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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK, 0 RIG I Subject:
IT DIRECTOR N A L RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
Dept: ADMINIINFORMATION RENEWAL OF THE EXISTING
TECHNOLOGY DIVISION MAINTENANCE CONTRACT FOR
POLICE DOCUMENT IMAGING
Date: April 24, 2006 SYSTEM WORKFLOW SOFTWARE
AND SCANNING STATION
HARDWARE/SOFTWARE WITH
A VRIO CORPORATION OF
GLENDALE, CA
MlCC Meeting Date: June 5, 2006
Synopsis of Previous CouncD Action:
Feb. 19,2002 - Resolution #2002-53 - Approved the purchase of the FileNet document imaging
system.
Recommended Motion:
v~~
Signature
Adopt resolution.
Contact person:
Tnwn Mg~1c
Phone:
~lILll;qd.7
Supporting data attached: Staff R~port
Ward:
FUNDING REQUIREMENTS: Amount:
$ 30,000.00
Source: (Acct. No.) 679-251-5172
(Al"t1 np,(!("1"iption) M!lI1ntp.ngnl'(" ("ontraM~
Finance:
CouncD Notes:
\( {,SO. d-QOh - 15(0
Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL acnoN
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.
Scanning station hardware, software, and custom workflow (document routing) software were
purchased and developed for the FileNET system by Avrio 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.
Financ:ial Impact:
The annual cost for Document Imaging System workflow software and scanning station
maintenance for fiscal year 2006/2007 is $30,000.00, same amount for fiscal year 2005/2006.
Recommendation:
Adopt resolution.
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RESOLUTION NO.
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 WI1H 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 $ 30,000.00 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 2006/2007 contract PO for annual software and hardware maintenance services. Not to
exceed $30,000.00."
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28 (/
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
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
. ,2006, by the following vote, to wit:
Council Members
Am
Nm
Abstain
Absent
ESTRADA
BAXTER
McGINNIS
DERRY
KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2006.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to form:
. +/~~
es F. Penman, City Attorney
.... ",.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~ Item #
Vote: Ayes I)';'} /=)~ L.n Nays -B
Change to motion to amend original documents D
NullNoid After: ~ days /
Resolution # On Attachments: D
PUBLISH D
POST D
:J 0 Resolution # J...OO b - 15'(D
Abstain .-Q- Absent 3
Companion Resolutions
Note on Resolution of attachment stored separately: D
RECORD W/COUNTY D
By:
D.. s,",," M.,", Ij h ~ C:
Date of Mayor's Signature: ( '\ \D\jJ
Date ofClerk/CDC Signature: ~
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
~
Jsa.
Reso. Log Updated:
Seal Impressed:
Reso. # on StaffReport~
Date Returned:
2"d Reminder Letter Sent:
Not Returned: D
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413,6429,6433,10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985,8234,655,92-389):
Yes ../ No By~
Yes No ./ By~
~
Yes No V" By~
Yes No--.L By~
Yes No / By~
Copies Distributed to:
Animal Control
City Administrator
City Attorney
Code Compliance
Development Services
Others:
D
D
j:J 4/C,
D
D
EDA D Information Services 31 ~ I 'i
Facilities D Parks & Recreation D
Finance j)J. (:' I q Police Department D
Fire Department D Public Services D
Human Resources D Water Department D
Notes:
Ready to File: _
Revised 12/18/03
Date: