R24-118 1 RESOLUTION NO. R24-118
2
3 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON
4 BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY
5 MANAGER TO EXECUTE THE STATEMENT OF WORK WITH ROUTEWARE,
6 INC., FOR THE ENCORE/EMOBILE PRODUCTS, SERVICE, AND
7 IMPLEMENTATION FOR SOLID WASTE DIVISION, UTILIZING THE CITY
8 OF BOYNTON BEACH HGACBUY INTERLOCAL CONTRACT FOR
9 COOPERATIVE PURCHASING NO: ILC18-6755; APPROVE AN INCREASE
10 TO THE ESTIMATED ANNUAL EXPENDITURE TO $150,000 PER YEAR;
11 PROVIDING FOR AN EFFECTIVE DATE;AND FOR OTHER PURPOSES.
12
13 WHEREAS, on April 17, 2018, the City Commission approved Resolution No. R18-063
14 authorizing the City Manager to sign a proposal with Routeware, Inc., utilizing the HGACBuy
15 Contract #FL03-17 for the purchase of onboard computing system for installation in Public
16 Works Solid Waste vehicles for the amount of $92,827, travel costs not to exceed $7,500, and
17 a monthly maintenance fee of $10,092.92 for an estimated annual expenditure of $121,116;
18 and
19 WHEREAS, on May 3, 2018,the City entered into an Interlocal Contract for Cooperative
20 Purchasing with Houston-Galveston Area Council; and
21 WHEREAS,on December 19, 2023,the City Commission approved Resolution No. R23-
22 183 approving an increase to the estimated expenditure with Routeware, Inc., to $75,000 for
23 the remainder of the contract; and
24 WHEREAS, as part of the Route Management Solution Implementation for the Solid
25 Waste Division, by utilizing the City of Boynton Beach HGACBuy Interlocal Contract for
26 Cooperative Purchasing No: ILC18-6755, a new billing system, Encore/eMobile, is being
27 requested, which would allow the Solid Waste Division to automate the billing process, which
28 is currently being performed manually, avoiding mistakes and saving manpower time and
29 effort; and
30 WHEREAS, the implementation cost for the billing system is $38,100 plus an annual
31 subscription fee of $15,380.40, for a total annual expenditure for Routeware, Inc., for
32 Encore/eMobile of $62,113.32; and
33
34 WHEREAS, the City Commission of the City of Boynton Beach upon recommendation
35 of staff, deems it to be in the best interest of the citizens and residents to approve and
36 authorize the City Manager to execute the Statement of Work with Routeware, Inc., for the
37 Encore/eMobile products, service, and implementation for Solid Waste Division, utilizing the
38 City of Boynton Beach HGACBuy Interlocal Contract for Cooperative Purchasing No: ILC18-
39 6755, and approve an increase to the estimated annual expenditure to $150,000 per year.
40
41 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
42 BOYNTON BEACH, FLORIDA, THAT:
43 SECTION 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
44 being true and correct and are hereby made a specific part of this Resolution upon adoption.
45 SECTION 2. The City Commission of the City of Boynton Beach, Florida, hereby
46 approves the Statement of Work with Routeware, Inc. for the Encore/eMobile products,
47 service, and implementation for Solid Waste Division, utilizing the City of Boynton Beach
48 HGACBuy Interlocal Contract for Cooperative Purchasing No: ILC18-6755, and approves an
49 increase to the estimated annual spend to $150,000 per year.
50 SECTION 3. The City Commission of the City of Boynton Beach, Florida, hereby approves
51 the Order Form and the Statement of Work with Routeware, Inc., in form and substance similar to
52 that attached as "Exhibit A," and authorizes the City Manager to execute the Order Form and the
53 Statement of Work.
54 SECTION 4. The fully-executed Order Form and Statement of Work shall be retained
55 by the City Clerk as a public record of the City. A copy of the fully-executed documents shall
56 be provided to Ydelsi Rodriguez to provide to Routeware, Inc.
