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HomeMy WebLinkAbout281-24 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 281-24 File Number: 2024-713 RECYCLE COACH (SERVICE AGREEMENT): A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE MAYOR TO SIGN A SOFTWARE AS A SERVICE AGREEMENT WITH MUNICIPAL MEDIA CORPORATION D/B/A RECYCLE COACH AT A COST OF $52,985.00 FOR A PERIOD OF THREE YEARS WHEREAS, the City of Fayetteville has a waste diversion goal of 40% by 2030 and a major part of reaching that goal includes community education by the Recycling and Trash Collection Department; and WHEREAS, the Recycling and Trash Collection department has previously utilized outreach methods such as mailers and other media outlets to educate the public about the City's recycling program; and WHEREAS, today's residents are unmoved by mailers and phone -based applications are a main mode for people to receive communications about the information they need in their daily routine; and WHEREAS, to work towards the City's goal and to provide the best customer service possible to our residents, the Recycling and Trash Collection Division would like to purchase the Recycle Coach app that provides on demand education about what can (and cannot) be recycled along with providing a website plug-in for users that would prefer this modality of communication; and WHEREAS, competitive bidding is not feasible or practical because Recycle Coach is the only recycling education app available in the market that provides proprietary algorithm Content Allocation Systems and offers the most flexibility in messaging options for residents, 1:1 dedicated account support, tracking of data for adoption rates/engagement, and has the largest database of searchable materials. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds that the above circumstances show that competitive bidding is not feasible or practical and, therefore, waives competitive bidding and authorizes Mayor Jordan to sign a software as a service agreement with Municipal Media Corp. d/b/a Recycle Coach for a period of three years. PASSED and APPROVED on November 19, 2024 Page 1 Resolution: 281-24 File Number 2024-713 Page 2 •rn� F AY . E77cViILE;�- Attest: Deputy City Clerk Deputy City Clerk Office of the City Clerk Treasurer Kara Paxton — City Clerk Treasurer Jackson Shelton — Senior Deputy City Clerk OF 4AYETTF 1 i 0 µM .. 4 RKAN SPS 113 W. Mountain Street, Suite 308 Fayetteville, Arkansas 72701 Phone: 479.575.8323 cityclerk@fayetteville-ar.gov Departmental Correspondence To: Lioneld Jordan, Mayor From: Kara Paxton, City Clerk Treasurer'��G CC: City Attorney Kit Williams, Senior Assistant Blake Pennington, Chief of Staff Susan Norton & Chief Financial Officer Paul Becker Date: November 8, 2024 RE: City Clerk Treasurer Kara Paxton — Out of Office due to Medical Procedure Mayor Lioneld Jordan, Due to a medical procedure, I will be unavailable to sign documents or attend meetings starting November 11th, 2024. 1 plan to be back in the office as of November 25th, 2024. Senior Deputy City Clerk Treasurer Jackson Shelton or Deputy City Clerk — Codifier Courtney Spohn will notify you should these dates change. The recommended recovery time for my medical procedure (Spinal Cord Stimulator Implant) ranges from 4 to 8 weeks. The surgeon stated that I must be off work for at least one week. The surgeon also encouraged me to utilize telework options in the weeks following the initial surgery week. He also stated that should I need to physically come to work, I need to park as close to the building as possible, no lifting/carrying heavy or large objects, and no sudden twisting or turning. In my absence, I authorize Senior Deputy City Clerk Treasurer Jackson Shelton to attest your (Mayor Lioneld Jordan) signature. Should an issue arise that Mr. Shelton is not available to sign within a 24- hour timeframe, I authorize Deputy City Clerk — Codifier Courtney Spohn to sign in our absence. As the official custodian of the City's seal, I authorize Mr. Shelton and Ms. Spohn to use the seal for official purposes only. Please direct city staff to route all Alcohol Permits to Mr. Shelton for review and electronic signature. Please notify the Accounting Department that check requests will be reviewed and signed by Ms. Spohn before being emailed to the Accounting Department. Ms. Spohn will also be responsible for approving purchase requests submitted November 11th — November 15th, 2024. Mr. Shelton and Ms. Spohn will go above and beyond to ensure that our office continues to support all our internal and external customers while I am out of office. Over the last 3 years Ms. Spohn has continuously demonstrated her professionalism and advanced skillset in her positions. Mr. Shelton has been with our office for almost 2 years now and has consistently impressed me by going above and beyond in his work duties. I am confident that Mr. Shelton and Ms. Spohn will successfully manage the office while I am out. M/10 CITY OF FAYETTEVILLE ARKANSAS MEETING OF NOVEMBER 19, 2024 TO: Mayor Jordan and City Council THRU: Peter Nierengarten, Environmental Director FROM: Peter Nierengarten, Environmental Director SUBJECT: Recycle Coach USA Agreement CITY COUNCIL MEMO RECOMMENDATION: City Council approval of the Recycle Coach app service software for a 3-year agreement. BACKGROUND: 2024-713 The City of Fayetteville has a waste diversion goal of 40% by 2030 and a major part of reaching that goal includes community education by the Recycling and Trash Collection Department. Previously the Recycling and Trash Collection department has utilized outreach methods such as mailers and other media outlets to educate the public about the City's recycling program. However, today's residents are unmoved by mailers and phone -based applications are a main mode for people to receive communications about the information they need in their daily routine. To work