City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize a contract with Core Computing
(Jacksonville, FL) for the purchase of EnCore, a refuse billing and tracking system,
to support and enhance the City’s waste management operations.
BACKGROUND:
The City’s Sanitation Division provides refuse collection for residential and
commercial properties. Since the early 1990’s, the division has used a Route
Account Management System (RAMS) for work order processing, customer billing,
bin inventory tracking and route maintenance. While staff has made it work, the
RAMS software has numerous issues which have not been easily resolved. The
system is built on older technology and as a result, is unstable and prone to
introducing program errors when hardware or software is updated. The system also
does not provide much flexibility for customization. As a result, customer invoices
and operational reports are inconsistent and not easily interpreted. This creates
additional workload for staff who receives phone calls from the public requiring
assistance to understand monthly invoices.
Additionally, the RAMS software does not easily accommodate integrating with other
software or ancillary components. This has hindered the Division by not being able
Meeting Date: 05/29/07 Item Number: A-10
AGENDA ITEM: Authorization of a Contract with Core Computing for the
Purchase of Refuse Billing and Tracking Software to Support and Enhance the
City’s Waste Management Operations.
Contact Person/Dept.:
Michele Williams (IT)
Damian Skinner (Sanitation)
Phone Number:
310.253.5959
310.253.6402
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification:
E-mail Master Notification List on 05/24/07; Core Computing on 05/14/07, Crystal
Alexander, City Treasurer on 05/07/07.
Department Approval:
John Richo 05/04/07
Charles Herbertson 05/04/07
City Attorney Approval:
Carol Schwab (by H. Iker) (05/16/07)
City Controller Approval:
Marlee Chang (05/21/07)
City Manager Approval:
Jerry B. Fulwood (05/23/07) City of Culver City, California
City Council Agenda Item Report
to implement technology which would enhance customer services such as online
payments, efficient / intelligent routing, and vehicle locator systems.
The vendor who supports RAMS has provided limited support in addressing these
issues and staff has determined that it is in the best interest of the City to identify
another software solution to support this operation.
DISCUSSION:
In September 2006, staff from Sanitation, Accounting (A/R) and IT combined efforts
to identify refuse tracking and billing system requirements with the objective of
replacing the RAMS software. A plan was established to make every attempt to
identify a vendor supplied solution that would meet the City’s requirements given the
budget parameters. If a viable software solution could not be identified, an
alternative action would be to use in-house programming resources to develop the
software. After conducting the preliminary analysis, this effort was temporarily
halted until a Sanitation Manger was hired.
In February 2007, the project was reinitiated; staff began by identifying software
vendors that provided a waste management solution. Seven vendors were selected
as meeting the initial requirement of providing a solution targeted at refuse agencies
of similar size to Culver City. Contacts were made with each of these vendors to
request additional product information and to initiate dialogue with their
representatives. One vendor was eliminated as a result of not responding to the
request for information. Three vendors were eliminated due to not meeting one or
more of the following criteria:
Enterprise Solution (system functionality supports, Customer Billing,
Roll-off Management, Collection Tracking, Bin Inventory, and Efficient
Routing)
Compliant Technology (hardware and software requirements compatible
with City’s technology standards)
Open Architecture (ability to expand functionality and easily integrate
with other systems such as City’s cash receipting and accounts
receivable)
Staff developed a list of system requirements that would meet the City’s needs for
use in evaluating refuse management software. The list included baseline
requirements and items that will also result in enhanced functionality. The three
remaining vendors were given the list of system requirements in an effort to further
evaluate their software solution (Attachment 1). The vendors were also asked to
provide staff with a demonstration of the product highlighting how their respective
system could meet the City’s requirements. City of Culver City, California
City Council Agenda Item Report
After evaluating the vendor responses and product demonstrations, the EnCore
product from Core Computing ranked the highest and appeared to fully meet the
City’s refuse operational needs (Attachment 2).
