TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Maria Öberg
SUBJECT: See Below DATE: November 24, 2025
Approved
Date:
12/3/25
COUNCIL DISTRICT: Citywide
SUBJECT: Report on the Request for Proposals for an Emergency Management AI-Integration Data Modeling Solution
RECOMMENDATION
Accept the report on the Request for Proposals for an emergency management AI- integration data modeling solution and adopt a resolution authorizing the City Manager or her designee to:
(a) Negotiate and execute an agreement with Ladris Technologies, Inc. (Grass Valley, CA) for the development and implementation of disaster preparedness and emergency modeling software and services to support planning and response efforts for emergencies requiring evacuation, for a total not-to-exceed amount of $580,000, for the initial term ending on or around January 31, 2027, subject to the appropriation of funds;
(b) Negotiate and execute amendments and change orders as required, to address unanticipated changes, software subscriptions, modules, integrations, and related professional services, for a contingency amount not-to-exceed $50,000 during the initial term, subject to the appropriation of funds; and
(c) Negotiate and execute up to five one-year options to extend the term of the agreement through January 2032, subject to the appropriation of funds.
SUMMARY AND OUTCOME
By authorizing the City Manager or her designee to take these actions, the City of San José (City) will be better positioned to strengthen its emergency preparedness and response efforts.
COUNCIL AGENDA: 12/16/25
FILE: 25-1311
ITEM: 2.13
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on Request for Proposals for an Emergency Management AI-Integration Data Modeling Solution
BACKGROUND
The City Council has identified community safety as one of its focus areas. During certain emergencies, the City can issue evacuation orders if necessary to protect lives.
Effective evacuation operations depend on robust planning using predictive tools.
An evacuation order requires assessment of numerous factors, including the location and cause of the threat, weather, road conditions, population mobility, environmental considerations, and other potential impacts. The process of collecting and analyzing this data can be time consuming. To enhance readiness, the City requires technological tools and support to process a large volume of data quickly and estimate travel impacts in minutes rather than hours – an essential capability when lives are at risk.
In September 2024, the City entered into a pilot program with Ladris Technologies, Inc. allowing the City to test and evaluate two artificial intelligence modules over a nine- month period. The tools provided by Ladris Technologies, Inc. demonstrated the ability to integrate and streamline data sources, enabling faster and more comprehensive situational assessment – an advantage that, in a crisis, could help save lives.
Based on the result of the pilot program, the City determined there is significant value in continuing to develop the capability to synthesize multi-department data into actionable insights to support decision-making by the Emergency Operations Center staff. The City Manager’s Office of Emergency Management would like to procure the tools for planning and logistics and intends to implement them in advance of major sporting events planned for 2026 to strengthen emergency preparedness and response capabilities.
ANALYSIS
In July 2025, the Finance Department issued a request for proposals for an Emergency Management AI-Integration Data Modeling solution. A total of five responsive proposals were received by the submittal deadline.
The proposals were evaluated and scored independently by a five-member evaluation panel composed of representatives from the City Manager’s Office, the City Manager’s Office of Emergency Management, the Information Technology Department, the Fire Department and the Police Department. The three highest-scoring proposers were invited to demonstrate their solution to the evaluation panel. At the conclusion of that, the highest-scoring proposer, Ladris Technologies, Inc., participated in a technology security and privacy review process.
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on Request for Proposals for an Emergency Management AI-Integration Data Modeling Solution
Final evaluation scores are as follows:
Final Scores
Maximum
Points
Atlas Traffic
Technologies
LLC
Ladris
Technologies,
Inc
Vitohsa
Inc.