towards our City goal and to provide the best customer service possible to our residents, the Recycling and Trash Collection Division would like to purchase the Recycle Coach software. DISCUSSION: Recycle Coach is an app that provides on demand education about what can (and cannot be) recycled along with providing a website plug-in for users that would prefer this modality of communication. Program rules and regulations will be accessible on every platform and every device using technology and gamification. This app will allow the Recycling and Trash Collections department the ability to maximize resources to monitor and manage the City's multiple sustainable materials diversion programs. In addition, this app has the multiplier potential to save the City money on disposal fees to the landfill. With more of the community educated on how to divert sustainable materials from the landfill, contamination rates will decrease for both curbside collection and at City drop off locations. This app will allow our City to track goals, outcomes, and ROI through reports created from the insights into residents' recycling knowledge, affording the City of Fayetteville the ability to discover what materials they need the most help with tailoring education accordingly. The service agreement will be for three years and for the Essentials Package with the inclusion of two additional languages and a direct account representative. The platform's core offerings include: • Collection Schedules: Recycle Coach integrates local curbside recycling schedules in various formats, ensuring residents receive timely reminders about their collection days through the app, email, or text messages. Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 What Goes Where Tool: This feature allows residents to search for disposal information by typing or using image recognition. The tool includes over 400 materials and 15,000 synonyms, ensuring accurate and localized information. Inbound and Outbound Communication: Municipalities can send real-time notifications and alerts to app users who have opted in about collection service, special events, and more. Residents can also report problems such as missed pickups directly through the app. Educational Content: Recycle Coach provides engaging educational materials, including quizzes, videos, and interactive games. These resources help residents understand recycling rules and practices better. With over 1,500 municipalities using Recycle Coach as one of their modalities of sustainable materials diversion education and a 59% household download rate, bringing this to our community will ensure the City of Fayetteville continues to be a regional and state leader in our goals to provide the highest quality diversion programs for our current and future residents This agreement is not practical or feasible to bid due to Recycle Coach being the only recycling education app on the market that provides proprietary algorithm Content Allocations Systems (CASy). Recycle Coach also provides the most flexibility in messaging options for residents, 1:1 dedicated account support, tracking of data for adoption rates/engagement and has the largest database of searchable materials. BUDGET/STAFF IMPACT: There is available budget for 2024-2026 for the 3-year agreement cost. ATTACHMENTS: SRF (#3), Recycle Coach Agreement (#4) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2024-713 Recycle Coach USA Agreement A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE MAYOR TO SIGN A SOFTWARE AS A SERVICE AGREEMENT WITH MUNICIPAL MEDIA CORPORATION D/B/A RECYCLE COACH AT A COST OF $52,985.00 FOR A PERIOD OF THREE YEARS WHEREAS, the City of Fayetteville has a waste diversion goal of 40% by 2030 and a major part of reaching that goal includes community education by the Recycling and Trash Collection Department; and WHEREAS, the Recycling and Trash Collection department has previously utilized outreach methods such as mailers and other media outlets to educate the public about the City's recycling program; and WHEREAS, today's residents are unmoved by mailers and phone -based applications are a main mode for people to receive communications about the information they need in their daily routine; and WHEREAS, to work towards the City's goal and to provide the best customer service possible to our residents, the Recycling and Trash Collection Division would like to purchase the Recycle Coach app that provides on demand education about what can (and cannot) be recycled along with providing a website plug-in for users that would prefer this modality of communication; and WHEREAS, competitive bidding is not feasible or practical because Recycle Coach is the only recycling education app available in the market that provides proprietary algorithm Content Allocation Systems and offers the most flexibility in messaging options for residents, 1:1 dedicated account support, tracking of data for adoption rates/engagement, and has the largest database of searchable materials. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds that the above circumstances show that competitive bidding is not feasible or practical and, therefore, waives competitive bidding and authorizes Mayor Jordan to sign a software as a service agreement with Municipal Media Corp. d/b/a Recycle Coach for a period of three years. Page 1 Daryl Brigman Submitted By City of Fayetteville Staff Review Form 2024-713 Item ID 11/19/2024 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/30/2024 RECYCLING/TRASH COLLECTION (750) Submitted Date Division / Department Action Recommendation: Request City Council approval for a three year agreement with Recycle Coach app service software. 