Julie Leonard

Assistant Public Works Director

Albert J. Carbon III, P.E.
Public Works Director 

Issue Statement:  The Public Works Department has identified the need for software to improve the efficiency and reliability of the solid waste collection process. The proposed solution called RUBICON-SmartCity is offered by Routeware, Inc., a leader in integrated technology for waste & recycling.  It will provide advanced mapping and routing functionalities, allow real-time tracking of route completion, and facilitate communication with the customer service office regarding the status of waste collection.

This technology will also streamline training for new drivers by providing tablet-based route guidance, reducing onboarding time. Additionally, it will assist drivers who need to cover unfamiliar routes and enable real-time coordination for assistance when delays occur.

Recommended Action:  Adopt a resolution authorizing the appropriate city officials to execute a three (3) year agreement with Routeware, Inc., for the purchase and implementation of RUBICON-SmartCity mapping and routing software for solid waste trucks, approving a total contract expenditure of $67,297.50 utilizing Sourcewell Contract 020221-RUB.

Staff has conducted a review of several mapping and routing software solutions and determined RUBICON-SmartCity to be the best overall solution for the City.  

Key features of RUBICON-SmartCity include:

1. Real-Time Mapping and Routing: Optimizes truck routes to improve efficiency.
2. Route Completion Monitoring: Updates Customer Service Office on service completion by street.
3. Driver Support: Provides interactive maps on tablets for route guidance, improving navigation for new and temporary drivers.
4. Coordination Tools: Enables better communication between drivers, allowing real-time adjustments to address delays or operational changes.
   
   

RUBICON-SmartCity also interfaces with our current GPS monitoring system, Samsara.  While staff does not intend to integration the two solutions at this time, it is a future enhancement staff may pursue.

Implementation will include software installation, integration with current systems, training sessions for drivers and support staff, and tablet provisioning.

The solution will be purchased utilizing Sourcewell contract 020221-RUB, effective through March 26, 2026.

The total cost for the first year is $26,257.50, which includes training and installation at $5,737.50, and the first annual software subscription at $20,520. The annual recurring costs for the software subscription, support and maintenance is $20,520.  The cost of the three (3) year contract is $67,297.50.  

Sufficient funds are available in the Adopted FY 25 Budget of PW - Solid Waste Division for the Year 1 cost.  The proposed expenditures are as follows:  

Adopt a resolution authorizing the appropriate city officials to execute a three (3) year agreement with Routeware, Inc., for the purchase and implementation of RUBICON-SmartCity mapping and routing software for solid waste trucks, approving a total contract expenditure of $67,297.50 utilizing Sourcewell Contract 020221-RUB.