Item 002 - Routeware Inc RCA — original pdf

Backup

RCA Cover Sheet for ZWAC-Revised May 2022 DIGITAL PLATFORM FOR WASTE AND COLLECTION SERVICES Council: 11/20/2025 ZWAC: 11/12/2025 OVERVIEW 1. Requested Contract Term, Authorization, and Current Budget Length of contract and total authorization: Authorize a contract for Digital Platform for Waste and Collection Services for Austin Resource Recovery Department with Routeware, Inc., for a term of 3 years in an amount not to exceed $594,000. ARR current fiscal year budget: Funding in the amount of $198,000 is available in the Fiscal Year 2025-2026 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. 2. Solicitation Information Solicitation No: N/A # of bids received: N/A # of non-responsive bids received: N/A Length of time solicitation was out on the street: N/A Was the time extended? N/A Issued date: N/A Closed date: N/A Major Scope Change(s): The following items have been added to the SOW: • An appointment scheduler that allows customers to schedule appointments at the Recycle and Reuse Drop-off Center; • A special collections tool that allows customers to schedule on-demand bulk, brush and HHW; • A waste sorting game that allows customers to test their sorting knowledge; and • A mobile app for customers to access all the ReCollect tools easily. 3. Previous/Current Contract Information Previous contract: Yes Contract number: NC200000022 Contract length and authorization: 5 Years with one 1-year holdover, $372,998.02 Contract actual spend: $317,589.04 Current status: Active, new contract needed due to current contract expiring. Contract execution date: 12/04/2019 Contract expiration date: 12/03/2025 RCA Cover Sheet for ZWAC-Revised May 2022 4. Notes/Other This contract will provide Austin Resource Recovery (ARR) with a mobile application, which allows customers to view their collection schedules; schedule bulk, brush and household and hazardous waste collection; schedule appointments at the Recycle and Reuse Drop-off Center; and search proper disposal methods for various items. The platform also enables ARR to send time-sensitive alerts and service updates directly to users. This contract supports the City’s efforts to keep residents informed and educated about their solid waste services, promotes proper disposal, recycling and waste management practices. While some vendors may offer individual components of these services, no other vendor delivers the full suite of features in a single, integrated package. The full suite of required includes customer collection calendars, service alert messaging, collection features reminders, campaign messaging, a disposal lookup tool, a waste sorting game, Recycle and Reuse Drop-off Center appointment scheduling and special collection scheduling for on- demand services (bulk, brush and household hazardous waste) within a single, integrated mobile application. Routeware, Inc. is the sole distributor and implementer of all ReCollect products, which are proprietary and owned exclusively by Routeware. This contract request serves as a replacement for existing contract MA 1500 NC200000022 for Digital Waste Management Solutions, under which Routeware is the incumbent vendor. If the contract is not approved, this would result in a disruption of services, leaving the City without a unified mobile platform to communicate with residents and manage key scheduling functions. This would negatively impact the customer experience, reduce efficiency in service delivery, and undermine ARR’s efforts to provide timely and accessible solid waste information to the public. Sourcewell is a cooperative purchasing association recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings. City of Austin Recommendation for Action File #: 25-2207, Agenda Item #: 14. 11/20/2025(cid:4) Posting Language Authorize a contract for a waste and collection services digital platform for customers to view their collection schedules and schedule bulk, brush, household, and hazardous waste collection for Austin Resource Recovery with Routeware TopCo, LLC dba Routeware Inc. or Routeware or Wastech Corporation or Wastech, for a term of three years in an amount not to exceed $594,000. Funding: $176,000 is available in the Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. Lead Department Austin Financial Services. Client Department(s) Austin Resource Recovery. Fiscal Note Funding in the amount of $176,000 is available in the Fiscal Year 2025-2026 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. Procurement Language: These goods and services are available exclusively through this cooperative purchase program. The Austin Financial Services has determined this contractor best meets the needs of the Austin Resource Recovery to provide these goods and services required for the City. MBE/WBE: Cooperative Agreements are exempt from the City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program. Therefore, no subcontracting goals were established. For More Information: Direct questions regarding this Recommendation for Council Action to Austin Financial Services - Central Procurement at FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Council Committee, Boards and Commission Action: November 12, 2025 - To be reviewed by the Zero Waste Advisory Committee. Additional Backup Information: The contract will support the mobile application for Austin Resource Recovery customers to view their collection schedules and schedule bulk, brush, household, and hazardous waste collection via their phone or device. The platform enables Austin Resource Recovery to send time-sensitive alerts and service updates directly to users, allows customers to schedule appointments at the Recycling and Reuse Drop-off Center, and City of Austin Page 1 of 2 Printed on 10/31/2025 powered by Legistar™ (cid:5) (cid:6) File #: 25-2207, Agenda Item #: 14. 11/20/2025(cid:4) search proper disposal methods for various items. This contract supports the City’s efforts to keep residents informed and educated about their solid waste services, and promotes proper disposal, recycling, and waste management practices. This contract will replace an existing contract which expires December 3, 2025. The recommended contractor is the current provider for these services. The Sourcewell is a cooperative purchasing association recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings. A delay in contract approval could impact the City’s ability to provide timely service delivery for Austin Resource Recovery customers. City of Austin Page 2 of 2 Printed on 10/31/2025 powered by Legistar™ (cid:5) (cid:6)