HomeMy WebLinkAboutC2025-140 - 8/12/2025 - Approved SERVICE AGREEMENT NO. 5206
Alarm Permitting and False Alarm Management Services
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THIS Security Alarm Permitting and False Alarm Management Services Agreement
("Agreement") is entered into by and between the City of Corpus Christi, a Texas home-
rule municipal corporation ("City") and Alarm Program Systems, LLC ("Contractor'),
effective upon execution by the City Manager or the City Manager's designee ("City
Manager").
WHEREAS, Contractor has bid to provide Security Alarm Permitting and False
Alarm Management Services in response to Request for Bid/Proposal No. 5206
("RFB/RFP"), which RFB/RFP includes the required scope of work and all specifications
and which RFB/RFP and the Contractor's bid or proposal response, as applicable, are
incorporated by reference in this Agreement as Exhibits 1 and 2, respectively, as if each
were fully set out here in its entirety.
NOW, THEREFORE, City and Contractor agree as follows:
1. Scope. Contractor shall provide Security Alarm Permitting and False Alarm
Management Services ("Services") in accordance with the attached Scope of
Work, as shown in Attachment A, the content of which is incorporated by
reference into this Agreement as if fully set out here in its entirety, and in
accordance with Exhibit 2.
2. Term.
(A) The term of this Agreement is five years beginning on the date provided in
the Notice to Proceed from the Contract Administrator or the City's Procurement
Division. The parties may mutually renew the term of this Agreement for up to zero
additional zero-year periods ("Option Period(s)"), provided, the parties do so in
writing prior to the expiration of the original term or the then-current Option Period.
(B) At the end of the Term of this Agreement or the final Option Period, the
Agreement may, at the request of the City prior to expiration of the Term or final
Option Period, continue on a month-to-month basis for a total period not to
exceed six months, with compensation based on the percentage amount shown
in Attachment B, the content of which attached and incorporated into this
Agreement as if fully set out here in its entirety. During any month-to-month term,
either Party may terminate the Agreement upon 30 days' advance written notice
to the other Party.
3. Compensation and Payment. This Agreement is for an amount not to exceed
$563,100.00, subject to approved extensions and changes. Payment will be made
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for Services performed and accepted by the City within 30 days of acceptance,
subject to receipt of an acceptable invoice. All pricing must be in accordance
with own in Attachment B. Invoices must be mailed to the following address, with
a copy provided to the Contract Administrator:
City of Corpus Christi
Attn: Accounts Payable
P.O. Box 9277
Corpus Christi, TX 78469-9277
4. Contract Administrator. The Contract Administrator designated by the City is
responsible for approval of all phases of performance and operations under this
Agreement, including deductions for non-performance and authorizations for
payment. The City's Contract Administrator for this Agreement is as follows:
Pat Eldridge
Police Department
Phone: 361-886-2696
Email: Pat@cctexas.com
5. Insurance; Bonds.
(A) Before performance can begin under this Agreement, the Contractor must
deliver a certificate of insurance ("COI"), as proof of the required insurance
coverages, to the City's Risk Manager and the Contract Administrator.
Additionally, the COI must state that the City will be given at least 30 days'
advance written notice of cancellation, material change in coverage, or intent
not to renew any of the policies. The City must be named as an additional insured.
The City Attorney must be given copies of all insurance policies within 10 days of
the City Manager's written request. Insurance requirements are as stated in
Attachment C, the content of which is incorporated by reference into this
Agreement as if fully set out here in its entirety.
(B) In the event that a payment bond, a performance bond, or both, are
required of the Contractor to be provided to the City under this Agreement before
performance can commence, the terms, conditions, and amounts required in the
bonds and appropriate surety information are as included in the RFB/RFP or as
may be added to Attachment C, and such content is incorporated here in this
Agreement by reference as if each bond's terms, conditions, and amounts were
fully set out here in its entirety.
6. Purchase Release Order. Reserved.
7. Inspection and Acceptance. City may inspect all Services and products supplied
before acceptance. Any Services or products that are provided but not
accepted by the City must be corrected or re-worked immediately at no charge
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to the City. If immediate correction or re-working at no charge cannot be made
by the Contractor, a replacement service may be procured by the City on the
open market and any costs incurred, including additional costs over the item's
bid/proposal price, must be paid by the Contractor within 30 days of receipt of
City's invoice.
8. Warranty.
(A) The Contractor warrants that all products supplied under this Agreement are
new, quality items, fit for their intended purpose, and of good material and
workmanship. The Contractor warrants that it has clear title to the products and
that the products are free of liens or encumbrances.
(B) In addition, the products purchased under this Agreement shall be
warranted by the Contractor or, if indicated in Attachment D by the
manufacturer, for the period stated in Attachment D. Attachment D is attached
to this Agreement and is incorporated by reference into this Agreement as if fully
set out here in its entirety.
(C) Contractor warrants that all Services will be performed in accordance with
the standard of care used by similarly situated contractors performing similar
services.
