HomeMy WebLinkAboutSS4 - Alarm Management System Upgrade ProposalApril 22, 2003
Study Session Item No. SS4
Alarm Management System
Upgrade Proposal
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April 22, 2003
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
DATE: April 22, 2003
TO: Honorable Mayor, City Council, and City Manager
FROM: Chief Bob McDonell
SUBJECT: Alarm Management System
RECOMMENDATION:
1. Consider the information contained in the attached report and an
accompanying presentation at the Study Session, which outlines in detail,
the issues surrounding the Police Department's Alarm Management
System (AMS).
2. Direct staff to bring the matter back for formal action on the May 13, 2003,
Council Agenda.
DISCUSSION:
The Police Department has prepared a comprehensive report on our Alarm
Management System, along with associated recommendations for upgrading the
system to accommodate the technological changes that have occurred since it
was implemented almost nine years ago. The recommended improvements are
essential in order to facilitate current "state of the art" systems to connect to the
direct monitoring capability of the Department. In addition to the improvements in
technology, the recommendations will allow us to make substantive
improvements in the data management and billing accuracy of our system, which
lacks consistency and, requires constant effort to ensure it is correct or
alternately, to make the required adjustments when errors are discovered.
The Alarm Management System has generated $1.9 million in revenue to the
City over the last five years and as such, is worthy of this modest investment to
ensure it remains viable.
Respectfully submitted,
X/ Q�
ice"
Bob McDonell
CHIEF OF POLICE
TABLE OF CONTENTS
Overview
Issue 1
Recommendation 1
Background
3
• Figure 1 (Monitored Alarm System Activation Sequence)
3
• Figure 2 (Calls for Service Chart)
4
• False Alarms
4
• Figure 3 (Fine, Revocation & Collection Process)
5
• Figure 4 (Police Department Alarm Responses)
6
• Figure 5 (Police Department False Alarm Response Information)
6
• Figure 6 (Fire Department False Alarm Response Information
7
• Figure 7 (Police Department False Alarm Response Totals)
8
• Figure 8 (Assessed False Alarm Fines)
8
• Alarm Permits
8
• Figure 9 (Alarm Permits Information)
9
• Figure 10 (Police Department Monitored Alarm Activation Sequence
10
• Figure 11 (Police Department Alarm Monitoring Revenue)
11
• Figure 12 (Police Department Alarm Monitoring Information)
12
• Making the Most of the AMS
13
• Figure 13 (Alarm - Related Revenue Collected)
14
• Figure 14 (Alarm Signs & Stickers)
14
Discussion 15
• Procurement Process 15
• Vendors /Products Reviewed 16
Conclusion 19
Endnotes 20
Statistics
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
May 13, 2003
Item Number
TO: Honorable Mayor, Members of the City Council, and City Manager
FROM: Bob McDonell, Chief of Police
Tim Riley, Captain, Support Services Division Commander
SUBJECT: Alarm Management System Upgrade
ISSUE
Upgrading the Alarm Management System (both hardware and software) at the
Police Department, will provide the technological capabilities to monitor alarms
with advanced functionality, enhance false alarm tracking, contain required
information for the City Master ID program, and improve efficiency of alarm -
related billing transactions while improving revenue potential.
RECOMMENDATION
1. Approve recommended upgrades to the Police Department Alarm
Management System and award purchase to the listed vendors for the
specified equipment, software, and services at the quoted costs as follows:
Hardware
Quantity
Description
Vendor
Unit Cost
Total Cost
2
Alarm Signal Receiver
Greater Alarm
$10,950
$21,900'
1
'Dell' Server with "Hot'
redundant configuration
Monitoring Automation
S stems
$19,750
$21,281"
Subtotal for Hardware
$43,181
Price includes 7.75% State Sales Tax, Shipping & Installation
"Price includes 7.75 % Sales Tax & Shipping
Alarm Management System Upgrade Request
May 13, 2003
Page 2
Software and Services
Quantity
Description
Vendor
Unit Cost
Total Cost*
N/A
Master Licensing for
Monitoring Automation
$21,750
$23,436
Computer Equipment
10,000 Subscribers &
Systems
$130,717
incremental upgrade for
"Hot" redundant
configuration
N/A
System Integration
Monitoring Automation
$2,500
$2,500
Systems
N/A
Professional Services
Monitoring Automation
$18,600
$18,600
(Training, Installation,
Systems
Database Conversion
N/A
Custom Design &
Monitoring Automation
$33,000
$33,000
Development
Systems
N/A
Software Enhancement
N/A
$10,000
$10,000
Contingency Fund @
8.5% of Project Total
Subtotal for Software &
$87,536
Services
Total Project Costs
$130,717
*Price Includes 7.75% Sales Tax
Approve a budget transfer of $130,717 from General Fund Unappropriated
Reserves to the Police Department Budget as follows:
Budget Transfer Recommendation
Budget Account Number
Budget Description
Amount to be Transferred
1820 -8080
Professional Services
$64,100
1820 -8141
Computer Software
$23,436
1820 -9010
Computer Equipment
$43,181
TOTAL
$130,717
Authorize the Department to implement an Alarm Management System
(AMS) Marketing Plan.