Core Computing’s primary business focus is to provide premier waste management
and recycling software. The company’s marketing focus is to target agencies who
manage roll-off, landfill, residential/commercial garbage pickup, transfer stations,
recycling plants, and delivery services. The company provided a list of client
references that have similar operations to Culver City. The clients who were
contacted and interviewed are listed in the table below. All of the responses were
exceptionally positive (Attachment 3). Two of the clients also made mention of the
problems they had with their previous system prior to obtaining EnCore. The
systems they previously had were the solutions staff reviewed and eliminated from
the initial selection process. This provided further confirmation regarding the results
of the initial product evaluation.
Client References Interviews
Agency Location Business Activity
Econ Refuse
Services
Kirkwood, PA Residential refuse collection, roll-
off services
North Slope Burough Prudhoe Bay,
Alaska
Roll-off and waste disposal
services for the oil companies
Sunset Waste Visalia, CA Garbage collection, commercial
roll-offs, transfer station
EnCore is built on technology which will enable the integration of the software with
the City’s financial systems. This will facilitate staff efficiencies by reducing duplicate
data entry and automate processes which are currently performed manually.
Currently, there is no interface between the RAMS software and the City’s cash
receipting software. Invoices are created in RAMS and duplicate data entry occurs
for entering the payments into the financial system and into RAMS. This duplicate
entry would be eliminated with the implementation of EnCore. Additionally,
Accounting staff must manually verify and often times re-calculate penalties for past
due invoices. The RAMS system was incorrectly calculating the fee penalty and
after months of manually computing and adjusting the fee, the vendor provided a
temporary work-around. However, Accounting staff must spend extensive time
verifying every fee penalty to ensure accuracy. Staff has verified that the EnCore
system can correctly apply the City’s penalty fee structure. This process will be
automated with each billing cycle and will no longer require extensive monitoring and
manual adjustments.
City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
The authorization to purchase EnCore from Core Computing would result in an
expenditure not to exceed $44,275 (Attachment 4). Sufficient funds have been
allocated in the Refuse Fund for Capital Improvement Project – Account # 20200884
(Sanitation Software Upgrades) for this purchase.
The following table outlines the estimated expenditures:
Software (10 user licenses) $23,225
Training (3 days) & Travel Expenses $7,550
Professional Services (Implementation and Interface
Development)
$13,500
Total Expenditure $44,275
Core Computing is including one year of annual maintenance at no additional fee.
The annual maintenance fee beginning FY08-09 will be $4,500. Typically, the
annual maintenance costs increase nominally, if any.
ATTACHMENTS:
1. Response from Vendors – System Requirements List
2. Matrix of Responses from Vendors
3. Client Reference Interviews
4. Quote from Core Computing
MOTION:
That the City Council:
1) Authorize a contract with Core Computing for the purchase of EnCore and one
(1) year of software maintenance for an expenditure not to exceed $44,275 plus
any applicable taxes; and
2) Authorize the City Attorney to prepare/review any necessary contract documents
and authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 05/29/07
AGENDA ITEM:
Authorization to Purchase Refuse Billing and Tracking Software
from Core Computing to Support and Enhance the City's Waste
Management Operations.
ATTACHMENTS
Pages
Response from Vendors - System Requirements List 1- 18
Core Computing (Pgs 1-7)
Paradigm (Pgs 8-13)
PSI (Pgs 14-18)
2. Matrix of Responses from Vendors 19
3. Client Reference Interviews 20 - 25
4. Quote from Core Computing 26 - 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Core Computing
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Number
Description Ca abili Notes
1.00 System Platform and Architecture
1.01 Microsoft SQL Server or Web-based 1
1.02 Crystal Reports 1
1.03 Import capability from WeighMaster (truck
scale) software or provide an integrated scale Will need required format (ie fields necessary for Import). We also provide
software. 2 an integrated scale software.
1.04 Export capability of receivable information to
cash receipting system 2 Will need required format (ie fields necessary for Export)
1.05 Import capability from cash receipts system
for cash payment information 2 Will need required format (ie fields necessary for Import)
2.00 Database Information
2.01 Customer history by name. Can see all
addresses the customer currently has and all
the addresses the customer has had, with
billing, equipment and payment information.
