1. THAT Council approve the implementation of a Notification Service for the Curbside Collection Calendar as referenced in Report No.

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1 ca '~A ABBOTSFORD Report No. ENG COUNCIL REPORT EXECUTIVE COMMITTEE Date: June 9, 2015 File No: To: From: Subject: Mayor and Council Monique Lieuwen, Recycling and Solid Waste Coordinator Notification Service for the Curbside Collection Calendar RECOMMENDATIONS 1. THAT Council approve the implementation of a Notification Service for the Curbside Collection Calendar as referenced in Report No. ENG ; 2. THAT the need for the continuation of calendar mail-outs be reviewed after two years; 3. THAT the Mayor and Corporate Officer be authorized to execute all documents related to this matter. SUMMARY OF THE ISSUE On January 1, 2013, the City of Abbotsford transitioned to bi-weekly garbage collection, with weekly compostable and recyclable collection. The schedule for the entire City follows the "adda-day" schedule, which means the collection day shifts one day ahead following every statutory holiday. Since the transition, many Abbotsford residents have requested the City investigate options to make it easier for them to remember their garbage collection days. One available education and communication tool to assist residents with the curbside collection calendar is a notification service in the form of text messages, s, phone calls or a cellphone application. BACKGROUND The City of Abbotsford provides curbside collection for compostables, recyclables and garbage to 26,000 single family homes and duplexes in Abbotsford. Compostables and recyclables are collected weekly and garbage is collected bi-weekly. DISCUSSION Two companies (My-Waste and ReCollect) currently offer a notification service for curbside collection calendars. Both companies offer a notification service that is both a cell phone application and a website plug-in. These are customizable to include the colour, font and logo of City marketing. Each has a searchable database for locations residents are able to drop off special recycling items and a main information page where the curbside compostables, recyclables and garbage information can be displayed. My-Waste is currently used by Burnaby, New Westminster, Pitt Meadows, Mission and many other municipalities. A copy of the My-Waste brochure is attached as Appendix A

2 Report No. ENG Page 2 of 3 Vancouver, White Rock, Victoria, Township of Langley and many other municipalities use ReCollect. Additionally, Surrey and North Vancouver have both switched from My-Waste to ReCollect. A copy of the ReCollect brochure is attached as Appendix B. The two products only have minor differences as shown in Table 1. Table 1: Comparison of Notification Service Companies Feature My-Waste Recollect Comments Cell Phone Application x x Web Pluq-ln x x Text Message x x Phone Call x x Facebook x Connecting to Facebook is preferred. Twitter x x Outlook Calendar x x ical x x Google Calendar x x Printed Calendar 6 months 12 months A 12 month calendar is preferred Searchable database x x Push Notifications x x Customizable x x Messaging Data Storaqe Canada USA Storaae in Canada is oreferred WCAG Compliant x x Internet Browsers Supported Not supported in Internet All All is preferred Explorer 9 and earlier Besides cost, the most significant difference between the two notification services is that ReCollect stores its data in the USA and My-Waste stores its data in Canada. Data security issues were reviewed by the City Clerk's office, and it was determined that as long as residents consent to their phone number and/or address being stored in the USA, they were satisfied. Approximately 90% of customer reviews in the App store gave ReCollect four or five stars and approximately 5% gave one star. Approximately 70% of customer reviews gave My-Waste four or five stars, and 20% gave one star. References for ReCollect were also contacted, and all municipalities gave a positive review for the notification service they provided. Interlinked Technologies Ltd. Interlinked Technologies Ltd. has also developed a basic notification service, where residents can download their calendar to their smartphone and up to 2,500 residents can sign up to receive text message notifications; however, none of the other features listed in Table 1 are offered by the company at this time. Interlinked also does not have any municipalities as reference for its product, as the notification service is in the preliminary stages of development.

