Testing I Citiz en Portal FA7.S Award Contract 1 Locicbox 2 SOPs interfaces Citizen Outreach Go-live Go-Lima _064 d d �, a a q a m Cali.2714' N N I • 90 Caletar Cays • • • • 74 REVENUE PROPOSAL Pricing for FAMS (Turn-Key Services) PM AM is providing the city's Proposal Tender Form as requested in the City of Miami Beach's RFP 2016-034-AK in "Appendix"section as required. This proposal is submitted by PM AM as a prime vendor and a single provider of services and will have i00% control of the quality of service provided to the City. PM AM proposes a revenue split with the City of Miami Beach according to the following revenue (total permit fees, renewal fees, false alarm fines, reinstatement fee, civil penalties, late fee, alarm company civil penalties and any other fees or fines) amounts: �"'Ranae of Collections . i Based on theAnnnal i Gty's Revenue Share{%) PM AM Revenue Share(%) 1 ,4: rColection;Penods' -2L..o n ry/1•:id\ E!4r 4 4. 'F i J -..1a $0 - $150,000.00 79% 21% $150,001 - $300.000 85% 15% $300,001 and above 90% 10% The City and PM AM shall share the revenue generated from fees, fines, and penalties as described above; provided that all third-party bank charges incurred in connection with the Services rendered under this Agreement are paid by the City of Miami Beach. Should the City choose to take advantage of the lockbox services offered by PM AM, the bank charges shall be absorbed by PM AM. PM AM shall pay all costs including USPS postage, all paper stock, educational materials, equipment (including hardware, hosting charges and software), tools, personnel, utilities, etc. that are required for administering the false alarm billing and tracking program for the City of Miami Beach. This costing proposal is submitted by PM AM on a revenue sharing basis. There will be no upfront cost or financial investment on part of City of Miami Beach. Ongoing System and Maintenance Needs and Costs PM AM does not charge any money towards ongoing system maintenance. 75 Contract Statements PM AM submits this proposal for an initial term of two (2) years with the option to renew the Agreement for three (3) additional one-year terms by mutual agreement. All data relating to the alarm permits is owned by the City of Miami Beach. PM AM shall return the City's data including records, files, databases and related project information and material in an agreed-upon format at the end of the contract term, if the contract is not renewed, or upon any earlier termination. Termination by Contractor in the Event of Fee Reduction by City Ordinance; should the City change its ordinances during the term of the Agreement which provide for a reduction in the fees, and or related fines and charges, PM AM reserves the express right to re-enter into good faith negotiations with the City to modify the fee schedule and pricing accordingly, and shall give the City written notice of its desire to renegotiate. 76 APPENDIX 1 ) Proposal Certification, Questionnaire and Requirements Affidavit Form 2) Dun and Bradstreet Supplier Qualification Report 3) Proposal Tender Form • 77 M Solidtation No: Solicitation Title: 2016-034-AK Fire and Police False Alarm Billing System Procurement Contact. Tel: Email: Aneta Kamyczek 305.673.7000 ext.6455 anetakamyczek @miamibeachfl.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. • 1. General Proposer Information. FIRM NAME: PM AM Corporation No of Years in Business: 17 No of Years in Business Locally: No.of Employees: 0 42 OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: N/A FIRM PRIMARY ADDRESS(HEADQUARTERS): 5430 LBJ Fwy,Suite 370 CITY: Dallas STATE: TX ZIP CODE: 75240 TELEPHONE NO.: 972-831-7401 TOLL FREE NO.: 888-584-5692 FAX NO.: 972-831-7499 FIRM LOCAL ADDRESS: N/A CITY: N/A STATE: ZIP CODE: N/A N/A PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Dennis White ACCOUNT REP TELEPHONE NO.: 972-831-7404 ACCOUNT REP TOLL FREE NO.: N/A ACCOUNT REP EMAIL: DennisW @pmam.com FEDERAL TAX IDENTIFICATION NO.: 75-280-4067 The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal information,applicable l(censure,resumes of relevant individuals, client information,financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. RFP 2016-034-AK- 1 7 ,��� A t \/ I B OAC 1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status? YES x NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disdose, in