Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP - ER-26-719

Refuse Routes Software

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 1

Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach is soliciting proposals from qualified and experienced firms to provide a proven, market-ready Solid Waste Route Optimization

Software solution and related professional services.

Key Dates

Release Date: August 6, 2026

Pre-Proposal Meeting: August 20, 2026, 2:00 PM (PST)

Questions Due to the City: September 3, 2026, 11:00

AM (PST)

Proposals Due: October 1, 2026, 11:00 AM (PST)

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

Official Contact

Elisa Landeros rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov v3.14.25 | 2

Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ v3.14.25 | 3

Contents

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 4

1 The Opportunity

1.1 Project Summary

The City of Long Beach’s Department of Energy and Environmental Services (EES), collects municipal solid waste (MSW) generated by City-serviced accounts, oversees the City’s recycling services, and other services across the City per Municipal Code 8.60.240. The City of Long Beach is issuing this Request for Proposals (RFP) to solicit competitive proposals from qualified and experienced firms to provide a proven, market-ready Solid Waste Route

Optimization Software solution and related professional services.

The purpose of this RFP is to identify a contractor that can provide software, implementation, training, and ongoing support to improve the efficiency, reliability, and effectiveness of the City’s solid waste collection operation. The selected solution shall support data-driven decision-making, enhance service verification, optimize fleet and workforce utilization, and improve customer service responsiveness by reducing the amount of missed collection.

1.2 Background

EES manages daily solid waste collection and oversees recycling services for the City of Long

Beach (City). The City collected 204,000 tons of municipal solid waste (MSW) in FY 24 and

187,000 tons in FY 25. Residential organics collection began in late 2024, with 7,000 tons collected in FY 25. The City expects to collect nearly 30,000 tons of organic waste in FY 26.

The City manually tracks tonnage information by entering each weight ticket refuse operators receive at the transfer stations. Currently, four (4) stations are being used, open daily, but hours vary.

The City’s collection efforts continue year-round from Monday through Saturday, excluding

Christmas and New Year’s Day. Long Beach currently operates approximately 200 refuse and organics routes per week (Monday–Saturday), servicing roughly 128,000 residential and

6,000 commercial service locations for both refuse and organics. Long Beach public litter containers (PLCs) also add nearly 700 service points for refuse collection (Monday to

Saturday). These routes require trucks to drive over 10,000 miles per week for the collection of residential refuse and organic waste. The Department divides the residential and commercial collection service areas per day into six (6) teams with vehicles and personnel assigned to each team. The six (6) teams approach the organics route creation differently.

As organics collection continues to expand, the number of service points is expected to decrease as efficiencies are identified. At the moment, the fleet consists of 87 collection vehicles: 45 automated (one driver), 37 rear-loaders (one driver and one helper), and 3

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 5 front-loaders (one driver and an optional helper), plus additional specialty vehicles to be detailed. Refuse Operators are receiving an average of 3,100 combined hours of overtime per month (Oct 25’ - Feb 26’) to complete the refuse and organic routes. Additionally, the fleet will fluctuate due to increasing fleet and the retirement of vehicles to approximately

110 vehicles by the end of 2026. Routes and their completion are tracked using paper maps, GeoTab location history, and daily inspections by the Refuse Supervisors.

Additionally, there are 110 Samsung Android tablets (Galaxy Tab Active4 Pro 5G) available for collection routing in the trucks.

The City’s current collections operation presents several ongoing safety and operational challenges that can be improved through the optimization of routing, vehicle assignment, and field guidance. Primarily, the routing of collection vehicles to alleys unsuitable for all truck sizes creates difficult maneuvering conditions that have led to frequent accidents involving property damage, including parked cars, garages, and fences.

The selected firm will support the optimization of existing refuse and organics routes and provide software tools and training to all Refuse Supervisors, Refuse Field Investigators, Refuse Truck Operators, and Administrative Staff for ongoing route adjustments.