9. Quality/Quantity Adjustments. Any Service quantities indicated on the Bid/Pricing
Schedule are estimates only and do not obligate the City to order or accept more
than the City's actual requirements nor do the estimates restrict the City from
ordering less than its actual needs during the term of the Agreement and including
any Option Period. Substitutions and deviations from the City's product
requirements or specifications are prohibited without the prior written approval of
the Contract Administrator.
10. Non-Appropriation. The continuation of this Agreement after the close of any
fiscal year of the City,which fiscal year ends on September 30th annually, is subject
to appropriations and budget approval specifically covering this Agreement as
an expenditure in the budget, and it is within the sole discretion of the City's City
Council to determine whether or not to fund this Agreement. The City does not
represent that this budget item will be adopted, as said determination is within the
City Council's sole discretion when adopting each budget.
11. Independent Contractor. Contractor shall perform the Services and work
required by this Agreement as an independent contractor and will furnish such
Services in its own manner and method, and under no circumstances or
conditions will any agent, servant or employee of the Contractor be considered
an employee of the City.
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12. Subcontractors. In performing the Services, the Contractor will not enter into
subcontracts or utilize the services of subcontractors.
13. Amendments. This Agreement may be amended or modified only in writing
executed by authorized representatives of both parties.
14. Waiver. No waiver by either party of any breach of any term or condition of this
Agreement waives any subsequent breach of the same.
15. Taxes. The Contractor covenants to pay payroll taxes, Medicare taxes, FICA
taxes, unemployment taxes and all other applicable taxes. Upon request, the City
Manager shall be provided with proof of payment of these taxes within 15 days of
such request.
16. Notice. Any notice required under this Agreement must be given by fax, hand
delivery, or certified mail, postage prepaid, and is deemed received on the day
faxed or hand-delivered or on the third day after postmark if sent by certified mail.
Notice must be sent as follows:
IF TO CITY:
City of Corpus Christi
Attn: Pat Eldridge, Police Mgmt. Services Director
Corpus Christi Police Department
321 John Sartain St., Corpus Christi, TX 78401
Phone: 361-886-2696
Fax: 361-886-2607
IF TO CONTRACTOR:
Alarm Program Systems, LLC
Attn: Jim Huchingson, President
367 Civic Dr., Suite 10, Pleasant Hill, CA 94523
Phone: 510-267-0414
Fax: N/A
Either party may change the address to which notice is sent by providing the
other party with not less than 10 days' notice prior to the effective date of the
change. In no event may such change of address include only a P.O. Box
address without a corresponding physical address for a separate location at
which certified mail may be delivered by the U.S. Postal Service.
17. CONTRACTOR SHALL FULLY INDEMNIFY, HOLD HARMLESS, AND DEFEND
THE CITY OF CORPUS CHRISTI AND ITS OFFICERS, EMPLOYEES AND
AGENTS ("INDEMNITEES") FROM AND AGAINST ANY AND ALL LIABILITY,
LOSS, CLAIMS, DEMANDS, SUITS, AND CAUSES OF ACTION OF
WHATEVER NATURE, CHARACTER, OR DESCRIPTION ON ACCOUNT OF
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PERSONAL INJURIES, PROPERTY LOSS, OR DAMAGE, OR ANY OTHER KIND
OF INJURY, LOSS, OR DAMAGE, INCLUDING ALL EXPENSES OF
LITIGATION, COURT COSTS, ATTORNEYS' FEES AND EXPERT WITNESS FEES,
WHICH ARISE OR ARE CLAIMED TO ARISE OUT OF OR IN CONNECTION
WITH A BREACH OF THIS AGREEMENT OR THE PERFORMANCE OF THIS
AGREEMENT BY THE CONTRACTOR OR RESULTS FROM THE NEGLIGENT
ACT, OMISSION, OR FAULT OF THE CONTRACTOR OR ITS EMPLOYEES OR
AGENTS. CONTRACTOR MUST, AT ITS OWN EXPENSE, INVESTIGATE ALL
CLAIMS AND DEMANDS, ATTEND TO THEIR SETTLEMENT OR OTHER
DISPOSITION, DEFEND ALL ACTIONS BASED THEREON WITH COUNSEL
SATISFACTORY TO THE CITY ATTORNEY, AND PAY ALL CHARGES OF
ATTORNEYS AND ALL OTHER COSTS AND EXPENSES OF ANY KIND
ARISING OR RESULTING FROM ANY SAID LIABILITY, DAMAGE, LOSS,
CLAIMS, DEMANDS, SUITS, OR ACTIONS. THE INDEMNIFICATION
OBLIGATIONS OF CONTRACTOR UNDER THIS SECTION SHALL SURVIVE
THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT.
18. Termination.
(A) The City may terminate this Agreement for Contractor's failure to comply with
any of the terms of this Agreement. The City must give the Contractor written
notice of the breach and set out a reasonable opportunity to cure. If the
Contractor has not cured within the cure period, the City may terminate this
Agreement immediately thereafter.
