Public Works committee backs recommendation for Routeware contract to modernize waste collection

Nicole Riley, Environmental Resources Manager for the City of Oxnard, recommended on June 23 that the Public Works and Transportation Committee forward to City Council an agreement with Routeware Inc. to provide collection truck routing and modernization software. The proposed contract would run for three years from July 22, 2026, to July 21, 2029, and not exceed $1,192,758.81.

Riley told the committee the Environmental Resources Division serves about 41,077 customer accounts (April 2026) and processes roughly 297,000 tons of refuse, recyclables and organic waste annually. Staff said current route planning, service verification and operational tracking rely heavily on manual processes and limited onboard technology, creating a need for an integrated fleet and routing platform.

Under the recommended procurement, which followed RFP No. 26-22 issued Oct. 6, 2025, Routeware’s proposal would outfit about 38 city-owned vehicles with integrated software and hardware and install a software-only component on handheld devices used in roughly 15 rented vehicles, for a total of 53 vehicles covered. Staff cautioned that some functions—such as photo documentation of missed stops or contamination—will continue to rely on handheld devices on rented units where permanent hardware cannot be installed; those handheld-collected data will feed into the Routeware platform.

City staff described the system as a central operations hub that would provide in-truck interfaces for real-time communication and route tracking, enable service confirmations, and support monitoring by collection staff and managers. The proposed agreement also includes an integrated camera system intended to improve safety, confirm service delivery and aid in accident investigations and operational reviews.

Staff listed expected benefits from the modernization: better route balancing and operational efficiency; enhanced real-time visibility into field operations; faster and improved customer-service responses; reduced miscollections and stronger service verification; improved fleet oversight and analytics; and enhanced driver safety monitoring. They also said the platform would aid compliance and documentation for California laws including AB 939, AB 341, AB 1826 and SB 1383 by enabling clearer tracking of recyclables, organics and contamination events.

The solicitation called for a three-year software-as-a-service arrangement with the city holding options for two additional one-year renewals. The presentation said the agreement requires continuous availability, standard maintenance and security patches under a service-level agreement; technical staff will audit system performance, uptime and security compliance in year three to advise whether to extend or negotiate a new contract. Staff will return to City Council for any term extensions beyond July 21, 2029.

Purchasing staff and the RFP evaluation panel — which included technical, operational, safety and IT personnel — reviewed proposals based on qualifications, features, cost and policy compliance and recommended Routeware Inc. as the highest-ranked proposer. Purchasing confirmed that Routeware met contractual prerequisites including a city business tax certificate, insurance certificates and corporate filings with the California Secretary of State.

Financially, staff said funds for the agreement in fiscal year 2026–27 are programmed in the Environmental Resources Fund (631); funding for subsequent fiscal years will be requested through the annual budget process. The committee heard the presentation and staff’s recommendation; the record in this transcript ends with the presentation and does not show a committee vote on the matter.