01-04-2000 - Grant-Funded Purchase of Digital Imaging Equipment• 1 City of West Covina
Memorandum
TO: City Manager and .City Council AGENDA
FROM: Frank J. Wills, Chief of Police ITEM NO. B-8-k
DATE JANUARY 4, 2000
®PRINTED ON RECYCLED PAPER
SUBJECT: GRANT -FUNDED PURCHASE OF DIGITAL
IMAGING EQUIPMENT
SUMMARY: Under the COPS Domestic Violence Test Site Grant, the Police Depart-
ment's purchase of digital imaging equipment has been approved and
appropriated. This equipment is, however, supplied by a sole -source
provider that has already designed and set up the Police Department's
Digital Image Management System (DIMS). Given the size of these
grant -funded purchases, City Council approval is required.
BACKGROUND:
In August of 1998, the Police Department applied for the .COPS Community Policing
Domestic Violence Test Site grant. Shortly thereafter, we were notified by the COPS
Office that our application was one of the 15 approved across the nation. This grant
complements and builds upon our other domestic violence grant (from the State Office of
Criminal. Justice Planning) and completes the design of our Domestic Violence
Intervention Program. The City Council appropriated this grant (which has no match
requirement) on August 17, 1999, in City Council Agenda Item B-4-e. The City Council
appropriated the grant in its entirety, with the understanding that the $300,000 grant
would be reimbursed by the Federal government over the 18-month grant funding period.
An important part of this grant program is the purchase of digital imaging equipment for
follow-up documentation and processing of photographic evidence in domestic violence
cases. Specifically, the Federal government approved the purchase of a Codonics printer,
digital cameras, and ancillary equipment (e.g.,. film disks, connection cables, etc.),
totaling over $30,000.
DISCUSSION:
Linear Systems, Inc., is the company that designed and set up the Police Department's
Digital Image Management System (DIMS), including software and Codonics hardware.
This customized software/hardware configuration is not provided by other management
systems, and is the method by which the Police Department processes all of its
photographic evidence. Furthermore, Linear systems is the sole -source provider for all of
Southern California of the digital imaging equipment (including Kodak DC 120 digital
cameras and the Codonics printer) funded under this grant. Given the standing
relationship, the compatibility considerations, and the sole -source statues of Linear.
Systems Inc., a direct purchase of this equipment would be the best purchasing decision.
FINANCIAL IMPACT:
There is no local match requirement for these funds and no impact on the General Fund.
The grant funds have already been appropriated.
RECOMMENDATION: It is recommended that the City Council:
1: Find that Linear Systems is the sole -source vendor of this digital imaging equipment.
2. Authorize the grant -funded purchase of the digital imaging equipment directly from
Linear Systems.
Reviewed and Approved by: UL
Margie F. T er, Finance Director