25E - AGMT FOR POLICE DIGITAL IMAGING

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 16, 2020 TITLE: APPROVE AGREEMENT WITH LINEAR SYSTEMS FOR ANNUAL MAINTENANCE AND SUPPORT OF POLICE DIGITAL IMAGING SYSTEM IN THE AMOUNT OF $77,304.19 (GENERAL FUND) CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1sl Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager to execute a three-year agreement with Linear Systems for the maintenance and support of the Police Department's Digital Imaging Management System (DIMS), for the period of July 1, 2020 through June 30, 2023, in an amount not to exceed $77,304.19, 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 over 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 its servicing of the system and staff recommends renewal of their agreement. The agreement will be for a three-year term of service and maintenance for $54,000, and includes replacement of a non- operational disc -producer for $6,799.19, a $10,000 contingency for unanticipated system modifications, and $7,500 for consumables necessary to the system over a three-year period. The total agreement amount after the Linear Systems Preferred Customer Discount Program discount of $995 is applied is $77,304.19. Three three-year maintenance fee will be made in three annual installments of $18,000 per year. The three-year term will cover the period of July 1, 2020 through June 30, 2023. 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. This agreement will include a termination provision that will provide the Police Department with the option g6rirorting service prior to June, 30, 2023.