HomeMy Public PortalAbout2017-32 Approving the purchase of a Parks and Recreation Management Software System from Vermont Systems IncRESOLUTION NO. 2017-32
A CAPITAL PROJECT AUTHORIZING RESOLUTION OF
THE VILLAGE COUNCIL OF THE VILLAGE OF KEY
BISCAYNE, FLORIDA, APPROVING THE PURCHASE OF A
PARKS AND RECREATION MANAGEMENT SOFTWARE
SYSTEM, HARDWARE AND RELATED SERVICES FROM
VERMONT SYSTEMS INC.; PROVIDING FOR
AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, pursuant to Section 3.07(b) of the Village Charter, the Village Council desires
to authorize the expenditure of Village funds for a capital project consisting of a Parks and
Recreation Management Software System, hardware and related services (Collectively, the
"Software System"); and
WHEREAS, the Village issued RFP No. P&R 2017-1 for the Software System; and
WHEREAS, after careful review and consideration of the proposals submitted, the Village
Manager has recommended Vermont Systems, Inc. (the "VSI") for the Software System; and
WHEREAS, the Village Council desires to enter into an agreement with VSI and authorizes
the Village Manager to negotiate and execute such an agreement consistent with the proposal
attached hereto as Exhibit "A" (the "Proposal"); and
WHEREAS, the Village Council finds that this Resolution is in the best interest and welfare
of the residents of the Village.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE COUNCIL
OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby adopted
and confirmed.
Section 2. Capital Project Authorized. That the Software System as described in the
Proposal is hereby approved and authorized, subject to the condition that the initial start-up costs of
the Software System shall not exceed $85,654 as provided for in the Proposal.
Section 3. Village Manager Authorized. That the Village Manager is hereby
authorized to negotiate and execute an agreement with VSI, consistent with the Proposal, subject to
approval as to form, content, and legal sufficiency by the Village Attorney.
Section 4. Implementation. That the Village Manager is hereby authorized to take any
and all action necessary to implement the intent and purpose of this Resolution.
Section 5. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 13th day of June , 2017.
MA • ' r* AYRA PENH LINDSAY'
AYL &T:
eh/; aa/A,
HITA H. ALVAREZ, MMC, VILLAGE
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
VILLAGE ATTORNEY
2
Vermont Exhibit A
iyscems
Recreation & Parks Software
February 17, 2017
Village of Key Biscayne
Todd Hofferberth
88 West McIntyre St.
Key Biscayne, FL 33149
Dear Mr. Hofferberth:
Vermont Systems, Inc.
12 Market Place
Essex Junction, VT 05452
800-377-1427 Toll Free
877-883-8757 Toll Free
802-879-6993 Local
802-879-5368 Fax
www.ve►montsystems.com
Vermont Systems is pleased to respond to the Request for Proposal due March 10, 2017 for Parks and Recreation
Management Software for the Village of Key Biscayne. Vermont Systems specializes in providing application
software and related services for parks and recreation operations and therefore can meet or exceed your listed
requirements.
We are proposing our RecTrac Recreation Tracking Software which meets many of your needs as described in your
RFP. You have indicated a need for the Activity Registration, Facility Reservation, Pass Management, Point of Sale,
and League Scheduling modules, along with the required Systems Administration module. The Incident Reporting
module is included at no charge. The proposal is based on a total of ten (10) concurrent RecTrac system user
licenses. Since the RecTrac application software includes all of the capabilities listed, along with any necessary
hardware, such as POS peripherals, we are most qualified to respond to your RFP. Other RecTrac modules that are
available for future consideration include Personal Trainer, Locker Rentals, Equipment/Site Rentals, Trip
Reservations, Court Reservations, and Golf Point of Sale and Tee -times.
We are also proposing our integrated Photo ID system and WebTrac for internet Registrations, Reservations, POS,
Pass Registrations/Renewals, and Mobile RecTrac and Mobile WebTrac as well as PayTrac, VSI's ERI (External
Redirect Interface) credit card and debit card payment processing software options. Using the ERI interfaces, VSI
does not capture, store, and transmit card data within our applications. Therefore, the very expensive annual PCI
audits will not be required for VSI or for you, as a merchant. This responsibility is transferred to the PCI compliant
processor.
The proposed RecTrac 3.1 integrated browser software has been developed using Javascript and HTML and the
database software has been developed and deployed using the 4GL Progress Open Edge Application Server
software, one of the leading development languages available in terms of management ease, software portability,
database integrity, scalability, flexibility, and customer satisfaction. Progress enables the RecTrac 3.1 browser -
based software to operate using computers, tablets, and smart phones with most operating systems and web
browsers. The Progress Version 11 RDBMS is embedded with our software, providing the customer with a powerful
database and minimal overhead in terms of management and maintenance.
The proposed RecTrac software includes a substantial number of standard reports, each with multiple selection
criteria and print options by report. This extensive number of standard reports is more than sufficient for most
Rec ` Main Golf it
Web!:
users. Further, the standard 3.1 RecTrac software includes a powerful integrated report writer to enable your
staff to develop custom reports.
VSI has over 1150 installations with several thousand users, which includes over 900 municipal and county
government customers, as well as nearly all U.S. Air Force, Army, Navy, and Marine bases worldwide.
Therefore, we have a proven track record in providing quality software and support services on a nationwide
scale. The VSI software, along with the Progress RDBMS (database) scales from single -user up to 10,000 user
workstations. For example, the Fort Campbell, KY, WAN connects over 500 RecTrac users at 55 locations using
one embedded Enterprise database. Please refer to the enclosed user list for reference names and telephone
numbers.
VSI has qualified a complete range of Photo ID Card and POS hardware products to operate with our software.
These include small computer workstations, touch screen computers, touch screen monitors, cash drawers,
pole displays, barcode scanners, magstripe readers, programmable keyboards and keypads, receipt printers,
digital cameras, pass printers, photo ID card printers, scales, biometric hand and finger scanners, handheld
scanners, and ticket printers. VSI also provides supplies to go with the hardware quoted. VSI would welcome
the opportunity to conduct a phone or on site survey to determine your specific needs.
While the Town's IS department or a local hardware vendor would provide the computer hardware, hardware
support, networking software and support, and other computer services, VSI will provide the application
software and database, along with software maintenance support, software upgrades with new
enhancements, on -site training, remote dialup and Internet support, unlimited toll free telephone support,
and VSI qualified POS hardware. We would work together to resolve all issues, should any arise.
Since the documentation provided is proprietary to Vermont Systems, Inc, Key Biscayne is responsible for
ensuring that they shall be accessible only to authorized personnel during the evaluation process. If the Town
selects VSI as the vendor of choice, then these items will be retained as part of the VSI bid response. Key
Biscayne' staff can visit the VSI web site to experience the "live" WebTrac and PayTrac software using the
online demonstration database.
Please feel free to contact us, at your convenience, if you need additional information. We look forward to
working with you during the implementation of our high quality software products.
Sincerely yours,
John Willey
Vice President, Sales
Vermont Systems, Inc.
Vermont
Village of Key Biscayne
TABLE OF CONTENTS
1. Vendor Information
2. Software Information
3. Technical Information
4. Implementation and Training
5. Pricing Proposal
6. Sample Agreement/Policies
Vermont
1 Systems
RerPFati,.,n d Parks i.-,Itware
KEY BISCAYNE
Firm Name: Vermont Systems, Inc.
Location: 12 Market Place
Essex Junction, VT 05452
Contact: John Willey, Vice President Sales (x3012)
Dave Wirtz, Sales Manager (x3009)
Giles Willey, President (x3005)
Robert Willey, Chairman (x3003)
Telephone: (877) 883-8757
Fax: (802) 879-5368
Email: Johnw@vermontsystems.com
Davew@vermontsystems.com
Gi lesw@ vermontsystems.com
Bobw@vermontsystems.com
Website: www.vermontsystems.com
Length of Time in Business: 31 Years
Number of Installed Accounts:
RecTrac 1250
GolfTrac/Golf POS 210
MainTrac 80
WebTrac 650
TeleTrac 12
Size of Staff:
Development Staff 18
Customer Support Staff 56
Administrative & Sales Staff 10
Total Staff 84
Major Industry Concentration:
Parks and Recreation Software
Vertical Market (exclusively)
As stated previously, VSI has no debt. Vermont Systems Dun & Bradstreet ID is 150697019, and our
rating is 4A1.
VSI is not in litigation with any organization.
RecTrac 3.1 was first installed at a customer's site in December of 2015.
There are currently approximately 275 customers using the latest RecTrac 3.1 software.
Vermont
�� S,.
KFY BISl.AYNE
Vermont Systems Inc. Company Background
Vermont Systems, Inc. is a privately owned, Vermont Corporation with headquarters at 12 Market
Place, Essex Junction, Vermont 05452. The company was founded on July 1, 1985 by Bob Willey and
son, Giles Willey, and was joined by daughters Laura and Kathryn in the same month. Since 1988, VSI
has specialized in developing fresh software products for managing recreation and parks operations,
and markets and fully supports this software primarily on a national basis. VSI is 100% owned by its
employees and management, and has required no outside sources of funding, other than normal
banking relationships. VSI has no debt, and has sufficient capital to support the company's solid
growth and the development of new products without sacrificing quality customer support. VSI's staff
of eighty employees is committed to providing high quality application software and responsive
customer support for our customers.
VSI has established an excellent track record of paying bills on time, conducting business on a sound,
ethical basis, and providing our customers with prompt, quality support services. All banking
transactions are processed through the TDBank in Burlington, Vermont. Please feel free to contact our
bank officer, Gisele Kloeckner, Vice President, at 802-860-5534.
Vermont Systems' primary application software products are RecTrac, GolfTrac, MainTrac, FinTrac,
and WebTrac, each of which consists of multiple integrated software modules for managing recreation
and parks operations. The RecTrac system includes the Activity Registration, Facility Reservations, Pass
Management, Point of Sale/Inventory Control/Tickets/Gift Cards, POS Venue Ticketing, League
Scheduling, Court Reservations, Trip Reservations, Locker Rentals, Equipment Rentals, Personal Trainer
Scheduling, Child/Youth Management, and Incident Reporting modules; the GolfTrac, POS Cash
Register/Inventory system also includes Tee -Time Reservation and Local Handicap capabilities; FinTrac
currently consists of six integrated modules, General Ledger, Accounts Payable, Purchase Orders,
Payroll, Time Management/Employee Scheduling, Human Resources, and Systems Administration;
MainTrac consists of a Base Asset Management System, plus Personnel Scheduling, Inspections/
Results, and Planning/Budgeting functions. WebTrac provides your patrons with real time Internet
access to process online Activity Registrations, Facility Reservations, Pass Registrations & Renewals,
P05 Ticket & Gift Card Sales, League Scheduling, Equipment/Site Rentals, Court Reservations, Trip
Reservations, Personal Trainer Scheduling, Locker Rentals, Child/Youth Management, Incident
Reporting, and Golf Tee -Time Reservations.
Other integrated products include Photo ID Card Systems, PayTrac for electronic payments, Access
Control, Remote Lighting Control interfaces, Financial System interfaces, and Point -of -Sale Touch
Screen Computers & Peripherals.
All VSI application software products are developed and deployed using 4GL Progress OpenEdge
software, while also utilizing the Progress OpenEdge RDBMS (Relational Database Management
System).
Verrnont
KEY BISCAYNE
Our vision from the beginning has been to build a reputable name in the business one satisfied
customer at a time. This is the number one goal for all VSI employees. While this is our daily
focus, it is also the driving force behind the goals we set for the company. For the most part,
our success for over 30 years has been due to listening to our customers and keeping our eye
on the emerging technological advances. We attempt to integrate new technologies with our
software, while ensuring that the new capabilities will be practical for the majority of our
customers. This approach has served our customers, and our company, very well over the
years.
From the start, we've always attempted to take the long-term view. We have chosen to
remain an independent company to ensure that we steer our own course by using our
customers as the beacon, rather than a course steered by a detached organization with their
eye on the bottom line. An example of this mindset was the very foundation of our application
development. We selected a development language, 4GL Progress that would enable our
applications to operate on a broad range of platforms. This allows the customer to select the
desired network operating system and hardware from a list of certified platforms that include
Microsoft operating systems, as well as most flavors of UNIX and Linux.
While we remain independent, we have developed partnerships with many companies. This
concept allows us to stay focused on what we do best, and still deliver powerful capabilities to
our customers. These capabilities include remote lighting control, credit and debit card
authorization, gift cards, electronic check processing, numerous financial interfaces, brochure
interfaces, continuous online backup options, qualified PO5 hardware, and extensive reporting
options. We will continue to search out and work with industry leaders where it makes sense
and enhances our applications.
KEY BISCAYNE
Experience
VSI has been providing software solutions to the municipal market since 1985, and specifically to the Parks and
Recreation field since 1988. We have completed over 1250 municipal installations, and this experience has provided
us with a tremendous base of knowledge regarding this vertical market. Vermont Systems is proud to propose
RecTrac to the District of Columbia, as it is the most complete, fully -featured, and competitively priced recreation
software available. RecTrac is developed, quality assured, and supported entirely by Vermont Systems. RecTrac is
fully integrated, which makes "ease of use" an unmatched reality compared to other available parks and recreation
software.
Application Software Architecture
VSI designed the first release of RecTrac as a fully integrated system. For our users, this means a single login to access
all software functionality limited only by the assigned menu system. The Global Sales function allows an operator to
process multiple transactions in multiple modules, and then print a single receipt. For example, you can register
family members in programs, reserve facilities, register for a passes, buy inventory or tickets, and reserve a Tee -Time,
in one operation and print a single receipt. We refer to products by module for pricing purposes only.
Database/Architecture
The proposed RecTrac 3.1 integrated browser software has been developed using Java and HTML and the database
software has been developed and deployed using the 4GL Progress OpenEdge Application Server software. VSI
embeds the Progress OpenEdge RDBMS (Relational Database Management System) with the application software. As
a result, all applications are developed using the same application architecture. As mentioned in the cover letter,
Progress is the Number One embedded database vendor based on two separate surveys by major research firms.
While the server software will operate 64 -bit, browser clients will be able to operate 32 -bit or 64 -bit. There are two
significant advantages to Progress, low cost and minimal management overhead. Compared to most other databases,
there is minimal maintenance required to manage the database, except for standard backup and restore procedures.
Several of our current customers initially had reservations about Progress, since they were more familiar with another
database (such as SQL) that required significant management overhead. They assumed the same would be true for
Progress. However, they have been pleasantly surprised to discover that it has not been the case. As a result, it has
become a non -issue with these users. It is a stable, scalable database that has provided us with satisfied customers
for over 28 years. Please visit the Progress website at www.Progress.com for detailed information.
Web Access/Connectivity
Using a browser, our WebTrac product enables online real time processing for your patrons to register for classes/
programs, reserve facilities, renew passes, reserve tee times, reserve equipment and sites, post league scores, check
league standings, etc., via the internet. Your online customers are viewing and updating the RecTrac database
simultaneously with your office staff during all transaction processing. For example, both staff entered and online
patron entered class registrations are being processed simultaneously.
Electronic Payment Processing
VSI has developed external redirect interfaces to process card payments with several processors via IP. Each interface
provides a seamless card authorization and payment process, while avoiding capturing and storing card data, and
transmitting unencrypted card data within the VSI application. The VSI ERI payment method dramatically reduces the
annual cost of PCI compliance audits, both for you, the merchant, and for VSI. Further, all RecTrac, CYMTrac and
GolfTrac browser clients and WebTrac online browser users, process card payments using the same card payment
system. VSI also offers multiple electronic check payment options.
Vermont
S
KEY BISCAYNE
Giles Willey, President, is involved in most aspects of VSI operations. In 1989, Giles developed the first
release of our premier products, RecTrac and GolfTrac, and has continued to be involved with the on -going
development of these and other products. He has 34 years of experience in systems analysis, software
design, software development, hardware and network configuration and installation for a variety of
platforms, and systems. As CEO, Giles is a major principal of VSI, and is a fully authorized corporate signer
of any documents on behalf of VSI.
Laura Valley, Vice President - Training/Support, is responsible for assuring that all VSI customers' needs are
being addressed on a continual basis. This includes prompt telephone response, shipment of software
upgrades, surveying current and future user requirements, and scheduling installations and training. Laurie
has been part of the VSI team for the past (30) years, and is a VSI principal and a fully authorized corporate
signer of VSI contracts.
Kate Mitchell, Vice President & Treasurer — as our Business Manager, Kate is responsible for software and
support services billing and payment, as well as annual software maintenance renewal billing and
payments, and new order delivery statuses. Kate has been part of the VSI team for the past (30) years,
and is a VSI principal and a fully authorized corporate signer of VSI contracts and other documents.
John Willey, Vice President - Sales, is responsible for the sales and marketing of VSI products, as well as
assisting with the research of other products for integration with application software. John has
successfully represented VSI for (23) years, while selling and installing our products. John is a VSI principal
and an authorized signer of VSI proposals and agreements.
Bruce Gepfert, Vice President of Software Development, is the leader of the software development team.
He is a primary RecTrac developer, as well as the coordinator of all other application software
development. Bruce has a Civil Engineering Degree with 12 years field experience prior to joining VSI, and
(21) years' experience in designing and developing VSI software products.
David Wirtz, Sales Manager, is responsible for the sales and marketing of VSI products, as well as assisting
with the research of other products for integration with application software. Dave has successfully
represented VSI for (19) years, while selling and installing our products.
Cullen Barber, Customer Support Manager, is responsible for new customer installations, on -site training
and on -going support services. Cullen has (22) years' experience providing excellent on -site and telephone
support for Vermont Systems customers.
Vermont
1r -I Sy
KEY BISCAYNE
Tom Valley, Customer Support Manager, is responsible for new customer installations, on -site training and
ongoing support services. Tom has (21) years' experience providing excellent on -site and telephone
support for Vermont Systems customers.
Travis Barber, Customer Support Manager, is responsible for new customer installations, on -site training,
and ongoing support services and oversees the military support group at VSI. Travis has (21) years'
experience providing excellent on -site and telephone support for Vermont Systems customers.
Patrick Hayden, RecTrac, GolfTrac, & WebTrac Product Manager, is responsible for the functional software
capabilities and for prioritizing new enhancements; developing new product initiatives based on customer/
market demand; and, working closely with Customers and VSI personnel to develop a cohesive product
strategy.
Chris Tallman, Hosting Services Manager, is responsible for 24/7/365 hosting customer support services
that include managing the VSI Eastern and Western data center operations.
Joe Bourassa, Quality Assurance Manager, is responsible for ensuring that all application software
functions perform satisfactorily prior to release to VSI Customers.
Bob Willey, Chairman, assists others in ensuring that VSI fulfills its obligations to provide high quality
software and support services and to ensure that our products are successfully implemented. He has over
(55) years' experience in the computer and application software business.
Vermont
1r 1
KEY BISCAYNE
City of Tampa, FL
Neris Reyero, Administrative Support Tech
(813) 274-8023, neris.reyero@tampagov.net
http://www.tampagov.net/dept_Parks
Customer Since: 2010
RecTrac 3.1.06.07 system with 50 users and modules of Activity Registrations, Facility
Reservations, Pass Management, Point-of-Sale/Inventory Control/Tickets, and league Scheduling,
Photo ID, WebTrac and PayTrac
City of Jacksonville, FL
Kelley Boree, Director
(904) 255-7908, kboree@coj.net
Customer since July 2016
Hosted RecTrac 3.1.06.10 system with 30 concurrent users of Activity Registration, Facility
Reservation, Pass Management, PO5, Equipment Rentals, Court Reservations, Photo ID, WebTrac,
PayTrac, MainTrac
Orange County Parks & Recreation, FL
Pam Dennison
(407) 836-6201, pam.dennison@ocfl.net
Customer since December 2015
Hosted RecTrac 3.1.06.11 system with 60 concurrent users of Registration, Facility Reservations,
League Scheduling, Pass Management, Equipment/Site Rentals, Photo ID, WebTrac, MainTrac,
and PayTrac.
The following page is a user list of customers that have converted from Active/CLASS.
Vermont
1r -j
Vermont Systems, Inc
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Converted from Active and CLASS User List
Page. 1
User: michelleb
State City
Organization Name
Contact Name
Email Address
Telephone
AK
AZ
AZ
CA
CA
CO
CO
CT
FL
IL
IL
IL
IL
IL
IL
IL
IL
IL
IN
KS
KS
KS
MI
MI
MI
MN
MN
MN
MN
MN
MN
MN
MN
MN
MN
MN
MO
MO
MO
MO
MO
MO
MO
MO
NC
NV
Unalaska
Glendale
Lake Havasu City
San Mateo
Santa Cruz
Durango
Montrose
Ridgefield
Lake Worth
Broadview
Buffalo Grove
Elk Grove Village
Elmhurst
Aurora
La Grange
Lake Forest
Westem Springs
Wheeling
Franklin
Overland Park
Merriam
Pittsburg
Holland
Mount Pleasant
Wyoming
Eden Prairie
Brooklyn Center
Golden Valley
Golden Valley
Golden Valley
Golden Valley
Golden Valley
Golden Valley
Golden Valley
Golden Valley
Golden Valley
Arnold
Ballwin
Bellefontaine Neighbors
Brentwood
Ferguson
Maryland Heights
Richmond Heights
St. Charles
Carrboro
Las Vegas
City of Unalaska
City of Glendale
Lake Havasu City
City of San Mateo
Santa Cruz Parks & Recreation
Durango Parks & Recreation
Montrose Recreation Dept.
Ridgefield Recreation Dept.
Lake Worth Recreation
Broadview Park District
Buffalo Grove Park District
Elk Grove Park District
Elmhurst Park District
Fox Valley Park District
Park District of La Grange
City of Lake Forest Parks & Recreation
Village of Western Springs
Wheeling Park District
Franklin Parks & Recreation
Blue Valley Recreation Commission
Merriam Parks & Recreation
Pittsburg Parks & Recreation
Holland Recreation Dept.
Mt. Pleasant Parks & Recreation
Wyoming Parks & Recreation
Eden Prairie Community Center
LOGIS - City of Brooklyn Center
LOGIS - Crystal
LOGIS - Eagan
LOGIS - Golden Valley
LOGIS - Lakeville
LOGIS - Maple Grove
LOGIS - Minnetonka
LOGIS - New Hope
LOGIS - Robbinsdale
LOGIS - St Louis Park
City of Amold Parks & Recreation
City of Ballwin
Bellefontaine Neighbors
Brentwood Parks Dept.
City of Ferguson
City of Maryland Heights
Richmond Heights Parks & Recreation
City of St. Charles Parks and Recreation
Town of Carrboro
Clark County Parks & Recreation
Lyndsee Wilson
Cameron Dewaele
Alexis Dintelman
Abby Veeser
Tremain Hedden-Jones
RaNae Bake!
Dana Rosemerry
Beth McKnight
Juan Ruiz
Greg Ney
Kevin Sanabrais
Andrea Hampton
Michael Hayes
Dean Bissias
Joe Gabanski
Rita Bartelt
Jeremy Ramirez
Sharon Hood
Sherry Grandon
Dave Smothers
Alison Dudley
Gray Gogolin
Lisa Way
Rebecca Rynbrandt
Aditi Salunke
Kelly Mertes
Dan Mueller
Dan Cook
Carrie Anderson
Ray Jozwiak
Mark Saari
Sam Black
Ray Jozwiak
Ray Jozwiak
Ray Jozwiak
Chrissy Summers
Linda Bruer
Mark Dickerson
Brad Barbeau
Matthew Asikainen
Kim Hedgpeth
Teresa Proebsting
Monica McCarthy
Andy Vogel
Joseph House
cdewaele@glendaleaz.com
DintelmanA@Ihcaz.gov
aveeser@cityofsanmateo.org
Ijones@cityofsantacruz.com
ranae.bakel@durangogov.org
dana@montroserec.com
recfacilities@ridgefieldct.org
jruiz@lakeworth.org
gney@bgparks.org
KSanabrais@elkgroveparks.org
ahampton@epd.org
mhayes@fvpd.net
deanbissias@pdlg.org
gabanskiacityoflakeforest com
rbartek@wspnngs.com
jramirez@ispera.com
shhood@franklin.in.gov
sgrandon@bluevalleyrec.org
daves@merriam.org
atison.dudley@pittks.org
Tway@mt-pleasant.org
RynbranB@wyomingmi.gov
asalunke@edenprairie.org
kmertes@ci.brookiyn-center.mn.us
daninueller@crystalmn.gov
dcook@cityofeagan.com
rjozwiak@logis.org
msaari@maplegrovemn.gov
sblack@eminnetonka.com
rjozwiak@logis.org
rjozwiak@logis.org
rjozwiak@logis.org
csummers@amoldmo.org
Ibruer@ballwin.mo_us
mdickerson@cityofbn.com
BBarbeau@brentwoodmo.org
khedgpeth@marylandheights.com
troebsting@rtchmondheights.org
monica.mccarthy@stchadesparks.com
avogel@ci.carrboro.nc.us
HouseJ@ClarkCountyNV.gov
(907)581-1297 Ext: 105
(623)930-4630
(928)854-0888 Ext: 0
(650)522-7408
(831)420-5275
(970)375-7327
(970)249-7705
(203)431-2755 Ext: 117
(561)586-0361
(847)850-2127
(847)228-7912
(630)993-8182
(630)966-4502
(708)588-2204
(847)810-3591
(708)246-9070 Ext: 426
(630)658-7025
(317)346-1192
(913)685-6013
(913)322-5550
(620)230-5524
(616)355-1130
(989)779-5333
(616)261-3520
(952)949-8520
(763)569-3405
(763)531-1178
(651)675-5093
(763)512-2344
(763)543-2651
(763)494-6510
(952)939-8383
(763)543-2651
(763)543-2651
(763)543-2651
(636)282-2380
(636)227-8950
(314)867-0700
(314)963-8685
(314)521-4669
(314)738-2599
(314)645-1476
(636)949-3375
(919)918-7305
(702)455-6877
Vermont Systems, Inc
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Converted from Active and CLASS User List
State City
Organization Name
Contact Name
Email Address
Telephone
User: michelleb
NV
NV
OH
OH
OH
OH
OH
OH
PA
SD
TN
TX
TX
TX
UT
WA
WI
Henderson
Las Vegas
Cincinnati
Cuyahoga Falls
Dayton
Dublin
Grove City
Westlake
Plymouth Meeting
Sioux Falls
Memphis
Baytown
Dallas
Lake Jackson
Park City
Bainbridge Island
Whitefish Bay
City of Henderson
City of Las Vegas
Anderson Park District
Cuyahoga Falls
City of Dayton
City of Dublin
City of Grove City
City of Westlake Recreation
Plymouth Township,Montgomery Co
City of Sioux Falls
University of Memphis
Baytown Parks & Recreation
City of Dallas
City of Lake Jackson
Park City Recreation
Bainbridge Island Parks&Rec
Whitefish Bay Recreation
Jennifer Rosenbusch
Marc Walters
Sheila Fehn
Jason Pullin
Kenton Curtis
Terrye Rabalais
Kevin Litman
Ann Hollows
Karen Franck
Matt Williams
Jim Vest
Mike Flinn
Liz Whittle
Trisha Huffman
Jessica Moran
Amy Swenson
Carin Keland
jennifersosenbusch@cityofhenderson.com
mwalters@lasvegasnevada.gov
sfehn@andersonparks.com
PullinJA@cityofcf.com
kenton.curtis@daytonohio.gov
trabalais@dublin.oh.us
klitrnan@grovecityohio.gov
ahollows@cityofwestlake_org
kfranck@Plymouthtownship.org
mwilliams@siouxfalls.org
jvest@memphis.edu
Michael.flinn@baytown.org
elizabetti.whittle@dallascityhall.com
thuffman@lakejacksontx.gov
jmoran@parkcity.org
amy@biparks.org
carin.keland@wfbschools.com
(702)267-4330
(702)229-6722
(513)388-4511
(330)971-8228
(937)333-7060
(614)410-4591
(614)277-3005
(440)617-4421
(610)277-4312 Ext: 125
(605)367-8804
(901)678-2990
(281)422-1151
(214)670-1802
(979)415-2446
(435)615-5414
(206)842-2306 Ext: 123
(414)963-3888
KEY BISCAYNE
i
1. General System Components
GSA 1.5: Yes, RecTrac provides for dashboard display. Users can have a personalized dashboard appear
upon login consisting of charts and graphs as well as written information detailing items of interest.
GSA 1.6: Yes, RecTrac allows for a loyalty card system/tracking participation for incentive/marketing
purposes.
GSA 1.7: Yes, every item that can be sold can have an external document attached that will print out with
the customer's receipt. There is also the option to have waiver letters and rules and regulations letters
print out when a certain item is sold.
2. Accounts/Database
AD 2.8: There are many ways to accomplish this. It depends on what you're trying to track. There are many
features, reports, etc. There are ways to create custom categories for family members and search by that
code for fees, target emails, etc.
AD 2.10: RecTrac can import addresses from a delimited text file, and these addresses can be flagged as
resident and non resident.
3. Course Registrations
CR 3.11: RecTrac allows the ability to custom create fees such as; fee changes by date, time, sibling
number, custom features and many more.
CR 3.15: Yes, RecTrac can scan or track attendance by course/location.
CR 3.16: Using an ID card, youths can scan their card and check in, and when they leave scan their card
again to check out. With the swipe out, photos of authorized pickup people will display.
CR 3.22: When linking an instructor to a class you have the option to attach a pay rate (percentage, flat
rate, hourly rate, headcount). On a user defined time interval you run the instructor pay program which
will calculate the pay by the before mentioned pay rate option.
4. Facility Reservations
FR 4.10: Yes, views are available in a listing format with searchable parameters as well as a grid format for a
more visual facility lookup and reservation process.
FR 4.11: Online facility "requests" is an option allowing staff to first approve a reservation before it is
made. You can also have reservations made but with a tentative or hold status allowing for a booking to
take place but leaving the reservation as tentative or hold until approved.
FR 4.18: Facility information, notes, photos, video, layout and map link are all available.
Vermont
V
KEY BISCAYNE
5. Financials
FL 5.3:
FL 5.4: With the RecTrac General Ledger Interface we export a custom file formatted to match with
whichever financial software is being used. If a check is returned from the bank a reversal transaction
occurs, placing a balance on the customers account. The bad check number can be tracked on the
customers record and the customer can be restricted to not be able to pay by check.
6. Marketing/Communications
MC 6.4: Both RecTrac (staff portal) and WebTrac (customer portal) are part of the same database, so a
change to a program description both updates RecTrac and WebTrac in real time and both locations
simultaneously.
MC 6.5: All modules have email functionality with filters to target specific patrons.
MC 6.6: All modules have text functionality with filters to target specific patrons. Capturing a cell phone
number and provider is required as text messages are sent as emails.
MC 6.7: All emails/texts can have an opt out option.
MC6.8: Once a program is complete, customers can be pointed to an online evaluation via WebTrac.
7. Memberships
MB 7.2: ID card, ID number, biometrics, proximity cards, phone, manual lookup are available for check -in.
MB 7.8: Yes, we have provided pricing for photo ID card hardware (1 camera, 1 printer and start-up
supplies).
8. Online
ON 8.8: Resident addresses would need to be uploaded and/or manually entered in to the system. Once
an address is used it cannot be used again.
ON 8.11: Please see the included Mobile RecTrac and Mobile WebTrac flyers.
ON 8.14: Hundreds of simultaneous transactions can occur online.
9. Payments
PMT 9.4: Installment billing or auto debit via a credit card or electronic check (ACH) are possibilities.
PMT 9.5: Scholarships and discounts are both available.
PMT 9.8: A credit card transaction creates a "token" which is limited, unique, stored credit card
information in RecTrac. This "token" is a way for the credit card processor to identify the credit card that
was used when the token was created.
Vermont
KFY B1Sc ;1YNI-
PMT 9.9: The credit card transaction is passed off and takes place entirely off site on a third -party's PCI
compliant website. Please refer to the Electronic Payment Processing document we have included in
section 3 of our response.
PMT 9.10: Please refer to the Electronic Payment Processing document in section 3 of our response.
10. Reports
RP 10.1: Yes, there are a number of standard reports provide with RecTrac. Multiple selection criteria can
be selected by the user to create reports.
RP 10.5: Report filters can provide you with this information.
11. Sports Management
SLM 11.1: Our proposal includes the League Scheduling module which provides all of the features listed
and will additionally track scores and standings as well as tournament play.
12. Technical Product Components
TPC 12.1: Our customers can choose whether they would like to host their database on local servers or if
they would like to utilize our full hosting services. We have provided the cost to the Village to add hosting
services to its system.
TPC 12.4: We provide remote access support via WebEx, telephone and through online ticket creation.
TPC 12.5 Program updates are released periodically and are available upon request. Notifications of
available updates are on the VSI website and quarterly newsletter.
TPC 12.7: See attached hosting information for details regarding the data centers used by VSI.
TPC 12.8: For hosted servers, please see included hosting information. Village -hosted databases will rely
on Village procedures.
TPC 12.10: Only the Village would have access to its data. We would only access the database via a support
call where permission is granted by the Village.
TPC 12.12: VSI expects over 99.7% uptime, except for scheduled downtimes. Please see section 6.
TPC 12.13: Upgrades/bug fixes are handled in small builds.
TPC 12.14: Virtual Server
TPC 12. 15: Database daily backup and database restore, as requested, and copy live to demo.
TPC 12.16: Printing is handled using a local driver and our Vermont Integrated Client (VIC) which is a
communication tool from the browser to the printer.
Vermont
PayTrac Payment Processing Options
Credit Card and Debit Card
EMV & Non-EMV Hardware
VSI Products 10.3y03 & 3.1.06.xx (and greater) 2/9/2017
PCI Council Announcement - EMV (Euro/MasterCardNisa) Requirement.
Effective October 1, 2015, the PCI Council announced that it would require EMV or Chip & Pin capabilities, whereby the card is inserted
into a card device that reads the smart chip embedded in the patron's card. Most of the gateways and processors are still working
through the certification process, so not all combinations have an EMV solution today. It's important to point out that EMV is NOT a PCI
compliance requirement. It is an option that is tied to liability shift. Then a secondary form of authentication, such as signature or PIN,
may be required. To meet this requirement, all US credit cards will have to be replaced with new EMV cards and all card readers
without the EMV capability will also have to be replaced. ERI business partners (CardConnect, Plug'nPay, ETS, & VeriFone each
determined which Customer Facing Terminals each will certify. Further, CardConnect, PnP, ETS, & VeriFone will certify each EMV
card reader with each processor (First Data, TSYS, ChasePaymentech, Global, Elavon, etc...). The price of EMV hardware is expected
to range from $500 to $860 each. Further, the liability for any card breach after Oct 1, 2015 that involves a Merchant not using EMV
(Chip & PIN) technology will be shifted from the issuing bank to the Merchant. VSI supports Non-EMV readers for CardConnect, PnP,
ETS, and VeriFone in product versions 10.3y03 and 3.1.06 or greater, while supporting EMV readers for CardConnect, ETS, and
Verifone with 10.3y03 and 3.1.06 or greater. Plug'n Pay is still working on an EMV reader solution.
Background - prior to the release of the Visa/MasterCard consortium Payment Card Industry (PCI) requirements that defined new
security standards for the industry, VSI had developed direct interfaces to most major processors for processing payments within the
VSI applications. In order to comply with the new security requirements, and after careful evaluation of the requirements that would
impact VSI and VSI's customers (merchants), VSI decided to develop new external redirect interface options. By choosing this route,
Merchants and VSI would not be subject to the costly audits associated with obtaining a Payment Application Best Practices (PABP)
certificate. To review the PCI requirements, please go to vow" ccisecuritystandards.orq.
VSI has made a great effort to provide multiple payment processing options that are PA-DSS compliant. However, VSI isn't able to
approve every new interface request received daily. So, as a Merchant, please contact any of the Service Providers listed below to
discuss processing fees and services offered. The Service Provider selected will guide the Merchant, while assuming responsibility for
ensuring that the interface selected, will be in compliance with PCI DSS. VSI's role is limited to providing the Merchant with a choice of
interfaces to enable payment processing with the Service Provider selected. It is the Service Provider's responsibility to ensure PCI
DSS compliance. During this process, VSI will cooperate with the Merchant and Service Provider by verifying that card data is
NOT being captured, stored, or transmitted within the VSI application and that unencrypted card data is NOT being
transmitted from the VSI application. Using an ERI, the ONLY card information stored in the database is the mask information
returned from the processor and the card expiration date.