(B) Alternately, the City may terminate this Agreement for convenience upon 30
days' advance written notice to the Contractor. The City may also terminate this
Agreement upon 24 hours' written notice to the Contractor for failure to pay or
provide proof of payment of taxes as set out in this Agreement.
(C) Contractor's fee schedule and pricing for alarm permitting, false alarms, and
related to be provided by Contractor to the City pursuant to this Agreement have
been set, established, and agreed by both parties to be based upon the current
provisions of applicable City ordinances relating to alarms. In the event said
ordinances change at any time during the term of this Agreement to reduce the
applicable percentage anticipated from collections of fees and charges, then,
the Contractor reserves the express right to enter into good faith negotiations with
the City to execute a new agreement for the remaining term of this Agreement,
if the parties mutually agree to do so. If, within 30 days of notice from the
Contractor to the City of its desire to so renegotiate, the parties are unable to
reach an agreement mutually acceptable to both parties, then, the Contractor
reserves the right to terminate this Agreement. Said termination will not be
deemed to be a default by Contractor under this Agreement, and the Contractor
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shall be paid all fees and charges due and owing Contractor as of the date of
said termination.
19. Effect of Termination. If this Agreement is terminated as provided herein, 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 be required to
provide such information within a reasonable period following the time of receipt
of the request not to exceed 30 days. Specifically, in the event the City terminates
this Agreement:
(A) All data relating to alarm permits shall be owned by the City. Upon
termination of this Agreement. Contractor shall promptly deliver to the City all
data in MS-SQL format.
(BI Contractor retains all rights and title to its application software including, but
not limited to, all publication rights, development rights, reproduction rights, and
all rights that may follow from the commercial development of the software. The
City does not acquire any ownership rights to the application software. The
software is protected in favor of the Contractor, as well as any future registered
trademarks, and all registered trademarks remain the property of Contractor.
(C) The proprietary software, for the purposes of the Services to be provided
pursuant to this Agreement, is considered loaned to the City during the duration
of this Agreement, and the City will not have any access to the Contractor's
proprietary software following the conclusion of the Agreement.
(D) The City shall pay the Contractor the percentage earned as due and owing
to the Contractor for all completed Services as of the date of said termination.
(E) The provisions of this paragraph shall survive the termination of this Agreement.
20. Confidentiality of Information.
(A) At all times, the Contractor shall recognize the City's sole and exclusive
ownership of all information provided by the City, and the sole and exclusive right
and jurisdiction of the City to control the use of this information, most especially
non-public information including, but not limited to, residents names, contact
information, and physical location. Similarly, the City recognizes that the
proprietary software described in Section 19(C) above is owned by Contractor
and the City has no rights or claim thereto.
(B) Each party agrees that neither it, nor its employees, subsidiaries,
subcontractors, or agents shall disclose confidential information of the other party
to any person or entity, except as necessary to perform its obligations under this
Agreement, without the express written permission of the other party, or unless
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required to do so by law, court order, or subpoena. The parties agree that any
release of information in accordance with the Texas Public Information Act shall
not be considered a violation of this Agreement.
(C) Each party further agrees that, in the event any documents containing
confidential information of the other party should be improperly used or removed
in any way from the possession or control of the other party by a third party, the
breaching party shall immediately notify the other party orally and in writing, and
the breaching party shall join with the other party, at their request, in taking such
reasonable steps as the owner of the confidential information may deem
advisable to enjoin any misuse and regain possession of such confidential
information, or to take steps otherwise necessary for the protection of the owner's
rights and the confidentiality of the information.
19. Limitation of Liability. Each party's maximum liability under this Agreement is
limited to the total amount of compensation shown in Section 3 of this Agreement.
In no event shall either party be liable for incidental, consequential, or special
damages.
20. Assignment. No assignment of this Agreement by the Contractor, or of any right
or interest contained herein, is effective unless the City Manager first gives written
consent to such assignment and an assignment instrument is executed by all three
parties. The performance of this Agreement by the Contractor is of the essence
of this Agreement, and the City Manager's right to withhold consent to such
assignment is within the sole discretion of the City Manager on any ground
whatsoever.
21. Severability. Each provision of this Agreement is considered to be severable and,
if, for any reason, any provision or part of this Agreement is determined to be
invalid and contrary to applicable law, such invalidity shall not impair the
operation of nor affect those portions of this Agreement that are valid, but this
Agreement shall be construed and enforced in all respects as if the invalid or
unenforceable provision or part had been omitted.
22. Order of Precedence. In the event of any conflicts or inconsistencies between this
Agreement, its attachments, and exhibits, such conflicts and inconsistencies will
be resolved by reference to the documents in the following order of priority:
A. this Agreement (excluding attachments and exhibits);
B. its attachments, in order of appearance;
C. the bid solicitation document including any addenda (Exhibit 1 ); then,
D. the Contractor's bid response (Exhibit 2).
23. Certificate of Interested Parties. Contractor agrees to comply with Texas
Government Code Section 2252.908, as it may be amended, and to complete
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Form 1295 "Certificate of Interested Parties" as part of this Agreement if required
by said statute.