Alarm Management System Upgrade Request
May 13, 2003
Page 3
BACKGROUND
There are 41,367 homes and 7,547 businesses in Newport Beach, of which
4,905 and 1,359 respectively have permitted alarm systems, based upon our
permit data. Residents and businesses use these alarms to deter theft after -
hours and to provide for a rapid life- safety response in the event of a fire or other
disaster.
Typically, alarm systems work this way:
Monitored Alarm System
Activation Sequence
Alarm Alarm
System System
�'� are c:NSz
Alarm Activation
Raritan Signal Transmitted
c.mnit Station Alarm
Facility
Police/Fire
Departments Notified
of Alarm Activation
®a® t r.
J
t
t
Police Officer Fire Personnel
-I'll
Dispatched Ach va to t farm Activation to
Fenny Alarm Activation ! Alarm Activation rn. soon.
Typical Activation
Sequence
• Alarm system is activated
at residence or business.
• Alarm signal is
transmitted to a Central
Station alarm monitoring
company.
• Central Station notifies
Police /Fire Departments
of activation.
• Police officer or fire
personnel are dispatched
to location of alarm.
• Disposition of alarm call is
recorded in Computer
Aided Dispatch System
Figure 1
In any community, and ours is no exception, relatively few alarms are activated
because of a genuine threat to life or property. For example, the Newport Beach
Police Department handled over 75,936 total calls for service in calendar year
2001. Of those total calls for service in 2001, 6,228 or 8.2% were alarm - related
(see Figure 2 below).
Alarm Management System Upgrade Request
May 13, 2003
Page 4
Police Calls for Service
Police Department
Cal Is for Service
2001
Figure 2
We define a call for service as any field event requiring formal action from a
police employee that is communicated to the Police Department Communications
Section, and is entered into our Computer Aided Dispatch (CAD) system.
Telephone calls handled by our employees that do not require an entry into our
CAD system, minor routine events handled by an employee and not reported to
our Communications Section, and contacts at our front desk not requiring formal
entry into the CAD system are not included in that number.
As noted, alarm - related calls account for about 8.2% of our total calls and
represent a significant part of our workload. False alarms, accounting for over
99% of all alarm calls, are a major distraction from the rest of our public safety
response efforts.
False Alarms
The Municipal Code defines a false alarm as, "the activation of an alarm system
through mechanical failure, accident, mis- operation, malfunction, misuse, or the
negligence of either the owner or lessee of the alarm system or any of their
employees or agents. A Police false alarm shall be deemed to have occurred
after an alarm dispatch request is received and the responding officer finds no
evidence of a criminal offense or attempted criminal offense at the alarm site, but
does not include an alarm dispatch which is cancelled by the alarm user or
permittee prior to the time the responding officer reaches the site."'
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May 13, 2003
Page 5
The NBMC also establishes a process for Police Department responses to false
alarms including a defined fining structure .2 That process and structure (specific
false alarm fine amounts and collection options) are illustrated in Figure 3 below.
The fine amount is based upon false alarm activations within any consecutive 12-
month period. Each time we determine an alarm activation to be false, it is
logged in the database. The number of false alarms for that particular location is
calculated and the owner /operator is assessed a fine based on the Municipal
Code schedule.
When a residence's or business' alarm is activated falsely more than two times in
any one year, a fine is assessed beginning with the third false alarm in any 12-
month period. The fines are graduated and begin at $50 for the third one, $100
for a fourth, and $125 for the fifth. Each subsequent alarm during any 12 -month
period adds $25 (i.e. sixth false alarm is $150, seventh false alarm is $175, etc.)
a couecuon
:c
Tracking false alarms is an essential component of the Alarm Management
System because, as noted, over 99% of all alarm activations requiring Police
Department response are false. This has been the trend since we began
keeping track of our responses to alarm activations. As an example, during the
last five calendar years (1998- 2002), the Police Department responded to 25,234
alarm activations and all but 105 were false (see Figure 4 below). That means
Alarm Management System Upgrade Request
May 13, 2003
Page 6
25,129 or 99.58% of the calls to which we responded were false alarms (see
Figure 5 below).
