City of Simi Valley
Staff Report
J
une 8, 2026
To: Cit
y Council
Fr
om: Public Works Department,
Ron Fuchiwaki, Public Works Director
Subj
ect: Authorize purchase order to Arctiq US, Inc., for paratransit software support through the General Services Administration, and waive competitive bidding to authorize issuance of a purchase order to Ecolane USA, Inc. for a text notification module
Sta
ff Recommendation
I
t is recommended that the City Council:
1. A
uthorize purchase order to Arctiq US, Inc. (Arctiq) for Ecolane paratransit scheduling and dispatch software support for a one -year term , retroactively effective from June 1, 2026, through May 31, 2027, in the amount of $17,028 (Attachment A), through the General Services Administration (GSA) Contract No. 047QTCA22D00BP (Attachment B);
2. W
aive competitive bidding requirements and authorize a purchase order to Ecolane USA, Inc. (Ecolane USA), for a text notification module, including text bundle credits, in the amount of $11,465.10 (Attachment C), for the same term; and,
3. A
uthorize the City Manager to execute any forms and GSA contract amendments to implement the approved purchase order for Arctiq , and approve up to two (2) optional one-year renewals for Ecolane USA, provided the GSA contract remains in effect.
B
ackground
T
he City utilizes Ecolane software for scheduling and dispatch for paratransit services, which was procured through a GSA cooperative purchasing agreement formerly via Dyntek Services, Inc. (Dyntek), now doing business as Arctiq US, Inc. Additionally, the City utilizes a separate text notification module contracted from Ecolane USA. These two components are functionally integrated but are contracted through different vendors and procurement methods.
S
cheduling and Dispatch Software System:
O
n February 11, 2020, the City implemented Ecolane Android systems for eleven (11) vehicles through Dyntek under a GSA Contract No. GS-35F-0025N for $92,417.22. This Agenda Item No.
Consent (10)
amount included installation, training, and first -year support. The system integrates scheduling and routing, improving efficiency and reporting. Subsequent support for years two and three totaled $17,600, increasing the not -to-exceed contract amount to $110,017.22, with renewals consistent with the GSA cooperative agreement with Dyntek.
On September 25, 2023, the City entered into a contract with Dyntek under GSA Contract No. 47QTCA22D00BP for software support from June 1, 2023, through May 31, 2026, with a total not -to-exceed contract amount of $26,400, increasing the cumulative expended total to $136,417.22. Dyntek changed its legal name to Arctiq on July 1, 2025, with no impact on ownership or contractual obligations, including the continued use of the applicable GSA contract.
Text Notification Module:
On January 26, 2021, the City designated Ecolane USA as a sole -source vendor and purchased a text notification module for $16,486.50 through January 31, 2023.
Subsequently, the City continued licensing for three additional years , totaling $11,997, and purchased text bundle credits totaling $10,500, bringing the not-to-exceed contract amount to $38,983.50. An additional four months of licensing was added to align with the Dyntek contract , from February 1, 2026, through May 31, 2026, at a cost of $1,935 , increasing the cumulative expended total to $40,918.50.
Staff is currently evaluating alternative software solutions in coordination with Ventura County transit agencies. To maintain service continuity, staff recommends a one- year extension with Arctiq and continued use of the Ecolane text notification module.
Discussion
The City has utilized the software and add-on text notification module for over five years.
Pursuant to Simi Valley Municipal Code (SVMC) Section 2- 9.110, contracts exceeding five years, including optional renewals, require City Council approval.
Scheduling and Dispatch Software System:
As the Dyntek contract has expired and Arctiq remains the authorized GSA reseller for Ecolane software support, staff recommends using cooperative purchasing through Arctiq’s GSA contract , consistent with SVMC Section 2- 9.201(f). This approach allows issuance of a purchase order for one year of software support and maintenance , retroactive from June 1, 2026, through May 31, 2027, to avoid interruption of ongoing software support and maintenance services, in an amount not-to-exceed of $17,028 under GSA Contract No. 47QTCA22D00BP, which remains valid through August 4, 2027.
Text Notification Module:
The module is a proprietary add-on integrated with the Ecolane scheduling and dispatch platform provided by Ecolane USA, with no authorized alternative vendors available. To ensure reliable service, prepaid text bundle credits are required. Additionally, to maintain continuity of service and system functionality, this purchase qualifies for the bidding procedure exception under SVMC Section 2- 9.201(e), the module is proprietary to the Ecolane platform and is not available from other authorized vendors. 2 Staff recommends approval of the Ecolane USA module for $6,965.10, including $4,500 in text bundle credits, for a total not -to-exceed amount of $11,465.10. The agreement includes two optional one- year renewals, contingent upon continued use of the Arctiq software.