24. Governing Law. Contractor agrees to comply with all federal, Texas, and City laws
in the performance of this Agreement. The applicable law for any legal disputes
arising out of this Agreement is the law of the State of Texas, and such forum and
venue for such disputes is the appropriate district or county court in Nueces
County, Texas. In accordance with Chapter 2271 , Texas Government Code,
Contractor verifies that Contractor does not boycott Israel and will not boycott
Israel during the term of this agreement. In accordance with Chapter 2274, Texas
Government Code, Contractor verifies that Contractor does not have a practice,
policy, guidance, or directive that discriminates against a firearm entity or firearm
trade association and will not discriminate during the term of the contract against
a firearm entity or fire trade association. In accordance with Chapter 2276, Texas
Government Code, Contractor verifies that Contractor does not boycott energy
companies and will not boycott energy companies during the term of this
agreement.
25. Public Information Act Requirements. This paragraph applies only to agreements
that have a stated expenditure of at least $1,000,000 or that result in the
expenditure of at least $1 ,000,000 by the City. The requirements of Subchapter J,
Chapter 552, Government Code, may apply to this contract and the Contractor
agrees that the contract can be terminated if the Contractor knowingly or
intentionally fails to comply with a requirement of that subchapter.
26. Entire Agreement. This Agreement constitutes the entire agreement between the
parties concerning the subject matter of this Agreement and supersedes all prior
negotiations, arrangements, agreements and understandings, either oral or
written, between the parties.
(Signature Page Follows)
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Alarm Program Systems, LLC
Signature: jam es uchingson(Aug13,202512:20:38PDT)
Printed Name: fames huchingson
Title:
President
Date: 08/13/2025
CITY OF CORPUS CHRISTI
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e,le1e
Rachel Erben
Assistant Director, Contracts & Procurement M2025-102
�!,ur,horized By
08/14/2025
Date: 8/12/2025
Approved as to form: /
Elizabeth ffwi4ley 08/13/2025 RH3B'�
Elizabeth Hundley(Aug 13,202514:44:45 CDT)
Assistant City Attorney Date
Attached and Incorporated by Reference: ATTEST:
Attachment A: Scope of Work
Attachment B: Bid/Pricing Schedule Rlebecca h�cevta
Rebecca Huert(Aug 14,202514:D5:47 CDT)
Attachment C: Insurance and Bond Requirements
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Attachment D: Warranty Requirements City S ca Lary
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Incorporated by Reference Only:
Exhibit 1 : RFB/RFP No. 5206
Exhibit 2: Contractor's Bid/Proposal Response
Reviewed by:
08/13/2025
Nora Vargas(Aug 13,2D 14:1Z5 5:41 CDT)
Purchasing Manager Cute
Service Agreement—Alarm Permitting & False Alarm Mgmt Program Page 9 of 9
Attachment A: Scope of Work
Scope of Work
1 . The Contractor shall host and provide a security alarm permitting and false alarm
management system and administration services. This includes acquiring all
relevant and required equipment, licenses, and services to ensure the system is
available and reliable.
2. The Contractor shall develop, test, and maintain all integration points to the City's
Computer-Aided Design (CAD) and Geographic Information System (GIS) for
location/address validation as an integral part of complying with the City's
ordinance 026904.
3. Effective interfaces must ensure that all organizations involved use the most
accurate and current information, reducing the disruption to the City's law
enforcement personnel.
4. The Contractor understands and acknowledges that the information provided,
which is necessary for the Security Alarm Services, contains personally identifiable
confidential information under Texas law. Any disclosure or use of the information
other than for the requirements listed herein is strictly_prohibited. Failure to maintain
confidentiality of the information may result in the prosecution of a criminal
violation.
Security Alarm Services Requirements
The Contractor shall furnish all appropriate supplies, systems, and services, including:
1 . Provide the City with necessary documentation for appeal hearings, such as late
fees and permit renewals.
2. Store and maintain information pertinent to:
A. Alarm Permits
B. Permit Holders
C. Permit Holders with outstanding charges
D. Non-permit holders with outstanding charges
E. Permit Holders with fee exemptions
F. Address verification database(s)
3. Provide bi-directional data transfer between the Contractor's alarm data system
and the City's CAD.
4. Perform invoices and collection of payments in accordance with the rates
established by the City's Ordinance 026904 and ensure all rate changes are
updated whenever rate changes go into effect.
