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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK,
ACTING LS. DIRECTOR
QR\G\NAL
Subject:
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
RENEWAL OF THE EXISTING
MAINTENANCE CONTRACT FOR
POllCE DOCUMENT IMAGING
SYSTEM WORKFLOW SOFTWARE
AND SCANNING STATION
HARDWARElSOFTWARE WITH
A VRIO CORPORATION OF
GLENDALE, CA
Dept: ADMIN/INFORMATION
SERVICES DIVISION
Date: May 24, 2004
MlCC Meeting Date: June 21, 2004
Synopsis of Previous Couneil Ac:tion:
Feb. 19,2002 - Resolution #2002-53 - Approved the purchase of the FileNet document imaging
system.
Recommended Motion:
Adopt resolution.
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Signature
Contad person:
Tn... U.....1c
Phone:
l.R.L"G.d.7
Supporting data attaehed: StRft"Report
Ward:
FUNDING REQUIREMENTS: Amount:
$ 52,965.00
Soune: (Acct. No.) 679-251-5172
(A,..r:t np.,u~.;ptlnn) UA1nt~An,..iPo r'nntraMCl.
Finanee:
Couneil Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino authorizing the renewal of the existing maintenance
contract for Police Document Imaging System workflow software and scanning station
hardware/software with Avrio Corporation of Glendale, California.
Background:
The Police Department uses a FileNET document imaging system to manage all of the
enforcement documents created by officers and detectives. The system also manages certain
types of administrative documents. Over 1 million pages of material are placed into the system
annually.
Custom workflow (document routing) software was developed for the FileNET system by
lmagesoft Corporation of Irvine, California Scanning station hardware and software Was
purchased for the system from DPS Corporation of Glendale, California. The Police Department
has existing maintenance agreements with both vendors.
During Fiscal Year 03-04, these two vendors merged into one corporation and became Avrio
Corporation which is based in Glendale, California. Avrio Corporation is honoring all lmagesoft
and DPS maintenance contracts. When the two maintenance contracts were separate, each was
slightly below $25,000.00. With the merger and this year's increase in maintenance costs, the
two separate contracts would have been over $25,000.00 each. As a combined pair, under one
vendor the total cost for workflow software and scanning station hardware/software is
$52,965.00.
This annual maintenance contract provides essential software upgrade, software patches
(repairs), and telephone support services for our department. In addition to software support, this
maintenance contract also provides essential hardware support for the Kodak scanning stations
used in the Police Department Records Bureau. These scanning stations create all of the
imagines used inside the document imaging system. The workflow software and the scan
stations must be maintained with current software so that critical crime reports, arrest reports and
other law enforcement documents can be available to police personnel around-the-clock.
Financial Impact:
The annual cost for Document Imaging System workflow software and scanning station
maintenance for fiscal year 2004/2005 is $52,965.00. These costs are included in I.S.
chargebacks to Police, and budgeted in I.S. account #679-251-5172
Recommendation:
Adopt resolution.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
RENEWAL OF THE EXISTING MAINTENANCE CONfRACT FOR POLICE
DOCUMENT IMAGING SYSTEM WORKFLOW SOFTWARE AND SCANNING
STATION HARDW ARElSOFTW ARE WlTII A VRIO CORPORATION OF GLENDALE,
CA
BE IT RESOLVED:
SECTION 1. That Avrio Corporation is a sole source provider of maintenance services
for the Document Imaging System workflow software and scanning station hardware and
software used by the San Bernardino Police Department.
SECTION 2. That the Mayor and Common Council authorize the Purchasing
Manager to issue a purchase order for $ 52,965.00 to Avrio Corporation, of
Glendale, California for maintenance services. The Purchase Order shall reference the number
of this resolution and shall incorporate the terms and conditions of the existing maintenance
contract, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual
FY 2004/2005 contract PO for annual software and hardware maintenance services. Not to
exceed $52,965.00."
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE RENEWAL
OF THE EXISTING MAINTENANCE CONTRACT FOR POLICE DOCUMENT IMAGING
SYSTEM WORKFLOW SOFTWARE AND SCANNING STATION
HARDW ARElSOFTW ARE WITH A VRIO CORPORATION OF GLENDALE, CA
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a
meeting thereot: held on
the_ day of
, 2004, by the following vote, to wit:
. Council Members
~
Nm
Abstain
Absent
ESTRADA
LIEN
McGINNIS
DERRY
SUAREZ
ANDERSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Penman, City Attorney