The approval of separate vendors and procurement methods will ensure compliance with City and Federal Transit Administration procurement requirements, support audit readiness, and maintain clear vendor accountability.
Financial Impact
The Arctiq scheduling and dispatch software system requires $17,028 for a one- year support extension, and the Ecolane USA text notification module requires $11,465.10 for continued service, for a total annual ongoing not-to-exceed operating costs of $28,493.10.
City Council Priority
This item supports the Reliable Infrastructure City Council Goal, which is designed to "maintain and upgrade roads, facilities, and technology systems to ensure safe, efficient, and resilient public services.”
Suggested Motion
I move to:
1. Authorize a purchase order to Arctiq for Ecolane paratransit scheduling and dispatch software support for a one-year term, retroactively effective from June 1, 2026, through May 31, 2027, in the amount of $17,028, through GSA Contract No. 047QTCA22D00BP;
2. Waive competitive bidding requirements and authorize a purchase order to Ecolane USA, for a text notification module, including text bundle credits, in the amount of $11,465.10, for the same term; and
3. Authorize the City Manager to execute any forms and GSA contract amendments to implement the approved purchase order for Arctiq and approve up to two (2) optional one-year renewals for Ecolane USA, provided the GSA contract remains in effect.
Summary
The City utilizes Ecolane software for scheduling and dispatch for paratransit services, which was procured through a GSA cooperative purchasing agreement formerly via Dyntek, now doing business as Arctiq US, Inc. Additionally, the City utilizes a separate text notification module contracted from Ecolane USA. These two components are functionally integrated but are contracted through different vendors and procurement methods. Staff recommends that the City Council authorize a purchase order to Arctiq for Ecolane paratransit scheduling and dispatch software support for a one- year term, 3 retroactively effective from June 1, 2026, through May 31, 2027, in the amount of $17,028, through GSA Contract No. 047QTCA22D00BP . Staff further recommends w aiving the competitive bidding requirements and authorize a purchase order to Ecolane USA, for a text notification module, including text bundle credits, in the amount of $11,465.10, for the same term. Lastly, staff recommends authorizing the City Manager to execute any forms and GSA contract amendments to implement the approved purchase order and approve up to two (2) optional one-year renewals for Ecolane USA , provided the GSA contract remains in effect.
Prepared by: Gian Maria Garcia, Management Analyst
Attachments:
Attachment A – Arctiq US, Inc. Quote
Attachment B – GSA Contract No.47QTCA22D00BP (Arctiq US, Inc.) Attachment C – Ecolane USA, Inc. Quote
4 Main:
Email: [email protected]
Web:
Tax ID:
City of Simi Valley - Ecolane Renewal Quote #026782 v1
Arctiq - Tennessee
Prepared by:Prepared For:
City of Simi Valley
P: (805) 583-6491
E: [email protected]
P:
E: [email protected]
Iya Obgadze
8 Cadillac Drive
Suite 300
Brentwood TN 37027
Gian Maria Garcia
2929 Tapo Canyon Road
Simi Valley, CA 93063
Date Issued:
02.26.2026
Expires:
06.15.2026
Ecolane Renewal
Ln # Qty Part Number Description Notes Unit Price Extended Price 1 11 EUSA-HSM EVOLUTION and MDT Software Core
Ecolane Software, Includes licenses
and maintenance for core system,
driver MDTs, and map data for 5
contiguous counties. Priced per vehicle
with unlimited users.
GSA Contract Number:
47QTCA22D00BP
$1,548.00 $17,028.00
Subtotal: $17,028.00
Contract Vehicle: GSA #47QTCA22D00BP
DynTek GSA Schedule 70 Contract number for this quotation is 47QTCA22D00BP.
Cage Code: 3BE87 Duns#: 627226822
Quote is in US Dollars
Quote Summary Amount
Ecolane Renewal $17,028.00
Total: $17,028.00
Quote #026782 v1 Page: 1 of 2
Attachment A
5 Main:
Email: [email protected]
Web:
Tax ID:
City of Simi Valley
Signature:
Name:
Title:
Date:
Quote #026782 v1 Page: 2 of 2
6 GENERAL SERVICES ADMINISTRATION
Federal Acquisition Service
Authorized Federal Supply Schedule FSS Price List
On-line access to contract ordering information, terms and conditions, up-to-date pricing, and the option to create an electronic delivery order are available through GSA Advantage!®, a menu-driven database system. The INTERNET address GSA Advantage!® is: GSAAdvantage.gov.