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5. Ensure its systems maintain the following information:
A. New alarm permits issued, and fees collected
B. Annual permit renewals invoiced and fees collected
C. Permits revoked and reason for revocation
D. Number of false burglar and panic alarms
E. Number of false burglar and panic alarms invoiced, and fees collected
F. False burglar and panic alarms by permit holder
G. False burglar and panic alarms for non-permit holders
H. Permit origination date
I. Permit renewal date
J. Permit revocation date
K. Permit reinstatement date
L. Reinstatement of suspended permits for excessive alarms must have original
issue date for the permits
M. Historical records of each false alarm per permit
6. Identify:
A. Permit holder
B. Non-permit holder
7. Capture the following information:
A. Permit number
B. Permit issue date
C. Permit expiration date
D. Permit type (commercial/residential)
E. Name of business or residential applicant/holder
F. Permit holder's or valid state-issued ID or driver's license information
G. Location data:
a. Street location
b. Zip Code
c. Type of property (commercial/residential)
d. Telephone numbers
e. Contact person (minimum of two) and phone number(s)
f. Type of alarm system installed e.g. (burglary, panic, robbery, etc.)
H. Invoicing:
a. Permit holder name
b. Full mailing address with Zip Code
c. Contact person and phone number(s)
d. History of Incidents in the previous 12 months measured from the current
invoice date
e. History of unpaid invoices
I. Permit Holder Responsible for Alarm:
a. Name
b. Date of birth
c. Complete mailing address
d. Phone numbers
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e. On-site emergency contact numbers
J. Name and phone number of alarm monitoring company
K. Name and phone number of the company that installed the alarm system
L. Special medical concerns and /or disabilities of a permit holder
M. On-premises pet information (e.g. type kind)
8. Perform address validation against the City's CAD and the Risk Management
Solutions database.
9. Maintain an alarm company master file which includes the following:
A. Assigned code number
B. Name, address, and phone number of business
C. Manager's name and phone number
10.Ensure that systems automatically generate a unique permit number.
11 .Maintain reasons for denial of issuance of permits, including:
A. Permit application incomplete, misleading, false, etc.
B. Applicants have unpaid security alarm-related fee(s) owed to the City
C. Alarm system installation is unreliable
12.Generate renewal notices and second renewal notices automatically within
specified periods.
13.Generate revocation notices per the City's Ordinance 026904.
14.Generate notices to alarm users without permits.
15.Maintain historical information on each property's permit issuance, renewal,
suspension, and reinstatement.
16.Maintain current permit status information.
17.Maintain the incident count of alarms, their disposition, and information on each
permit.
18.Ensure cross-referencing capabilities between permit holder names and properties.
19.Ensure search functionality by the permit holder and business name.
20.Download and print permits and blank application forms with mail-in information
from the web portal.
21 .Archive inactive permits are based on the city's data retention policy.
22.Maintain a table of incident criteria, including:
A. Permit holder- telephone number
B. Non-permit holder
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C. Number of false alarms before 1 st suspension (permit holder only)
23.Interface with the City's CAD in the following capacity:
A. Transfer online/on-demand entire registration database from the Contractor's
system to the City's CAD, including the following:
a. Permit number (or non-permit identifier)
b. Name
c. Location
d. Permit status
e. Expiration date
f. Last incident date and time
g. Alarm type
h. False alarm incident count
i. Police Beat area information
B. Transfer online/on-demand incident reports from City's CAD to the Service
Providers system, including:
a. Incident number
b. Priority
c. Call code
d. Disposition
e. Date
f. Time- Received, Dispatched, Arrived, Alarm Cleared
g. Remarks
h. Site name and location
i. Reporter's name, address, phone number
j. Dispatcher- employee number and terminal I.D.
k. Phone clerk- employee number and terminal I.D.
I. Cleared code and disposition
m. Officer number
n. Unit(s) assigned
C. Capture and provide all transactions and relevant confirmation and
reconciliation of data daily for auditing purposes.
24.Make adjustments and corrections on fees at the request of the City, for based
accounting errors and/or appeal hearings.
a. when a customer has doubled paid their alarm fee in error and supporting
documentation has been provided; the account is up to date, the City will
request a refund to be administered back to the customer.
b. on appeals, when a customer has submitted an appeal in writing and has
the supporting documentation as to why they are appealing the amount
they were billed. The City will investigate the charges, review the call times
to ascertain as per City Ordinance that the Officers arrived within the time
allotted and make proper adjustments if the customer was overcharged due
to billing error.
c. if calls are closed out incorrectly with a disposition code, then the City will
request a refund.
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25.Generate incidents manually for an account.
26.Issue notice(s) to permit holders with excessive false alarms.
27.Issue notice(s) to non-permit holders with false alarms.
28. Archive historical data.
29.Accept/establish temporary account numbers for non-permit holders who
have incurred false alarm charges.
30.Transfer temporary account number charges to a permanent account
(permit) number.
31 .Process permit applications, issue permits and notify the customers of the
application outcome within one business day.
32.Revoke permits per the City's Ordinance 026904.
Report Requirements
The Contractor's system must generate the following reports including, but not limited
to:
1 . New alarm permits issued and fees collected by type of property
(commercial/residential.