3 Report No. ENG Page 3 of 3 Although the product is free, staff has decided to pursue a more established company and could consider Interlinked at a future date if its product continues to develop. Adoption of Service Recommendation Staff reviewed the available notification services for the curbside collection calendar and recommend the ReCollect notification service. Although the services provided are similar, ReCollect has a lower cost and higher customer reviews. FINANCIAL PLAN IMPLICATION The cost to the City for My-Waste is $1,800 to set up and $9,500 for the annual license. In addition, $900 would be charged annually for text and phone call charges and $500 annually for any additional languages. A second pricing proposal is $7,000 per year plus $0.25 per user per quarter. If there were 4,000 active reminders in Abbotsford, this equates to $1,000 in a quarter or $4,000 in a year. This equates to a total cost of $11,000 annually, increasing as the number of users increases. There are 26,000 homes in Abbotsford and 140,000 residents, making it very likely for there to be more than 4,000 active reminders. The first pricing option is preferred. The cost for ReCollect is $8,999 per year, with no set up fee. There is no additional charge for text messaging, phone calls, or additional languages. The City mails a collection calendar to all households receiving curbside collection annually. The printing and mailing costs are approximately $30,000. Over time, a combination of the online calendar lookup and a notification service is expected to result in a calendar mail out no longer being necessary. Staff recommends the need for a calendar mail-out be reviewed two years after the notification service is launched. If it is decided the calendar mail-out is no longer necessary, the annual savings are estimated to be $22,500 at that time. Date reviewed and approved by the Chief Financial Officer: May 21, IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION A notification service for the curbside collection calendar supports several strategic goals and priority objectives, including providing excellent customer service, reducing corporate and community greenhouse gas emissions and ensuring long-term economic and fiscal balance. SUBSTANTIATION OF RECOMMENDATION It is recommended that Council approve the adoption of a notification service for the curbside collection calendar from ReCollect, and that the need for the continuation of calendar mail-outs be r~viewed after~ two year period.,a::?,/h 77! :&AAA.A~ -p~-~-?~_l.. Monique Lieuwen E.1.T. Recycling and Solid Waste Coordinator ATTACHMENTS Appendix "A": My-Waste Technical Fact Sheet Appendix "B'': Recollect Fact Sheet Phil Blaker, P.Eng. Acting General Manager, Engineering and Regional Utilities

4 ENG Appendix A Technical Factsheet Requirement Plug-in iframe Description Once we have completed the set-up process, you will be provided with HTML code to insert into your website. The code will look like this: <iframe src= " wayn/home.php" width="100%" height="1300" frameborder="o" > </iframe> Accessibility Supported Browsers The 'my-waste ' plug-in meets WCAG 2.0 AA requirements. The 'my-waste ' plug-in is supported by these browsers: Chrome Firefox Safari IE10 & newer* *As of June 2014 only 3.7% of Internet Users are still using 1 9 or earlier Support The application and its information is supported by the 'my-waste ' team at Municipal Media Inc. For technical support or other related questions, contact us by at support@my-waste.com or call our office at and select option 2. Hosting All information is hosted on high-availability servers located in Canada. Information is hosted on multiple physical servers that allocate resources at a given time depending on required specifications for the environment. What sets our high-availability servers apart is that they are mission critical, meaning that your data is automatically replicated across different physical locations, and in case one of them goes down {due to power outrage or any type of natural disaster}, the other site automatically takes up its role. This provides a % uptime guarantee.

5 Data Protection Various layers of security are in place to protect the data and server communications. All of our login pages are secured by Extended Validation SSL Certificates, which assures your operators to be connected to the right site, and secure transmission of critical data. Indeed, particular security concerns have been considered in the design of the Web API, which is behind the mywaste app. Our hosting network is supported by multiple security layers to prevent DOS and other network attacks. Moreover, our hosting service's data centers are secured by advanced physical asset security features, including security card access and DVR camera systems. The power system of the data centers are backed up by UPS and diesel generator power system. The data center is protected from fire suppression by a pre-action dry pipe sprinkler system with clean agent fire extinguishers. For additional Information, contact: Dr. Hesam Esfahani, IT Director Municipal Media Inc. Toronto, Canada Tel: ext h.esfahani@my-waste.com Website:

6 ReCollect Systems is a technology company specializing in digital solutions for the waste management sector. With a focus on meeting and surpassing the expectations of residents, ReCollect has the proven experience to deliver digital products that also meet the needs of waste managers, communicators, IT specialists and governmental officials. Launched in 2009, today ReCollect is used by millions of residents across North America. From small villages to large urban centres, from municipal services to private haulers, ReCollect is ready to make your waste management programs more efficient and successful. educate. engage. excite.

7 CollECtion CalEndar waste wizard Residents can find their waste collection schedule simply by typing their address. There's no looking on cumbersome maps, there's no entering information into multiple fields. It's quick and easy, which yourresidentswill love. Residents can view their collection schedule online, or can print off a PDF of the calendar specific to their address. They can also download their collection schedule into their personal digital calendar (Microsoft Outlook, ical, Google calendar). What's more, residents can subscribe to weekly , phone, Twitter or text message reminders, plus they get to pick the date and time of the reminder! Reminders shift to account for holidays, and remind residents only about what is being picked up that week. Behind the scenes, you can add educational messaging that residents will see or hear in their reminders. These messages can encourage recycling habits and proper sorting, provide seasonal tips or information about upcoming environmental events. Educational messages can be targeted to specific collection routes or to all residents. You can even send out emergency messaging to all or specific collection routes! This is invaluable for weather, or service related collection delays. From aluminum cans to ziplock bags, ReCollect's Waste Wizard helps your residents figure out what goes in what bin. As the resident begins totypetheirmaterial, the Waste Wizard will "predicf the entry, offering residents helpful suggestions. You can also highlight depots for items like electronic waste or household hazardous waste. This depot option includes maps so residents can easily find their way. Your job of educating residents becomes ever easier with easy editing tools if you want to add new materials, waste streams or depots. You can also create "aliases" for materials that have more than one name (ie, soda and pop). Behind the scenes, ReCollect has a list of over 800 items to help you get started. Analytics help you understand what materials residents are consistently searching for so you can address them in your promotion and education efforts..,,. What Goeo Where? Naad httlp? Welcome to the Waste Sorting App. Please search for an item to dispose of: ReCollect Systems Inc. I recollect.net I I Page 2/4

8 13 ' r.,. ~ w.., ",. ~,, ~2 '3,, mo ~ 3o 3, IO '" ".. S.t ''~- -.:,7 ReCollect's Collection Calendar and Waste Wizard can be used online or in a mobile app. online ReCollect provides an exceptional online experience that works properly in all versions of all web browsers (Internet Explorer, Chrome, Firefox, Safari, etc.) ReCollect's online Collection Calendar and Waste Wizard is provided as a "widgef' (a simple line of code) so it can be easily added to mulitple websites orwebpages, making it easy for your residents to find and use. - ~ Mobileapp "$1 Recollect mobile apps give you a new way to reach and delight your residents. We make the best mobile app because ReCollect is the only native app for waste management - meaning it has the responsiveness and sleek experience your residents expect Your mobile app can be downloaded for free from the itunes App Store and Android Play Store. Because ReCollect is a "white label'' senice, your residents will be using a mobile app that you've named and branded..i A accessibility Our products also comply with US Section 508, Ontario AODA regulations, and WCAG 2.0 Level AA accessibility compliance for users with disabilities. Multi-language Capabilities l Sus habitantes hablan espariol? Vos residents parlent franc;:ais? ffl"(1f]tf!iji:s~l.rcp~~? ReCollect can translate its products into multiple languages, enabling you to reach more residents with important information about waste management and diversion. These translations are done by professional translators, not a computer program. You can be assured the translation is accurate. Powerful analytics Become smarter and make better decisions by using ReCollect's analytics. ReCollect mines your data to help you better understand your residents. An easy-to-use dashboard enables you to access reports which will support your promotion and education efforts. Recollect also sends you a monthly activity report. technical Support ReCollect provides 24/7 uptime and performance monitoring, as well as phone and support for city staff and residents. Phone support for integration issues is also available. ReCollect Systems Inc. I recollect.net I I Page 3/4

9 Saves you money Residents who know how to sort their waste properly will increase your capture rates and decrease contamination. And residents who are reminded about their upcoming collection will decrease your help desk call volumes. ReCollect also simplifies transitions between collection contracts especially if you are rearranging routes or adding waste streams. Quick deployment Residents can start using ReCollecton yourwebsitewithin two weeks and can download yourappwithin five weeks. You can read moreaboutthedataweuseat: Upgrades included ReCollect is a "Software as a Service" product. This means you subscribe annually to our service. Included in this annual service fee are all upgrades. It also means ReCollect will always work smoothly with new web browsers, smartphones and other, yet to be invented, devices. Established community of practice Serving over100 municipalities enables ReCollectto draw upon the experience of its users. ReCollect hosts regular webinars for its customers to highlight communication innovations, and to share best practices and service improvements. We hope you join our community. ReCollect is used by over 100 cities across North America; among them are: Columbus, OH (pop 830,000) Sacramento County, CA (pop 500,000) Olathe, KS (pop 130,000) Lowell, MA (pop 108,000) Next Steps Ottawa, ON (pop 820,000) Vancouver, BC (pop 603,000) Saskatoon, SK (pop 220,000) Colchester, NS (pop 50,000) If you'd like to explore Recollect further, we'd love to connect with you. We would be happy to provide demonstrationstoyourlt,communications orwaste managementstaff. Call us anytime hello@recollect.net ext 1,~ollect ReCollect Systems Inc. I recollect.net I I Page 4/4