Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Dr. Shruti Dhapodkar, Director, San Mateo County Emergency Management
Subject: Amendment to an Agreement with Ladris Technologies, Inc.
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to an agreement with Ladris Technologies, Inc. to provide evacuation software and customer support, extending the term through March 31, 2027, and increasing the County’s maximum fiscal obligation by $180,000 for a new total amount of $337,000.
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BACKGROUND:
On January 1, 2025, the County entered into an agreement with Ladris Technologies, Inc. (Ladris) to provide San Mateo County Emergency Management (SMC EM) with an AI evacuation modeling platform, for a term of January 1, 2025 to December 31, 2025, for an amount not to exceed $157,000. Ladris allows for dynamically modeling evacuation times, traffic conditions, and infrastructure adjustments. Emergency management officials and first responders use this information to predict evacuation times in the event of wildfires, flooding, terrorism, and other disasters; to implement training and tabletop exercises for Emergency Operations Center (EOC) personnel; and to assist in planning of new infrastructure, including but not limited to housing and road network alterations, upon evacuation readiness and emergency response capabilities.
Ladris has been made available to all jurisdictions in the County for evacuation planning, and is an important tool that is being used by SMC EM to aid in the development the County’s All Hazards Evacuation Plan.
DISCUSSION:
Extending the term of the Ladris agreement is necessary because it has been utilized in the evacuation planning of all jurisdictions within the County, and is an important tool that is being used by SMC EM to aid in the development of the County’s All Hazards Evacuation Plan, which has not yet been completed.
A waiver of competitive requirements has been approved by Procurement as Ladris is a sole source provider.
The County Attorney has reviewed and approved the agreement and resolution as to form.
COMMUNITY IMPACT:
Approval of this amendment is essential to ensuring the safety of all County residents. Ladris Evac is being provided to the County and all twenty cities and towns, giving jurisdictions the ability to plan for and prepare evacuations more effectively. This tool strengthens local readiness and enhances the County’s overall capacity to respond swiftly and effectively to disasters.
FISCAL IMPACT:
The funding for the Agreement, as amended, is $337,000. The original contract of $157,000 was funded through the FY 2023 Emergency Management Planning Grant and the Emergency Services Council (ESC). The ESC operates as a 50-50 cost share between the County and the twenty cities and towns within San Mateo County. The amendment provides an additional $180,000, which will be fully funded through the FY 2024 Urban Area Security Initiative. This funding will be incorporated into San Mateo County Emergency Management’s FY 2025-26 Adopted Budget.