Item Coversheet
Town of Miami Lakes
Memorandum
To:Honorable Mayor and Town Councilmembers
From:Alex Rey, Town Manager
Subject:Award of Contract to Public Safety Corporation
Date:12/6/2016
Recommendation:
It is recommended that the Town Council authorize the Town Manager to waive the competitive bidding process in accordance with Section 5.d. of the Town's Procurement Ordinance 12-142 and award a contract to AOT Public Safety Corporation d/b/a Public Safety Corporation for continued use of the CryWolf false alarm monitoring system (“CryWolf”) pursuant to the False Alarm Reduction Program (“Program”) Ordinance 14-179. The initial term is three (3) years with two (2) 12-month renewal options; the estimated contract amount is approximately $140,000 over the five year period based on historical usage of approximately $28,000 per year. The expense is entirety covered by the revenue generated from the program at an average blended rate of 68% Miami Lakes and 32% Public Safety Corporation.
Background:

In June 2012 the Town entered into an agreement with AOT Public Safety Corporation d/b/a Public Safety Corporation or CryWolf False Alarm Solutions (“CryWolf”) by piggybacking a contract awarded by the Town of Davie, Florida. The contract with CryWolf is due to expire on January 10, 2017.

The objective of the Program is to reduce police calls for service for false alarms. CryWolf is the leader in this industry, with a well-established track record. As part of the agreement with Crywolf, they are responsible for the Town's burglar alarm registration process, billing and collection of registration related fees, and the invoicing and collection of fines for billable false alarms. Police calls for service for false alarm incidents decreased fromover 2,500in2012 (prior to entering into the contract withCryWolf) to 1,760 inFiscal Year 2016 or over 30%. This represents a savings in staff time of approximately half a police officer per year.

After review of the options available to the Town, which included issuing a new solicitation,

piggybacking an existing public entity contract to continue to utilize CryWolf, or contracting with CryWolf directly, staff determined that the best option for the Town and its residents is to contract directly with CryWolf. We determined that piggybacking would not be the best optionas theydid not match the Town's needs and requirements.

Similarly, issuing a new solicitation and the possibility of awarding to a new vendor would create challenges for the Town and our residents as we transition to a new vendor. The cost involved in converting existing data to match a new vendor's software program, reestablishing effective communication with alarm users, changing the public facing portal experience and the staff time to redesign the program to accommodate the new vendor renders the option of using another vendor impracticable.

The Town spent considerable time and effort working with CryWolf to establish a false alarm program that works seamlessly to meet the best interest of the Town and its residents. To repeat the process with another vendor would be duplicative and costly. In addition, CryWolf is fully integrated with the Town's collection agency for collection on delinquent accounts over 90 days past due.

ATTACHMENTS:
Description
2016-XX Crywolf Alarm Monitoring Resolution
Crywolf Agreement