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Home My WebLink About25D - AGMT - POLICE IMAGING SYSTEMSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 15, 2015 TITLE: AGREEMENT AMENDMENT WITH LINEAR SYSTEMS FOR POLICE DIGITAL IMAGING SYSTEM ENHANCEMENTS {STRATEGIC PLAN NO. 1, 3A} ./7, CITY MANAGER 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 e CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment to our existing three - year agreement with Linear Systems for the Police Department's Digital Imaging Management System (DIMS) storage enhancements, in an amount not to exceed $36,400, for a total amended agreement not to exceed $126,400, subject to non - substantive changes approved by the City Manager and City Attorney. 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. Due to dramatic increases in the size and quantity of digital evidence now being collected by the Police Department, the system is rapidly approaching its storage capacity. Staff recommends that the capacity of the system be increased. The cost for the system upgrade and the necessary data transfer process is $36,400. The Police Department has a three -year, $90,000 agreement, which expires June 30, 2017, with Linear Systems for maintenance and support of the DIMS system. The agreement amount will be revised to a total not to exceed $126,400. 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 A (Continuously evaluate and assess fiscal aspect of service delivery to ensure that the Police Department provides programs and services ef{iQle�tly�nd effectively). Agreement Amendment with Linear Systems September 15, 2015 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 A (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 are available in the Police Department's Criminal Activity - DOT contract services account (no. 02614455 62300). All $36,500 will be spent during FY 2015 -16. APPROVED AS TO FUNDS AND ACCOUNTS: Carlos Rojas Francisco Gutierrezz Chief of Police Executive Director Santa Ana Police Department Finance & Mgt. Services Agency 25D -2 FIRST AMENDMENT TO THE MAINTENANCE AND SUPPORT AGREEMENT THIS FIRST AMENDMENT TO THE MAINTENANCE AND SUPPORT AGREEMENT is entered into on September_, 2015 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 an Agreement #A -2014 -237, dated October 7, 2014, (hereinafter "said Agreement ") by which Contractor agreed to provide maintenance and support necessary for the Police Department's digital imaging management system (DIMS) which maintains all photograph, video and audio evidence for the Police Department. B. The Police Department has reached near maximum storage capacity for its DIMS system and now needs additional storage capacity, new servers to provide this additional storage capacity, installation, integration, calibration, testing and duality control services for the additional servers. C. In accordance with the terms and conditions of said Agreement, the parties wish to amend the original agreement to broaden the scope of the original agreement to provide for the purchase and installation of new servers for the DIMS system and to increase the compensation to pay for the additional hardware and services by $36,400 for a total amended agreement not to exceed $126,400. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Agreement, the patties agree as follows: 1. Section 1, SCOPE OF SERVICES, shall be amended to reflect the purchase of additional servers, additional storage capacity, installation, integration, calibration, testing and quality control as outlined in the attached Exhibit `B." 2. Section 2.A, COMPENSATION, shall be amended to increase the compensation by $36,400 for a total amended agreement not to exceed $126,400. 