The City is seeking proposals from qualified firms to provide proven, market-ready Solid

Waste Route Optimization Software designed to optimize collection routes, enhance operational efficiency through real time vehicle tracking, and seamlessly integrate with the

City’s systems, including ArcGIS, the Oracle Customer Care & Billing, Microsoft Azure Single

Sign-on. The solution must also be capable of supporting integration with future technologies, including on-truck camera systems and other emerging platforms, with the ability to report information through the existing City systems. The proposed solution must comply with the City’s cyber security standards. As part of their proposal, Proposers shall complete and submit the City’s Vendor Information Security Assessment (VISA) questionnaire for evaluation. The City strongly prefers a secure, cloud hosted software solution.

1.3 Goals

The awarded Contractor must be responsible for implementing the goals outlined below:

1. Optimize current Refuse Routes and develop new Organic Routes to provide residents and businesses with consistent, on-time solid waste collection services and experience fewer service disruptions and decrease missed pick-ups to improve customer service responsiveness. Daily route optimization must reduce unnecessary travel time, fuel consumption, vehicle wear, and staff overtime while ensuring the

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 6 appropriate vehicle types (rear-loader, side-loader, front-loader) are used. Routes should be designed to achieve 8-hour shifts that incorporate a 30-minute lunch break and two 15-minute breaks, while accounting for travel time to and from the nearest transfer station.

2. Improve safety, communication, and service responsiveness through the use of electronic routing systems and supporting technology, enabling real-time tracking, photo documentation, and effective navigation for collection operations.

3. Ensure responsiveness and accessible customer support by providing a customer service team or account manager, available Monday to Friday, 6:00 am to 6:00 pm

Pacific Standard Time.

4. Provide City staff with accurate, actionable, on demand exportable data - available daily, weekly, and monthly - to support performance management through integrated GIS (ESRI ArcPro and ArcOnline), route tracking, tonnage reporting, and photo-verified service information.

5. Ensure seamless operations by implementing Routing Software that is fully compatible with the City’s current systems.

1.4 Award Terms

This contract will be for a period of two (2) years with the option to renew for an additional (3) one-year periods. The total contract term will not exceed five years.

2 Scope of Work

2.1 Description of Services

2.1.1 Overview

The City seeks a qualified Contractor to provide consulting services and routing software to optimize solid waste and organics collection operations serving more than 134,000 service locations per week with a fleet of 110 vehicles. The services will encompass evaluating current collection operations, identifying opportunities to enhance routing efficiency and vehicle utilization, and supporting the City’s ongoing management of solid waste and organics collection activities. The Contractor will provide tools and expertise that improve operational transparency and service reliability while integrating seamlessly with the City’s existing systems.

The City desires a phased approach to these services; see Section 2.2.1 of the RFP. The system must distinguish between alley and curbside service locations, supporting mixed-service routes that include both alley collection using rear-loaders and curbside collection using side-loaders within the same residential block or area. The Contractor shall evaluate

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 7 current operations, develop optimized routing solutions, and implement routing software capable of supporting both daily operations and long-term system management.

All software and data workflows must be compatible with, and integrate to, the City’s ESRI

GIS systems, including ArcGIS Pro and ArcGIS Online, City’s utility billing system Oracle

Customer Care & Billing, Microsoft Azure Single sign-on, and support ongoing weekly routing and operational reporting for the full service area. The routing software must be compatible with current Galaxy Tab Active4 Pro 5G tablets. The software should also be browser agnostic and have a responsive design to be used on any type or size device and with any internet browser.

2.1.2 Description of Services

The Contractor shall provide professional services, software, and technical support necessary to optimize collection routes and support ongoing operational management.

Services shall include:

• Operational analysis of current routing and collection practices

• Development of optimized routes for solid waste and organics collection

• Vehicle utilization identifying the appropriate vehicle types for routes, including front-loader, rear-loader and side-loader vehicles

• Staffing recommendations for optimized routes

• Implementation of routing and operations management software

• Integration with the City’s GIS systems, Microsoft Azure for Single sign-on, and the utility billing system Oracle Customer Care & Billing

• Training and technical support for City staff during operational hours Monday to

Friday, 6:00 am to 6:00 pm Pacific Standard Time

• An online ticketing system to submit issues or enhancement requests so they can be properly tracked and prioritized

2.1.3 Operational Requirements

The routing solution must support the City’s operational characteristics, including:

• Service to more than 134,000 weekly service locations including residential, multi-family and commercial accounts

