Agenda Item #13.4
For Council Meeting of: April 21, 2026
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: RACHEL EDE, DEPUTY DIRECTOR
TRANSPORTATION & PUBLIC WORKS TRANSIT DIVISION
SUBJECT: CITY OF SANTA ROSA AND GMV SYNCROMATICS CORP. THIRD AMENDMENT FOR COMPUTER AIDED DISPATCH AND AUTOMATED VEHICLE LOCATION SYSTEM AGENDA ACTION: MOTION
RECOMMENDATION
The Transportation and Public Works Department recommends that the Council, by motion: approve the Third Amendment to Professional Services Agreement Number F002615 with GMV Syncromatics Corp. of Los Angeles, California, to increase compensation in an amount of $238,514, for a total not to exceed amount of $1,270,300; and 2) authorize the City Manager to make non-substantive changes to the Amendment, subject to approval by the City Attorney, and execute the Amendment. This item has no impact on current fiscal year budget.
EXECUTIVE SUMMARY
The purpose of this action is to increase the not-to-exceed amount of the contract to address unanticipated costs attributable to leased buses and a temporary increase in the size of the CityBus active fleet, in order to enable the Transit Division to pay for services to the end of the contract period.
GOAL
This item relates to Council Goal #2 - Invest in the Development and Maintenance of the City's Infrastructure by ensuring the general public has access to real-time transit information.
BACKGROUND/PRIOR COUNCIL REVIEW
The Transit Division entered into a contract with GMV Syncromatics in April of 2023 for services related to a computer aided dispatch and automated vehicle locator (CAD/AVL) system. The system is installed on 100% of the fixed route fleet allowing riders to receive real-time information about when buses will arrive and depart stops across the system. The system also includes several modules that enhance day-to-day management of CityBus operations. The system is an invaluable component of the CityBus system both from a public and operational perspective.
ANALYSIS
The proposed increase in the contract’s do-not-exceed amount is directly attributable to the status of the CityBus fleet. The addition of six leased buses from Golden Gate Transit as well as a temporary increase in the number of buses in the CityBus active fleet while new buses are accepted and older buses are retired has led to unanticipated costs for capital, labor, and annual fees associated with the GMV Syncromatics contract. Annual fees are calculated on a per bus basis. Staff seek to increase the contract by an amount that can ensure that the GMV system is functional on all buses in the active fleet as the transit fleet reaches a point of stability over the coming year.
FISCAL IMPACT
Approval of this action does not have a fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines Section 15378, the recommended action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have the potential to result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. The action consists solely of approval of a contract amendment for software and related services supporting transit operations and does not authorize construction or any physical modification to the environment. In the alternative, the recommended action is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that the recommended action may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Third Amendment to Professional Services Agreement Number #F002615 with GMV Syncromatics Corp.
PRESENTER(S)
Matthew Wilcox, Transit Planner
CITY OF SANTA ROSA AND GMV SYNCROMATICS CORP. THIRD AMENDMENT FOR COMPUTER AIDED DISPATCH AND AUTOMATED VEHICLE LOCATION SYSTEM PAGE 3 OF 3