Proposal
Responsiveness
Pass/Fail Pass Pass Pass
General Requirements 10 4.20 8 6.40
Experience and
Qualifications
15 4.20 12.18 5.16
Project
Approach/Schedule
10 4.80 7.60 7.20
Technical Capabilities 15 8.61 10.65 10.71
Cost Proposal 15 15 0.47 0.57
Oral Interview/System
Demonstration
25 9.01 20.5 6.91
Local Business
Enterprise
5 0 0 0
Small Business
Enterprise
5 0 0 0
Technology, Security, and
Privacy Review
Pass/Fail N/A Pass N/A
Total Score 100 45.82 59.40 36.95
Staff conducted reference checks for Ladris Technologies, Inc. with Yuba County, San Mateo County, and Marin County. All references provided positive feedback.
Local and Small Business Enterprise Preference: None of the proposers qualified for the local business enterprise and small business enterprise preferences.
Protest: The City’s request for proposals process included a 10-day protest period that began when the City issued the Notice of Intended Award on November 12, 2025. No protests were received.
Award of Recommendations: Based on these results, staff recommends award of the contract to Ladris Technologies, Inc. as the highest-ranked responsive and responsible proposal per the evaluation criteria set forth in the request for proposals. Approval of this recommendation will provide the City with the tools and services to plan for, and conduct evacuation route assessments and establish egress and ingress routes before and during emergencies.
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on Request for Proposals for an Emergency Management AI-Integration Data Modeling Solution
Summary of Agreements: The agreement with Ladris Technologies, Inc. will be in accordance with the City’s standard terms and conditions and include the following provisions:
• Detailed scope of work to ensure the provided services comply with City requirements.
• Project implementation plan/schedule.
• Fixed, not-to-exceed pricing for the initial term ending on or around January 31, 2027.
• Five one-year options to extend the agreement through January 2032, or as may be adjusted to align with the software renewal term, with vendor requests for pricing adjustments during the option terms to be considered by the City in accordance with the Producer Price Index, but not to exceed three percent over the previous year unless otherwise negotiated.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
The total recommendation for this agreement is $3.5 million, the initial term of the agreement is through January 2027, with five additional one-year options to extend the term through January 2032. The costs for the initial term ending on January 31, 2027 is predicted to be $580,000 and will be funded by the General Fund. Ongoing costs are associated with the additional one-year options to extend the term of the agreement and subject to appropriation of funds.
1. TOTAL COST OF AGREEMENT $3,530,000
2. COST ELEMENT OF AGREEMENT AS RECOMMENDED AS PART OF THE
MEMORANDUM
• Initial Term 580,000
• Option 1 (2/1/2027-1/31/2028) 580,000
• Option 2 (2/1/2028-1/31/2029) 580,000
• Option 3 (2/1/2029-1/31/2030) 580,000
• Option 4 (2/1/2030-1/31/2031) 580,000
• Option 5 (2/1/2031-1/31/2032) 580,000
AGREEMENT NOT-TO-EXCEED TOTAL 3,480,000
Contingency 50,000
GRAND TOTAL NOT-TO-EXCEED TOTAL $ 3,530,000
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on Request for Proposals for an Emergency Management AI-Integration Data Modeling Solution
BUDGET REFERENCE
The table below identifies the fund and appropriation to fund the agreement recommended as part of this memorandum.
COORDINATION
This memorandum has been coordinated with the City Attorney's Office, the City Manager's Budget Office, and the City Manager’s Office of Emergency Management.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the December 16, 2025 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment
Fund
#
Appn.
#
Appropriation
Name
Total
Appropriation
Amount for
Contract
2025-2026
Adopted
Operating
Budget Page
Last Budget
Action
(Date, Ord.
No.)
001 0112 City Manager’s
Office Non-
Personal/
Equipment
$3,874,710 $580,000 450 10/21/2025
31252
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on Request for Proposals for an Emergency Management AI-Integration Data Modeling Solution
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
Maria Öberg
Director of Finance
For procurement and contract related questions, please contact Albie Udom, Deputy Director of Purchasing and Risk Management, Finance Department, at [email protected] or (408) 535-7059.
For program related questions, please contact Raymond Riordan, Director, City Manager’s Office of Emergency Management at [email protected] or (408) 794-7050.