57 SECTION 5. This Resolution shall take effect as provided by law.
58
59
60 [signatures on the following page]
61
62 PASSED AND ADOPTED this 21' day of May 2024.
63 CITY OF BOYNTON BEACH, FLORIDA
64
65 YE� NO
66 Mayor—Ty Penserga
67 V
68 Vice Mayor—Aimee Kelley
69
70 Commissioner—Angela Cruz
71
72 Commissioner—Woodrow L. Hay
73
74 Commissioner—Thomas Turkin
75
76 VOTE
77
78
79 A .T:
80
81 I I ' �` r _
82 Mayl:e - Jesus, M'A, MMC Ty Pe
83 City t le Mayor
84
85 _ �. APPROVED AS T FORM:
BDYN7'p1`,
86 (Corporate Seal) = 4 �i �� AVAJM
87 : i:• SEAL,
•:y
88 i .rN EAI, : Shawna G. Lamb
89 � �R�RATED ; City Attorney
90 ••.1920 :
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DocuSign Envelope ID:7594BE34-341 D-445A-9050-6F0A1 FBD216C
-•cssA.
Routeware
Order Form
Routeware, Inc.
Order#: Q-07023-2
16525 SW 72nd Ave
Portland,Oregon 97224 Agreement Term: 36 Months
Offer Good Through: 3/9/2024
United States
Phone:(503)906-8500
Email:info@routeware.com
Ship To Bill To
Mario Guzman City of Boynton Beach Public Works
City of Boynton Beach Public Works 222 NE 9th Ave
222 NE 9th Ave Boynton Beach, Florida 33435
Boynton Beach,Florida 33435 United States
United States
(561)742-6000
guzmanm@bbfl.us
SALESPERSON PHONE EMAIL PAYMENT TERMS
Jim Farkas (503)906-8514 jfarkas@routeware.com Net 30
Statement of Confidentiality & Non-Disclosure
This document contains proprietary and confidential information.All information and data submitted to City of Boynton Beach Public
Works is provided in reliance upon its consent not to use or disclose any information contained herein except in the context of its
business dealings with Routeware, Inc. The recipient of this document agrees to inform present and future employees of City of
Boynton Beach Public Works who view or have access to its content of its confidential nature. The recipient agrees to instruct each
employee that they must not disclose any information concerning this document to others except to the extent that such information is
generally known to, and is available for use by,the public. The recipient also agrees not to duplicate or distribute or permit others to
duplicate or distribute any material contained herein without Routeware, Inc.'s express written consent.
Routeware, Inc. retains all title, ownership and intellectual property rights to the material and trademarks contained herein, including all
supporting documentation,files, marketing materials, and multi-media.
BY ACCEPTANCE OF THIS DOCUMENT THE RECIPIENT AGREES TO BE BOUND BY THE AFOREMENTIONED STATEMENT
Q-07023-2-2/8/2024
Page 1 of 4
DocuSign Envelope ID: 7594E34-341 D-445A-9050-6F0A1 FBD216C
Services
PRODUCT UNIT QTY UNIT PRICE EXTENDED
CORE Professional Services (per hour) Per Hour 180 USD 195.00 USD 35,100.00
Hardware Imaging& Certification Each 12 USD 250.00 USD 3,000.00
Services TOTAL: USD 38,100.00
Recurring Subscriptions
PRODUCT UNIT QTY UNIT PRICE EXTENDED
Additional User Subscription Per Month 10 USD 153.00 USD 1,530.00
Cellular Data Charge (RD) Per Month 12 USD 0.00 USD 0.00
eMobile Plus Per Month 12 USD 231,70 USD 2,780.40
Picture Service Fee Per Month 7 USD 6.53 USD 45.71
Auto Pickup System Fee Per Month 2 USD 22.00 USD 44.00
Cloud Hosting Per Month 1 USD 776.00 USD 776.00
Recurring Subscriptions TOTAL: USD 5,176.11
Q-07023-2-2/8/2024
Page 2 of 4
DocuSign Envelope ID:7594BE34-341 D-445A-9050-6FDA1 FBD216C
Payment Terms -
Hardware is invoiced seven (7)days after execution of the Order.
