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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL AJlW GINA L
From: TOM MAREK,
ACTING LS. DIRECTOR
Subj~:
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
MlCC Meeting Date: June 20, 2005
Dept: ADMINIINFORMATION
SERVICES DMSION
Date: MAY 24, 2005
Synopsis of Previous CouneD Amon:
Feb. 19,2002 - Resolution #2002-53 - Approved the purchase of the FileNet document imaging
system.
Reeommended Motion:
Adopt resolution.
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Signature
Contaet penon:
Tn... UlptL-
Phone:
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Supporting data attaehed: Staff R~ort
Ward:
FUNDING REQUIREMENTS: Amount:
S 44,895.00
Souree: (Acct. No.) 679-251-5172
(A,......t ~cu..."ption) Maint;anan....,. C<Wttlcti
Finance:
Couneil Notes:
Agenda Item No.
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eo}W/06
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CITY OF SAN BIIRNARDINO - UQUIST 'OR 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 A vrio 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.
Scanning station hardware, software, and custom workflow (document routing) software were
purchased and developed for the FileNET system by A vrio Corporation of Glendale, California.
The Police Department has an existing maintenance contract with this vendor.
This annual maintenance contract provides essential software upgrades, 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 2005/2006 is $44,895.00. The amount for fiscal year 2004/2005 was
$52,965.00 for a decrease of $8,070.00.
Recommendation:
Adopt resolution.
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RESOLUTION NO. iC ~ [p> V
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 HARDWARFJSOFTWARE WITH AVRIO CORPORATION OF GLENDALE,
CA
BE IT RESOLVED:
SECTION 1. That Avno 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 $ 44,895.00 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 200512006 contract PO for annual software and hardware maintenance services. Not to
exceed $44,895.00."
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): bl yo {'O(" Item #
Vote: Ayes '1 Nays
Change to motion to amend original documents D
do
Resolution #
~V1J~-159
Absent
Abstain
Companion Resolutions
Null/Void After: days /
Resolution # On Attachments: D Note on Resolution of attachment stored separately: D
PUBLISH D
POST D
Date Sent to Mayor:
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
By:
Reso. Log Updated: ~ /
Seal Impressed: .6'
i
I
Date Memo/Letter Sent for Signature:
1 sl Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Not Returned: D
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders<(64~}, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5551):
.'
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
J Animal Control D EDA D
~
.
~ City Administrator ~/ Facilities 6
City Attorney Finance
Code Compliance D Fire Department D
Development Services D Human Resources D
Others:
Notes:
Yes //
Yes
Yes
Yes
Yes
NO~.BY_
No_ By_
NoLBy_
No ---..a- yY
No-.L By_
Information Services
Parks & Recreation
Police Department
Public Services
Water Department
6'/
D
D
D
D
Datel/Ht o(
Revised 12/18/03