PRESENTER: Presenter
Elizabeth Ghiorso, Solid Waste Manager
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SUBJECT: Title
Approval of a one-year contract renewal with Routeware Inc. for the software suite currently utilized by the Solid Waste and Recycling Division.
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DEPARTMENT: Public Works
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COUNCIL DISTRICTS IMPACTED: All
BACKGROUND INFORMATION:
The City of New Braunfels is committed to ensuring the efficient, reliable, and sustainable management of its solid waste and recycling operations. As the community has continued to grow, the Solid Waste and Recycling Division has recognized the need to modernize its operational systems and expand the use of technology and data to support service delivery, resource allocation, and long-term planning.
In 2023, the Division, in collaboration with the Information Technology (IT) Department and the City Manager's Office, completed a year-long evaluation and selection process to identify a comprehensive software solution to meet these objectives. The process included benchmarking against comparator municipalities and evaluating available platforms based on functionality, cost-effectiveness, scalability, and compatibility with existing City infrastructure. Routeware was ultimately selected as the solution best suited to meet the City's operational needs, with funding for its initial implementation approved by City Council through the budget process.
Implemented in August 2024, Routeware has become an integral component of the Division's daily operations. Over the past two years, the platform has enhanced service verification, real-time operational visibility, vehicle and route monitoring, and data collection and reporting capabilities. These tools have strengthened operational accountability, improved service performance evaluation, and supported more efficient and responsive service delivery.
The platform has also expanded the Division's ability to leverage measurable operational data for planning and decision-making. Route and service data are used to evaluate workload trends, balance collection routes, assess equipment and staffing needs, and anticipate future service demands as the City continues to grow. This information provides a foundation for operational recommendations, resource requests, and long-term planning supported by documented service demand and system performance.
Since Routeware's implementation, the Division has realized measurable improvements through technology-supported route optimization, enhanced operational oversight, and broader efficiency initiatives. Collectively, these efforts have contributed to an approximately 19% reduction in overtime expenditures, annual fuel savings and additional direct/indirect operational savings. Routeware has supported these improvements by providing the operational visibility and performance data necessary to identify inefficiencies, evaluate resource utilization, and implement targeted operational adjustments.
Additionally, Routeware has strengthened the City's training, safety, and accountability efforts by improving interchangeability of fleet and personnel and increasing visibility into collection activities and vehicle operations. Onboard route navigation decreases training time and allows drivers to work multiple routes without relying on memorization or static paper maps that require continuous updates and modifications. Integrated camera systems and service-verification capabilities provide valuable documentation when reviewing safety incidents, property claims, service concerns, and other operational issues.
The proposed contract extension will allow the City to continue utilizing the existing Routeware platform for an additional 12 months, maintaining continuity of the technology, operational data, and processes integrated into the Division's daily operations. Continued utilization supports the City's commitment to safe, efficient, reliable, and fiscally responsible solid waste and recycling services while preserving its investment in technology and data-driven operational improvements.
The renewal includes recurring software subscriptions, licensing, cloud hosting, cellular data services, vehicle camera and video systems, route management tools, and resident-facing digital services, including the Waste Wise mobile application. These services support the Solid Waste and Recycling Division's daily operations, service verification, route optimization, customer communication, and operational reporting.
The contract establishes a monthly subscription rate of $19,993.63, as detailed in the attached pricing schedule. The agreement identifies monthly rates for each service; these amounts represent recurring monthly costs rather than the total contract value. Over the 12-month renewal term, the total contracted cost is $239,923.56. The agreement provides for annual invoicing in advance, with payment terms of Net 30.
ISSUE:
Routeware Technology Suite Contract Renewal
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☒Organizational Excellence ☒Community Well-Being ☐N/A
FISCAL IMPACT:
The contract was negotiated for an additional year with no line-item increases. The resulting $239,923.56 in recurring contract expenses for this extension is included in the FY 2027 budget.
Recommendation
RECOMMENDATION:
Staff recommends approval to extend the Routeware contract by 12 months.