Multiple Award Schedule (MAS)
FSC Group: Information Technology
Arctiq US, Inc.
8 Cadillac Drive, Suite 250
Brentwood, TN 37027-5336
Phone: (833) 327-2847
Internet Address: https://arctiq.com/
Contract Number: 47QTCA22D00BP
Period Covered by Contract: August 5, 2022, through August 4, 2027 Pricelist current through Modification #PO-0013 effective March 2, 2026 Business Size: Other than Small
For more information on ordering, go to the following website: https://www.gsa.gov/schedules Prices Shown Herein are Net (discount deducted)
.
Attachment B
7 Arctiq US, Inc. 47QTCA22D00BP Page 3
(833) 327-2847
CUSTOMER INFORMATION
1a. Table of awarded special item number(s) with appropriate cross-reference to item descriptions and awarded price(s).
SINs Recovery Cooperative SIN Title
511210 511210RC 511210STLOC Software Licenses
54151 54151RC 54151STLOC Software Maintenance Services
54151S 54151SRC 54151SSTLOC Information Technology Professional Services
611420 611420RC 611420STLOC Information Technology Training OLM OLMRC OLMSTLOC Order-Level Materials (OLM)
1b. Identification of the lowest priced model number and lowest unit price for that model for each special item number awarded in the contract. This price is the Government price based on a unit of one, exclusive of any quantity/dollar volume, prompt payment, or any other concession affecting price. Those contracts that have unit prices based on the geographic location of the customer, should show the range of the lowest price, and cite the areas to which the prices apply.
1c. If the Contractor is proposing hourly rates, a description of all corresponding commercial job titles, experience, functional responsibility and education for those types of employees or subcontractors who will perform services shall be provided. If hourly rates are not applicable, indicate “Not applicable” for this item.
2. Maximum Order:
SINs Maximum Order
511210 $500,000
54151 $500,000
54151S $500,000
611420 $250,000
OLM $250,000
3. Minimum Order: $100
4. Geographic coverage (delivery area). 48 contiguous states.
5. Point(s) of production (city, county, and State or foreign country) . United States
6. Discount from list prices or statement of net price. Government Net Prices (discounts already deducted.)
7. Quantity discounts: None
8. Prompt payment terms. Net 30 days or other negotiated prompt payment terms. Information for Ordering Offices:
Prompt payment terms cannot be negotiated out of the contractual agreement in exchange for other concessions.
9. Foreign items: None
10a. Time of delivery:30 days ARO
8 Arctiq US, Inc. 47QTCA22D00BP Page 4
(833) 327-2847
10b. Expedited Delivery. Items available for expedited delivery are noted in this price list : Contact Contractor
10c. Overnight and 2-day delivery. Contact Contractor
10d. Urgent Requirements. Contact Contractor
11. F.O.B. point(s). Destination
12a. Ordering address: Same as company address
12b. Ordering procedures: See Federal Acquisition Regulation (FAR) 8.405-3.
13. Payment address: Same as company address
14. Warranty provision: Standard Commercial Warranty
15. Export packing charges: Not Applicable
16. Terms and conditions of rental, maintenance, and repair: Not Applicable
17. Terms and conditions of installation: Not Applicable
18a. Terms and conditions of repair parts indicating date of parts price lists and any discounts from list prices : Contact Contractor
18b. Terms and conditions for any other services: Not Applicable
18. List of service and distribution points: Not Applicable
19. List of participating dealers: Not Applicable
20. Preventive maintenance: Not Applicable
22a. Special attributes such as environmental attributes (e.g., recycled content, energy efficiency, and/or reduced pollutants). Not Applicable
22b. If applicable, indicate that Section 508 compliance information is available for the information and communications technology (ICT) products and services and show where full details can be found (e.g. contractor’s website or other location.) ICT accessibility standards can be found at: https://www.Section508.gov/. :
Not Applicable
21. Unique Entity Identifier (UEI) number: EU6WJQUP3BN8
24. Contractor registered and active in SAM
9 Attachment C
10 Ecolane Maintenance Renewal
This Quote (“Quote”), effective as of the Effective Date set forth below, is entered into by and between the entity identified as Client below (“Client”) and Ecolane USA, Inc. (“Ecolane”). As identified below and defined in the This Agreement includes (a) this Order Form, (b) Simi Valley Transit by and between Ecolane and Client dated 12/29/2020, and (c) all other exhibits, schedules or other documents incorporated by reference (collectively, the “ Agreement”). The parties acknowledge and agree that they have read and understand the terms and conditions of this Agreement and are willing to be legally bound by it.
