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PRR25191 - Agreement_Alarm_Program_Systems_redacted
1 CITY OF SAN LUIS OBISPO AGREEMENT FOR PURCHASES OF GOODS AND SERVICES This Agreement is made and entered into in the City of San Luis Obispo on ____________ by and between the City of San Luis Obispo, a municipal corporation, hereinafter referred to as City, and Alarm Program Systems, LLC, hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on April 11, 2022, City requested proposals for Police and Fire Alarm Tracking and Billing Systems Services; and WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for the services; NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, for three years. 2.INCORPORATION BY REFERENCE. City Request for Proposals for Police and Fire Alarm Tracking and Billing Services and Contractor's proposal dated April 7, 2022, is hereby incorporated in and made a part of this Agreement and attached as Exhibit A. To the extent that there are any conflicts between the Contractor’s fees and scope of work and the City’s terms and conditions, the City’s terms and conditions shall prevail, unless specifically agreed otherwise in writing signed by both parties. 3.CITY'S OBLIGATIONS. For providing the services as specified in this Agreement, City will pay, and Contractor shall receive therefore compensation set forth in Exhibit A. 4.CONTRACTOR/CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specifications. 5.AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Manager. 6.COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C 5/11/2022 | 10:13 AM PDT 2 such oral agreement, understanding or representation be binding upon the parties hereto. 7.NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Police Department Melissa Ellsworth mellswor@slocity.org Contractor Alarm Program Systems, LLC 360 Civic Drive – Suite A Pleasant Hill, CA 94523 jim@alarmprogramsystems.com 8.AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that everyone executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO: By:_____________________________________ City Manager APPROVED AS TO FORM: CONSULTANT: ________________________________ By: _____________________________________ City Attorney Alarm Program Systems DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C CITY OF SAN LUIS OBISPO, CA POLICE & FIRE ALARM TRACKING AND BILLING SERVICES (BID 2203-001) PROPOSAL SUBMITTAL DATE: 4/7/2022 Alarm Program Systems LLC. 360 Civic Drive -Suite A Pleasant Hill, CA 94523 Phone: 510-267-0414 www.alarmprogramsystems.com Exhibit A DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 2 Cover Letter Mr. Clancy: Alarm Program Systems LLC. [APS] is pleased to present the City of San Luis Obispo with a proposal to manage its Alarm Program (Bid # 2203-001, Police and Fire Alarm Tracking and Billing Services). We are confident that our company can be a thoughtful and effective partner in your city’s goal to efficiently manage its alarm ordinance. The APS value proposition is simple: •We are the only nationwide solutions provider currently exclusively focused on alarm ordinance management. •We offer a 100% web-based CRM platform built on Salesforce.com that provides flexible industry-leading capability. •We have the size, focus and processes to provide clearly superior service to any alternative in the marketplace. APS is headquartered in the San Francisco Bay Area and currently administers programs for 35 agencies. Our company handles 215,000+ alarm permits and processes 4,300+ false alarms monthly across its partner base. Over the course of our 8 year history, we’ve managed growth with a close attention to our core mission to provide the best service in this market segment. We’ve established by reputation a platform robust enough to maintain this standard from agencies servicing upwards of 800,000 citizens down to those servicing under 20,000. 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. All program information is highly secure, stable, and accessible in real time from any device. From the front end citizen portal to the back end administrative interface, APS is able to leverage an industry leading technology stack to ensure that our product offering is constantly improving at the pace of current technology. On the service side, APS features an experienced customer support team that is well versed in all aspects in the management of an alarm program. Our staff will be trained on both San Luis Obispo’s Alarm Ordinance and the manor in which the city want’s it administered. Additionally, our focused and proven collection procedures should improve the city’s billing conversion rate. Daniel Clancy City of San Luis Obispo 919 Palm Steet San Luis Obispo, CA 93401 DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 3 APS has a well demonstrated a working capability for seamlessly migrating alarm programs from San Luis Obispo’s current vendor. Over the last three years, our company has replaced PM AM as administrator in Pierce County WA, Rockford IL, Placentia CA, West Linn OR, and Glendale CA. We believe the APS solution can help San Luis Obispo significantly lower embedded agency costs, heighten public awareness, increase program revenues, meaningfully reduce false alarms, and free up valuable resources both its Police and Fire Departments. Please do not hesitate to contact us if you have any questions. Sincerely, Jim Huchingson President Alarm Program Systems LLC. 360 Civic Drive, Suite A Pleasant Hill, CA 94523 (510) 267-0414 / jim@alarmprogramsystems.com Cover LetterDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C SUBMITTAL FORMS DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 5 The proposed Revenue Split will be based on total permit fees, renewal fees, false alarm fees, and any late or reinstatement fees billed & collected by APS from alarm users or alarm companies. All postage expense (first class postage and materials), banking fees, and credit card processing fees incurred in administering the program will be paid by the gross revenues of the program prior to the revenue share being calculated. These cost items will be itemized on each monthly reconciliation statement. There are no additional fees -including start up, implementation, data conversion, administration, technical support, and training. The APS platform is 100% cloud-based and will enable city administrators to log in an view all relevant program data in real time. It requires no introduction of software to the city’s technology infrastructure. Payment System APS will reconcile, on the first day of each month, the previous month’s deposits. Based on each monthly reconciliation, APS will invoice San Luis Obispo showing all revenues collected and invoices paid. Once the invoice is approved, an ACH request will be made, and the city’s portion of the revenue shall be deposited to the city’s designated bank within 5 days of city’s approval of such invoice. San Luis Obispo APS Notes 80%20%Revenue Share Proposal Submittal Form Cost Proposal The undersigned declares that she or he has carefully examined the Project (Bid 2203-001 –Police and Fire Alarm Tracking and Billing Services) which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for this provided cost quote in full. Execution of the work detailed in this proposal to the City will be completed with 45 calendar days after contract executions and written authorization to proceed. A Certificate of Insurance made out to the City of San Louis Obispo is attached. April 7, 2022 Jim Huchingson, President Alarm Program Systems, LLC 360 Civic Drive, Suite A Pleasant Hill, CA 94523 (510) 267-0414 DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C opyright © 2021 Alarm Program Systems, LLC 6 Insurance CertificationDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 7 Belmont Police Department, CA 10/21-Present Hanh Tran, Management Analyst (650) 595-7404 / htran@belmont.gov Population: 27,000 Migrated alarm program from in house solution Current Outsourced Administrator Glendale Police Department, CA 8/21-Present Alison Finch, Public Safety Business Administrator (818) 937-8851 / afinch@glendaleca.gov Population: 202,000 Selected in RFP Migrated alarm program from former administrator, PM AM Current Outsourced Administrator City of Greenville, SC 7/21-Present Frances More, Safety Communications Manager (864) 467-5212 / fmoore@greenvillesc.com Population: 68,000 Migrated alarm program from in house on CryWolf Current Outsourced Administrator Alarm Program Systems has been engaged for eight (8) years in providing the services included within the scope of the specifications of the City’s Bid Notice. Alarm Program is currently contracted by 35 agencies to provide alarm program services. APS handles both burglar and fire billing for 4 of the cities we work with. In addition to fully administering the programs for 33 of its partners, it licenses it’s platform solution to San Francisco and Colorado Springs. The majority of our implementations have been done over the last three years. We’ve selected six for your reference and would encourage San Luis Obispo to reach out to all of them: References References Three most recent implementations: DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 8 Sarasota Police Department, FL 3/20-Present Shana Meadows, Finance Manager (941) 263-6003 / shana.meadows@sarasotafl.gov Population: 57,000 Selected in RFP Migrated alarm program from former administrator, CryWolf Current Outsourced Administrator Montebello Police Department, CA 1/20-Present Stacy Smith, Communications Supervisor (323) 887-1209 / ssmith@cityofmontebello.com