SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to Routeware, Inc of Austin, TX for solid waste and recycling service verification, including camera systems with back-office system integration in the not to exceed amount of $769,626.65 for a 36-month term pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback, and authorize appropriate officials to execute same. (consent)
Body
SUMMARY:
The Solid Waste and Recycling Department requests approval to implement the Routeware SmartCity technology platform to modernize collection operations. The SmartCity system integrates onboard cameras and driver tablets with real-time back-office portal, providing enhanced route oversight, service verification, and more efficient response to customer service issues. Key system features include turn-by-turn navigation, digital pre-trip and post-trip documentation, breadcrumb trail tracking, and live 360-degree camera views.
Implementation of the SmartCity platform is expected to generate operational efficiencies and cost savings through optimized routing, improved equipment utilization, reduced redeployment, and avoidance of potential liability costs. Approval of this item will allow the Department to coordinate system implementation with the vendor, including equipment installation, and staff training.
The SmartCity software will be deployed across 53 Solid Waste vehicles, as follows:
• Automated Side Loader (ASL): 19 vehicles with 5 cameras per vehicle (95 cameras total)
• Front End Loader (FEL): 16 vehicles with 4 cameras per vehicle (80 cameras total)
• Rear End Loader (REL): 13 vehicles with 2 cameras per vehicle (26 cameras total)
• JAWS/Grapple: 5 vehicles with 1 camera per vehicle (5 cameras total)
• Total: 53 vehicles equipped and 206 cameras.
The Routeware SmartCity contract will be for a 36-month term and includes:
• $147,645.00 - One-time costs for hardware, installation and training
• $23,251.25 - Travel and Expenses (T&E) not to exceed for implementation
• $199,576.80 - Annual recurring subscriptions costs ($598,730.40 total over the 36-month term.
Authorization is requested to piggyback Houston-Galveston Area Council GAC Cooperative Contract FL10-24 (Fleet Services Equipment), valid through April 30, 2029.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will establish capital project 324-C2603, Routeware Implementation, and transfer $400,000 of Solid Waste revenues from project 324-C2302, Rebuild SW Admin Complex, to provide funding for all costs related implementation including the first year’s annual subscription.
Funding of the subscription costs in future years (years 2 and 3) will be requested as part of the annual operating budget of the Solid Waste Department.
The operations of and capital projects which support the Solid Waste Department are funded by revenues from the Solid Waste and Recycling Enterprise Fund.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
This item falls under objectives 1.1 (Provide evidence-based measurement tools to continually guide municipal performance and promote accountable governance.) and objective 1.3 (Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service) under High Performing Government and objective 4.2 (Adopt renewable resource usage and waste reduction practices to ensure a vibrant City for current and future generations.) under Environmental Stewardship.
