Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: September 22, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Rubicon Global, LLC, to provide smart routing
services for the City of Denton; providing for the expenditure of funds therefor; and providing an effective
date (RFP 7169 - awarded to Rubicon Global, LLC, for three (3) years, with the option for two (2) additional
one (1) year extensions, in the total five (5) year not-to-exceed amount of $500,907). The Public Utilities
Board recommends approval (7 - 0).
INFORMATION/BACKGROUND
The City of Denton’s Solid Waste and Recycling department has utilized a single software solution since
2002 to manage weigh station operations, routing, and inventory control. There have been no major updates
to the software since, and the current version is no longer substantially supported by the supplier or meeting
the needs of the department or the City.
Through a competitive Request for Proposal (RFP) and evaluation process, the City has identified a
software solution from Rubicon Global, LLC to replace the route management, service requests, and
inventory components of the existing system. Rubicon’s product will manage our solid waste and recycling
routing, work orders, container inventory, rolling stock inventory, and audit tracking/reporting. Proposals
for weight station operation replacement software is currently being requested and should be evaluated and
considered in the first quarter of FY20/21.
Requests for Proposals was sent to 300 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Three (3) proposals were received and evaluated based upon published criteria including
delivery, compliance with specifications, probable performance, and price. Based upon this evaluation,
Rubicon Global, LLC was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 780, 958, 968
Notifications sent for Solicitation sent in IonWave: 300
Number of Suppliers that viewed Solicitation in IonWave: 19
HUB-Historically Underutilized Business Invitations sent out: 14
SBE-Small Business Enterprise Invitations sent out: 108
Responses from Solicitation: 3
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Rubicon’s product is designed to streamline work order management, routing, special collections, and
inventory management processes. Dynamic communication between back office, supervisors, drivers, and
customer service will be possible through this software solution. Trucks will be visible on a live map portal
at all points during the day. Stops will be indicated on the city service map in real time, and routes can be
split in the event one driver completes their route early and has the ability to assist a different driver in
instances of a long route or equipment failure.
The Rubicon software will benefit City of Denton citizens in several ways:
• The software integrates photo capabilities; if a collection is not made, the driver will be required to
take a photo to demonstrate what the reason is.
• Customer service will then be able to see the notes and photos and relay that to a customer upon
request.
• The software will provide drivers the ability to note any issues or exceptions on their routes, such
as potholes, downed power lines or trees, container missing, damaged, or contaminated, etc.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 14, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Rubicon Global, LLC, to provide smart routing services for the City of Denton, in a
three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-
to-exceed amount of $500,907.
Description Cost Contingency Yearly Cost
Year 1-Implementation & Recurring Annual $ 174,120.92 10% $ 191,533
Year 2-Recurring Annual $ 70,312.18 10% $ 77,343
Year 3-Recurring Annual $ 70,312.18 10% $ 77,343
Year 4-Recurring Annual $ 70,312.18 10% $ 77,343
Year 5-Recurring Annual $ 70,312.18 10% $ 77,343
Total Cost $ 455,369.64 $ 500,907
PRINCIPAL PLACE OF BUSINESS
Rubicon Global, LLC
Atlanta, GA
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These services will be funded from Solid Waste Revenue Funds in the amount of $500,907.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Brian Boerner, 940-349-8001.
Legal point of contact: Mack Reinwand at 940-349-8333.