Population: 63,000 Migrated alarm program from in house solution Current Outsourced Administrator Hawthorne Police Department, CA 9/19-Present Lt. Robert Mitchell (310) 349-2700 / rmitchell@hawthorneca.gov Population: 88,000 Migrated alarm program from in house administration (Alarm-Trak) Current Outsourced Administrator References Additional References: DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 9 Submittal Forms x April 6, 2022 DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C QUALIFICATION SUMMARY DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 11 APS has submitted four (4) project case studies to outline our experience and competency. Each of the proposed project management have played a role in both the implementation and subsequent administration of the following programs. Specific to San Luis Obispo, APS has successfully migrated five alarm programs directly from its current vendor (PMAM). We believe the following examples highlight our competence and our ability to complete the scope of work requested by San Luis Obispo. Qualifications Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 12 The San Francisco implementation and roll-out was a very collaborative effort between the following groups: The APS team spent time interviewing each group to gather requirements and, more importantly, to identify process and program gaps. Through process definitions and the flexibility of our platform we were able to move the Alarm Unit to a real-time environment. False alarm data from the PD and payment data from City Hall are now integrated with APS in real time and SF City staff has access to reports from any device. Under the direction of the Deputy Director, Tajel Shah, we also implemented a new billing methodology for false alarms that enables San Francisco to issue “statements” for frequent false alarm offenders and move away from messy single/multiple invoices. The Bureau of Delinquent Records is also using the APS application for collections. Their inclusion in several large meetings for a variety of stakeholders during the implementation process drove their interest in learning more about using APS. The APS application includes the alarm company self-service portal, enabling 350+ alarm companies to create and manage customer rosters in addition to generating statements for alarm registration payments. Case Study –San Francisco, CA The existing team has worked together over numerous projects, including the implementation with the City of San Francisco. We utilize a blend of waterfall and agile approaches that yields us the best results—both prioritizing and accelerating implementation using a phased approach. We engage both business and IT stakeholders to build a core team of subject matter experts. Our collaborative approach to implementation ensures that all stakeholders involved have the most transparent, up-to-date, and accurate information. “A special thanks to our vendor partner, Alarm Program Systems (APS). APS delivered requirements on time with expected functionality. They led 2 UAT sessions and provided documentation including uses cases, test cases, user guides and portal FAQS. They were also very responsive and collaborative during this process. It was a pleasure working with them.” Tajel Shah Chief Assistant Treasurer Office of the Treasurer & Tax Collector, City and County of San Francisco (415) 554-4506 tagel.shahl@sfgov.org For San Francisco, the APS application manages: •45,000+ alarm license registrations and renewals annually •350+ Alarm Companies •20,000+ false alarms annually •$3.4 Million+ in revenue [30% increase in revenue since working with APS] •The APS application has direct integration with: •SFPD CAD [dispatch] system •Wausau financial application used at City Hall for payment collection •Bureau of Delinquent Records for collections •All false alarm data and payment information is updated in real time within the APS application, which in turn enables real-time billing/accounting reports and dashboards. SF TTX staff can view all the data in real time from any device. •The Bureau of Delinquent Records group [BDR] uses the APS application for collections, so the BDR group decided to take advantage of the inherent CRM/Salesforce.com capabilities and they purchased licenses to use APS for collections. The BDR group uses APS to: •Log calls •Create tasks with activity types •Create custom reports •Send out communication templates specific to the collections process •Load APS with specific line item fees relevant to the BDR group San Francisco Treasury and Tax Collector San Francisco Police Department San Francisco Information Technology San Francisco Alarm License Unit San Francisco Bureau of Delinquent Records 350+ Alarm Companies in San Francisco Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 13 Case Study –Pierce County, WA APS successfully completed a migration of Pierce County, WA from the PM AM platform at the end of 2018. Working in collaboration with Program Coordinator, Dianna Mcinnely, APS was able to transition the alarm program in a one month window. Through its differentiated effort, APS meaningfully increased all relevant program metrics within its first year of partnership. Migration from PM AM database Implementation time in 4 weeks during the Christmas Holiday season Imported and managed 15,000 permits, invoices, payments and account history Imported and cleaned 100+ alarm company records Increased permit count by 5,000 in the first 8 weeks of operation Sent out intro notification letters to 15,000 alarm users Cleaned database of non-valid addresses Refunded alarm users not covered by County Provided dynamic, real-time reports for review Provided a collaboration platform to work in concert with Pierce County Alarm Administrator Went live with existing CAD export file Processed payments for $378,923.00 in the first six months of operation Program revenues tracking +36% y/o/y. Sue Stewart Alarm program Coordinator Pierce County Sherriff's Department (253) 798-4291 sue.stewart@piercecountywa.gov Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 14 Courtney DiMaggio Investigations Bureau Pleasant Hill Police Department (925) 288-4632 cdimaggio@pleasanthillpd.org Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 15 Case Study –Escondido, CA APS successfully completed a migration of Escondido, CA from their home-grown platform at the end of 2016. Working in collaboration with the Police and Information Technology Departments, APS successful helped Escondido implement a revised ordinance to meaningfully increase registered alarm owners and educate them on program objectives -translating to a reduction in false alarms by 20%. Imported and cleaned 100+ alarm company records Reassigned existing $40,000.00 PD resource to more productive assignments. Sent out intro notification letters to 5,700 alarm users False alarm counts holding steady during annual alarm ownership increases of 10% Provided a collaboration platform to work in concert with Escondido Alarm Administration Staff Cleaned database of non-valid addresses Imported and managed 2,200 permits, invoices, payments and account history Went live with existing CAD export file Provided dynamic, real -time reports for review 87% collection rate. Contacted and worked with Alarm Companies to receive customer rosters Increased revenue from $19,000.00 to $275,000.00 in the first 12 months of operation Increased revenue from $19,000.00 to $275,000.00 in the first 12 months of operation Implementation time in 4 weeks Migration from home-grown database Roberta Akans Community Service Officer Escondido Police Department (760) 839-4961 rakans@escondido.org Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C APS Partners Agency Department Type Description Population San Francisco, CA Finance Software License 883,305 Pierce County, WA Sherriff Outsourced PM AM Replacement 876,764 Colorado Springs, CO PD Hybrid 464,474 Glendale, CA PD Outsourced PM AM Replacement 202,149 Escondido, CA PD/Fire Outsourced 151,613 Rockford, IL PD/Fire Outsourced PM AM Replacement 147,000 Fullerton, CA PD Outsourced 140,000 Boulder, Co PD Outsourced CryWolf Replacement 107,125 Hawthorne, CA PD Outsourced AlarmTrak Replacement 87,495 San Ramon, CA PD Outsourced 75,500 Walnut Creek, CA PD Outsourced 69,200 Greenville, SC PD/Fire Outsourced CryWolf Replacement 67,737 Lorain, OH PD Outsourced 63,841 Montebello, CA PD Outsourced 63,192 National City, CA PD Outsourced 61,121 Gardena, CA PD Outsourced AlarmTrak Replacement 60,048 San Rafael, CA PD Outsourced 59,070 Sarasota, FL PD Outsourced CryWolf Replacement 57,021 Novato, CA PD Outsourced 55,642 Cathedral City, CA PD Outsourced 54,056 Placentia, CA PD Outsourced PM AM Replacement 52,157 Cypress, CA PD Outsourced 49,000 Palm Springs, CA PD Outsourced 47,689 Morgan Hill, CA PD/Fire Outsourced Phoenix Group Replacement 45,037 Danville, CA PD Outsourced 44,631 Culver City, CA PD Outsourced 39,364 Manhattan Beach, CA PD Outsourced 35,500 Pleasant Hill, CA PD Outsourced CryWolf Replacement 34,987 West Linn, OR PD Outsourced PM AM Replacement 27,600 Belmont, CA PD Outsourced 27,097 El Cerrito, CA PD Outsourced 25,400 Rocky River, OH PD Outsourced 20,264 Lilburn, GA PD Outsourced 12,675 Sandy, OR PD Outsourced 11,149 Paradise, CA PD Outsourced 4,000 DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C APS TEAM DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 18 Project Management Organization Jim Huchingson will serve as Project Manager and oversee all phases of the San Luis Obispo partnership. His efforts will be concentrated on