REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 21, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works -Transportation
SUBJECT
Title
Agreement with Cyclomedia Technology, Inc., for Video and Light Detection and Ranging Survey Data Collection, Automated Road Surface Analysis, and Pavement Indexing
End
RECOMMENDATION(S)
Recommendation
1. Approve Agreement with Cyclomedia Technology, Inc., for license, software, and professional services necessary for the collection of video imaging, light detection and ranging survey data, and automated road surface analysis for pavement condition indexing of County roads, in a total amount not to exceed $2,359,650, for the period of November 1, 2025, through October 31, 2030.
2. Authorize the Director of the Department of Public Works to accept the work when 100% of the survey and data analytics have been delivered with location accuracy and surface analysis methodology validated.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost).
The Department of Public Works (Department) Transportation division is funded by Gas Tax revenues, fees, and other federal, state, and local funding. The agreement for license, software, and professional services (Agreement) with Cyclomedia Technology, Inc. (Cyclomedia), in an amount not-to-exceed $2,359,650 will be funded with Gas Tax revenues. Sufficient revenue and appropriation are included in the 2025-26 Road Operations budget (6650002000 H90425) and will be included in future recommended budgets, as necessary.
BACKGROUND INFORMATION
The Department has used Cyclomedia for video imaging, light detection and ranging survey data (LiDAR), and automated road surface analysis for pavement condition indexing (PCI) of County roads since the Board of Supervisors (Board) approved competitively procured Contract No. 20-870 on August 25, 2020 (Item No. 42) for the term of September 1, 2020, through August 31, 2025.
Under Contract No. 20-870, the Board approved a total amount not to exceed $2,484,111 from September 1, 2020, through August 31, 2025. Services included:
• 360-degree high-definition roadway imaging;
• Tools for near-engineering grade measurements and flood impact visualization in the right-of-way; and
• Roadway asset features integrated into the County’s Geographic Information System (GIS) and linked with the Department’s asset management system (OpenGov/Cartegraph).
The imagery and LiDAR collected under Contract No. 20-870 have been fully integrated into County systems, providing reliable and defensible data to support operations, maintenance, and capital planning.
Since the previous Contract No. 20-870 with Cyclomedia expired on August 31, 2025, approval of the new recommended contract will allow the Department to continue using Cyclomedia’s proprietary software and professional services for roadway video, LiDAR, and PCI analysis. Cyclomedia is the only provider fully integrated with Esri GIS and Cartegraph OMS, which are essential to the Department’s asset management, planning, and reporting systems. Its imagery, measurement tools, and extracted asset data are relied upon daily by multiple County departments. A change in providers would cause inefficiencies, require retraining, and disrupt critical workflows.
Cyclomedia’s platform has been validated through more than two years of evaluation and implementation testing, confirming that its PCI methodology is consistent with County systems and reporting requirements. The company remains uniquely capable of providing scalable, defensible, and fully integrated data that supports ongoing County operations.
PROCUREMENT
In accordance with County Policy 11-04, to procure license, software, and services on a non-competitive basis requires Board approval. The Department recommends a new Agreement because Cyclomedia’s software and services are proprietary, and no other vendor offers a fully integrated solution compatible with the County’s Esri GIS and Cartegraph OMS systems.
The Purchasing Department concurs with the non-competitive justification based on Cyclomedia’s proprietary program and unique service integration.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on September 25, 2025; Purchasing (Dylan Newton, Buyer III, 387-3377) on September 15, 2025; and County Finance and Administration (Kathleen Gonzalez, Administrative Analyst, 387-5412) on October 2, 2025.