PREPARED BY: PEGGY CHOU DATE OF MEETING: 04/01/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE A FIVE-AND-A-HALF YEAR AGREEMENT WITH PEREGRINE TECHNOLOGIES FROM JANUARY 1, 2024 (FY24) THROUGH JUNE 30, 2029 (FY29) TO ALIGN WITH A FISCAL YEAR SCHEDULE, FOR THE ONGOING PROVISION OF SOFTWARE LICENSE SERVICES, TRAINING, AND SUPPORT AT A TOTAL BUDGETED COST NOT TO EXCEED $550,000, SUBJECT TO FUNDING AVAILABILITY.
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Strengthen Existing and New Technology Programs, Public Facility/Infrastructure Projects, and Future Workplace Development Programs/Services To Enhance SPPD Crime-Reduction Goals, Community Policing, Mental Health, and Training Programs is an adopted policy item under the FY 2023-25 City Council Priority Workplan, adopted May 1, 2023.
BACKGROUND
Peregrine is an advanced analytic platform which provides a quick, single point-of-access to view and analyze large-scale data from various data sources. Through 2019, the Peregrine team worked directly with City staff to integrate various Police Department records management and operating systems, thereby allowing staff to efficiently access information from various sources within one secure, effective platform. Staff have been trained on the utilization of the Peregrine desktop platform, and in the field through its mobile application. The continued development and use of this software has greatly supported Department operations, increasing efficacy in patrol and investigative processes, and improving responsiveness to public and interagency records requests.
On December 17, 2018, the City Council approved Resolution 2018-163, authorizing the appropriation of $100,000 in Supplemental Law Enforcement Services Grant Funds for the procurement of the Peregrine Technologies software license agreement. Additionally, formal bidding requirements were waived pursuant to San Pablo Municipal Code Section 3.16.110(B) and (C) due to specialized services and unique software attributes of Peregrine Technologies.
Following Council approval, a one-year software license with Peregrine Technologies was procured for the period of December 18, 2018 through December 17, 2019. The service agreement has since renewed on an annual basis, with approval of the City Council via Resolutions 2020-023, 2020-141, 2021-060, and 2023-026.
Since 2019, the San Pablo Police Department has further expanded its interagency utilization of the Peregrine software, through the development of an electronic process for criminal case filings with the Contra County District Attorney’s Office. On December 21, 2020, the City Council approved Resolution 2020-158, formalizing the adoption of a Memorandum of Understanding between the City of San Pablo and Contra Costa County for electronic interface with the District Attorney’s Office’s case management system.
The daily operations of the San Pablo Police Department are supported and streamlined by the Peregrine software’s capabilities. The continuity of this vital technology provides immensely improved operational efficiency, and enables staff to provide a much higher level of public safety service to the San Pablo community.
The Police Department seeks authorization from the City Council to enter into a five-year agreement with Peregrine Technologies, at an amount not to exceed $100,000 per year, subject to funding availability. Because the existing contract terms expire at the end of each calendar year, staff wishes to align this multi-year contract with the City’s fiscal year schedule for administrative purposes. Therefore, the proposed Agreement term reflects the inclusion of a prorated term for the current FY24 period, from January 1 - June 30, 2024 (half year), with subsequent annual renewals over a five-year term beginning July 1, 2024, for a total Agreement term of five-and-a-half years.
FISCAL IMPACT
The total cost of Peregrine software and services shall not exceed $550,000 over the term of the Agreement. Annual costs are documented in the agreement, and outlined as follows:
• $50,000 within 30 days of the Effective Date (Prorated Term through June 30, 2024)
• $100,000 within 30 days of July 1, 2024
• $100,000 within 30 days of July 1, 2025
• $100,000 within 30 days of July 1, 2026
• $100,000 within 30 days of July 1, 2027
• $100,000 within 30 days of July 1, 2028
The annual expense of this agreement will be allocated, budgeted, and funded through the Police Department’s operating budget (Professional Services: 100-2110-43600). Funding for the current Fiscal Year 2024 period from January 1 - June 30, 2024 has been allocated within the Police Department’s FY23-24 operating budget. The continuation of services into subsequent fiscal years, over the five-year Agreement term, will be contingent upon funding availability as specified within the terms of the Agreement.
ATTACHMENTS
Att A - Resolution
Att B - Proposed Peregrine Agreement
Att C - Reso No. 2018-163