VSI partners with Level 1 certified payment card gateways using Extemal Redirect Interfaces to keep RecTrac out of PCI scope, while
allowing RecTrac to process payment card transactions. RecTrac uses a unique transaction ID to link a customer transaction to its
related payment card that is stored on the Level 1 certified gateway. Each of these gateways has a Level 1 certification that can be
shared with a merchant. VSI is keeping pace with each gateway processor to update each gateway interface to comply with the Non-
EMV magstripe readers and new combination EMV Chip and PIN & Non-EMV magstripe readers being deployed. The EMV interfaces
will require merchants to purchase new Customer Facing Terminals capable of reading both magnetic stripes and smart chips tied to
newly issued payment cards.
Vermont Systems Inc.
Status as of: 02/14/2017 1
PayTrac Payment Processing Options EMV VSI Products 10.3y01, 3.1 (and greater)
External Redirect Interfaces (ERI)
Currently we are integrating (4) four primary ERI choices for both office staff and online customers. VSI fees may include the following:
VSI hourly support fee to integrate/setup new EMV/Non-EMV hardware to work with RecTrac.
VSI IDI (Internal Direct Interface) to ERI (External Direct Interface) Transition Support Fee $500.00 - only applicable if you
currently are licensed for the IDI interface
VSI External Redirect Interface (ERI) - required to process credit cards with RecTrac
• WORKGROUP $3000.00 Purchase/$600.00 Annual Maintenance
• ENTERPRISE $6000.00 Purchase/$1200.00 Annual Maintenance
VSI Debit Card External Redirect Interface - required to process debit cards with PIN, only applicable if the Gateway offers as
an option.
• WORKGROUP $3000.00 Purchase/$600.00 Annual Maintenance
• ENTERPRISE $6000.00 Purchase/$1200.00 Annual Maintenance
Primary Options
1. CardConnect- - Credit Card Interface Gateway
Gateway Status —
RecTrac 10.3y03 EMV/Non-EMV integration is available now for card -present payment, online payments, and Manual Authorization
payments.
RecTrac 3.01.06.07 (and greater) EMV/Non-EMV integration is available now for card -present payments, online payments, and
Manual Authorization payments.
Merchant expects to process credit card and non-pinpad debit cards in the office using a RecTrac/GolfTrac/CYMTrac client computer
that is configured with Ingenico IPP320 or ISC250 (encrypted with CardSecure' Encryption Key) and through a WebTrac online user
who keyboard enters the card data. CardConnect Payment Security Solution offers EMV, P2PE (Point to Point Encryption),
tokenization, and a secure, hosted vault which minimizes the merchant from PCI Scope.
Specific configurations do apply to the IPP320 and ISC250 that are available for purchase directly from CardConnect.
CardConnect provides multiple payment processor (Service Provider) choices including TSYS, First Data, Vantiv, Bank of America,
Elavon, and ChasePaymentech and requires no set up fees. CardConnect charges a flat monthly fee per merchant account, along with
transaction fees based on your specific volumes. Also you. the Merchant, will negotiate processing fees with your Service Provider.
Sales Contact: — 855-734-2669 or 312-644-1715 - Travis Vaniter, tvanirer@caraconnect.com
Refer to www.cardconnect.com or http.!/www.cardconnect.cormpavment-solutions/cardconnect-gateway/ for additional information.
`Customers that plan to switch from Plugn'Pay to CardConnect that currently have recurring billing, VSI does have a procedure to
automate that transfer. Please contact VSI Sales for pricing.
2. ETS (Electronic Transaction Systems) — Credit Card & Debit Card Interface
Gateway Status —
RecTrac 10.3y02 & 3.1.05 (and greater) Non-EMV integration now available with Ingenico iSC250 & L5300 encrypted magstrpe
readers.
RecTrac 10.3y02 & 3.1.05 (and greater) EMV integration has been completed and available with combination Ingenico iSC250 &
L5300 encrypted magstripe readers and EMV Chip & Pin readers.
The ETS EMV interface will require a Customer facing Terminal listed above with ETS Transvault 3.0 software (and greater). The ETS
interface supports RecTrac/GolfTrac/CYMTrac credit card and pinpad debit card payment processing, as well as WebTrac online credit
card payment processing. Since ETS handles the entire payment process, it is not considered a gateway to use other back -end
processors. While ETS can accept chip and pin EMV cards, payments are processed as a credit with no cash -back feature. ETS is also
certified for Canadian credit card and non-EMV pin debit card paymert processing using the Ingenico IPP320 reader. Canadian credit
card processing is not subject to the Oct 1, 2015 PCI Council EMV requirement. Please contact ETS directly for pricing quotes and
purchase. Estimated delivery 4 -weeks.
Refer also to: hltp,//www elsms corn/ for a complete description of ETS products and services.
Sales Contact: Sean Lynch — 800-834-7790 x222: slvnch(aetsms.corn
ETS Refunds — You must have the original receipt number to process a return/refund. In addition, the selected household must match
the household on the receipt and the previous transaction must nave been performed using an ETSERI credit card device If the
original transaction occurred less than 180 days ago a RETURN/REFUND will be processed. If the original transaction was
more than 180 days ago a refund CANNOT be processed directly through RecTrac. If you attempt to process a refund for a
2 Status as of: 02/14/2017 Vermont Systems, Inc.
PayTrac Payment Processing Options EMV VSI Products 10.3, 3.1 (and greater)
transaction that is more than 180 days old, RecTrac will display a message indicating that the refund cannot be processed. Instead, it
is recommended that you process a Refund Finance (cut the patron a check for the refund). Please note that if you attempt to process
a non-standard refund or credit via the ETS website your batch will be placed in Hold/Pending mode, thus requiring a manual
approval to settle the batch. Additionally, ETS will contact a merchant in the event a batch has been given a status of Hold/Pending.
For partial retums the refund amount must be less than or equal to the original receipt. If a refund amount is greater than any of the
original authorization amounts for a credit card auto -debit payment, RecTrac will STOP the refund/return. Refer to Vermont System's
ETS ERI documentation for instructions on how to process non-standard/blind credits.
ETS Limitations — You cannot process blind credits or sales via the RecTrac Credit Card Terminal program. Blind transactions can
only be processed via the ETS website.
3. VeriFone Point Classic, Payment -as -a -Service for Retail/MOTO Credit Card & PIN Debit Card Gateway
Gateway Status —
Progress 11 upgrade is required:
RecTrac 10,3y01 Non-EMV integration completed and available with MX915 & MX925 with end -to -end encrypted magstripe reader
RecTrac 3.01.06 Non-EMV integration is currently in development with estimated early 2017 availability date.
RecTrac 10.3y03 EMV integration completed and available with MX915 & MX925 with end -to -end encrypted magstripe reader.
RecTrac 3.01.06 EMV integration is currently in development with estimated early 2017 availability date.
Point Classic is a subscription service that reduces the need for up -front capital investment. This service includes 24x7 support,
encrypted gateway transactions, integration for new methods of payment, ongoing EMV maintenance and merchant support and full
PCI compliance. Point bundles the MX915 & MX925 card readers with warranty repair service, priority exchange service (overnight),
VSP end -to -end encryption and tokenization, unlimited number of monthly payment transactions, EMV support, NFC Enablement, point
portal, help desk support, data breach security, and gateway into one simple monthly fee. Since this is an IP web service, there is no
software or database to install on your local server. This fee does not include the fees for the processors listed below. Point EMV pin
debit payments are processor dependent, so please ask for processor verification.
Point Classic Services — VSI will provide a quote to subscribe to the Point services with a monthly fee.
MX915/MX925 Readers — Verfone will provide a quote to purchase the VeriFone EMV card readers directly from Verifone.
Verifone Sales Contact: Marty Hopper, 770-420-2979, Cell 404-395-7648, Marty H1;iVERIFONE com
Please go to: http://www.venfone com/ for a complete listing of processors that may be used with Point for credit cards, debit cards, and
pin pad debit cards. Current Point processor options:
Chase Paymentech Tampa Host— Retail & Restaurant
First Data -Nashville ISO — Retail only
First Data Omaha
First Data North
Global Payments East — Host
TSYS
Vantiv St. Pete Host
WorldPay
Point supports EMV and uses the Payware Connect gateway which is PCI DSS certified. Point will become the only VeriFone solution
for VSI software that meets the PCI Council EMV Chip & Pin mandate.
4. Plug'nPay — Credit Card Interface Gateway
Gateway Status —
RecTrac 10.3y02 & 3.1.05 (and greater) Non-EMV integration now completed and available with Magtek IPAD with end -to -end
encryption or any non -encrypted magstripe reader.
RecTrac 10.3 EMV integration is not being developed by VSI, as waiting for Plug'n Pay to complete EMV reader development.
RecTrac 3.01.06 EMV integration is not being developed by VSI, as waiting for Plug'n Pay to complete EMV reader development.
Merchant expects to process credit card and non-pinpad debit cards in the office using a RecTrac/GolfTrac/CYMTrac client computer
that is configured with an EMV or Non-EMV reader and a WebTrac online user who keyboard enters the card data. PnP provides
multiple payment processor (Service Provider) choices and requires a setup fee and a flat fee per transaction with minimum monthly.
Also you, the Merchant, will negotiate processing fees directly with your Service Provider.
Plug'n Pay is working to integrate the Ingenico ISC250 terminal that is E2EE certified into their gateway solution, but no target ETA has
been provided by Plug'n Pay at this point. Therefore, VSI is not accepting EMV hardware orders.
Sales Contact: — 800-945-2538 - Barbara Volpe x7738, Barbara(c7i P!uq'nPay com .
US Processors - refer to: lttp://www gatewaystatus com/index.cm for a complete listing of US processors certified with PnP.
Then click Support, Gateway System Status, & Here to display the US processor status list.
Vermont Systems Inc. Status as of: 02/14/2017 3
PayTrac Payment Processing Options EMV VSI Products 10.3y01, 3.1 (and greater)
Canadian Processors - current PnP certified processors in Canada include Moneris (online only, card -present scheduled), and
ChasePaymentech.
Pluq'nPay Refunds - When processing refunds for sales that were not associated with a household account, you must have the
original receipt number for which you are processing a return/refund to enter in to the RecTrac system. If the original receipt number is
not available for anonymous sales you must process a non-standard/blind credit via the Plug'nPay website. Additionally, if processing
a refund for a transaction that was processed prior to using Plug'nPay (using a different processor), you must also process a non-
standard/blind credit. Refer to Vermont System's Plug'nPay specific documentation for instructions on how to process non-
standard/blind credits.
Pluq'nPay Limitations - You may NOT process debit cards UNLESS the card can also be used as a major credit card. Additionally,
you may not process blind credits or sales via the RecTrac Credit Card Terminal program. Blind transactions can only be processed
via the Plug'nPay website. Installment billing periods of 367 days or more (billing annually, etc.) is not recommended. Since Plug'nPay
stores unique identifiers for approximately one year, you risk not having unique identifiers for your households. So billing for those
households will fail. VSI recommends no more than semi-annual installment billing (semi-annually, quarterly, monthly, semi-monthly,
bi-weekly, weekly).
Pluq'nPav Compatibility with C1TRIX - The Plug'nPay gateway is compatible with CITRIX provided there are no restrictions on the
USB hub being used by the Plug'nPay magstripe reader (MSR) and provided the local client has permission to forward the USB port
as a secondary keyboard to the Server.
Pluq'nPay Gift Cards - available, if using Mercury Payment Systems as your processor with PnP.
Alternative options for credit card processing until the EMV integrations are complete:
1. Integrated Non-EMV - use encrypted (end -to -end) magstripe reader (MSR) specific to the PCI compliant gateway you are
currently using or plan to use depending on the RecTrac release.
2. Integrated Non-EMV - use non -encrypted (no end -to -end encryption) magstripe reader with PCI compliant gateway you are
currently using or plan to use depending on the RecTrac release.
3. Non -Integrated EMV - contact your bank/backend processor to procure direct -to -processor EMV readers that you can utilize
during the transition. These payments will be processed completely outside of RecTrac, requiring the reference/auth code to
be manually entered into RecTrac for each sale. This option applies for those who prefer to implement an EMV solution now.
The gateways that VSI has integrated with our software are PCI compliant with or without EMV. The use or not of EMV chip and pin
payment cards will determine liability. For example, if a patron presents a EMV chip and pin payment card, and the merchant is
unable to read it, thus requiring use of the magstripe, the merchant becomes liable. If the merchant can read the EMV chip and pin
payment card, then liability remains with the bank/processor.
Electronic Check Processing Interfaces
Option 1 - VSI RecTrac/GolfTrac/CYMTrac 9.5a4g release and higher provides electronic check payment processing to capture the
check MICR line data and amount with end -of -day ACH processing. Certified echeck readers include MagTek MiniMICR and
MICRImage models. Contact VSI for quotes.
Option 2 - VSI has developed an interface to ProfitStars to enable electronic check payments with front and back image capture,
along with comparing the check data with a national bad check database. If interested, please contact Sales at VSI for vendor contact
data. Certified echeck reader is MagTek MICRImage model. Contact VSI for quote.
4 Status as of: 02/14/2017 Vermont Systems, Inc.
Vermont
vy3ft ms
Recreoi.on & Pork, Soliwore
Certified Operating Systems
& Client Hardware - VSI Hosted
As of 09/06/2016
VSI RecTrac 3.1 Software — Client Recommendations
This document pertains to all customers.
Note: RecTrac, GolfTrac, WebTrac, & PayTrac 3.1 software was released on December 1, 2014. The minimum recommendations
below represent our best estimate for client recommendations based on current testing. We will continue our efforts to refine these
recommendations.
Please check back often to confirm that you have the most up-to-date guidelines prior to the purchase of any new hardware.
Client Operating System Requirements:
Workstations with Peripheral Hardware
A computer with peripheral hardware, such (but not limited to) as a Cash Drawer, Receipt Printer, Bar Code Reader,
Magstripe Reader, or Touch Screen Monitor requires Windows 7/8 or Windows 10 using 32 -bit or 64 -bit computers or
Windows 8.1/10 using 64 -bit computers. Workstations with peripheral hardware also require installation of the
Vermont Integration Client (VIC, the peripheral hardware management tool for RecTrac). VIC must be installed using
Internet Explorer 10 or greater using elevated permissions. Elevated permissions means you run the IE icon using the right click,
Run as Administrator option. Once VIC is installed, workstations can use current versions of Mozilla Firefox or Google
Chrome, as well as Internet Explorer 10 and 11 and Microsoft Edge to run the RecTrac application on a day-to-day
basis as 0109/06/2016. In order to link profiles at the Workstation Level, the network must be setup to allow "Reverse DNS
lookup".
Mobile Devices and/or Workstations without Peripheral Hardware
Mobile Devices and workstations without peripheral hardware can use Internet Explorer 10 and 11, and Microsoft
Edge, as well as current versions of Firefox, and Chrome, Apple iPhone & iPad with iOS 5 or higher and Safari,
Android 4.0 or higher (Ice Cream, Sandwich, Jelly Bean), Web Browser (HTML5/CSS3/JavaScript); and Windows
7/8/8.1 & 10.
Both 32 -bit and 64 -bit client computers with at least 2GB memory (4GB is recommended) are certified to
operate with VSI 3.1 application software.
RecTrac 3.x Notebook/Desktop Monitor Recommendation:
While not a requirement, VSI recommends a monitor with 1920 x 1080 resolution to improve the screen display
appearance and to minimize the need to use scroll bars.
Vermont Integration Client (VIC)
In order to use hardware peripherals (Cash drawers, printers, Card Readers, etc...) the Vermont Integration Client
(VIC) must be installed on the workstations to which these peripherals will be linked.
Internet Access — VSI recommends that each location with clients utilizing the hosted RecTrac application have
bandwidth capacity of at least 3Mbps up and 3Mbps down, with a latency of under 80ms to the hosted application.
The actual bandwidth utilized can vary depending on the types of transactions and the types of data used per client,
however the above recommendations should be sufficient to handle between 5-8 clients processing a typical
workload. The bandwidth capacity at a location can be substantially impacted by other traffic, such as streaming
video/music, VOIP, general internet usage, other applications, etc.... It is important to note the 3mbps
recommendation assumes dedicated bandwidth. While the above is our recommended bandwidth, acceptable
performance has been realized in some cases with as a little as 1 Mbps up and 1 Mbps down, and latency under
80ms. If planning to use the system at locations that do not meet the recommended bandwidth please contact us to
arrange access to a demonstration version of the software so you can test the processes which will be used at these
locations to determine if system speed is acceptable.
E-mail: sales cr vermontsystems.com
Fax: 802-879-5368 Tel: 802-879-6993 or 877-883-8757
Certified Operating Systems
& Client Hardware - VSI Hosted
As of 09106/2016
Vermont
bysLems
Recieotion & Porks Software
To verify your connectivity to the Internet, VSI recommends the use of a speed test tool such as speedtest.net. To
verify latency to our data centers, please ping the following URLs:
adminl.vermontsystems.com (east data center)
adminl.vermontsystems.com (west data center)
1
Vermont
�.ysLenris
R ereat,on d Por�.s Soflwore
Certified Operating Systems
Client & Server Hardware - On Premise
As of 09/06/2016
VSI RecTrac 3.1 Software — Client Recommendations
This document pertains to all customers.
Note: RecTrac, GolfTrac, CYMTrac, WebTrac, & PayTrac 3.1 software was released on December 1, 2014. The
recommendations below represent our best estimate for client configurations based on current testing. We will refine these
recommendations, as we gain experience. Please contact VSI at any time to confirm that you have the most up-to-date guidelines
prior to the purchase of any new hardware.
Client Operating System Requirements
Workstations with Peripheral Hardware
A computer with peripheral hardware, such as (but not limited to) a Cash Drawer, Receipt Printer, Bar Code Reader,
Magstripe Reader, or Touch Screen Monitor requires Windows 7/8 or Windows 10 using 32 -bit or 64 -bit computers or
Windows 8.1/10 using 64 -bit computers. Workstations with peripheral hardware also require installation of Vermont
Integration Client (VIC, the peripheral hardware management tool for RecTrac). VIC must be installed using Internet
Explorer 10 or greater. Once VIC is installed, workstations can use current versions of Mozilla Firefox or Google
Chrome, as well as Internet Explorer 10 and 11, and Microsoft Edge to run the RecTrac application on a day-to-day
basis. In order to link profiles at the Workstation Level, the network must be setup to allow Reverse DNS lookup.