Alarm Response Summary
1998 -2002
6,401 —
(�; 5,320
4,393
4,203
r -
L� 20 16
�1 31 20
lave G7 / vweu.,,�
nw
Ngure 4
Alarm Activations
1998 -2002
�Ild I)r.r(p,
.af" Orm .
The Alarm Management System also tracks fire alarm activations requiring
emergency responses from Fire Department personnel. During calendar years
1998 through 2002, the Fire Department responded to a total of 4,764 alarm
activations, of which 1,112 or 23.34% of them were determined to be false (see
1998
1999
2000
2001
2002
OValid Alarms
18
20
16
31
20
E3 False Alarms
6,401
5,320
4,812
4,393
1 4,203
Ngure 4
Alarm Activations
1998 -2002
�Ild I)r.r(p,
.af" Orm .
The Alarm Management System also tracks fire alarm activations requiring
emergency responses from Fire Department personnel. During calendar years
1998 through 2002, the Fire Department responded to a total of 4,764 alarm
activations, of which 1,112 or 23.34% of them were determined to be false (see
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May 13, 2003
Page 7
Figure 6 below). Although the percentage of false alarm activations for exclusive
fire - related calls was lower than that recorded by the Police Department, they still
create a serious burden. Fire Department personnel and equipment are
deployed unnecessarily and are taken away from a central response area should
a real emergency arise.
Fire Department Alarm Response Information"
Fire Department Alarm Response Summary
1998 -2002
1.200 /
1
eoo �
1 —
600
600
200
0
1998 1999 2000 2001 2002
®False Alarms 210 278 169 201 260
❑Valid Alarms 710 628 628 832 854
`Source- MetroNet Figure 6
To reduce the number of false alarm calls, we have initiated several important
programs in the last several years in an effort to reduce the total number of false
alarms to which we respond. With the Fire Department, the City Attorney's
Office, the Administrative Services Department, and the City Manager, we have
successfully implemented the following:
• October 10, 1994 - The City Council approved (by Resolution #94 -95 and
modification of the Newport Beach Municipal Code) a number of changes
to alarm permits, alarm permit renewals, and time periods for calculating
false alarm fines in a comprehensive overhaul of managing alarms in the
City.
• May 27, 1997 - The City Council approved (by Resolution #97 -42) a
clarification of how false alarm fines and alarm permit expiration dates are
calculated.
• July 14, 1999 - The City Council approved (by Resolution #99 -19) a
number of changes in the Municipal Code that provided for enhancements
to false alarm fines, and improved the service provided to alarm locations
monitored directly by the Police Department.
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May 13, 2003
Page 8
As a result of the efforts completed by staff and the positive changes made to
alarm - related sections of the Municipal Code, there has been a decline in the
total number of false alarm activations responded to by the Police Department
(see Figure 7).
Calendar
Year
1998
Responses
6,419
18
6,401
. -.
99.72%
1999
5,340
20
5,320
99.63%
2000
4,828
16
4,812
99.67%
2001
4,424
31
4,393
99.30%
2002
4,223
20
4203 ,
99.53%
TOTALS
25,234
105
25,129
99.57%
Figure 7
The consistent decline in false alarms has also resulted in a reduction in false
alarm fines assessed. Those fines have decreased in calendar years 1998 -2002
from a high of $185,800 to $75,575 respectively (see Figure 8).
raise Alarm vines
Assessed False Alarm Fines
1998 -2002
$200,000 ,$185,800-
$180,000 - - --
$160,000 '� $152,550
$140,000
$120,000
$100,000
$80,000
$60,000
$40,000,
$20,000
Alarm Permits
S111,050 _
$101,175 — -
- 575,575 7 i
- a
J
1998 1999 2000 2001 2002
Calendar Year
8
The Newport Beach Municipal Code (NBMC) requires everyone who operates an
alarm system to have a permit issued by the City.3 Permits are valid for business
and residential locations for a period of one year and three years respectively.4
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May 13, 2003
Page 9
The Police Department maintains a database (containing those permitted
locations having alarm systems) that is accessible to authorized Police and Fire
Department personnel. The information contained in the database includes
pertinent information related to the respective alarm system including owner,
emergency contact, zone descriptions, alarm company data, alarm activation
history, Police /Fire Department transaction history, and direct Police monitoring
requirements (if applicable).
