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sr-041310-1aCity Council Meeting: April 13, 2010 Agenda Item: ! ~..- To: Mayor and City Council From: Lee E. Swain, Director of Public Works Subject: Solid Waste Route Optimization Software and Field Monitoring System Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a contract with the Institute of Information Technology for solid waste route optimization software, programming services, mobile field terminals, and annual software maintenance in an amount not to exceed $368,245. Executive Summary The Solid Waste Management Division manually routes the collection of trash, recycling, and yard waste. This approach does not utilize the latest technologies that apply sophisticated algorithms and software tools to address the challenges in developing efficient routes. Implementing asoftware-based system to manage routing and dispatching services will improve customer services, reduce maintenance costs, and help balance time and weight metrics between routes. This will ensure that route assignments are equitably distributed. The first year initial project cost of $368,245 includes the software licensing, equipments, and services to make the system fully operational: Background The City provides a comprehensive list of solid waste services. for its citizens, including weekly trash, recycling, and yard waste collection, bulky item collection, seven-day-a- week commercial collection service, public trash can collection, street sweeping, and pressure washing services. Solid Waste Management must ensure that 16,470 customers and over 79,000 container lifts are serviced weekly. In November 2008, the Solid Waste Management Division completed the transition of all commercial customers from private haulers to City service. The routing for these new customers was phased in as service was rolled out. In September 2009, Solid Waste 1 Management staff conducted an audit of all existing accounts and discovered overlapping. and inefficiencies in the 22 different routes operating each day. In order to address these routing issues, staff issued a Request for Proposal for asoftware-based routing optimization program that: 1) Enables the development of an equitable workload for route drivers. 2) Improves service-and production efficiencies. 3) Provides maps and travel direction reports of the routes. 4) Minimizes the number of customers that will require a service day change. 5) Provides data deliveries compatible with the City's ArcGIS program. In addition to the routing component, the desired program would include a "mobile field" function that allows for on-board communication between the base (dispatch) and the driver. Discussion Over the past decade, new software systems have been developed that use a wide variety of input data to help optimize various solid waste collection routes. This data includes customer addresses, route data (days and level of service), and street restrictions (dead -ends, no left turns, etc). Additional requirements can be included in the design of the routes, such as avoiding trash and recycling collection at schools during arrival and dismissal times. The field monitoring solution offers a connected navigation feature that provides a turn- by-turn view of the driver's daily route, thereby eliminating the need for paper routes. It also allows for field messaging between the dispatcher and. the driver for work order management. This information is displayed on computer terminals located in the collection vehicles. 2 This comprehensive operational system is supported by a fully web-based integrated suite of solutions that communicates under the same platforms used by the City and is able to interface with the current billing system and the Global Positioning System (GPS) units currently located in the Solid Waste vehicles. The following benefits can be expected from implementing asoftware-based system: • Operational Cost Savings -Typical savings of 5% to 15% from collection efficiencies due to fewer routes, fewer miles traveled, and decreased fuel consumption. • Productivity -Increase productivity with automated planning, scheduling and assignments. • Dynamic Dispatching -Ability to send work orders (missed collection) to drivers in real-time. • Map Centric User Interface -Easy to visualize customer locations and routes. Vendor Selection The City issued a Request for Proposals for a Comprehensive Solid Waste Operational System (Route Optimization and Mobile Field Services) in November 2009. Proposal specifications and forms were posted on Planet Bids and notices were advertised in accordance with City Charter and Municipal Code provisions. Three proposals were received on December 14, 2009, as follows: Vendor Institute of Information Technology Annual Maintenance Project Cost Cost $497,361 $30,380 Precision Task Group $690,689 $39,060 Greshman, Brickner & Bratton $828,779 $86,585 A review panel comprised of City staff from Public Works, Information Systems, and Finance along with an independent operational consultant,-evaluated the proposals and ranked The Institute for Information Technology (IIT) the best qualified bidder. 3 IIT has previously worked with both private and public sector solid waste clients including Waste Management and the Cities of EI Paso, Texas, and Shreveport, Louisiana. Staff and IIT representatives have developed a scope of services for an initial project cost including installation and training of $368,245 and an annual maintenance cost of $19,700. Financial Impacts & Budget Actions Funds for the purchase of the route optimization software, mobile field terminals, and programming services in the amount of $333,795 is available in capital improvement account number 0270589.589000 for Containers-Commercial Operation and the cost for training, installation, and the first year maintenance cost in the amount of $34,450 is available in the operating contingency budget account number 27441.577850. Budget authority for future year annual maintenance costs will be included in the annual proposed budget. Prepared by: Annette Morales, Principal Public Works Analyst Approved: Forwarded to Council Lee E. Swain Director of Public Works Rod Gould City Manager 4 Reference Contract No. 9194 (CCS).