2.02
Customer history by address. Can see all
customers for a single address, with billing,
equipment and payment information. 1
2.03 Allow billing address different than site
address 1
2.04 Allow notes 1
Page 1 of 6 Attachment Page 1 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor : Core Computing
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Number
F
Description Ca pability Notes
2.05 Allow documents to be attached to each
customer address . For example a scanned,
signed contract. 1
2.06 Conversion of historical records from current
system, RAMS 1
2.07 Ability to assign work orders to Drivers 1
2.08 Ability to assign Driver 's Supervisors to work
orders 2 User defined field (each customer has 8 user defined fields)
2.09
Ability to assign Dispatchers to work orders 2 User defined field (each customer has 8 user defined fields)
2.10 Ability to assign Customer Service Reps to
work orders 1
2.11 1 Ability to print all work orders for a day by
driver , route , supervisor or dispatcher 1
2.12
Ability to track requested deliver/pickup dates 1
2.13
Ability to track actual delivery/pickup dates 1
2.14 Ability to report the variance between
requested dates and actual dates 1
3.00 Routing/Work Orders
3.01 Ability to prepare efficient routes for
delivery/pickup 1
3.02 Ability to use GPS locators 2 NEMA compliant devices only
Page 2 of 6 Attachment Page 2 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Core Computing
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Numher
Description Ca abili Notes
3.03 Ability to automate the generation of work
orders by day 1
3.04 Dispatching review and update screen to see
daily work orders by driver , equipment id,
route number, etc. 1
3.05 Ability to identify open work orders 1
3.06 Ability to have a customer request by web that
automatically generates a work order for the
next day . 2 We would provide data dictionary and API.
4.00 Equipment Inventory/Tracking
4.01 Convert current inventory by type of
equipment 1
4.02 Ability to track special pickups by address
because after 2 special pickups in a year,
there is a charge. 1
4.03 Ability to start and stop pickup at customer's
request . For example , they may be closed
over the holidays in Dec and not want to have
a pickup. 1
4.04 Ability to report equipment inventory by
customer or address. I
Page 3 of 6 Attachment Page 3 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Core Computing
Software Capabilt
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item
Software Vendor
Number
Description Capability Notes
4.05
Ability to report utilization of each piece of
equipment. That is, how many days is it at a
customer site vs how many days is it idle. 1
5.00 Billing and Accounts Receivable
5.01 Ability to have rates for delivery and for pickup
frequency 1
5.02 Ability to have rates by variable weights. For
example, if weight is less than 11 tons there is
one rate. If weight is over 11 tons the rate is
another. These rates would be multiplied by
the weight to get the billing amount.
5 .03 Ability to have multiple rate structures by
client.|1010|5.04 F Ability to trigger a billing after 2 free special
pickups 1
5.05 Ability to have override rates for special
situations 1
5.06 Ability to prorate billings for portions of a billing
period 1
5.07 Ability to create credit memos 1
5.08 Ability to apply penalty algorithms 1
5.09 Ability to apply compounded interest|1010|Page 4 of 6 Attachment Page 4 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Core Computing
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item""'`
Software Vendor
Number
Description Ca pability
Notes
5.10 Ability to print invoices by batch 1
5.11 Ability to print invoice register by day|1010|5.12 Ability to reprint invoice register
5.13 Ability to print an A/R aging report by
customer showing amounts outstanding in
user-definable a ging buckets, 1
5.14 Ability to reprint the A/R aging report as of a
certain point in time with the aging buckets
containing the owed amounts at that point in
time.|1010|5.15 Ability to print past due notices 1
5.16 Batch process to put accounts into several
status', such as held , suspended , collections
based upon aging days . Needs to be a
manual override function to this status.
5.17 Ability to bar code invoices for ease of cash
receipts application
5.18 Provide a user friendly , standardized invoice
4.00 Management Reporting
Page 5 of 6 Attachment Page 5 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Core Computing
Item
Number
4.01
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Software
Description Capability
Provide report that identifies all billings in a
certain time period compared to all service
provided during the same time period.
