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Home My WebLink About25C - AGMT - PD IMAGING SYSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 19, 2018 TITLE: APPROVE AMMENDMENT TO AGREEMENT WITH LINEAR SYSTEMS FOR ANNUAL MAINTENANCE AND SUPPORT OF POLICE DIGITAL IMAGING SYSTEM (STRATEGIC PLAN NO. 1, 3A) o r CI MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute a two-year amendment to the existing agreement with Linear Systems for the maintenance and support of the Digital Imaging Management System (DIMS), for the period of July 1, 2018 through June 30, 2020, in an amount not to exceed $20,000 per year for two years, plus a $10,000 contingency, subject to non -substantive changes approved by the City Manager and City Attorney. This $50,000 amount is being added to the original agreement amount of $23,000, for a total not to exceed agreement amount of $73,000. DISCUSSION The Police Department's Digital Imaging Management System (DIMS) was purchased in 2004 using Urban Area Security Initiative (UASI) funds and allows crime scene images to be captured and stored digitally. It currently houses nearly six -hundred thousand crime scene photographs and countless hours of crime scene video and audio footage. This system is a compulsory investigative tool that assists in the successful documentation of extensive crime scenes. The DIMS system used by the Police Department was developed by Linear, thereby making Linear a proprietary source for system maintenance and updates. The DIMS system is of paramount importance to criminal investigations and its maintenance, continued security, and storage redundancy is essential for the Forensic Services section. The current vendor, Linear Systems, has been accommodating, professional and consistent in it's servicing of the system and staff recommends renewal of their agreement. The current agreement was for a one-year period in the amount of $23,000 plus a $10,000 contingency. The current agreement will be amended to extend the term for an additional two-year period at a cost of $20,000 per year, plus a $10,000 contingency for unanticipated system modifications. The total not to exceed amount of the agreement shall be $73,000, which includes $23,000 for the original agreement, the $10,000 unused contingency, and $20,000 for years two and three. The two-year term will cover the period of July 1, 2018 through June 30, 2020. 25C-1 Amendment to Agreement with Linear Systems June 19, 2018 Page 2 The Police Department has begun an extensive records management software integration that has the potential to replace the DIMS system. Until that project is complete and full integration is evaluated, the DIMS system must remain operational. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #1 Community Safety, Objective #3, Promote fiscal accountability to ensure financial responsibility at all levels of the organization, Strategy 3a, Continuously evaluate and assess fiscal aspect of service delivery to ensure that the Police Department provides programs and services efficiently and effectively. FISCAL IMPACT Funds will be budgeted in the Police Department's Forensic Services contract services account (no. 01114455 62300) as follows: FY 2018-19 $25,000 FY 2019-20 $25,000 Total $50,000 Davib-Valerrtn Chief of Police Santa Ana Police Department Exhibit: 1. Agreement with Linear Systems APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez V1(Z(Po��i Executive Director Finance and Management Services Agency 25C-2 FIRST AMENDMENT TO MAINTENANCE AND SERVICE AGREEMENT WITH LINEAR SYSTEMS THIS FIRST AMENDMENT to the above -referenced agreement is entered into on June 19, 2018, by and between Linear Systems ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement #A-2017-152, dated July 1, 2017 ("Agreement'), by which Contractor agreed to provide maintenance to and support as necessary for the Police Departments digital imaging management system (DIMS) which maintains all photograph, video and audio evidence for the Police Department vehicle towing and storage services. B. The original term of the Agreement was from July 1, 2018 through June 30, 2018, with an option to extend the agreement for up to two (2) one-year extensions, upon a writing executed by the City Manager and the City Attorney. The Agreement is still current and in