HGAC CONTRACTQ-16165
City of Clearwater, Solid Waste
Routeware
Routeware, Inc.
7719 Wood Hollow Dr.
Suite #150
Austin, TX 78731
Ship To
Jacolby Washington
City of Clearwater, Solid Waste
1701 N. Hercules Ave.
Clearwater, Florida 33765
United States
jacolby.washington@myclearwater.com
Salesperson
QUOTE NUMBER Q-16165
Order
Good Through:
Payment Terms:
Term
Q-16165
Feb 04 2026
Net 30
36 Months
Bill To
City of Clearwater, Solid Waste
PO Box 4748
Clearwater, Florida 33758-4748
United States
Phone Email
Tanner Kruis tanner.kruis@routeware.com
Statement of Confidentiality & Non -Disclosure
The parties acknowledge that the City of Clearwater is a government entity and subject to the Federal Freedom of Information Act
and the Florida Public Records Act (Chapter 119, Florida Statutes). Notwithstanding anything contained herein to the contrary,
the City shall not be responsible to Routeware for any disclosure of Confidential Information pursuant to the Act, Law, or other
legal requirement.
Routeware 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.
E: INFO@ROUTEWARE.COM I P: (503) 906-8500 I Q-16165
Routeware
QUOTE NUMBER Q-16165
HARDWARE
PRODUCT UNIT QTY UNIT PRICE EXTENDED
Monitor for Camera Controller . Each 4 $42.00 $168.00
Camera Power Kit Each 53 $40.00 $2,120.00
Standard HD Camera for Camera Controller with Cable Each 206 $95.00 $19,570.00
Video Service Hardware Each 53 $205.00 $10,865.00
Camera Controller (Camera Not Included) Each 53 $499.00 $26,447.00
HARDWARE TOTAL (USD): $59,170.00
SERVICES
PRODUCT UNIT QTY UNIT PRICE EXTENDED
SmartCity Implementation (Large) Each 1 $19,125.00 $19,125.00
Camera System Installation "Each 53 $380.00 $20,140.00
Vehicle Installation Each . 53 $380.00. $20,140.00
Additional Camera Installation Each ' 153 $190.00 $29,070.00
SERVICES TOTAL (USD): $88,475.00
RECURRING SUBSCRIPTIONS
PRODUCT UNIT QTY UNIT PRICE EXTENDED
SmartCity Base Fee Annually 53 $331.20 $17,553.60
Solid Waste Operations Annually 53 $2,042.40 $108,247.20
Premium Video System Fee Annually 53 $732.00 $38,796.00
Picture Service Fee Annually 53 $0.00 $0.00
In -Cab Interface (Tablet) Annually 53 $660.00 $34,980.00
SUBSCRIPTIONS TOTAL (USD): $199,576.80
E: INFO@ROUTEWARE.COM I P: (503) 906-8500 Q-16165
Payment Terms -
Hardware is invoiced seven (7) days after execution of the Order.
Software Fees are invoiced sixty (60) days after the Contract Start Date (the Effective Service Date).
Invoices for Recurring Subscriptions shall be issued annually in advance, with the initial invoice issued on the Effective Service Date
and each subsequent invoice due on the corresponding date of each successive anniversary thereafter. The term of the Recurring
Subscription(s) shall commence on the Effective Service Date.
The Agreement shall not Auto Renew. Customer understands that by waiving the Auto Renew provision, if no renewal or other
Agreement in place at the end of the Current Term, the Services will terminate on the Recurring Subscriptions end date.
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.
This contract is made pursuant to The Houston -Galveston Area Council (HGAC) Cooperative Contract FL10-24a by and between
Routeware, Inc. and HGAC, which commenced May 1, 2025 (the "HGAC Contract").
Travel and Expenses ("T & E") Not to Exceed: $23,251.25
T & E Expenses as incurred in the implementation of the project as described herein. Any additional services that require T & E may
incur additional expenses.
Fiscal Funding Out. In the event no funds or insufficient funds are appropriated by the Customer's City in any fiscal period for any
payments due hereunder, Customer will notify Company of such occurrence in writing at least thirty (30) days prior to the end of the
then -current fiscal period, including documentation of defunding from the entity, and the Agreement shall terminate on the last day of
the fiscal period for which appropriations were received without penalty or expense to the Customer of any kind whatsoever, except as
to the portions of the payments herein agreed upon for which funds have been appropriated.