their Proposal,the name(s)of any officer,director,agent,or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disdose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly,an interest of ten (10%)percent pr more in the Proposer entity or any of its affiliates None 3. References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non- erformance by an .ublic sector agency? YES © NO SUBMITTAL REQUIREMENT: If answer to above is"YES,"Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants)with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. None 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Code to the Department of Procurement Management with its proposal/response or within five(5)days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics, Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at www.miamibeachfl.gov/procurement/. RFP 2016-034-AK- 18 v ,/ V I 7. Living Wage. On September 30, 2014,the Mayor and City Commission adopted Ordinance 2014-3897 amending Section 2-408 of Division 6,Article VI,of Chapter 2 of the Miami Beach City Code, by increasing the living wage rate to$13.31 an hour without health benefits or$11.62 an hour with health benefits of at least$1.69 an hour with an effective date of January 1,2015. Failure to comply with this provision shall be deemed a material breach under this bid,under which the City may,at its sole option, immediately deem said proposer as non-responsive, and may further subject proposer to additional penalties and fines, as provided in the City's Living Wage Ordinance, as amended. For further information on the Living Wage requirement you may contact the City's Contract Compliance Administrator at(305)673-7490. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees to the living wage requirement. 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. • A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? n/a YES n/a NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners'or to domestic partners of employees? n/a YES n/a NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave; other benefits are provided directly to the spouse or domestic partner, such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health •n/a n/a n/a Sick Leave n/a n/a n/a Family Medical Leave n/a n/a n/a Bereavement Leave n/a n/a n/a If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at www.miamibeachfl.gov/procurement/. PM AM Corporation does not currently maintain 51 or more full-time U.S. employees on its payrolls during 20 or more calendar work weeks who will be directly performing work on the contract. RFP 2016-034-AK- 14 • ivv%i ri`i h. �v B E A C H 9. Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals, proposals,or replies on leases of real property to a public entity;may not be awarded or perform work as a contractor, supplier,subcontractor,or consultant under a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s. 237.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. 10. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addendum may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confine Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 I _ Addendum 2 - Addendum 7 Addendum 12 Addendum 3 - Addendum 8 Addendum 13 Addendum 4 - Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. RFP 201 b-034-AK- 20 MIA/V\ BEACH • DISCLOSURE AND,DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipient's convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award, or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this solicitation, either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation,as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, induding financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipients own risk. Proposers should rely exclusively on their own investigations,interpretations, and analyses.The solicitation is being provided by the City without any warranty or representation,express or implied, as to its content, its accuracy,or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of.errors, omissions,or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disdosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. RFP 2016-034-AK- 21 <<���..A 1 ;�� / J B E A C H PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all attachments,exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification. Questionnaire and Requirements Affidavit are true and accurate. Name of Proposer's Authonzed Representative: Title of Proposefs Authorized Representative: Dennis White Executive Vice President , Signature of Proposer's Authorized Representative: Date: T March 11,2016 ao� ,"r,'' GAIL RUSHING �, k;Notary Public.State of Texas ;: 'i Comm.Expires 03.30-2020 ''':;7,� ,.