2. Annual permit renewals invoiced and fees collected.
3. Permits revoked and reason for revocation.
4. Permits reactivated and reason for reactivation.
5. Number of false burglar alarms.
6. Number of false burglar alarms invoiced, and fees collected.
7. Listing of Permits by beat.
8. False alarms by the permit holder.
9. False alarms by non-permit holders.
10. Revocation report by permit holder after eight false alarms at the exact location.
11 . Revocation report by the permit holder for an outstanding fee at the exact
location.
12.Exception listing of permits/non-permits that have exceeded established limitations.
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13.Listing of permits by:
a. Alarm company
b. Permit number
c. Site address
d. Business/owner name
e. Police Beat information by district
14.Listing of permit counts for all categories.
15.Listing of outstanding charges by permit.
16.Monthly alarm company roster.
17.An incident exception report generated during the daily incident update process
generated by the City's CAD.
18.Daily and monthly activity reports including:
a. New permits
b. Renewal notices
c. Second notices
d. Account invoicing
e. Incidents processed
19.Monthly AR report (Excel, Access, or Adobe) format:
a. Amount invoiced by call signal
b. Amount collected by permit type and call signal
20.Fiscal year (Oct-Sept) accounts receivable aging report by permit type.
21 .Ability to provide reports in both alpha and permit/account number order.
22.Additional on-demand reports as required by City staff.
Financial and Collection Requirements
1 . The Contractor shall comply with the Fair Debt Collection Practices Act and all
other state and federal laws.
2. The Contractor shall comply with the Federal Trade Commission's Red Flag Rules,
which implement Section 114 of the Fair and Accurate Credit Transactions Act of
2003, as amended.
3. The Contractor shall comply with PCI (Payment Card Industry) regulations and
requirements for all credit card transactions.
4. The Contractor shall make all collections related to security alarm permits and false
alarm fees and shall deposit the collected revenue in the City's designated bank
account.
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5. The bank account is in the City's name at the dedicated Bank. The Contractor
receives transactional information to post payments to their system.
6. Payments must be sent to:
a. City of Corpus Christi, PO Box 33940, San Antonio, Texas 78265-3940.
b. The designated bank picks up the mail and processes it through a lockbox
process.
c. Frost Bank picks up the mail and processes it through a lockbox process.
d. The dedicated Bank pays the P.O. Box fee. The dedicated Bank deducts fee
from the City's bank account.
e. The Contractor shall not have authority over the City's designated Bank
account, lockbox, or P.O. Box.
7. The Contractor shall reconcile the City's Alarm Permit Bank account for the previous
month and provide the City's Contract Administrator with an invoice showing the
fee calculation and supportive bank reconciliation, by the 15th of each month. The
City's Contract Administrator shall approve the invoice for payment.
8. Payment for Contractor services is made through the City's Accounts Payable
process after the approved invoice is received.
9. The Contractor must have a functional system to serve as the invoicing and
collections party and a designated accounts receivable (A/R) manager for the
City for security alarm permitting and false alarm management service.
10.Invoice content and other correspondence must provide instructions directing the
customer to call a Contractor-maintained and contractor-staffed phone number
to answer questions about permits, invoices, and other false alarm system matters.
Questions concerning the validity of any response or action taken by an
employee(s) of CCPD regarding a specified alarm call will be directed to a
designated representative of CCPD.
1 1 .The format of all invoices and correspondence must be approved in advance by
the City's Contract Administrator.
12.Invoice format must provide a stub or appropriate remittance form to accompany
payment.
13.The Contractor shall be able to utilize multiple techniques for collections.
14.The Contractor shall keep a detailed A/R report to be reviewed by City staff at any
time.
15.The Contractor will allow customers to apply for and obtain permits by mail or online
and pay fees online, by phone, or by mail.
16.The Contractor will handle bad checks and stop payment situations.
Page 7 of 10
17.The Contractor must have the ability to generate invoicing for alarm charges,
which includes the following information:
Summary information:
a. Previous/past due amounts
b. New charges
c. Payments
d. Adjustments
e. New balance due
Detail information:
a. Type of incident
b. Date of incident
c. Time received
d. Reason/description
e. Charges, if applicable
18.The Contractor must be able to show all incidents and their associated charges
during the current invoicing period.
19.The Contractor must have the ability to provide itemized balance forward
capabilities on invoicing.
20.The Contractor must have the ability to invoice miscellaneous charges (i.e. returned
check fees)
21 .The City's Contract Administrator will have access to the point-of-sale system to
view citizens' transactions as they occur.
Technical Requirements
1 . The Contractor shall provide a production server with a hardware and software
environment capable of supporting operations and transaction volumes. This
environment must be capable of sustaining 99.999% uptime.
2. The Security Alarm system must be load-balanced and cater to high availability
architecture.
3. The system must be behind a firewall on an isolated network, and all login activities
must be logged.