the development of a rollout plan and overseeing all phases of the project -including status meetings, data import, website development, and managing CAD and financial interfaces. Lisa Baxter will conduct customer support training. She will train the train customer support staff on San Luis Obispo’s ordinance, establish a protocol for appeals with the city, and implement work flow rules for collection and billing. Tamara Hartsgrove will serve as the point person for data conversion and integration. She will take alarm program data in whatever form it currently exists and import it onto the APS platform. She will also assist in designing of any necessary CAD interface. Brett Glass will serve as Co-Manager on the project and coordinate regular progress meetings with San Luis Obispo to ensure clear communication throughout the onboarding process. He’ll handle all communication materials for alarm company and citizen outreach. Brett will continue as San Luis Obispo’s primary Customer Service Representative after the program has been rolled out. These four key members of the team will serve as contact points for respective staff members in San Luis Obispo focused on the False Alarm Management Program. Each will be principally responsible for working with San Luis Obispo and ensuring the success of its alarm program. •Brett Glass•Tamara Hartsgrove •Lisa Baxter•Jim Huchingson President Customer Support Partnership Data Integration Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 19 Key Project Personnel Jim Huchingson Project Manager/President Jim Huchingson is the President and founder (2012) of Alarm Program Systems, LLC. . Jim has over seventeen years of experience in designing, implementing, supporting and managing recurring revenue streams for many of the largest organizations in the world, including providing services to run the False Alarm Program for the City of San Francisco. He plays an integral part of the day-to-day operations including Customer Support, Finance and Product Development. Additionally, Jim is in charge of each implementation and the customer on- boarding process. Jim graduated with a Bachelor’s degree in Legal Studies from the University of California at Berkeley. Technology Background: •Salesforce.com •Force.com •Zendesk [Customer Support} •Permit and Licensing Process Development and Optimization •Product Development [Jim is the architect of the Alarm Program Systems application] •Customer Support Process Development •Heroku Web Development and E-Commerce Applications Lisa Baxter Training Manager/Customer Support Dedicated Customer Service Manager with 15 years of experience building, staffing, and overseeing high-functioning operations and service teams in both health care and technology verticals. Prior to APS, Lisa worked at Halt Medical (acquired by Acessa Health) and AcroMetrix. Lisa is responsible for service agent training as well as testing, modifying and implementing all customer support workflows. She heads the hearing and appeals process and has extensive experience in collections and billing. Lisa is recognized for exceptional, high-touch customer service, maintaining a 100% recommendations rating on feedback surveys. Darlene White Program Support Manager Victoria Frazier Program Support Manager Alarm company coordinator and customer representative. Ten years experience in investment banking, with roles as national and regional account executive (Integrity First Financial Group & Freedman, Billings & Ramsey). Billing, collections, and customer service representative. Twenty years experience in property management as project coordinator, office manager, and executive assistant (J. Allen Sayles & Learner Financial Group). Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 20 Dave Krupinski Developer Full-Stack Engineer with a focus on Content Systems Architecture. Custom tools to generate, maintain, and distribute content across the web and mobile devices. Tasks include modifying, upgrading and optimizing the APS platform. Brett Glass Operations & Partnership/Vice President Customer outreach, product development, and compliance processes. Prior to joining APS, Brett had twenty years of experience in financial service corporate management, including Hambrecht & Quist, Lake Union Capital (Managing Partner), First Albany (Managing Director), and JP Morgan. Bachelor of Arts, UCLA. Tamara Hartsgrove Implementation Manager Tamara is responsible for all new and running projects; working with developers and managers; creating testing plans, outlines and the implementation of CAD and software interfaces. She oversees quality assurance and data migration. She is proficient with systems such as Task, Microsoft Expression, Excel, SQL, Word, Access, OnTime, Microsoft Project, and Salesforce. Technology Background: •Ruby on Rails •NodeJS •HTML5 •MongoDB •Redis •MySQL •Haml •SQL Server •Slim •Javascript •JQuery •CoffeeScript •SpineJS •Prototype •Cold Fusion Qualifications DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C SOLUTION OVERVIEW DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 22 APS shall, consistent with San Luis Obispo’s current alarm ordinance and any future amendments, provide, operate, and maintain San Luis Obispo’s Alarm Management Program. More specifically, we shall develop, provide, operate, and maintain the systems necessary to communicate with San Luis Obispo’s designated officials, Alarm Companies, Police Department, Fire Department and those members of its citizenry affected by the alarm ordinance. The APS platform will be tailored to fit San Luis Obispo’s particular needs and objectives and it will perform all functions necessary to satisfy same. It will acquire, access, assimilate, produce, record and store data relevant to the operation of San Luis Obispo’s Alarm Management Program. It will generate and issue notices, permits and billing statements; track accounts receivables, account histories (including hearings and appeals); and generate reports. APS will provide accounting reconciliation services and accounting reports for all billing pursuant to Generally Accepted Accounting Principals on a monthly basis. This shall include monthly auditing to ensure accuracy. Said reports and all supporting documents will be submitted to the city within ten business days of month’s end. APS will securely import all existing alarm program records (permits, billings, payments/history, fees outstanding, etc.) from San Luis Obispo’s current platform and use it to populate live permit accounts on the APS platform. APS will notify households, businesses, and alarm service providers of alarm ordinance existence and requirements, using city-generated templates and language as required. APS will generate and issue notices, permits and billing statements; track accounts receivables; and generate reports. APS will provide San Luis Obispo consultation on Ordinance updating, revisions, and design for no additional fees upon the city’s request. Solution Overview Solution Overview Based on the sizing of San Luis Obispo’s false alarm program, APS is confident that we can deliver a successful transition of program administration within four [4] weeks. The APS implementation will have very little impact on San Luis Obispo resources. APS will assign a project team rich in experience. Additionally, each of the members—from Project Manager, Technical Manager and Customer Support —are all principals who will be giving their full attention to a mutually successful deployment. San Luis Obispo will have our undivided attention. Jim Huchingson, President, will serve as the dedicated Project Manager. Alarm Program Systems will provide San Luis Obispo with a 100% web-based application that requires no hardware or software to be purchased. APS is prepared to work with all defined city personnel to ensure a to approach and successful implementation. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 23 APS will establish an interface protocol with San Luis Obispo’s current CAD vendor For PD and Fire and collect alarm call data daily, weekly, or as otherwise required by San Luis Obispo. We will provide for a secure, encrypted transmission of this data. APS will perform billing and payment collection functions consistent with the terms of San Luis Obispo’s alarm ordinance. We will send written notice to alarm users who generate false alarms and actively pursue those who are delinquent in making their required payments. APS will Identify the pot 1%-%5 of residents/businesses that have been responsible for the maximum false alarm calls and send the required material to increase awareness of the false alarm reduction program. APS will provide an online alarm user portal where households and businesses can obtain and renew alarm permits, pay billings, view their alarm activity, view San Luis Obispo’s alarm ordinance, update account information, and review FAQ's and responses thereto. APS will maintain a Toll-Free telephone number (M-F, 8am-5pm PST) that individuals may call to speak with someone about the specific details of their bills or to ask about the alarm permit program in general. Additionally, inquiries may be submitted via email and a timely response will be delivered in longer than 24 hours. APS will provide San Luis Obispo with 24-hour emergency telephone number where an APS associate can be reached at all times. APS will respond to all City staff questions/concerns on the same day a request is made. APS will provide training to San Luis Obispo employees engaged in the operation and/or oversight of San Luis Obispo’s Alarm Management Program. APS will