• A fleet of approximately 110 collection vehicles encompassing, front-loaders, side-loaders, rear-loaders, specialty vehicles

• Mixed-service routes that include both alley and curbside collection on the same residential block

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The system must distinguish between:

• Alley service locations primarily requiring rear-loader vehicles but can utilize front or side loader vehicles depending on the route

• Curbside service locations primarily serviced by side-loader vehicles but can utilize front or read-loader vehicles depending on the route

Authorized staff must be able to manually adjust service points to ensure accurate placement of service locations. The solution must include communication options between operators and dispatch and integrate an active GPS navigation system to support real-time operations. The software must allow field staff to use tablet cameras to upload photos for reporting service issues. Required reporting capabilities must include route progress, route completion, issues along the routes, problems at service locations, type of solid waste material, and tonnage collected by route. The selected firm must also include on-demand customer support based on the city’s operational hours (6am to 6pm PST) to address operational issues as they arise.

2.1.4 Routing and System Functionality

The proposed system must provide the following capabilities:

• Route Optimization o Automated route optimization for solid waste and organics collection o Ability to incorporate operational constraints such as:

▪ alley vs. curbside service

▪ vehicle type

▪ route balancing - 8 hour shifts, including two (2)_ 15 minute breaks and one (1) 30 minute lunch

▪ workload re-distribution o Ability to update and regenerate routes as service locations change, staffing fluctuates and vehicle availability shifts o Route completion is dependent on vehicle type serving a service point

▪ I.e. Side-loader vehicle must pass a single street twice to encompass both sides of the street, while rear-loader needs to only pass a single street once o Ability to create zones that operators must follow, with notifications sent to all impacted staff (Refuse Operator, Supervisor and Dispatch) when an operator leaves zone boundaries

• Manual Route Management o Ability to create workspaces for each collection team

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 9 o Authorized City staff must be able to:

▪ Add, remove, or edit service locations

• Ability to modify service points to ensure up to date access information (i.e. gate codes)

▪ Manually adjust service point placement

▪ Manually adjust refuse operator to address operational needs

▪ Modify routes when necessary to address operational conditions and have updates pushed to driver immediately without interrupting current route

Additionally, the route optimization must highlight operational inefficiencies and provide solutions on the type of vehicle and staff that is required to service routes daily.

2.1.5 Field Operations and Mobile Functionality

The system must support field operations through mobile device integration and must be compatible with the City’s existing tablet hardware, including the Samsung Galaxy Tab

Active4 Pro 5G. It must also be device and browser agnostic so it will work on any device or browser and have a responsive design to accommodate any screen size. Capabilities must include:

• GPS-enabled route navigation for collection operators that provides option of turn-by-turn directions and ability to re-navigate after a operator deviates from route

• GPS-enabled route navigation should account for two-way streets, one-way streets, and other road restrictions o Service data collection must include that side-loader vehicles must pass each side of the street, while rear-loader vehicles need to pass once

• Real-time route progress tracking including current speed and direction of vehicle

• Ability to hold all refuse and organic routes for all teams onto each device

• Communication tools between operators and dispatch, changes or additions to a route should update immediately with little to no interruption to routing

• Ability for field staff to capture and upload photos documenting service issues using tablet cameras and can integrate with future truck mounted cameras

• Reporting of missed collections, access issues, contamination, or other service problems at the end of each work day to be addressed the following day

• Ability to function without an internet connection due to cellular dead zones in the

City. This function is known as offline mode or store and forward mode so once reconnected to the internet any updates made while disconnected would automatically update to the back office application.

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 10

2.1.6 Reporting and Data Management

The system should allow authorized staff to generate reports on demand and export data for additional analysis on a daily, weekly and monthly basis. The system must allow the City to export data in standard GIS and tabular formats and must provide operational reporting capabilities including, but not limited to:

• Route progress monitoring

• Route completion status

• Issues encountered along routes

• Problems at individual service locations

• Reports of operators violating zones boundaries

• Tonnage collected by route

• Type of solid waste material collected by route

This data will allow the city to be proactive about service disruptions, improve operational efficiencies, and strengthen resident service responsiveness. All routing data, service location data, GIS layers, and operational datasets generated under this contract shall remain the property of the City.

