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Home My WebLink About25D - MAINT AND UPGRADE TO POLICE DIGITAL IMAGING SYSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: May 4, 2009 TITLE: AGREEMENT FOR MAINTENANCE AND UPGRADE TO POLICE DIGITAL IMAGING MANAGEMENT SYSTEM CI MANAGE RECOMMENDED ACTfON CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1ST Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For, CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached amendment to the agreement with Linear Systems, subject to non- substantive changes approved by the City Manager and City Attorney, for the continued maintenance and upgrade of the Digital Imaging Management System (DIMS), which maintains all photographic still, video and audio evidence for the City and Police Department, in an amount not to exceed $55,542.90. DISCUSSION The Police Department`s Digital Imaging Management System (DIMS) was purchased in 2004 through Urban Area Security Initiative (UASI) funds and allows crime scene images to be captured and stored digitally. It currently houses nearly 200,000 crime scene photographs and countless hours of crime scene video footage. This system is a compulsory investigative tool that assists in the successful documentation of extensive crime scenes. Such a system is of paramount importance to criminal investigations and its maintenance, continued security, and storage redundancy is obviously essential. The responsible vendor, Linear Systems, has been accommodating, professional and consistent in servicing of the system thus far. The proposed amendment extends the term of the agreement through June 30, 2010, contingent upon funding in the FY 20009-2010 budget, and increases compensation to pay for upgrades and maintenance during the extended term. 25D-1 Digital Evidence Management System Maintenance May 4, 2009 Page 2 FISCAL IMPACT Funds are available in the Police Department's Investigations Bureau / Forensic Services Contractual Account #11-344-6291. APPROVED AS TO FUNDS AND ACCOUNTS: Paul M. Wa ters Chief of Police Police Department Francisco Gutierrez Executive Director Finance & Mngmt. Services Agency 25D-2 THIRD AMENDMENT TO DIGITAL IMAGING MANAGEMENT SYSTEM MAINTENANCE AGREEMENT THIS THIRD AMENDMENT TO AGREEMENT is entered into on April 6, 2009, by and between Linear Systems ("Consultant") and the City of Santa Ana, a charter city and municipal corporation of the State of California ("City"). RECITALS: A. The parties entered into Agreement # A-2005-166, dated July 21, 2005, (hereinafter "said Agreement") by which Consultant has provided digital imaging software and maintenance for use by the City's Police Department Forensic Division. B. Said Agreement was amended by agreement A-2006-166-01, dated March 28, 2007, to include additional equipment and provided extended warranties, support and maintenance. C. Said Agreement was subsequently amended by agreement A-2006-166-02, dated March 6, 2008, to extend the warranties, maintenance and support and to set forth the parties' agreement as to the annual maintenance period. D. In accordance with the terms and conditions of said Agreement, the parties wish to amend said Agreement to provide equipment upgrades, extend the term of the software support and maintenance provisions and increase compensation to pay for the upgrades and support and maintenance services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Third Amendment to Agreement, the parties agree as follows: 1. Section 3.a, COMPENSATION, shall be amended to increase compensation by $23,000 to pay for upgrades to and an additional eight month term, November 1, 2008 through June 30, 2009, of on-site warranty, maintenance and support for hardware and software installed and maintained pursuant to said Agreement, as set forth in Exhibit 1, attached hereto and incorporated by reference. If the Santa Ana City Council approves funding for continued support and maintenance of the digital imaging softwaze, in the 2009/10 Citywide budget, Compensation will be increased by an additional $34,000 to pay for support and maintenance during the 2009/10 fiscal yeaz, as set forth in Exhibit 2, attached hereto and incorporated by this reference. 2. Section 4, TERM, shall be amended to extend the warranties, maintenance and support for an additional eight month period from November 1, 2008 through June 30, 25D-3 2009. If the Santa Ana City Council approves funding for continued support and maintenance in the 2009/ 10 Citywide budget, said approval will trigger an additional one-year extension of the term, through June 30, 2010. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA PATRICIA E. HEALY Clerk of the Council DAVID N. REAM City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney LINEAR SYSTEMS By: Laura Sheedy Assistant City Attorney (NAME) (Title) 25D-4 EXHIBIT 1 Linear Systems will provide on-site warranty & upgrades for the term from November 1, 2008 through June 30, 2009, as follows: Linear 1 year* on-site warranty & upgrades Download Station $1,833.33 Linear 1 year* on-site warranty & upgrades ImageServer $5,83333 Linear 1 year* on-site maintenance, upgrades & support for DB Case Management Rack Server $2,333.33 Linear l year* on-site maintenance, upgrades & support for Linear PDD Library $5,833.33 Linear 1 year* additional warranty Forensic Services Field Personnel Kit $1,990.50 Linear 1 year* additional warranty Forensic Services Lab Kit 20D $650.00 Linear 1 year* additional warranty Forensic Services Lab Kit XL-2 $143.33 Linear 1 year* on-site maintenance 8r, support for Digital Output Devices $3,600.00 Total *Pricing represents proration of services for an eight month period From 11/1/2008 - 6/30/2009 22 217.15 25D-5 EXHIBIT 2 Linear Systems will provide on-site warranty & upgrades for aone-year term, from July 1, 2009 through June 30, 2010, as follows: Linear 1 year on-site warranty & upgrades Download Station $2,750.00 Linear 1 year on-site warranty & upgrades ImageServer $8,750.00 Linear 1 year on-site maintenance, upgrades & support for DB Case Management Rack $3,500.00 Linear 1 year on-site maintenance, upgrades & support for Linear PDD Library $8,750.00 Linear 1 year additional warranty Forensic Services Field Personnel Kit $2,985.75 Linear 1 year additional warranty Forensic Services Lab Kit 20D $975.00 Linear 1 year additional warranty Forensic Services Lab Kit XL-2 $215.00 Linear 1 year on-site maintenance & support for Digital Output Devices $5,400.00 Total $33.325.75 25D-6