provide San Luis Obispo with secure, online access to alarm management information, including, but not limited to, reports produced by San Luis Obispo-defined search criteria. APS will produce and deliver reports to San Luis Obispo (PD, Fire, and City) in a timely manner as required or requested, including, but not limited to, auto-notifications. APS will maintain our equipment in good working order and we take all reasonable steps to protect our system against infection or corruption to ensure uninterrupted operation of San Luis Obispo’s Alarm Management Program. Alarm Program Systems is providing San Luis Obispo with a detailed rollout schedule detailing the program migration from contract date to go live date. Solution OverviewDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 24 Implementation Schedule Contract Date Notice to Proceed Date Proposed Roll-Out Meeting: Day 1 •Conduct implementation status meeting between APS and city staff •Review and approve implementation plan Weeks 1-2 of Rollout Interface, Correspondence and Process Specifications •Establish a toll-free number and alarm program mailing address •Build Alarm Program website with ordinance and fee information data connections for online support and payment •Review CAD, financial (bank account, bank lockbox and/or city financial system) and online access specifications for city agents. •Draft and format for approval all correspondence templates o Existing Alarm User Notification o Alarm Company Letter o False Alarm Incident Notification o San Luis Obispo Web Site Content •Establish hearing and appeal process steps •Work with city staff to build comprehensive roster of all jurisdictional alarm providers •Import all existing permit and false alarm data/history from current administrator •Import Alarm Company rosters electronically and manually as needed •Establish secure web-based interface with alarm Companies for ongoing roster management, licensing, outstanding invoices and current balance Implement and test business, alarm company, and citizen web functions •Alarm company self-service portal •Alarm user portal/alarm program website (online alarm class available) •city administrative access to application •Embed links from San Luis Obispo PD/Fire website(s) to alarm program website Midpoint Meeting: Day 14 •Appraise city staff of implementation progress; discuss remaining steps to ‘go live’ date Weeks 3-4 of Rollout Registration Implementation •Complete the import of all relevant data onto the APS platform •Configure system logic for alarm ordinance work flow rules System Infrastructure and Interface Implementation •Establish, configure and test CAD alarm event and interface(s) •Establish a secure, electronic payment gateway (Stripe) Program Training •Train APS staff on the San Luis Obispo’s alarm ordinance, objectives and execution plan •Train San Luis Obispo program administrator(s) on APS application, optimize layout and click-through reporting features. Solution OverviewDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 25 Implementation Schedule Program Testing •Test all major system components, including interfaces, generation of communication templates, collection and customer service systems. Final Rollout Meeting: Day 28 •Address any remaining details GO LIVE •Begin the full time management of the San Luis Obispo Alarm Program Typical tasks and input from San Luis Obispo staff may include: Collaborative design of all program documentation and communication strategies to San Luis Obispo residents. Approval of all published content in support of the program—print and online versions. Monitoring of implementation performance on ongoing program performance. Provision of existing alarm program information in accessible file format. Collaboration on false alarm appeals and processes. Collaboration to ensure all permit status changes such as “verified response” are accurate and done in support of program ordinance rules. Solution OverviewDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C SCOPE OF SERVICE DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 27 Our firm has become a popular solution for law enforcement agencies who have chosen to implement a true CRM solution beyond simply invoicing and billing. The APS application is built on the Salesforce.com platform, which enables collaboration, integration and automation between business units, applications across multiple departments -creating a true municipal agency-citizen engagement solution. Utilizing the APS platform, San Luis Obispo staff will have unlimited real-time access to all relevant data related to the alarm program’s operation. Though a simple, point and click interface, city administrators will have the ability to call data metrics (on any time frame) such as program revenues, current permits, refused permits, false alarm billings, outstanding receivables, past due balances, collection rates, upcoming renewals, etc. Custom reports can designed for each user’s individual preferences. All reporting is easily exported to Excel, PDF, or other file formats. The APS CRM-rich feature set allows users (both city and administrator) to record an up-to-the-minute history of all customer service interaction related to each unique permit/account. Phone inquiries, emails, appeals, and agency notes can all be logged and shared by users to maximize collaborative efficiency. The APS application is a 100% web-based, secure platform built from the ground up on a technology stack unparalleled in the industry today leveraging the ongoing evolution of leading-edge applications such as: Building on Salesforce cloud-based architecture helps ensure that your alarm program’s functionality is able to upgrade in parallel with the rapid evolution of technology. Our commitment to constantly investing to provide the leading standard in both personal client service and technology translates to alarm management programs that experience both the lowest error rate and highest collection rate in the industry. Project Approach: Technology Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 28 APS has a diverse collection of expert customer support professionals with a proven capacity to drive program revenue and false alarm reduction. From our project managers to our customer support staff, we employ only the most qualified individuals in the industry. We invest heavily in initial and ongoing training to maintain competency in support strategies, industry issues, client products and services, and general communication skills. Customer Service The APS staff will be available to assist citizens and business owners and to answer program and billing questions via access to a Toll-Free telephone number, chat and email. The APS customer service team will be available from 8am –5pm PST, Monday through Friday, excluding major national holidays. An integrated voice response [IVR] and voice mail system will be enabled and customized for the use of San Luis Obispo’s false alarm management program, including customer greetings and call routing. All calls not handled in real time will be returned within 24 hours from receipt. We can fully support an integrated customer support model whereby APS and San Luis Obispo personnel collaborate and contribute together, not just in answering calls but for all program functions. The majority of requests are handled within 60 minutes or less. Additionally, our application infrastructure is based on the core customer relationship management principles. Accurate record keeping, familiarity with local issues and multiple communication channels (phone, email and chat) are key components to resolving customer inquiries. The APS Customer Service Team is kept up-to-date with security industry and agency relevant news through a dynamic feed straight into the APS application. APS uses Zendesk to track and manage all customer support interactions. All requests are logged and closed through Zendesk. Zendesk is a San Francisco based company and is regarded as the premiere customer support application worldwide. The training is comprised of four components: •Ordinance-Specific Training: Revenue events and triggers, policy guidelines and fee schedules. •Customer Support Training: Common objection handling review, FAQs and San Luis Obispo program review will enhance team communication and collection skills. •Community Awareness Training: Our customer support team will review and disseminate all current community affairs and Law Enforcement news in San Luis Obispo on a daily basis to ensure our staff can understand and communicate effectively with the residents of San Luis Obispo. •Continued and Ongoing Training: Our team’s practical hands-on support experience is a great resource for improving the process and identifying ways to maximize false alarm reduction for our clients. We provide monthly “Leadership Lunches” with industry experts and support trainers from around the country. Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 29 All customer service interactions are tracked, measured and Zendesk provides us the capability for APS to measure response time and customer satisfaction. APS automates the entire process for generating permits, renewal notices, false alarm notices and permit suspensions. Permits/Address records are generated through electronic registration on the alarm user website: https://San Luis Obispoca.citysupport.org. Alarm company roster and CAD false alarm data is imported at a measured interval. When a permit/address record is established, APS time stamps and tracks every interaction with the record, including items such as: status, status change date, total number of false alarms, outstanding balances, all fee notification history, permit renewal and expiration dates. Workflow rules are set with each field to create any number of automated actions based on the time stamp or value change. For example, 45 days from expiration date, renewal notice invoices are automatically generated. All invoices are attached as links to the permit record and can be viewed at any time. Alarm Permitting, Renewal & Suspension Customer Satisfaction and Measurement Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 30 Sample Permit Record in APS Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 31 Alarm User Web Portal In addition to submitting payments by mail, customers will have the ability to pay on- line. APS has a Web builder portal admin application to make any and all content changes quickly. Our secure website portal is built with the latest technology stack and is mobile-friendly for alarm users to interact with on any device or desktop. Alarm users can manage all of their permit and false alarm history in addition to paying fees online. Alarm users can also print a copy of their alarm permit from the web portal. Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 32 The APS application can track alarm user notification preferences such as mail, email or both mail and email correspondence. All email communication templates are stored and managed within the APS application. Electronic Billing Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 33 Sample False Alarm Billing Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 34 APS creates a list of related false alarms to each permit. APS captures all relevant fields and data from the original CAD record supplied by the Fire & Police Departments. The false alarm count automatically adjusts every time a new false alarm record is added and triggers billing automatically at program-specific thresholds. False Alarm Tracking and Billing APS runs the false alarm invoicing job once per week, which looks for false alarm records on all permits that do not have an associated invoice. If there is no invoice, APS automatically creates a new invoice associated with the false alarm and with the corresponding amount based on the assigned false alarm count and the relevant fee table for the agency. Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 35 The APS application manages the entire appeals process online; no more sending cumbersome MS Excel files back and forth. We enable a list view that can be accessed by defined users and collaborated on in real time. All relevant details are extracted, hosted and can be accessed by any mobile device: alarm activation information, license account information and payment history. San Luis Obispo can check the APS application on any interval to see the latest resident appeals and collaborate or participate in any decisions. Appeals Support The primary focus of any false alarm program is to reduce false alarms and create awareness in the community of the ordinance and its goals. APS publishes a weekly top offenders list, so our customer support staff and city is made aware of all problem alarm locations. The APS customer support team conducts outreach campaigns via email and phone to contact the highest false alarm count locations to help educate alarm users on how to avoid future false alarms and financial liabilities. False Alarm Reduction Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 36 Alarm School Online Education APS is proud to offer the premiere Online Alarm School in the industry. Alarm School Online is committed to reducing the number of false alarms by working with local law enforcement, municipalities and alarm monitoring companies to educate alarm users. Interactive, educational, and user-friendly, Alarm School Online empowers alarm users so they are never the cause of a false alarm dispatch. By completing the course, the alarm users can be proud of doing their part to reduce false alarm calls in their area. www.alarmschoolonline.com. There are a number of reports and dashboards pre-configured that can be accessed through the portal logins. Underlying each dashboard component is a report which can be manipulated to change the filter criteria if needed and downloaded to .XLS or .CSV file formats, if required. There are no charges for incremental report building and/or modifications. APS can configure an unlimited number of false alarm reports based on all available CAD fields for analysis, and all can be accessed in real time from any device. Dashboards and Reporting Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Reports –Customized Interactive Dashboard -Sample Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 38 Each day’s transactions are logged and audited, and the APS application can produce a variety of reports across any time frame needed. Each line item transaction has an associated payment batch audit record for reconciliation. False Alarm Financial Reports All reports can be easily exported to MS Excel: Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 39 Another frequently viewed dashboard report that is exported by our partner agencies is the “Top Offenders” list. Top Offenders List APS and San Luis Obispo will reconcile the previous month’s deposits and online transactions on the first of each month. Based on these monthly reports, APS will invoice showing our fee calculation against all revenues collected. Once the invoice is approved, an ACH request would be made and funds deposited to the San Luis Obispo designated bank via Bill.com. The monthly reconciliation report can be tracked in real time from the San Luis Obispo dashboard page in the APS application and exported to Excel at any time. Month-End Remittance Process Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 40 Connect all program stakeholders with files, data, and read/write access to all San Luis Obispo records —anywhere, anytime and from any device. Follow specific posts and actions of program staff internal to APS and externally from San Luis Obispo. Connect, engage, and motivate staff with a Facebook-like timeline and history to work efficiently, regardless of their roles or locations. Collaborate on false alarm appeals, service cases, campaigns, and collections. Users of APS can subscribe to certain topics, groups or posts by users to stay up-to-date on all citizen interactions. Agency Collaboration –Read/Write Access & Chatter Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 41 One of the critical components of a successful alarm program is an efficient interface with growing multitude of service providers in the market. We have built strong relationships with the major regional and local alarm companies in addition to the larger national alarm companies. APS works closely with all alarm companies, outsourced monitoring platforms, and the emerging DIY offerings to maintain timely and accurate customer rosters. All alarm company roster files are imported and an Alarm Company Roster Batch record is created with the date of import and all of the relevant details that were updated with each matched record. All non-matched addresses get permits and invoices created on import for outreach via email or mail. Alarm Company Management In addition to proactively maintaining alarm user lists, APS offers an Alarm Company Self-Service Portal. Using a simple interface, alarm providers can access, view and manage their customer rosters online. Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 42 Security Procedures APS has implemented a firm-wide protocol to meet the guidelines of CJIS security standards. Though an alarm program administrator cannot achieve an official CJIS Certification, given its mandate it can through its internal processes ensure that is “CJIS Ready”. This establishes rigid administrative and technical safeguards used to access, collect, distribute, process, protect, store, use, send, dispose of, or otherwise handle all operational data. Personnel Security. Staff background screening via the DOJ’s Live Scan fingerprinting service. Security Awareness Training. All employees receive training in CJIS compliance standers. Data Encryption. The APS platform is built on Salesforce. Rigid encryption standards extend throughout the platform to the process of data transmission. System Login Procedure. •Two factor login identification. •Automatic lockout after 3 unsuccessful login attempts. •Event logging and auditing of all activities, including password changes. •Access restriction based on user profiles such as IP address, network, time of day, etc. Configuration Management. Changes and updates to the information system platform, architecture, hardware, software, and procedures are documented and securely stored. Physical Media Protection. All printed materials related to operations are securely stored or destroyed. Consultation. APS has committed to be scoped/audited by a qualified third party consulting firm on a regularly scheduled basis to ensure it maintains standards on an ongoing basis. Collection Procedures APS partner agencies realize some of the strongest accounts receivable metrics in the industry today. Agencies typically see collections rates of 85-95%. We adhere to the best collection processes in the industry, based on the following core principles: •Have a Defined Credit Collection Policy •Invoice Promptly and Send Statements Regularly •Use "Address Service Requested" •Aging Sheet and Balance Dictate Process •Well-Trained Staff •Accurate Record Keeping Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 43 1.Invoice –Accurate and Timely 2.Call Confirm receipt of invoice Confirm payment time frame Confirm point of contact 3.Voice Mail / Email Follow-Up 4.Collection Letter –Once accounts move 30 days past due, they appear on the collections report in “open status” and a letter is generated 5.Demand Call Payment plan option 6.Voice Mail / Email Follow-Up Collection Process Steps: All Past Due Accounts Flow Through the Following Stages: Past Due –Open Collection Letter Sent Promise To Pay Payment Plan Debt Dispute Skip Tracing If needed, APS can work with 3rd party collection agencies and provide such an agency with a login to the San Luis Obispo collections report. Return Mail Handling The APS application integrates with Google Maps and provides an address verification component. We have some of the lowest return mail averages in the industry. All returned mail is handled by APS and all alarm location or billing location addresses are verified and/or updated dynamically via Google Maps or an agency supplied street table of valid addresses. Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 44 System Requirements Technology Infrastructure There are no system or network requirements for the APS solution. An internet connection from any device running a web browser is sufficient. Interface & Data Integration APS is built on the Salesforce.com platform which is the most robust, flexible and open cloud platform in the market today. There are hundreds of 3rd party integration tools and components to leverage; APS can support native level API integrations with all of the major software platforms and applications in the market today. Additionally, APS can support a variety of file level and SQL based integrations with drag and drop field mapping capabilities. We have seamlessly integrated with a variety of CAD and financial applications with our current customer set. CAD integration has been supported with a bi-directional interface, such that data elements like permit status and permit number can be placed back into the CAD system for dispatch. Access Security Salesforce.com provides an extremely powerful and flexible security architecture. This architecture lets users define how users log in, determining (for example) which IP ranges are acceptable, what hours of the day are allowed, how long sessions stay active for and so on. It also enables programmatic control, for example, which users may log in through a Web services API, and which endpoints a running application can connect to from the Force.com platform. The platform security architecture also lets users define administrative security permissions, and the security profiles let you determine who has access to which features and components -ranging from the set-up menu all the way through to read/write settings on an object or field. User logins are protected as follows: •Limit to the number of unsuccessful login attempts •Event logging of all activities, including login activities and password changes •Automatic session locks after 30 minutes of inactivity The record-sharing model enables an even finer level of security of San Luis Obispo’s data, not only determining who has access to which records based on a user, role or group model, but also how these data records are shared among various users. o Salesforce performs real-time replication to disk at each data center, and near real-time data replication between the production data center and the disaster recovery center. o All networking components, SSL accelerators, load balancers, web servers, and application servers are configured redundantly. o All customer data is stored on a primary database server that is clustered with back-up database server for uninterrupted access. Superior System Integrity and Security on the Salesforce Cloud Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C Copyright © 2021 Alarm Program Systems, LLC 45 Access control and physical security •24-hour manned security, including foot patrols and perimeter inspections •Biometric scanning for access •Dedicated concrete-walled Data Center rooms •Computing equipment in access-controlled steel cages •Video surveillance throughout facility and perimeter •Building engineered for local seismic, storm, and flood risks •Tracking of asset removal Environmental controls •Humidity and temperature control •Redundant (N+1) cooling system Power •Underground utility power feed •Redundant (N+1) CPS/UPS systems •Redundant power distribution units (PDUs) •Redundant (N+1) diesel generators with on-site diesel fuel storage Network •Concrete vaults for fiber entry •Redundant internal networks •Network neutral; connects to all major carriers and located near major •Internet hubs •High bandwidth capacity fire detection and suppression •VESDA (very early smoke detection apparatus) Dual-alarmed, dual-interlock, multi-zone, pre- action dry pipe water-based fire suppression o All customer data is stored on disk that is mirrored across multiple storage cabinets and controllers. o All Customer data, up to the last committed transaction, is automatically backed up to a primary tape library on a nightly basis. o Back-up tapes are immediately cloned on a second library to verify their integrity; and the clones are moved to secure, fire resistant off-site storage on a regular basis. These APS collocated facilities provide carrier-level support, including: Scope of ServiceDocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. Notice Requesting Proposals for Police and Fire Alarm Tracking and Billing Services The City of San Luis Obispo is requesting sealed proposals for services associated with tracking and billing services for Police and Fire alarm tracking. All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be required to complete a free registration using BidSync (https://www.bidsync.com/bidsync-app- web/vendor/register/Login.xhtml). All proposals must be received via BidSync by the Department of Finance at or before April 11, 2022 when they will be opened publicly in the City Hall Conference Hearing Room, 990 Palm Street, San Luis Obispo, CA 93401. Proposals received after said time may not be considered. The preferred method of submission is electronically via BidSync. If you wish to send a hard copy to guard against premature opening, each proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the proposal title, project number, proposer name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the project package. Project packages and additional information may be obtained at the City’s BidSync website at www.BidSync.com. Please contact Dan Clancy via BidSync to coordinate the answering of any questions. Please post all questions to Bid Sync where the City will answer publicly on BidSync. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C TABLE OF CONTENTS A. INTRODUCTION ......................................................................................................................................... 2 B. SCOPE OF WORK ....................................................................................................................................... 2 C. PROJECT SCHEDULE .................................................................................................................................. 3 D. PROJECT BUDGET ...................................................................................... E. GENERAL TERMS AND CONDITIONS ......................................................................................................... 3 F. SPECIAL TERMS AND CONDITIONS .................................................... G. FORM OF AGREEMENT ........................................................................................................................... 14 H. INSURANCE REQUIREMENTS ............................................................ I. PROPOSAL SUBMITTAL FORMS ................................................................................................................ 18 DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -2- A.INTRODUCTION INTRODUCTION The City is requesting proposals for the services of an alarm tracking management company. In addition to the Scope of Work below, this company would also need to work closely with City staff to ensure proper transference of data from the current vendor to the vendor that is ultimately selected through the RFP process. B. SCOPE OF WORK Responsibilities of the vendor would include, but would not be limited to, the following: 1.Deploy a software package that maintains and tracks false alarm data and generate related reports 2.Send alarm permit applications for renewals 3.Send alarm permit applications to residents and businesses who may have alarms but are not registered with the San Luis Obispo Police or San Luis Obispo Fire Departments 4.Download call data within three days of receipt 5.Send letters and invoices to the residences/businesses for false alarms as per ordinance 6.Follow up with the default residents/businesses who have not paid their fees by the due date 7.Collect fees and engage collection agency for unpaid fees 8.Reconcile accounts daily, weekly, or monthly, as specified 9.Identify the top 1%-5% of residents/businesses that have been responsible for the maximum false alarm calls and send them the required material to increase awareness of the false alarm reduction program. 10.Provide excellent customer service and respond timely to all queries from citizens and businesses 11.Provide required information and reports to the San Luis Obispo Police or San Luis Obispo Fire Departments and other City officials on a regular basis. 