J
Vendor
Notes
Page 6 of 6 Attachment Page 6 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Paradigm Software
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Number
Description Capability Notes
1.00 System Platform and Architecture
1.01 Microsoft SQL Server or Web- based 1 SQL Server
1.02 Crystal Reports 1
1.03 Import capability from WeighMaster (truck We would need to do a one time script to import your historical transaction
scale) software or provide an integrated scale data . If you only want Truck and Account information pulled over we will do
software. 3 that for no charge.
1.04 Export capability of receivable information to We would need to do a one time script to export the required information to
cash receipting system 3 your cash receipting system.
1.05 Import capability from cash receipts system
We would need to do a one time script to import the required information to
for cash payment information 3 your cash receipting system.
2.00
Database Information
2.01 Customer history by name . Can see all
addresses the customer currently has and all
the addresses the customer has had, with
billing, equipment and payment information.|1010|2.02
Customer history by address . Can see all
customers for a single address, with billing,
equipment and payment information. 3
2.03 Allow billing address different than site
address 1
2.04 Allow notes 1
Page 1 of 6 Attachment Page 7 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Paradigm Software
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Number
Description Capabili Notes
2.05 Allow documents to be attached to each
customer address. For example a scanned,
signed contract. 3
2.06 Conversion of historical records from current We would need to do a one time script to import your historical transaction
system, RAMS 3 data.
2.07
Ability to assign work orders to Drivers 1
2.08 Ability to assign Driver's Supervisors to work
orders 3
2.09
Ability to assign Dispatchers to work orders 1
2.10 Ability to assign Customer Service Reps to
work orders 3
2.11 Ability to print all work orders for a day by
driver, route, supervisor or dispatcher 3
2.12
Ability to track requested deliver/pickup dates 3
2.13
Ability to track actual delivery/pickup dates 3
2.14 Ability to report the variance between
requested dates and actual dates 3
3.00 Routing/Work Orders
3.01 Ability to prepare efficient routes for
delivery/pickup 1
Page 2 of 6 Attachment Page 8 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Paradigm Software
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Number
Description Capabili Notes
3.02
We are working with a vendor now to incorporate this into our product.
However, we would be willing to discuss this with a vendor you currently
Ability to use GPS locators 3 use as well.
3.03 Ability to automate the generation of work
orders by day 3
3.04 Dispatching review and update screen to see|1010|daily work orders by driver, equipment id,
route number, etc. 3
3.05 Ability to identify open work orders 1
3.06 Ability to have a customer request by web that
automatically generates a work order for the
next day. 3
4.00 Equipment Inventory/Tracking
4.01 Convert current inventory by type of We would need to do a one time script to import your historical transaction
equipment 3 data.
4.02 Ability to track special pickups by address
because after 2 special pickups in a year,
there is a charge. 3
4.03 Ability to start and stop pickup at customer's
request. For example, they may be closed
over the holidays in Dec and not want to have
a pickup. 1
4.04 Ability to report equipment inventory by
customer or address. 1
Page 3 of 6 Attachment Page 9 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor : Paradigm Software
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Number
Description Capabili Notes
4.05
Ability to report utilization of each piece of
equipment. That is, how many days is it at a
customer site vs how many days is it idle. 3
5.00 Billing and Accounts Receivable
5.01 Ability to have rates for delivery and for pickup
frequency 3
5.02 Ability to have rates by variable weights. For
example, if weight is less than 11 tons there is
one rate. If weight is over 11 tons the rate is
another. These rates would be multiplied by
the weight to get the billing amount.|1010|5.03 Ability to have multiple rate structures by
client.|1010|5.04 Ability to trigger a billing after 2 free special
pickups 3
5.05 Ability to have override rates for special
situations 1
5.06 Ability to prorate billings for portions of a billing
period 3
5.07 Ability to create credit memos 1
5.08 Ability to apply penalty algorithms 1
5.09 Ability to apply compounded interest|1010|Page 4 of 6 Attachment Page 10 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Paradigm Software
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item
Software Vendor
Number
Description
L.................
Ca abili Notes
5.10 Ability to print invoices by batch 1
5.11 Ability to print invoice register by day 1
5.12 Ability to reprint invoice register
5.13 Ability to print an A/R aging report by
customer showing amounts outstanding in
user-definable aging buckets, 1 Current aging buckets are 30/60/90 and 15/30/45.
