REQUEST FOR PROPOSAL

26-024

ALARM PROGRAM MANAGEMENT

City of Beaverton

12725 SW Millikan Way

Beaverton, OR 97005-1678

RELEASE DATE: October 30, 2025

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: December 4, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/beavertonoregon https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Beaverton

REQUEST FOR PROPOSAL

Alarm Program Management

I. Introduction and Background II. Scope of Work

III. Proposal Content and Format IV. Proposer's Special Instructions V. Proposal Submittals

VI. Proposal Evaluation & Contract Award VII. Beaverton Equity Procurement Program Information

Attachments:

A - AGMT Alarm Permit Program Management

Request For Proposal #26-024 Title: Alarm Program Management

1. 1. ............................................... Introduction and Background

1.1. 1.1. ............................................................................................. Summary

The City of Beaverton, through the Beaverton Police Department (BPD), is seeking sealed proposals from qualified vendors with demonstrated experience in providing alarm permit services. The vendor will be managing BPD’s alarm permit program. The goal of the program is to reduce false alarm calls and ensure compliance with the City’s alarm ordinance, Beaverton Code Chapter 7.15 (Alarms).

1.2. 1.2. ............................................................................ Contact Information

Tabatha Bauer

Records Manager

6125 SW Hall Blvd

Beaverton, OR 97005-1678

Email: tbauer@beavertonoregon.gov

Phone: (503) 526-2536

Department:

Police

Department Head:

Stacy Jepson

Chief of Police

1.3. 1.3. ............................................................................................... Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals October 30, 2025

Deadline for Submission of Proposals December 4, 2025, 2:00pm

Commencement of Services January 15, 2026 mailto:tbauer@beavertonoregon.gov tel:(503)526-2536

2. 2. ...................................................................... Scope of Work

2.1. 2.1. ................................................................................. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed. The City anticipates all work will be completed on or before January 1, 2029. There may be an option to renew for two additional one-year terms, at the City's sole discretion.

2.2. 2.2. ........................................................................ General Scope of Work

In general, the successful proposer will be responsible for:

A. Processing new alarm permit applications, which may include data entry, fund processing, and the issuance of permits.

B. Tracking new alarm system installations to ensure compliance with permit requirements and engaging with property managers, alarm installers, and citizen groups to answer questions and explain the City’s ordinance requirements.

C. Maintaining a dynamic database of all alarm permit holders within City limits.

D. Mailing renewal notices, managing the processing of returned forms and payments, and following up on non-renewal alarm users. Coordinating with applicable city staff to address any violation of the City’s ordinance.

E. Providing excellent customer service and assisting alarm users with permit requirements, false alarm issues, and general inquiries.

F. Cooperating with City to ensure compliance with alarm permit regulations in the City's ordinance, including authorizing City to review and audit records.

G. For false alarm notifications, reviewing false alarm reports and issuing notices to non-compliant users.

Coordinating collection efforts in accordance with the City’s collections process and procedures.

H. Regarding reports and records, generating monthly and quarterly reports on program metrics, and maintaining financial records.

I. Ensuring permit files are archived in accordance with the retention requirements of cities in Oregon

2.3. 2.3. ................................................................................... Specific Services

The selected vendor will be tasked with the comprehensive management of the Alarm Permit Program. In addition to the above responsibilities, the successful proposer will provide the following services, specifically:

1. Permit Issuance and Renewal:

• Application Processing: Efficiently process applications for new alarm permits and annual renewals, ensuring timely issuance.

• Database Management: Maintain a secure, comprehensive, and dynamic database of all permits, distinguishing between residential and business permits.

o Access to databases must be restricted using appropriate access control mechanisms (e.g., RBAC or equivalent), and vendors must ensure that all users and services follow the principle of least privilege.

o Systems and user interfaces that provide access to the database should enforce multi-factor authentication (MFA).

o All data stored in databases must be encrypted at rest using industry-standard encryption algorithms (e.g., AES-256).

o Data in transit between applications and databases must be encrypted using secure protocols such as TLS 1.2 or higher.

o Encryption keys must be securely managed, with regular rotation and restricted access.

o All database access and administrative actions must be logged and monitored for security and compliance purposes.

o Logs must be retained for a defined period and made available to the City upon request.

o Vendors should implement real-time alerting for suspicious or unauthorized database activity.

