PRESENTER: Presenter
Elizabeth Tyler, Solid Waste Manager
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SUBJECT: Title
Approval of a contract with Routeware Inc. for the purchase of a software suite for 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 and sustainable management of its solid waste and recycling operations. In alignment with this commitment, the Solid Waste and Recycling Division recognized the need to modernize and streamline its operations by integrating advanced software solutions. The division, in collaboration with the Information Technology (IT) department, the City Manager's Office, and benchmarking against comparator cities, completed a year-long vetting process to identify and select a comprehensive software suite that would enhance operational efficiency, optimize resource allocation, and improve safety outcomes for both City staff and residents.
Key Objectives:
1. Enhancing Operational Efficiency: The City aims to maximize its solid waste and recycling collection and disposal efficiency while minimizing associated costs. This includes optimizing routes, monitoring vehicle performance, and reducing downtime.
2. Resource Allocation: Efficient allocation of resources, including personnel and equipment, is critical to meet the growing demands of the community while minimizing environmental impact.
3. Safety Improvements: The safety of City staff and residents is of paramount importance. Implementing modern software solutions will enable better tracking, reporting, and response to safety incidents during solid waste and recycling operations.
4. Fiscal Responsibility: The City recognizes the need to responsibly manage its budget while delivering high-quality services to its residents. This initiative allows the Solid Waste and Recycling Division to maximize fiscal responsibility and while elevating service levels to its customers.
Collaborative Vetting Process:
The Solid Waste and Recycling Division, in conjunction with IT, the City Manager's Office, and by drawing insights from comparator cities with successful waste management practices, conducted a thorough vetting process. This process involved the assessment of various software options in the market evaluating their capabilities, cost-effectiveness, scalability, and compatibility with existing infrastructure.
Selection of Routeware:
After careful evaluation, the collaborative team identified Routeware as the optimal software solution to meet the City's objectives. Routeware offers a comprehensive suite of tools and features that align with the goals of enhancing operational efficiency, resource allocation, and safety improvements. Furthermore, Routeware's track record and positive reviews from other municipalities have reinforced its suitability for our specific needs.
Routeware is being purchased via the Group Purchasing Cooperative Contract HGAC FL03-21
Budget Approval:
The selection of Routeware was a significant milestone in our ongoing efforts to improve solid waste and recycling operations. The City Council approved the allocation of funds necessary for the implementation of Routeware during the budget approval process, demonstrating its commitment to the enhancement of municipal services and the well-being of our community.
Conclusion:
The collaborative efforts of the Solid Waste and Recycling Division, IT, the City Manager's Office, and insights from comparator cities have culminated in the selection of Routeware software as the solution to optimize the City's solid waste and recycling operations. This investment aligns with our goals of efficiency, resource allocation, and safety, ensuring that the City of New Braunfels continues to provide vital services to its residents while promoting sustainability and fiscal responsibility. The successful implementation of Routeware will mark a significant step towards achieving these objectives.
ISSUE:
Routeware Technology Suite Purchase Approval
FISCAL IMPACT:
The maximum estimated cost of the initial implementation is $245,126, while the maximum annual fees are estimated to be $230,900. These amounts will likely be adjusted down. Funding for the initial implementation fees and the first year of the annual recurring expenses associated with Routeware are included in the FY 2024 budget.
Recommendation
RECOMMENDATION:
Staff recommends the City Council's approval to acquire the comprehensive Routeware software suite. This strategic decision aligns with our commitment to enhancing the efficiency of solid waste and recycling operations, optimizing resource allocation, and improving safety outcomes for both City staff and residents. By approving this acquisition, the City will take a significant step toward realizing these goals and ensuring the continued provision of high-quality municipal services.