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Home My WebLink About33-Information Technology CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: TOM MAREK, IT DIRECTOR "-C'" ,..~ --,-" ".,. .. ,. t:\1 i~: !"_t I' , , L I \;... I.. ~I,.) .... t I V ~ Subject: RESOLUTION OF THE MAYOR AND col\ftWJ'@l~~: 04 OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXTENSION OF A MAINTENANCE CONTACT AND THE AWARD OF AN ANNUAL PURCHASE ORDER FOR MAINTENANCE OF THE POLICE DOCUMENT IMAGING SYSTEM WORKFLOW SOFI'WARE AND SCANNING STATION HARDWAREISOFI'WARE TO A VRIO CORPORATION OF GLENDALE, CA Dept: INFORMATION TECHNOLOGY DMSION Date: June 4, 2008 MlCC Meeting Date: June 16, 2008 Synopsis of Previous Council Amon: Continued from June 2, 2008. July 2, 2007 - Resolution #2007-216 - Approved the renewal of the maintenance contract with Avrio for maintenance of the Police Document Imaging System Workflow Software and scanning station hardware/software. June 5, 2006 - Resolution #2006-156 - Approved the renewal of the maintenance contract with Avrio for maintenance of the FileNet document imaging system. Reeommended Motion: Adopt resolution. ~v~~J Signature Contact person: Tnln MGlP...1c Phone: 'tJilL.t;Q.&7 Supporting data attached: Staff Report Ward: All FUNDING REQUIREMENTS: Amount: S 65,524.00 Source: (Acct. No.) 679-251-5172 (4""('It OplO:!l"'riptinn) M!:Iintpn~:n~,...p rnntm.l"tQ Finance: Council Notes: tJo. 33 Agenda Item No. _ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the extension of a maintenance contract and the award of an annual purchase order for maintenance for Police document imaging system workflow software and SC.Rnning station hardware/software to A vrio Corporation of Glendale, CA. 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. The FileNET system is made up of components manufactured by FileNET (an IBM company), Kofax, Hewlett-Packard, and Kodak. 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. Ibis 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 images 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. Previously, FileNET provided maintenance for all of their proprietary software. Avrio is an authorized partner for FileNET and has absorbed the City's previous contract with FileNET. A vrio provides this maintenance for a discount and is the primary maintenance contact for the majority of the Police Department's FileNET service requests. Financial Impact: The annual cost for Document Imaging System workflow software and SC'.Rnning station maintenance for fiscal year 200812009 is $65,524.00 and funds for this service have been included in the IT 08/09 budget. Recommendation: Adopt resolution. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXTENSION OF A MAINTENANCE CONTRACT AND THE AWARD OF AN ANNUAL PURCHASE ORDER FOR MAINTENANCE OF THE POLICE DOCUMENT IMAGING SYSTEM WORKFLOW SOFTWARE AND SCANNING STATION HARDWARE/SOFTWARE TO AVRIO CORPORATION OF GLENDALE, CA BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That Avrio Corporation is a selected 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 hereby approve the renewal for FY 2008/2009 of the master maintenance agreement with Avrio Corporation (formerly, FileNET) for the maintenance of the FileNET document imaging system approved by Resolution No. 2002-53, on file in the City Clerk's office. SECTION 3. That the Mayor and Common Council authorize the Director of Finance or hislher designee to issue a purchase order for $ 65,524.00 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 adopted by Resolution No. 2002-53, which is on file in the City Clerk's Office. The Purchase Order shall read, "Annual FY 2008/2009 contract PO for annual software and hardware maintenance services. Not to exceed $65,524.00." SECTION 4. This purchase is exempt from the formal contract provisions of San Bernardino Municipal Code4 Section 3.04.010 (B)(3), "Purchases approved by the Mayor and Common Council." SECTION 5. The authorization to issue the above-referenced purchase order is rescinded if not issued within sixty (60) days of the passage of this resolution. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXTENSION OF THE MAINTENANCE CONTRACT AND THE AWARD OF AN ANNUAL PURCHASE ORDER FOR MAINTENANCE OF THE POLICE DOCUMENT IMAGING SYSTEM WORKFLOW SOFTWARE AND SCANNING STATION HARDWARE/SOFTWARE TO AVRIO CORPORATION OF GLENDALE, CA I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the_ day of , 2008, by the following vote, to wit: Council Members Abstain Aves Navs Absent ESTRADA BAXTER BRINKER DERRY KELLEY JOHNSON McCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of , 2008. PatrickJ.Morris,Mayor City of San Bernardino Approved as to form: