Police Department
www.santa-ana.org/pd
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 3, 2025
TOPIC: Jail Management System Maintenance
AGENDA TITLE
Agreement with Act I Group, Inc. DBA Advanced Technology Information Management Systems for Jail Management System Maintenance (General Fund & Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Advanced Technology Information Management Systems for jail management system software maintenance and customer support in a total amount not to exceed $523,915 for a term beginning June 3, 2025 through December 18, 2027, including two optional one-year extensions and a contingency amount (Agreement A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On February 21, 2012, the City Council approved an agreement with Advanced Technology Information Management Systems (ATIMS) for a Jail management software system (A-2012-029). This system’s primary purpose is to manage Jail operations including inmate intake and release, inmate record management, visitation schedules, jail incidents, and inmate transfer and movement activities. It allows Jail staff to generate regulatory and fiscal reports required by the State as well as its contract agencies. Beyond the system’s use within the Jail, this software is used by other members of the Police Department for processing registrants, sending documents to court, and managing mug shot photos.
The Police Department is proposing to execute a new three-year agreement with ATIMS for the licensing, support, and maintenance of its Jail Management System for $265,232. The agreement also covers maintenance services from the expiration date of the most recent agreement, December 19, 2024 through June 2, 2025. This agreement allows for two optional one-year extensions at an additional cost of $190,347. A 15% contingency in the amount of $68,336 is also included for potential required work on this
Jail Management System Maintenance
June 3, 2025
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system related to transitioning the Police Department to a new Records Management System, for a total not to exceed amount of $523,915.
The Santa Ana Jail has been using ATIMS to manage Jail information and operations since 2012. ATIMS has been accommodating, professional, and consistent in its servicing of the system. Similar to other City enterprise systems, maintaining the ATIMS system is the most cost-effective option rather than transitioning to a new system. The Jail intends to continue to use ATIMS until technology enhancements present a better, more cost-effective solution for managing Jail information and operations.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 24-25 budget and funding for subsequent fiscal years and extension options, if exercised, will be included in the proposed budgets for City Council consideration as follows:
Fiscal
Year
Accounting Unit -
Account No. Fund Description Accounting Unit,
Account Description Amount
FY 24-25 01114475-62300 General Fund Jail Operations,
Contract Services $ 85,811
FY 25-26 01114475-62300 General Fund Jail Operations,
Contract Services $ 88,385
FY 25-26 12814407-62300
Supplemental
Law Enforcement
Services Fund
SLESA, Contract
Services $ 26,129
FY 26-27 01114475-62300 General Fund Jail Operations,
Contract Services $ 91,036
FY 26-27 12814407-62300
Supplemental
Law Enforcement
Services Fund
SLESA, Contract
Services $ 13,655
FY 27-28 01114475-62300 General Fund Jail Operations,
Contract Services $ 93,767
FY 27-28 12814407-62300
Supplemental
Law Enforcement
Services Fund
SLESA, Contract
Services $ 14,065
FY 28-29 01114475-62300 General Fund Jail Operations,
Contract Services $ 96,580
FY 28-29 12814407-62300
Supplemental
Law Enforcement
Services Fund
SLESA, Contract
Services $ 14,487
TOTAL $523,915
Jail Management System Maintenance
June 3, 2025
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The contingency amounts from the SLESA funds are estimates only and subject to change.
EXHIBIT(S)
1. Agreement with Advanced Technology Information Management Systems Submitted By: Robert Rodriguez, Police Chief
Approved By: Alvaro Nuñez, City Manager