25D - AGMT - POLICE IMAGING SYSTEMS

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REQUEST 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).