Software Fees are invoiced thirty(30)days after the Contract Start Date Order(the"Effective Service Date").
Recurring Subscriptions shall be invoiced quarterly in advance, commencing on the Effective Service Date and on each successive
anniversary thereof.
Services: 25%due upon execution; remainder due monthly as work progresses
Terms & Conditions Information
This Order and all products and services herein are subject to and limited to the terms and conditions located at https://
www.routeware.com/Clients.Any purchase orders issued in response to this Order, will be deemed acceptance of such terms.
htt ://www.routeware.com/Clients Password: RWClientl!
Prices are exclusive of any federal,state,or local taxes. The customer is responsible for all federal, state, and local taxes.
This system requires a specific server to operate Routeware software,which may need to be purchased separately.
This system requires cellular connectivity for each vehicle which may need to be purchased separately.
If route sequencing by Routeware is a requirement, additional professional services fees may apply.
On-Board Computer software is sold as a perpetual license, allowing the license to be activated on replacement hardware.
Any lapse in support voids perpetual license.
Pricing does not include freight cost or travel expenses,which will be invoiced as they are incurred.
CORE Professional Services (per hour)
A mutually agreed-upon Statement of Work(SOW)for the Encore implementation is required prior to the execution of the contract.
The hours included in this order and the accompanying Statement of Work represent our best estimate of hours required for the Project,
based on our experience. You understand and agree that actual fees may differ.All fee and timeline estimates are based on the
information provided to us to-date, including your system requirements and resource allocations. It does not account for presently
unknown circumstances that create uncertainty.These include, for example, your level of participation, complexity of your processes
and requirements, unknown system and data elements, changes in scope of work,changes in assumptions, delays caused by you or
third parties, or other conditions outside of our reasonable control. We will notify you if we expect to exceed cost or timeline estimates,
and this will be addressed through the change order process described below.
We will work with your Project Manager to help manage the scope of the Services within the estimate provided. However, both parties
acknowledge and agree that actual fees may differ from this estimate. If we determine there has been a change in or unsuccessful
completion of responsibilities or assumptions set forth in this Proposal,a change order may be required. In addition, any Project
changes, including to address unknown circumstances, additional work requested by you or changed requirements, will require a
Change Order. Change Orders may also impact the Project timeline. You understand that, in all instances, Routeware's compensation
will be based upon the work actually performed and expenses actually incurred.
0-07023-2-2/8/2024
Page 3 of 4
DocuSign Envelope ID:7594BE34-341D-445A-9050-6F0A1FBD216U
City of Boynton Beach Public Works
Signature: Date: 1 ( I� I �a _`.
` 1 1)-(9?-1
If
AtI
Name(Print): � l ' • Title: CA. ir(Vjarylpr
Routeware, Inc., and affiliates
—DocuSiignee�d11by:
Signature: [ t`o't4't I'tLsotti. Date: April 16, 2024
Name(Print): Robert Nelson Title: VP, Account-ma
Please sign and email to Jim Farkas at jfarkas@routeware.com
FOR INTERNAL USE ONLY
Reviewed By:
DS
Q-07023-2-2/8/2024
Page 4 of 4
DocuSign Envelope ID:7594BE34-341 D-445A-9050-6F0A1 FBD216C
� Routeware
Statement of Work
I. Introduction
This Statement of Work ("SOW") and any addenda attached hereto, sets forth the deliverables
associated with the Routeware implementation of licensed software/subscription services (hereafter
"Product" or"Services") as determined by the applicable Master Sales and License Agreement and
Professional Services Agreement, hereafter "Agreement", executed by Customer Name ("Licensee"or
"Customer" or"Subscriber") and Routeware ("Licensor" or"Provider").
II. Confidentiality Statement
This SOW, including all attachments, copies and derivatives thereof, is considered Routeware
Confidential information, is subject to all obligations of confidentiality set forth in the Agreement.