The Alarm Management System is used as a resource when an alarm activation
occurs and as a means to track alarm - related activities at a particular location. It
is also used to generate financial transactions for permit renewals, equipment
(alarm monitoring signs and decals), direct Police Department monitoring, and
false alarm fines that are used by the Administrative Services Department for
billing. The system also tracks the number of alarm permits on file. Permit
numbers fluctuate year to year but have continued to increase each year since
1998 (see Figure 9).
Alarm Permits by Year
Police Issued Alarm Permits
1998 -2002
,6.280`__
-- 6,132 - - - -- �
5,909---- - -- -- 5,956 .. .......
' 5,643
I
1998 1999 2000 2001 2002
Figure 9
Prior to modifying the NBMC in 1994, there was no requirement to renew an
alarm permit once it had been issued. This resulted in significant inaccuracies in
our database as owners moved, locations changed, alarm systems were
modified, and alarm companies were replaced.
The Municipal Code requirement to renew alarm permits at specified periods of
time has had positive results.5 Specifically, the quality and accuracy of the alarm
information now available to the Police and Fire Departments has improved
dramatically. The renewal fee has also provided a source of revenue necessary
to maintain the equipment and software for the Alarm Management System.
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May 13, 2003
Page 10
Alarm Monitoring
Alarm systems are typically either monitored by a private Central Station alarm
monitoring company or are "stand alone" and audible only. Activations from
those alarm systems are reported to the Police Department by a Central Station
monitoring company or by a witness who hears an audible signal.
In Newport Beach, an alarm system can also be monitored directly by the Police
Department.6 We offer this unique and optional direct monitoring service to
residents and businesses as an alternative to monitoring by commercial alarm
monitoring firms. The system works as follows:
Police Department Monitored Alarm
System Activation Sequence
syare
ClVB1P �J,bl2V
P
Alarm Activation
aW. — Signal Transmitted M
®®®
,
,
F , phi
,
Police Officer 1 Fire Personnel
Dispatched to • Dispatched to
Alarm Activation ! Alana Activation
Typical Police Department
Monitored Alarm Activation
Sequence
• Alarm system is activated at
residence or business.
• Alarm signal is transmitted
directly to the Police
Department.
• Police officer dispatched or
Metronet notified to dispatch
fire personnel to location of
the alarm.
• Disposition of alarm call is
recorded in Computer Aided
Dispatch system.
Figure 10
The Police Department has offered direct monitoring of alarms to residences and
businesses in the City since the early 1970s. Currently, a business or residence
may elect to have their alarm system monitored directly by the Police Department
for $216 per year ($18 per month). It is important to emphasize that the Police
Department responds to all reported alarms, no matter whether they originate
from a "Central Station" or are received directly to the Police Department
Communications Center from their point of origin. As a result, regardless f
Alarm Management System Upgrade Request
May 13, 2003
Page 11
whether or not we continued to monitor alarms directly, we would not eliminate
our need to respond to the call when notified of an activation.
As shown in the graphic above, alarm activations from Police Department
monitored accounts are received directly at the Police Department dispatch
center via a telephone line. A police dispatcher is alerted to the activation that
displays on a CAD call for service window on the computer screen. The event is
updated in CAD reflecting any additional information. A police officer is sent to
the location to investigate the alarm activation, and the disposition of that call is
documented and forwarded to an Alarm Officer for processing.
Direct monitoring by the Police Department is billed annually in advance for the
new fiscal year in July. Should a customer terminate their monitoring, the pre-
paid amount is prorated to the beginning of the next month and the remaining
year's fees are refunded. Police Department staff surveyed several local alarm
companies who provide alarm monitoring. Those private Central Station
monitoring companies offer a variety of payment plans and options for
monitoring. Two of the nationally known companies offer monitoring at $25.99
per month with a three- to five -year contract, and $27.99 per month for the
second company with a two -year contract. One of the larger local companies
offers the service for $25 per month with a two -year contract and actually sub-
contracts for the monitoring service.
Alarm Monitoring Revenue
Police Department Alarm Monitoring
1998 -2002
$107,424_
$98,388
$90,990 $86,670
— $77,562
I�
I
I
1998 1999 2000 2001 2002
Calendar Year
Figure 11
Revenue from Police
Department alarm
monitoring has also
declined each year
during the last 5
years.
During the last five years, there has been a decline in the number of alarms
directly monitored by the Police Department from a high of 476 in calendar year
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May 13, 2003
Page 12
1998 to only 388 in calendar year 2002 (see Figure 11 above). In the last five
years, alarm systems have been manufactured with improved technology that
requires new hardware for monitoring activation details.