2.1.7 Training, Technical Support and Maintenance

The proposal shall provide training for City staff responsible for route management, dispatch operations, field operations including Refuse Supervisors, Refuse Operators, Refuse Field Investigators, and technical system administrators. Training shall include documentation and user guides for both Technical and business administration and field users. Additionally, the Contractor shall provide ongoing technical support for the software system.

Requirements include:

• Hands-on software training for all members of the operation including business administrative staff, supervisors, refuse field investigators, operators, and Technical system administrative staff.

• Ongoing training sessions for all new hire employees

• Ongoing training sessions for any system updates

• If needed, regular refresh training

• On-demand customer support within our operating hours Monday – Saturday 6 AM

– 6 PM Pacific Standard Time (excluding Christmas and New Years Day)

• Technical assistance for operational issues

• Software maintenance and updates outside of operating hours

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• Support for troubleshooting routing or system issues

• Online ticket tracking system to submit and track any issues or enhancement requests and allow for prioritization/severity of each.

The Contractor shall describe:

• Main point of contact

• Support hours

• Response times

• Escalation procedures

• Maximum allowable downtime per City guidelines

• Response to proposed Service Level Agreement(SLA) Attachment

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City, and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties, and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. Operational

Requirements

Measure accuracy of mapped service points

(alley v.

curbside), appropriate vehicle type, mixed-service routes, accurate operational analysis, Phase One (3 months):

• 90% accuracy in mapped service points

• 90% accuracy in appropriate vehicle-type assignment

• Baseline established for mixed service routes

• Manual adjustments tools enabled for City staff with testing and

80% successful application

• Customer

Care and

Billing

System Data

• ArcGIS Pro

• GPS Audit

• Routing engine logs

• Service verification reports https://longbeach-my.sharepoint.com/:x:/g/personal/brett_yakus_longbeach_gov/IQDwz9_Gvb6BQYLSKfEP0XsLATbAIBT59Oe6leNvCYqy3Rg?e=Ah0Paq

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 12 manual adjustment by

City staff, and

GPS

navigation system to support real-time operations

• GPS-enabled navigation fully functional

Phase Two (6 months):

• 95% accuracy in mapped service points

• 95% accuracy in appropriate vehicle-type assignment

• Supervisor reviews mixed-service routes validation with less than 10% of errors

• Manual route adjustments applied by

City staff, with 90% successful application

• 90% successful GPS re-navigation with accurate operation al analysis outputs such as direction of travel, zone adherence

Phase Three (within 12 months):

• 98% accuracy in mapped service points

• 98% accuracy in appropriate vehicle-type assignment

• Mixed service routes validated with no operational conflicts reported

• 95% successful manual adjustments updates

• Route completion summaries

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 13 and real-time service delivery

• 95% successful GPS re-navigation with accurate operation al analysis outputs such as direction of travel, zone adherence

Phase Four (Annual):

• 98% accuracy in appropriate vehicle-type assignment

• Supervisor reviews mixed-service routes validation with less than 7% of errors

• Maintains manual route adjustments applied by

City staff, with 95% successful application

• Maintains 95% successful GPS re-navigation with accurate operational analysis outputs such as direction of travel, zone adherence

• Annual routing performance review identifies reductions in operational inefficiencies, improvements in service, and improved zone route adherence

2. Routing and

System

Functionality

Measures routing performance

Phase One: • Customer

Care and

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 14 including alley/curbside constrains, 8-hour shift balancing, breaks, work load distribution, vehicle type requirements, zone adherence alerts, and ability to manually rebuild routes based on service location changes, staffing, and vehicle availability.

Provides solutions for operational inefficiencies.

