STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
18 SUBJECT: CONSULTANT SERVICES AGREEMENT FOR TRANSIT CAD/AVL/APC
INTEGRATED SYSTEM
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a Consultant Services Agreement with TripShot, Inc. in an amount not to exceed $949,000.28, in a form approved by the City Attorney, for implementation and management of the Transit CAD/AVL/APC Integrated System for a three-year initial term, with two one-year extension options;
2. Appropriate $270,000 from the Transit Fund for this project; and
3. Find that the recommended actions are not subject to the California Environmental Quality Act pursuant to CEQA Guidelines Section 15378.
SUMMARY OF THE MATTER
This report recommends that the City Council approve a Consultant Services Agreement with TripShot, Inc. for the implementation and management of an integrated Transit CAD/AVL/APC system. The total three-year contract amount is $639,673, including hardware and subscription services, and is funded from through the Transit Fund. This project will streamline transit operations and improve rider experience by consolidating tracking and dispatch functions into a single app. It supports the City’s strategic goal of modernizing transportation infrastructure. The actions are not subject to CEQA under Guidelines Section 15378.
DISCUSSION
Background
In 2018, the City entered into a five-year agreement with DoubleMap, Inc. to provide a Computer-Aided Dispatch/Automated Vehicle Location (CAD/AVL) system for transit operations. The contract was temporarily suspended for one year due to the COVID-19 pandemic, with operations resuming in 2021.
During the contract term, DoubleMap was acquired by TransLoc, Inc., which notified the City that the legacy system would reach end-of-life on December 31, 2024.
To maintain service continuity, the City executed a temporary agreement with TransLoc from January 1 through November 30, 2025. This interim arrangement allowed time for staff to conduct a competitive procurement process for a long-term replacement system without disrupting public transit services.
Request for Proposal and Evaluation
On September 26, 2025, the City issued a Request for Proposals (RFP) via its PlanetBids procurement platform, seeking a vendor to provide an integrated Transit CAD/AVL/Automatic Passenger Counter (APC) system. A total of six proposals were received:
GMV
Peak Transit
TransLoc Inc.
CONSULTANT SERVICES AGREEMENT FOR TRANSIT CAD/AVL/APC INTEGRATED SYSTEM
December 9, 2025
TripShot
TripSpark Technologies
VSI Technologies
The written proposals were evaluated, and the top four consultants were invited for a software demonstration and interview. After evaluation, the committee unanimously selected TripShot as the most qualified consultant.
Recommended System Feature Benefits
TripShot offers a complete transportation management software solution that includes fixed route, on demand, and rider mobile phone application solution which results in enhanced rider experience and efficient operational management. The proposed system includes:
• Computer-Aided Dispatch (CAD)
• Automated Vehicle Location (AVL)
• Real-Time Automatic Passenger Counters (APC)
• Mobile Data Terminals for both fixed-route and microtransit vehicles • White Label Mobile App with real-time transit information for riders Currently, Laguna Beach transit users must download two separate apps to access trolley and on-demand (Laguna Local) services. The TripShot platform will consolidate both services into a single app, improving the rider experience and operational efficiency.
Additionally, the new system will replace the CAD/AVL services currently provided under the City’s agreement with LAZ Parking for Laguna Local. Upon full implementation, the City anticipates a monthly cost savings of approximately $2,165 in LAZ billing.
Implementation and Transition Plan
To allow sufficient time for installation, testing, and staff training, staff extended the existing TransLoc agreement by four months, through March 31, 2026. Although TripShot estimates the new system can be operational within eight weeks, staff prefers to allow additional time for troubleshooting and onboarding if needed. This allows time for the new system to be implemented and thoroughly tested before the start of the summer season.
Contract Terms and Transition Plan
Staff recommends executing a three-year agreement with TripShot, with two optional one-year extensions.
The estimated cost breakdown is as follows:
• Year 1: $340,990 (includes one-time hardware costs for tablets, mounts, and AVA equipment) • Years 2–3: $298,683 (annual software subscriptions and support) • Total for Initial Term (3 years): $639,673
• Optional Year 4: $153,293.49
• Optional Year 5: $156,033.79
CONSULTANT SERVICES AGREEMENT FOR TRANSIT CAD/AVL/APC INTEGRATED SYSTEM
December 9, 2025
• Total for Initial Term plus optional Year 4 and 5: $949,000.28 Contractor is not required to secure and maintain automobile liability insurance coverage as described in this Agreement if Contractor verifies through a signed declaration (Attachment 2) approved by the City Attorney that neither Contractor nor Contractor’s employees and consultants will use vehicles in the course of performing the obligations under this Agreement.
As part of the Indemnification Section of the agreement, it is modified so that in no event will Consultant’s liability under, arising out of, or in connection with this Agreement, under any legal or equitable theory, exceed $340,990.
FINANCIAL ANALYSIS
The total cost for the initial three-year term of the TripShot agreement is $639,673, which includes onetime hardware purchases and ongoing software subscription services. Of this amount, $340,990 is required in the first year and includes hardware such as tablets and Automatic Voice Announcement (AVA) equipment for the fixed-route trolleys and on-demand vehicles.
To fund the first-year costs, an appropriation of $270,000 is requested from the Transit Fund. This additional appropriation from what is currently budgeted will cover the full Year 1 cost and provide a contingency for installation or implementation-related expenses. Funding for subsequent years (Years 2 and 3) will be programmed in future Transit Division budgets.
Additionally, staff anticipates a reduction in monthly operating costs once the new CAD/AVL system replaces the current service provided through the City’s agreement with LAZ Parking. These cost savings, estimated at approximately $26,000 annually, will help offset future subscription costs.
ENVIRONMENTAL ANALYSIS
The proposed actions are not subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(a), as they do not constitute a “project.” There is no potential for a direct or reasonably foreseeable indirect physical change to the environment because the actions involve approval of a consultant services agreement for transit technology services and do not authorize any physical development.
Additionally, the actions qualify under the general rule exemption pursuant to CEQA Guidelines Section 15061(b)(3), as it can be seen with certainty that there is no possibility the agreement may have a significant effect on the environment.
Therefore, the proposed actions are not subject to CEQA pursuant to CEQA Guidelines Sections 15378, 15061(b)(3), and 15060(c)(3).
ATTACHMENTS
1. TripShot Scope of Services (Pgs. 5-11)
2. TripShot Waiver of Auto Insurance (Pg. 12)
3. Professional Services Agreement with TripShot (Pgs. 13-41)
CONSULTANT SERVICES AGREEMENT FOR TRANSIT CAD/AVL/APC INTEGRATED SYSTEM
December 9, 2025
Submitted By: Alexis Braun Approved: .David A Kiff
Alexis Braun, Acting Director of
Transit and Community Services Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Nabila Guzman, Senior Administrative Analyst