ADMINISTRATIVE REPORT
MEETING DATE: March 25, 2026 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: March 13, 2026
SUBJECT: Resolution to dispense with bidding and Agreement (not to exceed $261,234) with CYVL, Inc
for Transportation Infrastructure Management and Digitization services
1. Resolution determining that transportation infrastructure management and digitization cannot be reasonably obtained through the usual bidding procedures and authorizing the Finance Director to dispense with bidding therefore, not to exceed $261,234.
2. Agreement with CYVL, Inc. to provide transportation infrastructure management and digitization services for a three-year term, not to exceed $261,234.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the purchase and contract.
BACKGROUND:
As part of the SB1 fu nding eligibility requirements, jurisdictions must maintain a Pavement Condition Index (PCI), a key metric used to evaluate the condition and quality of roadway infrastructure. The PCI helps guide decision -making by identifying areas that require maintenan ce or repairs, ensuring that resources are allocated where they are most needed. A high PCI indicates roads are in good condition, while a low PCI highlights areas in need of improvement, allowing for targeted repairs before costs escalate. However, the de velopment and ongoing maintenance of an accurate PCI requires substantial technical expertise and dedicated staff time, resources that the City currently does not have in-house. To meet these requirements and effectively manage pavement conditions, the Cit y has opted to outsource this responsibility to specialized contractors.
CYVL’s transportation infrastructure management and digitization program is built around a fully integrated, AI -driven system that transforms how roadway assets are assessed, managed, and maintained. Leveraging advanced AI -enabled sensor technologies —including laser scanners, high - definition imaging, and ground -penetrating radar —CYVL captures real -time, high -resolution data on roadway conditions with accuracy and consistency.
What differentiates CYVL is not just the sophistication of its data collection, but the intelligence applied afterward. Through advanced AI algorithms, the platform automatically detects, classifies, and quantifies pavement distress (such as cracking, rutting, and potholes), and predictive analytics are used to optimize repair schedules. This allows agencies to assess all streets much faster and plan much more efficiently than most other Pavement Management Programs.
While firms such as Fugro, Pavemetrics, and Cyclomedia offer comparable data acquisition capabilities, their services typically stop at data delivery. CYVL distinguishes itself by providing a comprehensive, AI - powered decision support system. Its platform translates complex datasets into actionable insights through automated reporting, scenario modeling, and intelligent budgeting tools.
Through use of CYVL’s transportation infrastructure management and digitization program services, City staff can ensure compliance with SB1 funding requirements while enabling more efficient decision-making and resource allocation.
The City municipal code section 3.20.060(D)(2) allows the City to dispense with bidding when it is determined that work, supplies, equi pment or materials can only be reasonably be obtained from one vendor because of restricted availability of such work, supplies, equipment or materials.
Staff research has determined that CYVL, Inc. is a specialized provider offering a unique end-to-end AI enhanced program. Based on this research, CYVL, Inc. has been identified as the sole source provider for transportation infrastructure management and digitization services capable of delivering this fully integrated, AI-driven solution. Staff recommend ad opting the Resolution to dispense with the bidding process for these services and approving a three -year agreement with CYVL, Inc. in the amount of $261,234 for the Public Works Department.
FISCAL IMPACT:
Sufficient funds are budgeted in the general fund for this service
COUNCIL GOAL:
Reliable Infrastructure
ATTACHMENTS:
1. Resolution
2. CYVL, Inc. Proposal
3. Signed Agreement