5.14 Ability to reprint the A/R aging report as of a
certain point in time with the aging buckets
containing the owed amounts at that point in
time. 1
5.15 Ability to print past due notices 1
5.16 Batch process to put accounts into several
status', such as held, suspended, collections
based upon aging days. Needs to be a
manual override function to this status.|1010|5.17 Ability to bar code invoices for ease of cash
receipts application 3
5.18 Provide a user friendly, standardized invoice
1 We create the invoice using Crystal Reports and it will be as you desire.
4.00 Management Reporting
Page 5 of 6 Attachment Page 11 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Paradigm Software
Item
Number
Description
4.01 Provide report that identifies all billings in a
certain time period compared to all service
provided during the same time period.
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Software
Capability
Vendor
Notes
Page 6 of 6 Attachment Page 12 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Progressive Solutions Inc
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item Software Vendor
Number
Description Capability Notes
1.00 System Platform and Architecture
1.01 Microsoft SQL Server or Web-based 1
1.02 Crystal Reports 1
1.03 Import capability from WeighMaster (truck
scale) software or provide integrated scale
software. 3 Import format required
1.04 Export capability of receivable information to
cash receipting system 1
1.05 Import capability from cash receipts system
for cash payment information I
2.00 Database Information
2.01 Customer history by name. Can see all
addresses the customer currently has and all
the addresses the customer has had, with
billing, equipment and payment information.|1010|2.02
Customer history by address. Can see all
customers for a single address, with billing,
equipment and payment information. 1
2.03 Allow billing address different than site
address 1
2.04 Allow notes I
Page 1 of 6 Attachment Page 13 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Progressive Solutions Inc
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item
Number
Description
Software
Capability
Vendor
Notes
2.05 Allow documents to be attached to each
customer address . For example a scanned,
signed contract. 1
2.06 Conversion of historical records from current
system, RAMS 1
2.07 Ability to assign work orders to Drivers 1
2.08 Ability to assign Driver's Supervisors to work
orders 3 Work Order Project
2.09
Ability to assign Dispatchers to work orders 3 Work Order Project
2.10 Ability to assign Customer Service Reps to
work orders I
2.11 Ability to print all work orders for a day by
driver, route , supervisor or dispatcher I
Ability to track requested deliver/pickup dates 1
Ability to track actual delivery/pickup dates 3 Work Order Project/PocketPC
Ability to report the variance between
requested dates and actual dates 3 Work Order Project/PocketPC
3.00 Routing/Work Orders
3.01 Ability to prepare efficient routes for
delivery/pickup 1
3.02 Ability to use GPS locators 3 Coordinates Interface
Page 2 of 6 Attachment Page 14 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Progressive Solutions Inc
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item
Software Vendor
Number
Description Capability Notes
3.03 Ability to automate the generation of work
orders by day 1
3.04 Dispatching review and update screen to see
daily work orders by driver, equipment id,
route number, etc. 1 Work Order Project
3.05 Ability to identify open work orders 1
3.06
Ability to have a customer request by web that
automatically generates a work order for the
next day. 2 Internet Work Orders are an O ption
4.00 Equipment Inventory/Tracking
4.01 Convert current inventory by type of
equipment 1
4.02 Ability to track special pickups by address
because after 2 special pickups in a year,
there is a charge . 3 Special Pickup Numbering/Charges would be a modification
4.03 Ability to start and stop pickup at customer's
request. For example, they may be closed
over the holidays in Dec and not want to have
Any service may be stopped or started at any given time. Auto-
a pickup. 3 restarting would require a modification
4.04 Ability to report equipment inventory by
customer or address. 1
Page 3 of 6 Attachment Page 15 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Progressive Solutions Inc
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item
Software
Vendor
Number
Description Capability
Notes
4.05
Ability to report utilization of each piece of
equipment. That is, how many days is it at a
customer site vs how many days is it idle. 3 Customization (Barcodes?)
