ADMINISTRATIVE REPORT
MEETING DATE: December 17, 2025 AGENDA CATEGORY: Consent - Agreements TO: Honorable Mayor and City Council
FROM: Gregory Pronovost, Technology Services Director
DATE: November 26, 2025
SUBJECT: Agreement with Routeware Inc. (not to exceed $630,000) for Route Management Optimization Technology
[Document Description]
RECOMMENDATION:
Staff recommends approval of the agreement
BACKGROUND:
The City of Bakersfield Solid Waste Division currently relies on a fully paper -based routing and service verification system to manage refuse, recycling, and organics collection services. This manual system is labor-intensive, prone to errors, and provides limited ability to access or analyze data in real time. As regulatory compliance requirements increase and service demands grow, the need for a modern, digital route management and optimization system has become critical. In parti cular, Senate Bill (SB) 1383, California’s Short -Lived Climate Pollutants (SLCP) Reduction Law, requires jurisdictions to implement mandatory organics collection, contamination monitoring, service verification, and reporting requirements to CalRecycle. A paper-based system is not capable of efficiently meeting these mandates or providing the detailed service-level documentation and data analytics now required by law.
To address these challenges, the City issued a Request for Qualifications/Proposals (RFQ/P) to solicit Statements of Qualifications (SOQ) from qualified contractors capable of providing a turn -key Route Management Optimization Program including hardware, software, implementation, training, and ongoing support. Responses to the RFQ/P were received from two companies as listed below:
1. Routeware, Inc.
2. Carahsoft Technology Corporation
After careful review of firm qualifications, experience, reliability, and cost proposals, Routeware, Inc. was determined to be the most responsive and responsible bidder offering the best overall value to the City.
The Route Management Optimization Program will modernize the Solid Waste Division’s operations by transitioning from manual, paper -based routing to a fully integrated, digital, real -time plat form. This transition will enhance operational performance, regulatory compliance, customer service, and environmental outcomes.
Key Benefits of the Routeware Optimization Program:
Regulatory Compliance – SB 1383:
o Supports mandatory organics collection and service verification requirements. o Enables real -time documentation of contamination monitoring and route -level exceptions.
o Provides electronic recordkeeping and reporting capabilities required for CalRecycle annual reporting and audits.
o Helps demonstrat e program effectiveness, reducing the risk of fines or enforcement actions.
Operational Efficiency:
o Automates route planning and optimization to reduce route times, fuel consumption, and vehicle wear.
o Increased driver productivity and improves daily service performance. Real-Time Data and Visibility:
o Supervisors can track trucks and route progress in real time. o Enables proactive resolution of missed stops, delays, and customer complaints. Service Verification and Accountability:
o Time- and location-stamped service records provide proof of service and contamination monitoring.
o Strengthens documentation for SB 1383 compliance and customer billing disputes. Improved Customer Service:
o Live route updates enable faster response to customer inquiries and service adjustments. o Streamlines communication between dispatch, drivers, and administrative staff. Integration Capabilities:
o Seamlessly connects with current and future City systems (e.g., NaviLine, Oracle, Vertex One).
o Enhanced reporting, tracking, and operational planning across the organization. Sustainability and Safety:
o Optimized routing reduces fuel use, greenhouse gas emissions, and overall environmental impact.
o Digital workflows reduce paper use and improve driver safety through turn -by-turn navigation and route support.
Scalability:
o As the City expands, the system allows for rapid adjustments and deployment of new routes without disrupting operations.
FISCAL IMPACT:
Funding for this program has been included in the Solid Waste Division’s approved budget . Costs will include initial implementation, hardware, software licensing, and ongoing support services. Investing in this technology is expected to reduce operational costs over time by improving route efficiency, reducing mileage, and minimizing paper-based administrative work. It will also help the City avoid potential fines associated with SB 1383 noncompliance. The contract amount will be funded through the Refuse Enterprise Fund and SB 1383 grant, therefore this will not have any City General Fund impacts.
COUNCIL GOAL:
Innovative and Efficient City Government
COUNCIL GOAL:
Reliable Infrastructure
ATTACHMENTS:
agreement.pdf