DATE: June 4, 2024
TO: Mayor and City Council
FROM: Police Chief
SUBJECT: Adopt a Resolution Authorizing the City Manager to Execute a 36-Month Agreement with Peregrine Technologies for Data Integration Services With the Option to Renew for One Additional 36-Month Term, in a Total Amount Not-to-Exceed $1,056,000
RECOMMENDATION
That Council adopts a resolution (Attachment II) authorizing the City Manager to execute a 36-month agreement with Peregrine Technologies for a multi-platform integration software subscription, with the option to renew for one additional 36-month term, in a total amount not to exceed $1,056,000.
BACKGROUND
The Hayward Police Department currently uses multiple data systems for its daily operations; the majority of which operate separately and are not linked. That being the case a significant amount of time, training, and effort is spent to cross analyze case-related data and effectively investigate crime trends. These systems do not currently 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.
DISCUSSION
Peregrine Technologies provides a comprehensive solution for data integration through their proprietary software that allows all personnel to access multiple databases through one useful, actionable, portal. Peregrine will integrate new and archived Computer Aided Dispatch (CAD) data, new and archived Records Management Systems (RMS) data, traffic accident diagrams and reporting, mapping information, body and dash camera footage, automatic license plate reader information (to include the Flock License Plate Reader system being expanded), and many other Public Safety data sources. This will create a comprehensive dashboard to easily gain immediate, real-time, access to virtually all of Hayward’s 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 Police Department, and can also integrate other citywide platforms. 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 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 $528,000 for a three-year contract, including a 15% contingency. The department also requests the option to renew for one additional three-year term for a total not to exceed amount of $1,056,000 for six (6) years, including a 15% contingency.
FISCAL IMPACT
The aggregate three-year subscription with Peregrine Technologies is $528,000 An option to renew for one additional 36-month term would total a not-to-exceed of $1,056,000 with Peregrine Technologies The annual cost of the software would be $153,000, plus the 15% contingency, for a total annual budget of up to $176,000.
The initial two fiscal years (FY 2024 and FY 2025) of this agreement with Peregrine Technologies will not have an additional impact on the City’s General Fund as the department intends to use salary savings from vacant positions to offset the cost of the agreement. Beginning in FY 2026, staff will establish a Capital Improvement Project for Council’s consideration.
STRATEGIC ROADMAP
While this agenda item does not directly support one of its 27 enumerated projects, the agreement with Peregrine Technologies would further the Strategic Priority of Enhancing Community Safety and Quality of Life through its centralized platform that connects a variety of Hayward Police Department data systems and presents the results in a single comprehensive dashboard. With this new data integration, police staff will be able to immediately surface and identify actionable information to prevent and respond to crimes, conduct more in-depth investigations, and ultimately solve and prevent more crime in Hayward.
NEXT STEPS
If the Council authorizes this action, staff will enter into an agreement with Peregrine Technologies for Data Integration Services in the amount not-to-exceed $1,056,000 over six years.
Prepared by: Dan Olsen, Investigations Division Captain Recommended by: Bryan Matthews, Chief of Police
Approved by:
Dustin Claussen, Interim City Manager