Sanitation_Requirements.xlsx
XLSX spreadsheet 36 KB Posted
- Attached to
- Route and Optimization Software
- Solicitation number
- RFP- 24 - 043
- Issued by
- Pinellas County, Florida
About this file
The document is a detailed requirements spreadsheet for a Route and Optimization Software procurement by the City of St. Petersburg, Florida, targeting the Sanitation Department. The city seeks a cloud-based, real-time routing and service management system with comprehensive capabilities for work order generation, container inventory tracking, routing optimization, driver management, and reporting functionalities. The system must support automated processes for work requests, service verification, mobile field operations, customer communication, and integrate with existing fleet and utility billing systems.
The requirements spreadsheet outlines specific technical capabilities across multiple domains including work order management, container inventory control, routing strategies, driver terminal functionality, and reporting capabilities. Key system requirements include the ability to create user-defined work orders, automatically generate customer notices, support mobile device routing, track equipment inventory using bar coding or RFID technology, develop complex routing algorithms, produce detailed management reports, and provide seamless integration with existing municipal software platforms. The procurement appears focused on modernizing the city's sanitation service management through a comprehensive, technologically advanced software solution that can enhance operational efficiency and customer service delivery.
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Other files
| File | Type | Posted |
|---|---|---|
| Route_and_Optimization_Software_(Addendum_#2_Revision).pdf | ||
| Copy_of_Appendix_B_-_Price_Summary.xlsx | XLSX spreadsheet | |
| Table_References.docx | DOCX document | |
| Base_Agreement.pdf |
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Text version
Work Orders
| Sanitation Work Requests | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to support business processes to generate, assign, and implement: Work Requests; Work Orders. Provide automated work order process. | ||
| 2 | Ability to create user-defined Work Orders. Ability to update or change an order already created. | ||
| 3 | Ability to setup pre-defined workflows so the necessary work orders can be automatically generated. | ||
| 4 | Ability to quickly enter Work Request with Customer on line. | ||
| 5 | Ability for drivers to assign weight and attach weight tickets to Work Requests. | ||
| 6 | Import file from PinCo solid waste for weigh tickets for billing/payments from the city to the county or allow charges to customers. The file is downloaded from the county, weigh tickets bar codes are scanned in for data import into the application to calculate the amount due from our billing rates based on the weight. | ||
| 7 | Ability to automatically generate customer violation, contamination, or Pick-up and charge notices or authorizations. | ||
| 8 | Automated Billing for Roll-off Services. | ||
| 9 | Ability to Map and route Work Requests through a mobile device from the field. | ||
| 10 | Ability to interface closed Work Request into the billing system to bill services by assigned billing codes. | ||
| 11 | Ability to have drop down pic list descriptions of tasks by service type (use the same codes for billing). | ||
| 12 | Ability to automate system prompt for Work requests that remain open for specified periods. | ||
| 13 | Ability to efficiently add or read notes on Work Requests. | ||
| 14 | Ability to have PIC list attached to designated Work Request Fields. | ||
| 15 | Provide method for tracking all open Service Requests or Work Orders based on user-selected criteria such as creation date, job date, type, priority, status, assignment and duration. | ||
| 16 | Provide a method for field crews and personnel to record the activities associated with Service Requests or Work Orders. | ||
| 17 | Provide common activity codes for recording work performed and results of activities for Service Requests or Work Orders. | ||
| 18 | Ability to verify service delivery by service type for missed pick-ups with reason codes (i.e., container not out, blocked container). | ||
| 19 | Provide a method for tracking incomplete Work Orders and notifying the originator after a user-specified period. | ||
| 20 | Provide a method for closing a Service Request or Work Order, including appropriate updates to related service activities. | ||
| 21 | Provide a process for transferring a Service Request into a Work Order. | ||
| 22 | Ability to auto create and route Work Request for Compactor service, Rental Agreements, and Special Collections. | ||
| 23 | Ability to auto create and route Work Request for Rodent Control Services. | ||
| 24 | Ability to auto create and route work requests for Mulch Services. Ability to automate open, close or create a Work Request using a mobile device from the field for the Inspection Process. | ||
| 25 | Ability to generate customized hard copy and report formats by Service Requests or Work Orders subtypes (e.g., Recycling, Residential, Commercial, Specials). | ||
| 26 | Ability to send communication to the customer either via email, text or add note to billing. | ||
| 27 | Ability to receive forms and communication from owners as to services needed (outside of SeeClickFix). |