• Baseline routing performance established

• Initial optimized routes generated

• Workload distribution variance reduced to

15% across routes

• Zone adherence alerts activated with 80% alert reliability

• Manual route adjustments functionality available in real time with little to no interruption

Phase Two:

• Workload distribution variance reduced to

10% across routes

• Zone adherence alerts with 90% alert reliability

• Vehicle-type assignment accuracy

95% across all mixed routes

• Real-time route adjustments success

90%

• 95% of mixed routes validated for accuracy by supervisors

Phase Three:

• Workload distribution variance reduced to

5% demonstrating bala

Billing

System Data

• ArcGIS Pro

• GPS Audits

• Routing

Engine logs

• Service verification reports

• Route

Completion

Summaries

• Supervisor validation

Reports

• Zone boundaries alerts

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 15 nced operational efficiency

• Zone adherence alerts

95% accurate

• Vehicle type assignment accuracy 98%

• Real-time route updates successful 95% with no disruption to current route

• Manual route adjustments execution within 5 minutes for service location changes, vehicle availability, or staffing

• Drive time, route mileage, service delays, and missed pick-ups reduced by 80%

Phase 4:

• Maintain workload distribution variance to 5% across all optimized routes

• Maintain zone adherence alert accuracy at 95%

• Sustain vehicle type assignment accuracy at

98%

• Maintain real-time route updates at 95%

• Sustain 5 minutes manual adjustments

• Demonstrate 10% reduction in operational

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 16 inefficiencies year over year

• Demonstrate and increase improvements in staff utilization year ove r year

• Decrease unnecessary drive time year over year

• Continuously improve customer satisfaction by providing consistent services

3. Field

Operations and Mobile

Functionality

Measures mobile device integration system , GPS-enabled routing accuracy

(turn-by-turn navigation), ability to store all of the teams routes on devices, real-time route progress tracking, and compliance documentatio n such as photos, timestamps, GPS, access issues, contaminatio

Phase One:

• Turn by turn GPS routing active for all deployed devices

• Support for two-way and one-way street navigation enabled across all routes

• Device storage of all team routes successfully at 100%

• Real-time route progress tracking functional on 85% of daily routes

• Re-navigation activates correctly 85% of the time when operators deviate

• Real-time route progress tracking functional on 90% of daily routes

• Customer

Care and

Billing

System Data

• Mobile systems logs

• Telematics

• Operator upload logs

• Dispatch communicati ons Logs

• Device activity

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 17 n, and material type.

• Re-navigation success rate 90%

• Device storage of all team routes maintained at 100%

• Field-to-dispatch communications updates delivered with little to no interruption

90% of the time

• Real-time route progress tracking accurate on 95% of daily routes

• Re-navigation success rate 95%

• All routes stored and accessible on devices

100% of the time without failures

• Field-dispatch communications and live updates process with little to no interruption 95% of the time

Phase Four:

• Maintain 95% real-time route progress accuracy annually

• Maintain 95% re-navigation reliability across all route types

• Maintain 100% route storage availability on field devices

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 18

• Demonstrate annual improvements in operational support, reduced service errors, contamination issues, and consistent-real-time update performance

4. Reporting and

Data

Management

Measures accuracy and timeliness of required daily, weekly, monthly reporting such as but not limited to route progress, completion, zone-boundary violation, access issues, contaminatio n, material type, tonnage.

Must support

ESRI GIS

integration and produce data in standard

GIS/tabular formats.

Phase One:

• 90% of required daily, weekly and monthly reports delivered on time

• 10% reporting errors on route progress, completion, issues, violations, material type, tonnage

• ESRI GIS export functionality operational with 85% of reports exportable in stands GIS/tabular formats

• Baseline established for report completeness, including required fields for material type, contamination, and access issues

• 95% of daily, weekly, and monthly reports delivered on time

• 5% reporting errors on route progress, completion, etc.

• ArcGIS Pro

• ESRI GIS

exports

• Routing reports

• Quality control audits

• Tonnage

Reports

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 19

• 90% of required report types exportable

• 90% accuracy in zone boundary violation with notifications sent to operator, supervisor, and dispatch

• 90% completeness in all service issues reporting access, contamination, missed pick-ups, and material type

• 98% of daily, weekly, and monthly reports delivered on time

• 2% reporting errors on route progress, completion, etc.

