Administrative
Report
H.7., File # 22-4467 Meeting Date: 7/12/2022
To: MAYOR AND CITY COUNCIL
From: JOE HOFFMAN, CHIEF OF POLICE
TITLE
APPROVE AN AGREEMENT WITH CENTRAL SQUARE TECHNOLOGIES FOR FALSE ALARM
PERMIT MANAGEMENT AND FEE COLLECTION SERVICES FOR A CHARGE NOT TO EXCEED 30% OF THE FEES COLLECTED AND A TERM OF JULY 12, 2022 TO JULY 11, 2025 WITH AN
OPTION TO RENEW FOR UP TO TWO ADDITIONAL YEARS
EXECUTIVE SUMMARY
Approval of the agreement will allow the City to more effectively manage the process of issuing and renewing fire and burglar alarm permits as well as optimize cost recovery with a more efficient and streamlined fee collection process.
BACKGROUND
The City of Redondo Beach issues permits for businesses and residents with monitored burglar and/or fire alarms in accordance with the Alarm Ordinance referenced in Chapters 4 and 11 of the City of Redondo Beach Municipal Code. The ordinance outlines fees for permit applications and emergency personnel responses to more than three false alarms in a 12-month period. An agreement with a specialized vendor to manage the permitting, billing, and tracking of false alarm responses will simplify the process for customers and optimize cost recovery for the City.
Central Square Technologies was selected as a sole source provider based on their Crywolf software platform which is utilized by more than 350 public sector entities. Central Square is the only vendor that provides this specialized software and has already developed and implemented a functional interface with the Police Department’s CAD system. A reduction in false alarm calls allows a multitude of public safety resources to remain available or be redirected to emergencies, other administrative duties, or more pressing quality of life concerns in the community.
Currently the alarm management process is a secondary duty of the Communications Center Supervisors and entails manually compiling and updating the list of alarm permit holders in the city, tallying the number of false alarms to a particular location, and issuing invoices for fees and fines incurred as a result of false alarms. These tasks require a significant time commitment and detract from the Communication Center Supervisor’s ability to effectively supervise and support dispatch personnel.
An agreement with a specialized vendor including dedicated resources to commit to customer engagement, consistent billing and appeal processes, and alarm ordinance compliance will allow the
H.7., File # 22-4467 Meeting Date: 7/12/2022
Police Department to more efficiently and appropriately utilize public safety resources.
COORDINATION
The item has been coordinated with Emergency Communications personnel, the Fire Department, Financial Services, and the City Attorney’s Office.
FISCAL IMPACT
The cost of the agreement is 30% of collected alarm fee revenue. Currently, only 65% of alarm related invoices issued by the City are actually paid, which results in an average collection of $35,000 per year. In this scenario, the cost of the Central Square’s services would be $10,500 per year.
However, Central Square public agency customers have historically seen 85% or more of their alarm invoices paid due to improvements in billing efficiency and fee compliance. As a result, increased collections through Central Square’s enhanced services are likely to offset the cost of the City’s shared/lost revenue while also freeing up time for existing emergency communications personnel to focus on other more critical duties. There are no additional upfront development or implementation costs associated with the agreement.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Central Square Technologies
· Certificate of Insurance