o Vendors should apply security patches to database systems within a defined service level agreement.

o Vendors should conduct regular vulnerability scans that include the database in scope.

o Vendors should perform annual penetration testing that includes database components.

o Customer data must be logically or physically separated from other clients’ data within the database environment.

o Vendors must ensure that database instances are isolated from public networks unless explicitly required and appropriately secured.

o Any database-related security incidents must be reported to the City within 24 hours of discovery.

o In the event of a database-related security incident, vendors must provide a post-incident report detailing the impact, root cause, and remediation steps taken o Vendors must define and enforce data retention and deletion policies for database records in accordance with the City’s retention schedule. The database must have the ability to schedule the archiving and/or deletion of data once the data is beyond the retention period.

o The City must be able to export or migrate its database records in a usable format if City wishes to do so. All data must then be securely deleted by the vendor, with written certification of the deletion provided to the City.

o Subcontractors with access to the database must comply with the same security requirements outlined in this document.

• Confidentiality Compliance: Ensure all personal information of permit holders is handled in accordance with confidentiality requirements set forth by Oregon or local law.

2. Fee Collection:

• Structured Fee Collection: Work with city to collect fees for new permits, renewals, and penalties for false alarms and non-compliance. The successful proposer agrees to comply with Oregon Revised Statutes (ORS) 295.002 which states that funds must be deposited in an account defined as a qualified depository, or if not a qualified depository, in an account fully insured by the Federal Deposit Insurance Corporation or the National Credit Union Administration not to exceed the insured amount, unless the excess amount is insured or guaranteed by a private deposit insurance or a deposit guaranty bond issued by an insurance company rated A- or better by a recognized insurance rating service. The account must be held within the public official’s custody or control. A qualified depository is defined under ORS 295.008. The City prefers that the successful proposer use the City's existing electronic payment processor to process fees.

• Fee updates: Ability to have vendor update fees in a timely manner.

• Exemptions Management: Implement a system to manage fee exemptions for qualified individuals, such as residents aged 65 and older, verifying eligibility and ensuring proper documentation.

3. False Alarm Management:

• Incident Tracking: Monitor and track false alarm incidents, issuing appropriate fines according to the fee schedule. Creating an interface, as necessary, with other law enforcement systems to capture incidents on those systems.

• Appeal Process: Work with BPD on any appeal process for alarm users disputing false alarm determinations pursuant to Beaverton Code Chapter 7.15, ensuring each case is reviewed thoroughly and impartially.

4. Management of Authorization Documents:

• Obtain and manage protective sweep authorization documents for properties with alarms and an ability to transfer documents to other third parties, as necessary.

5. Compliance and Enforcement:

• Compliance Monitoring: Continuously monitor compliance with alarm permit requirements, issuing notices and penalties for delinquency and violations.

• Penalty Collection: Work with City on any applicable collection of all fines and fees associated with non-compliance, employing measures to enforce payment and adherence to regulations.

6. Customer Support:

• Dedicated Support Services: Establish a robust customer support system to assist alarm users with applications, renewals, inquiries, and troubleshooting.

• Educational Resources: Provide alarm users with instructional materials on the proper use and maintenance of alarm systems to reduce false alarms and enhance system reliability.

• Americans with Disabilities Act Web Content Accessibility Guidelines (ADA WCAG) compliance for customer-facing services required.

• Alternative in-person processing procedures must be available.

7. Reporting and Analytics:

• Comprehensive Reporting: Generate detailed and regular reports on program performance, including metrics on permit issuance, fee collection, false alarm incidents, and compliance rates.

8. Data-Driven Insights: Present actionable insights and recommendations for program improvements based on data analysis, helping the city make informed decisions.

3. 3. ............................................... Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

3.1. 3.1. ............................ Proposal Format and Administrative Requirements

Proposals must address all submission requirements and must describe how the services will be provided. Unless otherwise specified, no particular form is required.

3.2. 3.2. ................................................................... Substantive Requirements

Proposal Content

See Section 6 for the specific requirements for the content of the proposal.

Contract Price

Submit a cost proposal for the services described under the “Scope of Work.” The City anticipates the cost proposal will be based on a percentage fee of the total revenue received by the City for the alarm permit program. The percentage fee must be inclusive of all allowable expenses or reimbursement.

