2-Quote.pdf

August 7th, 2026 Stephanie Watson Section Manager of Sustainable Materials Management Solid Waste Management Department Hillsborough County, FL Via email: WatsonMS@HCFL.gov

SCOPE OF WORK: WeighPay Waste Profiling & Management System

Prepared for: Hillsborough County Solid Waste Management Department

Hillsborough County requires a modern, cloud-native platform to replace manual waste tracking.

WeighPay Solutions has developed a production-ready Waste Profile Management System that digitizes the oversight of waste generators. The system streamlines the approval cycle, enables real-time field inspections, and ensures compliance through automated workflows and audit trails. The waste profile management system utilizes role based access for five distinct user roles and is mobile-optimized to allow for field inspections on any device.

1. Project Overview This contract is for the purchase of a subscription to use a software application for administration of the County’s Waste Profile program, including implementation, hosting, and ongoing support. This digital solution provides a secure, cloud-native platform for the County’s Franchise Collectors (Haulers) to submit Waste Profiles for commercial customers and for the County to automate approval workflows and inspections. The County’s current software application includes but is not limited to 10,000 Waste Profiles.

Key Value Proposition:

● Performance: 528x faster analytics queries with <200ms dashboard load times.

● Coverage: Supports 5 distinct user roles (Admins, Inspectors, Haulers) and is scalable to 100+ concurrent users.

● Compliance: SOC 2 Type II Ready, GDPR-ready, and NIST Framework compliant.

mailto:WatsonMS@HCFL.gov

2. Detailed Scope of Services

A. Operational Workflows

● Compliance & Reporting: Configuration of inspections, follow ups, on time annual scheduling, audit trails from prior years (including previous flags from past inspections), and automated correspondence letters.

● Multi-Site Synchronization: Centralized dashboard allowing County management to view data in real-time.

● The system is designed to serve five primary user groups with the following specific capabilities:

a. County Administrators

● Dashboard Analytics: Real-time visualization of waste profiles, inspection status, flagged compliance, and productivity reports.

● Approval Workflows: Digital routing for "Pending," "Approved," and "Rejected" profiles.

● User Management: Role-Based Access Control (RBAC) for staff and external users.

○ System Administrators- This role typically oversees the overall functionality and configuration of the software platform. They manage high-level settings and ensure the system is operating according to the defined business rules.

○ IT Administrators- The role focuses on the technical infrastructure and compliance requirements, such as performing security reviews and managing domain-level integrations like Azure AD. They ensure the system meets the county’s rigorous IT standards, including NIST and SOC 2 requirements.

b. Field Inspectors

● Mobile Field Operations: Using a Progressive Web App (PWA) that functions offline with auto-sync, allowing them to complete tasks in areas without internet access.

● On-Site Auditing and Inspection tools: Utilizing GPS tagging and photo capture to document inspections and attach pictures or documentation directly to waste profiles.

● Compliance Management: Assessing regulatory compliance, scheduling follow-up inspections, and flagging safety concerns or violations.

● Data Accuracy: Correcting data in the field, such as the number of bins, to ensure the central system remains accurate.

● Communication: Using a built-in team communication center to send immediate correspondence, alerts, and reports regarding safety and recommendations for improvement.

c. Waste Generators & Haulers This role represents the external business entities that transport waste within Hillsborough County. This role is essential for validating and sustaining the “external” side of the waste profiling process.

● Hauler Dashboard: Business intelligence overview, KPI’s for submissions and quick actions for fast submissions.

● Hauler Training Portal: Employee quick start, customer profile submission training, and enhanced renewal system.

● Self-Service Portal: Submit new profiles, renewal past year applications, and view status.

● Communication: Direct in-app messaging (Slack-style) with County staff to resolve issues and alert functionality for reminders to keep in compliance.

B. Software Implementation & Configuration

● Waste Profiler Deployment: Implementation of WeighPay’s intelligent waste profiling interface (referenced as the Waste Profiler tool) to automate the identification and categorization of incoming waste streams.

● Hybrid-Cloud Architecture Setup: Deployment of Waste Profiler’s unique "offline-first" architecture, ensuring inspections 24/7 continuous mode.

C. Training & Support

● Staff Training: Remote training sessions for inspectors and administrative staff on the Waste Profiler interface.

● Ongoing Maintenance: 24/7 technical support and regular software updates to ensure security and feature enhancements.

● Milestone Achievements:The solid waste team will validate the business process map with WeighPay to ensure alignment and fulfillment of requirements. Page 3-5

WeighPay will replace manual tracking methods with a "smart" tablet-based system. When a county employee is on the move, your staff will use our Waste Profiler screen to instantly select, verify, or view the waste profile, complete full inspections, and manage compliant and non-compliance correspondence.

If the internet goes down, the system keeps working and saves the data later. This prevents delays onsite and ensures inspections continue if the network is not available.

5. Exclusions

● Hardware Procurement: Computers, tablets, and printers are not included unless specified in a separate Hardware Quote.

Milestone Breakdown and Commercial Terms

Phase 1: Core Platform Development (Completed)

● Status: Complete

● Deliverables Delivered:

○ Migration to PostgreSQL with zero data loss.

○ Implementation of JWT + bcrypt security and RBAC permissions.

Phase 2: Production Hardening (Current Focus)

● Timeline: 1–2 Weeks

● Objective: Optimize system for high-load production environments.

● Tasks:

○ Redis Caching: Implement caching to reduce database load by 80%.

