REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Peregrine Technologies, Inc. for a Data Integration Platform and Professional Services for a Not-to-Exceed Amount of $2,802,002 Over a Ten-Year Term and to Approve the Related Budget Amendment
Report
EXECUTIVE SUMMARY
The report proposes implementing a Data Integration Platform that consolidates information from multiple public safety systems into a single operational environment. The platform enables personnel to rapidly access and analyze data across systems, improving situational awareness and response efficiency.
BACKGROUND
Current Operating Environment
Police departments rely on numerous information systems to support operations, investigations, and emergency responses for daily policing and at special events. These systems commonly include records management systems (RMS), body worn cameras (BWC), computer-aided dispatch (CAD), automated license plate recognition platforms (ALPR), geographic information systems (GIS), Unmanned Aircraft Systems (UAS/Drone), analytical tools, and other internal or regional data sources.
While each system serves a specific function, the data they generate often exists in separate platforms. As a result, staff must manually cross-reference systems to consolidate information and develop a real-time comprehensive operational picture. This decentralized data structure extends the time required to gather critical information, limits analytical capacity, and slows informed operational decision-making, constraining proactive policing efforts.
As public safety operations have evolved into a more complex and interconnected environment, often requiring coordination with regional and multi-agency partners, the need for rapid access to integrated, real-time information has become operationally critical.
Real-Time Intelligence Center (RTIC)
In November 2024, Santa Clara voters approved Measure I, which included infrastructure funding for the development of a Real-Time Intelligence Center (RTIC). An RTIC is a centralized, technology-enabled operational hub designed to integrate and analyze information from multiple public safety systems to provide real-time situational awareness and actionable intelligence that supports informed decision-making during incidents and daily operations.
An RTIC typically includes dedicated analysts and integrated technology systems that allow personnel to monitor unfolding events, identify emerging threats, track active incidents, and deliver timely information to officers and command staff before and during operations. By consolidating data from multiple sources, the RTIC enables faster information sharing, strengthens coordination during critical incidents and large-scale events, and enhances collaboration with regional partners.
A Data Integration Platform serves as the foundational technology supporting RTIC operations by consolidating information from traditionally separate systems, such as records management systems, computer-aided dispatch, license plate reader data, body-worn camera systems, geospatial mapping, and other authorized public safety technologies into a unified environment. This capability allows personnel to quickly access and analyze information that would otherwise require time-consuming manual searches across multiple systems, improving operational awareness, response efficiency, and officer safety.
Data Integration Platform
While the proposed Data Integration Platform will serve as the foundational technology for the future Real-Time Intelligence Center (RTIC), its operational value is immediate and extends beyond the RTIC model. Upon implementation, the platform will support daily patrol activities, investigative functions, supervisory oversight, and command-level decision-making by enabling personnel to access integrated, real-time data from multiple systems within a unified operational environment. This capability allows patrol officers, detectives, and supervisors to conduct consolidated searches, identify patterns, and quickly access critical contextual information that would otherwise require querying multiple systems, improving situational awareness and operational efficiency.
In February 2026, the Police Department (Department) established a temporary Real-Time Intelligence Center (RTIC) to support operational demands during major events, including Super Bowl LX and FIFA World Cup activities. Currently, analysts must access multiple independent databases to locate critical information, a time-intensive process that often requires multiple personnel and delays the delivery of actionable intelligence. This fragmented approach limits the Department’s ability to provide real-time situational awareness. Implementation of a Data Integration Platform enhances public safety operations by consolidating fragmented information systems into a unified, real-time operational view. This improves situational awareness, supports faster and more informed decision-making, strengthens officer and community safety, and increases efficiency during routine operations and large-scale critical incidents.
In modern policing environments where critical information is distributed across numerous systems, a unified data integration platform functions as essential operational infrastructure. Similar to CAD or RMS systems, the ability to rapidly access, synthesize, and interpret data directly impacts officer safety, investigative effectiveness, and resource deployment decisions. A Data Integration platform addresses this operational necessity by transforming fragmented data into actionable intelligence accessible across the Department.
The proposed agreement includes administrative capabilities that could support the management of an ALPR program for so long as the City has an ALPR program. However, ALPR functionality represents a limited component of the overall capabilities of the Data Integration Platform, and the ongoing functionality (and benefit) of the overall platform is not dependent in any respect upon the activation (or deactivation) of the ALPR administrative capability. Approval of this agreement does not constitute approval of, or create a requirement for, an ALPR program.