Mobile Devices and/or Workstations without Peripheral Hardware
Mobile Devices and workstations without peripheral hardware can use Internet Explorer 10 and 11, and Microsoft
Edge, as well as current versions of Firefox, and Chrome, Apple iPhone & iPad with iOS 5 or higher and Safari,
Android 4.0 or higher (Ice Cream, Sandwich, Jelly Bean), Web Browser (HTML5/CSS3/JavaScript); and Windows 7,
Windows 8/8.1, and Windows 10. Both 32 -bit and 64 -bit client computers with at least 2GB memory (4GB is
recommended) are certified to operate with VSI 3.1 application software
LAN/Internet Access — VSI recommends that each location with clients utilizing the RecTrac application have
bandwidth capacity of at least 3Mbps up and 3Mbps down, with a latency under 80ms to the application server. The
actual bandwidth utilized can vary depending on the types of transactions and the types of data used by client.
However, the above recommendations should be sufficient to handle between 5-8 clients processing a typical
workload. The bandwidth capacity at a location can be substantially impacted by other traffic, such as streaming
video/music, VOIP, general intemet usage, other applications, etc....So it is important to note the 3mbps
recommendation assumes dedicated bandwidth. While the above is our recommended bandwidth, acceptable
performance has been realized in some cases with as a little as 1 Mbps up and 1 Mbps down, and latency under
80ms. If planning to use the system at locations that do not meet the recommended bandwidth minimum, it may be
necessary to process test application transactions to determine if system speed is acceptable.
VSI 3.1 Software & Progress 11.3 OpenEdge — On Premise Server
Recommendations
This section pertains to Customer -hosted on premise servers and network. This section is not applicable if VSI is
providing Full Hosting services.
Typically, two (2) total servers are recommended for a RecTrac/WebTrac/PayTrac installation. These servers must
be running a 64 -bit version of the Windows 2008 R2, 2012, or 2012 R2 operating system. In the chart below,
the "Database Server" will run the RecTrac Database, AppServer, and Transaction Server components. The "Web
Server" is needed to run WebTrac and/or Mobile RecTrac and/or Mobile WebTrac, as well as to provide WAN access
to 3.1 browser clients.
The Database Server and WebTrac Server can operate as virtual servers on the same physical server hardware or
on separate physical hardware servers.
E-mail: sales(cr�vermontsystems.com
Fax: 802-879-5368 Tel: 802-879-6993 or 877-883-8757
Certified Operating Systems
Client & Server Hardware - On Premise
As of 09/06/2016
Vermont
\/Sysr is
Recreoiion & Porks Software
VSI 3.1 & Progress OpenEdge 11.3 Supported 64 -Bit Platforms:
Database/Transaction Server Requirements
Microsoft Windows 2008 R2, 2012, 2012 R2
WebTrac Web Server Requirements
Microsoft Windows 2008 R2, 2012, 2012 R2
Note: 97% of VSI customers currently use a Windows web server.
VSI develops its' application software using the Progress OpenEdge software that includes Client Networking;
Query/Results; Personal, Workgroup, & Enterprise RDBMS (embedded database) with RDBMS support for 4GL,
SQL, ODBC Wire protocol v5.3, JDBC Drivers Type 4 v3.7, and Enterprise Cluster Manager Integration; and,
OpenEdge Application Server, Basic and Enterprise Editions. Optional software includes OpenEdge Replication,
Management, Transparent Data Encryption, and Name Server Load Balancer.
Server Recommendations by Number of User Licenses
Number of
Licenses
Database Server
Recommendations
WebTrac Server
Recommendations
1-15
Processors
8-12
4+
RAM
8+ GB
4+ GB
Initial Hard Drive Space
40 GB
1 GB
Hard Drive Space for Growth
75 - 250 GB
2 - 5 GB
16-39
Processors
12+
4-8
RAM
12+ GB
4+ GB
1 GB
Initial Hard Drive Space
40 GB
Hard Drive Space for Growth
100 - 300 GB
5 - 10 GB
40-70
Processors
20+
8-16
RAM
16+ GB
4-8 G8
Initial Hard Dnve Space
40 GB
1 GB
Hard Drive Space for Growth
150 - 350 GB
10 -15 GB
70+
Processors
20-32
8-16
RAM
16+ GB
8+ GB
Initial Hard Drive Space
40 GB
1 GB
Hard Drive Space for Growth
150 - 500 GB
10 -15 GB
Note: VSI offers Load Testing services to simulate traffic in your environment. If interested, please contact VSI Sales
for a quote. In specific circumstances, VSI can configure the Database, AppServer, and Transaction server's
components to run on separate servers. Since this is an atypical configuration, please contact a VSI technician to
discuss the pros and cons, if interested.
Tel: 802-879-6993 or 877-883-8757
Fax: 802-879-5368 E-mail: sales(((i.vermontsysterns com
Vermont
: ystems
Recieoiwn & Pciks Sofrwo'.,
Certified Operating Systems
Client & Server Hardware - On Premise
As of 09/06/2016
Progress WebSpeed Transaction Server w125 Agents/Web Server Memory Requirements for
WebTrac - Generally, each WebSpeed agent requires about 250MB of memory, so 25 agents will require about
6.25GB of memory for processing during peak periods. Disk space needed has been included in the chart above.
Please refer to VSI WebTrac Installation Planning Guide for more details.
Web Server Only Requirements - Progress and VSI software, will require up to 2GB disk space on your web
server. Web server processor speed is critical to WebTrac performance. Based upon WebTrac system usage,
processing requirements will vary greatly on the Web Server(s). VSI recommends that your Web Server environment
be scalable for peak/heavy use periods, so that additional processor resources can be applied when necessary.
Please contact VSI to discuss Web Server requirements.
Bandwidth Recommendations for Online Registrations - The amount of bandwidth needed for a large online
registration varies based on the content of the pages (images, search options), what part of the system the patrons
are using, settings in the RecTrac database, and other network/infrastructure configuration. For Example: if you
expect to have 1500 households to be online in a 15 minute span, you could expect 200mb-250mb of bandwidth to
be used at peak. Once the initial wave of registrations has finished, less bandwidth should suffice.. VSI recommends
a minimum of 50mb for small (fewer than 100 households) registrations. Bandwidth plans that allow you to burst
during peak registration times are best, but if a plan that allows for bursting is not available then purchase sufficient
bandwidth to handle the peak. Upstream or Upload bandwidth is the important element versus Download. Having a
3rd party load test your system is a good idea if you have concerns regarding bandwidth.
Disk Format
VSI recommends formatting disk drives as NTFS rather than FAT32 because of file handling limitations of FAT32.
Small LAN Networks
If only 2 or 3 workstations in a small LAN network, you can optionally install the VSI software and database on a
Windows 7 or Windows 8 or Windows 10 workstation. VSI RecTrac, GolfTrac, CYMTrac, and WebTrac 3.0 software
applications are NOT certified to operate using Microsoft Small Business Server and Foundation Server.
Database Backups
Be sure to include the appropriate databases in the automated backups that should include Progress online
backup, daily magnetic media backup including network disk drives, and optionally an online backup.
SMTP
SMTP email is required to send email from the RecTrac application. The SMTP relay needs to be allowed on the
RecTrac/application servers.
VPN Connections and Reverse DNS Lookup
Note that in order to use some features that require a client "Workstation name," the server(s) needs to be able to
perform a successful reverse DNS lookup by client IP address to discover the workstation name. Without this,
RecTrac Profiles may not be recognized at the workstation level. Often by default, clients that connect thru a VPN
connection will need manual configuration at the local site to accommodate this type of lookup.
If the VIC profile is linked at the Defaults level, this requirement is not mandatory.
RAID
If you expect high transaction volume involving extensive reads/writes to disk, Progress recommends RAID 1 or
1+0 (Mirroring & Striping) for best database performance. However, if you expect light volume read/writes to disk,
but high volume read only for inquiries and reports, RAID 5 works well.
E-mail: salesOvermontsystems.com
Fax: 802-879-5368 Tel: 802-879-6993 or 877-883-8757
Certified Operating Systems
Client & Server Hardware - On Premise
As of 09/06/2016
Vermont
\i" Systems
Recreoi on & 'arks Software
Progress 11 Server Virtualization Software Support & Certification Policies
Application Virtualization software support and certification policies: Application Virtualization Software such as Citrix
Metaframe, Citrix Presentation Server, HOBLink, VMware, and MS Windows Terminal Server are products that
provide an abstraction layer that decouples the physical hardware from the „guest" operating system to deliver
greater IT resource utilization and flexibility. Progress OpenEdge provides full support with Application Software
environments. The versions noted on the list below indicate support for the entire "family" of releases within the
version. For example, support for "Citrix XenApp 6.x" extends to all Version 6 releases of XenApp and is not limited
specifically to any particular one. With this in mind, here are the minimum supported vendors and versions of
virtualization technologies:
Microsoft Hyper -V Server 2008
Microsoft Hyper -V Server 2012
VMware ESX/ESXi 3.5
VMware vSphere v4.x (ESX 4.x/ESXi 4.x)
VMware vSphere v5.x (ESX 5.x/ESXi 5.x)
RecTrac 3.x Notebook/Desktop Monitor Recommendation:
While not a requirement, VSI recommends a monitor with 1920 x 1080 resolution to improve the screen display
appearance and to minimize the need to use scroll bars.
Tel: 802-879-6993 or 877-883-8757
Fax: 802-879-5368 E-mail: salestc7t,vermontsystems com
KEY BISCAYNE
VSI provides a wide range of supporting documentation for its family of products. The preferred delivery method is
digital rather than hard copy, though with the exception of training videos, all information can be printed, if desired.
Below is a list of the help and documentation methods utilized by VSI. In many instances there is a link among these
methods that allows a user to start with On-line help from within a product and end up in a Topic Document or Training
Video that discusses the process more fully. We have tried to link related docs, when applicable, to assist with
continuity of thought.
On-line Screen Level Help - every process, screen, and field is defined in a context -sensitive help routine. For
example if a user is in the middle of Global Sales and hits the "?" icon, the user will be brought to an overview of Global
Sales followed by detailed field listings and examples of how Global Sales can be used. This On-line Help is tailored
automatically to the content of a user's screen. If a screen has been customized or altered, the Help automatically
adjusts to ensure it always matches a user's unique screen content and order.
Embedded Field Level Help - every screen has an "1" info icon. Clicking this icon enables an info icon next to each field.
When you mouse over this info icon a tool tip will appear with field level details and examples, when applicable, of how
that field might be used. Links within the mouse over are not click -able. This is a limitation of current HTML tip tool
functionality. All links within the Help are click -able from the On-line Screen Level Help discussed above.
Help Customization - customized content can be added to the Screen and Field Level help. The custom content can be
easily managed from within the application allowing users to tailor their embedded help to meet their specific needs
and procedures.
Topic Documents - a number of procedures, such as End -of -Shift and Menu Management, have been detailed in a
step-by-step document that begins with a description of the process and ends with detailed instructions for feature
implementation. Topic Documents focus exclusively on one subject and take the user through each step in the
implementation of that function. Topic Documents are integrated into the Online Help and Knowledge Base. They are
also available to users on the VSI website and through our Customer Support department.
Training Videos - training videos are much like Topic Documents but use a visual approach to better understand a
particular feature. One good example of this is the initial 3.1 Overview Video. In this 10 minute video, we highlight the
new screen widgets, such as DataGrids, and review some new vocabulary. Content is confined to a specific topic and
video lengths are limited to 8-12 minutes to keep interest piqued.
Knowledge Base - the Knowledge Base is accessible on the VSI website and provides an easily searchable database of
Problems and Solutions. Searching the Knowledge Base provides a user with solutions that have been curated from our
Customer Support database. Knowledge Base entries are integrated with both On -Line help and Topic Documents via
click -able links which are embedded in the Knowledge Base any time a help entry or topic document is relevant to the
Knowledge Base content.
Installation Planning Guide (IPG) - the IPG is used to introduce a customer to the various tables and records used as the
building blocks for the RecTrac application. The focus of this manual is to guide customers in the utilization of best
practices for application configuration. For example, one section of the IPG covers the Activity Code setup in which
each letter or number in the Activity Code should have some significance. The first position might be the season, the
second and third might be the location, the fourth might be the age group, the fifth and sixth might be the program
type and the seventh and eighth might be the unique program number. Following the code convention consistently for
all programs offered by your department will ensure that like programs can be grouped together for reporting and
sorting purposes.
Data Dictionary - the data dictionary is available to users who wish to write custom reports using third party programs
and/or who are interested in learning the relationships of tables, fields, and joins within the RecTrac database.
Vermont
s
KEY RISCAYNE
Topic Diagrams - there are a number of applications, such as Access Control and Credit Card processing, for
which a diagram best illustrates how a process functions. In cases where a diagram is more helpful than a
narrative, we have taken this approach to demonstrate the flow of a transaction through both hardware and
software channels.
Pre and Post Update Steps- Prior to every minor version/build update (updating from 3.1.03.yy to 3.1.04.yy,
for example) or major version database upgrade (upgrading from 3.1.xx.yy to 3.2.xx.yy for example), VSI
publishes a set of pre -upgrade steps to ensure that the system is prepped correctly to receive the most
recent update. The second half of this document is dedicated to any necessary post -update steps. In many
cases with minor version/build updates, there are nominal pre/post update steps. However, it is very
common to have a number of steps linked to a major version database upgrade.
Program Modifications Listings - along with every minor version/build update, VSI publishes a Program
Modifications Listing document that lists each significant change made to the programs in that release. This
document is available on our website, along with the program update executable with which it is associated.
All Program Modifications documents for the current major version are linked in the Online Help.
System Requirements- as part of the sales process we provide a number of documents that describe VSI
Sales & Support Policies, Certified Operating Systems; Recommended Hardware; Hosting Services Feature
Checklist; Hosting Services Data Center Security & Other Attributes, Hosting Services Diagrams, and
Electronic Payment Card & check Options.
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KEY BISCAYNE
Field Level Help with Customization
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Vermont
KEY BISCAYNF
Customer Service and Project Administration is a critical part of any successful installation. Vermont Systems will assist
you through the planning and installation phase of the Project. VSI uses Teamworks, Project Management Software, to
plan all phases of your installations by base and region. Teamwork Projects allows VSI and our customers to manage
the numerous tasks involved in an implementation project, keeping them organized and ensuring everyone involved is
accountable for the tasks delegated to them. Using project management software encourages collaboration with our
customers and among VSI staff engaged in a project providing everyone with a consistent and easily accessible view of
the tasks. The process and software used enables communication, document sharing, clearly defined timelines,
milestones, and outstanding items. Customers are able to easily see what has been completed, what is due to be
completed, and can monitor the entire process. The use of project management software promotes tracking progress,
staying on schedule, providing a snapshot of where the project as a whole stands, and gives everyone involved at any
level a view into the progress. The management of a software implementation project is a joint venture between VSI
and our clients, and with the Teamwork Projects software we provide the tools necessary to engage you in that process
and ensure success. Those users involved with the project will receive logins so once the contract is received, the
project begins. Teamworks will be used from that date straight through the Go Live date.
Onsite or Telephone Survey
For larger installations with multiple applications and sites, an onsite survey might be beneficial. While not required,
our experience indicates that the benefits of an onsite survey are generally worth the cost for larger installations.
However, a telephone conference call to review the results of your own survey needs will be sufficient for most new
customers. Several important items covered during the survey include:
• Review/Complete the Project Planning Schedule
• Review the software with any key personnel who will be involved in reviewing the Installation Planning
Guide and preparing for the installation and training.
• Conduct a survey of each workstation to verify/determine exactly what peripheral hardware is required —
cash drawers, barcode/magnetic stripe readers, cameras, ID card printers, touch screen monitors, and all -
in -one touch screen computers, etc. This will include any current hardware that you plan to use with the
new system, if compatible.
• Review networking and verify connectivity to all workstation locations.
• Review Internet access requirements for all users.
The survey will generate a list of tasks to be accomplished, by whom, and by when. Please note that conference calls
are also an excellent review method.
Project Planning Schedule
Currently new installations are being planned for the second quarter of 2017. The Town staff and Vermont Systems
would jointly prepare an installation schedule. This plan would list all of the functions required to complete the
installation, as well as assign our respective responsibilities including hardware, systems software, cabling/network,
application software, delivery, training, etc. Upon receiving your approval, VSI would ship the RecTrac Installation
Planning Guide. As your staff prepares for the installation, they will consult with VSI at any time via the toll free
numbers regarding any issues that may arise. Prior to on -site training, VSI will install and configure the RecTrac,
WebTrac, and PayTrac software on VSI database servers at one of its two data centers. This will include an empty live
database that will be ready for the onsite training, as well as a second demonstration database that will be available
to your staff at any time to become familiar with software prior to and during the onsite training. VSI will send a User
ID and Password to access both databases.
Vermont
Systems
KEY BISCAYNE
Project Staff Assignments
An installation team will be assigned to your account based on the services being provided. In your case, the team will
consist of a VSI Sales Manager, a Customer Support Manager, and the designated on -site Trainer. They will coordinate
VSI responsibilities, as well as assist you with the implementation of the installation plan. They will also arrange for any
other VSI assistance required. The trainer will be assigned following the acceptance of our proposal.
We highly recommend that the Village of Key Biscayne designate a 'RecTrac Administrator'. This person should be a
decision maker who is very familiar with your day-to-day operations. Initially, the VSI Trainer will work closely with
the RecTrac Administrator and other key personnel.
Training
Your IS and Finance personnel are welcome to attend any training given. As a minimum, it is very important that the
Trainer work with 15 for a few hours to review database management functions. We assume the IS personnel would
not need to be proficient in the day-to-day application functions. The pricing proposal section includes multiple days
of on -site service, including sufficient time for the minimal IS staff training that is suggested.
For a large number of users, VSI generally recommends the "Train -the -Trainer" approach, whereby, the VSI trainer
trains your key personnel who then train the end users. You may find that VSI Trainer time is spent most effectively
with smaller groups, but we are willing to train your staff as desired. While our standard training hours are 8am to
5pm, we are very flexible. Please note that there is a cost adjustment for training beyond a normal workday or on
weekends.
From experience, we have found that initially it is very effective to work with the key personnel only to set up the
database parameters, make policy decisions, and review all the file maintenance functions. The VSI Trainer will ensure
that you know how to enter the data, then move on to other functions. Your key personnel will guide your staff through
the process of finishing the data entry that might include programs, facilities, memberships, comment codes, fees,
rules/regulation letters, user/demographic codes, financial codes, etc. The trainer would also make sure all the
peripheral hardware was installed and operational. If the training is to be split between two (or more) trips, the trainer
will return in 2-3 weeks, after the data entry has been completed and the database is ready for end user training. The
schedule can be modified based on your needs. If all of the training is to be completed in one trip, then the VSI Trainer
will use the remaining days to provide daily processing, inquiry, reporting, and period end training. Regardless of the
number of days quoted, only those training days used will be billed.