+... Notary ID 11922743 State of TEXAS•-- f 'On this i/ day of/Ik7r<it ,20 _personally appeared before me De4n,S 641: ° who V;County of Oa__/a s ) stated that (s)he is the E ecLJ f v e. V;ca ,4 es i ent of Pr14M , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Befo a me: No ry Public forth State of Texas My Commission Expires: 3 -32 - Z. 2- ) Rt P 2016-034-AK- 22 dun bradstreet PMAM CORPORATION req by Prabhjit;Singh r i;---:: D-U-N-SO 01-965-5710 Single Phone 972573-2739 Purchase Date:0310912016 5430 Lyndon B Johnson Fwy Last Update Date:12/0312015 Ste 370, Attention:dab ' D • allas,TX 75240 Executive Summary {• Company Info i Su tier Evaluation Risk Ratin Year Started 1999 _ ! Risk Rating CEO MAHIMA KUMAR, ; PRES ' i Supplier Eraluatian ,, Employees 15 t7�stc nanny ± ----,1 --.1G 7 , 'M' +i i Predictive:Analytics ii 9 3 7 6 5 4 3 2 1 i 1: High Moderate Low t i Financial Stress Class I - _._ 3 The Financial Stress !I ' f Finn"at Sates I 2 Class of 2 for this I D8+B Rating' I I csa�g # company shows that . — firms with this class WV:: D&8 Rahn 1 i2 S 4 3 2 t had a failure rate of i t g 1 r+�gr a -a�> 0.09%(9 per ..a.........: _■■••■•••••.1..4 i 10,000)• - ' f ' ; Composite Credit Appraisal !I 1 I Financial Stress Class 2 { Financial Stress Scars 1,511 I 1 Highest Risk 1,001 2 1 l 4 3 2 1 !i Lowest Risk L.umted " F3,7 Cccd Nigh 1,875 . .-. ii Credit Score Class , The Credit Score (` D8`B-PAY_DEX/0 t _ f� class of 2 for this company shows that I i I --- —-- — 2.50%of firms with i? 1 It tmi :' _ _�_ _ 5 4 3 2 1 this classification ' l , sign 5 era a Low paid one or more ( t I I bills severely i ! delinquent. 'i I • l 11 Credit Score Class 2 ` 1 ii li Credit Score 557 ! 11 is Highest Risk 101 � I? l E 'i Lowest Risk 670 - 1 i h i( D83 viability Rating.. I 1 i 0&B Viability Rating j f+ '..ONI.�w�..s.Mr�i...r.,MP...j ice. i it i 1 i + 11 1 i' 1 '+ I = - dun & bradstreet .11 company shows that 1 I I . i• Up to 24 month D&B PAYDEX 1101.0 lilt: 2.50%of firms with I i 4 3 ., this classification I! 5 - T 414144ry 41 1 :I c'' a..e-3;.1 :N paid one or more bills severely 1! delinquent. I 1 up to 24 month I:I E DELES PAYDEI. 80 li 11 1 • Credit Score Clas 2 __... s i 1 i ..memetcrz, mmin. I ..• i 1 11 - -eft eo tco 1 1 Credit Score 557 . 1: ,A•eater 30 lays Prorrct it-nrcirtates I I i i i 1 i fan120 siGer I ! Highest Risk 101 1 i •tr's&ow i 1 1 i Lowest Risk 670 ------...-- i I I 11 I Up to 3 month D&B PAYDEX i I , D&8 Viability Rating rip ta 3 month 1 0-0 0 MEI PAYDEX 0 0 1 ; " ! -fteiVi. -- _,4000MINS. 1 1 ; D&B Viability Rating I i Sii EP WO i ! I , . ; Greater 30 lays ?rcrrict Actocates , Lar:;.0 3104 OW 1 i 1 j• ■ i ._ _. . , 1 i Viability Score - ' . I t ! i 1 , Crodit_LiiiiitRadoinininidatibii: .• 1 1 41 • I, I I 11111101-m al millimirm Risk Category i t ii 9 5 1 I i [ i I mice Risk Loa Risk 1! RSSit qcry if I i•! , - - • • I Portfolio Comparison 11.111111111 PILL'. _ ___/411111.11■11 1 1 I 14 Conservative Credit Mimecrte $15,000• La 1 I . I! MINN". lIllIllIIIIIIIIIIIMI Aggressive Credit Limit $30,000 i 1 ' ' 1 1 I I High Risk Lao Ri ii 4' i f . , 1 i Data Depth Indicator i i i I B , 1 1 1: ZRI"'”1","•- 4.1.1:44 _311•11111M11•11•O G A I; Cescriptive Prqd■ctiv.? ■ I i 1 , I' Company Profile , i I , I i , .• 1 I Fnancial Data;Trade Payments;Company Size Years in Business I i Available I Not Available Medium Established I i I I; (3+Trade) i 1 i; • I i I 1 I I I I I i • • - • : -.• • • - • • • • ; . . . . . . .. . ' - . ' -• . dun &bradstreet Supplier Risk Data Supplier Evaluation Risk Rating Probability of Ceased Operations/Becoming Inactive f — Y - - ; The probability of ceased operations/becoming inactive indicates what percent of Supplier Ev,ry ic c� ; U.S.businesses is expected to cease operations or become inactive over next 12 e,sm - 1 months. Probability of Supplier Ceased 1.3% MI!?