Additional Terms:
If Data usage is greater than 1GB per vehicle per month, Routeware may limit network speeds or limit the actual downloading of video
files.
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.
https://www.routeware.com/Clients/ Password: RWClientl!
Prices are exclusive of any federal, state, or local taxes. The customer is responsible for all federal, state, and local taxes.
This system requires a specific server to operate Routeware software, which may need to be purchased separately.
This system requires cellular connectivity for each vehicle which may need to be purchased separately.
If route sequencing by Routeware is a requirement, additional professional services fees may apply.
On -Board Computer software is sold as a perpetual license, allowing the license to be activated on replacement hardware.
Any lapse in support voids perpetual license.
Pricing does not include freight cost or travel expenses, which will be invoiced as they are incurred.
Statement of Work (SOW) Additional Terms -
Mutual agreement of the accompanying Statement of Work (SOW) or Work Authorization (WAF) for the implementation is required prior
to contract execution.
Any Time and Materials hours included in this Order represent our best estimate of hours required for the Project, based on our
experience. You understand and agree that actual fees may differ. Fixed Fee Pricing reflects Routeware's current understanding of
the business requirements and the anticipated future state of the project. All fee and timeline estimates are based on the information
Q-16165
provided to -date, including system requirements and resource allocations. It does not account for presently unknown circumstances
that create uncertainty. These include, for example, level of participation, complexity of 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, which 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.
Subscription Hardware Additional Terms -
All Hardware on this Order sold as a subscription is the property of Routeware. Throughout the term of this Order and at no additional
cost to the Customer, Routeware will repair or replace defective Subscription Hardware purchased on this Order with a comparable
unit, provided that, in Routeware's sole determination, the unit has not been damaged beyond normal wear and tear. Normal wear and
tear includes battery/component failure, scratches and superficial damage to the top, bottom, and corners of the unit. That not covered
under the replacement program includes, but is not limited to, damage from (a) drops, (b) immersion in water, (c) cracked screens
caused by excess pressure or hard devices, or (d) deliberate damage to the unit. Unit replacement costs resulting from damage not
covered by the warranty is the responsibility of Customer. Customer shall surrender to Routeware any computers that are replaced
under this program. Notwithstanding any other agreements or clauses on this matter in this agreement or others, Routeware reserves
the right to increase monthly service if, in Routeware's sole determination, units are routinely abused or mishandled to the point of
failure. Refer to Section 7.2 of the Routeware Master Sales and License Agreement for additional warranty details. At the conclusion
of the License Period, Customer shall return all Subscription Hardware to Routeware in good condition and working order. In the
event the Customer does not return all Subscription Hardware, or the Subscription Hardware is damaged, lost, or stolen while in the
Customer's possession, the Subscription Hardware will be deemed sold to Customer, and Customer agrees to pay the then -current list
price (plus any applicable taxes) upon receipt of an invoice.
Accounts Payable Details:
Name:
Title:
Email:
Phone:
Q-16165
Docusign Envelope ID: A25F37B9-1B97-4938-AB41-5E9F8A8ABD5E
IN WITNESS WHEREOF, the Parties to the Order Form has caused it to be executed by their authorized officers as the
day and year of the signatories below.
City of Clearwater, Solid Waste
Signature: Date:
Name (Print): Title:
Purchase Order Details:
Purchase Order number:
26000639 & 26000641
Issuance of Purchase Order ("PO") in lieu of signature denotes acceptance of Order Form by Customer. Receipt of complete and accurate PO is
required prior to Order execution.
Routeware, Inc, and Affiliates
DecuSigned by:
kv- LsFb24, 2026
Signature: A41C498AD9FC42o... Date: February
Name (Print): Robert Nelson
Please sign and email to Tanner Kruis at tanner.kruis@routeware.com
FOR INTERNAL USE ONLY
Reviewed By:
&1/1.43.A.a,
igned by:
fi8CA773844DE43C...