5.00 Billing and Accounts Receivable
5.01 Ability to have rates for delivery and for pickup
frequency 1
5.02 Ability to have rates by variable weights. For
example, if weight is less than 11 tons there is
one rate. If weight is over 11 tons the rate is
another. These rates would be multiplied by
the weight to get the billing amount.|1010|5.03 Ability to have multiple rate structures by
client.|1010|5.04 Ability to trigger a billing after 2 free special
pickups
-
5.05 Ability to have override rates for special
situations|1010|5.06 Ability to prorate billings for portions of a billing
period
-
5.07 Ability to create credit memos|1010|5.08 Ability to apply penalty algorithms 1
5.09 Ability to apply compounded interest|1010|Page 4 of 6 Attachment Page 16 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor: Progressive Solutions Inc
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Item
Software Vendor
Number
Description Ca abili Notes
5.10 Ability to print invoices by batch 1
5.11 Ability to print invoice register by day I
5.12 Ability to reprint invoice register 1
5.13 Ability to print an A/R aging report by
customer showing amounts outstanding in
user-definable aging buckets, I
5.14 Ability to reprint the A/R aging report as of a
certain point in time with the aging buckets
containing the owed amounts at that point in
Currently A/R results represent the time of report generation; We
time.
3 intend to offer this functionali ty in a future release.
5.15 Ability to print past due notices 1
5.16 Batch process to put accounts into several
status', such as held, suspended, collections
based upon aging days. Needs to be a
manual override function to this status.|1010|5.17 Ability to bar code invoices for ease of cash
receipts application
5.18 Provide a user friendly, standardized invoice|1010|6.00 Management Reporting
Page 5 of 6 Attachment Page 17 of 27CULVER CITY
SANITATION REPLACEMENT - SYSTEM REQUIREMENTS
Vendor : Progressive Solutions Inc
Item
Number
6.01
Description
Provide report that identifies all billings in a
certain time period compared to all service
provided during the same time period.
Software Capability
1 Functionality Exists
2 Configurable with provided tools
3 Modification Necessary
Software
Ca pability
I
Vendor
Notes
Page 6 of 6 Attachment Page 18 of 27Sanitation Billing and Tracking System
Vendor Comparison
% of System
Implementation
Req % of System Software & & Interface
% of System configurable Req require Licensing Annual Development &
VENDOR I SOFTWARE Re Met w/ tools modifications # Users Costs Maintenance Training Total
Included 1st
Year
Core Computing $4,500/yr
En Core 86% 14% 0% 10 $23,225 $0 $21 ,050 $44,275
Paradigm
CompuRoute/Weigh 46% 0% 53% 10 $22,180 $4,200 $22,500 $48,880
Progressive Solutions Inc
Utility Explorer 77% 3% 20% 5 $41,990 $8,500 $6,750 $57,240
Attachment Page 19 of 27Reference Client Interviews
Company Name : Econ Refuse Services
Company Location : Kirkwood, PA
Primary Business Activity: Residential Rubbish , Roll-Off services
Contact : Debbie Proffit
Contact Title: Owner
Contact Phone: (717) 529-1292
1. How long have you been using En Core? 1-2 years. Had QuickTrash before and it
was too rigid for her company's needs. She looked into WAM and other larger waste
software companies, but they were too expensive and did not provide that warm,
customer service attitude - seemed to be more marketing than substance.
2. How many users do you have? 3 users . They are a company that is only 3+ years old
and growing.
3. What functionality of En Core do you use ? All but scale application.
4. What were the deciding factors in selecting EnCORE? The robustness of the system,
the price of the software and the feeling that they felt she mattered as a customer.
5. How many active customers do you have ? About 3,000 and growing.
6. Approximately how many invoices do you produce each month ? They bill on a
quarterly cycle. The first cycle has about 500, the second cycle has about 2,000 and the
third cycle has about 500.
7. What do your customers think about the invoices? Are they understandable? The
customers love the invoices. The prior system, QuickTrash, used a postcard invoice and
customers were always claiming to have lost the invoice. With EnCore customers are
consistently paying the invoices on time.