III. Scope and Objectives
This SOW and attached Addenda set forth the Scope and Objectives, Project Stages, Project Governance
and Objectives, Gate Checks and Lifecycle Stages, and Change Management, applicable to the
implementation of the Product or Services as further identified within the Routeware line of business
below:
❑Routeware (RCC)
0 Digital Depot (DO)
®EnCORE (CORE)
❑ReCollect(RC)
❑EasyRoute (ER)
IV. Routeware's Gate Checks within Lifecycle Stages
Routeware will develop a Project Plan to manage the implementation lifecycle and to report on
progress. Any requests for deviations to the Project Plan will be documented, reviewed and approved by
the respective project managers for Customer and Routeware. In addition, a summary of requested
changes will also be reviewed during the scheduled Gate Check reviews. Changes must be mutually
approved by both parties.
As part of its standard and proven project execution, Routeware will structure the project into several
phases designed to ensure success. Routeware will work collaboratively with Customer to develop a
plan that details requirements, assigns responsibilities, and sets due dates—to best achieve the goal of
meeting the designated go-live date with a minimum of business disruption. From the onset of the
project, Routeware will assign a core implementation team.
Routeware will execute Gate Check reviews at the completion of the Configuration, Implementation,
and Readiness stages of the project lifecycle. The Gate Check reviews provide the following:
Project summary report-out by stage
• What was the plan, what has been accomplished, summarize deliverables
• Identify any Gaps, Opportunities and High-Risk items
o Project performance to baseline (hours reporting and forecasting)
o Assess team's progress and readiness to advance to next stage
DocuSign Envelope IL):7594BE34-341 D-445A-9050-6F0A1 FBD216C
Routeware
Statement of Work
V. Project Stages, Activities and Deliverables
Routeware uses the following implementation approach to ensure project success:
Stage 1— Initiation
Description:The Initiation Stage includes the comprehensive planning and resource scheduling for the
duration of the project, including a review of the approach and governance,the cadence for status
reporting, and clarification of roles and responsibilities for Routeware and Customer project team
members.
1.1. Key Activities
1.1.1.Project Kick-Off
1.1.2.Develop Implementation Plan/Key Milestones
1.1.3.Complete Pre-Implementation Documents
1.2. Key Deliverables
1.2.1.Routeware
1.2.1.1. Draft Project Plan
1.2.2.Customer
1.2.2.1. Pre-Implementation Documents
1.3. Approvals/Sign-Off
1.3.1.Initial Project Plan
Stage 2 —System Configuration
Description:The System Configuration Stage includes the requirements confirmation interview,
documentation, and approval, along with the initial solution configuration based on Routeware's best
practices for a specific customer's needs, and the import of customer data.This "Future State" is
documented, reviewed and approved by the Customer, including a validation of the data imported,
upon which time the environment is provisioned,the solution installed, and the customer provided
access to the solution.
2.1. Key Activities
2.1.1.Review, Document, and Approve Business Requirements
2.1.1.1. Scenarios
2.1.1.2. Reporting
2.1.1.3. Integrations
2.1.1.4. Data import
2.1.2.Define, Configure, Document, and Approve Future State
2.1.3.Conduct Status Meetings
2.1.4.Update Project Plan
2.1.5.1nstall Solution(s)
2.2. Key Deliverables
2.2.1.Routeware
2.2.1.1. Session Agendas
2.2.1.2. Documented Business Requirements
2.2.1.3. Environment Provisioning/Solution Installation
2.2.1.4. Data Import
2.2.1.5. Solution Configuration (Users, Customers, Equipment, Routes, Codes, etc.)
ROUTEWARE CONEIDENTIAI_
DocuSign Envelope ID:75948E34-341D-445A-9050-6F0A1FBD216C
� Routeware
Statement of Work
2.2.1.6. Definition Gate Check
2.2.1.7. Project Plan Revisions
2.2.2.Customer
2.2.2.1. Approved Business Requirements
2.2.2.2. Provide Data for Import (in Approved Format)
2.2.2.3.Approved Future State Configuration
2.2.2.4. Enumeration of Test Plans
2.3. Approvals/Sign-Off
2.3.1.Business Requirements
2.3.2.Initial Solution Configuration
2.3.3.Validation of Data Import
2.3.4.Revised Project Plan
Stage 3—Implementation
Description:The Implementation Stage includes progressive "targeted"training and begins the Solution
Familiarization process for key users, along with the creation of a validation plan to be used during the
Readiness Stage. The Routeware team performs an internal verification that the solution, as configured,
is operating properly, and aligns with the approved requirements and future state configuration,
reaching the milestone referred to as being "Solution Complete"
3.1. Key Activities
3.1.1.Targeted Training on Data Maintenance, Transactions, etc.