Vermont
Tasks Report
New Install 3.1 - Template
Generated: Apr 20 2016 11:OOAM
Implementation - RecTrac Go Live
Active Tasks
Vermont
\fSyster r �s
Recteoi'or d. oc:k3 Soirwo•r
Task
Finish Data Entry
• GL Accounts and Cost Centers
• Users
Facilities
• Activities
• Pass
• POS
Tickets
Rental
League
Trip
Court
Personal Trainer
Locker
• Golf
• Enter Households if did not do Household Import
• Enter Facility Reservations (Made before RecTrac)
• Verify GL and Refund Interfaces
Make Activity Reservations
Test Facility Tree
Finish Installing VIC at each site
Start Date
Date Due
06 Aug (2015)
Responsible Assigned By
Assigned C.IAssigned T. April L.
06 Aug (2015) Assigned C.IAssigned T.
06 Aug (2015) Assigned C.IAssigned T.
06 Aug (2015) Assigned C.IAssigned T.
06 Aug (2015) Assigned C.IAssigned T.
06 Aug (2015) Assigned C.IAssigned T.
April L.
April L.
April L.
April L.
April L.
06 Aug (2015) Assigned C.IAssigned T.
O6 Aug (2015) Assigned C.lAssigned T.
•
06 Aug (2015) Assigned C.)Assigned T.
06 Aug (2015) Assigned CIAssigned T.
06 Aug (2015) Assigned C.IAssigned T.
06 Aug (2015) Assigned C.IAssigned T.
06 Aug (2015) Assigned C.]Assigned T.
06 Aug (2015) Assigned C.IAssigned T.
O6 Aug (2015) Assigned C.!Assigned T.
06 Aug (2015) Assigned C.IAssigned T. April L.
April L.
April L.
April L.
April L.
April L.
April L.
Apnl L.
April L.
April L.
06 Aug (2015) Assigned C.IAssigned T. April L.
06 Aug (2015) Assigned C.IAssigned T.
06 Aug (2015) Assigned C.IAssigned T.
Cullen B.
April L.
06 Aug (2015) Assigned C.lAssigned T. April L.
06 Aug (2015) Assigned C.IAssigned T. April L.
Priority Progress
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Are all profiles linked? Peripherals, location, visit, touch, etc. 06 Aug (2015) Assigned C.IAssigned T. April L. 0% Late (Not started)
Setup and Test all Hardware 06 Aug (2015) Assigned C.IAssigned T. April L. 0% Late (Not started)
Train Staff 06 Aug (2015) Assigned C.IAssigned T. : April L. 0% Late (Not started)
Credit Card Testing 06 Aug (2015) Assigned C.lAssigned T. April L. 0% Late (Not started)
Implementation - WebTrac Go Live
Active Tasks
Task
Load Testing
New HH Creation Test
Credit Card Testing
Receipt Email
Receipt retrieval via My History
Test all Splash Page Links
Password Reset Testing
Start Date Date Due 1 Responsible Assigned By Priority Progress Status
—
06 Aug (2015) i Assigned C.IAssigned T. April L. 0% Late (Not started)
06 Aug (2015) j Assigned C.(Assigned T. April L. 0% Late (Not started)
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Tasks to Complete Before Next Visit
Active Tasks
Task Start Date Date Due Responsible Assigned By
Finish loading GL 06 Aug (2015) Assigned C. John W.
tor Saran Otoka at 11.00A1V1 04r201201h
Priority
Progress
0%
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Late (Not started)
KEY BISCAYNE
Our customers receive one major application database and program update every other year, along with multiple
program only updates every 6-8 weeks. The major release is scheduled for November/December, since this period
appeals to many customers. However, each Customer decides its' own upgrade schedule. We also provide our
customers, as well as new prospects, with online access to the live software with demonstration data on the VSI web site
to enable them to review the latest release. This allows for unfettered access to the entire system. The goal is to avoid
surprises, to the extent possible.
Software Warranty Period — Vermont Systems' software is warranted to operate as specified in the User Reference
Manual and as in the "live" demonstration software which is available for review. Further, the warranty covers each
upgrade in the same manner. If Licensed, the warranty will be extended indefinitely provided that the annual
maintenance and support fees are paid each year in advance, or that the monthly SaaS fees are paid by the first day of
each month. The Software license and annual maintenance fees are priced separately.
Software Maintenance Service - Software Error Correction Procedures - If a user encounters a software use problem, the
customer (Point -of -Contact) can either call the toll free (CONUS) VSI support number to discuss the problem with a
support person or initiate a Support Ticket on the VSI web site at www.vermontsystems.com. Either way, the VSI
support person will assist the Customer to determine that the problem is either operational or a bug in the software. If
operational, the support person will assist the user to resolve the problem. If the problem appears to be a
programmatic, the support person will test to verify. If the bug is verified, the support person will enter a software repair
request, and submit it to the VSI programming staff for repair. The programmer will correct the problem and submit it to
the VSI Quality Assurance staff for testing. If the updated program(s) pass the testing phase, they will be included in the
next software Build release, added to the Modification Listing, and made available on the VSI FTP site for downloading.
VSI notifies all hosted customers that it has scheduled the software update with the latest Build during off hours.
Customer Support — Please see the VSI Sales & Support Policies document for details. Standard 800 telephone support
hours are 8am to 8pm EST, Monday -Friday; Pager support hours are from 8pm-lOpm M -F and 8am-5pm Sat, Sun, and
Holidays; and, Support Tickets can be entered on 24/7 basis. While a high percentage of VSI support calls are handled as
they are received, most other calls and support tickets are acknowledged within one to two hours, Pager calls are
returned within 15 minutes. VSI provides a critical call line to handle those issues that require immediate assistance.
While any authorized individual may call our support line, you will find it more efficient to process your calls through your
RecTrac Administrator. As a result, many of our customers prefer the central contact approach.
Installation and Cost of New Releases - The cost of all new releases is included in the annual maintenance fee or the
monthly SaaS fee, which are listed in the pricing section. All new customer hosted releases are fully automated, so the
user simply follows the upgrade instructions which accompany the upgrades. VSI updates all software for hosted
customers.
Enhancement Design and Implementation - VSI accepts Enhancement Requests via Support Tickets from all customers
and periodically reviews the requests and tracks them by application, by module, by customer using an Enhancement
Request Log. While we make a great effort to satisfy each user's requests, we do have to be careful to maintain a quality
product. Each enhancement request is evaluated to determine: 1) How many other customers have made the same
request? 2) Will the enhancement benefit other customers and have broad appeal? 3) Will it require a database change
and program change or program change only? 4) Which release will contain the enhancement?
Software Reporting Options - The proposed RecTrac V3.1 software includes many standard reports, each with multiple
print options and selection criteria by report. In addition, the standard software includes a powerful, integrated report
writer to enable the users to generate any number of custom reports. If desired, customers can use third party report
writers to access the ODBC compliant VSI application database.
Support Activities/User Groups — Our customers are the primary source of new enhancements, and therefore, a vital
part of our research and development. We attempt to maintain open communications with our customers through a
variety of means. These include attending over 35 national, regional, and state recreation conferences, newsletters, our
website, technical bulletins, toll free phone access, and user group meetings. We have determined that state or regional
Vermont user group meetings benefit more customers at a lower cost.
S
KEY BISCAYNE
Vermont Systems is proposing our RecTrac, Recreation Tracking Software, as the primary application
for the Village of Key Biscayne. Pricing for all proposed Vermont Systems solutions is included in this
section. RecTrac software licensing is based on concurrent system users, and we have based the
pricing on 10 Users. Additional users may be added at any time to the software license. The onsite
training and installation services quote includes 10 days plus travel expenses for RecTrac, Photo Id,
and PayTrac. The WebTrac quote includes 5 days for installation and training plus travel expenses.
It is always beneficial to budget for sufficient training, as this is a critical component of any successful
installation. We have included the following detailed quotes:
Vermont
V
Quote # 61576
Summary Pricing Page
RecTrac and Progress OpenEdge software consisting of Activity Registrations, Facility
Reservations, Pass Management, League Scheduling and Point of Sale, along with the
required Systems Administration module. The Incident Processing and Reporting
module is included at no charge. The quote includes 10 concurrent users and also
includes an estimated 10 days of on site training plus travel expenses and the General
Ledger Interface.
Photo ID integrated software and hardware for producing ID cards. We have included 1
camera, 1 printer, and 1 barcode reader. Actual items and their quantities are to be
determined.
WebTrac and Progress OpenEdge software for Internet Activity Registrations, Facility
Reservations, Pass Management, League Scheduling and POS. This quote includes 5
days training and expenses along with the premium splash page and first stylesheet
service.
PayTrac - the standard external redirect interface fee for processing credit cards and
accepting payments via the internet has been listed.
Sample Hardware - we have included some hardware items that may be of interest to The
Town. Further discussion is needed to determine actual hardware items and their
quantities.
Quote # 61577
VSI Hosting Services - This quote provides the cost to have VSI host its database at our data centers
rather than on Village servers. Section 6 of our response details the service levels.
Three year cost with silver level hosting services:
Year 1: $85,654 (actual hardware TBD)
Year 2: $18,682 (assumes possible 3% increase)
Year 3: $19,242 (assumes possible 3% increase)
Total: $123,578
Vermont
VI" systems
Rer!enrnn R Pofks Snirwryf,
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Description
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
Proposal Summary Pricing
VSI Quote Number: 61576
Please See Detail Breakdown
on Following Pages
Phone Number:
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date:
RecTrac - Workgroup Multi -User Software
Application Software
Progress OpenEdge Software
VSI-Add-Ons
Support Services - Training & Expenses
Total RecTrac:
ID Systems - Workgroup Multi -User Software
Application Software
Progress OpenEdge Software
ID Card Hardware
Barcode Readers
Total ID Systems:
WebTrac - Basic Edition
Application Software
Progress OpenEdge Software
VSI-Add-Ons
Support Services - Training & Expenses
PayTrac - Workgroup Multi -User Software
Application Software
Hardware - (VSI Qualified)
Printers
Cash Drawers
Payment Card Readers
Total WebTrac:
Total PayTrac:
Total Hardware:
Purchase
Price
(305)365-8901
02/15/2017
Annual Estimated
Maint/Svs Shipping"
Total
Price
$15,750.00 13,110.00 10.00 118,860.00
$3,150.00 $622.00 50.00 $3,772.00
$1,500.00 1300.00 10.00 $1,800.00
$14,150.00 50.00 $0.00 114,150.00
$34,550.00 $4,032.00 10.00 $38,582.00
$1,080.00 $190.00 10.00 $1,270.00
1216.00 138.00 $0.00 $254.00
S2,360.00 $0.00 159.00 $2,419.00
$335.00 50.00 113.00 1348.00
53,991.00 1228.00 172.00 $4,291.00
112,825.00 $2,565.00 10.00 115,390.00
12,565.00 1513.00 $0.00 $3,078.00
$2,250.00 10.00 10.00 12,250.00
57,075.00 $0.00 $0.00 $7,075.00
$24,715.00 13,078.00 10.00 $27,793.00
53,000.00 $600.00 10.00 53,600.00
13,000.00 5600.00 $0.00 13,600.00
1265.00 10.00 113.00 1278.00
1175.00 10.00 124.00 1199.00
1695.00 $0.00 116.00 1711.00
$1,135.00 10.00 153.00 $1,188.00
12 Market Place, Essex Junction, VT. 05452 877-883-8757
www.vermontsystems.com Page # 1
Vermont
\IP Systems
Recreation & Parks Software
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Description
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
Proposal Summary Pricing
VSI Quote Number: 61576
Please See Detail Breakdown
on Following Pages
Phone Number: (305)365-8901
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date: 02/15/2017
Purchase
Price
Annual Estimated
Maint/Svs Shipping*
Total
Price
VSI TOTALS
Application Software
Printers
Progress OpenEdge Software
Cash Drawers
ID Card Hardware
Barcode Readers
Payment Card Readers
VSI-Add-Ons
Support Services - Training & Expenses
Grand Totals:
• NOTE: Ski is FOB - On in
132,655.00
1265.00
$5,931.00
1175.00
12,360.00
1335.00
$695.00
13,750.00
121,225.00
$67,391.00
86,465.00 $0.00 839,120.00
10.00 113.00 1278.00
11,173.00 10.00 17,104.00
10.00 $24.00 $199.00
10.00 559.00 82,419.00
$0.00 113.00 1348.00
80.00 $16.00 1711.00
$300.00 10.00 $4,050.00
10.00 10.00 $21,225.00
S7,938.00 $125.00 575,454.00
(Plus Tax Where Applicahfe / Includes Shippinr FOB - On. in)
12 Market Place, Essex Junction, VT. 05452 877-883-8757
www.vermontsystems.com Page # 2
Vermont
4f Systems
Recreation & Parks Software
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Qty Unit
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
8 Each
1 Each
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
RecTrac Workgroup Multi -User Software
Recreation Tracking Software
VSI Quote Number: 61576
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Phone Number: (305)365-8901
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date: 02/15/2017
Description
Application Software
Activity Registration (V-RT-MU-AR)
Facility Reservations (V-RT-MU-FR)
Pass Management (V-RT-MU-PM)
Point-of-Sale/Inventory ControlfTickets (V-RT-MU-PS)
League Scheduling (V-RT-MU-LS)
Incident Processing and Reporting (V-RT-MU-IC)
Systems Administration (required) (V-RT-MU-SA)
Additional Users Over 2 (concurrent) (V-RT-MU-AU)
Unit
Price
$2,750.00
$2,750.00
32, 750.00
32, 750.00
31,950.00
$0.00
$400.00
3300.00
Extended
Price
$2,750.00
$2,750.00
$2,750.00
$2,750.00
31,950.00
$0.00
3400.00
$2,400.00
Total Application Software: ;15,750.00
Progress OpenEdge Software
OpenEdge Workgroup Appl Server & RDBMS (T -PG -MU -OE)
VSI-Add-Ons
1 Each RecTrac General Ledger Interface (V-RT-IN-GL)
10
2
10
2
Day(s)
Day(s)
Each
Each
$3,150.00 $3,150.00
Total Progress OpenEdge Software: 33,150.00
Support Services - Training & Expenses
Installation/Training, Municipal, On-Site/Day (X-S-TNG-01)
Travel Time (X-S-TNG-09)
Travel Expenses - per day (estimated) (X-X-EXP)
Expense Airfare (estimated -pay actual only) (X -X -AIR)
$1,500.00 $1,500.00
Total VSI-Add-Ons: ;1,500.00
$770.00
$375.00
$330.00
$1,200.00
Total Support Services - Training & Expenses:
$7,700.00
$750.00
33,300.00
$2,400.00
Annual
Maint/Svs
$490.00
$490.00
3490.00 1
$490.00 2
$350.00
30.00
3400.00 3
3400.00
33,110.00
3622.00 4
3622.00
$300.00 5
$300.00
30.00
$0.00
30.00 6
30.00
$14,150.00 30.00
Total Software, Hardware and Support Services
Grand Total - RecTrac:
NOTE: Shipping is FOB - Origin
$34,550.00 $4,032.00
;38,582.00
(Plus Tax Where Applicable) Inductee Shipping FOB - origin)
12 Market Place, Essex Junction, VT. 05452 877-883-8757
www.vermontsystems.com Page tt 3
Vermont
\if systems
Recreation & Parks Software
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Qty Unit
1 Each
1 Each
1 Each
1 Each
2 Each
1 Each
1 Each
1 Each
1 Each
1 Each
ID Systems Workgroup Multi -User Software
Pass Management Photo/Plastic Photo ID Card System
VSI Quote Number: 61576
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
Phone Number: (305)365-8901
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date: 02/15/2017
Description
Unit
Price
Application Software
Pass Mgmt ID Integration - Photo ID Card/Biometric (V-RT-MU-PMI) $1,080.00
Total Application Software:
Progress OpenEdge Software
OpenEdge Workgroup Appl Server & RDBMS (T -PG -MU -OE)
ID Card Hardware
Extended Estimated
Price Shipping*
Annual
Maint/Svs
$1,080.00 $0.00 $190.00
51,080.00 50.00 $190.00
$216.00 $216.00 $0.00 $38.00 4
Total Progress OpenEdge Software:
P3500s 1 -Side ID Card Printer, Ethernet/USB 18spc (H-PID-PL-11)
Polaroid P3500s ID Card Printer Cover (H-PID-PL-11-X-CV)
P3500s/P5500/P3000/P4000 Color Ribbon 500 C/R (S-PID-PL-13)
Microsoft LifeCam Studio Camera, Auto Focus, 1080p (H-PID-MS-01)
Adjustable Tripod Stand, LifeCam Camera (H-PID-MS-01-ST)
Blank White PVC Cards- 30Mil (1000 each) (PID-PVC-C-30)
$1,750.00
$35.00
$175.00
$85.00
$30.00
$110.00
Total ID Card Hardware:
Barcode Readers
Honeywell MK7580G 1D/2D Genesis Imager, USB Cable (H-BCR-HY-10)
MK7580 Custom Configuration for VSI software (H-BCR-HY-11-X-C)
$218.00 50.00 $38.00
$1,750.00 $21.00 $0.00 7
$35.00 $4.00 $0.00
$350.00 $12.00 $0.00 8
$85.00 $11.00 $0.00 9
$30.00 $5.00 $0.00
$110.00 $6.00 $0.00
$2,360.00 859.00 80.00
$335.00 $335.00 $13.00 $0.00 io
$0.00 $0.00 $0.00 $0.00
Total Barcode Readers:
8335.00 $13.00 $0.00
Total Software, Hardware and Support Services
Grand Total - ID Systems:
' NOTE. Shipping Is FOB - Ongin
83,991.00 872.00 $228.00
$4,291.00
(Plus Tax Where Applicable /Includes Shipping FOB - Ong,nl
12 Market Place, Essex Junction, VT. 05452 877-883-8757
www vermontsystems.com
Page # 4
Vermont
\dr Systems
Recreation & Parks Soltwore
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Qty Unit
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
WebTrac Basic Edition
Real -Time Internet Software
VSI Quote Number: 61576
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Phone Number: (305)365-8901
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date: 02/15/2017
Description
Unit
Price
Extended
Price
Annual
Maint/Svs
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
1 Each
5 Day(s)
1 Day(s)
5 Each
1 Each
Application Software
WebTrac Internet Software, 6-15 RecTrac Users (V-WT-SU-IS-6)
WebTrac Activity Registrations (V-WT-SU-AR)
WebTrac Facility Reservations (V-WT-SU-FR)
WebTrac Pass Management (V-WT-SU-PM)
WebTrac Point of Sale!Tickets (V-WT-SU-PS)
WebTrac League Scheduling (V-WT-SU-LS)
Mobile RecTrac (V-WT-SU-MRT)
Mobile WebTrac (V-WT-SU-MWT)
WebTrac/RecTrac Sm Workgroup Agents (V-WT-SU-AU)
$3,750.00
$950.00
$950.00
$950.00
$950.00
$750.00
$1,950.00
$1,950.00
$625.00
Total Application Software:
Progress OpenEdge Software
