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AGENDA REPORT
Meeting Date: February 11, 2026
Item Number:
To: Honorable Mayor & City Council
From: David Schirmer, Chief Information Officer
Raminta Ivanilova, Senior Management Analyst
Subject: APPROVAL OF A PURCHASE ORDER TO MAINLINE INFORMATION SYSTEMS IN THE AMOUNT OF $1,497,000 FOR AN ENTERPRISE
DATA STORAGE SYSTEM IN SUPPORT OF EXTENDED VIDEO
DATA RETENTION; AND
AN APPROPRIATION FOR $1,497,000 FROM THE GENERAL FUND
TO THE INFORMATION TECHNOLOGY FUND
Attachments: None
RECOMMENDATION
Staff recommends City Council:
1. Approve the issuance of a purchase order to Mainline Information Systems in the amount of $1,497,000 for the acquisition of an enterprise data storage system to support extended video data retention, as described in the agenda report.
2. Approve an appropriation in the amount of $1,497,000 from the General Fund to the Information Technology Fund for this purpose.
INTRODUCTION
The City is advancing its enterprise data storage capabilities to address the growing need for extended retention of closed-circuit television (CCTV) video data. This initiative is specifically intended to enable the City to retain CCTV footage for periods exceeding the standard two-year retention window, in response to evolving operational and compliance requirements. By expanding storage infrastructure, the City will be positioned to support longer-term preservation of digital evidence, which is increasingly critical for public safety, legal, and administrative functions. This action reflects the City’s ongoing efforts to align its data management practices with best practices for digital Meeting Date: February 11, 2026
evidence retention and to ensure readiness for future regulatory or investigative demands.
DISCUSSION
The City’s data storage environment is subject to ongoing review to ensure alignment with operational needs and regulatory expectations. In recent years, the City has observed a marked increase in the volume and complexity of digital evidence, particularly video data, which has prompted a reassessment of storage lifecycle management practices. This reassessment has included periodic audits of data retention protocols and system performance, as well as targeted consultations with technical advisors to identify emerging risks and opportunities for optimization. The City’s approach emphasizes adaptability to evolving standards for digital evidence management, with a focus on maintaining system integrity and supporting interdepartmental collaboration. These efforts are informed by lessons learned from prior technology deployments and by feedback from departments that rely on timely access to archived video data for investigative and administrative purposes.
This purchase expands upon the City’s existing investment in leading-edge storage infrastructure that has been part of the City’s technology stack for years, and as such, was not bid. The purchase falls within an exemption to the bidding requirements found in Beverly Hills Municipal Code section 3-3-112: E. This section provides for an exemption, “Where items to be purchased are … computer software, hardware, maintenance services or software maintenance services…”
FISCAL IMPACT
The fiscal impact of this action consists of a one-time capital expenditure of $1,497,000, which will be fully funded by an appropriation from the General Fund to the Information Technology Fund in the current fiscal year. The entire amount will be allocated in FY 2025-26, with no recurring annual costs anticipated for this purchase; any future maintenance or support expenses will be addressed through separate operational budgets as needed. The full cost is expected to be expended within the current fiscal yearl. The vendor has provided preferred pricing that is an improvement over GSA pricing that was originally provided.
On June 17, 2025, City Council approved the Fiscal Year 2025-26 Capital and Operating Budgets, which indicated potential financial challenges on the horizon, including forecasted deficits within the next five years. The forecasted General Fund operating surplus of $1.9 million was projected before one-time public benefit contributions of $10.0 million. The chart below displays the adjusted forecasted General Fund results for Fiscal Year 2025-26 incorporating both approved and proposed mid-year appropriations.
Meeting Date: February 11, 2026
$ 1,944,997
Less Approved and Proposed Mid-Year Appropriations (2,424,700) $ (479,703)
Date Agenda Item Council Mid-Year
Appropriations
7/15/2025 Fully Burdened Cost to Add Program Operations Specialist in the Fire Department $ 92,610 8/5/2025 Appropriation to Fund Police Management Association MOU 82,000 8/19/2025 Salary Schedule Updates (General Fund portion) 4,000 9/30/2025 Salary Schedule Updates (General Fund portion) 39,090 12/16/2025 Appropriation to Fund the October 7th Memorial 500,000 1/21/2026 Municipal Election Funding 210,000
2/11/2026 Extended Video Data Retention (Pending) 1,497,000 $ 2,424,700
General Fund Summary
Fiscal Year 2025-26 Projected Surplus before One-Time Public Benefit Contributions [1] Net Impact on General Fund Unassigned Reserves or Additional Use of One-Time Public Benefit Contributions
Fiscal Year 2025-26 Mid-Year General Fund Appropriations Approved by Council [1] Excludes $10.0 million in anticipated one-time public benefit contributions to be considered for earmark towards Committed Fund Balance.
Jeff S. Muir
Director of Finance
David Schirmer
Director of Information Technology
Approved By Approved By