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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />MAY 7, 2019 <br />TITLE: <br />APPROVE SECOND AMENDMENT TO <br />AGREEMENT WITH LINEAR SYSTEMS <br />IN THE AMOUNT OF $8,000 TO INCLUDE <br />DIGITAL IMAGING SYSTEM SUPPLIES <br />AND EQUIPMENT REPLACEMENT <br />(STRATEGIC PLAN NO. 1, 3A) <br />CITY NANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1� Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute a second amendment to the <br />Maintenance Service Agreement with Linear Systems to include the purchase of consumable <br />supplies and the replacement of an administration terminal for the Digital Imaging Management <br />System (DIMS) in the amount of $8,000, for a total not to exceed agreement amount of $87,000, <br />subject to non -substantive changes approved by the City Manager and City Attorney. The term of <br />this agreement will remain July 1, 2017 through June 30, 2020. <br />DISCUSSION <br />The Police Department's Digital Imaging Management System (DIMS) was purchased in 2004 <br />using Urban Area Security Initiative (UASI) funds and allows crime scene images to be captured <br />and stored digitally. It currently houses nearly 800,000 crime scene photographs and countless <br />hours of crime scene video and audio footage. This system is a compulsory investigative tool that <br />assists in the successful documentation of extensive crime scenes. The DIMS system used by the <br />Police Department was developed by Linear Systems, thereby making Linear Systems a <br />proprietary source for system maintenance and updates. The DIMS system is of paramount <br />importance to criminal investigations and its maintenance, continued security, and storage <br />redundancy is essential for the Police Department's Forensic Services section. <br />This amendment will allow the Police Department to purchase consumables, such as system toner, <br />display boards, CD's, DVDs, and system specific ribbon. In addition, the administration <br />workstation is currently operating on a Windows XP platform that is no longer supported. City IT <br />has recommended replacement of the workstation. The $87,000 not to exceed agreement amount <br />includes three years of maintenance and support ($23,000 per year), a $10,000 contingency and <br />$8,000 for supplies and equipment. Linear Systems has been accommodating, professional and <br />consistent in it's servicing of the system, therefore staff recommends approval of this amendment <br />25H-1 <br />