The alarm monitoring equipment at the Police Department is over eight
years old and can no longer provide the functionality required for the level
in the number of accounts connected directly to the Police Department.
Police Department Monitored Alarms
Alarm Systems Monitored by the
Police Department
1998 -2002
500 476 449
429 4388
400
300
200
100
0
1998 1999 2000 2001 2002
Number of Alarms 476 449 429 I 404 388
Figure 12
With the annexation of Newport Coast by the City of Newport Beach on January
1, 2002, the issue of aged alarm monitoring equipment has become even more
prevalent. Completed homes and businesses and those under development in
Newport Coast are being equipped with the latest in alarm system technology.
The result is that monitoring and interpreting alarm signals from new systems
directly by the Police Department has become very difficult to achieve.
In the first year (January 1- December 31, 2002) since the annexation, the Police
Department has issued 552 new alarm permits in Newport Coast. Of those new
permits, only six locations or less than 1% have selected the Police Department
to monitor their alarms. There have been numerous discussions between alarm
owners and our alarm officers about our inability to monitor the equipment. If we
could have Drovided that service to the other 546 households not connected
directly to the Department, we would have realized additional annual revenue
totaling $117,936
In order to monitor and interpret activations from new systems, significant
modifications of signal interpretations are required, which are beyond the
Alarm Management System Upgrade Request
May 13, 2003
Page 13
capability of our current hardware. Our equipment minimizes the effectiveness of
the advanced technology that was designed to provide a more intuitive signal,
and may even result in a false signal being given.
Based on a Police Department report regarding staffing requirements for the
annexation of Newport Coast (written in October 1996), it was estimated that as
many as 4,100 new dwelling units and 12,000 new residents will be added to the
City of Newport Beach. Although it is not known how many of those dwelling
units have or will have alarm systems, it is likely that at least 25% or 1,025 new
alarm accounts will be added to our Alarm Management System. In addition to
our technology challenges, the additional accounts will burden our current Alarm
Management System and monitoring hardware.
There have been many improvements over the last several years in our ability to
manage alarm systems in the City of Newport Beach. Technology changes,
increased demands, and the desire to provide an improved level of service to the
Community necessitate the upgrade of the current system software and
hardware.
Making the Most of the AMS
The cost of upgrading our Alarm Management System, as recommended in this
staff report, is estimated to be approximately $130,717. To offset costs for this
upgrade, we believe that we must add to the numbers of Police Department -
monitored accounts and that we must preserve all existing accounts. The
proposed upgrade should provide the ability to monitor new accounts and keep
others from leaving for private central station alarm monitoring companies that
currently have superior technological capabilities.
During the last five fiscal years (1998- 2002), the Revenue Division of the
Administrative Services Department for the City of Newport Beach collected over
$531,000 in fees for monitoring or an average of $106,200 per year. Police
Department staff estimates that if 202 monitored accounts can be added each
year for the next three years ($216 per account per year), enough revenue would
be collected to pay for the proposed upgrade.
Conversely, if the upgrade is not funded, there will be a continuation of the
decline in monitored accounts that has been observed over the last six years and
the likelihood of obtaining new accounts will be very minimal. In particular, new
accounts having alarms with enhanced technology would be very unlikely to
subscribe to the Police Department for monitoring without the upgrade. There
may also be a liability potential should the aged equipment fail to receive an
alarm signal.
Alarm - Related
Alarm Management System Upgrade Request
May 13, 2003
Page 14
1998
$29,465
$71,615
$166,811T--$98,920
n/a
1 $366,811
1999
$28,525
$69,680
$203,516
$182,580
n/a
$484,301
2000
$27,910
$24,501
$183,608
$77,824
n/a
$313,843
2001
$0
$93,147
$210,543
$94,592
n/a
$398,282
2002
$0
$107,810
$205,962
$77,145
n/a
$390,917
TOTALS
$85,900
$366,753
$970,440
$531,061
n/a
$1,954,154
Figure 13
'Figures based on revenue actually collected; although some of the funds
were not properly posted by the City to the correct specific account, the total
revenue collected Is accurate.
We believe Newport Beach residents and businesses, once they understand the
cost and service benefits of the upgraded AMS, will reconsider the prospect of
direct monitoring with the Police Department. Assuming we are able to
accomplish the upgrade in technology, and the fact that we respond no matter
how we receive the signal (directly or through a third party), there is no good
reason why someone would not want to eliminate the delay in the process. In
addition, we provide our account - holders the option of purchasing signs and
decals (see figure 13) that convey the message that the location is directly
monitored by the Police Department — which serves as an excellent, added
deterrent!