4. System accounts should be provisioned in accordance with the Segregation of
Duties.
5. The Contractor should use a Secure Sockets Layer (SSL) Certificate, which provides
secure, encrypted communication between client browsers. This security is also
enforced on the server's Payment Gateway.
6. Permit Holder information must be encrypted.
Page 8 of 10
7. The Contractor shall maintain, manage, and comply with all hardware and
software licenses and/or security patches required for the application.
8. The Contractor shall provide access to a Test server hardware and software
environment configured in accordance with the production environment,
enabling it to verify modifications and enhancements before their introduction into
the production environment.
9. The Contractor shall perform testing of the configured solution prior to taking the
System into production. This testing will confirm the integration of all components,
assess the configuration, and identify issues to be resolved. Testing must include
Integration Testing of all integration points and interfaces.
1 O.The City shall conduct User Acceptance Testing with the Contractor's assistance.
11 .The Contractor shall provide technical support to end users 24 x 7 x 365 days.
Technical Support is defined as actions required to address "System Outage" issues
and outages where all or part of the service is inaccessible. The Contractor shall
provide a phone number from qualified technical support personnel to access
technical support if system downtime or host outages occur.
12.In the event of a "System Outage", the Contractor shall notify the City's Contract
Administrator within 10 minutes of the issue occurrence.
13.The Contractor shall notify the City of any scheduled or unscheduled maintenance
that is expected to make the hosted services unavailable. Such notifications must
be e-mailed to the designated City's Contract Administrator no less than one
calendar week before the planned event. With rare exceptions, scheduled
maintenance must be performed on weekends (Saturday through Sunday) during
the evening and/or early morning hours.
14.The Contractor shall communicate any/all known inaccuracies in the City's data
caused by an outage or system failure and shall work to correct any inaccuracies
within a reasonable period.
15.The Contractor shall provide electronic versions of all Hardware and Software
technical documentation. This documentation should include, but not be limited
to, the following:
a. System and database administration procedures
b. Integration programming specifications
c. Customization specifications
d. Interface specifications
e. Backup and recovery procedures
16.The Contractor's online system would be linked to the City of Corpus Christi's
website, and the application URL should be masked to indicate the City of Corpus
Christi.
Page 9 of 10
17.Upon termination or at the end of the contract period, the Contractor shall turn
over all records, files, databases, and related project information and materials to
the City within 90 days.
18.The Contractor will be required to provide the City with all invoices, revenue
transactions, and alarm data for auditing purposes within one business day when
requested by the City. Any planned auditing activities relevant to the hosted
solution must be communicated to the Contractor in advance.
Training Requirements
The Contractor shall provide training for City employees. Training must be conducted
in several sessions on an as needed basis.
Page 10 of 10
Go.�us c
�� CITY OF CORPUS CHRISTI
CONTRACTS AND PROCUREMENT
v BID FORM
N^ORPOPPSE
1852 RFB No. 5206
Security Alarm Permitting and False Alarm Management
System
PAGE 1 OF 1
Date: 2/4/2025
Authorized
Bidder: Alarm Program Systems LLC Signature: 7�L
1. Refer to "Instructions to Bidders" and Contract Terms and Conditions before
completing bid.
2. Quote your best price for each item.
3. In submitting this bid, Bidder certifies that:
a. the prices in this bid have been arrived at independently, without consultation,
communication, or agreement with any other Bidder or competitor, for the
purpose of restricting competition with regard to prices.
b. Bidder is an Equal Opportunity Employer, and the Disclosure of Interest information
on file with City's Contracts and Procurement office, pursuant to the Code of
Ordinances, is current and true.
c. Bidder is current with all taxes due and company is in good standing with all
applicable governmental agencies.
d. Bidder acknowledges receipt and review of all addenda for this RFB.
Estimated
Annual Estimated
ITEM DESCRIPTION Estimated False Annual PERCENTAGE Total
Cost COLLECTED Collected
Alarm & Revenue
Permits
Percentage of collections
1 charged for billing of false $ 100 4,056 $ 405,600 16 % $ 64,896.00
alarm bills-Commercial
Percentage of collections
2 charged for billing of false $ 100 1,352 $ 135,200 16 % $ 21,632.0
alarm bills- Residential
3 Percentage of permits for 911 $ 68,325 16 % $ 10,932.00
Commercial $ 75.00
4 Percentage of permits for 1,895 $ 94,750 16 % $ 15,160.00
Residential $ 50.00
Estimated Annual Total $ 112,620.0
Attachment C: Insurance and Bond Requirements
A. CONTRACTOR'S LIABILITY INSURANCE
1 . Contractor must not commence work under this contract until all insurance required
has been obtained-and such insurance has been approved by the City. Contractor
must not allow any subcontractor, to commence work until all similar insurance
required of any subcontractor has been obtained.
