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Home My WebLink About25H - AGMT DIGITAL IMAGING SYS AND EQUIPREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 7, 2019 TITLE: APPROVE SECOND AMENDMENT TO AGREEMENT WITH LINEAR SYSTEMS IN THE AMOUNT OF $8,000 TO INCLUDE DIGITAL IMAGING SYSTEM SUPPLIES AND EQUIPMENT REPLACEMENT (STRATEGIC PLAN NO. 1, 3A) CITY NANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� 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 second amendment to the Maintenance Service Agreement with Linear Systems to include the purchase of consumable supplies and the replacement of an administration terminal for the Digital Imaging Management System (DIMS) in the amount of $8,000, for a total not to exceed agreement amount of $87,000, subject to non -substantive changes approved by the City Manager and City Attorney. The term of this agreement will remain July 1, 2017 through June 30, 2020. 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 800,000 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 Systems, thereby making Linear Systems 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 Police Department's Forensic Services section. This amendment will allow the Police Department to purchase consumables, such as system toner, display boards, CD's, DVDs, and system specific ribbon. In addition, the administration workstation is currently operating on a Windows XP platform that is no longer supported. City IT has recommended replacement of the workstation. The $87,000 not to exceed agreement amount includes three years of maintenance and support ($23,000 per year), a $10,000 contingency and $8,000 for supplies and equipment. Linear Systems has been accommodating, professional and consistent in it's servicing of the system, therefore staff recommends approval of this amendment 25H-1 Agreement Amendment with Linear Systems May 7, 2019 Page 2 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 in the amount of $23,000 will be budgeted in the Police Department's FY 2019-20 Forensic Services contract services account (no. 01114455 62300) and $8,000 will be budgeted in the FY 2019-20 Forensic Services miscellaneous operating expenses account (no. 01114455 63001). Davi alentin Chief of Police Santa Ana Police Department APPROVED AS TO FUNDS AND ACCOUNTS: L6N ° " Kathryn Downs, CPA Executive Director L"Lkz�VD Finance and Management Services Agency Exhibit: 1. Second Amendment to Maintenance and Service Agreement with Linear Systems 25H-2 Exhibit 1 SECOND AMENDMENT TO MAINTENANCE AND SERVICE AGREEMENT WITH LINEAR SYSTEMS THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 7, 2019, 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 Department's digital imaging management system (DIMS) which maintains all photograph, video and audio evidence for the Police Department vehicle towing and storage services. B. On June 19, 2018, the parties entered into a First Amendment to the Agreement to exercise the option to extend the Agreement for two (2) years and increase the overall compensation to cover services performed during the extension period in an amount not to exceed $79,000. The current term of the Agreement runs through June 30, 2020 and is still in effect. C. The parties wish to amend this Agreement to augment the Scope of Services provided by Contractor and increase the overall compensation by $8,000 to reflect costs for purchase of consumable items from the Contractor not offered by the City's IT department and services rendered by the Contractor. The Parties therefore agree: Section 1, Scope of Services, is amended to reflect the services to be provided by the Contractor per the attached Exhibit A-1; incorporated by reference to the Agreement. In addition, Contractor shall supply, at the City's sole direction and written order with the Contractor, consumable supplies including, but not limited to, system toner, display boards, CD's, DVD's, and system specific ribbon, required to run and maintain the Police Department's Digital Imaging Management System. 2. Section 2, Compensation, is amended to increase the overall compensation by $8,000 to cover the costs identified in Exhibit A-1. The total not to exceed amount for the Agreement shall be $87,000: - 3. Except as modified by this Second Amendment, all terms and conditions of the Agreement and the First Amendment to the Agreement, shall remain in full force and effect. [signature page to follow] Page 1 of 2 25H-3 Signature Page — Second Amendment to Agreement with Linear Systems (A-2017-152) IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement on the date and year first written above. ATTEST NORMA MITRE Acting Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney �� Q��1 By:rAn '{Il ✓ TAMARA BOGOSIAN Assistant City Attorney RECOMMENDED FOR APPROVAL DAVID VALENTIN Chief of Police CITY OF SANTA ANA KRISTM RIDGE City Manager CONTRACTOR �l ame: J y Hentsch Title: Director Operations Page 2 of 2 25H-4 Exhibit A-1 to Second Amendment with Linear Systems Santa .Ana Police Department - DMS Administrator Station - Upgrade ••• All luted opacities assume IATO - I.000.000.000.000 Pyla. ••• s, -roll 11:421 AM Equipment 1'Lne fhueaAlr Unit Faleallel5 TmalS Di,iml lntionnlun Alano,enlenlArPenl rlcqulshlon Solation YM—ired- Linear Systems. Inc. LI\EAR SYSTEMS S2.399.00 MIS200 MIS Enhanced Digital Acgnuition/Enhancenent llorkslation Tamer ll!se Terms: \30 509-399-4;45 r n�.cn..,.n. LA%v E\FORCfd1EAT 5799900 MLS -200 Dt,iul,\cgmtiuuNEnhancarcrn Worksuuon quad-corc Intel o/o DIMS I 51.525.00 S1.52500 Intel 5160O0 RA\lo/ enhanced graphics processor unit 1 5000 5000 ,2 rade high perfulmance multi-funclmn wades U503 1 5000 50.00 2a'LCDhigh -df high-res Acquisition Station dispbrssYspeakers I 5000 5000 MS P9ndmcs 10.01'm 64brt I SOAR 5000 Diu -my III /RE 50GD ax swnend DIMS Witter Module 1 575.011 575.00 Video Capture Card nl aA Support I 539900 529900 DIMS External Subs) stain sd con0oller 2 OM Use 3 black & 2 03'D internal hdd I S000 SO 00 UPS Aver 1 $10000 510000 Installation @ Linear I S400 OD S400-00 Jti;lml fee ..ouron 11anagerocur Srstcm Solu/ln i Installation & Tralning Imlallatioo.InlegmOnn. atiflratlon. lacing,&QC Tlujc 1- Sbn/days onsite per day mcludmg lmucl 0 51,000.00 50.00 $ lan/duys multiple site unsne per day 0 5300.00 50.00 SupRMi YI reinale access sonNlre support & Yparad T (Internet access required) I 5D Q1 500D ••• Installm ton does not include ofriale for Acquisition 5tauons at area eomnunjs Giguel loten"1411014 dfaturgeoretif System, Acquisition tilalnlenanee J. Support ntpm maintenance &. support contract for AequDilinn Sc allots I year pans & labor depot service (n Linnr) 1 5000 50.00 •- i Year depot included in in purchase •' 5'_.399.00 So Errors It. Ortsemns Conemge No SOo0 Subtotal S2,39900 Sala Tax 7.73%5 S I Sa 9'- Shtpping $7500 OTAL S'_.6'-3 92 '•• This pricing includes "Sole Source Discount". If this purchase requires a RFF, pricing oil) he higher. ••• ••• All luted opacities assume IATO - I.000.000.000.000 Pyla. ••• ... Linear Tier I Uiscuum .E m:mufa[tartn mMiJ� inAwkd in price • ®� • •• Linear u ill charier additional fen if City,County Stam let its fees for Ousiness License or Sales Ta s. • • • Qnrmn YM—ired- Linear Systems. Inc. LI\EAR SYSTEMS until: 4/60019 1.11 Rancho Cucam^_a. onC.\ a1 Johnny l kniseh Terms: \30 509-399-4;45 r n�.cn..,.n. LA%v E\FORCfd1EAT Ship Vu Truck 909499-4,a6 lax - -0 DIVISION cs.l M: GS -3517-0547F 25H-5 25H-6