City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 20, 2026 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: SECOND AMENDMENT TO MASTER AGREEMENT WITH ECOLANE USA, INC., OF WAYNE, PENNSYLVANIA, TO AMEND THE SCOPE OF WORK AND INCREASE COMPENSATION FOR THE TERM OF THE AGREEMENT BY ADDING ADDITIONAL SERVICES, INCLUDING ADDITIONAL CAMERAS AND INTELLIGENT VOICE AGENT CAPABILITY, FOR A ONE-TIME AMOUNT OF $8,500 AND AN ADDITIONAL $77,640 PER YEAR ISSUE:
Consider approving the Second Amendment to Master Agreement with Ecolane USA, Inc., of Wayne, Pennsylvania, to amend the scope of work and increase compensation for the Term of the Agreement by adding additional services, including additional cameras and Intelligent Voice Agent capability, for a one-time amount of $8,500 and an additional $77,640 per year.
RECOMMENDATIONS:
That the City Council:
Approve the Second Amendment to Master Agreement with Ecolane USA, Inc., of Wayne, Pennsylvania, to amend the scope of work and increase compensation for the Term of the Agreement by adding additional services, including additional cameras and Intelligent Voice Agent capability, for a one-time amount of $8,500 and an additional $77,640 per year; and Authorize the City Manager, or designee, to execute the Second Amendment with Ecolane USA, Inc., including making minor and non-substantive changes.
BACKGROUND:
The Special Transportation Division of the Parks, Recreation and Community Services Department (PRCSD) operates the Riverside Connect service within the city limits of Riverside. It was established in 1975, through a mutual agreement between the City of Riverside and the Riverside Transit Agency (RTA) to provide complementary paratransit services to seniors over the age of 60 and individuals with disabilities.
Riverside Connect provides service seven days a week, 362 days a year, and has a fleet of 34 vehicles which includes 32 buses and two vans. Riverside Connect allows seniors and individuals living with a disability to live an independent life by providing equitable access to transportation. In FY25/26, Riverside Connect averaged 207 rides per day and traveled over 428,000 miles transporting senior and disabled residents throughout the City of Riverside.
Riverside Connect is a cornerstone of an inclusive and compassionate community. By providing accessible transportation services, Riverside Connect contributes to the overall well-being, independence, and active participation of diverse community members. The continued support and enhancement of Riverside Connect aligns with the City’s commitment to creating a community that is accessible and supportive to all. Riverside Connect’s operational costs are entirely funded by federal, state, and local transportation funds and have no impact on the general fund.
DISCUSSION:
This Second Amendment adds two enhancements to the existing Ecolane scheduling and dispatch platform: additional onboard cameras and Intelligent Voice Agent capability.
The current onboard camera system does not provide full coverage of the vehicle exterior, limiting staff’s ability to document incidents and accidents when they occur. This enhancement adds two external cameras per vehicle, reducing blind spots on the sides and the rear. The additional angles will support more complete incident documentation and strengthen Riverside Connect’s position in liability and insurance claims.
The Intelligent Voice Agent module allows riders to book, confirm, modify, or cancel trips through natural voice interaction. Staff project that this tool will reduce wait times during peak call periods, with the potential to automate up to 70% of inbound call volume, freeing up dispatch staff to focus on complex trip needs and direct customer support. Live dispatch staff will remain available for riders who prefer or need to speak with a person.
Purchasing Overview
On January 29, 2024, RFP No. 2334 for Transportation Scheduling Software closed, with 8 responsive proposals received. On August 20, 2024, the Original Agreement was awarded by Council to Ecolane USA, Inc.
The original agreement was approved by City Council in accordance with Purchasing Resolution 24101, Section 508 which states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder, except that…(c) Contracts procured through Formal Procurement for Services or Professional Services, where a Request for Proposals or Request for Qualifications was used to solicit Bids, shall be awarded by the Awarding Entity in accordance with the evaluation criteria set forth in the Request for Proposals or Request for Qualifications.” The First Amendment to the agreement was approved by City Council on January 13, 2026, in accordance with the Purchasing Resolution 24101, section 1104 which states, “Unless otherwise specifically authorized by the Awarding Entity, Change orders with cumulatively exceed the following will require Awarding Entity Approval: … (a) 10% of the original contract price for Contracts and/or Purchase Orders for Goods Services and Professional Services up to $100,000 or for Contracts and/or Purchase Orders of Construction or Design-Build Services up to $50,000; additional percentage authority may be authorized by the Manager up to $100,000 or as otherwise specified for in the City Charter.” This Second Amendment is pursuant to Purchasing Resolution 24421, Section 1104 “Change Orders”, which states: “Permitted Uses. Subject to the availability of funds, Change Orders may be utilized for purposes of…(3) modifying scope of work/services being provided, where the modification is reasonably related to the original scope of work/services; (g) Contracts and Purchase Orders Previously Approved by the City Council or Board of Public Utilities. The Manager, or designee, may approve cumulative Change Orders when: (1) The cumulative Change Orders do not exceed ten percent (10%) of the original Contract or Purchase Order amount; and (2) The cumulative Change Orders approved under this delegated authority do not exceed $150,000. (3) If either limit is exceeded, approval by the applicable Awarding Entity is required before any additional Change Order may be executed, unless the Awarding Entity previously authorized additional Change Order authority.” The Purchasing Manager concurs that the recommended action is compliant with Purchasing Resolution 24421.
FISCAL IMPACT:
The total fiscal impact of the actions of this report is $86,140, which includes a one-time amount of $8,500 and an additional $77,640 per year. Funding for the contract is budgeted and available as shown in the table below. Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to be presented to the City Council for approval.
Table 1. Available Funding Source
Fund
Project
Account
Amount
Special Transit
Ecolane Add-On
9354720-425700
$76,299.20
Safety Camera Enhancement
9412420-462200
$41,140.00
Total Budget:
$117,439.20
Prepared by: David Richardson, Senior Management Analyst Approved by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Julie Nemes, Finance Director
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: James Johnson, City Attorney
Attachment: Second Amendment to Master Agreement
Second Amendment to Transportation Scheduling Softwareh Page 5