25G - AGMT ANNUAL MAINT. AND SUPORT OF POLICE DIGITAL IMAGING SYS

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REQUEST FOR COUNCIL ACTION MilfK4d•19.DiIPiles*l►.[e7J_vl=; JUNE 20, 2017 TITLE: AGREEMENT WITH LINEAR SYSTEMS FOR ANNUAL MAINTENANCE AND SUPPORT OF POLICE DIGITAL IMAGING SYSTEM {STRATEGIC PLAN NO. 1, 3A} CITYd AN GER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute a one-year agreement with Linear Systems, with two optional one-year extensions, for the maintenance and support of the Digital Imaging Management System (DIMS), for the period of July 1, 2017 through June 30, 2018, in an amount not to exceed $33,000, including a $10,000 contingency, 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 600,000 crime scene photographs and a significant amount of 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 Police Department's 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 base agreement will be for a one-year term in the amount of $33,000, which includes a $10,000 contingency for unanticipated system modifications. The one-year term will cover the period of July 1, 2017 through June 30, 2018. 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 provide the Police Department with the option of exercising two, one-year extensions, should the new software not be ready for use by the Police Department. 25G-1