Title
RFP No. 2023-096 - Renewal of License Agreement with Routeware for Route Optimization, Billing, Payment System for Commercial Solid Waste.
(Staff recommends approval of the second of four renewal options in the amount of $126,530.88 and shall be automatically renewed for two successive one-year periods unless either party provides written notice to the other party of its decision not to renew.)
Body
Name of Department
Solid Waste and Equipment Services
Project/Budgeted Amount
$130,000.00
Sum of Bid/Bid Amount
$126,530.88 (Quarterly payments of $31,632.72)
During FY 2023, Notices for this Request for Proposals were broadcast through the Periscope Holdings electronic bidding system, published in the Daily Commercial Record newspaper, and posted on the City’s website. Four companies responded with proposals to the request. A committee composed of City Staff reviewed and scored the four proposals.
As part of the Commercial Solid Waste municipalization project, staff determined that a specialized billing and routing software system was needed due to the complexity of the commercial service. Examples of this are differences in service addresses versus billing addresses, processing business pickup requests that deviate from normal schedules, assessing special fees such as for overloaded containers, daily equipment rental fees, and documenting and charging industrial roll-off and compactor customers the correct per-ton disposal fees for each pickup. These account disparities for similar customer types necessitate specialized software to route trucks and account for and bill charges accurately.
The route optimization, billing, and payment software solution proposed by Routeware, Inc., provides a platform to track all commercial account services, requests, charges, invoicing, and payments. The software will route trucks each day for efficiency, given operational parameters, scheduled pickups, and non-scheduled pickup requests. City containers are tracked through the asset tracking component in the software using the unique container ID code and the business location assigned. Routeware also provides a customer internet portal in which businesses can view invoices, input service requests, and make invoice payments. Computer hardware for each commercial solid waste truck is included in the proposal.
This purchase includes a subscription service for the Encore software platform, billing and invoicing, customer contacts, and software licensing for all commercial trucks and driver tablets, customer routing for thirty-six daily front-load routes, and cellular data service. Routeware interfaces with Paymentus to establish a customer portal where businesses can view and pay their monthly invoices.
Staff recently received an email notification of a five percent increase effective January 1, 2026, from Routeware, Inc. This adjustment will be made in the amended budget. Staff is requesting that future renewals follow the “license period” stated in the contract (which shall be automatically renewing periods equivalent in length to the period listed on the Order) for the remaining years of this contract.
Financial Implications
Funding is available in the FY-26 Solid Waste operating budget.
Recommended/Desired Action
Staff recommends approval of the second of four renewal options in the amount of $126,530.88 and shall be automatically renewed for two successive one-year periods unless either party provides written notice to the other party of its decision not to renew.)
Attachment(s)
Quarterly Invoice
Drafter
Charles Goodson
Head of Department
Tony Carson