HomeMy WebLinkAboutReCollect Software 2024.04.16 Q-04103, ReCollect XSell, Routeware�� Routeware
Routeware, Inc.
16525 SW 72nd Ave
Portland, Oregon 97224
United States
Phone: (503) 906-8500
Email: info@routeware.com
Ship To
Randy Bennett
City of Waterloo
625 Glenwood St
Waterloo, IA 50703
USA
(319) 291-4267
319-291-4094
randy.bennett@waterloo-ia.org
Bill To
City of Waterloo
625 Glenwood St
Waterloo, IA 50703
USA
Order Form
Order #: Q-04103-2
Agreement Term: 36 Months
Offer Good Through: 4/30/2024
SALESPERSON
PHONE
EMAIL
PAYMENT TERMS
Brittany Loffredo
(360) 329-2977
bloffredo@routeware.com
Net 60
Statement of Confidentiality & Non -Disclosure
The parties acknowledge that the City is a government entity and subject to the Federal Freedom of Information Act. Notwithstanding
anything contained herein to the contrary, the City shall not be responsible to the vendor for any disclosure of Confidential Information
pursuant to the Act or pursuant to City of Waterloo public records act laws, rules, regulations, instructions or other legal requirement.
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-04103-2 - 2/29/2024
Page 1 of 4
Services
PRODUCT UNIT QTY UNIT PRICE EXTENDED
ReCollect Implementation (Large) Each 1 USD 5,000.00 USD 5,000.00
Services TOTAL: USD 5,000.00
Recurring Subscriptions
PRODUCT UNIT QTY UNIT PRICE EXTENDED
ReCollect Collection Calendar Per Month 1 USD 628.15 USD 628.15
ReCollect Waste Wizard Per Month 1 USD 215.90 USD 215.90
Mobile App Per Month 1 USD 430.95 USD 430.95
ReCollect Website Tool Per Month 1 USD 0.00 USD 0.00
ReCollect Service Request Per Month 1 USD 1,345.55 USD 1,345.55
Recurring Subscriptions TOTAL: USD 2,620.55
Q-04103-2 - 2/29/2024
Page 2 of 4
Payment Terms -
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.
For all other services, Company will submit invoices for services to the Customer by the 10th of the month following the month in which
Company provided services and Company's invoice will have a date, an invoice number, a purchase order number and a description
of the goods or services.
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.
http://www.routeware.com/Clients Password: RWClientl!
If Applicable -
Prices are exclusive of any federal, state, or local taxes. The customer is responsible for all federal, state, and local taxes, if applicable.
Any lapse in support voids perpetual license.
Pricing does not include freight cost or travel expenses, which will be invoiced as they are incurred.
Additional Terms -
Customer is authorized to employ the aforementioned solution(s) for a maximum of one hundred thousand (100,000) residents or up
to thirty-five thousand (35,000) service addresses, whichever is achieved first. Additional charges will be incurred if the solution(s) are
used beyond either of these specified limits.
Sourcewell Member ID: 2491
Sourcewell Contract: 041521-RCS
A mutually agreed -upon Statement of Work (SOW) for the implementation is required prior to contract execution.
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.
Q-04103-2 - 2/29/2024
Page 3 of 4
City of Waterloo
Signature:
62uerarc 1-far
SIGNED
Name (Print): Quentin Hart
Routeware, Inc., and affiliates
4/15/2024
Date:
Title: Mayor
Signature: Date:
Name (Print): Title:
Please sign and email to Brittany Loffredo at bloffredo@routeware.com
FOR INTERNAL USE ONLY
Reviewed By:
Q-04103-2 - 2/29/2024
Page 4 of 4
Routeware
Purpose
Statement of Work
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").
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:
IZReCollect (RC)
• 11 Waste Wizard
• 11 Collection Calendar
• r Mobile Ap
• ❑Waste Sorting Game
• r Service Request
• ❑Curbside Audit
Routeware's Gate Checks
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 System Configuration, Implementation, and
Customer Readiness stages of the project lifecycle. The Gate Check reviews provide the following:
Stage 1 - Initiation
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.
ROUTEWARE CONFIDENTIAL PAGE 1 OF 5
Routeware
Statement of Work
Stage 2 - System Configuration
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.
Stage 3 -Implementation
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
Customer 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".
Stage 4 - Customer Readiness
The Customer 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
System 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.
Stage 5 — Go Live
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.