• All ESRI and GIS integration validated and supporting the

City’s full routing dataset with 98% exportable success

• 95% accuracy in reporting route progress, route completion, zone boundary adherence, access issues, contamination, material type, and tonnage by route

• Automated reporting workflows implemented for

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 20 recurring daily, weekly, monthly outputs

• Maintain 98% of daily, weekly, and monthly reports delivered on time

• Maintain less 2% reporting errors

• Maintain 100%

GIS/tabular export capability

• Demonstrate annual improvements in data quality such as reduced report correction time, increased completeness of service-issues, improved accuracy of mixed-service routes and reporting

• Annual review confirms

98% of reporting reliability across operational categories

5. Training, Technical, Support, and

Maintenance

Measures training for

City staff

(business administrator s, technical administrator s, supervisors, refuse field investigators, operators, and dispatch), Phase One:

• 95% of all existing staff trained (administrators, supervisors, refuse field investigators, dispatch, and operators)

• Training materials delivered including administrative user guides, field-user guides, and hands-on training modules

• Training logs

• Assessment results

• Support ticket logs

• Escalation records

• Downtime reports

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 21 and

Contractor responsivenes s to technical issues during

City operating hours, Monday–

Friday, 6 am –

6 pm pacific time.

• New-hire training process established and ready for onboarding

• Training scheduled established for software updates and refresh sessions

• Contractor provides a point of contact that includes escalation process

• 85% of support requests acknowledged within 15 minutes during the City hours

(Mon-Fri, 6 am-6 pm PT)

• 80% of operational issues resolved within 4 hours

• Baseline downtime tracked to established allowable annual limits

• All maintenance performed outside operational hours, unless authorized by the City

• 99% of existing staff trained

• Training for any software updates delivered within 10 business days of system change

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 22

• 90% of support request acknowledged within

15 minutes

• 85% of operational issues resolved within 4 hours

• Documented escalation procedures followed

100% of the time

• Unplanned downtime not to exceed 1 hour per quarter

• Weekly performance reports delivered to the

City

• Ongoing update-driven training development within 7 business days of each system update

• Annual refresher training delivered and full participation from operationally impacted roles

• 95% of support request acknowledged within

15 minutes

• 90% of operational issues resolved within 4 hours

• Zero missed escalation based on the agreed escalation procedure

• Unplanned downtime not to exceed 30 minutes per quarter

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 23

• Monthly support analytics report including ticket types, resolution times, and root-cause summaries

• Maintain 99% annual training for all staff groups

• Conduct an annual training needs analysis to recommend improvements

• Deliver annual refresher training and update-driven training

• Maintain 95% acknowledgment within

15 minutes

• Maintain 90% issue resolution within 4 hours, across all ticket request types

• Unplanned downtime not to exceed 2 hours per year

• Annual support review delivered, including full ticket life cycle analysis, trend identification, and verification that maintenance occurred outside City operating hours

6. Customer

Service

Responsivene ss

Measures reduction of routing-related

Phase One:

• Baseline established for routing-related missed pick-ups using

• Customer

Care and

Billing

System Data

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 24 missed pick-ups and responsivenes s to customer reported service issues.

Documentatio n must include required fields: photos, timestamp, GPS, material type, and tonnage where applicable.

Supports next day review of access issues, contaminatio n, and service problems.

Customer Care and

Billing System data and route exception reports

• 10% reduction in routing-related missed pick-ups compared to baseline

• 80% documentation completeness including photos, timestamp, GPS location, material type, tonnage

• 80% of access issues and contamination reports logged for next-day review

• 20% reduction in routing-related missed pick-ups from baseline

• 90% documentation completeness including photos, timestamp, GPS location, material type, tonnage

• 90% of access issues and contamination incidents reviewed and addressed by the next operational day

• Automated flagging implemented for access issues, contamination, blocked service points, and route deviation

• Telematics verification

• Mobile Work

Application

Data

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 25

• 35% reduction in routing related missed pick-ups from baseline

• 95% documentation completeness including photos, timestamp, GPS location, material type, tonnage

• 95% next-day reviewed and addressed access issues and contamination incidents

• Decrease automated flagging for access issues, contamination, blocked service points, and route deviation

• Maintain 35% annual reduction in routing related missed pick-ups relative to the baseline

• Maintain 95% documentation completeness including photos, timestamp, GPS location, material type, tonnage

• Maintain 95% next day review and address access issues and contamination incidents

• Annual performance review demonstrates improvements in accuracy of customer

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 26 reported issues, reduction in unresolved or repeat issues.