While the City anticipates the cost proposal will be based on a percentage fee, a cost proposal may be based on any desired pricing model, including, without limitation: (i) services provided on retainer or for a flat fee, (ii) services provided on an hourly basis, (iii) services provided on a combination of a retainer, flat fee or hourly rate, or (iv) some other method of payment. In any event, provide sufficient information to allow the City to estimate total contract price for services described under the “Scope of

Work” heading of this Informal Solicitation. To this end, please comply with the following requirements when preparing the cost proposal if based on a cost model other than services provided on an hourly basis:

• If some or all services will be provided on a retainer or flat fee basis, identify the services so provided and state who will perform the services.

• If some or all services will be provided at an hourly rate, identify each of those services and provide the hourly rate for each key staff person available to perform the service.

• Identify how travel expenses (travel, meals and lodging) are billed and any reimbursement limits placed on such expenses.

• Identify any other anticipated expenses, direct or indirect, that affect cost.

4. 4. ............................................. Proposer's Special Instructions

4.1. 4.1. ............................................................................... Proposal Submittal

Submissions in response to the RFP shall be submitted electronically through the City's Portal:

https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted Thursday, December 4, 2025, no later than 2:00 pm.

4.2. 4.2. .......................................................................... Procurement Method

The City is conducting this intermediate solicitation pursuant to Beaverton Purchasing Code Section 47-

0290. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this intermediate solicitation will result in a single contract with a single vendor for the preferred solution.

4.3. 4.3. ................................................................ Questions and Clarifications

All questions regarding this project proposal shall be submitted through the portal.

4.4. 4.4. ................................................ Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code

Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business

License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

4.5. 4.5. ............................ Contract Administrator and Single Point of Contact

The Contract Administrator will be Tabatha Bauer, who can be reached by telephone at (503) 526-2536 or by e-mail at tbauer@beavertonoregon.gov

4.6. 4.6. ...................................................................... Insurance Requirements

Contractor will be expected to meet the insurance requirements of the city when entering a contract, and a sample contract will be provided.

4.7. 4.7. ............................................................................. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to two (2) additional one-year terms at the option of the City.

4.8. 4.8. ............................................................................... Nondiscrimination

The firm agrees that, in performing the work called for by this proposal, the firm shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS

279C.500 through 279C.565.

https://procurement.opengov.com/portal/beavertonoregon

4.9. 4.9. ..................................................................................... Public Records

All proposals and all protests shall become the property of the City and a public record, subject to public disclosure as provided under Oregon’s Public Records Law. During the evaluation and selection process, the City shall treat proposals as exempt from public inspection. The City shall treat all protests as exempt from public inspection until the protest is finally resolved or the period ends. After the selection process is completed and notice of intent to award a contract has been issued, the City shall treat proposals as open to public inspection, unless exempt from public inspection by provision of applicable state or federal law.

If it is necessary to submit trade secrets or other confidential information to comply with the terms and conditions of this RFP, Proposers shall upload an additional copy of the proposal that contains redactions of information it wishes to protect from disclosure to third parties as a trade secret under ORS 192.345(2) in the Proposal Submittals section of the RFP.

City shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for the release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise, and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a proposal, each Proposer agrees that the City may (a) reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party who is hired by the City, and (b) post the proposal on the City's intranet for purposes related to its evaluation and ranking. Furthermore, each Proposer agrees to indemnify and hold harmless the

City, each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire proposal as a trade secret may be disqualified.

4.10. 4.10. ........................................................................ Specifications/Protest

Ambiguities or problems with this RFP, its contract terms, or specifications may be resolved by asking questions, seeking clarification, requesting changes, or filing a formal protest. The information provided below describes the appropriate process to pursue these options, should the need arise.

A. RFP Protest or Request for Change of Specifications or Terms

A Proposer who believes any proposal specifications or terms detailed in this RFP (including its addenda, if any) are unnecessarily restrictive or limit competition must submit a protest or request for change, in writing, to the Purchasing Office. A request for change regarding the terms of this RFP must be submitted through the Question-and-Answer section of this solicitation in OpenGov. A request for change to any of the terms of the Contract (Exhibit A -

Sample Contract) must be submitted in writing with the proposal submission. Failure to submit any requested changes to the Contract (Exhibit A - Sample Contract) foregoes the right to negotiate changes to the Contract terms upon contract award.Any protest or request for change regarding the terms of this RFP shall include the reasons for the protest or request and shall detail any proposed changes to the specifications or terms. The Purchasing Office shall respond to any protest or request for change and, where appropriate, shall issue any revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests or requests for change regarding the terms of this RFP must be submitted before the deadline detailed in Section 2.