Q-16165
Title: VP, Finance
Routeware
16525 SW 72nd Ave.
Portland, OR 97224
www.Routeware.com
STATEMENT OF WORK
(503) 906-8500 I Corporate Offices
(877) 906-8550 I Toll Free
(503) 906-8544 I Fax
Purpose
This statement of work ("SOW") and any addenda attached hereto, sets forth the deliverables associated with the
Routeware Inc. 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 the City of Clearwater, FL ("Licensee" or "Customer" or "Subscriber") and
Routeware Inc. ("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 Inc. line of business below:
® Smart City
❑ Solid Waste
❑ Snow/Sweep
Smart City Driver App — Routeware TaaS
❑ Smart City Driver App — BYOD
❑ GeoTab Devices
❑ ReCollect
❑ Small Implementation
❑ Collection Calendar
❑ Waste Wizard
❑ Sorting Game
❑ Custom Artwork
❑ Mobile App
❑ Large Implementation —The addition of the features below triggers Large Implementation
❑ Special Request Tool
❑ Cart Request Tool
® Premium Video
O Compliance Publishing
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PAGE 1 OF 8
Routeware Inc.'s Gate Checks
Routeware Inc. 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 the Customer and Routeware Inc. 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 Inc. will structure the project into several phases
designed to ensure success. Routeware Inc. will work collaboratively with the 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 Inc. will
assign a core implementation team.
Routeware Inc. will execute gate check reviews at the completion of the Discover, Design, and Deploy stages of
the project lifecycle. The gate check reviews provide the following:
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PAGE 2 OF 8
Stage 1- Discover
The Discover 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 Inc. and Customer project team members. It also
includes the requirements confirmation interview, documentation, and approval, along with the initial
solution configuration based on Routeware Inc.'s best practices for a specific Customer's needs, and the
import of Customer data.
Stage 2 - Design
The "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. There will be progressive "targeted" training and begin the solution
familiarization process for key users, along with the creation of a validation plan to be used during the
Deploy stage. The Routeware Inc. 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 3 - Deploy
The Deploy 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 Discover and Design
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. At go -live there is 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 Inc. aids the
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 provides a breakdown of the key components and gate checks of the
Routeware Inc. implementation and the corresponding deliverables provided by Routeware Inc. and the
Customer.
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PAGE 3 OF 8
Routeware Inc. Deliverables
Customer Deliverables
Discover
Key activities include:
Key activities include:
• Project kick-off
• Define/assemble project team
• Develop implementation plan/key
• Project planning
milestones
• Define measures of project success
• Complete pre -implementation documents
• Review, document, and approve business
Key deliverables include:
requirements:
o Scenarios
• Process questionnaires
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PAGE 3 OF 8
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PAGE 4 OF 8
o Reporting
o Integrations
o Data workshop/Data import
Key deliverables include:
• Draft project plan
• Session agendas
• Documented business requirements
• Environment provisioning/solution
installation
• Provide documented process to
model recommended configuration
• Provide sample data sets
Design
Key activities include:
Key activities include:
• Define, configure, document and approve
• Customer completes recommended
future state
Product training
• Conduct status meetings
• Attend all system configuration
• Update project plan
sessions
• Install solutions(s)
• Complete all action items after each
• Targeted training on data maintenance,
transactions etc.
system configuration session
• Required configuration and testing
• Solution familiarization exercises
• Internal process review
• Drafting solution validation plan
• Attend all design sessions
• Creation of scenario -based training plan
• Complete solution familiarization
• Conduct status meetings
exercises
• Attend all status meetings
Key deliverables include:
• Begin work on change management
• Data import (3 imports into test
environment)
activities
• Solution configuration
Key deliverables include:
o Users
• Approved business requirements
o Customers
• Provide data for import
o Equipment
o Accepted file formats
o Routes
include .csv or .xml
o Codes
o Updated data sets as
o Other applicable data
required
• Session agendas
• Approved future state
• Targeted training
configurations
• Final solution configuration
• Enumeration of test plans
• Design gate check
• Solution familiarization activities
• Project plan revisions
• Data maintenance
• Transaction practice
• Solution validation
• Usage documentation and/or
standard operating procedures
(SOPs)
• Approval/sign-off
Deploy
Key activities include:
Key activities include:
• Scenario -based super user training
• Solution validation activities
• Solution validation (user acceptance
• End-user training plans
testing, UAT)
• Approval/sign-off
• Creation of end-user training plan
• Solution acceptance
• Solution acceptance milestone
• Conduct status meetings
Key deliverables include:
• Update project plan
• End-user training and practice
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PAGE 4 OF 8
• End-user training and practice
• Go -live cutover
• Issue management and stabilization
• Transition to support
• Project closeout
Key deliverables include:
• Scenario -based training
• Readiness gate check
• Project plan revisions
• Go -live cutover and stabilization assistance
• Issue management and resolution
• Transition to support
• Project closeout
• Issue triage and management
Recommended Product Implementation Order
DISCLAMER:
• All implementation durations noted below are estimates based on previous implementation projects.