Services
The Scope of Services outlined below provide a breakdown of the key components and Gate Checks of the
Routeware Implementation and the corresponding deliverables provided by Routeware and the customer.
Routeware Deliverables
Customer Deliverables
Initiation
Key Activities Include:
• Project Kick -Off
• Develop Implementation Plan/Key
Milestones
• Complete Pre -Implementation Documents
Key Activities Include:
• Define/Assemble Project Team
• Project Planning
• Define measures of project success
Key Deliverables Include:
• Process Questionnaires
ROUTEWARE CONFIDENTIAL
PAGE 2 OF 5
Routeware
Statement of Work
• Provide Documented Process to
model recommended configuration
• Provide Sample Data Sets
System
Configuration
Key Activities Include:
• Review, Document, and Approve Business
Requirements
o Scenarios
o Reporting
o Integrations
o Data Workshop/Data Import
• Define, Configure, Document and Approve
Future State
• Conduct Status Meetings
• Install Solution(s)
Key Deliverables Include:
• Review Business Requirements
• Environment Provisioning/Solution
Installation
• Data Import
• Solution Configuration
o Users
o Customers
o Equipment
o Routes
o Codes
o Other Applicable Data
Key Activities Include:
• Customer completes recommended
product training
• Attend all system configuration
sessions
• Complete all action items after each
system configuration session
• Required configuration and testing
• Internal process review
Key Deliverables Include:
• Approved Business Requirements
• Provide Data for Import
o Accepted file formats
include CSV or XML
o Updated Data Sets as
requested
• Approved Future State
Configurations
• Enumeration of Test Plans
Implementation
Key Activities Include:
• Targeted Training
• Solution Familiarization Exercises
• Solution Complete Milestone
• Conduct Status Meetings
Key Deliverables Include:
• Session Agendas
• Targeted Training
• Final Solution Configuration
• Implementation Gate Check
• Project Plan Revisions
Key Activities Include:
• Attend all implementation sessions
• Complete Solution Familiarization
Exercises
• Attend all Status Meetings
• Being Work on Change Management
Activities
Key Deliverables Include:
• Solution Familiarization Activities
• Data Maintenance
• Transaction Practice
• Solution Validation
• Usage Documentation and/or
Standard Operating Procedures
(SOPs)
Customer
Readiness
Key Activities Include:
• User Training
• Solution Acceptance Milestone
• Conduct Status Meetings
• Update Project Plan
Key Activities Include:
Key Deliverables Include:
• Solution Validation Activities
• End -User Training Plans
• Approval/Sign-Off
• Solution Acceptance
ROUTEWARE CONFIDENTIAL
PAGE 3 OF 5
Routeware
Statement of Work
Go Live
Key Activities Include:
Key Activities Include:
• End User Training and Practice
• End User Training and Practice
• Go Live Cutover
• Issue Triage and Management
• Issue Management and Stabilization
• Transition to Support
• Project Closeout
Key Deliverables Include:
• Go Live Cutover and Stabilization
Assistance
• Issue Management and Resolution
• Transition to Support
• Project Closeout
Assumptions
• All data to be imported will be provided in the Routeware-approved CSV, SQL or XML format, and will not
require transformation during the import process.
• The Customer will provide adequate resources and key decision makers required to meet tasks associated
with implementation milestones.
• 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.
• The data import process will validate the integrity of the data, and exceptions provided back to Customer for
resolution prior to final import.
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.
Pricing
An estimate for the Routeware Professional Services stated herein is set forth in the Order Form(s) # Q-04103
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.
ROUTEWARE CONFIDENTIAL PAGE 4 OF 5
Routeware
Statement of Work
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
either a Time and Materials or Fixed Fee basis, as specified below, and shall be payable to Routeware in
consideration for the Professional Services provided under this SOW.
Fixed Fee
Professional Services
Description Total
Project Management,
Implementation Consultant,
Data Team
Project Planning, Resource Coordination, Status
Reporting, Budget, Risk and Issue Management
$5,000
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) if applicable.
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 (a) the expense or cost is pre -approved by you in writing or via email, and (b) we
have provided you with receipts or other documentation reasonably substantiating such expenses or costs as
part of the reimbursement request.
City of Waterloo
By: Querd in 91,ar
Printed Name:
Quentin Hart
SIGNED
Mayor
Title:
Date: 4/15/2024
Routeware Inc.
By:
Printed Name:
Title:
Date:
ROUTEWARE CONFIDENTIAL PAGE 5 OF 5