� 6 5 4�3 ' I Operations/Becoming inactive 1 i ' 5 High Moderate Low i Average Probability of Supplier Ceased 5.6% { _ . __ _' 1 OperarionsiBecoming Inactive 1 i — — ; °.o of US Businesses with SER Rating 13% j Supplier Rlsk Score Analysis • Key Commentary 1 � + ' The business has a Supplier Evaluation Risk(SER)Rating that shows: Iii • Higher risk industry based on inactive rate for this industry • Proportion of past due balances to total amount owing j I Business Information ' Busiriess_Sumniay ; Credit Capacity Summary • ;i SIC 7371 Custom a D&B Rating 1R2 computer programing __..�.,....rr..,� �.,.,....,. NAICS 541511 Composite Credit Appraisal Prior D&B 1R2 ? ' Custom Rating Computer Rating Data 05/29/2012 Programming . Services 1111111111•111112 — History Status CLEAR I 4 -- 3 2 t i Payment Activity Umitec Fair Gccd F'.ign i(based on 22 experiences) USD i !t Average High $8,700 ; 1 '• Credit I 1 Highest 50,000 i Credit Total Highest 124,300 1 . Credit j • D&B Viability Rating The D&B Viability Rating uses D&B's proprietary analytics to compare the most predictive business risk indicators and deliver a highly reliable assessment of the probability that a company will no longer be in business within the next 12 months. . r © 1 Viability Score i i 61111111111t. i 9 5 1 HO Fasts law Rise Compared to All US Businesses within D&B Database: •Level of risk:Low Risk •Businesses ranked 2 have a probability of becoming no longer viable:2% II •Percentage of businesses ranked 2:4% •Across all US businesses,the average probability of becoming no longer viable:14% , ; dungy;bradstreef Portfolio o Comparison S I M -- - �� 9 5 1 High Risk Lao Risk Compared to all Businesses within the same MODEL SEGMENT: Model Segment:Established Trade Payments •Level of risk:Low Risk •Businesses ranked 1 within this model segment have a probability of becoming no longer viable:2% •Percentage of businesses ranked 1 within this model segment:11% • •Within this model segment,the average probability of becoming no longer viable:5% B Data Depth Indicator -----------_-_._ • A Desaiptive Predictive Data Depth Indicator Details: • ✓Rich Firmographics ✓Extensive Commercial Trading Activity ✓Basic Financial Attributes Greater data depth can increase the precision of the D&B Viability Rating assessment. You have the ability to influence the confidence of the viability assessment by asking the business to report more information to D&B at https:/fiupdate.dn b.comiiUpdate& Financial Data Trade Payments' Company Size ; Years Business Company Profile • Not Available ' Available Medium ;Established (3+Trade) Company Profile Details: • •Financial Data:Not Available • •Trade Payments:Available(3+Trade) •Business Size:Medium(Employees: 10-49 or Sales:$100K-$499K) • •Years in Business:Established(5+) • P:a.�e 5 of 13 0 dun & bradstreet Business History Officers MAHIMA KUMAR,PRES; - —PANKAJ KUMAR,CEO,CHM Directors THE OFFICER(S) i As of 12/03/2015 — - --- -- — -— ------ The Texas Secretary of State's business registrations file showed that PMAM Corporation was registered as a Corporation on February 10,1999. Business started 1999.100%of capital stock is owned by Mahima Kumar. MAHIMA KUMAR born 1967. 1991-present active here. PANKAJ KUMAR born 1965.2001-present active here. 1996-2001 employed with Birla Consultancy and Software Services as World Wide CEO,Irving Texas. On October 15,2008,Mahima Kumar,Pres,stated that the the business started in the year 1991.Third party documentation supports 1999 as start date hence,a 1999 start date is being p resented. Business address has changed from 105 Decker Ct Ste 675,Irving,TX,75062 to 5430 Lyndon B Johnson Fwy,Dallas,TX,75240. Business Registration CORPORATE AND BUSINESS REGISTRATIONS REPORTED BY THE SECRETARY OF STATE OR OTHER OFFICIAL SOURCE AS OF Mar 06 2016: Registered Name PMAM Rsgistaadon ID 0152337600 I Principals I CORPORATION p Duration PERPETUAL -- .1 Business Type DOMESTIC CORPORATION Status IN EXISTENCE ( Name ,.4,z Corporation Type PROFIT Where Flied SECRETARY OF STATE,AUSTIN, MAHIMA KUMAR DIRECTOR Incorporated Cate 02/10/1999 TX 606 CASTLE CREEK DR,COPPELL, State of Incorporation TEXAS Registered MAHIMA KUMAR 750390000,TX Filing Oats 02/10/1999 Agent 5430 LBJ MAHIMA KUMAR PRESIDENT FREEWAY;STE 606 CASTLE CREEK CR,COPPELL, 370, DALLAS,TX 750390000,TX 752400000 f PANKAJ KUMAR DIRECTOR 606 CASTLE CREEK DR,COPPELL, 750390000,TX PANKAJ KUMAR CHIEF EXECUTIVE OFFICER 6C6 CASTLE CREEK DR,COPPELL, 750390000,TX j ; •G Government Activity