Timelines for your implementation of each system will vary based on a number of variables including, but
not limited to, data quality, resource availability, and the size/complexity of your operation.
• Routeware's implementation teams will always prioritize quality over speed and will provide and maintain
a detailed project plan based on your particular needs and goals.
1. Data Workshop
Completion Time: 4-12+ weeks depending on data quality and integrity.
• Routeware's Project Management and Implementation resources in conjunction with Routeware's
data experts will work in collaboration with your project team to acquire the data required for system
configuration from your legacy system in its current state.
• Routeware's data experts will map your data to configure your new system.
• Routeware's implementation team will work with your project team to validate this data work before
and after it's imported.
• Routeware's project team will work with your project team to create a "Go -Live data refresh" plan to
ensure data is refreshed as close to go -live as possible.
Note: While Routeware can map your data to the new system, Routeware's ability to "Clean" legacy data
is limited. Your resources may be required to make adjustments to data within the legacy system.
2. Customer and Operations Management — Smart City
Implementation Time: Date Validated and Complete + 12 weeks
• Source of truth for all data related to customers and operations.
• These systems will integrate with and/or supply nearly all of the data that additional Routeware
products require.
• These systems are the "heaviest lifts" to implement in the Routeware product suite. "It's all downhill
from here."
• These systems are set up in the image of "How the organization operates today" while keeping
potential final state changes to the operation in mind.
o Routeware recommends not making any unnecessary changes to existing operational
processes to avoid undue stress on end users. E.g. If you're planning to optimize your route
ROUTEWARE INC. PAGE 5 OF 8
plans and implement on -board computers for drivers as a part of this project, Routeware
strongly recommends not implementing both at the same.
o Routeware's Project Managers will assist your operation with planning the best steps for
getting from where you are today to your desired final state.
3. Compliance Tracking — Recyclist, Compliance Publishing
Implementation Time: 6-8 weeks
• Implementing Recyclist can technically be done at any time in parallel with other products assuming
your implementation resources have enough bandwidth. However, Routeware recommends kicking
off the Recyclist implementation following the completion of the Customer and Operations
Management system.
4. Customer Communication & Education — ReCollect
Implementation Time: 6-12 weeks depending on modules purchased.
• ReCollect can technically be implemented at any time in parallel with other products assuming your
implementation resources have enough bandwidth. However, depending on the ReCollect modules
purchased, ReCollect will work in concert with your Customer and Operations Management system
and as such Routeware recommends starting the ReCollect Implementation following the Customer
and Operations Management system implementation to avoid duplication of effort in the provisioning
processes.
Assumptions
• All data to be imported will be provided in the Routeware Inc. -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 Inc. project manager will be the primary contact throughout the project, will coordinate
the efforts of implementation consultants and subject matter experts (SM Es) throughout the project, and
will establish a cadence of status meetings with the Customer.
• The data import process will validate the integrity of the data, and exceptions provided back to the
Customer for resolution prior to final import.
Out of Scope
• Interfaces — No interfaces to 3rd party applications are included in this Scope of Work.
o If an interface to a 3rd party technology solution is required a secondary SOW will be drafted
following process discovery and technical scoping conversations including Routeware, the
customer, and the 3`d party technology provider.
• Custom Reports — Reporting is robust across all Routeware Inc. solutions. If you require unique custom
reports, those will be scoped separately with an estimate for your consideration.
• Customized development work to any Routeware system.
• Development of non-standard workflows, use cases, or business practices.
