Resolution 2022-32108 RESOLUTION NO 2022-32108
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PERTAINING TO REQUEST FOR PROPOSALS NO. 2022-
005-ND, FOR FIRE AND POLICE FALSE ALARM BILLING SYSTEM AND
AUTHORIZING THE ADMINISTRATION TO SIMULTANEOUSLY NEGOTIATE
WITH PMAM-ATB CORPORATION, THE TOP-RANKED PROPOSER, AND
ALARM PROGRAM SYSTEMS, LLC, THE SECOND-RANKED PROPOSER;
FURTHER,PROVIDING THAT THE FINAL NEGOTIATED AGREEMENT WITH
THE RECOMMENDED PROPOSER SHALL BE SUBJECT TO THE PRIOR
APPROVAL OF THE MAYORAND CITY COMMISSION.
WHEREAS, on October 13, 2021, the Mayor and City Commission authorized the
issuance of Request for Proposals (RFP) 2022-005-ND for Fire and Police False Alarm Billing
System;and
WHEREAS,on October 15, 2021, the RFP 2022-005-ND for Fire and Police False Alarm
Billing System (the "RFQ")was issued; and
WHEREAS,a voluntary pre-proposal meeting was held on October 26, 2021; and
WHEREAS,on December 10, 2021, the City received a total of 3 proposals from Alarm
Program Systems, LLC, CentralSquare Technologies, LLC, and PMAM-ATB Corporation;and
WHEREAS, the proposal from CentralSquare Technologies, LLC, was deemed non-
responsive for failure to submit a minimum monthly percentage of gross revenue and could not
be further considered; and
WHEREAS,the Evaluation Committee convened on January4, 2022, to review and score
the remaining proposals; and
WHEREAS, the Evaluation Committee received an overview of the project, information
relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, general
information on the scope of services and a copy of each proposal; and
WHEREAS,the Evaluation Committee was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFP; and
WHEREAS, the Evaluation Committee process resulted in the ranking of proposers as
follows: PMAM-ATB Corporation, as the top-ranked proposer; and Alarm Program Systems, LLC,
as the second-ranked proposer; and
WHEREAS, after reviewing all of the submissions and the Evaluation Committee's
rankings and commentary, the City Manager concurs with the Evaluation Committee and
recommends that the Mayor and City Commission authorize the Administration to enter into
simultaneous negotiations with PMAM-ATB Corporation, the top-ranked proposer, and Alarm
Program Systems, LLC, the second-ranked proposer; and further recommends that the Mayor
and City Commission authorize the City Manager and City Clerk to execute an agreement upon
conclusion of successful negotiations by the Administration.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager, pertaining to request for
proposals No. 2022-005-ND, for Fire and Police False Alarm Billing System and authorize the
Administration to simultaneously negotiate with PMAM-ATB corporation,the top-ranked proposer,
and Alarm Program Systems, LLC, the second-ranked proposer; further, provide that the final
negotiated agreement with the recommended proposer shall be subject to the prior approval of
the Mayor and City Commission.
PASSED AND ADOPTED this 6 day of Ip ri� 2022.
ATTEST:
APR: 1 2 2022.
RAFAEL . GRA ADO,CITY CLERK DAN GELBER, MAYOR
\\\1\IIII111
IIUCORP 1ORATED,
APPROVED AS TO
FORM& LANGUAGE
&FOR EXECUTION
City Attorney Date__.._
Resolutions-C7 0
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: April 6, 2022
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER, PERTAI WIG TO REQUEST FOR PROPOSALS NO.
2022-005-ND, FOR FIRE AND POLICE FALSE ALARM BILLING SYSTEM
AND AUTHORIZING THE ADMINISTRATION TO SIMULTANEOUSLY
NEGOTIATE WITH PMAM-ATB CORPORATION, THE TOP-RANKED
PROPOSER, AND ALARM PROGRAM SYSTEMS, LLC, THE SECOND •
-
RANKED PROPOSER; FURTHER, PROVIDING THAT THE FINAL
NEGOTIATED AGREEMENT WITH THE RECOMMENDED PROPOSER
SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE MAYOR AND
CITY COMMISSION.
RECOMMENDATION
It is recommended that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into simultaneous negotiations with PMAM-ATB Corporation, as the top-
ranked proposer, and Alarm Program Systems, LLC, as the second-ranked proposer, for Fire
and Police false alarm billing system. The Resolution further authorizes the City Manager and
City Clerk to execute an agreement upon the conclusion of successful negotiations by the
Administration and the City Attorneys Office.
BACKGROUND/HISTORY
Pursuant to City Ordinance Section 42-81 — 42-92 and Section 50-15, the City's Police and
Fire Departments have implemented and are required to maintain an alarm registration and false
alarm billing system.A false alarm is the accidental or intentional activation of any alarm system
that results in public safety services to be deployed unnecessarily. The Ordinance requires that
property owners be fined when, within a calendar year, false alarms for intrusion/burglar alarms
exceed four false alarms and false alarms for fire alarms exceed three false alarms.
For approximately five years, the City has had an agreement for the Administration of the false
alarm billing system. The current agreement expired on October 25, 2021. The Mayor and City
Commission approved a month-to-month extension at its October 13, 2021 meeting until a new
agreement is executed and the services are transitioned. The current agreement is based on a
revenue sharing split between the City and false alarm billing system operator.
Page 847 of 1735
ANALYSIS
On October 13, 2021, the Mayor and City Commission authorized the issuance of Request for
Proposals (RFP) 2022-005-ND for Fire and Police False Alarm Billing System. On October
15, 2021, the RFP was issued. A voluntary pre-proposal conference to provide information to
proposers submitting a response was held on October 26, 2021. Two addenda were issued.