Importantly, the platform will support daily patrol operations and investigative functions independent of a fully staffed RTIC. Patrol officers, detectives, and supervisors will be able to access integrated data directly to support case development, field decision-making, and proactive enforcement strategies. While the system will serve as the foundational technology of the future RTIC, its operational benefits are immediate and extend across the Department’s routine policing activities.
Although additional analyst positions are anticipated to support full RTIC operations in the future, any associated staffing and budget adjustments will be presented to the City Council for consideration at a later date. Deployment of the platform at this stage ensures that the Department enhances operational effectiveness now, while also positioning the City for a seamless transition to a fully staffed RTIC when implemented.
DISCUSSION
Procurement Process
Pursuant to City Code Section 2.105.140(c), staff conducted a formal Request for Proposals (RFP) process, with the award recommendation based on “best value.”
On September 25, 2025, staff published the RFP for an enterprise Data Integration Platform and related services on the City’s e-procurement system. Six proposals were received from the following firms:
1. Carahsoft Technology Corporation
2. DataTerrain, Inc. dba SocialRoots.ai
3. EcoMetrix, LLC
4. Flock Group, Inc. dba Flock Safety
5. Peregrine Technologies, Inc.
6. Saitech, Inc.
Proposals were evaluated by an evaluation panel in accordance with the RFP evaluation criteria, including firm experience, qualifications, technical capabilities, and responsiveness. Following initial scoring, Peregrine Technologies, Inc. (Peregrine) was invited to participate in an oral interview as part of the evaluation process.
Based on the evaluation, including the oral interview, the evaluation panel determined that Peregrine’s proposal represented the best value to the City and recommends award to Peregrine consistent with the evaluation criteria set forth in the RFP.
Proposed Platform
Peregrine’s platform is a data integration and analytics solution designed to aggregate and analyze information from multiple City and public safety systems to support operational awareness and decision-making. The platform can present data in real time or near real time, depending on the source system integrations, and is intended to reduce reliance on manual compilation across separate systems.
By consolidating data into a unified operational view, the platform is intended to provide personnel with tools for querying, visualization, and trend analysis that may be more difficult to perform when data is maintained in multiple separate systems. The platform includes visualization features (e.g., charts, graphs, and spatial displays) to help personnel interpret data across variables such as time, date, and geographic concentration, which may support more data-informed planning and resource deployment.
The platform also includes features intended to support interagency collaboration through controlled information-sharing among participating law enforcement agencies. Participating agencies retain full control over their data, and information would not be shared with other agencies unless expressly authorized. The State legislature recently (October 2025) passed SB 580, requiring cities to comply with California Department of Justice guidance regarding access and sharing of databases operated by a state or local agency, including databases maintained for the agency by private vendors. This guidance will be published July 1, 2026, and will determine if and how any such authorization could occur. In the event any such access was authorized, the access would be limited through role-based permissions within an FBI Criminal Justice Information Services (CJIS)-compliant environment. Operating within a fully CJIS compliant architecture, the platform enables authorized agencies to collaboratively identify patterns, track crime series, and coordinate operations across jurisdictional boundaries without relying on manual information exchange. The ability to share time-sensitive intelligence enhances situational awareness during active incidents and large-scale events, directly supporting informed decision-making that strengthens both officer and community safety.
Agreement Terms
Under the proposed agreement, Peregrine will provide a hosted Software-as-a-Service (SaaS) data integration platform including services for implementation, professional, subscription, training, and ongoing maintenance. Implementation of the platform will consist of six phases: (1) Planning and Analysis, (2) Development, Implementation, and Configuration Tasks, (3) Testing and Refinement, (4) Training, (5) Go Live, and (6) Full Acceptance and Post Go Live.
Peregrine offers multiple package models. The Police Department has chosen to move forward with the Required Package model. The proposed agreement will have an initial five-year term, plus up to five addition one-year options, for a potential total term of 10 years. Subscription fees for the initial term and each optional renewal year are set forth in the agreement in the amounts shown in Table 1.
Table 1 - Cost Summary
|
Description |
Total |
|
Initial Term (Years 1 - 5) |
|
Year 1 Required Package Subscription Fee |
$222,200.00 |
|
Year 2 Required Package Subscription Fee |
$228,866.00 |
|
Year 3 Required Package Subscription Fee |
$235,731.98 |
|
Year 4 Required Package Subscription Fee |
$242,803.94 |
|
Year 5 Required Package Subscription Fee |
$250,088.06 |
|
Initial Term Total |
$1,179,689.98 |
|
|
|
Option Periods (Years 6 - 10) |
|
Option 1 - Year 6 Required Package Subscription Fee |
$257,590.70 |
|
Option 2 - Year 7 Required Package Subscription Fee |
$265,318.42 |
|
Option 3 - Year 8 Required Package Subscription Fee |
$273,277.97 |
|
Option 4 - Year 9 Required Package Subscription Fee |
$281,476.31 |
|
Option 5 - Year 10 Required Package Subscription Fee |
$289,920.60 |
|
Option Periods Total |
$1,367,584.00 |
|
Contingency |
$254,727.40 |
|
TOTAL MAXIMUM COMPENSATION NOT-TO-EXCEED |
$2,802,001.38 |
The amounts above reflect a complete, all-inclusive annual SaaS subscription, including:
• Hosting and Platform Access: CJIS compliant cloud infrastructure, data storage, backups, and routine maintenance.
• System Configuration and Data Integration: Initial setup, connection of approved data sources, and configuration meeting project objectives.
• Training and Change Management: Administrator and end-user training, user-adoption support, and provision of documentation and user materials.
• Ongoing Support and Maintenance: Help-desk support, system updates, bug fixes, and all feature and security enhancements released during the subscription.
• Data Conversion and Migration: As required to enable go-live and ensure continuity of existing datasets.
• All professional services for initial deployment.
For Year 1, 80% ($177,760) is payable upon provisioning of licenses and confirmation of system availability for City access. The remaining 20% ($44,440) is payable upon successful completion of acceptance testing and execution of the Final System Acceptance Certificate. For Years 2-5 and any exercised option years, the annual subscription fee will be paid at the start of each renewal period.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The term of the contract is five years, with a not-to-exceed amount of $1,179,690. A 10% contingency of $117,969 is recommended, bringing the total not-to-exceed amount to $1,297,659 for the initial five-year term. The City has an option to extend the term up to five additional years for a not-to-exceed amount of $1,367,584, with a 10% contingency of $136,758. With the extension, the total maximum not-to-exceed compensation, including contingencies, amounts to $2,802,001.
This investment represents foundational public safety technology infrastructure that will support Department-wide patrol, investigative, and intelligence operations throughout the term of the agreement.
Funding for the first year of the agreement is recommended to be allocated from the Budget Stabilization Reserve to the Police Department’s operating budget, as shown in the table below. This amount reflects the Year 1 cost and a 10% contingency. Funding for the outyears of the agreement will be incorporated into the Department’s operating budget as part of the budget process, subject to the appropriation of funds.
Budget Amendment
FY 2025/26
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Expenditure |
|
|
|
|
Police Department |
$99,435,308 |
$244,420 |
$99,679,728 |
|
|
|
|
|
|
Fund Balance |
|
|
|
|
Budget Stabilization Reserve |
$81,450,116 |
($244,420) |
$81,205,696 |
|
|
|
|
|
COORDINATION
This report was coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to negotiate and execute an agreement with Peregrine Technologies, Inc. (Agreement) for an enterprise Data Integration Platform and related professional services for an initial five-year term with a maximum amount not-to-exceed $1,179,689.98, subject to the appropriation of funds and approval of final form by the City Attorney;
2. Authorize the City Manager or designee to take any actions as necessary to implement and administer the Agreement, including (a) exercising up to five one-year options to extend the Agreement term, and (b) negotiating and executing amendment(s) to the Agreement to (i) increase the maximum compensation by up to $1,622,311.40 (inclusive of $254,727.40 contingency) for a total aggregate not-to-exceed amount of $2,802,001.38 over the full ten-year term, (ii) add or delete services consistent with the scope of services, and (iii) make de minimis changes, subject to the appropriation of funds and approval as to form by the City Attorney; and
3. Approve the FY 2025/26 Budget Amendment in the General Fund to increase the Police Department budget in the amount of $244,420 and decrease the Budget Stabilization Reserve in the amount of $244,420 (five affirmative Council votes required for the use of unused balances).
Staff
Reviewed by: Cory Morgan, Chief of Police
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement with Peregrine Technologies, Inc.