2.2.2 Contract Management

Communication and Management:

The Contractor will maintain consistent and responsive communication with the City’s

Collection and Customer Service Bureau throughout the duration of the contract.

During the initial phase of the project, the Contractor will participate in weekly progress meetings with City staff from the Collections and Customer Service Bureau. These meetings will be used to review project status, discuss challenges, coordinate next steps, and ensure alignment with project goals and timelines.

Following the initial implementation phase, meetings will transition to an as-needed basis, as determined by the City. The Contractor must remain available to attend additional meetings upon request to address operational needs, system updates, or performance issues.

In most cases, the City will provide at least 48 hours advance notice for scheduled meetings.

However, the Contractor must demonstrate flexibility and availability to accommodate urgent or time-sensitive meetings when necessary.

The Contractor will designate a primary point of contact and backup contact, both of whom are knowledgeable about the project and authorized to make decisions or coordinate responses.

The Contractor must provide a comprehensive customer support system that is accessible during the City’s collections operating hours, defined as 6:00 am to 6:00 pm PST, Monday through Friday. This support system shall be staffed by personnel capable of responding to urgent operational issues, including but not limited to routing errors, system outages, GPS/navigation issues, and field communication needs.

Performance Reports:

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The Contractor shall provide progress reports, updates, and any necessary documentation on progress in developing and optimizing routes, identifying personnel and vehicles needed, and/or training material on a bi-weekly basis. See metrics.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed.

3 How We Choose

3.1 Minimum Qualifications

Proposals will only be considered from Contractors that meet the following prerequisites:

• Qualification to conduct business in the City of Long Beach

• Not having been debarred by federal, state, or local government

• Contractor must have successfully implemented solid waste routing optimization services for at least one jurisdiction with 100,000 or more service locations

• Contractor must demonstrate experience supporting high-density, complex service environments, including mixed residential and commercial routing

• Proposed routing solution must allow City staff to easily and independently modify and maintain routes post-implementation

• Contractor must demonstrate the ability to provide both electronic and printable (in case of system outage) route outputs

• Minimum 3 client references with similar service load

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Experience implementing solid waste routing optimization projects of similar size and complexity

• Demonstrated success with high-density and mixed-service routing environments

• Qualifications, expertise, and availability of key personnel

• Experience with ESRI-based systems and municipal integration

25%

2. Technical Solution & Software Capabilities

• Functionality, usability, and flexibility of the proposed routing software

• Ability to support mixed fleet operations

25%

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• Real-time capabilities (GPS tracking, rerouting, field communication)

• Ease of use for City staff, including route editing and system administration

• Reporting, analytics, and visualization capabilities

• Results of software demonstration

3. Method of Approach

• Understanding of the City’s operational needs

• Project work plan, schedule, and deliverables

• Approach to data validation, system integration, and testing

• Implementation strategy, including phasing and roll out support

• Estimated level of effort required from City staff

25%

4. Communications & Reporting

• Approach to project communication and coordination

• Ability to provide regular progress updates and reports

• Training plan for City staff (operators, supervisors, administrators)

• Ongoing technical support and customer service availability

15%

5. Reasonableness of Cost

• Overall cost competitiveness and value

• Clarity and completeness of cost breakdown

• Cost reasonableness relative to proposed approach and deliverables

10%

3.3 Local Preference

• The City shall apply five extra credit percentage points to all local businesses operating a home-based, residential business.

• The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

• Local business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the solicitation response (see Attachment C) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations that are funded in full or in part by tidelands funds. The local preference may not apply to solicitations that are funded in full or in part by certain grant, federal or State of California funds.

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4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date August 6, Optional Pre-Proposal

Meeting

August 20, 2026, 2:00 PM

(PST)

Microsoft Teams:

Link to meeting:

https://teams.microsoft.com/meet/2693824522

64077?p=YjRApqocanUw9WPsBh

• Meeting ID: 269 382 452 264 077

• Passcode: Wf6c3RM2

• Dial in by phone: 213-279-1690

• Phone Conference ID: 920 763 736

• Objective of the meeting:

o Provide a general overview and explain the scope of services.