Container Inventory & Managemen
| Sanitation Inventory Control | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to track, transfer and integrate inventory through billing. | ||
| 2 | Ability to see equipment ID assigned by location on customer dashboard. | ||
| 3 | Ability to re-assign inventory from one location to another from the field. | ||
| 4 | Ability to run data reports by metrics (i.e. date placed in service, value, re-assignment dates). | ||
| 5 | Ability to attach equipment ID to Work Requests by location assignment. | ||
| 6 | Need to know service history as well as maintenance history. | ||
| 7 | Ability to auto update billing when size and frequency of services changes at a location. | ||
| 8 | Ability to transfer equipment from one location to another from the field using mobile device. | ||
| 9 | Ability to filter inventory data by service types. | ||
| 10 | Ability to use Bar coding or RFID technology to track inventory from the field. | ||
| 11 | Ability to determine restocking requirements for container inventory. | ||
| 12 | Ability to to bulk add containers. | ||
| 13 | Ability to bulk retire containers |
Routing
| Routing | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Continuous routing on side of the street for side loader residential collection services. | ||
| 2 | Stop to Stop routing for commercial front, rear and roll-off collection services. | ||
| 3 | Continuous “no-stop” routing for street sweeping services. | ||
| 4 | User created “on the fly” route balancing to address unforeseen circumstances such as limited vehicles, limited personnel, or traffic changes. | ||
| 5 | User set constraints such as limitations on left turns, and do not pick up before times. System should also set vehicle constraints on routing such as type, tonnage capacity and fuel range. It should also set travel or stop speeds or durations. | ||
| 6 | User set route balancing criteria, such as yardage, tonnage, or number of customers, containers or stops. | ||
| 7 | The ability to make special notations on customer locations, such as do not pick up before, located on another street, container location on the property, etc. | ||
| 8 | Route analysis capability to determine duplicate or overlapping routes, streets or times and suggest route optimization for days and times. | ||
| 9 | Any additional software modules, such as mapping modules, required to make the software function | ||
| Software Reporting | |||
| 10 | Route Management Reports: With the application the users will have the ability to run standard reports built to deliver such items as route performance, cost data, customer information, and trending, on a vehicle, route or as a fleet. | ||
| 11 | Identify what field integration would be required to enable the cost data and trending reports to run effectively when billing, maintenance and fueling costs are all handled outside of the application. | ||
| 12 | Route sheets must be displayed in multiple ways, including but not limited to hard copy print (with/out map), dash display, tablet display, or mobile phone viewable. | ||
| 13 | Turn by turn, route direction guide viewable in multiple ways, including but not limited to hard copy print (with/out map), dash display, tablet display, or mobile phone viewable. | ||
| 14 | Vehicle Management Reports: Vehicle usage reports, including but not limited to time spent idling, time off the route, milage, and vehicle performance. | ||
| 15 | Identify what field integration would be required to enable the vehicle data and performance reports to run effectively when billing, maintenance and fueling costs are all handled outside of the application. | ||
| 16 | Ability to create user defined reports and save them (or export them) to excel, pdf or other non-proprietary format. | ||
| 17 | Ad hoc reports enable common queries to be saved and shared between users. | ||
| 18 | Ability to schedule reports to run and deliver to a printer or email. | ||
| Driver Terminal | |||
| 19 | Required hardware for the display of the software, describe whether it is permanently vehicle mounted, removable terminal, notebook or handheld devices. | ||
| 20 | System integrated with on-board GPS devices and programs. Explain in section 6 any driving restrictions and/or safety policy features that can be enabled. | ||
| 21 | Ability for driver to track route issues (i.e. reporting misses, cans not out, extra tonnage). Identify audit trail capabilities for entries. Do you date and timestamp? | ||
| 22 | On screen route sheets with ability for turn by turn directions. Do you offer visual and verbal? | ||
| 23 | Allow work orders to be sent electronically to the drivers in route. | ||
| 24 | Ability to take photographs of service problems and download to dispatch. Identify how and when Dispatch or others would see the photos. Do you date and timestamp? | ||
| 25 | Ability to read RFID on carts and containers. Identify setup requirements involved | ||
| 26 | Geocode service locations. | ||
| 27 | Historical route record, reviewable by the dispatcher, for playback of vehicle and route information. | ||
| 28 | Easy integration and exchange of information with our Fleet Management application (Maintenance Connection). Describe in Comments, fields required to ensure the exchange of service, work orders and fueling records could be sent between systems. Also, how the information is then used within standard reports. | ||