The Department issued bid notices to 2,337 companies utilizing the City's electronic bidding
system. 31 prospective bidders accessed the advertised solicitation. RFP responses were
due and received on December 10, 2021. The City received a total of three (3) proposals from
the following firms: Alarm Program Systems, LLC, CentralSquare Technologies, LLC, and
PMAM-ATB Corporation.
The proposal from CentralSquare Technologies, LLC was deemed non-responsive for failure
to include a minimum monthly percentage of gross revenue to the City, as required in the RFP,
and could not be further considered.
On November 18, 2021, the City Manager appointed the Evaluation Committee via LTC #490-
2021. The Evaluation Committee convened on January 4, 2022, to consider proposals
received. The Committee was comprised of Jeremy Bloomfield, Fire Prevention Captain, Fire
Department; Joseph Florio, Firefighter I, Fire Department; Andre Morales, Police Officer,
Police Department; Steven Pedroso, IT Business Analyst, Information Technology
Department; and Fernando Pestana, Senior Management and Budget Analyst, Office of Budget
and Performance Improvement.
The Committee was provided an overview of the project, information relative to the City's Cone
of Silence Ordinance and the Government Sunshine Law. The Committee was also provided
with general information on the scope of services and a copy of each proposal. The Committee
was instructed to score and rank each proposal pursuant to the evaluation criteria established in
the RFP. The evaluation process resulted in the ranking of proposers, as indicated in
Attachment A, in the following order:.
1st—PMAM-ATB Corporation
2nd—Alarm Program Systems, LLC
A summary of each top-ranked firm follows:
PMAM-ATB Corporation
PMAM-ATB Corporation (PMAM) is the City's current contractor for these services since 2017.
Since 2004, the firm has managed various municipal false alarm programs throughout the
country utilizing its False Alarm Management Solution (FAMSTM). As an example, the firm
provides services to jurisdictions such as Houston, TX, Pembroke Pines, FL, St. Johns County,
FL, and Jacksonville, FL. PMAM offers the most comprehensive and unique false alarm
administration and fee collection services solution, with an emphasis on customer service.
Alarm Program Systems. LLC
Alarm Program Systems, LLC (APS) is headquartered in the San Francisco Bay Area and
currently administers alarm programs for 33 agencies. APS handles 210,000+ alarm permits
and processes 4,300+ false alarms monthly across its partner base. The APS application is a
100% cloud-based solution that enables collaboration, integration, and automation between
business units across multiple departments creating a true municipal agency and citizen
engagement solution.
Page 848 of 1735
SUPPORTING SURVEY DATA
Not Applicable
FINANCIAL INFORMATION
This is a revenue generating item. The City will negotiate a percentage of gross payable to the
City. Percentage of gross revenue shall be paid on a monthly basis, showing the fee calculation
and supporting payments reconciliation.
CONCLUSION
After reviewing all of the submissions and the Evaluation Committee's rankings and
commentary, I concur with the Evaluation Committee and find that PMAM-ATB Corporation, and
Alarm Program Systems, LLC are qualified to provide a false alarm billing system for Fire and
Police. I also concur with the staff's recommendation that the City negotiate with the top two
firms to finalize the scope and costs of an agreement.As this is only the second iteration of the
contract for a vendor to manage the City's false alarm billing system, it is important to negotiate
with both vendors to address lebsons learned in the first iteration of the system and to ensure a
maximum level of customer service.
PMAM is a robust and well-rounded firm that allows the municipalities it works with to reach four
fundamental goals: a reduction in the number of false alarms as a result of its consistent
outreach engagement model, higher collection rates attributed to the analysis of payment trends,
and preferred payment platforms, increase of the baseline revenue via an engagement strategy
and the identification of non-compliant businesses/residents, and an increase in the involvement
of City personnel thanks to the combination of technology, processes, and human interaction;
resulting in higher customer satisfaction. It strives to provide a high level of customer service
via various platforms such as a self-service web portal for residents and security alarm
companies available 24 hours a day, 7 days a week, Smartphone apps for iOS and Android
devices, and a toll-free number that allows the residents to contact PMAM service centers with
any questions or concerns regarding permits, billing,' payments, and the alarm ordinance.
Finally, PMAM provides hearing and appeals support, as necessary.
APS has for six years provided cities with turn-key alarm management solutions. It currently has
a small client list that may prove beneficial to the City, as APS promises to provide one-on-one
support staff attention. APS offers an Alarm School Online which is committed to reducing the
number of false alarms by working with local law enforcement, municipalities, and alarm
monitoring companies to educate alarm users. Moreover, APS provides a 100% cloud-based
application that will acquire, access, assimilate, produce, record, and store data relevant to the
operation of the false alarm program. Thus, APS has the capacity to drive program revenue
and false alarm revenue, and false alarm reduction.
Therefore, I recommend that the Mayor and City Commission approve the Resolution
authorizing the Administration to enter. into simultaneous negotiations with PMAM-ATB
Corporation, as the top-ranked proposer, and Alarm Program Systems, LLC, as the second-
ranked proposer. Further the Resolution authorizes the City Manager and City Clerk to execute
an agreement upon conclusion of successful negotiations by the Administration and the City
Attomey's Office.
Applicable Area
Citywide
Page 849 of 1735
Is this a"Residents Right Does this item utilize G.O.
to Know" item, pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Police/Fire/Procurement
ATTACHMENTS:
Description
❑ Attachment A
❑ Resolution
Page 850 of 1735
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ATTACHMENT A
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FOR DISPLAY PURPOSES ONLY.FOUL RANKING DOES MT COMMUTE AN AWARD RECOMMENDATION.
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