title
Resolution Authorizing a Contract with Routeware, Inc. of Portland, Oregon, for Recycling and Trash Services Support Software in the Amount of $177,984 [Budget Impact: Recycling & Trash Services Operating Budget]
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Department: |
Public Works |
Meeting Date: |
1/7/2025 |
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Contact Name: |
Rick Porter |
Public Hearing: |
N/A |
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Contact Phone: |
910-341-0081 |
Advertising Date/Advertised By: |
N/A |
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Attachments: |
Resolution |
PURPOSE:
The purpose of this resolution is to authorize a contract with Routeware, Inc. of Portland, Oregon, to provide real-time technology to Recycling & Trash Services (“RTS”) vehicles and management.
BACKGROUND:
The software-as-a-service (“SaaS”) is known as Rubicon SmartCity, and in connection with the RTS customer database, it provides location information and GPS vehicle tracking. RTS operators and managers have access to real-time data detailing customer service delivery. Operators and managers can optimize daily operations with the following benefits from this technology:
• Digitized routes and pre/post vehicle inspections (no paper)
• GPS tracking and turn by turn directions
• Route completion monitoring and service verification
• Collection issues (exceptions)
• Historical and real time reporting
Benefits that can assist Managers include:
• Moving individual customers or parts of routes to another route real time (i.e. - when a truck breaks down)
• Provide ‘new’ or ‘fill-in’ operators optimized route paths driver turn-by-turn directions
• Simplified method of updating routes with new neighborhoods or locations
SmartCity also provides documentation of exceptions, which is defined as a collection issue. Examples of exceptions include:
• Cart not out when the truck arrives
• Cart overflowing (lid not closed)
• Cart blocked (behind a parked car)
• Contamination (yard waste in a trash cart)
Operators select the exception type, take a photo, and real time information is then immediately available to customer service staff. This information can be used to provide the customer with timely and accurate information and directions to correct the issue.
In addition to routing efficiency gains and improved customer communications, SmartCity can provide a return on investment. For example, a ‘missed stop’ is easily reported by a customer that may not have put their cart out on time, which often results in a return trip (extra time, fuel, etc). With this technology, true ‘missed stops’ vs. ‘not outs’ can be handled appropriately through the real time documentation. Actual missed stops can be routed for collection, while verified ‘not-outs’ can be instructed of collection times. Not returning to locations that did not follow service requirements can save thousands of dollars in operating costs annually, minimizing cost-of-services for all customers.
Recycling & Trash Services completed a three-month, no-cost pilot of the SmartCity technology in 10 city refuse vehicles (of a 26-vehicle fleet). Beginning September 23, 2024, 10 Operators and RTS management were trained to use the pilot mobile devices with SmartCity installed. The pilot coincided with the automation and modernization of Wilmington’s refuse collection and was helpful throughout the implementation. RTS operators and managers realized substantial benefits including graphical route adjustments, digital map improvements (from paper), simplified route-help when needed due to mechanical or resource issues, enhanced service delivery, and significantly improved route oversight. During the pilot, the exception function was also a useful feature. Operators became proficient at identifying exceptions as more than 6,000 ‘not-out’ exceptions were recorded and photographed in one month of the pilot program, likely inflated due to route and collection day changes. Many customers were calling in reporting that RTS had missed their collection, while the operator exception report and photo clearly show the cart was not out for pickup at the appropriate time. Customer service staff offers to email the photo taken showing that the cart was not out. Use of this software during the pilot has shown great improvement in the accountability for carts being placed out for collection at the correct time.
budget
BUDGET IMPACT:
The SmartCity monthly fee for 26 vehicle licenses and unlimited portal access is $3,952 per month.
SmartCity Professional Services includes project management, implementation consulting, data migration, street matching and user training for operators, administrators, and managers. Professional services set-up and training are budgeted for 60 hours at $200/per hour = $12,000.
FY25 budget impact is 6 months (Jan 1 - June 30, 2025) at $3,952/month = $23,712 + $12,000 = $35,712;
FY26 = $47,424; FY27 = $47,424; and FY28 = $47,424, for a contract total of $177,984.
recommendation
RECOMMENDATION / ACTION REQUESTED:
It is recommended that the City Manager be authorized to negotiate and execute a contract with Routeware, Inc. in the total amount of up to $177,984 for professional services and software from January 1, 2025, to June 30, 2028.