5500.750.5060-5309.02 Account Number Project Number Budgeted Item? Yes Budget Impact: Recycling and Trash Collection Total Amended Budget Expenses (Actual+Encum) Available Budget Does item have a direct cost? Yes Item Cost Is a Budget Adjustment attached? No Budget Adjustment Fund Project Title $ 15,675.00 $ 15,675.00 $ 15, 675.00 Remaining Budget I � V20221130 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: ,07�- recycle 7,0 coach Municipal Media Corp. d/b/a Recycle Coach 50 Carroll Street, Suite 111, Toronto, ON M4M 3G3 Tel: 416.423.3203 Email: sales@recyclecoach.com SOFTWARE AS A SERVICE (SaaS) AGREEMENT Client Nam, City of Fayetteville, AR ContacL Faebyan Whittle Street address (City/State/Zip): Phone: 479-575-8264 113 West Mountain Street Fayetteville, AR Email: fwhittle@fayetteville-ar.gov 72701 Accounts Payable Contact: Does this contract require a PO#? If YES, please provide. Who will provide an updated PO# each year? Email: Phone: Purchase Order Number: Name: Email: Phone: 1 Z!�' OOCh Payment Summary RC — Essentials Package See Package Features in Schedule A Yr1-$11,175 Yearly Yr 2 - $13,410 Yr 3—14,900 Quantity: 2 Per Langauge Fee: $500 RC — Language Fee Machine translations of all content except the Yearly $ 1,000 notifications you create and send (if applicable). RC — Branded Mobile Ensuring stability and ongoing maintenance of App a Fayetteville, AR branded mobile app Yearly $3,500 Total Cash Due for Set Up* Waived Waived Yr1-$15,675 Total Cash Due Annually* Yr 2 - $17,910 Yr 3 - $19,400 Kindly take note when issuing payment to mail cheques to 50 Carroll Street, Suite 111, Toronto, ON M4M 3G3 *Plus applicable Taxes. 2 recycle coach Terms and Agreement Initial Term: 36 month(s) Billing Start Date: Upon signature* Special Terms and • Contract automatically renews annually. Conditions: • 90-days required to terminate, if terminated after renewal date — pro -rated invoice will be generated from 90-day notice. Send all notices to terminate to: sales@recyclecoach.com • Agreement is subject to the Terms of Use posted on the Recycle Coach website. • Above pricing is not valid if this Agreement is not signed within 90 days. • Should you subscribe to RC — SMS, overages incurred at the end of the annual term will be charged at the rate identified in Schedule G. Marketing & • The main contact agrees to be added to the monthly newsletter communication list which Communication: features monthly marketing insights and creative assets you can use. This also includes monthly analytics on resident performance. • Through the e-mail, the contact can opt -out at any time or add other contacts. *If paying by credit card, a service fee of 4.5% will be added to the total upon processing As a Recycle Coach partner: You'll ask questions and seek to build value through data and insights. You'll have all the resources you need to help your residents become better recyclers, but it's up to you to use the tool and spread the word. You'll loop us in when you need help or schedule changes, and you'll help keep an open line of communication, whether that be with your CSM or by talking about Recycle Coach within your community. We'll adapt to your needs and meet you where you are. Our virtual door will always be open for a chat. We'll be busy working to make the Recycle Coach tool better for you and your residents, and we'll be a source of expertise for you within the industry. Empowerment is at the heart of what we do, and we'll share a wealth of resources to make sure you're successful. We'll always make the right decisions for the environment. 3 0' coach Signatures By signing below, Client and Service Provider acknowledge that they have read the entire Agreement, the attached specific terms and conditions for use of the Services, and agree to be bound by the provisions thereof. CLIENT City By Narne at I Kin Lioneld Jordan, Mayor I am a duly authorized officer, partner or principal with full authority to enter into this Agreement on behalf of Client. Date November 19, 2024 (MM/DD/YYYY) 4 SERVICE PROVIDER Munici I Me rp. By Name & Title Jeff J. Galad President Date Oct 31, 2024 (MM/DD/YYYY) 7 couch Schedule A — RC — Essentials Package Details Personalized Collection Schedule - Unlimited schedules for all city services, events and collection schedules. Includes color customization, editable requirements, and detailed instructions. What Goes Where - Full database containing 400+ materials and over 15,000+ search terms. Includes drop-off locations and event details. Includes Image Recognition technology. Outbound Communication - Includes in-app notifications and reminder messages to residents. Available at city and collection zone level. SMS for an additional fee. In -Bound Communication - Includes access to the Report A Problem tool for residents. Variety of topics allowed including; missed collection, broken cart, pot hole reporting and more. Integrations available into 311 ticketing systems or e-mail distros. IMEW We Wanted to Know Quiz, Blogs, Annual Knowledge Survey, On -Boarding Survey, Kids Activity Packets. Recycling Fundamentals — 5-part video series explaining contamination, and how to reduce it. Residents are rewarded with a badge for becoming proficient! & Misunderstood Materials - Residents can earn badges by learning about your ten (10) top contributors to contamination, and more. Marketing Support - Recycle Coach provides an Always -On strategy. We provide you with direct Marketing Support (in your Client Portal) to ensure you have the tools to engage with your community. Dedicated Listing in the Recycle Coach mobile app and a custom web widget for your website. Analytics & Reporting — Detailed user analytics, engagement metrics and over a dozen insightful reports. You will be paired with a dedicated Customer Success Manager Additional Features RC — Language Fee: Machine translations of all content except the notifications you create and send (if applicable). *Our CASy system ensures all content is compatible with your What Goes Where database Upgrade anytime to PRO for more tools Contact successgroupgrecyclecoach.com anytime during your term for more details. 5