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REQUEST 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