Title
Consider a memorandum/resolution authorizing the Routeware, Inc. hardware upgrade for Solid Waste collection vehicles in an amount not to exceed $180,384.
Summary
DATE: September 5, 2023
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Routeware, Inc. Hardware Upgrade for Solid Waste Collection Vehicles
BACKGROUND AND FINDINGS:
On November 10, 2015, City Council authorized the award of a contract to Routeware, Inc. to implement hardware and software technology in all 42 heavy duty and 12 light duty Solid Waste vehicles. Routeware is a premium service optimization company that specializes in the solid waste industry.
Routeware’s innovative products and services increase driver productivity and reduce direct costs. Routeware has allowed the Solid Waste Division to avoid paper-based routing methods, automate vehicle communications, and avoid manual data processing of operational information. Solid Waste has realized cost savings and efficiencies because of reduced idle time, enlarged spans of supervisory control, and decreased vehicle wear. Also, Solid Waste received fewer callbacks while simultaneously receiving a higher capture of overages via overloaded container fees, missed pickup fees, and bulk charges. This initiative will allow continued efficiencies, lead to better support, and contribute to estimated cost savings per truck of $25 to $30 per day per route.
Routeware is a cost-effective, proven solution currently used by the City of Killeen, as well as, many other cities, including San Diego, California and Waco, Texas. The Solid Waste Division estimates this product will continue to reduce expenses, while significantly increasing the quality of service we provide to the citizens and businesses of Killeen.
Effective June 2024, Routeware will no longer offer support for the Windows Surface tablets that are currently utilized by the City and will be transferring to an Android tablet. With the City upgrading the hardware at this time, we are able to receive the newest version of Android tablets; Android 13, rather than the Android 10. Additionally, Information Technology is working with Routeware to develop the ability to input charges directly into the tablet removing the need for paper charges to be done and entered separately. With the purchase of 57 tablets, this will ensure that all Solid Waste vehicles will have Routeware available.
The cost of the hardware upgrade and additional hardware will be in an amount not to exceed $180,384, which includes removal of the 42 current tablets, installation of the new hardware in all Solid Waste vehicles, and travel expenses. The additional $1,381.50 for Support Fees included on the Order Form, which is attached to the Letter of Agreement, is not an upfront cost incurred by this requested authorization but will be added to subsequent quarterly billing invoices once the hardware has been installed.
THE ALTERNATIVES CONSIDERED:
1. Do not authorize the purchase of new hardware from Routeware, Inc., which would eliminate the use of Routeware in Solid Waste collection vehicles.
2. Authorize the purchase of new hardware for all Solid Waste collection vehicles in an amount not to exceed $180,384.
Which alternative is recommended? Why?
Alternative two is recommended to meet the department’s mission and allow Solid Waste to continue providing service that is second to none, while providing leadership with the ability to track service operations remotely.
CONFORMITY TO CITY POLICY:
Purchases for the hardware is done through the Sole Source based on standardization of services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The expenditure for FY 2023 is an amount not to exceed $180,384.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
Yes, there is currently $125,000 allocated in the Solid Waste CIP Fund account 388-8934-493.61-40 and an additional $60,000 is included in the budget amendment pending City Council approval.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, upon approval of the budget amendment.
RECOMMENDATION:
Authorize the City Manager, or his designee, to execute an agreement with Routeware, Inc. in an amount not to exceed $180,384 and authorize the City Manager, or designee, to execute any and all change orders within the amounts set by State and Local Law.
DEPARTMENTAL CLEARANCES:
Public Works
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Certificate of Interested Parties
Sole Source Form