ECOLANE DETAILS
Ecolane Legal Name Ecolane USA, Inc.
State of Incorporation \ [Delaware]
Type of Legal Entity Corporation
Notice Contact Information Ecolane, Inc.
940 W. Valley Rd.
Suite 1400
Wayne, PA 19087
Attn: Ecolane Client Success
Email:[email protected]
SERVICES DETAILS
Effective Date: June 1, 2026
Renewal Term: 6/1/2026 - 5/31/2027 One year renewal with option for two additional one-year renewals at the same rate, $6,965.10 for year 2 and $6,965.10 for year three for an additional total of 13,930.20 for the optional renewals.
Maintenance & Recurring Fees: Renewal Amount: $6,965.10 Other Fees: Three 10,000-text bundles $4,500.00 - additional bundles are available for $1,500 per 10,000 texts, which never expire Special Terms: None
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their duly authorized representatives effective on the Effective Date. To execute the above renewal agreement, sign the attached quote.
Please be aware that the Ecolane is a member of a family of companies owned by Transit Technologies, LLC and that, as related companies, internal data and information is routinely accessible and shared among member companies, including bid information. There has been no information sharing, agreement, coordination, or collusion, directly or indirectly, with any competing bidder which is not a member of our family of companies.
Quote
Ecolane - Quote # 1057 v8 2 / 4
11 Total Licenses and
Professional Services
for Year 1
$4,500.00 USD
† Non-taxable item
Please contact us if you have any questions.
Ongoing Annual Fees
Subtotal $7,739.00
Discount ($773.90)
Annual Recurring
Total After Year 1 $6,965.10 USD
Ecolane
940 West Valley Road
Wayne, PA 19087
United States
T: 844-326-5263
Quote # 1057 v8
Date 30 Mar 2026
Expires
15 June 2026
Contact Susan Clutter
Prepared for City of Simi Valley
Jennifer Dodson
490 W Los Angeles Ave
Simi Valley, CA 93065
United States
T: (805) 583-6481
E: [email protected]
CS - Ecolane 1-Year Renewal
Value-Adds
Year 1 Fees
Item Qty Price Total
NOTIFY - SMS text message bundle (10,000)
10,000 SMS text messages. Customer will be invoiced for additional credits after the 10k bundle runs out
3 $1,500.00 $4,500.00
Ongoing Annual Fees
Item Qty Price Total
NOTIFY - Renewal
Text Messaging Arrival Notification License & Maintenance. (10,000 SMS text messages included with initial purchase, additional SMS texts must be purchased when 10k texts are used) SMS text messages must be pre-purchased through SMS bundles if customer has not purchased unlimited text messages. When bundle runs out, new bundle will need to be purchased. *Customer may receive discounts by pre-purchasing bundles or opting for unlimited text messages. 10% Item Discount ($773.90)
1 $7,739.00 $7,739.00
$6,965.10†
ACCEPT QUOTE
Quote
Ecolane - Quote # 1057 v8 3 / 4
12 Year 1 Fees $4,500.00
Ongoing Annual Fees
due Year 1 $7,739.00*
Discount ($773.90)
Total due Year 1 $11,465.10 USD
* Recurring fees billed Ongoing Annual Fees with 1 upfront payment(s).
Cost Breakdown
Category Year 1 Fees Ongoing Annual Fees
Value Added Items / Renewal — $7,739.00
Value Added Items / Non-Recurring $4,500.00 —
Discount — ($773.90)
Total $4,500.00 USD $6,965.10 USD
Payment Terms: 100% Year 1 due at signing (Net 30). Annual payment due based on the effective date of renewal.
Additional Terms:
Implementation/Training Assumes 8 hrs. per day on-site excluding weekends and holidays.
All prices are in US dollars. All applicable sales/use taxes are additional and payment of such is the sole responsibility of the prime contractor.
Prime contractors may purchase tablets and airtime through a cellular provider. Prices for tablets range from $0 to $499 depending on carrier. Please coordinate your cellular provider/tablets with Ecolane prior to ordering hardware.
Upgrade and webinar training is included for upgrades; additional on-site or new employee training is charged using Training day rates as applicable. * Data plan does not include web browsing, etc. A 2GB data plan is more than sufficient for the Ecolane Touchscreen MDT Software and Navigation. The agency is responsible for the data plan and any overages unless otherwise noted. ** All license costs include annual hosting, support & licensing fees due 1 year from contract signing set at 25% of MSRP.
ACCEPT QUOTE
Quote
Ecolane - Quote # 1057 v8 4 / 4
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