| 29 | Ability for driver to receive and update route on automated device from the field. Ability to alert locations on the map that require special processing (i.e. Tubout Program). | ||
| 30 | Easy integration and exchange of information with our Naviline (Future Tyler) Utility Billing application. Describe in Comments how the exchange of routes and billing could be sent. Also, confirm that imported information is then used within standard reports. | ||
| Ease of Use | |||
| 31 | System operators will be able to visually identify and use all basic functions. | ||
| 32 | Common screen appearance – The system utilizes a common interface format providing a consistent look and feel across areas of functionality. | ||
| 33 | View of all data – allows access to all information from a centralized access point without having to exit one program to view additional data. | ||
| 34 | Explain in Comments how easy it would be to customize the screen fields (add, name changes, hide, etc.), required fields, screen follow, and such for various user groups – drivers, supervisors, managers. | ||
| 35 | Data Entry Validation – Validation checks are performed on appropriate fields and an alert is created if the data is unacceptable based on data type definition for that field. Explain when validation takes place, field or after screen update | ||
| 36 | Documentation – system includes all documentation online and a searchable help function. Information will be printable, if needed. |
Reporting
| Reporting | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Provide option for standard reports of being produced automatically by the system upon specified user events or on-demand by the user on a schedule. | ||
| 2 | Ability to create billing reports prior to submission for auditing. | ||
| 3 | Ability to create reports based on different criteria (i.e. key accounts, type of business, water service without sewer, life support, etc.). | ||
| 4 | Provide capability to export reports to other applications. All reports should be automatically / easily exportable to all standard spreadsheet and word processing programs. | ||
| 5 | Provide user-friendly reporting tool to create custom reports. | ||
| 6 | Ability to allow users to define and generate custom reports, to format the report layout, add calculated fields based upon user-defined formulas, and to select from a list of CRM/GIS database data elements. | ||
| 7 | Ability to support back end queries via SQL, programming scripts, & tools. | ||
| 8 | Provide separate solid waste reporting that is able to handle the unique aspects of solid waste service, such as pick up route, pick up date, container type, size, number of containers, number of pickups, additional pickups, landfill charges, special request pickup, and a tracking mechanism for solid waste containers. | ||
| 9 | Ability to generate list of new customer accounts receiving City garbage service for transmission to the garbage collection contractor. | ||
| 10 | Ability for billing staff to produce a report showing work orders that have been closed/completed in the field, sortable by user-defined field(s) (e.g., date, work order number). | ||
| 11 | Ability to generate and sort using multiple user defined criteria and distribute summary report of work activity to replace distribution of hard copies of Service Requests or Service Orders. | ||
| 12 | Ability to show all associated Service Requests or Service Orders together for a premise or customer account. | ||
| 13 | Ability to show results of spatial queries in map and tabular formats for all assignments and/or assets by location, along streets, arbitrary polygons, existing polygons (for example, sub basins), nearness to selected asset(s). Need to identify nearby activities, for investigations and for repairs. | ||
| 14 | Provide backlog, service activity and closure rate statistics for all service request and service order activity. | ||
| 15 | Ability to provide history of write-off balances | ||
| 16 | The system provides an easy way to set up and maintain the transactions to the General Ledger. | ||
| 17 | Ability to change date ranges (groupings) for aging reports - 30, 60, 90, 180, 360, ……. | ||
| 18 | Ability to support production of detailed documentation as audit trails | ||
| 19 | Efficency - cycle time and driving time measurement reports. |
Definitions
| Term | Definition |
| Service Order | A service order, also known as a work order, is a document used to request and authorize maintenance, repair, or other services to be performed. It contains detailed information about the requested service, such as the scope of work, materials needed, location, and expected completion date. |
| Service Request | A service request is a formal request that a client or an employee of the client makes, asking a service provider to provide them with something that would be useful in the business's day-to-day operations. |
| Work Order | a work order is an authorization to perform requested activities on a work request. |
| Work Request | A work request is a formal document (digital or paper) that describes maintenance work that needs completed. A work request is the identification of work needed, issued by the customer to the maintenance department. |
| Compliant | |
| Alternative Method | |
| Modification Required | |
| Non-Compliant |
File details come from the government source that posted it. Updated .