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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK.
IT DIRECTOR
Subject:
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
PURCHASING MANAGER TO
AWARD A PURCHASE ORDER FOR
MAINTENANCE FOR POLICE
DOCUMENT IMAGING SYSTEM
WORKFLOW SOFI'W ARE AND
SCANNING STATION
HARDW ARElSOFI'WARE WIm
A VRIO CORPORATION OF
GLENDALE,CA
Dept: ADMlNIINFORMATION
TECHNOLOGY DMSION
Date: May 15, 2007
MlCC Meeting Date: July 2, 2007
Synopsis of Previous Council Action:
June 5, 2006 - Resolution #2006-156 - Approved the renewal of the maintenance contract with
A vrio for maintenance of the FileNet document imaging system.
June 5, 2006 - Resolution #2006-157 - Approved the renewal of the maintenance contract with
FileNet Corporation for maintenance of the FileNet document imaging system.
Recommended Motion:
Adopt resolution.
~~~
Signature
Contact person:
Tntn MarQ-1r
Phone:
1R.d...c::Q.:1"7
Supporting data attached: Staff Report
Ward:
FUNDING REQUIREMENTS: Amount:
$ 59,524.00
Source: (Acct. No.) 679-251-5172
(A('("t np~('nptinn) M~lntpn~n('p rl'\ntr~,...tc;:
Finance:
Council Notes:
Agenda Item No.
1/14-D7
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino authorizing the purchasing manager to award a
purchase order for maintenance for Police document imaging system workflow software and
scanning station hardware/software with 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 I 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.
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.
Previously, FileNET provided maintenance for all of their proprietary software. Avrio is an
authorized partner for FileNET and now provides this type of maintenance. 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 scanning station
maintenance for fiscal year 2007/2008 is $59,524.00 and funds for this service have been
included in the IT 07/08 budget.
Recommendation:
Adopt resolution.
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RESOLUTION NO.
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO A WARD A
PURCHASE ORDER FOR MAINTENANCE FOR POLICE DOCUMENT IMAGING
4 SYSTEM WORKFLOW SOFTWARE AND SCANNING STATION HARDWAREI
SOFTW ARE WITH A VRlO CORPORATION OF GLENDALE, CA.
5
BE IT RESOL VED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
6 OF SAN BER."IARDINO AS FOLLOWS:
7 SECTION 1. That A vrio Corporation is a selected source provider of maintenance
8 services for the Document Imaging System workflow software and scanning station hardware
9 and software used by the San Bernardino Police Department.
10 SECTION 2. Pursuant San Bernardino Municipal Code Section 3.04.010(B)(3), the
11 Purchasing Manager is hereby authorized and directed to award a purchase order for $59,524.00
12 -to Avrio Corporation, of Glendale, California for maintenance services. The Purchase Order shall
13 reference the number of this resolution and shall incorporate the terms and conditions of the
e 14 existing maintenance contract, \\'hich is on file in the City Clerk's Office. The Purchase Order
15 shall read, "Annual FY 2007/2008 contract PO for annual software and hardware maintenance
16 services. Not to exceed $59,524.00."
17 SECTION 3. The authorization to issue the above-referenced purchase order is
18 rescinded ifit is not issued within ninety (90) days of the passage of this resolution.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO AWARD A
2 PURCHASE ORDER FOR MAINTENANCE FOR POLICE DOCUMENT IMAGING
SYSTEM WORKFLOW SOFTWARE AND SCANNING STATION HARDWAREI
3 SOFTWARE WITH AVRIO CORPORATION OF GLENDALE, CA.
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a
meeting thereof, held on the _
7 day of
,2007, by the following vote, to wit:
8 COUNCIL MEMBERS: AYES
ABST AIN ABSENT
NAYS
9 ESTRADA
10 BAXTER
11 BRINKER
12 DERRY
13 KELLEY
e 14 JOHNSON
15 MC CAMMACK
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18 Rachel Clark, City Clerk
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The foregoing Resolution is hereby approved this _ day of
,2007.
Approved as to form:
PATRICK J. MORRIS, Mayor
City of San Bernardino
JAMES F. PENMAN,
City Attorney
By: ~"'ok.f-.f e-vv'v'__
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