Summary Activity Summary Possible candidate for socioeconomic program consideration Borrower No Labor Surplus Area YES(2016)1 Small Disadvantaged No I' , Administrative Debt Noll Small Business YES(2016), HUB-Zoned Carttfled No Grantee No ■ Women Owned Yes I Historically Under Utilized No I I Party Excluded from No 1 Minority Owned N/A Veteran Owned No Federal Programs Disadvantaged Business Enterprise Yes I Vietnam Veteran Owned No I . Public Company N/A 1 Ethnicity Classification N/A I Disabled Owned No Congressional District 05,33,24 f4( I i; Historical College N/A 1 Contractor No` Classification I Importer/Exporter N/A The details provided in the Government Activity section are as reported to Dun 8 Bradstreet by the federal government and other sources. ..4st rt'Recori & 2.-3°d3 e r., 'r':C .J!J-t'a1 A:l'i !'.'3•95e-ie Page 5 of 13 Page 6 of 13 dun & bradstreet Operations Data i! As of 12/03/2015 f Description: Operates as a provider of computer programming services,specializing in software development(100%). Terms are check and Net 30 days.Sells to commercial concerns.Territory:International. Employees: 15 which includes officer(s). Facilities: Rents 3,000 sq.ft.in on 6th floor of a multi story building. - -- ii Industry Data • SIC Macs Code I Description Code i Description 73710301 Computer software development 541511 Custom Computer P Programming Services Family Tree Subsidiaries Global PMAM IT SERVICES PRIVATE LIMITED; SO:67-611-4669) 6th Floor,Rushabh Chambers„ Near Marol Fire Brigade„ MUMBAI,400059, IN This list is limited to the first 25 branches,subsidiaries,divisions and affiliates,both domestic and international.Please use the Global Family Linkage Link above to view the full listing. • " � araitStraet. !^•• 2310-2016.A1Frgt?b reserved Page 6 0. 13 Pa+,ie 7 cf 13 dun bradstreet Financial Statements Key Business Ratios(Based on 36 establishments) { D&B has been unable to obtain sufficient financial information from this company to calculate business ratios.Our check of • • additional outside sources also found no information available on its financial performance.To help you in this instance,ratios for • other firms in the same industry are provided below to support • your analysis of this business. This Industry Industry • Business Median Quartile Profitability� • • Return on Sales UN 5.7 UN Return on Net Worth UN 30.4 I UN Short Term Solvency • • • • Current Ratio UN 2.4 } UN • Quick Ratio UN 2.0 UN • • j Efficiency 11 Assets Sales UN 29.6 UN • Sales/Net Working Capital UN 7.7 UN • • Utilization i, Total Liabs 1 Net Worth UN 57.4 1- UN- • Most Recent Financial Statement 'As of 12/03/2015 Source contacted verified information on December 02 2015. Indicators Public Filings Summary Public Filings The following data includes both open and closed filings found in D&B's database on this company `"'— '' — —-. _ _ I • Record Type No.of Records — — Most Recent Filing Date II Judgment 0 Lien • 0 Sun 0 :A:•.1 1 UCC 1 12/10/2014 Bankruptcy Judgment I lien I Suit UCC The following Public Filing data is for information purposes only and is not the official record.Certified copies can only be obtained from the official source. i •• •`?a ,)! Dun&B^a�dstreat. Ir...2010-2015 All righbf res4Ve?. Page 7 of 13 dun& bradstreet Full Filings i UCC-Filings ; Collateral Negotiable instruments and proceeds-Account(s)and proceeds- Latest Info 12/16/2014 Equipment and proceeds-General intangibles(s)and proceeds- Received { L and OTHERS Type Original • Filing No. 140038892065 Date Filed 12/10/2014 Where Filed SECRETARY OF STATE/UCC DIVISION,AUSTIN,TX • 1 • Secured Party BANK OF AMERICA,N.A.,TUCKER,GA j Debtor PMAM CORPORATION { - I The public record items contained in this report may have been paid,terminated,vacated or released prior to the date this report was printed. Additional UCC and SLJ filings for this company can be found by conducting a more detailed search in our Public Records Database. Commercial Credit Score - , I Summary 1 i Incidence of Delinquent Paymenf Among Companies with This Class - — _ — 2.5096 Credit Score Class I 1 i ". 1 i I Average Compared to All Busiressas 10.2096 + . Credit Scare 634 Class + Credit Score Percentile 1 _.-------.____-- Credit Score 557 i %d:-. ?i ■ : i i . i 5 4 3 2 t I l Number of Payment Experiences 22 j 1 1 N'gR '.'•er3'ae L.1'W I f Key Factors 1 • Recent high balance past due t i • Higher risk industry based on delinquency rates for this industry ;i INotes: sesimm......a ■ • The Credit Score Class indicates that this firm shares some of the same business and payment characteristics of other companies with this classification.It does not mean the firm will necessarily experience delinquency. • The Incidence of Delinquent Payment is the percentage of companies with this classification that were reported 91 days past due or more by ' creditors.The calculation of this value is based on D&B's trade payment database. • • • The Credit Score Percentile reflects the relative ranking of a firm among all storable companies in D&B's file. ' • The Credit Score offers a more precise measure of the level of risk than the Class and Percentile.It is especially helpful to customers using a scorecard approach to determining overall business performance. Credit Score Percentile Norms Comparison' i I • Lower risk than other companies in I >;!. ^??,,a -- - --- 33• the same region. ! Region ,152 • Lower risk than other companies in v+-3i-sc '-, i '' `' j— -- • the same industry. ir+]l:Stry li _NGINE_R:MG 3E.3`1' -3. • Lower risk than other companies in :nt!uvee Re',...;e the same employee size range. • Lower risk than other companies Years 3.:3 r. _ _J 66• with a comparable number of years r-- _ __ i! _ m business. �I � ` r11� 75 .ett - ! I ■ dun&bradstreet Financial Stress Score f I f 1 i Summary ; ; FJnahcial StreiS Scoro=Percentile ! - ; Financial Stress National Percentile 69 Financial Stress Class - .__..... ! Financial Stress Score 1511 i Financial t Stsess ' j Probability of Failure with This Score 0.09% i i j __. _____ i I Failure per 10K 9/10,000 If15 4 3 2 f ; Average ernge Failure Rate within D88 database 0.48% 1, Mign Average UM I 3 ' Failure per 10K 48/10,000 i !' I Number of Payment Experiences 22 .. i 1' Key Factors • Low proportion of satisfactory payment experiences to total payment experiences. j Notes: • The Financial Stress Class indicates that this firm shares some of the same business and financial characteristics of other companies with this classification.It does not mean the firm will necessarily experience financial stress. • • • The probability of failure shows the percentage of firms in a given percentile that discontinue operations with loss to creditors.The average probability of failure is based on businesses in D&B's database and is provided for comparative purposes. • • The Financial Stress National Percentile reflects the relative ranking of a company among all storable companies in D&B's file. ; • The Financial Stress Score offers a more precise measure of the level of risk than the Class and Percentile.It is especially helpful to customers , IIusing a scorecard approach to determining overall business performance. ;i Ffnartt l Stress`Pe7centifs Coir pa on- !( • Lower risk than other companies in �! PMtAM CC zpo tiar=C�i — 69• the same region. II III Region I g P. y „44• • Lower risk than other companies in i { t South e..r. the same industry. Industry . Engineers, See.are t 52• • Lower risk than other tom Engineering Saracen: • companies in 9 the same employee size range. Employee Range a6• I 9) — I' Y=ars in Business • Lower risk than other companies i i ins e8 • • with a comparable number of years — - - — — in business. n L5 50 Advanced Paydex+ CLR :4„.„,. �.4�.: 1 D&B PAYDEX`I '•i it I! ii I { Ii !I I dun&bradstreet Shows the D&B PAYDEX scores as calculated up to 3 months and up to 24 months of payment experiences. Up to 3 month D&B PAYDEX Up to 24 month D&B PAYDEX • High risk of late W m 3 month rid atry payment(average CAB PAYDEX 80 30 to d terms)rmss beyond terms) E,• :=1111111111111•111111• Up to 24 month p t `A eC 1C0 1383 PAYDEX 8O Medium risk of late i �r_xer 3C '.ave 'rr,rt'ta ..i,:c:pa t.e9 -- Tar 1_•] :cw .'. -u'-- payment(average :afs 3 OW t a7 ea tCU beyond days er less beyond terms) • '3:*ater ?__lays rrcrrpt =r at:cafes When weighted by dollar amount,payments to suppliers 7 r_, i cur average Within terms.Based on payments collected over Leiw • last 3 months. • Low risk of late When weighted by dollar amount,payments to suppliers payment(average average generally within terms.Based on payments prompt to 30+ collected up to 24 months. days sooner) • When weighted by dollar amount,the industry average is GENERALLY WITHIN terms. • Payment Trend unchanged' Total Payment Experiences 22 Highest Now Owing $10,000 • Payments Within Terms 94% for the HO Y Highes t Past Qua $50 Total Placed for Collection 0 Average High Credit $8,700 Largest High Credit $50,000 •compared to payments three months ago Credit-Umit Recommendation Risk Category Recommendation Date 03/09/2016 Conservative Credit Limit $15,000 t l Aggressive Credit Limit $30,000 , 1111•1111111X1 r, _ - ! Key Factor 1-igh ate L. • ' i I Risk is assessed using D&B's scoring methodology and is one factor used to i create the recommended limits j E PAYDEX Yearly Trend .( , i1 I t Shows PAYDEX scores of this Business compared to the Primary Industry from each of the last four quarters. The Primary Industry is Custom computer programing,based on SIC code 7371. ii • • • dun bradstreet . . _ . . i. • • • • • • • - 15 . _. _. . ._ -120 • • - -180 t ' 1 v 4 5 6 7 8 9 LJ 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 2014 2015 2016 ii li i.This Business ♦Upper A-Median -s Lower � 11 1 This Business 1 79 79 80 79 79 79 79 79 79 79 79 79 79 79 79 80 80 80 80 80 80 80 80 80 [lndust Quartiles I , fi ? • Upper I 80 80 80 80 80 80 80 II !Median 1 80 80 .. 80 - 80 _ 80 80 _ B0 Lower 72 72 72 72 ' 72 ' 73 72 Note • Current PAYDEX®for this Business is 80,or equal to generally within terms. • • The 24 month high paydex is 80.0,or equal to GENERALLY WITHIN terms. • • The 24 month low paydex is 79.0,or equal to 2 DAYS BEYOND terms. I I • Industry upper quartile represents the performance of the payers in the 75th percentile. • Industry lower quartile represents the performance of the payers in the 25th percentile. ! E Payment Habits r % No.of Payment ( Total Amount Credit Extended ; ,�of Payments Within Terms 1 Experiences USD 11 i 1 Over$100,000 T % y �`g 0 I $0 'i 50,000-100,000 100% .._ _. .-.___..�.__� .� —11 E 1 50,000 '' 15,000-49,999 100% -. ` 2 45,000 11 5,000-14,999 100% _ ______ = �ll i 3 I 20,000 it 1,000-4,999 100% ---.--...�-.--_— .--r): 3 6,000 II Under 1.000 91% - _— '.`---_--.! 5 800 II Based on up to 24 months of payments I Payment-SumrnarY The Payment Summary section reflects payment information in D&B's file as of the date of this report. I There are 22 payment experiences in D&B's file,with 14 experiences reported during the last three month period. The highest Now Owes on file is$10,000. The highest Past Due on file is$50. { I I #( All Industries I __- — .-- -- ---- - _ __.._��. __ ,f _... 111 1 Page 12 of 13 S duncn' bradstreet Days Industries Received a I Total Amounts Largest High Credit I Slow(%) _ — —�— —v— Tsm�e(%) 0-30 I 310 61-90 i 90+ Misc equipment rental 2 $30,500 $30,000 100 i 0 0 I 0 0 Misc business service 2 12,500 7,500 . 100 i 0 0 0 0 Data processing svcs 2 150 100 100 I 0 f 0 0 0 Public finance 1 50,000 50,000 100 � 0 ` 0 0 0 j Short-trn busn credit 1 15,000 15,000 100 0 0 0 0 Help supply service 1 7,500 7,500 100 0 0 0 0 ' Mfg photograph equip 1 2,500 2,500 100 0 0 0 i 0 Whol office supplies 1 2,500 2,500 100 i 0 0 0 0 Management services I 1 1 1,000 1,000 100 0 0 0 0 ' Prepackaged software j 1 j 100 100 50 50 0 0 0 Mfg computers ! 1 f 50 50 i 50 1 0 1 50 0 ' 0 Other Payment Categories ' Category _ _ ! Total Received Total Dollar Amounts 1 Largest High Credit Cash experiences 6 $2,500 ! $1,000 Payment record unknown 0 0 i 0 Unfavorable comments 0 i Placed for Collection 0 0 I 0 ` Detailed Payment History Date Reported , Paying Record High Credit Now Owes Past Due f Selling Terms Last ) • within(months) i i March 2016 Ppt $30,000 $50 $0 Lease Agreemnt ' February 2016 P t I P 0 500 j 0 N/A 1 Ppt 15,000 10,000 0 N/A 1 ' Ppt 7,500 50 0 j N/A 1 Ppt 5,000 2,500 , 0 N/A 1 • Ppt 2,500 0 j 0 N/A 1 Ppt 1,000 0 0 N/A 4-5 • Ppt-Slow 15 100 50 50 N/A 1 Ppt-Slow 60 I 50 0 0 N/A 6-12 (010) I 0 0 0 Cash account 1 January 2016 , Ppt 50,000 0 0 N/A 1 Ppt 7,500 0 0 N/A 6-12 Ppt 2,500 2,500 0 N30 1 !I December 2015 ' Ppt 50 50 0 N/A 1 ,I July 2015 (015) 1,000 0 0 Cash account 1 April 2015 (016) 100 0 0 Cash account 1 (017) I 50 0 0 Cash account 1 • (018) 50 0 0 Cash account 1 March 2015 (019) 750 0 0 Cash account 1 I February 2015 Ppt 100 0 0 N/A 6-12 November 2014 (021) 500 0 0 Cash account 6-12 i j August 2014 (022) 50 0 0 Cash account 6-12 i Custom Report n n , , of . D � z ,.ur&Sr�.s:ree;t,ir�c 2?;1 2015.A11 rights reserved., �a;e 12 of!? dun & bradsEreet Each experience shown is from a separate supplier.Updated trade experiences replace those previously reported. r i\ ir`'�',Mi BEACH APPENDIX A PROPOSAL TENDER FORM Failure to submit Section 5,Proposal Tender Form,in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Bid Price Form (Section 5) shall be completed mechanically or, if manually, in ink. Proposal Tender Forms (Section 5) completed in pencil shall be deemed non-responsive. All corrections on the Proposal Tender Form (Section 5) shall be in itialed. The successful proposer will collect all revenues generated in accordance to the City's False Alarm Ordinance. Proposer shall propose a minimum monthly percentage of Gross Revenue, to be paid on a monthly base, showing the fee calculation and supporting payments reconciliation Range of Collections %Collection Based on the Annual Collection Periods 0-$150,000.00 21 % $150,001-300,000 15 % $300,001 and above 10 % Bidder's Affirmation Company: PM AM Corporation Authorized Representative: Dennis White-Executive Vice President . Address: 5430 LBf Flay,Suite 370,Dallas,TX 75240 Telephone: 972-831-7404 Email: DennisW pmam.com 1 Authorized Representative's Signature: RFP 2016-034-AK 39 ATTACHMENT D INSURANCE REQUIRMENTS MIAMIBEACH APPENDIX F Insurance Requirements RFP 2016-034-A K Fire and Police False Alarm Billing System PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd Floor Miami Beach, Florida 33139 RFP 2016-034-AK 40 A NPP DATE(A1M/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE R054 10/12/2016 THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: MHBT INC/PHS (A/C,No,Ext): (866) 467-8730 Iwc.No): (888) 493-6112 464042 P: (866) 467-8730 F: (888) 443-6112 no RIESS: PO BOX 33015 INSURER(S)AFFOROING COVERAGE NAICO SAN ANTONIO TX 78265 INSURER A: Hartford Lloyd's Ins Co 38253 INSURED INSURER B:Hartford Underwriters Ins. Co. 30104 INSURERC:Continental Casualty Co. PMAM CORPORATION INSURER D: 5430 LYNDON B JOHNSON FWY STE 370 INSURER E: DALLAS TX 75240 INSURERF: i COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUER POLICY NUMBER POLICYEFF POLICY EYP LIMITS I TR INSR lIOn (AIAUDD/1'YYI? IIIIIJ1)D/I'YY11 COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $2, 000,000 CLAIMS-MADE III OCCUR PREM SES Ea occu RENTED '3 0 0, 0 0 0 A X General Liab 46 SBA LX2968 10/06/2016 10/06/2017 MED EXP(Any we person) $10,000 PERSONAL&ADV INJURY $2, 000, 000 GENERAL AGGREGATE $4, 000, 000 GEN'L AGGREGATE LIMIT APPLIES PER: RPOLICY I JR0 ® LOC PRODUCTS-COMP/OP AGG $4,000,000 OTHER: ' AUTOMOBILE LIABILITY (Ea accident) SINGLE LIMIT $2, 000,000 ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED 46 SBA LX2968 10/06/2016 10/06/2017 BODILY INJURY(Per accident) $ AUTOS ONLY_AUTOS X HIRED X NON-OWNED PROPERTY DAMAGE _AUTOS ONLY AUTOS ONLY (Per accident) $ $ X UMBRELLALIAB X OCCUR EACH OCCURRENCE 13, 000, 000 A EXCESSLIAB CLAIMS-MADE 46 SBA. LX2968 10/06/2016 10/06/2017 AGGREGATE $3, 000, 000 DEDI '{ RETENTION$10,000 $ WORKERS COMPENSATION X (STATUTE I 10TH AND EMPLOYERS'LUBILITY ANY PROPRIETOR/PARTNER/EXECUTIVE YIN E.L.EACH ACCIDENT $1, 0 0 0, 0 0 0 OFFICER/MEMBER EXCLUDED? ^I � N/A B (Mandatory in NH) I I - 46 NEC DW8595 10/06/2016 10/06/2017 E.L.DISEASE-EA EMPLOYEE $1, 000, 000 If yes,describe under E.L.DISEASE-POLICY LIMIT 1,000, 000 DESCRIPTION OF OPERATIONS below C Professional Liab 596666886 03/15/2016 03/15/2017 61,000,000/61,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101.Additional Remarks Schedule,may be attached If more space Is required) Those usual to the Insured's Operations. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED CITY OF MIAMI BEACH BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. ATTN:CITY RISK MANAGER AUTHORIZED REPRESENTATIVE 1700 CONVENTION CENTER DR 7a-z___ ,,eze—,_ MIAMI BEACH, FL 33139 ©1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD AAAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). 3. Automobile Liabili ty - $1,000,000 each occurrence - owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: Builders Risk completed value $ .00 Liquor Liability $ _ .00 Fire Legal Liability $ .00 Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 7. Thirty(30) days written cancellation notice required. 8. Best's guide rating B+:VI or better, latest edition. 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. RFP 2016-034-AK 41