• Development of non-standard training documents
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SOW Change Order
Changes to a 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 Inc.'s receipt of
a change order request from the Customer, Routeware Inc. will promptly notify the Customer if Routeware Inc. ,
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 Inc. 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 Inc.'s then -current
standard rates.
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Services Summary
All pricing for the Professional Services described in this Scope of Work is included in the accompanying Order
Form(s) #Q-16165. Fees are based on a fixed fee structure and reflect Routeware Inc.'s current understanding of
the Customer's business requirements and the anticipated future state of the project. Any changes to this Scope
of Work or requests for additional services will require a new SOW and may incur additional charges at Routeware
Inc.'s then -current rates. Final acceptance of this SOW will follow the formal quote which includes this document.
® Fixed Fee
Professional Services
Smart City Implementation
Description
Project planning, resource coordination, status reporting, budget, risk and
issue management, requirements confirmation, solution configuration,
documentation, training, go live assistance, Initial data import
QTY
1
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PAGE 8oF8
NGACB� CONTRACT PRICING WORKSHEET
��// For Catalog & Price Sheet Type Purchases
Contract
No.:
FL10-24A
Date
Prepared:
1/5/26
Due to global supply chain constraints, any delivery date contained herein is a good faith estimate as of the date of this
order/contract. As needed, delivery updates will be provided as soon as possible.
Ag' ing
cy:
City of Clearwater, FL
Contractor:
Routeware, Inc.
Contact
Person:
Jacolby Washington
Prepared
By:
Luke Gabriel
Phone:
727-444-8553
Phone:
503-906-8522
Fax:
Fax:
503-906-8544
Email:
jacolby.washington@myclearwater.com
Email:
lgabriel@routeware.com
Catalog / Price Sheet
Name/Product Code
Routeware Standard Pricebook
General Description
of Product:
A. Catalog / Price Sheet Items being purchased -Itemize Below - Attach Additional Sheet If Necessary
Quan
Description
Unit Pr
Total
53
Camera Controller (Camera Not Included)
$ 499.00
$ 26,447
I
53 Camera Power Kit $ 40.00
$ 2,120
206 Standard HD Camera for Camera Controller with Cable $ 95.00
$ 19,570
I
4 Monitor for Camera Controller '--' +"-'^<>
$ 42.00
$ 168
53
Video Service Hardware : r : '': EI ' ` r 'te
$ 205.00
$ 10,865
53
Vehicle Installation ?
$ 380.00
$ 20,140
53
Camera System Installation` ^. . - ._," '- — ---.4 — ._ : .
+
$ 380.00
$ 20,140
153
Additional Camera Installation . " .,. ' ' ` r,.
$ 190.00
$ 29,070
85
SmartCity Professional Services
$ 225.00
$ 19,125
53
SmartCity Base Fee
$ 360.00
$ 19,080
53
Solid Waste Operations
$ 2,400.00
$ 127,200
53
Premium Video System Fee
$ 732.00
$ 38,796
53
InCab Interface (Tablet) $ 660.00
$ 34,980
Total From Other Sheets, If Any:I 0
Subtotal A:
367,701
B. Customization Category Totals -Itemize below/ Attach Additional Sheet If Necessary ..
(Note: Customization options are "manufacturer non-standard option" which were submitted arid priced,in Contractor's. proposal)
Quan
Description
Unit Pr
Total
53
Picture Service Fee
$ -
$ -
Total From Other Sheets, If Any:
Subtotal B:
-
Check: Total cost of Customization Categories (C) cannot exceed,25% of the total of the Base
Unit Price plus Published Options (A+B).
For this transaction the percentage is:
0%
C. Trade=Ins / Special Discounts /,Other Allowances / Freight:/ Installation / Miscellaneous. Charges'
53
SmartCity Base Fee Discount
$ (28.80)
$ (1,526)
53
Solid Waste Operations Discount
$ (357.60)
$ (18,953)
Subtotal C:
(20,479)
:.Delivery Date: 3/1/25
D.: Total Purchase Price (A+B+C);;; 347,222
Countersigned:
Bruce Recto
Mayor
Interim City Attorney
HGAC Contract
CITY OF CLEARWATER, FLORIDA
By:
Attest:
Jniferoirrier
City Manager
Rosemarie Call
City Clerk