179459 11/11/2009 CITY OF CARMEL, INDIANA VENDOR: 359604 Page 1 of 1
ONE CIVIC SQUARE VERMONT SYSTEMS INC
l CARMEL, INDIANA 46032 12 MARKET PLACE CHECK AMOUNT: $4,060.86
ESSEX JUNCTION VT 05452
CHECK NUMBER: 179459
CHECK DATE: 11/11/2009
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1047 4340400 28150 4,060.86 CONSULTING FEES
V e r mo nt m I I NVOICE 28150
Sys
Recreation Parks Software
Vermont Systems, Inc. Customer No. IN- CARMEL CL
12 Market Place
Essex Junction, VT 05452
802- 879 -6993
Bill To: Ship To:
Carmel Clay Parks Recreation The Morton Center at Central Park
Michael Klitzing, CPRP 1235 Central Park Drive East
Administrative Offices 317- 848 -7275
1411 East 116th Street Carmel, IN 46032
Carmel, IN 46032
10/29/09 Ground Origin Net 30
e o o o o
22202
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tf
4.000 4:000;' X -S- TNG -01 Serv- lnstallation[Training :680.00 2720.00
Muni; On -Site.
1.000 1.000 X -S- TNG -09 Travel Time 340.00 340.00
1.000 1.000 Services Other Expense's 1000.86 1000.86
SEE ATTACHED FOR DETAILS
Invoice subtotal 4060.86
Invoice total 4060.86
Thank you for your order.
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Vermont Systems, Inc.
Customer Support
Time /Materials Report
Customer: (Municipal, revised 115109) Carmel Clay, IN
Departure Date: 10119109 Time: 6:00 AM
Return Date: 10123109 Time: 6 :30 PM
VS] Representativels): Zach Malloch
Users Trained: Audrey Kostrzew, Tam! Powell, others
SERVICE TYPE:
Consulting:
On -Site Con suiting/Hour/Network Config. 0 Hours 120 Per hour plus expenses
CONUS1Day 0 Day 960 Per day plus expenses
OCONUSlDay 0 Day 1,160 Per day plus expenses
Programming:
Programming 0 Hours 120 Per hour plus expenses
Testing 0 Hours 95 Per hour plus expenses
Custom Standard Report 0 Report 500 Per Standard Report
Ins tallationlTraining On -Site:
On -Site CONUSIDay 4 Day 680 Per day plus expenses 2,720.00
On -Site OCONUSIDay 0 Day 680 Per day plus expenses
On- SitelHour 0 Hours 100 Per hour plus expenses
Overtime /Hour 0 Hours 125 Per hour plus expenses
Weekend /Hour 0 Hours 125 Per hour (2 hr min) plus exp
Weekend/Day 0 Day 1,020 Per day plus expenses
WeekendiDay OCONUS 0 Day 1,020 Per day plus expenses
Weekend Stay Over No Training /Day 0 Day 250 Per day plus expenses
Travel /Day 1 Day 340 Per day plus expenses 340.00
Training at VSI:
Training at VSI /Day 0 Day 680 Per day, up to 2 trainees
-Each Additional Trainee at VSl1D6y o Trainee /Day $150 Per trainee over two
Telephone Training:
Telephone Training CONUS 0 Hours S 95 Per hour (min 15 minuteslS25)
Telephone Training OCONUS 0 Hours 95 Per hour (min 15 minutes/S25)
OCONUS Telephone ExpenselMin 0 Min 0.10 Per Minute, if VSI makes tele call
Other:
Hardware InslallationlConflguration o Hours 85 Per hour plus expenses
Upgrade Operating System 0 Hours 90 Per hour plus expenses
Cell Phone Usage 0 Min $0.40 Per Minute
Driving Time 0 Hours 40 Per hour plus expenses
Mileage o Miles 0.55 Per mile
Conversions, Per Database 0 DS 300.00 Per database plus expenses
Pager Support
Pager Support CONUS
Standard Extended Hrs 0 Hours 95 Per hour ($50 minimum /call)
Non Standard Extended Hrs 0 Hours 140 Per hour ($70 minimum /call) S
Non Standard Extended Hrs STAND -BY 0 Hours 50 Per hour ($50 minimum)
Pager Support OCONUS
Standard Extended Mrs 0 Hours 95 Per hour ($50 minimum /call)
Non- Standard Extended Hrs 0 Hours 140 Per hour ($70 minimum /call)
Non Standard Extended Hrs. STAND -BY 0 Hours 50 Per hour ($50 minimum)
OCONUS Telephone Expense/Min 0 Min 0.10 Per Minute, if VSI makes tele call
EXPENSES:
Mileage: Car: 327.23
Airfare: 443.40 Meals: 192.04
Lodging: Toll /Prk:
Gas: 38.19 Other.
EXPLANATION OF SERVICES:
See Attached After Action Report
Total Fees: 3,060.00
Cust.Support Rep Signature: Total Expenses: 1,000.86
Total Amount Due: 4,060.86
`CONUS= Continental US, OCONUS= Outside Continental US
THIS IS FOR DETAIL PURPOSES ONLY. SEE ATTACHED INVOICE.
w:lCustomer Support\Cust Time Report Temptate.xls
Vermont Systems, Inc.