B. Exclusion Protest

Upon issuance of the notice of (a) Proposers to be interviewed or (b) Proposers invited to engage in discussion, a Proposer may protest its exclusion from the top tier as set forth in

Beaverton Purchasing Code Section 47-0720. An Affected Proposer may protest, for any of the bases set forth in Beaverton Purchasing Code Section 47-0720(B). Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the

Proposer by the City.

C. Intent to Award Protest

City intends to announce its intent to award prior to the Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on City's portal and/or by email to Proposers. The notice shall serve as notice to all Proposers that City intends to negotiate and to make an award. Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest. Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based. (Refer to Beaverton Purchasing Code Section 47-0740.) Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the Proposer by the City. City intends to respond by email to properly filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by City, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest intent to award. After the expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, City intends to proceed with negotiations and, where appropriate, the final award.

5. 5. .............................................................. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

5.1. 1. ................................................................................................ Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

5.2. 2. ....................................................... Authorized Signatory Name & Title* *Response required

5.3. 3. ... Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

5.4. 4.If yes, what Certifications do you hold and provide certification number.

5.5. 5. .................................... ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/204522/document?section=1914222 https://procurement.opengov.com/portal/beavertonoregon/projects/204522/document?section=1914216

5.6. 6. ..... By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-024 Alarm Program Management

☐ Please confirm

*Response required

6. 6. ................................. Proposal Evaluation & Contract Award

6.1. 6.1. ............................................................................... Evaluation Criteria

A. Knowledge and Experience (20 points)

1. Provide a comprehensive history of your firm and its experience providing alarm permit program services for law enforcement agencies. Include the following information:

i. The total number of years the firm has been in business.

ii. The general scope of services the firm provides.

iii. The principal areas of expertise.

2. A narrative description of the firm's organization and its relationship to any larger business entity. Include an organizational chart depicting the information provided.

B. Project Approach and Understanding (30 points)

1. With the Scope of Work in mind, provide information on how your firm would approach the services being requested, and how your firm will perform the services with the current understanding of the scope of work. In particular, please provide the following information:

i. The firm's approach to providing the services for each category of services identified in

Section 2 (Scope of Work). (25 points)

ii. The project schedule and tasks before your firm can begin helping the City process alarm permits. Provide an estimated timeframe for each task listed. (1 point)

iii. How your firm's key staff members will work with the City to process and manage alarm permits in accordance with the requirements in Beaverton Code Chapter 7.15 (4 points)

C. Technical Specifications (20 points)

1. Provide information on how the City's information will be managed in your firm's database and describe how your firm protects personal information.

2. Provide information on how any public-facing webpages or portals provided pursuant to the resultant contract, if applicable, complies with the Americans with Disabilities Act Web

Content Accessibility Guidelines 2.1 Level AA Standard (Web Standard).

D. Compensation and Method of Payment (30 points)

1. Provide a cost proposal that matches the requirements identified in Contract Price in

Section 3.

E. References (Not Directly Scored)

1. For reference purposes, please provide the names, addresses, current phone numbers and email addresses of at least three (but no more than five) clients that you have provided services directly related to the scope of work described in this RFP.

2. City may check these references or other references associated with the past work of your firm. This section will not be scored separately, but the information obtained from these reference checks may impact the evaluation of the scored criteria above.

6.2. 6.2. .................................................................................... Contract Award

The City will award one contract as a result of this procurement. Upon completion of the evaluation process, the selection committee will advise the proposers of its number one selection via email to all proposers. Whether to award a contract shall be determined by the City in its sole discretion to be in its best interest.

The City is not obligated because of the submission of a proposal to enter into a contract with any proposer and has no financial obligation to any proposer arising from this intermediate RFP.

7. 7. ........... Beaverton Equity Procurement Program Information

7.1. 7.1. ............................................................................ Program Description

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City has an aspirational goal of a 15% utilization of COBID certified companies in its overall dollar value of contracting and purchasing activities.