Alarm Signs &
Stickers
Currently, we offer
our Police
Department
monitored alarm
accounts the
option to purchase
this sign to post on
their property or a
smaller version
window sticker for
a fee.
ALARM SYSTEM MONITORED BY:
a .yy
�i j1,
i
CAII:(949) 644 -3717
Fees
• Signs: $17.40
(including post
and hardware)
• Stickers: $5.10
(includes a
package of 10)
Figure 14
To increase public awareness of our product, we propose to take the following
steps as part of a Marketing Plan:
Alarm Management System Upgrade Request
May 13, 2003
Page 15
1. Hire a private- sector marketer to design and implement an effective
information /marketing campaign to residents and businesses that will, among
other things:
a. Publicize the AMS program.
b. Inform the public about the competitive alternative offered by the City
to third -party monitoring by a Central Station;
c. Offer contact information for a rapid callback from the PD for
customers interested in transitioning to our service.
2. Contract with a follow -up marketer to secure additional AMS customers. This
marketing shall be commission - based, so as a result, there will not be any
additional costs to the City unless there are measurable results.
3. Establish a temporary speakers' bureau of Department staff who will distribute
material and speak with Homeowners Associations and similar groups about
the system's benefits.
4. Distribute information about the AMS with the municipal services statement.
DISCUSSION
Our Alarm Management System has evolved over the last several years from
handwritten cards to the implementation of an automated system that tracks
permits and permit renewals, false alarm activations, and Police Department
monitoring. Besides the required software upgrade necessary to efficiently and
accurately operate the system, new hardware is also required. The current alarm
monitoring hardware is antiquated and unreliable, due to its age and lack of
redundancy. There is a very real need to have a robust computer server with
built -in redundancy in the event of a component failure. Without that capability,
we are exposed to some liability if we are not able to receive an alarm activation
as a result of such a component failure.
Procurement Process
The Police Department conducted extensive research over the last 24 months to
find a comprehensive upgrade solution for our current Alarm Management
System. That process included a review of leading vendors and recommended
solutions in the field; live demonstrations of software and hardware solutions by a
number of vendors; an assessment of how new products will meet our current
and future needs; and a staff evaluation of products observed.
We did not locate a single vendor capable of providing an entire "turn key"
solution, or one with the ability of integrating multiple products for a financially
responsible price. Any single vendor would have had to customize their existing
software extensively, outsource some hardware procurement, and provide
services well beyond their normal business practices. As a result, it will be
necessary to combine a number of products that include some customization of
Alarm Management System Upgrade Request
May 13, 2003
Page 16
existing software to meet our specific needs, outsource some hardware
purchases, involve Police Department staff in the implementation process, and
develop a plan to convert our existing data to the new database product format.
Our unique requirements made it necessary to seek quotes from responsible
vendors who have the necessary components and experience to meet our
needs. It was also necessary to ensure that we could receive local support of
both hardware and software pieces. Based on those requirements, we were very
selective in our research of potential solutions.
Vendors/Products Reviewed
The vendors and products below represent very different approaches to alarm
monitoring and account management. They are not equally comparable
considering our particular needs and their proposed solutions. Only one vendor
(when combined with additional hardware procurement, implementation by Police
Department staff, and extensive customization of software) will meet our current
and future requirements. The other two software vendors provide primarily an
"out of the box" software solution that only would fulfill a portion of our
specifications.
Security Information Systems
Security Information Systems (SIS) is located in Orlando, Florida, and offers an
"off the shelf" solution that is very reasonably priced. This product is primarily
intended for Central Station alarm monitoring companies (those third party firms
who monitor thousands of alarms and in turn, notify Police and Fire Departments
of an activation). Alarm companies have specific needs that are different and in
some areas, require significantly less than an operation such as ours. SIS did
not offer a total solution that met our needs (including permits, false alarm
tracking, automated CAD transfer of data, fine administration, and data
conversion). Also, all support and maintenance is generated from SIS's
headquarters in Florida. On -site support from the company is unavailable,
although some local commercial alarm companies can provide some level of
maintenance.
Micro Key Software Corporation
Micro Key Software Corporation (MICRO) is located in Kissimmee, Florida, and
offers an "off the shelf' solution that is very reasonably priced. This product is
intended for Central Station alarm monitoring companies. Like SIS, this vendor
did not offer us a total solution. Also, all support and maintenance is generated
from MICRO headquarters in Florida. On -site support from the company is
unavailable, although some local commercial alarm companies can provide some
level of maintenance.