OpenEdge Application Server & RDBMS (T-PG-SU-WB) $2,565.00
Total Progress OpenEdge Software;
VSI-Add-Ons
WebTrac Style Sheet Service (V -WT -IN -SS -1)
WebTrac 3.1 Premium Splash Page Options (V-WT-CP-SPP)
Support Services - Training & Expenses
Installation/Training, Municipal, On-Site/Day (X-S-TNG-01)
Travel Time (X-S-TNG-09)
Travel Expenses - per day (estimated) (X-X-EXP)
Expense Airfare (estimated -pay actual only) (X -X -AIR)
$750.00
$1,500.00
Total VSI-Add-Ons:
$770.00
$375.00
$330.00
$1,200.00
Total Support Services - Training & Expenses:
$3,750.00 $750.00 12
$950.00 $190.00 13
$950.00 $190.00 13
$950.00 $190.0013
$950.00 $190.00 13
$750.00 $150.00 13
$1,950.00 $390.00 14
$1,950.00 $390 00 15
$625.00 $125.00 16
112,825.00 12, 565.00
$2,565.00 $513.00 4
$2,565.00 $513.00
$750.00 $0.00 17
$1,500.00 $0.00 18
$2,250.00 10.00
$3,850.00 $0.00
$375.00 $0.00
$1,650.00 $0.00 6
$1,200.00 $0.00
$7,075.00 $0.00
Total Software, Hardware and Support Services
Grand Total -WebTrac:
• NOTE Shrpprn ,s FOB - Onlyn
124,715.00 $3,078.00
;27,793.00 --
(Plus Tax Whets Apocabe1Includes Slupplg FOB-Orign)
12 Market Place, Essex Junction, VT. 05452 877-883-8757
www.vermontsystems.com
Page # 5
Vermont
Systems
Recreation & Parks Software
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Qty Unit
1 Each
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
PayTrac Workgroup Multi -User Software
VSI Quote Number: 61576
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Phone Number:
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date:
Description
Application Software
VSI Workgroup ERI Credit Card Interface (V-PT-MU-ERI)
Unit
Price
$3,000.00
(305)365-8901
02(15/2017
Extended Estimated
Price Shipping'
Annual
Maint/Svs
$3,000.00 $0.00 $600.0019
Total Application Software: $3,000.00
30.00 3600.00
• NOTE: Shipping is FOB - Origin
Total Software, Hardware and Support Services
33,000.00
30.00 3600.00
Grand Total - PayTrac: $3,600.00
(Plus Tex Where Applicable / Includes Shipping FOB - Odgln)
12 Market Place, Essex Junction, VT. 05452 877-883-8757
www.vermontsystems.com Page # 6
Vermont
\F bysterns
Recreation & Parks Software
Description:
Prepared For:
Contact Name-
Contact Email:
Approved By:
Qty Unit
1 Each
1 Each
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
Hardware (VSI Qualified)
VSI Quote Number: 61576
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Phone Number:
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@verrnontsystems.com) Quote Date:
Description
Printers
Star TSP143UI1, 40 col Thermal, USB, Cutter (H-PRT-ST-05-U-B)
Unit
Price
$265.00
Total Printers:
Cash Drawers
MMF Advantage 17.4Wx18.7D Dumb Drw Paint Front Blk (H-DRW-MM-11-D-BK)$175.00
Total Cash Drawers:
Touch Screen Monitors
Other Available Products of Interest
Elo 2201L iTouch Monitor 22" LCD, 1920x1080 USB Price: $535.00
Barcode Readers
Other Available Products of Interest
QuickScan 1D Scanner, USB. Black. 5 -year warranty Price: $165.00
Payment Card Readers
1 Each Credit Card EMV (Chip & Pin) Device (H -PIN -99)
Mobile Devices
Other Available Products of Interest
Honeywell Captuvo SL42 for iPhone 6 - Bar Code Pnce: $690.00
$695.00
Total Payment Card Readers:
(305)365-8901
02/15/2017
Extended Estimated
Price Shipping"
Annual
Maint/Svs
$265.00 513.00 $0.00 20
$265.00 513.00 50.00
5175.00 $24.00 50.00
5175.00 524.00 50.00
5695.00
$695.00
$16.00 50.00 21
516.00 50.00
Total Software, Hardware and Support Services
Grand Total - Hardware:
' NOTE Shipping is FO8 - Origin
51.135.00
553.00 50.00
$1,188.00
I Plnn Tax Where AppI o,Dle !Includes Shipping FOG - Ong�n
12 Market Place. Essex Junction, VT 05452 877-883-8757
www.vermontsystems.com Page 4 7
Vermont
VSystems
Recreation & Parks So(Iwore
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
Proposal Summary Pricing
VSI Quote Number: 61576
Please See Detail Breakdown
on Following Pages
Phone Number:
Fax Number:
Michelle Berthiaume, Sales Admin(michellebrc„'Dvermontsystems.com) Quote Date:
(305)365-8901
02/15/2017
1 Standard PMP software enables (optional) capture of photo image during registration, and display of photo during Visit Check -In.
You can also add the PMP ID software interface to print multi -color plastic photo ID cards
2 In order to use the graphical touch screen option in other modules, you must also license the POS Inventory module.
3 The Workgroup System is quoted for those organizations with 2-39 concurrent users The pricing for the actual number of licensed
concurrent users is found on the RecTrac quote page under the Application Software section. Two concurrent users are included
with the purchase of the first RecTrac module. Additional concurrent users are priced as Additional Users Over 2 (concurrent).
4 VSI uses Progress OpenEdge software to develop and deploy its' software applications, and also embeds the required Progress
OpenEdge Enterprise or Workgroup RDBMS (Relational Database Management Software) with its' applications.
5 You can select any of the over 100 standard GL interfaces and AP interfaces at this price. If a custom interface is needed, VSI will
provide a quote, after reviewing the requirements. The implementation procedures for all interfaces are as follows: The VSI trainer
will select (default) the appropriate vendor interface in RecTrac/GolfTrac and show customer how to generate the batch export file
that contains the summary or detailed transactions for the day (or any date range). At this point, it is the customer's responsibility to
contact the financial software vendor to arrange for assistance to import the batch file for posting to the cash receipts or general
ledger system.
6 The included expenses are ESTIMATED for airfare, lodging, meals, parking, tolls, and rental vehicle (for non -flying trips, car rental
can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls, there may
be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is
complete
7 P3500 S 1 -Side Plastic ID Card Printer, 18cps Color/5cps Mono, Ethemet/USB, Windows XPNista/W7/W/10 Server 2008/2012.
P3500S Energy Star printer includes USB Cable, PS, 3 -Year Swap Out Parts & Labor Warranty Service including Printhead. 4th
year warranty does not include the Printhead and motherboard. Annual Servicing/Cleaning and Hot Swap program for those
customers purchasing ID card supplies through VSI.
8 RI -PO -3-0100 P3500S/P3000/P4000 Color Ribbon, 500 Cards Per Ribbon YMCK-T (If P5500 250 Color Front/250 Color Back)
Each Polaroid ribbon includes a Cleaning Roller, Cleaning Card, and Snap Swab. Visible Light and Infrared bar code readers read
bar codes printed with YMCKO ribbons.
9 Microsoft LifeCam Studio, HD 8MP Res, True 1080p Sensor, Auto Focus. USB, Operating Temperature 21DF - 104DF with
Humidity <5% - 80% Non-cordensing. Jsing in hot, humid areas can damage the camera.
10 Honeywell MK7580G-2 Genesis Bar Code Imager USB Kit, 10/20, PDF17, Gray, Type A 3M Cable (9.5' - Cb1-500-300-S00)),
Power Supply, EasylD Software, Documentation, and VSI Custom Configuration. USB keyboard emulation is standard with optional
Serial or Parallel emulation. Standard keyboard emulation used to connect reader to dedicated computer. This scanner can be
used for RecTrac Background Visit Check -in by configuring it for Serial Emulation using the same USB cable. This enable the
computer to be used for other functions, while it is also being used to scan visitor ID cards.
11 Custom Configuration for VSI application software, so plug and play out of the box
12 WebTrac enables your customers to process RecTrac transactions real-time using a browser via the internet.
The WebTrac module does NOT include hosting services, which are priced separately. However, if needed VSI does offer two types
of hosting services: Web Server Only or Web Server & Database. If you need Web Server Only hosting and your IT department or
your off -premise web hosting vendor does'nt allow third party software to be installed on its servers, then VSI can offer Web Server
Only hosting with a monthly fee, which is billed on annual basis. If you need full Web Server & Database hosting services, VSI will
provide by installing your software on its servers at its TechVault data center with monthly billing.
13 WebTrac modules require respective RecTrac licensed modules in order to process web transactions
12 Market Place, Essex Junction, VT 05452
877-883-8757 www vermontsystems.com
Page # 8
Vermont
'Systems
Recreation 8, Parks Soli'» .,
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
RFP Quote
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
Proposal Summary Pricing
VSI Quote Number: 61576
Please See Detail Breakdown
on Following Pages
Phone Number: (305)365-8901
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date: 02/15/2017
14 Mobile RecTrac provides access to select staff functions using a smart phone mobile browser The Mobile RecTrac browser is
device/operating system independent. Functions such as Visit Check -In, League Scores Postings. Roster Print, Tee Sheets, and
Household Inquiries are a few of the functions that are available to the staff using a smart phone. All current and future Mobile
RecTrac staff related functions developed for all RecTrac modules by VSI are included in this one-time license fee, providing that
the annual maintenance and support fees are paid.
Mobile Hardware Options:
1. Honeywell Captuvo SL22 iPOD Sled, SL42 iPHONE Sled, SL62 iPAD Mini Sled
There are several models available for the iPOD, iPHONE,iPAD Mini including one with magstripe reader only, one with bar code
imager only, and one with both bar code imager and magstripe reader Options for both include holsters, wrist lanyards, and battery
packs. VSI is a Honeywell dealer and offers the Captuvo at prices ranging from $270 to $720 each, The iPOD,iPHONE,iPAD Mini
are fully integrated with the SL22, SL42,SL62 Sleds. Each Sled also requires the DryRain browser software at 599 that is required
to enable the units to communicate with RecTrac.
2. Motorola CS3050-SR10007WW with 1D Bluetooth bar code scanner - customers can purchase this unit from VSI or from another
source. This unit can be linked to most smart phone devices that support Bluetooth connections.
15 Mobile WebTrac provides patron access to select functions using a smart phone mobile browser. Since Mobile WebTrac is browser
based, it is device/operating system independent. Functions such as booking a tee time, enrolling in a class, viewing a calendar of
events. making a payment, and displaying their pass barcode are a few of the operations that patrons will be able to access on their
phone. All patron related functions that are developed for Mobile WebTrac will be available under this one license fee. In summary,
Mobile WebTrac encompasses all of the functions that have been developed across all WebTrac modules.
Mobile Hardware Options: any modern smart phone with or without a bar code scanner, depending on the the application.
16 WebTrac Agents needed are provided to process WebTrac online transactions. Each Agent can service approximately 20
simultaneous requests.
17 VSI will customize the WebTrac stylesheet to match the appearance of your web site as closely as possible. After you have finalized
your WebTrac page specifications, you will be asked to sign an approval form. VSI will provide the stylesheet programming services
and then ask you to verify that the results match your specs. If you ask for additional changes following the completion of the initial
styling then each major change request is priced at $750.00. Minor & Seasonal change requests are priced at $375.00 each.
18 The Premium Splash Page Option offers a choice of any one of 4 Premium Splash pages for 3.1 customers, and they are available
on the VSI websife for your review. You decide which option is best for your organization. The $1500 fee includes VSI support to
assist you to implement the template on your site. This typically takes 2-4 hours. Any time over 4 hours due to change requests will
be charged al $100/hour. Any design changes to the standard templates that require custom programming will be charged at
$140/hour.
19 The VSI ERI (External Redirect Interface) fee applies to any of the credit card vendor options
20 Includes power supply, power cord, auto cutter and cable. Wall mountable
21 The specific credit card EMV (Chip and Pin) device delivered depends on the PayTrac solution you select. This line item is used as
a placeholder for budgeting purposes. The different devices range in price from $500-$750.
12 Market Place, Essex Junction, VT. 05452
877-883-8757 www vermontsystems corn
Page # 9
Vermont
Recreation & Parks Software
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Qty Unit
1 Each
1 Each
RecTrac Workgroup Multi -User Software
Recreation Tracking Software
VSI Quote Number: 61577
Please Review Notes on Last Page
Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Hosting Services - RFP
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth Phone Number: (305)365-8901
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date: 02/15/2017
Description
Hosting Services
VSI Full Hosting Services - Silver, First 5 Users, Monthly (V -HS -S1)
VSI Full Hosting Services - Silver, 5 Add Users, Monthly (V -HS -S2)
Unit
Price
Extended
Price
$650.00 $650.00
$200.00 $200.00
Total Hosting Services:
Other Available Products of Interest
VSI Full Hosting Services - Gold, First 5 Users, Monthly Price: $850.00
VSI Full Hosting Srvc - Gold, 5 Add Users, Mnthly Price: $225.00
VSI Full Hosting Services - Platinum, First 5 Users, Monthly Price: $1,050.00
VSI Full Hosting Services - Platinum, 5 Add'I Users, Mnthly Price: $275.00
$850.00
Annual
Maint/Svs
$7,800.00 1
$2,400.00 2
$10,200.00
Total Software, Hardware and Support Services
Grand Total - RecTrac:
• NOTE: Shipping is FOB - Origln
$10,200.00
$10,200.00
(Plus Tax When Applicable / Includes Shipping FOB - Ongln)
12 Market Place, Essex Junction, VT. 05452 877-883-8757
www.vermontsystems.com Page # 1
Vermont
Systems
Recreation & Parks Softwore
Description:
Prepared For:
Contact Name:
Contact Email:
Approved By:
Hosting Services - RFP
Key Biscayne Parks & Recreation, Key Biscayne, FL
Todd Hofferberth
Proposal Summary Pricing
VSI Quote Number: 61577
Please See Detail Breakdown
on Following Pages
Phone Number:
Fax Number:
Michelle Berthiaume, Sales Admin (michelleb@vermontsystems.com) Quote Date:
(305)365-8901
02/15/2017
1
The base Hosting Services Fee does NOT include the VSI application software and Progress software annual maintenance fees.
Prior to selecting the hosting option, we require customer to test/verify connectivity from all locations to ensure satisfactory
performance. Please contact VSI Sales for additional information and scheduling, 877-883-8757 - Option #2 or email
sales@vermontsystems.com.
2 The Additional User Hosting Services Fee does NOT include the VSI application software and Progress software annual
maintenance fees.
Prior to selecting the hosting option, we require customer to test/verify connectivity from all locations to ensure satisfactory
performance. Please contact VSI Sales for additional information and scheduling, 877-883-8757 - Option #2 or email
sales@vermontsystems.com.
12 Market Place, Essex Junction, VT. 05452
877-883-8757 www.vermontsystems.com
Page # 2
VERMONT SYSTEMS, INC.
SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT 10-1-16
This SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT ("Agreement"), is made and entered into on
, by and between Vermont Systems, Inc., a Vermont corporation (hereinafter "VSI" or "Licensor", and
(hereinafter "Licensee" or "Customer"). collectively referred to herein as the "Parties" or singularly "Party".
In consideration of the mutual covenants and obligations expressed herein, the Parties agree to the following:
ARTICLE 1 — Software License
1.1 VSI hereby grants the Licensee and the Licensee thereby accepts a perpetual, non -transferable, and non-exclusive
right to use the Licensed Software and Related Materials, as described in the attached Exhibit B price quote. The
Licensed Software includes Related Materials, such as online User Reference Manuals, Sample Reports, Installation
Planning Guides, Installation Instructions, On -Line Help, and Sample Training Database with Tutorials.
1.2 VSI uses the Progress OpenEdge V 11 Development software to develop its' applications and deploys using the
OpenEdge Workgroup or Enterprise RDBMS (embedded database) with RDBMS support for 4GL, SQL, ODBC,
JDBC, and Enterprise Cluster Manager Integration, and OpenEdge Application Server, Basic and Enterprise Editions
with Replication. Therefore, Progress software with RDBMS is required to operate the application software by
platform type, and pricing is included in the attached Exhibit B. The client uses a standard HTML and Java Script
browser interface
1.3 The license granted herein authorizes the Customer to install the Licensed Software on the designated computer
platform using one copy of the programs to support live processing, training, and disaster recovery databases without
incurring additional license charges. Further, the Customer can make copies of the Licensed Software for safe
keeping purposes. Article 1.3 does not apply, if VSI is providing full hosting services.
1.4 At any time, the Customer can add software and user licenses under the terms of this Agreement by paying the
additional license and maintenance fees. The total number of authorized user workstations permitted to use the
Licensed Software is limited to the number listed in Exhibit B pricing.
ARTICLE 2 — Annual Software Maintenance and Support Services
2.1 VS1 shall provide the Customer with Software Maintenance and Software Support services for the Licensed Software
in accordance with VSI standard Sales and Support Policies, as described in Exhibit A. The extent of support services
being provided to the Customer are specifically listed in Exhibit B pricing.
2.2 The Annual Software Maintenance support shall include distribution of product update releases that include software
repairs and enhancements subsequent to the initial purchase. Biennial software updates with database conversions
will also be provided in accordance with VSI standard Sales and Support Policies, as described in Exhibit A, while
periodic program only updates are available at any time on the VSI web site. If VSI is providing full hosting services,
VSI will provide software installation and upgrade services and coordinate both with each Customer.
2.3
The Software Maintenance and Support fee will be billed annually, and it becomes effective on the first day of your
January 1"—, May 1"—, July 1st —, or _October 1" fiscal year for one year. New customers will be charged on
a prorated basis from the first day of the installation month through the end of the current fiscal year.
2.4 The required Software Maintenance and Support Agreement will automatically renew annually, unless the Customer
notifies VSI in writing prior to the end of the fiscal year that the Customer is terminating VSI Maintenance Support.
VSI reserves the right to increase the annual maintenance fees up to 3% annually, although VSI has rarely increased
these fees in the past. Customers can contact VSI in advance to obtain a firm quote for the next fiscal year.
2.5 The Customer is licensed to use the VSI software indefinitely, even if it terminates annual maintenance support. The
Licensee is the sole owner of its' data, whether Customer hosted or VSI hosted. If VSI hosted and the Customer
terminates use of the VSI software, VSI agrees provide a copy of the database to the Customer in readable fonnat.
VSI Initials Customer Initials
ARTICLE 3 — Software Training and Installation Services
3.1 Training is offered at the Customer site, at VSI (12 Market Place, Essex Junction, Vermont), and remotely based on a
quoted daily or hourly rate, as described in the VS1 standard Sales and Support Policies, Exhibit A.
3.2 Any training services and estimated charges for each Customer, including the number of training days, and travel,
lodging, meals, and other expenses, are itemized in Exhibit B. All training dates must be mutually agreed upon by
VSI and the Customer. The Customer can request a change of training dates and number of training days. liowever,
if a change is made after travel arrangements have been completed, the Customer will be responsible for any
additional costs incurred as a result of the changes.
3.3 If VSI is providing other Installation Services, such as hardware and network operating system installation and setup
services, they will be listed in Exhibit B pricing, as well.
3.4 The Customer is responsible for reimbursing VSI for all reasonable expenses, such as travel, lodging, meals, and other
expenses necessary to complete the training, as requested by the Customer. While the estimated out-of-pocket
expenses are listed in Exhibit B, only the actual expenses will be billed to the Customer, unless the Customer requires
a fixed price in advance.
3.5 VSI will honor training and other services quotes for up to 120 days, but reserves the right to modify these rates
thereafter.
ARTICLE 4 — VSI Hosting Services
4. I Web Server Hosting Service - if the WebTrac software is being licensed, it requires a web server, either in-house or
hosted, to link the Customer's transaction server with the internet. If the Customer selects the VSI web server hosting
service, as described in Exhibit D, for a minimum of one year, the fee will be included in Exhibit B and it will be
billed annually in advance. New customers will be charged on a prorated basis from the fast day of the installation
month through the end of the current fiscal year. Web Server Hosting does/does not apply to this Agreement.
4.2 Full Hosting Services - if the Customer selects full VSI hosting services for a minimum of one year, whereby the VSI
application software and Progress software are installed on VSI servers at either the Eastern or Western data center,
the monthly fee for this option will be included in Exhibit B. Full Hosting Services includes web server hosting, as
described in Article 4.1. Since VSI will/will not be providing full hosting services for the Customer, Exhibit E hosting
services specifications do/do not apply to this Agreement.
4.3 The Full Hosting Services guaranteed rate for one year, includes the Platinum/Gold/Silver level services and features,
as described in Exhibit F.
ARTICLE 5 — Charges and Payment
5.1 Customer On -Premise Hosted Software - if the Customer is installing the software on its own servers. the Licensed
Software charges will be billed to the Customer following the initial training session, and will be due within 30 days.
The initial Software License fee includes downloading the software and documentation from VSI's FTP web site. All
major software upgrades with database changes are obtained the same way. Customers are alerted when program only
updates become available, so that they can download at their convenience. Article 5.1 does/does not apply to this
Agreement.
5.2 VS1 Full Hosted Software: if VS1 is installing the software on VSI servers at either its' Eastern or Western data center,
the Licensed Software charges will be billed to the Customer when the software applications become available for
Customer use, and will be due within 30 days.
5.3 VSI Full Hosting Services: the first partial month for full hosting services payment will be invoiced on the first day of
the month following availability for Customer use, and all subsequent monthly payments are due on the first day of
each month, unless the Customer has agreed to an annual payment in advance.
5.4 The Customer shall pay all applicable sales, consumer use, and other taxes required by law, unless it is exempt from
any or all of these taxes. If tax-exempt. the Customer must provide a tax exemption certificate.
5.5 VSI will invoice the Customer for training and installation services, along with travel and other expenses,
immediately following the completion of each occurrence of training or other services.
VSI Initials Customer Initials
ARTICLE 6 — Security of Programs
6.1 The Customer shall be solely responsible for the supervision and control of the licensed Customer hosted software to
ensure that it is stored in a secure location for Customer use only and that no unauthorized and unlicensed third party
gains access to it. VSI is responsible for the security of all VSI hosted software.
6.2 Under no circumstances shall the Customer be authorized to perform Reverse Engineering of the software object code,
in order to illegally generate source code.
ARTICLE 7 — Warranties
7.1 VSI warrants that it has the right to license the Licensed Software, and that there are no pending liens, claims, or
encumbrances against the software.
7.2 VSI warrants that the software shall conform to its published specifications in the Related Materials, including, but not
limited to, the Capabilities Summary, On -Line Help, Reports Manual, User Reference Manual, and Training Tutorials.
VSI warrants that the software is merchantable, in that it will properly install and operate according to the
specifications herein.
7.3 VSI warrants to the Customer that it is solvent, not in bankruptcy proceedings or receivership, nor is it engaged in any
proceedings, which would have an adverse effect on its ability to perform its obligations under this Agreement.
7.4 VSI warrants that there has been no violation of copyrights or patent rights in connection with the Licensed Software
in this Agreement. VSI shall indemnify and save harmless the Customer from any suit or proceeding brought against
the Customer by reason of any such infringement or any wrongful use. VSI will defend or settle any such claim,
although the Customer shall be entitled to be independently represented by counsel of its own choice.
ARTICLE 8 — Limitation of Liability
8.1 Except for the warranties specified in Section 7, VSI grants no warranties, expressed or implied, including, but not
limited to any implied warranties of fitness for a particular purpose. Notwithstanding anything to the contrary in this
Agreement, it is expressly agreed that neither VSI nor the Customer shall be liable to the other Party for special,
incidental, indirect, or consequential damages, or for any loss or claim by either Party.
8.2 Liability Insurance. VSI provides the Customer with a Certificate of Liability Insurance with the Customer named as
the Certificate Holder. The standard coverage's with limits and insurer(s) are listed in the attached Exhibit C. If a
customer requires insurance coverage beyond the standard limits provided by the VSI Certificate of Insurance, then
the customer can either accept the VSI standard coverage at no additional charge or pay for the additional insurance
coverage at VSI cost.
8.3 The Parties agree that the laws of the State of Vermont will govern this Agreement, and that the venue for legal
resolution shall be in Chittenden County, Vermont.
ARTICLE 9 — Risk of Loss
9.1 For Customer hosted installations, the risk of loss or destruction, regardless of the cause, shall be the responsibility of
VSI until the Licensed Software and Related Materials have been delivered to the Customer's.premises or downloaded
to the Customer's servers. For VSI hosted installations, VS1 will be responsible for the risk of loss or destruction.
9.2 For Customer hosted installations, the Customer shall be responsible for verifying that the Licensed Software and
Related Materials have been received, installed on the designated computer(s), and are operational, unless the
Agreement specifies that VS1 will install the Licensed Software as part of the on -site training. For VSI full hosted
installations, VSI will be responsible for installing the software on either the Eastern or Western data center server.
ARTICLE 10 — Personal Information Protection
10.1 Customer On -Premise Hosted Software & Database: if the Customer installs the VSI application software on its' own
servers, the Customer will be responsible for the SSL (Secure Socket Layer) to protect confidentiality of patron data
flow between the server and the user workstations. To protect data at rest, VSI offers the chargeable Progress TDE
(Transparent Data Encryption) software option to encrypt user -selected sensitive data fields to secure them from
unauthorized access.
VSI Initials Customer Initials
ARTICLE 10 — Personal Information Protection — continued
10.2 VSI Hosted Software & Database: VSI will provide the SSI. (Secure Socket Layer) Certificate for the hosting servers
to protect the flow of data between the hosting servers and the Customer's remote users, as described in Exhibit E.
The Progress TDE (Transparent Data Encryption) software to protect data at rest is included with VSI hosting services
at no additional charge. If a breach occurs, VSI will notify the Customer immediately regarding the extent of the
breach, so that the Customer can notify its' patrons that a breach of security has occurred.
ARTICLE 11— Application Source Code
1 1.1
The Source Code for all VSI application software, along with a list of licensed customers, is held in escrow by VSI's
Escrow Agent. Kolvoord, Overton, & Wilson. Attorneys, at 6 Joshua Way, Suite B, Essex Junction, Vermont 05452,
Attn: Jason Ruwet 802-878-3346, jrn@essexvtlaw.com. The source code held in escrow is updated after each
software release. If VSI defaults in providing software maintenance support due to company failure, or bankruptcy, or
discontinuance of said service by VSI, it will notify the Customer and the Escrow Agent that it is in default. The
Escrow Agent will then make the source code available to the Customer within thirty days of written notice for
Customer support use only.
ARTICLE 12 — Independent Contractor
12.1 In performing the work under this Agreement, VSI acts as an Independent Contractor and is solely responsible for
necessary and adequate workers' compensation insurance, as well as personal injury and property damage insurance.
ARTICLE 13 — Change Orders or Extensions
13.1 The Customer may require changes in the scope of services to be performed by VSI. Such changes, including any
increase or decrease in compensation amount, must be mutually agreed upon in writing by the Licensee and VSI. VS1
shall be compensated for all authorized changes in services.
ARTICLE 14 — Authorization and Entire Agreement
14.1 Each party represents and warrants that it has the power and ability to enter into this Agreement, to grant the rights
stated herein, and to perform the duties and obligations described herein.
14.2 This Agreement and the attached Exhibits A.13, C, D, E, F constitute the entire Agreement between Vermont Systems
and the Licensee. Exhibit D does/does not apply to this Agreement.
14.3 If any term or other provision of this Agreement is invalid, illegal or incapable of being enforced, then all other
conditions and provisions of this Agreement shall nevertheless remain in full force and effect.
Vermont Systems, Inc. Customer
Authorized Signature Authorized Signature
Giles Willey. President
Printed Name and Title Printed Name and Title
Date Date
Vermont
V41111411
II. Systems
kecfeotion & Potks SOftwofe
Sales and Support Policies
Exhibit A 411812016
1. SOFTWARE LICENSE:
The application software license is a one-time fee, which provides for the perpetual use of the software. While a deposit may not be
required, the full software license fee is due for all accounts within 30 days of completion of the first training session. The Progress
OpenEdge VI I Application Server software and Personal, Workgroup, or Enterprise Relational Database Management System (RDBMS
imbedded database) software licenses are also required to operate the VSI application software using a browser or web client
2. ANNUAL SOFTWARE MAINTENANCE AND SUPPORT:
The required annual maintenance support fee is prorated from the first day of the installation month to the end of the first fiscal year, and
thereafter, it is due annually on the first day of each new fiscal year. This fee includes the following:
Worldwide telephone (800 US & Canada) and web support for VSI and Progress software five (5) days/week, Monday -Friday, 8am-
8pm ET, and availability of chargeable Extended Hours Pager Support Monday — Friday, 8pm—I Opm ET, and Saturday, Sunday, &
Holidays 8am-5pm ET. Further, Pre -Arranged Standard & Non -Standard Hours Standby Telephone Support is available. as described
in Section 4 below. The following are included as part of the annual maintenance fee:
Maintenance and repair of application software malfunctions with an acknowledgement response, as described in the Call Process,
Section 5 below.
One major application software upgrade every two years, along with multiple periodic updates. Major upgrades usually require a
database conversion, while other periodic updates are program only. Enhancements are based primarily on user requests, but they also
include an extensive number of VSI initiated improvements, all of which are added at the discretion of VSI. The status of all VSI
software releases is available on VSI's web site at www.verntuntsystems.com. Further, VSI notifies all Customers regarding the status
and availability of all software releases in its' quarterly newsletter. Customers must contact VSI to schedule major software upgrades,
which are downloaded from VSI's FTP site by Customers that host on premise. VSI upgrades software for all VSI hosted Customers.
One biennial database conversion by VSI via FTP or WebEx during standard VSI business hours. VSI FTP/WebEx database
conversion services are only chargeable, if started and/or completed during non-standard VSI business hours (before 8am and after 5pm
ET, Monday through Friday and on weekends and holidays). Please note that all non -production database conversions are billable at
standard VSI support rates. VSI provides coordinated software upgrade and database conversion services for VSI hosted Customers.
Federal and State regulatory requirement changes.
User ID and Password login access to Customer Support and Downloads sections on VSI web site.
Phone support to explain how to configure database, how system works, and how to prepare for implementation of certain functions,
such as those listed below under Extended Dedicated Support.
Updates to financial and other interfaces due to VSI application software modifications and not due to application software
modifications by other vendors.
Any of the following costs associated with customer support are not included:
Actual usage of Standard Hours Pager Support, 8pm-l0pm ET, Mon -Fri and Sat, Sun, & Holiday 8am-5pm ET.
Pre -Arranged Standard Standby Telephone Support, Monday -Friday, 8am-5pm ET, and Non -Standard Standby Telephone Support are
chargeable at different rates per hour.
Any associated travel and out-of-pocket expenses for installation and training services.
Installation and configuration of product enhancements or releases, database repairs, and more than one biennial database conversion
are chargeable, unless VSI is providing hosted services.
Telephone support related to computer hardware, operating systems, networking, and reinstallation and configuration of application
software is chargeable. If the hardware and software configurations are modified after VSI has completed on -site or telephone
installation services, additional requested support services are chargeable.
Telephone training, as a substitute for on -site training or classroom training at VSI, as well as for untrained operators, is chargeable.
Refer to Sections 6 and 7 below and to standard VSI hourly services pricing.
VSI application software WAN access configuration.
Customized print programs and updates are chargeable.
Interfaces to export or import data from or to other application software databases are chargeable.
Extended Dedicated Support to implement or change certain functions, such as l) Switching from Cash to Accrual Accounting; 2)
Reinstall WebTrac software on server; 3) Customize Splash Page; 4) Create Web Bypass Links; 5) WebTrac Style Sheets changes; and,
6) Database Support to analyze and correct extensive out -of -balance condition.
Hosting services are not included in the VSI application software maintenance fees.
3. PROGRAMMING ENHANCEMENTS:
Although VSI policies provide for charging for special programming, we generally do not charge for individual enhancement requests. All
approved enhancements and repairs are automatically included in all updates as part of the annual maintenance fee.
E-mail: supportavermontsystems.com
Fax: 802-879-5368 Tel: 802-879-6993 or 877-883-8757
Vermont
11114181. Systems
Recreohon $, Poiks Sol!wove
Sales and Support Policies
Exhibit A 4/18/2016
4. VSI EXTENDED HOURS PAGER & STANDBY TELEPHONE SUPPORT SERVICES:
Standard Extended Hours Pager Telephone Support
Monday - Friday 8pm — l Opm ET, and Saturday, Sunday, & Holidays 8am-5pm ET. If extended hours support is actually provided, it is
chargeable with a minimum per call or multi -call issue.
Pre -Arranged Standard and Non -Standard Hours Standby Telephone Swoon
Standard Standby Telephone Support, Mon -Fri, 8am-5pm ET and Non -Standard Standby Telephone Support can be pre -arranged by calling
VSI at least one full business day in advance. Standard & Non -Standard Standby Support is provided at different rates per hour.
5. SUPPORT CALL PROCESS:
To provide high quality support and to effectively assign resources to incoming calls, three types of call priorities are identified as follows:
Priority 1 is considered Urgent or High Priority, Priority 2 is classified as Medium Priority, and Priority 3 is deemed to be Low Priority.
The criteria used to establish guidelines for these priorities are as follows:
Priority 1— High
Consists of errors that cause unrecoverable loss or corruption of data or loss of essential software functionality that prevents Customer
processing, and there is no workaround. Generally, the system would be down.
Priority 2 — Medium
Consists of errors that cause loss of essential software functionality that prevents Customer processing, but has a workaround, or loss of
non -essential software functionality that does not have a workaround. Generally, the system is not down, but the problem is causing
staff inconvenience.
Priority 3 — Low
Consists of errors that may be causing loss of non -essential software functionality, but have a workaround. While the system is not
down generally, the Customer's operational questions need to be resolved.
Response Times
VSI will respond to Priority 1-3 support calls in accordance with The Table of Service below, and all time references are clock hours or
calendar days, unless otherwise specified. The Customer will use the VSI telephone number or support email address during standard
VSI business hours, as described in Section 2, or the VSI pager number during standard pager support hours, as described in Section 4.
The Customer can also call the pager number to request support during pre -arranged non-standard pager support hours, as described in
Section 4. The Customer and VS1 support person may also use cell phones for more efficient responses.
All issues or questions reported to support are tracked via a logged support call that contains at a minimum the Customer name, contact
person, software product and version, module and/or menu selection, nature of issue, detailed description of the question or issue, and
any other pertinent information. The support person will provide the Customer with a call number to track each call issue. Each call
will be stored in a queue and the first available support representative will be assigned to the next call issue.
While reviewing the call issue, the assigned support person will contact the Customer, if additional information is needed. The VSI
support person will either resolve the issue with the Customer or advise the Customer regarding the status and the course of action
being taken to resolve it. All correspondence and actions associated with a call are tracked in the support database. If the issue needs
to be escalated to a development resource, the Customer will be informed. While issues escalated to development will be scheduled for
resolution, they may not be resolved immediately depending on the nature and complexity of the issue. The Customer may contact the
support department at its convenience for a status update on development issues.
Escalation Process
In the event that VSI is unable to provide either a permanent or a mutually acceptable temporary resolution within the applicable
timeframes set forth in the Table of Service below, VSI will initiate escalation procedures at VSI's sole expense, except if due to
hardware malfunctions, utility failures, air conditioning malfunctions, non VSI software problems, communications malfunctions,
environmental problems, user errors or any other cause outside VSI's reasonable control, in which case VSI may charge the Customer
at the hourly rates listed in VSI services pricing. However, VSI will continue to assist the Customer to resolve the problem, even when
VSI and Customer may not agree on the cause of the problem.
E-mail: support a(�.vermontsystems.com
Fax: 802-879-5368 Tel: 802-879-6993 or 877-883-8757
Vermont
iiiIIIIIIII' Systems
Recreoi on 6 Porks Sohwore
Sales and Support Policies
Exhibit A 411812016
Table of Service Requirements.
The table below lists the service level required by the three Priority levels described above:
Service Level Required
Priority 1 Priority 2 Priority 3
(time measured from initial call to VSI)
Initial Response Due
1 hour
4 hours
5 days
Correction identified and a mutually agreeable
correction plan will be developed within
24 hours
7 days
As mutually agreed
Escalation Stage 1 (Support Managers)
12 hours
7 days
N/A
Stage I Status Report Intervals
Every 4 hours during
standard business
hours
daily
N/A
Escalation Stage 2 (Vice President of Support)
24 hours
7 days
N/A
Stage 2 Status Report Intervals
Every 4 hours during
standard business
hours
daily
N/A
Escalation Stage 3 (President)
72 hours
10 days
N/A
6. VSI SUPPORT SERVICES PRICING
VSI charges a daily fee for on -site training based on an 8 -hour day, plus out-of-pocket travel expenses. VSI charges the same daily fee for
classroom -training at VSI for the first two Customer trainees, along with a reduced rate for each additional trainee. Other services include
800 telephone training, programming. hardware, and network configuration support services. Travel time, which includes two-way travel
for trips lasting less than 4 hours, is also chargeable. VSI reserves the right to modify these rates at any time.
7. VSI WEEKEND SUPPORT SERVICES PRICING:
The daily and hourly weekend training rates are based on one and one half times the standard weekday rates. If the Customer asks a VSI
Trainer to stay over a weekend, in order to save on travel costs, and no training is provided, the Customer will be charged a reduced daily
fee, plus all normal travel expenses. VSI reserves the right to modify these rates at any time.
8. ON -SITE TRAINING SHORT NOTICE CANCELLATION PENALTY:
If scheduled on -site training is cancelled with less than 3 weeks' notice, the Customer will be responsible for any travel expense losses, as
well as a penalty to partially offset VSI Trainer rescheduling costs. This penalty will be applied reasonably.
9. TRAINING CANCELLED DURING SCHEDULED ONSITE TRAINING WEEK:
If the Customer cancels or delays training for any reason (weather, trainee sickness, etc) while the VSI Trainer is onsite, Customer must still
pay VS1 daily rates for training and travel expenses.
10. TELEPHONE SUPPORT:
Telephone support worldwide, during VS1 standard business hours, is included in the Annual Software Maintenance and Support fee,
provided that VSI has previously trained the individuals being supported. Otherwise, chargeable telephone or on -site training must be
completed.
11. DOCUMENTATION:
All documentation is provided electronically with the application software and it includes the User Reference Manual, Installation Planning
Guide, Sample Reports, Installation Instructions, On -Line Help, and Sample Database with Tutorial. Customers can print any number of
copies needed to train their staffs and manage their operations.
12. INSTALLATION PLANNING:
After receiving your order, VSI will assist you to develop a plan, which will assign Customer and VSI responsibilities for the various
elements required to successfully complete the installation and training.
13. THIRD PARTY VENDOR GENERAL LEDGER/CASH RECEIPTS INTERFACE PROCEDURES:
The VSI Trainer will configure RecTrac/Golffrac/CYMTrac software for the appropriate vendor interface and will show the Customer how
to generate the batch export file that contains the summary or detailed transactions for the day or any date range. At this point, it is the
Customer's responsibility to contact the financial software vendor to arrange for assistance to import the daily batch file for automatic
posting to the cash receipts or general ledger system. The VS1 trainer is not responsible for importing the batch files into any third party
application software or for contacting the vendor.
E-mail: support(cr�vermontsystems.com
Fax: 802-879-5368 Tel: 802-879-6993 or 877-883-8757
Vermont
V1
illiillb Systems
Recreoion & Parks SVfiwore
Sales and Support Policies
Exhibit A 4/18/2016
14. HARDWARE PAYMENT & WARRANTY:
Full payment for the hardware and systems software is due following delivery and verification of the order. The verification process must
be completed, so that all payments can be made within 30 days of delivery. The VSI supplied hardware includes warranties from the
manufacturers or distributors for specified periods. Please review the quotes and warranty chart provided by VSI. After the warranty period
or add-on warranty period, hardware vendors also provide time and materials maintenance support. Warranty and maintenance contract
service provided on a Depot Basis can require several days to complete. Therefore, plan your purchases to include spare critical units, in
order to provide your users with uninterrupted operations. Hardware returns in the original packaging are only accepted during the first 30
days following delivery.
15. VSI POS HARDWARE SUPPORT:
To support our POS software applications, VSI offers a broad range of hardware computers and peripherals that we have evaluated,
qualified, and configured to function properly with our software. This requires an extensive investment of resources including labor and the
purchase of one or more of each type hardware product. Further, these hardware products are essential to support our customers and for
testing each software upgrade. Most customers appreciate the availability of these qualified products, since it saves them from experiencing
the same expensive process.
Our priority is to offer only high quality products with extended warranties at competitive prices, but not necessarily at the lowest prices. A
qualified product that is competitively priced is much more important than the lowest price. More often than not a lower priced, unqualified
product will eventually cost much more for all concerned. VS1 hardware support policies are as follows:
Qualified POS Hardware Purchased from VSI — Full Support:
VSI will be responsible for ordering the properly configured hardware with the correct cables and other features, delivery, installation and
configuration assistance, toll free telephone support, and warranty service arrangements, as needed.
Qualified POS Hardware Purchased from Another Source — Partial Support:
VSI is not responsible for resolving problems resulting from incorrectly ordered hardware, resulting installation and configuration problems,
and warranty service arrangements. However, VSI will provide limited guidance and support, during the installation of the hardware. If
issues are not resolved within a few minutes, then VSI will continue to provide 800 phone assistance at the standard VSI support rate.
Non -Qualified POS Hardware Purchase from another Source — Limited Support:
VSI does not support non-VSI qualified POS hardware using our 800 support lines. However, if a customer calls for assistance and the VSI
support person determines that the request is for a non -qualified product, he/she will discuss options as follows: I) Select qualified
hardware on the VSI price list, or 2) Discuss qualifying a new product with VSI management. If a customer requests VS1 to consider
qualifying a non -qualified product, we will evaluate the circumstances, and if justified, will attempt to qualify. In order to proceed, the
customer must send an evaluation unit to VSI and we will attempt to qualify it at standard VSI support rates. The customer must specify a
qualifying spending limit. If successful, VSI may or may not add the product to our price list. If added, VSI will continue to support the
product, as described under qualified hardware options. If not, any on -going qualifying that might be required, as a result of hardware or
software upgrade changes will be chargeable.
POS Hardware Onsite Installation Support:
If you expect the VSI Trainer to install POS hardware during an onsite training trip, you must allocate sufficient time in the schedule to
complete the software training and the hardware installation and configuration. The time allocated will vary based on the three situations
described above, but the most time-consuming will involve hardware that VSI has not qualified. The time allocated will also vary
depending on the number units to be installed. If the VS1 Trainer installs and configures the hardware during a normal 8 -hour workday,
then this would be included in the previously approved onsite training fee. If the VSI Trainer is required to work in excess of 8 hours on any
given day, in order to complete the hardware setup and software training during the scheduled onsite visit, then the Customer will be billed
for overtime fees.
E-mail: supporttavermontsystems.com
Fax: 802-879-5368 Tel: 802-879-6993 or 877-883-8757
EXHIBIT E
Vermont Systems Cloud Computing Services
VS1 Eastern & Western Data Centers
1. Full Hosting Services:
VSI owns and manages redundant servers and communications devices that are installed at its Eastem and Western data
centers. These systems are operational on a 24/7/365 basis. VSI provides its hosting services customers with Progress
deployment software support, Progress RDBMS database support, and extended hours Pager support as described in VSI's
Sales & Support Policies (Exhibit A in the VSI Sales Agreement). Initially, this includes live hosting phone support from
8:OOam to 8:OOpm, Monday — Friday, plus no charge 24/7 Pager support for all other hours. Hosted Services Support is
specific to application availability. If users are unable to access the application software, they would contact Hosted
Services Support. As the number of hosting customers grows, live hosting phone support will be expanded accordingly.
2. Eastern & Western Data Center Hosting Services:
Tech Vault and FORTRUST are VSI business partners that assist VSI to provide full hosting services for VSI customers.
Tech Vault Data Center has a Green Building Council Silver Certification (Leed Silver) and is HIPAA, PCI-DSS, and
SSAE-16 SOC 2 compliant. Tech Vault has also applied for LEED Gold certification. FORTRUST Data Center has been
awarded an M&O Stamp of Approval with Tier III Gold Certified and SSAE-16 Services Organization Control (SOC) 1
Type 2, SOC 2 Type 2, SOC 3 SysTrust Services Organization, BBB A+ Accreditation, HIPAA, and GLBA reporting
colocation facility with 100% uptime.
At Tech Vault, massive Internet bandwidth is provided by six ISP providers, each having dual points of entry into the
facility. Tech Vault is a node on every carrier's regional SONET ring. All onsite ISP network systems are delivered by
redundant Cisco router infrastructure, and BGP services keep your systems available and online in any event. Tech Vault
provides a 99.999% bandwidth uptime guarantee with its SLA's.
Data Center Space:
- Multi -level security access to the server facility.
- HIPAA-compliant facility with exterior walls built to Homeland Security specifications.
Data Center Cooling & Environment:
Industry -leading cooling with integrated humidification.
Fully redundant N + I architecture.
Security & Access:
Man -Trap access -only with dual -factor finger biometric scan and integrated HID proximity reader.
Keycard and biometric facility access.
Authorized VSI access 24/7/365.
Video surveillance cameras, internal and external, 24/7/365 basis.
Power:
- Fully redundant battery and automatic generator backup.
Internet Services:
- Data Centers are ISP Carrier neutral facility.
- Multiple-tier=one-providers.
- Internet utilizes Border Gateway Protocol to provide 100% internet availability.
Additional Data Center Features:
24/7/365 Facility Environmental Monitoring by Data Center staff.
Hardware Monitoring (SNMP) and Diagnostics.
100% uptime for bandwidth and power.
3. VSI Managed Hosting Services:
Redundant hosting servers, routers, and switches with automatic fail -over.
Progress Deployment software support and Progress RDBMS database support.
Automatic VSI program updates.
Database daily backup and database restore, as requested, and copy live to demo.
RecTrac and WebTrac only generated email service. (Not to be used as a general mail server)
Monthly Internal/External Vulnerability Scan both data centers by Trustwave.
Quarterly Internal/External Penetration Test both data centers by Trustwave.
3. VSI Managed Hosting Services (continued)
Managed hosting services anti -virus protection.
All VM services are hosted in a private cloud.
VSI will routinely install server operating system updates, as released by the vendors.
Progress Replication between data centers for Disaster Recovery site*
Progress TDE Encryption available for data at rest protection**
* Failover to warm Disaster Recovery site is controlled manually by VSI staff. Since each data center has localized
redundancies built-in, a catastrophic event would need to occur before failover would be initiated. Alternate URL's for
RecTrac/WebTrac will be provided to customers in case a Disaster Recovery event occurs.
**
Depending on the Site License Agreement, additional licensing fees may apply.
4. VSI Additional Chargeable Hosting Services:
Periodic database performance audits and tuning.
Assisted HTML development of splash pages and implementation.
5. SSL (Secure Sockets Layer) Certificate:
VSI will provide the SSL Certificate for the hosting servers. While the flow of data between the hosting servers and the
Customer's remote users is encrypted using the SSL provided, VSI is not responsible for any loss of data beyond our
control.
6. Fire Wall Rules:
VSI is responsible for configuring and maintaining the firewall rules for the hosting servers and will notify the Customer
of any changes that would impact the Customer's access to the application database. The Customer is responsible for
configuring and maintaining firewall rules for all Customer locations.
7. Periodic Hosting Servers Maintenance:
VSI will provide the Customer with advance notice when the hosting servers will be unavailable due to scheduled
maintenance. VSI will coordinate with the Customer to minimize down time for scheduled maintenance.
8. VSI Hosting Servers Technical Support:
If the source of a technical problem exists within the systems or technology under VSI management, no charge will apply.
For example, a technical issue, such as, your hosting server becomes unreachable due to a network or hardware failure.
This example is for reference purposes only and should not be misconstrued as the only issue that might arise over time.
9. ERI PayTrac License:
The Customer must license one of the VS1 certified ER1 credit card interfaces to process office (Retail, MOTO) and online
(ecommerce) payments and to ensure that credit card data is encrypted and secure. If pin debit card payments are to be
accepted, then a VSI ERI pin debit card interface will be required for the same processor. If check payments are to be
processed electronically, a VSI eCheck interface will also be required.
10. Hosting Penalties:
There shall be no downtime penalty for scheduled operating system upgrades, scheduled Progress software updates,
application software upgrades, DNS outages. and application database upgrades. Except for these scheduled downtimes,
VSI expects over 99.7% uptime. Therefore, if the software applications are unavailable for customer use for more than 26
- -hours of a total -8760 -hours in a calendar year due to [testing services, VSI will credit the customer with a prorated amount
for any lost time exceeding 26 hours to the nearest 15 minutes.
EXHIBIT F - VSI FULL HOSTING SERVICES 3.x Software
Service Level Feature Comparison 10/12/2016
Item
Description
Silver
Gold
Platinum
1
Flat monthly fee (no transaction fees) based on Service
Level and number of concurrent users.
Yes
Yes
Yes
2
No forced convenience fee passed on to patrons. VSI
customer can elect to charge a convenience fee to the
patron for WebTrac transactions, but this is a user -
defined parameter.
Yes
Yes
Yes
3.
Servers managed by VSI in two secure data centers
located in eastern and western regions of the United
States. All server hardware and operating system
maintenance is provided by trained VSI professionals.
Yes
Yes
Yes
4.
RecTrac Email Archiving tracks emails sent in report
format to include address, recipent, subject, email body,
and RecTrac user who sent the email, along with the list
of BLOB attachments. Does not guarantee delivery or
receipt.
Yes
Yes
Yes
5.
All VSI application upgrades will be performed by VSI. If
these upgrades involve "planned" downtime, they will be
coordinated with the customer to occur during off-peak
hours. Any planned downtime for software upgrades will
occur after 11:30 ET for the Eastern data center and
11:30pm MT for the Westem data center.
Yes
Yes
Yes
6.
Test application upgrade performed prior to the live
database upgrade so that a customer will have an
accurate understanding of the planned downtime period
needed to perform the upgrade.
Chargeable
Chargeable
Yes
7.
After Image (.AI) snapshot window in minutes. These
snapshots reduce the potential data loss if a system
failure takes place. A lower value equates to greater
"insurance coverage". This coverage extends
backwards 7 days from the current day.
180
120
60
8
Daily Live Database Backups and nightly off -premise
backups are performed by VSI on a rolling 7 day basis.
In addition, VSI maintains a rolling quarter -end backup
and a rolling annual backup for three years.
Yes
Yes
Yes
9.
Toll Free phone support including WebEx diagnostic
sessions.
Yes
Yes
Yes
10.
ODBC Connection for third party access to reporting
database updated once every 24 -hours to accommodate
dashboards and custom reporting.
r:
Yes
C:\Users\richardbs.VSI.NET\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\T63098QR\Hosting
Services 3 x Feature Checklist - Exhibit F.xlsx 1
EXHIBIT F - VSI HOSTING SERVICES 3.x Software
Service Level Feature Comparison 7/1/15
11.
Redundant servers, power supplies, bandwidth in and
out of the hosted servers, network connections, RAID 10
disk arrays, and SAN/NAS configuration.
Yes
Yes
Yes
12.
Progress OpenEdge Replication provides automatic, real-
time database failover or disaster recovery at an
alternate site with minimal or no disruption. Maintains
data integrity between source and target databases.
Yes
Yes
Yes
13.
Progress Transparent Data Encryption (TDE) provides
the option to encrypt user -selected sensitive data fields
to protect from unauthorized access, while data is at rest.
Yes
Yes
Yes
la.
Monthly third party external PCI scan provided by
Trustwave
Yes
Yes
Yes
15.
Automatic checks every "X" minutes to be sure WebTrac
home page is accessible.
90 Min
60 Min
30 Min
16.
Library of WebTrac Splash Pages available for loading
into a customer's hosted database.
Chargeable
50% Disc
Each
Yes
17.
WebTrac Style Sheet and image changes required due
to VSI upgrade changes will be updated by VSI.
Yes
Yes
Yes
18
Staff training using phone and WebEx when applicable.
These hours can be used to train new staff; refresher
sessions for existing staff; or to learn a new function in a
VSI hosted application. Each training segment is a
maximum of four hours and is limited to number of
sessions listed.
Chargeable
(Standard
Training Rate
Applies)
One
Session
Annually
Two
Sessions
Annually
19.
Library of Membership Card, Gift Card, and Ticket
templates available for loading into a customer's hosted
database.
Yes
Yes
Yes
20.
Maximum recovery time associated with any unplanned
outage at Primary data center.
12 Hours
6 Hours
2 Hours
21
Maximum recovery time associated with any unplanned
outage that requires switching to a Secondary data
center. This would only occur, if the Primary data center
outage is expected to exceed 8 hours.
16 Hours
10 Hours
6 Hours
24/7 Pager Support related to hosting issues included at
no additional charge. Hosting support ends at the
RecTrac login screen. Then standard application
Yes
Yes
Yes
software support services become effective, as soon as
a user can login into RecTrac or other VSI application
software.
23.
LIVE to DEMO database copies performed by VSI during
off-peak hours every Tuesday and Thursday.
Yes
Yes
Yes
C:\Users\richardbs.VSI.NET\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\T63098QR\Hosting
Services 3 x Feature Checklist - Exhibit F.xlsx 2
EXHIBIT F - VSI HOSTING SERVICES 3.x Software
Services Outside The Hosting Agreement
Pay As Incurred10/12/16
Item
Description
1'
Application Software & Database License & Annual Maintenance fees or Application Software &
Database SaaS (Software as a Service) fees.
2.
End -User Training (on -site or remote)
3.
Hardware Purchases
4.
Shipping Fees
5.
Travel Expenses
6.
Database schema training associated with an ODBC connection. Any assistance provided to a
customer helping them to understand tables and fields in a VSI database so that they can create an
external dashboard, report, export, or similar result, is chargeable.
C:\Users\richardbs.VSI.NET\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\T63098QR\Hosting
Services 3 x Feature Checklist - Exhibit F.xlsx 3