8. What didyour implementation involve? Was it completed within budget and on
time? The implementation was time consuming and tedious. This was a result of the old
system having inaccurate data and tables that were not efficiently designed. It was not a
result of the CORE implementation team. It was decided that a lot of the customer
information would be manually converted.
Attachment Page 20 of 27Reference Client Interviews
9. Overall, what do you think about the EnCore product? It's the best system she has
ever used. Although her company is a new company, she has been in the industry for
years and this is the best software she has seen. There have been some minor tweaks that
she has needed, but CORE has always been very rresponsive and have not tried to nickel
and dime her as her last company did. She is really happy with Crystal reports because
she can modify and create reports that meet her needs without having to rely on the
vendor to make the changes at their pace.
10. How do you feel about support provided by the CORE staff? Could there be
improvements? Awesome. If she has to leave a message, they have always returned her
call within 5 minutes . She loves the newly implemented on-line support center too.
11. Is there any functionality you would like to see changed within the software? If so,
shat is the operational benefit? There is nothing major that she would change. As
mentioned earlier, a few minor things were immediately addressed by CORE.
12. Given all you know about CORE would you select them again ? No question about
it - Yes! !
Additional Comments : With the price increase in stamps, she has met with the post
office regarding less expensive rates. One option the post office suggested is to bar code
the envelopes. When she talked with CORE, they said they already have this
functionality and would help her with implementation when she was ready.
Attachment Page 21 of 27Reference Client Interviews
Company Name: North Slope Burough
Company Location : Prudhoe Bay, Alaska
Primary Business Activity: Rolloff and Waste Disposal services for the Oil Companies
Contact: Mary Dougle
Contact Title: Adminstrative Manager
Contact Phone: (907) 659-0155
1. How long have you been using EnCore ? 2-3 years. Prior system was Desert-Micro.
Not a good system and customer support was awful!
2. How many users do you have? 3
3. What functionality of EnCore do you use? Customer, Invoicing, Reporting
4. What were the deciding factors in selecting EnCORE? Comfortable feeling about
CORE's staff knowledge and personalities. Price value.
5. How many active customers do you have? About 70 oil companies, including BP,
Conoco-Phillips etc.
6. Approximately how many invoices do you produce each month ? 70, but they are
multiple pages with cost codes and several other specific oil company requirements.
7. What do your customers think about the invoices? Are they understandable? The
customers were involved in the design of the new invoices.
8. What did your implementation involve? Was it completed within budget and on
time? The implementation was pretty straight forward. They brought over customer
balances without detail . They provided CORE with samples of every report they needed
and CORE developed each one of them without issue . The implementation was
completed within budget and on time.
9. Overall, what do you think about the En Core product? It is a great product with a
great support staff.
10. How do you feel about support provided by the CORE staff? Could there be
improvements? No improvements. They are the best. She said she called on a Sunday
when she had messed something up that was not system related. They not only
responded to her call, but they fixed the problem. They did not charge - they said it was
included in the maintenance price.
Attachment Page 22 of 27Reference Client Interviews
11. Is there any functionality you would like to see changed within the software? If so,
shat is the operational benefit? No, they do not need any functionality changed.
12. Given all you know about CORE would you select them again ? It is an amazing
product with outstanding support. Yes, she would still select them and highly
recommends them.
Additional Notes : Desert-Micro was an awful system with an awful support staff. Very
polished on the marketing side, but just opposite once the product was purchased.
Attachment Page 23 of 27Reference Client Interview
Company Name: Sunset waste Paper
Company Location: Visalia, CA
Primary Business Activity: Garbage, Commercial Roll-offs, Transfer Station
Contact: Brenda Kaufmann
Contact Title: Accountant
Contact Phone: (559) 499-1595
1. How long have you been using EnCore? 2 years
2. How many users do you have? 8
3. What functionality of En Core do you use? Routing, Billing, Reporting. They do not
use Scale functionality. They are implementing Mettler-Toledo Scale software with bar
coding.
4. What were the decidingfactors in selecting EnCORE? The entire staff was not
involved in the selection process . People who were involved have left the company.