Alarm Management System Upgrade Request
May 13, 2003
Page 17
Monitoring Automation Services (MAS)
MAS is represented as the largest provider of alarm monitoring software and
services. All the major monitoring companies in our area use their software and
services. The company is located in Irvine, California, and is capable of
providing nearly the total solution required for our Police Department- monitored
accounts (with the exception of providing the "Radionics" hardware).
Their "off the shelf' software product meets most of our needs and requires only
minimal customization to fulfill our technical specifications. The company is also
the only one that offers a software product that has the ability to integrate with
our Computer Aided Dispatch system. They have offered that integration to us
free of charge for our consideration to be a test site for this technology.
All of MAS' technical support is in Irvine and available 24 hours a day. On -site
assistance is also available from them if needed. They offer a computer server
with component redundancy and conversion of our existing data. Their software
is updated frequently, which would allow us to stay current with the changes in
alarm system technology.
With this product, our dispatchers can access alarm account information
contained in the database at any time. Currently, access to that information is
restricted to our two alarm officers who only work Monday through Friday. MAS
is highly regarded in the business and has demonstrated a high level of
cooperation and willingness to meet our specific requirements.
Hardware
Quantity
Description
I Vendor
Unit Cost
Total Cost'
1
"Dell" Server with "Hot"
redundant configuration
Monitoring Automation
Systems
$19,750
$21,281
Subtotal for Hardware
$21,281
"Price includes 7.75 % Sales Tax & Shippin9
Alarm Management System Upgrade Request
May 13, 2003
Page 18
Software and Services
Quantity
Description
Vendor
Unit Cost
Total Cost*
N/A
Master Licensing for
Monitoring Automation
$21,750
$23,436
10,000 Subscribers &
Systems
$21,281
incremental upgrade for
"Hot redundant"
configuration
N/A
System Integration
Monitoring Automation
$2,500
$2,500
Systems
N/A
Professional Services
Monitoring Automation
$18,600
$18,600
(Training, Installation,
Systems
Database Conversion
N/A
Custom Design &
Monitoring Automation
$33,000
$33,000
Development
Systems
N/A
Software Enhancement
N/A
$10,000
$10,000
Contingency Fund @
8.5% of Project Total
Subtotal for Software &
$87,536
Services
*Price Includes 7.75% Sales Tax
Greater Alarm
The two "Radionics D6600" receivers are preferred, based upon our experience
with that company's products, their features and functionality, and their ability to
meet future needs. We currently use an older model "Radionics" receiver that
has performed for over eight years without a single repair. "Radionics" receivers
are sold only through a Value Added Reseller (VAR) and not directly from the
factory. The VAR's are divided geographically and have exclusive sales
authority within that geographical area. When contacted, the manufacturer
directed us to Greater Alarm in Irvine, California. Greater Alarm provided us with
the listed quote for the two receivers specified.
Greater Alarm currently services our internal alarm systems (property room
motion detector alarm, Jail emergency assistance panic alarm, front desk
emergency assistance panic alarm, polygraph room emergency assistance panic
alarm, computer server Room smoke detector alarm, and SWAT van burglar
alarm) at the Police Department. They also service our existing "Radionics"
receiver in our Dispatch Center. Greater Alarm has very capable technicians and
has been an excellent resource for our alarm officers for the past several years.
Quantity
Descri tion I
Vendor
Unit Cost
Total Cost*
2
Alarm Signal Receiver
Greater Alarm
$10,950
$21,900
Subtotal for Hardware
$21,281
'Price Includes 7.75% Sales lax
Alarm Management System Upgrade Request
May 13, 2003
Page 19
ENVIRONMENTAL REVIEW
None required.
CONCLUSION
Responding to false alarms occurring in the City of Newport Beach continues to
drain Public Safety resources. Managing those responses to false alarm
activations requires increasing Police, Fire, and Administrative Services
Department resources to ensure the accuracy of the alarm record keeping
process. It is necessary from a public safety and liability perspective to upgrade
our existing Alarm Management System to comply with technological changes
and ensure the reliability of our services.
There is also the potential for a significant increase in revenue by improving our
Alarm Management System with additional functionality, and by offering the
ability to monitor alarms with newer technology. We request the following from
the City Council:
• Approve proposed upgrade to the Police Department Alarm Management
System.
• Award purchase to the listed vendors for specified equipment, software,
and services.
• Approve requested budget transfers from the General Fund
Unappropriated Reserves to specified Police Department budget
accounts.
• Direct Staff to develop and implement a Marketing Plan for the AMS in
order to assist in the cost - recovery for the upgrade to the system.