2. Contractor must furnish to the City's Risk Manager and Director of Facilities & Property
Management one (1 ) copy of Certificates of Insurance with applicable policy
endorsements showing the following minimum coverage by an insurance
company(s) acceptable to the City's Risk Manager. The City must be listed as an
additional insured on the General liability and Auto Liability policies by endorsement,
and a waiver of subrogation endorsement is required on all applicable policies.
Endorsements must be provided with Certificate of Insurance. Project name and/or
number must be listed in Description Box of Certificate of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
30-day advance written notice of Bodily Injury and Property Damage
cancellation, non-renewal, material Per occurrence - aggregate
change or termination required on all
certificates and policies.
COMMERCIAL GENERAL LIABILITY $1 ,000,000 Per Occurrence
including: $1 ,000,000 Aggregate
1 . Commercial Broad Form
2. Premises - Operations
3. Products/ Completed Operations
4. Contractual Liability
5. Independent Contractors
6. Personal Injury- Advertising Injury
AUTO LIABILITY (including) $1 ,000,000 Combined Single Limit
1 . Owned
2. Hired and Non-Owned
3. Rented/Leased
WORKERS'S COMPENSATION Statutory and complies with Part B
(All States Endorsement if Company is of this Attachment.
not domiciled in Texas)
Employers Liability $500,000/$500,000/$500,000
Page 1 of 3
CRIME/EMPLOYEE DISHONESTY $1 ,000,000 Per Occurrence
$1 ,000,000 Aggregate
Contractor shall name the City of
Corpus Christi, Texas as Loss Payee
CYBER LIABILITY $1 ,000,000 Per Occurrence
$1 ,000,000 Aggregate
3. In the event of accidents of any kind related to this contract, Contractor must furnish
the Risk Manager with copies of all reports of any accidents within 10 days of the
accident.
B. ADDITIONAL REQUIREMENTS
1 . Applicable for paid employees, Contractor must obtain workers' compensation
coverage through a licensed insurance company. The coverage must be written on
a policy and endorsements approved by the Texas Department of Insurance. The
workers' compensation coverage provided must be in statutory amounts according
to the Texas Department of Insurance, Division of Workers' Compensation. An All
States Endorsement shall be required if Contractor is not domiciled in the State of
Texas.
2. Contractor shall obtain and maintain in full force and effect for the duration of this
Contract, and any extension hereof, at Contractor's sole expense, insurance
coverage written on an occurrence basis by companies authorized and admitted to
do business in the State of Texas and with an A.M. Best's rating of no less than A- VII.
3. Contractor shall be required to submit renewal certificates of insurance throughout
the term of this contract and any extensions within 10 days of the policy expiration
dates. All notices under this Exhibit shall be given to City at the following address:
City of Corpus Christi
Attn: Risk Manager
P.O. Box 9277
Corpus Christi, TX 78469-9277
4. Contractor agrees that, with respect to the above required insurance, all insurance
policies are to contain or be endorsed to contain the following required provisions:
• List the City and its officers, officials, employees, and volunteers, as additional
insureds by endorsement with regard to operations, completed operations, and
activities of or on behalf of the named insured performed under contract with the
City, with the exception of the workers' compensation policy;
• Provide for an endorsement that the "other insurance" clause shall not apply to the
City of Corpus Christi where the City is an additional insured shown on the policy;
Page 2 of 3
• Workers' compensation and employers' liability policies will provide a waiver of
subrogation in favor of the City; and
• Provide thirty (30) calendar days advance written notice directly to City of any,
cancellation, non-renewal, material change or termination in coverage and not less
than ten (10) calendar days advance written notice for nonpayment of premium.
5. Within five (5) calendar days of a cancellation, non-renewal, material change or
termination of coverage, Contractor shall provide a replacement Certificate of
Insurance and applicable endorsements to City. City shall have the option to suspend
Contractor's performance should there be a lapse in coverage at any time during this
contract. Failure to provide and to maintain the required insurance shall constitute a
material breach of this contract.
6. In addition to any other remedies the City may have upon Contractor's failure to
provide and maintain any insurance or policy endorsements to the extent and within
the time herein required, the City shall have the right to order Contractor to stop work
hereunder, and/or withhold any payment(s) which become due to Contractor
hereunder until Contractor demonstrates compliance with the requirements hereof.
7. Nothing herein contained shall be construed as limiting in any way the extent to which
Contractor may be held responsible for payments of damages to persons or property
resulting from Contractor's or its subcontractor's performance of the work covered
under this contract.
8. It is agreed that Contractor's insurance shall be deemed primary and non-
contributory with respect to any insurance or self insurance carried by the City of
Corpus Christi for liability arising out of operations under this contract.
9. It is understood and agreed that the insurance required is in addition to and separate
from any other obligation contained in this contract.
2022 Insurance Requirements
Purchasing
Security Alarm Permitting and False Alarm Management
01/18/2022 sw Risk Management
Bonds are not required for this service.
Page 3 of 3
Attachment D: Warranty
Warranty of this service agreement is null; warranty is not required.
Page 1 of 1