PREPARED BY: JEAN CLARK DATE OF MEETING: 08/04/25
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A SOFTWARE LICENSE AGREEMENT WITH TRIPSPARK TECHNOLOGIES FOR PARATRANSIT SOFTWARE IN AN AMOUNT NOT TO EXCEED $130,000 FOR PURCHASING, INSTALLATION, AND TRAINING OF NOVUS TRANSPORTATION SCHEDULING AND DISPATCHING SOFTWARE
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Improve connections to healthy eating and active living with all applicable city programs and services are adopted policy items under the adopted FY 2025-27 City Council Priority Workplan, effective April 7, 2025.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
The Community Services Division’s Paratransit program has been using RouteMatch software since 2017 to schedule transportation, track travel statistics, and prepare required annual reports for Measure J funding and CHP inspections. The software has become outdated and was sold to three different companies over the past four years. This resulted in unstable technical support and a lack of maintenance and updates to the RouteMatch system.
In 2023 and 2024, City paratransit staff met with four software companies, including TripSpark, which had recently acquired RouteMatch.
After reviewing demonstrations and quotes, staff concluded that the Novus software offered by TripSpark provided the most options at the lowest cost. In accordance with our Finance Policies and Procedures and after consulting with the City Attorney, it was determined that since TripSpark owns the current RouteMatch system we are using, there is no need for an RFP, as we are simply upgrading our software.
Novus Software enables numerous upgrades from our current RouteMatch system. We can electronically complete pre- and post-trip vehicle inspections and reconcile driver manifests in real-time. Currently, all of this is done manually and must be entered into the system by hand. With tablets installed in vehicles, we can implement real-time route changes, cancellations, and additions, making our system more flexible and customer-friendly. Customers will be able to book and cancel rides online, reducing call volume to dispatch. Novus will also generate optimized manifest schedules and route suggestions, further decreasing staff time spent on scheduling. Additionally, Novus features a more advanced customer communication interface, allowing for automated next-day ride reminders, imminent vehicle arrivals, and system-wide announcements via phone, email, and text.
Both the City Attorney and IT Department have reviewed the current TripSpark contract for the purchase, training, and use of Novus Transportation Software.
COMMUNITY SERVICES STANDING COMMITTEE
On January 7, 2025, this item was presented to the Community Services Standing Committee (Cruz/Pineda) for review. The Committee unanimously recommended forwarding the item to City Council for review and approval of a resolution authorizing the City Manager to enter into a software license agreement with TripSpark Technologies for the Novus transportation software, as outlined in this staff report.
FISCAL IMPACT
All expenses will be supported with Measure J Fund 263. Expenses include (1) the purchase of the software and licensing, (2) customization and on-site training, (3) three years of hosting services totaling $124,316, and (4) annual software maintenance fees of $5,397, for a total not to exceed $130,000, payable upon software acceptance and go-live date, which will be determined.
Additional charges outside this contract but necessary for services include third-party transaction fees for voice minutes and SMS messages sent via the notifications module, at rates of $0.03 per voice minute and $0.02 per SMS message, with an estimated annual cost of $500.
Annual costs after the first year are estimated at $14,000 with an agreement from TripSpark not to increase fees more than 10% annually. The current RouteMatch software is $12,500 per year, and costs are rising for far less service. There is a 90-day out clause for either party to this contract. The city would not be responsible for any fees not yet billed at the end of the 90 days.
Measure J Fund 263 fund balance for FY 2025/26 is $778,364, as of August 4, 2025. The purchasing of this software for $130,000 will be allocated from Fund 263-5410-42005.
ATTACHMENTS
Att A - Resolution TripSpark for Paratransit Software
Att B - TripSpark Contract