Consent 1.E.
City Council Regular Business Meeting
- Meeting Date:
- 07/13/2026
- TITLE
- Routeware, Inc. Addendum to Agreement
- PRESENTED BY:
- Jennifer Duray
- Department:
- Public Works
Presentation:
No
Legal Review:
Yes
Project Number:
N/A
RECOMMENDATION
Staff recommends that the City Council approve the addendum to the agreement with Routeware, Inc. to provide continued software licensing, hosting, maintenance, and technical support services for the Solid Waste Division's route management system.
EXECUTIVE SUMMARY
Staff requests City Council approval of an addendum to the agreement with Routeware, Inc. for continued software licensing, hosting, maintenance, and technical support services for the Solid Waste Division's route management system. Routeware is the primary platform used to manage customer accounts, collection routes, vehicle navigation, work orders, and real-time operational data for solid waste collection services.
The annual cost of the agreement is $210,713.76 and is included in the approved Solid Waste Operations and Maintenance budget. Approval of the addendum will ensure uninterrupted access to the Routeware system and associated support services. Failure to renew the agreement would result in the loss of access to the software, significantly impacting the City's ability to manage solid waste collection operations and customer service functions.
The annual cost of the agreement is $210,713.76 and is included in the approved Solid Waste Operations and Maintenance budget. Approval of the addendum will ensure uninterrupted access to the Routeware system and associated support services. Failure to renew the agreement would result in the loss of access to the software, significantly impacting the City's ability to manage solid waste collection operations and customer service functions.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
In February 2016, the City of Billings entered into an agreement with Routeware, Inc. for the purchase, implementation, and ongoing support of hardware and software necessary to operate the City's solid waste route management system. Routeware serves as the primary operational platform for the Solid Waste Division and is utilized to manage customer accounts, service levels, collection frequencies, and route optimization for residential and commercial collection services.
The system provides critical operational and customer service functions, including real-time route monitoring, GPS-based vehicle tracking, service verification, work order management, and navigation capabilities within collection vehicles through mobile computing technology. Routeware also provides management dashboards and reporting tools that allow staff to analyze operational performance, improve routing efficiencies, respond to customer inquiries, and make data-driven decisions regarding service delivery.
The original agreement was executed for a five-year term and expired in 2021. In 2021, the City approved an addendum extending the agreement for an additional three years through 2024. To maintain uninterrupted system support and functionality while evaluating future options, the City subsequently approved one-year extensions in 2024 and 2025, extending the agreement through February 28, 2026.
The proposed addendum will continue the City's access to software maintenance, technical support, system updates, hosting services, and all functionality associated with the Routeware platform through the payment of monthly support fees. Routeware operates under a subscription-based licensing model, and failure to renew the agreement would result in the loss of access to the software and associated services. Loss of access would significantly impact the Solid Waste Division's ability to manage customer accounts, service levels, route optimization, work orders, vehicle navigation, and real-time operational monitoring. Continued support is necessary to ensure the ongoing reliability and functionality of the route management system, which remains a critical component of the City's solid waste collection operations and customer service delivery. The proposed addendum has also been reviewed by the City's Information Technology Department, which has no concerns with the agreement.
The system provides critical operational and customer service functions, including real-time route monitoring, GPS-based vehicle tracking, service verification, work order management, and navigation capabilities within collection vehicles through mobile computing technology. Routeware also provides management dashboards and reporting tools that allow staff to analyze operational performance, improve routing efficiencies, respond to customer inquiries, and make data-driven decisions regarding service delivery.
The original agreement was executed for a five-year term and expired in 2021. In 2021, the City approved an addendum extending the agreement for an additional three years through 2024. To maintain uninterrupted system support and functionality while evaluating future options, the City subsequently approved one-year extensions in 2024 and 2025, extending the agreement through February 28, 2026.
The proposed addendum will continue the City's access to software maintenance, technical support, system updates, hosting services, and all functionality associated with the Routeware platform through the payment of monthly support fees. Routeware operates under a subscription-based licensing model, and failure to renew the agreement would result in the loss of access to the software and associated services. Loss of access would significantly impact the Solid Waste Division's ability to manage customer accounts, service levels, route optimization, work orders, vehicle navigation, and real-time operational monitoring. Continued support is necessary to ensure the ongoing reliability and functionality of the route management system, which remains a critical component of the City's solid waste collection operations and customer service delivery. The proposed addendum has also been reviewed by the City's Information Technology Department, which has no concerns with the agreement.
FISCAL EFFECTS
The annual cost for Routeware software licensing, maintenance, hosting, and technical support services is $210,713.76 based on the current number of user subscriptions and system requirements. Funding for these services is included in the approved Solid Waste Operations and Maintenance budget.
STAKEHOLDERS
ALTERNATIVES
City Council may:
- Approve the addendum with Routeware, Inc., or;
- Not approve the addendum with Routeware, Inc. If the addendum is not approved, Solid Waste will lose vital tools to provide garbage collection services.