3.1.2.Solution Familiarization Exercises
3.1.3.Drafting Solution Validation Plan
3.1.4.Creation of Scenario-based Training Plan
3.1.5.Solution Complete Milestone
3.1.6.Conduct Status Meetings
3.1.7.Update Project Plan
3.2. Key Deliverables
3.2.1.Routeware
3.2.1.1. Session Agendas
3.2.1.2. Targeted Training
3.2.1.3. Final Solution Configuration
3.2.1.4. Implementation Gate Check
3.2.1.5. Project Plan Revisions
3.2.2.Customer
3.2.2.1. Solution Familiarization Activities
3.2.2.1.1. Data Maintenance
3.2.2.1.2. Transaction Practice
3.2.2.2. Solution Validation Plan
3.2.2.3. Usage Documentation and/or Standard Operating Procedures (SOPs)
3.3. Approvals/Sign-Off
3.3.1.Revised Project Plan
Stage 4— Readiness
Description: The Readiness Stage includes Scenario-based Training, followed by the Customer's end-to-
end validation of the solution across business scenarios/use cases identified and configured during the
ROUTEWARE CONFIDENTIAL
DocuSign Envelope ID:7594BE34-341 D-445A-9050-6F0A1 F8D216G
Routeware
�..
Statement of Work
Configuration and Implementation Stages. Scenario-based training-typically conducted with customer-
identified "Super Users" -follows a tell, show, do model, where the individual delivering the training
outlines the scenario, then demonstrates the scenario, and finally the Super Users complete an end-to-
end example themselves using the "happy path", a clean, well-executed process without exceptions.
Upon completion of the Validation Plan, the milestone of"Solution Acceptance" is confirmed by the
Customer, and the project transitions into the Go Live Stage.
4.1. Key Activities
4.1.1.Scenario-based Super User Training
4.1.2.Solution Validation (User Acceptance Testing, UAT)
4.1.3.Creation of End-User Training Plan
4.1.4.Solution Acceptance Milestone
4.1,5.Conduct Status Meetings
4.1.6.Update Project Plan
4.2. Key Deliverables
4.2.1.Routeware
4.2.1.1. Scenario-based Training
4.2.1.2. Readiness Gate Check
4.2.1.3. Project Plan Revisions
4.2.2.Customer
4.2.2.1. Solution Validation Activities
4.2.2.2. End-User Training Plans
4.3. Approvals/Sign-Off
4.3.1.Revised Project Plan
4.3.2.Solution Acceptance
Stage 5 —Go Live
Description: The Go Live Stage includes final training and practice for End Users and Drivers, with a focus
on what a user needs to do in the system to complete the duties of a particular role, including handling
of typical "operational exceptions" encountered on a day-to-day basis. The final system cutover is
performed and Routeware provides assistance to Customer during the Go Live event and stabilization
period, helping to triage, manage and resolve issues that may arise, followed by a transition to Support
and project closeout.
5.1. Key Activities
5.1.1.End User Training and Practice
5.1.2.Go Live Cutover
5.1.3.Issue Management and Stabilization
5.1.4.Transition to Support
5.1.5.Project Closeout
5.2. Key Deliverables
5.2.1.Routeware
5.2.1.1. Go Live Cutover and Stabilization Assistance
5.2.1.2. Issue Management and Resolution
5.2.1.3.Transition to Support
5.2.1.4. Project Closeout
5.2.2.Customer
DocuSign Envelope ID:7594BE34-341D-445A-9050-6F0A1FBD216C
Routeware
Statement of Work
5.2.2.1. End User Training and Practice
5.2.2.2. Issue Triage and Management
5.3. Approvals/Sign-Off
5.3.1.Project Closeout
VI. Out of Scope
• There are no required integrations with other systems.
VII. Assumptions
• Data provided by Customer for import will be cleansed and in the standard EnCore Data Import
Template.
o The data import process will validate the integrity of the data, and exceptions provided back
to Customer for resolution prior to final import.
o Any data that cannot be provided in the standard format will be manually entered by
Customer personnel.
• The Routeware Project Manager will be the primary contact throughout the project, will coordinate
the efforts of Implementation Consultants and Subject Matter Experts (SMEs)throughout the
project, and will establish a cadence of Status Meetings with Customer.
VIII. SOW Change Order
• Changes to an SOW will require a written Change Order signed by the parties prior to
implementation of the changes. Such changes may include, for example, changes to the scope of
work and any corresponding changes to the estimated Fees and schedule for the performance of the
applicable Services. Upon Routeware's receipt of a Change Order request from Customer,
Routeware will promptly notify Customer if Routeware believes that the Change Order request
requires an adjustment to the Fees or to the schedule for the performance of the applicable
Services. In such an event,the parties will negotiate in good faith a reasonable and equitable
adjustment to the Fees and/or schedule, as applicable. During such negotiations, Routeware may
continue to perform Services pursuant to the existing SOW and will have no obligation to perform
Services pursuant to the Change Order request unless and until the parties have executed an
applicable Change Order. Any time and materials that are required to evaluate a Change Order
request are billable at Routeware's then-current standard rates.
IX. Pricing
An estimate for the Routeware Professional Services stated herein is set forth in the Quote # and
is based on Time and Materials required as related to the Product or Service, Routeware's current
understanding of Customer's business requirements, and the expected future state of the project or a
Fixed Fee. Any new SOW or changes or requests for additional services hereunder shall incur additional
charges billed at Routeware's then current rates.
The estimated fees are provided for budgetary purposes only. Fees to Professional Services will be billed
on a Time and Materials basis, for the effort incurred by us, and shall be payable to Routeware in
consideration for the Professional Services provided under this SOW.
DocuSign Envelope ID:7594BE34-341 D-445A-9050-6FOA1 FBD216C
Routeware
Statement of Work
Professional Services Description Hours Rate Total
Project Management Project Planning, Resource 40 $195 $7,800
Coordination, Status Reporting,
Budget, Risk and Issue Management
Implementation Consultant(s) Requirements Confirmation, Solution 80 $195 $15,600
Configuration, Documentation,
Training, Go Live Assistance
•
Data Migration Initial Data Import 60 $195 $11,700
TOTALS 180 $195 $35,100
Fees shall be payable in accordance with the terms of the Governing Agreement. Fees do not include
charges for any taxes imposed by any government authority on the provision of Professional Services to
you, and you shall pay any such taxes upon our invoice, including without limitation any sales or use tax
a governmental authority may impose on the provision of Professional Services to you (but excluding
any taxes based upon our net income).
In addition to paying the fees described above,you will reimburse us for reasonable travel, lodging and
other expenses incurred in connection with Professional Services under this SOW, provided that such
expenses shall not be reimbursable unless we have provided you with receipts or other documentation
reasonably substantiating such expenses or costs as part of the reimbursement request.
DocuSign Envelope ID:75948E34-341 D-445A-9050-6F0A1 FBD216C
Routeware
Statement of Work
Acceptance and Authorization
IN WITNESS WHEREOF, the duly authorized signatories of the parties have executed this Statement of Work as
of the dates set forth below.
CitySf.B.aynton Beach, FL Routeware Inc. DocuSignedby:
By:
_ �x
arxr�rrar T.
Printed Name: Robert Nelson
Printed Name: \ .L k-e-\ Vrt
Title: _ c Title: VP, Accounting
April 16, 2024
Date: �\ a- (A Date: _
--- DS
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