Prepared by:
Tim Riley, Captain
Support Services Division Commander
Submitted by:
— tt",
Bob McDonell
Chief of Police
Alarm Management System Upgrade Request
May 13, 2003
Page 20
NBMC Section 5.49.010 defined as: "False alarm" means the activation of an alarm
system through mechanical failure, accident, misoperation, malfunction, misuse, or the
negligence of either the owner or lessee of the alarm system or any of their employees or
agents. A Police false alarm shall be deemed to have occurred after an alarm dispatch
request is received and the responding officer finds no evidence of a criminal offense or
attempted criminal offense at the alarm site, but does not include an alarm dispatch which
is cancelled by the alarm user or permittee prior to the time the responding officer reaches
the site.
"Proprietor alarm" means an alarm which is not regularly serviced by an alarm business.
` NBMC Section 5.49.070 defined as: A. Any person who maintains, uses or possesses
an alarm system, and which alarm has caused any signal, message or alarm to be
transmitted to the Fire Department or the Police Department, either by direct telephone or
other direct communication or by communication from an alarm agent or an alarm
business, or by a person responding to an audible alarm and which alarm is determined to
have been a false alarm by the Chief of Police and/or the Fire Chief, shall pay a false
alarm penalty as provided below:
1. Police False Alarms.
Fifty dollars ($50.00) for a third false alarm within any consecutive twelve (12) month
period.
One hundred dollars ($100.00) for a fourth false alarm within any consecutive twelve
(12) month period.
One hundred twenty-five dollars ($125.00) for a fifth false alarm within any consecutive
twelve (12) month period.
Additional twenty -five dollars ($25.00) increase for each subsequent false alarm within a
consecutive twelve (12) month period. For example, one hundred fifty dollars ($150.00) for
a sixth false alarm; one hundred seventy -five dollars ($175.00) for a seventh, etc.
2. Fire False Alarms.
Seventy-five dollars ($75.00) for a third false alarm within any consecutive twelve (12)
month period.
One hundred fifty dollars ($150.00) for a fourth false alarm within any consecutive
twelve (12) month period.
Two hundred dollars ($200.00) for a fifth false alarm within any consecutive twelve (12)
month period.
Additional twenty -five dollars ($25.00) increase for each subsequent false alarm within a
consecutive twelve (12) month period. For example, two hundred twenty -five dollars
($225.00) for a sixth false alarm; two hundred fifty dollars ($250.00) for a seventh, etc.
B. In the event that the permittee sustains six false alarms within a year, the Chief of
Police and /or the Fire Chief, in addition to imposing the false alarm penalties provided
herein, may commence revocation proceedings, as provided for by Section 5.49.050.
C. Notice of false alarm penalties shall be served, and false alarm penalties may be
appealed in the manner provided in Sections 1.05.030 through 1.05. 110 of this Code. (Ord. 99-19
§ 2, 1999: Ord. 94 -46 § 3 (part), 1994: Ord. 90 -32 § 1, 1990: Ord. 87 -46 § 1, 1987: Ord. 85 -3 § 4,
1985: Ord. 1898 § 1 (part), 1982)
3 NBMC Section 5.49.020 defined as: No person shall install or use an alarm system
without first obtaining an alarm permit issued by the City in accordance with the provisions
of this chapter. (Ord. 99-19 § 2, 1999: Ord. 94 -46 § 3 (part), 1994: Ord. 1898 § 1 (part),
1982).
Alarm Management System Upgrade Request
May 13, 2003
Page 21
NBMC Section 5.49.045 defined as: Permits for private residences shall be valid for
three years from the date of issuance. Permits for nonresidential alarms shall be valid for
one year from date of issuance. Applications for renewal of permit shall be accompanied
by a renewal fee established by resolution of the City Council and any unpaid past due
fees or fines. Permits will not be renewed until all fees and fines have been paid. (Ord. 99-
19 § 2, 1999: Ord. 94 -46 § 3 (part), 1994).
5 Id.
° NBMC Section 5.48.010 defined as: The telephonic alarm system operated by the
Newport Beach Police Department is an alternative service provided to benefit the citizens
of Newport Beach. The Police Department is not required to provide this service and
citizens have other options to obtain alarm services through private businesses. The
regulations contained in this chapter are intended to provide important information and
control to the Police Department for effective and efficient operation of the system and to
insure the cost of the service is recovered and to promote efficient policing operations.
(Ord. 99 -19 § 1 (part), 1999).
City Council Resolution Number 94 -95, Adopted October 24, 1994.
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