Agenda Item No: J.2
AGENDA REPORT
DATE: August 5, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-159 PW Routeware Agreement
Authorizing the City Manager to Approve a Second Amendment to the Technology Software-As- A-Service Agreement Between the City of Fairfield and Routeware, Inc.
Funding Source: $194,775; Solid Waste Fund
Contact: Corey Beavers, (707) 428-7528
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
Approve the attached resolution authorizing a five-year amendment of the existing Technology Software-as-a-Service (SaaS) Agreement between the City of Fairfield and Routeware , Inc (Routeware).
DISCUSSION
In September 2016, Governor Brown signed into law Senate Bill 1383 (SB 1383) which aims to reduce organic waste disposal by 75% and increase edible food recovery by 20% and went into effect January 1, 2022. To ensure legislative compliance with SB 1383 regulations, Public Works Solid Waste staff recommend renewing a five-year agreement with Routeware for the continued use of their Program Tracker software (Program Tracker). Routeware is a cloud-based platform that is designed for municipal solid waste programs and is utilized by many districts. The Program Tracker is a specialized SaaS product that allows staff to organize, track, log, export, and coordinate outreach activities conducted at local businesses and residences. Th e data collected through the Program Tracker is then used by staff for State reporting.
The Program Tracker utilizes account service data from waste haulers such as Republic Services and organizes this information into a concise, useful database. Data is accessible in real -time to both the City and Republic Services, and any updates made by either party are automaticall y
synchronized. As the Program Tracker is cloud -based, Routeware would not have any access to internal City databases or infrastructure. Routeware will manage a ll ongoing maintenance, updates, not the City Information Technology (IT) staff.
On February 8, 2021, the City executed the initial SaaS agreement for a one -year term length.
The City found the program beneficial, and t he City executed Amendment #1 to the initial agreement on March 30, 2022, extending the term for three years. The proposed resolutio n would authorize the city manager to execute Amendment #2, which would extend the term to use the Program Tracker software for an additional five years. A five-year commitment offers the City more favorable pricing than single or three-year terms, with th e amendment retroactively starting on May 1, 2025, and ending on April 30, 2030. The agreement would also permit five data uploads per year. No other significant changes are proposed.
Staff recommend adopting this resolution to authorize the city manager to execute Amendment #2 with Routeware, extending the agreement for five years at a cost of $185,499.81. Staff also recommend adding a 5% management reserve/contingency of $9,27 4.99 to cover potential incidentals during the term, for a total authorization amount of $194,774.80.
FINANCIAL IMPACT
The SaaS agreement with Routeware will authorize an a greement for $185,499.81 plus a 5% management reserve of $9,27 4.99. Total authorization for this amendment would be a not to exceed the amount of $194,774.80. Funding is captured through the Solid Waste Funds (Fund 156; Project 10371) via annual SB 1383 Reporting Program Cost Contributions, as specified in the City’s Franchise Agreement with Republic Services.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The City Council may choose not to approve the SaaS agreement amendment; however, this is not recommended, as it could impair the City’s ability to fully comply with legislative solid waste requirements, specifically SB 1383.
COORDINATED WITH
Information Technology Department
STAFF CONTACT
Corey Beavers, Senior Management Analyst
(707) 428-7528
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Agreement