REPORT TO COUNCIL
SUBJECT
Title
Reconsideration of 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
This item is returned to the City Council for reconsideration of an agreement with Peregrine Technologies to implement a data integration platform that enhances access to existing public safety information. The March 10, 2026, motion (Item 2H, RTC 26-96) received four affirmative votes but did not meet the five-vote requirement for the associated budget amendment. The City Council then voted to bring the item back to an agenda for reconsideration. This report provides additional clarification regarding data governance, security, and operational use, and reaffirms that the platform operates within existing legal, policy and privacy frameworks while improving efficiency and situational awareness.
BACKGROUND
On March 10, 2026, the City Council considered approval of an agreement with Peregrine Technologies and a related budget amendment (Attachments 1 & 2). The item required five affirmative votes due to the associated budget action. The motion received four votes in favor and one vote against and therefore did not pass.
Peregrine Technologies is a modern data integration and analytics platform designed to consolidate information from multiple public safety systems into a single, secure interface. The platform, used by numerous law enforcement agencies throughout the Bay Area, integrates systems such as Records Management Systems (RMS), Computer-Aided Dispatch (CAD), Automated License Plate Reader (ALPR) systems, and digital evidence platforms. By bringing these systems together, Peregrine enables authorized personnel to conduct cross-system searches, identify connections between incidents, and develop a more complete real-time operational picture.
The platform does not create new law enforcement data or expand the Police Department’s (Department) authority to collect or share information. Instead, it improves access to information that is already lawfully available, while maintaining existing legal, policy, and privacy safeguards. Access is controlled through role-based permissions, and all activity within the system is logged and auditable.
The Department may enter into data sharing agreements with other law enforcement agencies that use the platform; however, sharing only occurs pursuant to approved Memorandum of Understanding (MOUs), in compliance with applicable law and Department policy. The Department retains full control over what data, if any, is shared and defines and limits the access provided.
This item is being brought back for reconsideration to provide additional clarity regarding the platform’s functionality, data governance, security controls, and operational benefits.
DISCUSSION
During the March 10, 2026, City Council meeting, several questions were raised regarding data governance, privacy, system security, and operational use of the Peregrine platform. The following provides clarification and additional context to address those questions.
Purpose and Scope of the Platform
Peregrine is a law enforcement data integration platform that allows authorized Department personnel to access and search across existing Department systems through a single interface. It does not expand the Department’s authority, or alter how information is collected, shared, or retained. Rather, it improves the Department’s ability to access information that is already lawfully available to it via various existing avenues or applications.
Several questions raised during the meeting, particularly those related to how mental health calls are handled, reflect broader public safety practices and policies that exist independent of this platform. Peregrine does not change how those calls are responded to or how related information is governed; it only provides a more efficient way to access existing records when appropriate.
In November 2024, Santa Clara voters approved a bond measure that includes funding for the development of a Real Time Intelligence Center (RTIC). The Peregrine platform represents foundational software infrastructure for that future capability, enabling the integration and analysis of public safety data across systems. While the physical and operational components of an RTIC will be implemented over time, this platform delivers immediate operational benefits upon deployment by improving access to existing information, enhancing situational awareness, and supporting more timely decision-making. Advancing this technology now allows the Department to realize near-term efficiencies while building toward the voter-approved RTIC framework.
Confidentiality and Legal Protections
The platform integrates existing law enforcement data sources, including RMS, CAD, and other operational systems. Questions were raised regarding sensitive data, including biometric and medical information.
As part of standard law enforcement processes, the Department maintains certain data such as police reports and records generated through its operations. Sensitive information, such as fingerprints, is governed by strict federal and state regulations, including Criminal Justice Information Systems (CJIS) requirements, and Department policy. The Peregrine platform does not collect or generate biometric data, and that type of information is not integrated into the system or accessed through the platform.
Information in the platform is confidential and not subject to public disclosure except as required by law, ensuring that sensitive data is protected and does not compromise public safety. Additionally, certain categories of data are subject to strict legal limitations on sharing, including information governed by California law (e.g., ALPR data under SB 34 and SB 54). These restrictions remain in place and are not altered by the platform.
Data Sharing and Control
Data sharing is not automatic and occurs only between agencies that use the Peregrine platform and have entered into formal agreements. Each agency retains full ownership and control of its data and determines what, if any, information is shared. All sharing must comply with applicable law and Department policy.
The Department will define, in writing, the authorized agencies permitted to access shared law enforcement data, as well as any restrictions on data types eligible for sharing. An example of an agreement is included as Attachment 3; however, all data sharing will be governed by formal MOUs established by the Department and reviewed by the City Attorney’s Office.
Even within authorized agreements, access is further limited through role and attribute-based controls, and requests for information must be affirmatively approved. If a request is received from a non-authorized entity, the requestor would be directed to the originating agency.
In October 2025, the State enacted Senate Bill 580 (SB 580), which requires local agencies to comply with forthcoming California Department of Justice guidance regarding access to and sharing of databases operated by state or local agencies, including those maintained by private vendors. This guidance, expected by July 1, 2026, will further define permissible data sharing practices.
The platform does not override legal or policy restrictions. Data sharing remains a controlled, deliberate, and legally governed process. At every step, the Department, not the technology, retains control over what data is shared, with whom, and under what conditions.
Data Ownership
The Department retains ownership of all its respective law enforcement data. The Department is responsible for creating, updating, and deleting data in its own systems of record according to its own retention policies.
The Department will only release law enforcement data to approved agencies authorized under the sharing framework via MOU.