12.Track new and existing permits 13.Provide an online portal for customers to view their account, review alarm activity, and submit questions/concerns via email. 14.Respond to questions/concerns received via email from customers or City staff within 24 hours. 15.Provide detailed invoice generation, which will have the history of all false alarms at a location. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -3- C. PROJECT SCHEDULE Preliminary Schedule Tasks 3/25/22 •Release RFP on BidSync 4/11/2022 •RFP submittal deadline 4/11-4/18/2022 •Staff review and evaluate proposals By 4/30/2022 •Award contract • • D. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1.Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Proposals (RFP) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2.Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To guard against premature opening, the proposal should be clearly labeled with the proposal title, project number, name of bidder, and date and time of proposal opening. No FAX or emailed submittals will be accepted. 3.Insurance Certificate. Each proposal must include a certificate of insurance showing: a.The insurance carrier and its A.M. Best rating. b.Scope of coverage and limits. c.Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Section E. 4.Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder’s intention and the proposal total will be corrected to conform to the specified unit price. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -4- 5.Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the proposals. 6.Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7.Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8.Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” in Section C of these specifications for proposal evaluation and contract award criteria. 9.Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10.Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11.Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 12.Business License & Tax. The Contractor must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -5- 13.Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with all federal, state, county, city, and special district laws, ordinances, and regulations. 14.Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. 15.Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 16.Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 17.Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 18.Public and Employee Safety. Whenever the Contractor’s operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 19.Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor’s operations, it shall be replaced or restored at the Contractor’s expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 20.Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in th e United State pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 21.Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 22.Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City’s sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -6- the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 23.Payment Terms. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor (Net 30). 24.Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 25.Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 26.Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 27.Hold Harmless and Indemnification. (a)Non-design, non-construction Professional Services: To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. (b)Non-design, construction Professional Services: To the extent the Scope of Services involve a “construction contract” as that phrase is used in Civil Code Section 2783, this paragraph shall apply in place of paragraph A. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -7- arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, except for such loss or damage arising from the active negligence, sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. (c) Design Professional Services: In the event Consultant is a “design professional”, and the Scope of Services require Consultant to provide “design professional services” as those phrases are used in Civil Code Section 2782.8, this paragraph shall apply in place of paragraphs A or B. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8) Consultant shall indemnify, defend and hold harmless the City and its elected officials, officers, employees, volunteers and agents (“City Indemnitees”), from and against all claims, damages, injuries, losses, and expenses including costs, attorney fees, expert consultant and expert witness fees arising out of, pertaining to or relating to, the negligence, recklessness or willful misconduct of Consultant, except to the extent caused by the sole negligence, active negligence or willful misconduct of the City. Negligence, recklessness or willful misconduct of any subcontractor employed by Consultant shall be conclusively deemed to be the negligence, recklessness or willful misconduct of Consultant unless adequately corrected by Consultant. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. In no event shall the cost to defend charged to Consultant under this paragraph exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs. (d) The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnifica tion or defense obligations. This Section survives completion of the services or the termination of this contract. The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance. 28.Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 29.Termination for Convenience. The City may terminate all or part of this Agreement for any or no reason at any time by giving 30 days written notice to Contractor. Should the City terminate this Agreement for convenience, the City shall be liable as follows: (a) for standard or off-the-shelf products, a reasonable restocking charge not to exceed ten (10) percent of the total purchase price; (b) for custom products, the less of a reasonable price for the raw materials, components work in progress and any finished units on hand or the price per unit reflected on this Agreement. For termination of any services pursuant to this Agreement, the City’s liability will be the lesser of a reasonable price for the services rendered prior to termination, or the price for the services reflected on this Agreement. Upon termination notice from the City, Contractor must, unless DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -8- otherwise directed, cease work and follow the City’s directions as to work in progress and finished goods. 30.Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor’s surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the terminations thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City’s assessment of the value of the work- in-progress in completing the overall work scope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -9- SPECIAL TERMS AND CONDITIONS 1.Contract Award. Subject to the reservations set forth in Paragraph 9 of Section B (General Terms and Conditions) of these specifications, the contract will be awarded to the lowest responsible, responsive proposer. 2.Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of proposal closing for which sales tax is allocated to the City, 1% of the taxable amount of the bid will be deducted from the proposal by the City in calculating and determining the lowest responsible, responsive proposer. 3.Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City reserves the right to declare said proposer is no longer the lowest responsible, responsive proposer and to accept the next acceptable low proposal from a proposer that is not experiencing a labo r action, and to declare it to be the lowest responsible, responsive proposer. 4.Failure to Accept Contract. The following will occur if the proposer to whom the award is made (Contractor) fails to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms and conditions if a proposer's bond or security is required; and an award may be made to the next lowest responsible, responsive proposer who shall fulfill every stipulation as if it were the party to whom the first award was made. 5.Contract Term. The services identified in this specification will be used by the City for up to three years. The prices quoted for these items must be valid for the entire period indicated above unless otherwise conditioned by the proposer in its proposal. 6.Contract Extension. The term of the contract may be extended by mutual written consent for an additional one-year, and annually thereafter, for a total of five years. 7.Supplemental Purchases Supplemental Purchases. Supplemental purchases may be made from the successful proposer during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For these supplemental purchases, the proposer shall not offer prices to the City in excess of the amounts offered to other similar customers for the same item. If the proposer is willing to offer the City a standard discount on all supplemental purchases from its generally prevailing or published price structure during the contract term, this offer and the amount of discount on a percentage basis should be provided with the proposal submittal. 8.Contractor Invoices. The Contractor may deliver either a monthly invoice to the City with attached copies of detail invoices as supporting detail, or in one lump-sum upon completion. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -10- 9 Non-Exclusive Contract. The City reserves the right to purchase the items listed in the Detail Proposal Submittal Form, as well as any supplemental items, from other vendors during the contract term. 10.Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposals will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alternatives is upon the proposer, and the City shall be the sole judge in making this determination. 11.Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful proposer and received by the City within 90 days after authorization to proceed by the City. 12.Start and Completion of Work. Work on this project shall begin immediately after contract execution and shall be completed within 90 calendar days thereafter, unless otherwise negotiated with City by mutual agreement. 13.Change in Work. The City reserves the right to change quantities of any item after contract award. If the total quantity of any changed item varies by 25% or less, there shall be no change in the agreed upon unit price for that item. Unit pricing for any quantity changes per item in excess of 25% shall be subject to negotiation with the Contractor. 14.Submittal of References. Each proposer shall submit a statement of qualifications and references on the form provided in the RFP package. 16.Statement of Contract Disqualifications. Each proposer shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the RFP package. 17.Must have the ability to specify payments by period and nature (permit renewal vs. alarms). 18.Significant refunds (more than 10% of gross receipts for the period) should not be credited back to an account, but rather send the City an invoice to pay the remaining difference. 19.Identify payments as legitimate before processing. Do not wait more than 30 days before issuing a refund. 20.Consistent and timely remittance of revenues to the City, including all back up needed to identify gross receipts and expenses. Preferably a deposit into the City’s back account. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -11- PROPOSAL CONTENT 1.Proposal Content. Your proposal must include the following information: Submittal Forms a.Proposal submittal summary. b.Certificate of insurance. c.References from at least three firms for whom you have provided similar services. Qualifications d.Experience of your firm and those of sub-consultants in performing work and projects relevant to the Scope of Services outlined and described in the request. e.Resumes of the individuals who would be assigned to this project, including any sub- consultants, with their corollary experience highlighted and specific roles in this project clearly described. f.Standard hourly billing rates for the assigned staff, including any sub-consultants. g.Statement and explanation of any instances where your firm or sub-consultant has been removed from a project or disqualified from proposing on a project. Work Program h.Detailed description of your approach to completing the work. i.Detailed schedule by task and sub-task for completing the work. j.Estimated hours for your staff in performing each phase and task of the work, including sub-consultants, so we can clearly see who will be doing what work, and how much time it will take. k.Detailed budget by task and sub-task for completing the work. l.Services or data to be provided by the City. m.Services and deliverables provided by the Consultant(s). n.Any other information that would assist us in making this contract award decision. o.Description of assumptions critical to development of the response which may impact cost or scope. Requested Changes to Terms and Conditions p.The City desires to begin work soon after selecting the preferred Consultant Team. To expedite the contracting process, each submittal shall include requested redlined changes to terms and conditions, if necessary. Proposal Length q.Proposal length should only be as long as required to be responsive to the RFP, including attachments and supplemental materials. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -12- 2.Proposal Evaluation and Selection. Proposals will be evaluated by city staff and evaluated on the following criteria: a.Understanding of the work required by the City. b.Quality, clarity and responsiveness of the proposal. c.Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. d.Recent team experience in successfully performing similar services. e.Creativity of the proposed approach in completing the work. f.Value g.Writing skills. h.References. i.Background and experience of the specific individuals managing and assigned to this project. As reflected above, contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. 3.Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City and shall be delivered to the City upon demand. 4.Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of the City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. 5.Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 6.Required Deliverable Products. The Contractor will be required to provide: a.One electronic submission - digital-ready original .pdf of all final documents. If you wish to file a paper copy, please submit in sealed envelope to the address provided in the RFP. b.Corresponding computer files compatible with the following programs whenever possible unless otherwise directed by the project manager: Word Processing: MS Word Spreadsheets: MS Excel Desktop Publishing: InDesign Virtual Models: Sketch Up Digital Maps: Geodatabase shape files in DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -13- State Plan Coordinate System as specified by City GIS staff c.City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes as deemed appropriate. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -14- SECTION G: FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on [date], City requested proposals for [______________] WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said project; NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said project. 2. INCORPORATION BY REFERENCE. City Specification No. ______ and Contractor's proposal dated [date] is hereby incorporated in and made a part of this Agreement and attached as Exhibit A. The City’s terms and conditions are hereby incorporated in an made a part of this Agreement as Exhibit B. To the extent that there are any conflicts between the Contractor’s fees and scope of work and the City’s terms and conditions, the City’s terms and conditions shall prevail, unless specifically agreed otherwise in writing signed by both parties. 3. CITY'S OBLIGATIONS. For providing the services as specified in this Agreement, City will pay, and Contractor shall receive therefore compensation [xxxxxxx]. If there are installment payments? Contractor shall be eligible for compensation installments after completion of milestone Tasks -E as shown in the attached project schedule. 4.CONTRACTOR/CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specifications. 5.AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Manager. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -15- 6.COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto. 7.NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Name Dept. Address Consultant Name Title Address Address 8.AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that everyone executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO: By:_____________________________________ City Manager APPROVED AS TO FORM: CONSULTANT: ________________________________ By: _____________________________________ City Attorney Name of CAO / President Its: CAO / President DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -16- SECTION H: INSURANCE REQUIREMENTS The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1.Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). 2.Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3.Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1.General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2.Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3.Employer's Liability: $1,000,000 per accident for bodily injury or disease. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1.The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2.For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3.The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 4.Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -17- (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing required coverage. Original endorsements effecting general liability and automobile liability coverage are also required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -18- SECTION I: PROPOSAL SUBMITTAL FORM - SAMPLE The undersigned declares that she or he has carefully examined Project No. [xxxx] which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: BID ITEM: [ITEM] Total Base Price Sales tax [] Other TOTAL $ Delivery of equipment to the City to be within _______ calendar days after contract execution and written authorization to proceed. ❑Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -19- REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: . Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2: Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -20- Reference No. 3 Agency Name Contact Name Telephone & Email Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C -21- STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or f or any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. ◼Do you have any disqualification as described in the above paragraph to declare? Yes ❑ No ❑ ◼If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Proposer Representative DocuSign Envelope ID: 419AE855-B385-467C-963D-277881B2F62C