For City Council Meeting November 12, 2024
TO: Honorable Mayor and City Council
FROM: G. Michael Milhiser, Interim City Manager
AUTHOR: Mark P. Kling, Chief of Police
Title
Request City Council to (1) Approve a Five-Year Agreement with Peregrine Technologies, Inc. for Multi-Platform Integration Software, Not-to Exceed Amount of $727,500; (2) Authorize the Payment of $10,000 to Flock Group Inc. and $5,000 to Motorola Solutions Inc. for Application Programming Interface (API) Fees; (3) Authorize the Interim City Manager or Designee to Execute All Documents, Including Any Changes, or Increases in Services.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1. Approve a five-year agreement with Peregrine Technologies, Inc. for Multi-Platform Integration Software, not-to exceed amount of $727,500;
2. Authorize the Payment of $10,000 to Flock Group Inc. and $5,000 to Motorola Solutions Inc. for Application Programming Interface (API) Fees;
3. Authorize the Interim City Manager or designee to execute all documents, including any changes or increases in services.
BACKGROUND
The Rialto Police Department currently uses multiple data systems for its daily operations. The majority of these systems are not linked and require a significant amount of time, training, and effort to cross analyze case-related data and effectively investigate crime trends. None of these systems allow the department to both proactively understand and respond to public safety concerns in real time.
Peregrine is an advanced analytic platform that provides a single point of access to view and analyze large-scale, real-time data from multiple data sources. The software performs several critical functionalities including data integration, search and information retrieval, advanced analytics, data management, collaboration, access control, and security. The Peregrine software would provide critical capabilities in furtherance of the Department’s goals for its real time information center.
ANALYSIS/DISCUSSION
Peregrine Technologies provides a one-stop solution to data integration through their proprietary software that allows all personnel to access multiple databases through one useful, actionable, portal. Peregrine will integrate data from the TriTech Records Management Systems (RMS), Vision Computer Aided Dispatch (CAD), Central Square CAD, Central Square RMS, Axon Evidence.com, Crossroads, Vigilant Automated License Plate Reader (ALPR), provided by Motorola Solutions Inc., Flock ALPR, Fusus, and InTime, and our document repository OnBase. This will create a comprehensive view to easily gain immediate, real-time, access to virtually all of Rialto critical Public Safety information.
Currently, the process of critically analyzing data and producing meaningful reports is primarily done manually. This is extremely inefficient and costly. Peregrine Technologies provides a powerful, unique solution that allows for intelligent analysis and reporting capabilities across all platforms and applications currently utilized by the Rialto Police Department. Peregrine does not create or bring any new data to the city, but rather utilizes data from systems the city owns and makes it quickly functional. In addition to significant improvements to police operations, the system will also act as a workforce multiplier by creating operational efficiencies, particularly regarding crime stat reporting and real-time information and investigative tools. This is now a cumbersome manual process involving many individuals in various roles.
Peregrine provides a powerful solution to address the demand for increased transparency by enabling staff to more easily respond to Public Records Act requests, subpoenas, and the public demand for meaningful fact-based information related to policing (i.e., informal and formal public contacts, community engagement, deployment of resources, crime trends, policies and procedures, use of force, etc.). The cost for Peregrine Technologies’ hosted system with data integration services is $145,000 annually for a 5-year contract, a total not to exceed amount of $727,500.
There are third party Application Programming Interface (API) fees from Motorola Solutions Inc. and Flock. An API is a set of rules and protocols that allows different software applications to communicate with each other. In this case Motorola Solutions Inc. and/or Flock Group Inc. communicating with Peregrine. It defines the methods and data formats that applications can use to request and exchange information, enabling them to work together seamlessly. Motorola Solutions Inc. current API yearly fee is $5,000. Flock Group’s current API yearly fee is $10,000, for a total API cost of $15,000 for the first year. These API fees may increase over the duration of the contract due to factors like inflation, rising infrastructure costs, or changes in the service provider's pricing model. Staff will appropriate funding for these fees during the annual budget process.
On March 2nd, 2021, following their procurement policy, the City of Fremont executed a three-year agreement with Peregrine Technologies Inc. On December 12th, 2023, the City of Fremont extended their contract for an additional two years through March 16th, 2026. Staff worked with the city’s purchasing division and determined that this award is acceptable as specified in the City of Rialto Municipal Code Section 2.48.430 General - Cooperative Purchasing Agreements (Piggybacking), which states:
“Where advantageous for the City, the Purchasing Manager is authorized to purchase supplies, materials, equipment and contractual services through legal contracts of other governmental jurisdictions or public agencies without further contracting, solicitation, or formal bidding, provided such practice otherwise complies with state law. This practice is commonly referred to as “piggybacking.”
ENVIRONMENTAL IMPACT
The proposed action does not meet the definition of a project as defined by Section 15378 California Environmental Quality Act (CEQA). A “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and excludes the following:
1) Continuing administrative or maintenance activities, such as purchases for supplies, personnel-related actions, general policy and procedure making.
2) Organization or administrative activities of governments that will not result in direct or indirect physical changes in environment.
GENERAL PLAN CONSISTENCY
The City of Rialto has outlined key goals and objects relating to public safety. The purchase of this technology is consistent with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
Policy 5-8.4: Initiate proactive crime suppression and prevention strategies throughout the community.
LEGAL REVIEW
The City Attorney's Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
The Peregrine Technologies, Inc. agreement will be paid over a five-year period as stated in the chart below:
|
FISCAL YEAR 2024/2025 - FIRST ANNUAL FEE |
$145,500 |
|
FISCAL YEAR 2025/2026 - SECOND ANNUAL FEE |
$145,500 |
|
FISCAL YEAR 2026/2027 - THIRD ANNUAL FEE |
$145,500 |
|
FISCAL YEAR 2027/2028 - FORTH ANNUAL FEE |
$145,500 |
|
FISCAL YEAR 2028/2029 - FIFTH ANNUAL FEE |
$145,500 |
|
TOTAL AGREEMENT AMOUNT: |
$727,500 |
Funding in the amount of $145,500, is available in COPS Annual Allocation Fund 22146994, for Fiscal Year 2024/2025, the first of five payments for the agreement with Peregrine Technologies, Inc.
Funding for Application Programming Interface (API) fees in the amount of $15,000, are available in COPS Annual Allocation Fund 22146994, for Fiscal Year 2024/2025.
Staff will appropriate funding in the amount of $145,500, for Fiscal Year 2025/2026 through 2028/2029, during the annual budget process for these years. This will complete the total funding needed, $727,500, for data integration services with Peregrine Technologies, Inc.
Staff will appropriate funding for Application Programming Interface (API) fees for Fiscal Year 2025/2026 through 2028/2029, during the annual budget process for these years. The amount to be budgeted for the API fees will be based on given quote by vendors for these fiscal years.
Capital Improvement Budget Impact
There is no impact to the Capital Improvement Budget.
Licensing
This action does not trigger a requirement for a business license.