User Access, Misuse, and Accountability
Access to the system is limited to authorized personnel and governed by role-based permissions aligned with job responsibilities. The Administrative Services Commander (“Manager”), or designee, maintains administrative authority over system access and any data-sharing MOUs, including the assignment and management of user permissions. Access is limited to personnel who are legally permitted to access and review criminal justice information.
All system activity is logged, traceable, and auditable. User actions, including searches, downloads, sharing, and views, are recorded within the platform and, where applicable, associated with a corresponding case number to ensure accountability. The Manager will conduct routine audits to verify that all system use complies with applicable laws and Department policies.
Questions have been raised regarding how shared law enforcement data may be used by partner agencies, including concerns about misuse. Data sharing occurs within a structured framework of formal agreements, State law, and policy requirements, all of which require auditability and oversight. All California law enforcement agencies operate under consistent legal and regulatory standards governing access to criminal justice information, including State law, CJIS requirements, and agency policy. Misuse of data may result in administrative, civil, and/or criminal consequences.
Any change in federal, State or local policy is reviewed and reflected in updated Department policy and system settings.
The combination of technical safeguards, legal requirements, comprehensive audit trails, and enforceable accountability measures provides a strong framework to deter, detect, and address improper use.
Cybersecurity and Data Breach Protections
Questions were raised regarding the potential for system compromise or data breaches.
Peregrine operates within Amazon Web Services (AWS) GovCloud, a CJIS-compliant cloud environment used by government agencies nationwide. This environment is specifically designed to meet federal and state criminal justice security standards.
The system incorporates encryption at rest and in transit, redundant and secure data storage within the United States and continuous monitoring and threat detection protocols.
City Council discussion referenced the use of multiple secure servers. These servers are part of a redundant architecture, which is a standard security practice in government and enterprise systems. Rather than creating additional points of vulnerability, this distributed architecture reduces risk by ensuring there is no single point of failure and that systems remain operational even if one location is disrupted.
Access to the system is further protected through strict authentication controls, role-based access permissions, and comprehensive audit logging.
In the event of a suspected or confirmed breach, established incident response protocols, notification requirements, and legal obligations would apply. These protections are consistent with CJIS requirements, industry standards, and government best practices.
This type of distributed, redundant architecture is the same approach used to protect critical government and financial systems nationwide.
Data Retention and Accuracy
Data retention is governed by existing law, Council approved retention schedule, Department policy, and source system requirements, not by the platform itself. Peregrine reflects the retention rules already in place for each dataset.
The platform is designed to mirror Department data systems, meaning it reflects information contained in the original systems of record. Peregrine does not independently create or alter data.
If information is identified as incorrect, it must be corrected by the Department in the system of record. Once corrected, those updates are reflected in Peregrine.
System Configuration, Quality Assurance, and Implementation Timeline
Questions were raised regarding how the system is configured, how accuracy is ensured, and the anticipated implementation timeline.
Implementation involves close coordination between Peregrine deployment engineers and City Information Technology staff. Configuration is conducted in multiple stages, including:
• Data mapping and validation
• System configuration aligned with Department requirements
• Quality assurance testing at each stage
• Final Department review prior to operational use
This process ensures that only appropriate data is ingested and displayed, consistent with Department policy and legal requirements.
The approximately 90-day implementation period reflects the complexity of integrating multiple independent systems. Each Department database is configured differently, requiring the platform to ingest data, normalize and align data structures, and ensure compatibility and accuracy across systems.
This work is performed in phases and often during off-peak hours to avoid impacting system performance. Importantly, the platform mirrors existing Department data and does not replace or alter source system
Public Trust and Transparency
Questions were raised regarding how to ensure public confidence in the system.
The Department recognizes that trust is built through transparency, clear policies and demonstrated compliance with law.
The platform operates within existing legal and policy frameworks, and its use remains subject to oversight, audit, and public accountability.
As discussed, staff can return to Council with a follow-up report after one year of implementation to provide transparency regarding usage, safeguards, and outcomes.
Contract Flexibility
The agreement includes a termination for convenience clause, allowing the City to cancel the agreement with 30 days’ notice, providing flexibility and ensuring continued oversight.
Conclusion
The questions raised by the City Council reflect broader concerns about data governance, privacy, and the responsible use of technology in public safety. The Peregrine platform does not expand the Department’s authority or change existing legal protections. Rather, it provides a secure, controlled, and auditable means to access information that is already lawfully available.
By consolidating data from multiple existing systems, the platform improves efficiency, enhances situational awareness, and supports more timely and informed decision-making. This capability reduces the time required to develop a complete operational picture from hours to minutes in both daily operations and critical incidents.
Public safety matters are not confined by jurisdictional boundaries and often involve individuals, vehicles and patterns that extend across multiple jurisdictions. Within established legal and policy frameworks, the platform supports appropriate coordination between agencies while maintaining strict controls over data access, sharing, and use.
Peregrine serves as a force multiplier; it does not replace personnel but enhances their ability to efficiently compile and analyze existing information. Ultimately, Department personnel remain responsible for verifying information through the appropriate source systems. All use of the platform remains governed by law, policy, and Department oversight.
This investment also aligns with voter-approved funding for a future Real Time Intelligence Center, positioning the Department to build that capability in a phased and fiscally responsible manner while delivering immediate operational value.
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 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 $1,179,690, 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 (inclusive of $254,727 contingency for initial and optional terms) for a total aggregate not-to-exceed amount of $2,802,001 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. RTC 26-96
2. Agreement with Peregrine Technologies
3. Draft Third Party Data Sharing Agreement