Enterprise Waste Management Software

The vendor is required to provide and implement an on-premises solution and software-as-a-service (SaaS) solution that is simple and user-friendly for waste tracking and weigh scale system operations.
- Solution should accomplish the following.
• A solution that can be utilized across all department locations.
• Simple training methods for staff to operate and use the system.
• Automate workflows, billing and reporting.
• Provide reports that are tailored to the requirements of the solid waste operations industry for daily
activity with web-based storage.
• Provide automated service lanes and fee stations for residential (small vehicle non-account holders)
and commercial account and non-account customers.
• Payment and reporting for various types of disposals (see schedule a, rates and fees).
• Billing solution that can create reports for customers’ individual account activity.
• Integrated payments solution with payment system.
• Work with staff to implement a new software solution including workflows, billing, invoicing, integrations with payment and financial systems, reporting, etc.
• Import existing data history to the new solution.
• Train staff so that they may use and manage this solution.
- Include for services:
• Access system data from anywhere, on any device via credentials
• Ability to add photos to a ticket.
• Ability for multiple users to edit the same ticket.
• Operate multiple weight scales add custom surcharges
• Track origin, product type, units/vehicle type, bins/trailer type, driver, and several other record types
• All record types, including products and surcharges, are customizable
• Set customer spend and tonnage limits
• Ability to set up customers from any device - create and modify products and pricing
• Create custom email templates for invoices that integrate with office 365
• Custom load ticket messaging - deep links throughout the system to allow for easy navigation to other parts of the system
• Have a single login to the system and permissions granted for sites as needed
• Role-based user access with the ability to customize user permissions
• Testing database that doesn't impact active database (sandbox environment)
• Able to schedule price changes in system in advance
• Online customer portal for citizen to access their account information
- Scale house
• Friendly such as linear sequential menu, mouse point and click, simple report menus, and other features recommended
• Optimized for touch screen or mouse/keyboard control
• Linear sequential menus / guided interface for attendants
• Single-click buttons for forms instead of tabbing through spaces manually
• Record quantity/volume-based loads
• Record customer notes, load comments, and surcharge comments
• Change origin, product location, and unit/bin type for each load
• Ability to monitor scales via mobile devices for load inspectors
• Integrate with department scale system
• Auto-detect com port of weight indicator
• Pop up notifications for department staff of specific customer notes when entering ticket information
• Ability to track unpaid accounts/invoices and notifications for attendants on the customer's next visit
• Photo automatically taken when weight is on the scale upon entry and exit; multiple cameras can be linked for multiple photo angles for both entry and exit
• Ability to automatically or manually email load slip
• Load entry can be seen and adjusted from any device at any location
- Automated scale
• Automated lane capabilities for both residential and commercial via kiosk
• Track inbound and outbound weights using the same or different kiosks
• Touchless system for selecting products (driver stays in the vehicle)
• Paper copy of load slip and receipt can be taken at the scale
• Tare weights using RFID tags on trucks and trailers
• Credit card payments only taken at automated terminal
• Credit card kiosk should integrate with MSB payments software
- finance
• Chart of accounts in the backend allowing full control of finances
• Integration of payments with online merchant service and pos devices
• Ability to operate a cashless scale system (automated weight scale)
• Take all payment types at remote/satellite locations
• Ability to set up products and specify prices for individual customers
• Automated customer account balance notifications
• Integration with financial system
• Send batch invoices via email
• Individual invoices with custom email messaging
• Ability to send digital statements in an email upon request without printing first (one button click)
- System requirements
• Compatible with windows 11
• Mobile friendly for customer and users
• Multi browser compatibility e.g., Firefox, chrome, edge
- Cybersecurity requirements:
• Compliant with relevant standards.
• Multi-factor authentication (MFA).
• Role-based access control (RBAC).
• Single sign-on (SSO) using industry-standard protocol
• Must have audit logging for access attempts and changes within the system.
• Encryption for data at rest and in transit is required
• Regular data backups with secure storage and recovery processes required
• Segmentation of environments (e.g., dev, staging, production) preferred
• Secure API access with rate limiting and authentication preferred
• Compatibility with existing it security tools preferred.
• Adhere to privacy laws and best practices
• Recovery point objective (RPO) and recovery time objective (RTO).
• Regular testing of disaster recovery processes preferred.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 24, 2025