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Home My WebLink About07-27-2015 PMAM Corporation - Alarm Ordinance Monitoring - Amendment No. 1Attachment 1 AMENDMENT TO AGREEMENT NO. I THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on Q) x t Zo &3, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and PMAM CORPORATION, hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on August 20`h, 2012 the City entered into an Agreement with Contractor for contract services in connection with the City of San Luis Obispo's Alarm Ordinance, per Specification No. 91155; and WHEREAS, the City desires to extend the term of the Agreement for an additional 1 year and Contractor has mutually agreed. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: Amend Term. The term of this Amendment shall be until June 30`h, 2016 which is 1 year from the expiration date of the original agreement. 2. Other Terms. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. CITY OF LUIS OB City an r � CONTRACTOR AGREEMENT 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 PMAM CORPORATION, hereinafter referred to as Contractor, WITNESSETH-. WHEREAS, on April 18, 2012, City requested proposals for contract services in connection with the Alarm Ordinance, per Specification No. 91 155. services, WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: TERM, The term of this Agreement shall be made from July 1, 2012 to June 30, 2015. 2, INCORPORATION BY REFERENCE, City Specification No. 91155 and Contractor's proposal dated May 14, 2012, are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will make and Contractor shall receive payments based upon the following;: 15% of gross false alarm billing and tracking fees, which includes total permit fees, false alarm fines, and penalties) up to $125,000 and 20% of gross false alarm billing and tracking fees above $125,000, provided, however, City shall reimburse Contractor for the cost of postage spent by Contractor on behalf of the City. If during the term of the Agreement, the City should reduce its permit fees, false alarm fines or penalties, Contractor reserves the right to enter into good faith negotiations with the City to modify the payment calculation set forth above. If, within thirty (30) days of notice from Contractor to the City of its desire to so renegotiate, the parties are unable to reach an agreement mutually acceptable to both parties, then Contractor may terminate this Agreement and be paid all payments due and owing Contractor as of the date of the termination. 4. CONTRACTOR'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 provide services as described in Exhibit A attached hereto and incorporated into this Agreement. When the term of this Agreement is over (and if the Agreement is terminated earlier), the City may require Contractor to provide all finished and /or unfinished data and other information of any kind possessed by Contractor in connection with the performance of services under this Agreement. Contractor shall provide such information within thirty (30) days of the request and specifically shall provide: all data relating to the alarm permits; all data shall be in MS -SQL format, 0 i Notwithstanding the prior sentence, Contractor retains the right and title to the application software, including but not limited to, all publication rights, all development rights, all reproduction rights, and all rights that may follow from the commercial development of the software and City, by reason of this Agreement, has not acquired any ownership rights to the application software; the software is protected in favor of Contractor as well as any future registered trademarks, are trademarks of Contractor. 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 Chief of Police of the City, 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 City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor PMAM Corporation 105 Decker Court, Suite 675 Irving, Texas, 75062 S. AUTHORITY TO EXECUTE AGREEMENT, Both City and Contractor do covenant that each individual 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, ATTEST: `` i�Cler� —a- ---• APPR VEDASTo-i--tlti4i, y Attorney — CITY OF SAN LUIS 04JPP0 City Ij1laj�;cber j CONTRACTOR By Fankaj Kumar Chief Executive officer EXHIBIT A DESCRIPTION OF WORK Alarm tracking and billing services provided by PMAM Corporation includes, but is not limited to, the following features and other services as outlined in their proposal: 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 Department 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. Respond timely to all queries from citizens and businesses 11. Provide required information and reports to the San Luis Obispo Police Department and other City officials on a regular basis. 12. Track new and existing permits 13. Provide self - service login capability by the homeowners and businesses to maintain their account and view alarm activity 14. Provide detailed invoice generation, which will have the history of all false alarms at the location Manager r r },y Final City Manager Approval Approver Name Date Approved City Administration I Michael Codron June 25, 2015 Reviewer Routing List Reviewer Name Date Reviewed City Attorney j cd 6/22 Finance & Information Technology mwP 6/18/15 June 10, 2015 FROM: Chris Staley, Acting Chief of Police CNS PREPARED BY: Janice Goodwin, Administration and Training Police Sergeant SUBJECT: One -year Extension for PMAM Corporation (False Alarm Tracking) RECOMMENDATION Approve an extension of the existing agreement with PMAM Corporation for Alarm Tracking services for a period of one year ending on June 30th, 2016. DISCUSSION In April, 2012 the City released a Request for Proposal document (RFP) seeking proposals from qualified false alarm tracking and billing firms. Through this competitive process the contract was awarded to PMAM in August, 2012 for a period of three years. Since 2012, PMAM has performed extremely well in tracking and billing for false police and fire alarms. The Police Department is requesting a one -year extension to this agreement since the initial term will expire on June 30th, 2015, and the month -to -month fulfilment of the contract by PMAM has been consistent and effective. Prior to the contract expiration in 2016, a new RFP document will be prepared and released to solicit new proposals. FISCAL IMPACT On June 2" d, 2015, Council authorized revising the City's Purchasing Guidelines as they relate to procedures for consultant services. The City Manager now has authority to approve Consultant Services up to $50,000. The payment terms of the agreement with PMAM falls within this category. Per the contract, PMAM is paid 15% of gross false alarm billing and tracking fees (including permits). This rate will continue to remain the same during the extended year of the contract. The police department budgets $32,700 annually for the alarm agreement. There is no fiscal impact expected. PMAM Corporation — Agreement Extension ATTACHMENTS 1. Original A rr cement 2. Amendment to Agreement TACity Manager Reports \Police\2015 \PMAM Alarm—amendment to agrmt.docx e2