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Home My WebLink About25A - AGMT - POLICE DIGITAL IMAGING MANAGEMENT SYSTEMCLERK OF COUNCIL USE ONLY: MARCH 21, 2011 TITLE: AGREEMENT FOR EXPANSION TO POLICE DIGITAL IMAGING MANAGEMENT SYSTEM ??? CITY MANAGER RECOMMENDED ACTION APPROVED Q As Recommended ? As Amended (] Ordinance on 'Ist Reading ? Ordinance on 2ntl Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Direct the City Attorney to prepare and authorize the City Manager, Chief of Police and the Clerk of the Council to execute an agreement with Linear Systems for the expansion 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 $31 ,240.56. DISCUSSION The Police Department's Digital Imaging Management System (DIMS) was purchased in 2005 through Urban Area Security Initiative (UASI) funds and allows crime scene images to be captured and stored digitally. It currently houses over four-hundred thousand crime scene photographs and countless hours of crime scene video footage and audio interviews. 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 undeniably obligatory. As of January 201 1 , this system has reached 93% capacity, as it has not been expanded since inception. The responsible vendor, Linear Systems, has been accommodating, professional and consistent in it's servicing of the system thus far. FISCAL IMPACT Funds are available in the Police Department's Asset Forfeiture Account #02614450 62300_ ? ? ? Paul M. Walters Chief of Police Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Francesco Gutierrez Executive Director Finance & Management Services Agency?? 25A-1 25A-2 FIFTH AMENDMENT TO DIGITAL IMAGING MANAGEMENT SYSTEM CONSULTANT AGREEMENT THiS FIFTH AMENDMENT TO AGREEMENT is entered into on this ? day of ? V , 20 L 1, 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-] 66, 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 subsequently amended by First Amendment to Agreement No. A-2006-166-07, dated March 28, 2007, to include additional equipment and provided extended warranties, support and maintenance. C. Said Agreement was subsequently amended by Second Amendment to Agreement No. 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. Said Agreement was subsequently amended by Third Amendment to Agreement No. A-2009-046, dated May 4, 2009, to extend the warranties, maintenance and support and to set forth the parties' agreement as to the annual maintenance period. E. Said Agreement was subsequently amended by Fourth Amendment to Agreement No. A-2010-230, dated November 15, 2010, to provide equipment upgrades, extend the term of software support and maintenance provisions, and increase compensation to pay for the upgrades and support and maintenance. F. In accordance with the terms and conditions of said Agreement, the parties wish to amend said Agreement to expand the City's current 3.2 TB Digital Imaging System server to a 16TB capacity to ensure continued support of all Santa Ana Police Department's digital evidence assets, provide for training, temporary storage systems as necessary during the expansion, provide for ongoing maintenance and support services for the expanded system at no additional charge to City, and to increase compensation to pay for costs related to the expanded system. 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 Fifth Amendment to Agreement, the parties agree as follows: 25A-3 1. Section 1, SCOPE, shall be amended to expand the City's current 3.2 TB Digital imaging System server to a 16TB capacity server and to include equipment and services performed by?Consultant as set forth in Exhibit 1, attached hereto and incorporated by reference. 2. In addition, Section 1, SCOPE, shall be amended to: (a) require Consultant to provide training on the enhanced system to the City's Digital Imaging System Administrator(s) at no additional charge; and (b) reflect that Consultant shall supply, on a loan basis, additional storage systems in addition to the upgraded systems that are to be purchased under this Fifth Amendment, to allow triple redundancy with no loss of functionality during the upgrade process. 3. Section 3(a), COMPENSATION, shall be amended to increase compensation to an amount not to exceed $3 ],240.56 to pay for expansion of the City's current 3.2 TB Digital imaging System server to a 1 6TB capacity Digital Imaging System server and to include equipment and services performed by Consultant, as set forth in Exhibit 1, attached hereto and incorporated by reference. There shall be no compensation paid for ongoing maintenance and support services of the enhanced system in addition to that compensation for maintenance and support services set forth in the Fourth Amendment to said Agreement. 