Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve five-year contract with Rubicon Global, LLC for sanitation work order and routing system, Rubicon, with an estimated aggregate expenditure of $254,380
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
In 2018, the Public Works Sanitation Division (the “Sanitation Division”) implemented the Dude Solutions Mobile 311 work order management system. The Mobile 311 system is limited to only work orders and does not provide any functionality for sanitation routing.
In 2022, the Sanitation Division began looking into routing software options due to increased growth in the City and the need to improve operational efficiencies. After conducting market research, the Sanitation Division decided to test the work order and routing system offered by Rubicon Global, LLC (“Rubicon”). On July 31, 2023, Rubicon extended a complimentary three-month demonstration period during which Rubicon proactively collected information from the Sanitation Division and seamlessly integrated it into their system. Additionally, Rubicon facilitated comprehensive training sessions. Nearing the end of the three-month demo, the Sanitation Division has found that Rubicon meets the ongoing need for a work order and routing system software solution. Rubicon also provides service to numerous other cities including Atlanta, Miami, Coral Gables, Houston, and Denver.
FINDINGS AND CONCLUSIONS:
On October 16, 2023, the Sanitation Division sought, and was granted, a procurement exception by the City’s Procurement and Contracting Officer to procure the Rubicon software solution using Sourcewell’s competitively solicited contract for fleet management technologies, Contract No.: 020221-RUB. The contract is valid through March 26, 2025.
It is no longer cost-effective for Sanitation to have a single-purpose work order system such as Dude Solutions. Staff recommends purchasing Rubicon, a fully integrated software solution system specifically designed for solid waste and recycling operations. This will provide a work order system in addition to an effective routing system software. This system will produce reports to show cost savings. The system is easy to operate by Sanitation Division staff from their office computers and the field personnel from their tablets. Work orders are easy to submit and complete. The route information is easy to change and update. It shows all drivers who have completed all stops and indicates problem stops. Rubicon has provided excellent customer service and has been responsive to all department needs.
FISCAL IMPACT:
Funds for the first annual payment of $56,476.00 are available and encumbered in the FY24 CIP account #453-023-603-534-53-52045 and will be paid under Munis Contract No. PWD/240066. The table below provides a breakdown of the total amount requested for the contract term:
Subsequent yearly renewals will be split between residential and commercial sanitation accounts 453-023-325-534-53-52045 (commercial) and 453-023-326-534-53-52045 (residential) and paid under the same Munis Contract No. PWD/240066.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny