Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 11-28-2022
Requesting Agency: Technology Services
Division:
Subject Matter Expert Name: Desmond Grant
Email Address: desmond.grant@denvergov.org
Phone Number:
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving a proposed Agreement between the City and County of Denver and Rubicon Global, LLC for their SmartCity data collection software.
Approves a contract with Rubicon Global, LLC for $1,529,000 and 5 years for their SmartCity data collection software, which will assist the Department of Transportation and Infrastructure in identifying and addressing solid waste collection errors, collection route efficiencies, driver safety, and other factors, citywide (TECHS-202265616-00). The last regularly scheduled Council meeting within the 30-day review period is on 1-3-2023. The Committee approved filing this item at its meeting on 11-29-2022.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: TECHS-202265616-00
Vendor/Contractor Name (including any “DBA”):
Rubicon Global, LLC.
Type and Scope of services to be performed:
Vendor will implement and support the Rubicon SmartCity data collection software
Solid Waste equipment operators have one of the most visible jobs in the City and County of Denver. They directly serve over 180,000 customers per week driving the streets and alleys to pick up residential waste. This contract is for the Rubicon SmartCity data collection software to be used by Department of Transportation and Infrastructure. The solution will help resolve the following issues:
• Collection Errors: There are numerous customer pickup exceptions along any route which can lead to re-work to pick up the missed cart if the driver is new to the route or is otherwise unfamiliar with the area. Solid Waste staff spend an extensive amount of time per year correcting their day-to-day services due to a lack of a route tracing/accountability system.
• Distracted Driving and Route Efficiency: In addition, the lack of an in-cab route navigation system leads to Solid Waste equipment operators reading their route information from paper maps prior to starting their shift and on the route. This has led to numerous distracted driving behaviors and in several cases preventable vehicle crashes. It puts the equipment operators and the public at risk.
• Field Work Failures: Customer-driven 311 requests require multiple handoffs to reach the field for service. This leads to several failure modes for completion of the service or in communication. Requests for work sometimes do not reach the equipment operators or the completion of the work is not communicated back to customer service staff leading to delayed closure or unclosed 311 cases. These failures or delays often result in additional case volume and duplicate field work orders.
The SmartCity data collection software will:
• Reduce risk to equipment operators and the public (employee safety)
• Reduce waste collection errors (customer impact)
• Integrate with the City’s 311 application for efficiency (customer impact)
• Create transparency for Solid Waste Management (business and customer impact)
The solution will allow for supervisors and managers to monitor real-time route completion data to actively manage any issues while in operation. In addition, the solution will allow for safe and easy equipment operator interaction in documenting various route pickup exceptions including but not limited to contaminated carts, late set-outs, and blocked routes. By incorporating a routing optimization system with an integration to Salesforce into each driver’s vehicle, job productivity, level of service, and communications between parties, including residents of the community, will greatly increase.
Location (if applicable): Citywide
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts): N/A
Are WBE/MBE/DBE goals met (if applicable)? N/A
Is the contract new/a renewal/extension or amendment? New
Was this contractor selected by competitive process or sole source? Yes
For New contracts
Term of initial contract: 12/1/2022 - 12/1/2027
Options for Renewal: N/A
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term: $1,529,000.00
Cost of any renewals: N/A
Total contract value council is approving if all renewals exercised:
$1,529,000.00
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
If length changing
What was the length of the term of the original contract?
What is the length of the extension/renewal?
What is the revised total term of the contract?
If cost changing
What was the original value of the entire contract prior to this proposed change?
What is the value of the proposed change?
What is the new/revised total value including change?
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)