RECTRAC
AFTER ACTION REPORT
Customer Name: Carmel Clay Parks Rec (RecTrac Database)
City: Carmel State: IN Zip: 46032
Dates: 10/19/2009- 10/23/2009 Arrival Time: 11:OOA Departure Time: 12:30P
Primary Trainer: Zach Malloch
Trip Purpose: Database review, Finance Changes, pass revision,
Users Trained: Audrey Kostrzewa, others
Modules: AR,PM,FR,POS,Web,LK
Primary Contact: Audrey Kostrzewa IT Contact: Scott LePere
Monday: 10/19/2009 11:OOA 5: 90P
Users Trained: Audrey Kostrzewa, others
AM: Met with Audrey and laid out the week as far as what meetings when with whom
PM:Met with Tammi and the other Audrey to discuss general operations. Tracked down some old balances, problem
receipts, and interrupted transactions.
Eri Conversion discussion
Tuesday: 10/20/2009 8:3OA 5:30P
Users Trained: Audrey Kostrzewa, others
AM: Worked with Michael to compare pass type ownerships and multi pass households. Did this by exporting labels and
letters to excel and then comparing the results with an excel fonnula.
Worked with Tess on an issue with a clerk being unable to refund to CC. Worked with Michelle on Facility and
Transcode maintenance
PM: Finance, Corporate passes, L &L Comparison, Pass member report
Would like to auto suspend primary and all secondary passes on CC Decline
ERl Conversion Discussion
Corporate pass rate change and conversion discussion
sa0675.r Add option to automatically reassign Email device to non functional.
Discussed control account issues, Their finance overseers do not allow for a Credit Balance Control account on their side,
which results in a lot of issues in day to day process.
Wednesday: 10/21/2009 8:30A S:OOP
Users Trained: Audrey Kostrzewa, others
AM: Was supposed to meet with ESE staff (school care), but they were out due to family illnesses.
worked on receipt format, daycare setup and billing options, menu groups and security, and facility tree maintenance
PM: Helped Tami with reporting and solution to Employees xrefs being pulled by member HH's {they should use nomal
RT barcodes instead of their EmpNumber x- refs).
Cleaned up Facility Tree, cleaned up facilities, ran some conversions to make everything more consistant. Ran
capitalization utilities.
Worked with Audrey through out the week purging old "bad" infonnation, primarily restricted to transactions and items
prior to 12/31/07
Vermont Systems, Inc.
Thursday: 10/22/2009 8:30A 5:OOP
Users Trained: Audrey Kostrzewa, others
Would like option to hide expired passes in HH Maintenance and inquiry (just like the toggle to show cancelled passes).
No PMTYPE error when going into pass visit processing (or global sales with pass visit turned on) seems likely related to
access control manual door opening.
Would like to increase the capability for the the Bulk Pass type Field change (make it more like bulk activity section feeld
change)
Would like to have the option to auto move to global sales in the event of a rejected pass visit (No pass? No problem,
register now!)
Would like to see the verbiage for "Post Order" button on inventory posting change to "Create Order" Posting sounds
like receiving.
Friday: 10/23/2009 8:30A 12:30P
Users Trained: Audrey Kostrzewa, others
Would like to emphasize the Pay Amt field in all payment screens. Bigger Font, red border, something like that to make
it pop out when compared to the rest of the screen. Maybe an optional Confirmation box (that can be edited) that pops up
when clicking Print or No Print.
Set permissions groups for ESE vs MC, and assigned them to a pass
Is there anyway we can linke an xref to a particular PASS, not a FM? They sell value passes (punch passes) that can be
used by anyone, the ideal would be that swiping that xref number will link directly to to the punch pass, as access control
does not allow them to select which pass to apply the visit to.
Wrapped up with To Do list, plan of action for reconciling bill codes, etc.
Special Notes
Open Issues
Additional Info
-n Accounting Method: Cash
Activity Numbering Scheme: AR Brochure:
Backup Software: Client OS /SPK: XP
Credit Card Solution: Lynlc Current Release Level: 1Q.2h
Custom :Programs: Data /Tran Server CPU:
Data /Tran Server IP: Data /Tran Server Name:
Data /Tran Server OS /SPK: Email Solution: SMTP
GL Interface Code: Install Drive: C:
Method Of Backup: Network Type:
Remote Access Info: Remote Connectivity:
ACCOUNTS PAYABLE VOUCHER
y CITY OF CARMEL
-An invoice of bill to be properly itemized must show; kind of service, where performed, dates service rendered, by
whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc.
Payee
Purchase Order No.
359604 Vermont Systems Inc. Terms
12 Market Place
Essex Junction, VT 05452
Invoice Invoice Description
Date Number (or note attached invoice(s) or bill(s)) PO Amount
10/29/09 28150 Onsite training rectrac 22615 F 4,060.86
Total 4,060.86
1 hereby certify that the attached invoice(s), or bill(s) is (are) true and correct and I have audited same in accordance
with IC 5- 11- 14 -1.6
1 20
Clerk- Treasurer
Voucher No. Warrant No.
359504 Vermont Systems Inc. Allowed 20
12 Market Place
Essex Junction, VT 05452
In Sum of
;v
4,060.86
ON ACCOUNT OF APPROPRIATION FOR
104 Program fund
PO# or INVOICE NO. kCCT #/TITL1 AMOUNT Board Members
Dept
1047 28150 4340400 4,060.86 1 hereby certify that the attached invoice(s), or
bill(s) is (are) true and correct and that the
materials or services itemized thereon for
which charge is made were ordered and
received except
5 -Nov 2009
Signature
4,060.86 Accounts Payable Coordinator
Cost distribution ledger classification if Title
claim paid motor vehicle highway fund