• Allow for unofficial general questions and answers. Answers will be issued to all prospective proposers via an addendum only to written questions received by the deadline for questions.

Questions due to the

City

September

3, 2026

11:00 AM

(PST)

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A September

17, 2026

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due October 1, 2026, 11:00 AM

(PST)

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

https://teams.microsoft.com/meet/269382452264077?p=YjRApqocanUw9WPsBh https://teams.microsoft.com/meet/269382452264077?p=YjRApqocanUw9WPsBh mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com

Refuse Routes Software | RFP - ER-26-719 | Template v3.14.25 | 30 o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

TBD • An Evaluation Committee will review

Narrative & Cost Proposals to select the proposal that best meets the needs of the

City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews/ Demos TBD • The City may interview or request demos from none, one, some or all Proposers.

Interviews will include a demonstration of the Proposer’s software demonstration to the Administrative team and Refuse supervisors with a proposed timeline based on the performance metrics.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to Public Records Act requests unless and until an agreement is reached.

file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

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Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is

Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal.

The intent of the debrief is to provide the

Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed non-responsive.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal • The Cost Proposal should be prepared using detailed fixed processes, including out-of-pocket expenses, for all costs associated with the responsibilities and related services indicated herein. Clearly specify the nature of the expenses anticipated and the amount of each category for out-of-pocket expenses.

• Contractor must submit a cost based on each phase of the project.

• Firms located outside of the Los Angeles/Orange County area shall not assume the City will reimburse for travel to the City without prior approval. Contractors outside the Los

Angeles/Orange County should discuss how their remoteness will affect their responsiveness in delivering services.

PROPOSAL APPENDICES

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☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

☐ Service Level

Agreement (SLA)

Response to proposed Service Level Agreement(SLA) Attachment.

The service level requirements in this workbook are considered to be guidelines. The City is willing to consider proposals from

Contractors that differ from these, if they conform to standard

SLA’s/SLR’s from the Contractor.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

☐ D. VISA Questionnaire

E. Privacy Policy Attachment (if applicable): If Proposer is providing a technology, information system, application, data collection mechanism, or rulemaking that handles or collects Personally Identifiable Information (PII), the Proposer must complete the Privacy Policy Attachment.

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ F. W-9

☐ G. Business License

☐ H. Proof of Registration with the California Secretary of State

☐ I. Certificates of Insurance: See section 5.3.2

☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

https://longbeach-my.sharepoint.com/:x:/g/personal/brett_yakus_longbeach_gov/IQDwz9_Gvb6BQYLSKfEP0XsLATbAIBT59Oe6leNvCYqy3Rg?e=Ah0Paq https://longbeach-my.sharepoint.com/:x:/g/personal/brett_yakus_longbeach_gov/IQDwz9_Gvb6BQYLSKfEP0XsLATbAIBT59Oe6leNvCYqy3Rg?e=Ah0Paq https://longbeach-my.sharepoint.com/:x:/g/personal/brett_yakus_longbeach_gov/IQDwz9_Gvb6BQYLSKfEP0XsLATbAIBT59Oe6leNvCYqy3Rg?e=Ah0Paq https://longbeach-my.sharepoint.com/:x:/g/personal/brett_yakus_longbeach_gov/IQDwz9_Gvb6BQYLSKfEP0XsLATbAIBT59Oe6leNvCYqy3Rg?e=Ah0Paq https://longbeach-my.sharepoint.com/:x:/g/personal/brett_yakus_longbeach_gov/IQDwz9_Gvb6BQYLSKfEP0XsLATbAIBT59Oe6leNvCYqy3Rg?e=Ah0Paq

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☐ Conformation of Attachments | Ensure you have checked ALL the attachments in

Long Beach Buys and have confirmed that all the required documents have been uploaded and labeled correctly.

4.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys. Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

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Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences)

How many employees does the organization have in total and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

Please provide a plan of overview for how the project will be staffed, including the percentage of time each employee will be allocated to the project. For each, please provide a name, title, and resume either as an attachment or a 1-paragraph description.

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Project Manager

Phone Number

Project Description

Reference 4

Project Manager

Phone Number

Project Description

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Reference 5

Company

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all…