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect, /// 25D -3 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIAR. CARVALH0 City Attorney Laura A. Rossini Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: Carlos Rojas Chief of Police CITY OF SANTA ANA DAVID CAVAZOS City Manager CONTRACTOR 25D -4 (Naive) (Title) Exhibit `B" 25D -5 Santa Ana Police DIMS Server Trade -in & Upgrade Eaninmcut Phdse Ouanilty unit Extended t200XRDIMS Database Case Management Decoding ImageServer Rackmoant 48,10T6 9 DIMS RAID 6 CMS 2U rack chassis w/ redundant -50OW power supplies 1 $13,500.00 $13,500.00 48,0Ti3 RAID 6 1 $0.00 $0.00 12.0'fB auto hot spare auto rebuild (48.OT5 total drive capacity 36.OTB usable) 1 $0.0) $0.00 6.OTB RAID certified server class high speed hard drives 1 $0.00 $0.00 RAID controller w/ write cache battery backup module 1 $0.00 $0.00 IOGb Ethernet NIC Intel 0 $995.00 $0.00 * ** Required: Cat 6a or Class F /Cat 7 cables & Fibre Channel to copper transceiver 0 $0.00 $0.00 DIMS Storage Solution O/S 1 $0.00 $0.00 DIMS Extended Dynamic Volume Allocution Array Module 1 $0.00 $0.00 Installation @ Linear 1 .$1,000.00 $1,000.00 " ** This is a hardware only upgrade using existing O/S & database I Dlgrlat ti »rmatlan tt( mragonjeretS Solr`_�ilina_ &eSex verPaNSgjceAreGive�`*'* w � ��'7: 'uxtefhR¢r/un�ntiY_eAwarkSNrQym NLS- 6t00XR DIMS Databnse Case Mmmg¢ment Decoding ImageSever Rackmount 48.0113 �ka8e'�I.... � Linear trade -in discount for old hardware (also includes Market Development Funds 2014) � n � *� DIMS RAID 6 OAS 2U rack chassis w/ redundant 50OW power supplies I $13,500.00 $13,500.00 48.016 RAID 6 1 $0.00 $0.00 12.OTB auto hot spare auto rebuild (48AT6 total drive capacity 36.OTB usable) 1 $0.00 $0.00 6.OTB RAID certified serverclass high speed Bard drives 1 $0100 $0.00 RAID controller w/ write cache battery backup module 1 $0.00 $0.00 tOGb Ethernet NIC Intel 0 $995.00 $0.00 * ** Required: Cat 6a or Class F /Cat 7 cables & Fibre Channel to copper transceiver - 0 $0.00 $0.00 DIMS FailSafemulti -user case management database (redundandin cored) I $5,0W.00 $5,000.00 DIMS Storage Solution O/S 1 $0.00 $0.00 .,.,..:..: D1NL5; Ea[ endedRynwvic. Ynlmne6111neattou .Aviry_MOdule:_,_:__ ____,_,_ - -- I - SO..00. -._ �.SOAO installation @Linear 1 $1,000.00 $1,000.00 * ** This is ahardware only upgrade using existing O/S & database .J ` 4Y DIVISION sl o. zl'rcar- scstum.unn 200XR DIMS Database Case Management Decoding ImageServer Rackmount 48.016 arvsom It3e Pat Total DIMS RA [D 6 CMS 2U rack chassis w/ redundant 50OW power supplies - 1 $13,500.00 $13,500,00 48.OIB RAID 6 1 $0.00 $0.00 13.01`13 auto tat spare auto rebuild (48 -OTB total drive capacity 36.0'rB usable) 1 $0.00 $0.00 6.0113 RAID earn tied server class high speed hard drives 1 $0.00 $0.00 RAID controller w/ write cache battery backup module 1 $0.00 $0100 DIMS Storage Solution O/S 1 $0.00 $0.00 DIMS Extended Dynamic Volume Allocation Array Module 1 $0.00 $0.00 installation @ Linear 1 $1,00000 $1,00000 Installation, Integration, calibration, testing, & QC MaNdays onsite per day including travel Zone:71 (adjust as needed) 1 $1,000.00 $1,000.00 MaNdays multiple site onsite per day Zone N ( adult as needed) 0: IISOR00 $0,00 Supervised remote access software support & upgrades (Internet access required) 1 $0.00 $0.00 * *" Installation does not include offst e For Ac uisition Stations at area commands - - h „ v < a ,Sliw $49,500.00 Linear trade -in discount for old hardware (also includes Market Development Funds 2014) is I y500100) No Enrors& Omissions Coverage No $0.00 Subtotal $34,000.00 Sales Tax 8.00% $2.400.00 Shipping $0.00 $36,400.00 * ** New equipment will be shipped In advance for data transfer. * ** *'** This pricing is based on "Sole Source" procurement. IF this purchase requires a RFP, pricing will be higher. * ** Approximate $15,500.00 *'*Estimation or RFP costs (man days & contracts) add to cost (not sole source). * ** All listed capacities assume LOTS= 1,000,000,000,000 bytes. *** °•"* Systems will he covered under the exi0ing maintenance contract with the city. " *" Options * ** 3rd repository is highly recommended fur storrtge solo douse e•?4.Ifro. * ** Linear will charge additional fees if Clty /Cou1u)=5(vte levies fees for Busmoss License or sales tax, * ** Linear Systems if SYSTEMS LINEAR SYSTEMS Melissa Dutkevitclr Volitional]: 7122015 Rancho Cucamonga, CA wcassadarrear-evstemsco" Terns: N -30 909.899 -4345 T+ E - 909- 899 -4346 fax LANv NEORCEMCNT 11.1,w1: Johnny Flentsch Ship Via: Track GSA 9: GS- 35F- 05471: .J ` 4Y DIVISION sl o. zl'rcar- scstum.unn 25D -6