5. How many active customers do you have? >5,000
6. Approximately how many invoices do you produce each month ? >5,000
7. What do your customers think about the invoices ? Are they understandable?
Customers have not complained about the invoice formats. Brenda would like to see a
statement that shows payments applied to the account. The invoice they are using is
strictly a billing for current charges. She's not sure if there is an available statement. Her
management does not want to use a statement.
8. What didyour implementation involve? Was it completed within budget and on
time? She was not part of the implementation team. They have all new people using the
system.
9. Overall, what do you think about the EnCore product? It's a fine software, but is
pretty standard in that it takes thought during the configuration phase of implementation.
She is not happy with how some of the setup was done and because of the number of
customers, it would be too big of an effort to change it now.
10. How do you feel about support provided by the CORE staff? Could there be
improvements ? The support was excellent up until recently. Her key contact left CORE
and she was calling his cell phone, not knowing that he had left CORE. It is back on track
now. As a matter of fact, they have implemented an on-line call tracking system that
allows you to see the progress of your ticket.
11. Is there any functionality you would like to see changed within the software? If so,
what is the operational benefit? Functionality of the software is good. However, she
Attachment Page 24 of 27Reference Client Interview
would have changed some of the implementation decisions: She would have changed the
initial configuration, would have opted to send statements along with monthly billings,
and would have had more reports to identify unbilled activity. They have since been
provided reports for the unbilled activity - she says she doesn't know Crystal reports so
she had to have CORE develop the reports for her.
12. Given allyou know about CORE would you select them again ? Yes. They are still
the best value for the money. The system meets her needs.
Additional Notes: Interestingly, she said she had heard that the software is very similar to
Desert-Micro software. In fact, she had heard that one of the founders of CORE had
worked for Desert-Micro.
Attachment Page 25 of 27CORE
q
11 iii l ? 1i l i it g 4 ti l ti d o rI 4 , I
Technology Investment Proposal - Client / Server Solution
Licensing:
EnCORETM' Software System - 1st User: All inclusive & ultra high performance
100% Microsoft Windows based turn-key financial & operational software system
designed specifically for the waste management and recycling industry. Key
features include : Accounting, Routing , Dispatching , Equipment Tracking,
Mapping , Scale , Service / Work Order , Fleet Management , and Route
Optimization.
EnCORE'" Additional User License ($1.525 / each)
Support:
Includes unlimited toll free phone support and upgrades for the 1st year of
operation . All technical support calls are routed through our toll free EnCORE""
Service Center and handled by the next available technician . Hours of
operation are from 8AM - 8 : 30PM EST, Emergency support is available 24 hours
per day . ASP Hosting at our Tier 1 facility in Jacksonville , Florida including all
maintenance (backup, anti-virus, upgrades , etc.) - valued at $4,500
TOTAL SOFTWARE & LICENSING
Implementation & Training
Dedicated Onsite/Offsite Installation, Training and Configuration
Data Conversion / Report Customizations
All travel expenses to be paid by client
Terms:
50% down to reserve installation dates and begin preliminary implementation
50% of total due upon installation
CORE
i4?
Signature:
Client
Signature:
Optional equ re
$9,500
(X9) $ 13,725.00
Included
$23,225
$850 / day'
$75 / hour
(Fax to 877-690-3997 or scan to tomm @ccsicore.com)
Attachment Page 26 of 27
R i dCORE COMPUTING
SOFTWARE SERVICES QUOTE
Description Quantity Rate Total
Software - 10 Licenses
1st user 1.00 $9,500.00 $9,500.00
Additional users 9.00 $1,525.00 $13,725.00
Total Software & Licensing $23, 225.00
Training and Travel
5 days training 5.00 $850.00 $4,250.00
Travel Expenses 1.00 $3,300.00 $3,300.00
Total Training and Travel $7, 550.00
Professional Services (Implementation and Interface Services
9 days installation and
configuration 9.00 $850.00 $7,650.00
78 hrs data conversion and report
modifications 78.00 $75.00 $5,850.00
Total Professional Services $13,500.00
TOTAL Not To Exceed $44,275.00
10 users - Annual Maintenance
(FY08-09) 1st year included 10.00 $450.00 $4,500.00
Attachment Page 27 of 27