effect. C. The compensation tern of the Agreement provided for a not to exceed amount of $33,000 over the tern of the Agreement, which included the option extension periods. The sum of the original Agreement amount included $23,000 for services with a $10,000 contingency amount for services as performed under the sole direction of the City. The contingency amount was not used during the tern of the original Agreement. D. The parties wish to amend this Agreement to exercise both options and extend the term of the Agreement for an additional two (2) years. The parties also wish to increase the overall compensation to reflect costs for services rendered by the Contractor for the extended term. The Parties therefore agree: Section 2, Compensation, is amended to increase the yearly amount for services for the additional two (2) years at $20,000 a year or $40,000 for the remaining two (2) years of the Agreement. A revised rate sheet is attached as Exhibit A-1, attached hereto and incorporated by reference. A contingency amount of $10,000, not utilized during the first year of the Agreement, shall remain for services performed by the Contractor at the sole discretion of the City. The total not to exceed amount for the Agreement shall be $73,000. The sum is comprised of the base amount of $63,000, over the entire tern of the Agreement plus the $10,000 contingency. 2. Section 3, Term, is amended to increase the term of the Agreement for an additional two (2) years and continue through June 30;2020. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. Pagel of2 25C-3 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City ttomey B . NjAwf'— TAMARA BOGOSIAN Assistant City Attorney FOR APPROVAL DAVID VALENTIN Chief of Police CITY OF SANTA ANA RAUL GODINEZ II City Manager CK�]►i11�7t � : Name: Title: Page 2 of 2 25C-4 Exhibit A-1 Santa Ana Police Department DIMS Annual Support Contract (2 Years) ®j Linear 1 year on-site maintenance & support for Database Case Management Rack Server 1 $1,500.00 W44019 1:49 PAI Equipment PAare Quanta/ Unit "endedS Total eigltal/nJomradon A/anagenents)trlem Salutbn S<n_tt - ��-��-------- 1 $3,000.00 S20,OW.00 Ilannsare Maintenance& Support Agreement sc1 1 $2,500.00 WO.M00 Linear I year on-site maintenance & support for Database Cue Management Rack Server I 51,500.00 $1,500.00 Linear Systems l year onsite NLS6200XR DIMS CMS 49.0TB 9071001125 1 51,000.00 $4,000.00 Linear Systems l year onsite OLS -600)M DIMS (RNSS) 48.OTB 9072001126 1 53,000.00 $3,000.00 Linear Systems l year onsite NLS6200XR DIMS (Failsafe RNSS) 48.0TB 9,072001127 1 $2,500.00 52,500.00 Linear Systems onsite%armnty for iarkstation 2 5500.00 SI,000.00 Linear System I year depot warranty for Linear Systems 4LS-125 DIMS Acquire Station 4 5450.00 51,800.00 #07201138,907201139,9072001140,9072001141 Linear Systems 1 year Software telephone support ssith version upgrades 1 $3,700.00 53,700.00 Linear I year on-site maimenonce & support for Digital Output Devices 1 $2,500.00 52,500.00 ••• Warranty to Cover From 7/1/2018 through 61302019' •• ware Malnlenance& Support Agreement ®j Linear 1 year on-site maintenance & support for Database Case Management Rack Server 1 $1,500.00 $1,500.00 Linear Systems 1 year onsite #LS6200XR DIMS CMS 48.OTB 9072001125 1 54,000:00 54,000.00 Linear Systems I year onsite BLS600XR DIMS (RNSS) 48.0TB 9072001126 1 $3,000.00 53,000.00 Linear Systems 1 year onsite #LS6200XR DIMS (Failsafe RNSS) 48.0TB #072001127 1 $2,500.00 $2,500.00 Linear Systems onsite warranty for workstation 2 SSOO.00 51,000.00 Linear Systems 1 year depot warranty for Linear Systems OLS. 125 DIMS Acquire Station 4 $150.00 $1,800.00 #07201138,907201139,9072001140,#072001141 Linear Systems 1 year SoRsvare telephone support %vhb version upgrades I 53,700.00 $3,700.00 Linear 1 year on-site nteimenance & support for Digital Output Devices I 52,500.00 $2,500.00 No Emors & Omissions Coverage No $0.00 Subtotal _ _ 540.000.00 Sales Tar 05,'e ' 50.00 Shipping BA50.00 540,000:00 ••The payment for each year can he made as annual installments for each maintenance period. 33near Systems, Inc. Rancho Cucamonga, CA 909-8994345 909-8994346 fav m LINEAR SYSTEMS Lim, ENFORCEMENT <- DIVISION 25C-5 Valid until: 1222018 9.aas.. Jolumy Ncntsch Terms: N-30 mw JonnnNatmez,snmmvicera Ship Via: Truck GSA 0: GS -35F -047A 25C-6