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Police Department <br />www.santa-ana.org/pd <br />Item # 17 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />January 18, 2022 <br />TOPIC: Jail Management System Maintenance <br />AGENDA TITLE: <br />Approve a Three-Year Agreement with Advanced Technology Information Management <br />Systems in the Amount of $268,223 for Jail Management System Maintenance (General <br />Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute an agreement with Advanced Technology <br />Information Systems for software maintenance and customer support, for the period of <br />January 18, 2022 through December 18, 2024, in an amount not to exceed $268,223 <br />(including a $238,223 base agreement amount and a $30,000 contingency), subject to <br />non-substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />On February 21, 2012, the City Council approved an agreement with Advanced <br />Technology Information Systems (ATIMS) for a Jail Management software system <br />(A-2012-029). This system’s primary purpose is to manage Jail operations, including <br />inmate intake and release, inmate records management, visitation schedules, Jail <br />incidents, and inmate transfer and movement activities. It allows Jail staff to generate <br />regulatory and fiscal reports required by the State, as well as its contract <br />agencies. Beyond the system’s use within the Jail, this software is used by other <br />members of the Police Department for processing registrants, sending documents to <br />court, and managing mug shot photos. <br />The Santa Ana Jail has been using ATIMS to manage Jail information and operations <br />since 2012. ATIMS has been accommodating, professional, and consistent in its <br />servicing of the system. Similar to other City enterprise systems, it is not cost-effective <br />to issue an RFP to replace the system every few years. The Jail will continue to use <br />ATIMS until technology enhancements present a better, more cost-effective solution for <br />managing Jail information and operations. The Police Department is proposing to <br />execute a new three-year agreement with ATIMS for the licensing, support, and <br />maintenance of its Jail Management System for $238,223. The agreement provides for <br />payment for maintenance coverage for the period of December 19, 2021 up to the <br />agreement effective date of January 18, 2022 to prevent any lapse in maintenance. A