4. Consultant represents that its staff has been screened by background checks and is authorized such as to allow secured access to the Santa Ana Police facility and server rooms. 5. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. /// /// /// /// /// /// /// /// /// 25A-4 IN WITNESS WHEREOF, the parties hereto have executed this Fifth Amendment to said Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council CITY OF SANTA ANA DAVID N. REAM City Manager APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY ?_ d p ,i Teresa"C. Judd ?,;' Assistant City Attorney RECOMMENDED FOR APPROVAL: LINEAR SYSTEMS (Print Name) (Print Title) ??-hi ??-15 I?i4-/L- SO N. S? ctv PAUL M. WALTERS Chief of Police 25A-5 EXHIBIT 1 25A-6 Santa Ana Police Department Digital Imaging Project Equipment Digira! Injormafion Management System ImageServer Solution #LS-6200X7 DLMS Database Case Management Decoding ImageServer Rack 16.0"fH DIMS ImageServer 2U Rack redundant SOOW power supplies 12 SATA H bays 7 S Y," bat DIMS quad-core processor Intel 4GB RAM I.OTB O/S DIMS Usage Server Controller Module w/ LCD 16.OTB RAID 6 w/ 64-bit PCI-X SX Processor SATA II IQ net manager 4.OTH auto hot spare auto rebuild (I6.OTB total drive capacity 12.076 usable) 2.076 RAID certified server class high speed hard drives RAID controller w/ write cache battery backup module DIMS Extended Dynamic Volume Allocation Array Module 64-Bit A/D converter DIMS acquisition encryption ca-processor SMARTi500LCD line interactive UPS system ' Installation @ Linear •**This pricing is re0eclive ofa trade-in. *** This unit requires add-on chassis for upgrade Digira/ h[jornration Management System Archive Storage #LS-600XR DIMS real-time online archive Rcdunda nt Network Storage FallSafe Solution D1M5 RAID 6 RNSS 21J rack chassis Mple redundant SOUW power supplies 16.076 RAID 6 RNSS 4.076 auto hot spare auto rebuild (16.076 total drive capacity 12.076 usable) 2.OTB RAID certified server class high speed hard drives RAID controller w/ write cache battery backup module DIMS UnageServer O/S FailSaf'e DIMS FailSafe multi-user case management database (redundan Umirrored) DIMS Extended Dynamic Volume Allocation Array Module DIMS Extended Dynamic Volume Allocation Array Module Installation @ Linear *** This unit i5 upgnrdeable to 48.076 by adding additional drives •*" This unit does not include UPS Dlgitn! Lrjorrnafion Nanagemenf System Archive Storage #LS-600XR DIMS real-time online archive Redundant Nehvork Storage Solution 16.OTS DIMS RAID 6 RNSS 2U rack chassis triple redundant SOOW power supplies 16.076 RAID 6 RNSS 4.OTB auto hot spare auto rebuild (L6.OTB total drive capacity 12.076 usable) 2.076 RAID certified server class high speed hard drives RAID controller w/ write cache battery backup module DIMS Extended Dynamic Volume Allocation Array Module DIMS Extended Dynamic Volume Allocation Array Module Installation @ Linear **^ This unit is upgradeable to 48.OTB by adding additional drives *** This unit does no[ include IJPS Digital /njorm[ttion Management System Solution Service Installation, integration, calibre [ion, testing, 8c QC Man/days onsite per day including travel Zone # 1 M aNdays multiple site onsite per day Zone #1 Supervised remote access software support Fe upgredes (Internet access required) *** Installation does not include ofl'site for Acquisition Stations a[ area commands Depot mat ntenance 8c support contract 1 year parts 8c labor depot service (@ Linear) 5 year soRware version upgrades &, maintenance 5 years telephone technical support hardware 8c soRware (normal business hours) 2/1/ROI I 3:29 YM Phase Quonllty Unit S E.tended S Total $ $1 6,541.00 Phase I Vii,";?l'8;?41.0O'r I $13,941.00 $13,941.00 I $o.oo $o.oo 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $2,600.00 $2,600.00 $1 6,894.00 16.0"l'6 Phase I : ' $ I?6,$94?,(50 -? ] $9,294.00 $9,294.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $5,000.00 $5,000.00 1 $0.00 $0.00 1 $2,600.00 $2,600.00 $1 L,894.00 1 $9,294A0 $9,294.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 1 $0.00 $0.00 ] $0.00 $0.00 1 $2,600.00 $2,600.00 $ 1,000.00 Phase I ':?"' $1.q,Q,P,R.P,+ 1 $7,000.00 $],000.00 O $800.00 $0.00 I $0.00 $0.00 Phase 1 $O,OI)-,; 1 $0.00 $0.00 1 $0.00 $0.00 I $0.00 $0.00 PreFerred Customer Oiscount $46,329.00 No Errors 8c Omissions Coverage ($ 16,894.00) Subtotal No $0.00 Sales Tax $29.435.00 Shipping 8.75% $1,805.56 $0.00 *** All Ilsted eapacltles assume LOTB = 1,OOQ000,000,000 bytes. *** $} 1,240.56 `** Discount reflects donation of 3rd repository and FallSafe for RNSS. *'^* Linear Systems LINEAR SYSTEMS Rancho Cucamonga, CA + -?V •"' 'wW _._A-y Valid until: 3/16/2011 p„a,,,q Chris Parsons 909-8994345 LAW ENFORCEMENT Terms. N-30 909-899 4346 fax Ship Via: Truck D?V1SfON GSA #: GS-35F-0547K . "._li an??ss._:v 25A-7 25A-8