Fremont City Council Meeting: 03/02/21 07:00 PM
3300 Capitol Avenue Div/Dept: Police Department
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4278) DOC ID: 4278
Updated: 2/24/2021 3:34 PM by Alberto Quintanilla Page 1 REAL TIME DATA VISUALIZATION PLATFORM – Authorize the City Manager, or Designee, to Execute a Three-Year Agreement with Peregrine Technologies in the Amount of $448,500 Payable in Three Annual Payments of $149,500 and Appropriate First Year Funding
Contact Persons:
Name: Johanna Canaday Kimberly Petersen
Title: Manager - Criminal Intelligence &
Analysis
Police Chief
Div/Dept: Police Department Police Department
Phone: 510-790-6976 510-790-6869
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate a service agreement with a technology provider for the Fremont Police Department. The Police Department seeks to enter into a three -year agreement with Peregrine Technologies to provide a real time data visualization platform to integrate a broad range of current and evolving technologies. The platform will provide a single point of access to view and analyze large -scale and real time data from various sources to enhance situational awareness and of ficer safety. The Police Department issued a public Request for Proposal s (RFP), received numerous proposals , and determined Peregrine Technologies to be the most qualified. Staff recommends that the City Council authorize the City Manager , or designee, to execute a three-year agreement with Peregrine Technologies in the amount of $448,500 , payable in three annual payments of $149,500, with an option to extend two additional years at the same annual cost for a total potential contract amount of $747,500.
BACKGROUND: On August 21, 2020, Police Department staff issued a Request for Proposals (RFP #21-008) inviting proposals from technology providers to provide, implement and support a data visualization platform for real time operations for the Police Department. The department aims to capitalize on a wide and expanding range of technologies for efficient, effective, and smart policing. A platform that integrates all data, from incoming 911 calls to nearby community cameras, will provide greater awareness and intelligence to responding officers, improving situational awareness and safety. The RFP presented the requirements necessary to qualify as the technology provider through a Scope of Services that was developed by gathering input from various internal sta keholders within the Police and Information Technology Departments.
DISCUSSION/ANALYSIS: The RFP closed on September 14, 2020. The City received ten total proposals. The proposals were evaluated using the following criteria:
a. Review and confirmation of all required submittals with the appropriate authorized signatures, insurance documentation, and potential conflict of interest disclosures; b. The qualifications of the Provider, including experience and references with California law enforcement agencies;
c. Overall quality and comprehensiveness of responsiveness to the scope of services in the RFP, with an emphasis on functional and technology requirements; and DocuSign Envelope ID: C0F45ACA-9424-4EC6-9D53-D3B6A4C47D44 Staff Report (ID # 4278) Meeting of March 2, 2021
Updated: 2/24/2021 3:34 PM by Alberto Quintanilla Page 2 d. The total annual cost for a five-year period for the product, implementation, training, service and maintenance.
Staff reviewed the proposals and determined that numerous vendors were cost prohibitive and thus eliminated from consideration. Three vendors were selected to provide a thorough virtual demonstration of their technology product (Peregrine Technologies, Fusus and Motorola Solutions). They were selected based on the above criteria, but primarily on the quality and scope of their proposal as it reflected the Police Department’s technology needs.
The candidates were asked to demonstrate their functional requirements, to include video and camera features, connectivity, and analytics; to show an optimal workflow example of a police incident utilizing incident information and available data points and resources; explain prominent features and a road map for future capabilities and enhancements; show specific data search capabilities and investigative tools and resources, if available. The vendors also satisfied IT requirements, to include data integration, software updates/releases, system availability, customer services protocols, and necessary CJIS and FIPS requirements.
The range of a five-year total cost proposal was from $490,000 to $2,500,000. The three selected candidates listed $490,000-$747,500 (5-year total). The review panel consisted of representatives from PD Command Staff, Business Services, Patrol, Dispatch, Crime Analysis and the Information Technology department. Peregrine Technologies was the vendor with the highest overall score by the review panel. City staff performed re ference checks with the San Pablo (CA) Police Department and the Albuquerque (NM) Police Department. Both law enforcement agencies expressed favorable reviews for Peregrine Technologies for the team’s staff performance, technology platform, responsiveness to requests, innovation and their overall value to the department’s future technology goals.
While Peregrine Technologies is a relatively young company (founded in 2017), their founder and engineers have significant expertise in technology and service. Peregrine differed from the other vendors with their comprehensive technology capabilities, of not just real time operations, but significant functionality in investigative resources and crime analytics. The integration of our Computer Aided Dispatch (CAD) data with our Video Management System (VMS) will be the cornerstone of real time operations. In addition to this integration, their investigatory capabilities, streamlined crime analysis, and ability to generate intelligence products and reports, makes for an extremely efficient method for turning large amounts of raw data into useful decision support and analysis with significant reduction in manual processing. Lastly, Peregrine typically offers a unique deployment plan of embedding within the client agency throughout the project. Due to Covid-19 restrictions, they plan a combination of remote and in-person as much as allowable. This includes their engineering and support teams working approximately 50% remote and 50% on-site each week for the first 90 days. A team of engineers will focus on integration and security, while the support team will ensure Fremont personnel have all operational and training needs met. Peregrine Technologies was the only vendor to offer such extensive deployment support.
Peregrine Technologies have articulated their commitment and enthusiasm to work with Fremont PD to ensure the smooth operations of real time capabilities to meet our goals of visualizing all events, data, and resources in one place to increase situational awareness and officer safety, as well as enhancing our intelligence-led policing philosophy through the use of technology to reduce crime and address community issues. In addition, they DocuSign Envelope ID: C0F45ACA-9424-4EC6-9D53-D3B6A4C47D44 Staff Report (ID # 4278) Meeting of March 2, 2021
Updated: 2/24/2021 3:34 PM by Alberto Quintanilla Page 3 articulated their values of transparency and integrity as well as a clear appreciation and respect in working with public funding to serve our community.
FISCAL IMPACT: The recommended three-year agreement specifies an amount of $149,500 per year with an option to extend two additional years at the same pricing.
The funding plan for the three-year agreement is listed below:
Agreement
Year
Amount Source Fund
Year 1 $149,500 25th Assembly District Board
of State and Community
Corrections Grant
Misc State Grants Fund
(Fund 192)
Year 2 $100,000 Citizens Option for Public
Safety (COPS) Grant
COPS Grant Fund
(Fund 151)
$49,500 25th Assembly District Board
of State and Community
Corrections Grant
Misc State Grants Fund
(Fund 192)
Year 3 $108,500 Police Department Donations Misc Special Revenue Fund (Fund 210)
$41,000 25th Assembly District Board
of State and Community
Corrections Grant
Misc State Grants Fund
(Fund 192)
Staff recommends that the City Council appropriate $149,500 in the Miscellaneous State Grants Fund for the first year of the agreement.
ENVIRONMENTAL REVIEW: The proposed action is not a project under the California Environmental Quality Act (CEQA) as defined in CEQA Guidelines Section 15061(b)(3) which is the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Purchase and use of computer software will not have a significant effect on the environment.
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RECOMMENDATION:
1. Authorize the City Manager, or designee, to execute a three-year agreement with Peregrine Technologies in the amount of $448,500, payable in three annual payments of $149,500, with an option to extend two additional years at the same annual cost for a total potential contract amount of $747,500.
2. Appropriate $149,500 for this agreement in the Miscellaneous State Grants Fund (Fund 192) from the 25th Assembly District Board of State and Community Corrections Grant.
DocuSign Envelope ID: C0F45ACA-9424-4EC6-9D53-D3B6A4C47D44