○ Connection Pooling: Expand capacity to support 100+ concurrent users.

○ Rate Limiting: Configure API thresholds to prevent abuse.

○ Health Checks: Deploy automated endpoint monitoring.

○ Migration of new waste profiles imported just prior to Go-Live.

Phase 3: Go-Live & Advanced Features (Roadmap)

● Go-Live Activities:

○ IT Security Review & Approval.

○ User Acceptance Testing (UAT) with County staff.

○ Domain setup: waste.hillsboroughcounty.gov.

● Future Enhancements (Optional):

○ GIS Mapping Integration.

○ Automated Compliance Scoring.

○ Public Hauler Portal.

○ Limited allocation of 100 hours of development support for revisions.

4. Technical Architecture The solution utilizes a modern stack optimized for government security and scalability:

● Frontend: React 18, Tailwind CSS, PWA (Mobile Ready).

● Backend: FastAPI, Python 3.11, SQLAlchemy.

● Database: PostgreSQL 15 (Neon).

● Hosting: Google Cloud (WeighPay Managed) with Global CDN and Auto-scaling.

● Security: TLS 1.3 Encryption, Full Audit Logging, Daily Backups + PITR (Point-in-Time

Recovery).

5. Performance Standards & SLAs WeighPay guarantees the following service levels:

● Uptime: 99.9% Availability during business hours.

● Response Time: Dashboard loads <200ms; Query speed ~1.5ms.

● Data Integrity: 100% pass rate on API automated tests; Zero data loss architecture.

6. Project Costs & Commercial Terms

Implementation Fee

● Total Build Cost: $75,000

■ $50,000 Pilot Down Payment

■ $25,000 Software Production Readiness

○ Note: Includes a limited allocation of 100 hours of development support for revisions.

Ongoing Managed Services

● Annual Fee: $21,600 ($108,000 for the five year term). Annual discount is applied.

○ Includes: Hosting, Security Updates, Daily Backups, and Technical Support.

○ Support: In-app chat + email. 24/7 Emergency support available for Premium tier.

■ 10% discount on SAAS if paid upfront annually.

WeighPay accepts Hillsborough County’s Standard Purchase Order Terms and Conditions.

7. Acceptance & Sign-Off Acceptance Criteria:

1. Functional: All features (Dashboard, Mobile App, Portal) live and operational.

2. Performance: System meets <200ms load time benchmark.

3. Security: SOC 2 safeguards and RBAC verified.

Noncompetitive/Sole Source/Special (NSS) Procurement Request Description: The purpose of this contract is for the implementation, hosting, and ongoing support of the WeighPay Waste Profiler system. This digital solution provides a secure, cloud-native platform for waste generators to submit profiles and for the County to automate approval workflows.

Comparison to Original Estimate: This project utilizes a cloud-hosted infrastructure to reduce on-premise IT maintenance costs. The solution utilizes a "Pay-as-you-go" or "Enterprise" model that scales with usage.

1. Justification for Noncompetitive/Sole Source: WeighPay provides a unique "browser-based workshop" development environment that deploys instantly to Google Cloud Platform (GCP) . This specific architecture allows for:

● Instant Scalability: The system uses "Autoscale" to handle traffic spikes automatically (up to millions of requests) without manual County intervention .

● Proprietary Integration: As the developer of the "WeighPay" scale software, this vendor is the only source capable of providing a native, seamless integration between the Waste Profiler, Administration, Haulers, and County Inspectors

2. Purpose and Intended Outcome: The system digitizes the waste profiling process.

● Benefit to Citizens: Provides a faster, transparent approval process and ensures data sovereignty by keeping all data stored and processed in United States-based GCP data centers. .

3. Technical Security & Hosting Specifications: Unlike standard web hosting, this solution relies on an enterprise-grade infrastructure optimized for government compliance:

● Infrastructure Backbone: The live application runs on Google Cloud Platform (GCP) infrastructure, including Compute Engine and Cloud Run .

● Data Residency: All production deployments and data processing remain in the United States to meet data sovereignty needs. Hillsborough county owns its data and the data will be provided to the county upon the county’s request.

● Security Standards:

○ Encryption: Data is secured via TLS 1.2+ for all transit and AES-256 at rest .

○ Compliance: The hosting environment inherits GCP's certifications, including ISO 27001 and FedRAMP Moderate compliance .

○ Reliability: The system guarantees 99.9% uptime with automated snapshots and point-in-time recovery for backups .

4. Explanation of Fair and Reasonable Pricing: The pricing model is verified against standard cloud computing rates:

● Cost Model: The Project consists of one-time implementation fees (split into two payments), combined with a long-term recurring service commitment for 5 years. This approach is beneficial to the county because it eliminates the significant capital expenses typically associated with purchasing and maintaining local physical servers. By leveraging this model, the county also benefits from production-grade software, advanced security, and DDoS protection managed directly by Google. Adopting this system allows the county to move away from error-prone manual PDF and paper processing, providing real-time validation and significantly reducing IT overhead.

● Comparison: This avoids the capital expense of purchasing and maintaining local physical servers, as Google handles all production-grade hardware, security, and DDoS protection .

5. Consequences if Not Approved: Without this system, the County relies on manual PDF/paper, which lacks real-time validation. Furthermore, failing to utilize this specific hosted solution would require the County to manage its own "air-gapped" or self-hosted infrastructure, significantly increasing IT overhead.

Technical Scope & Hosting Requirements

1. Hosting Infrastructure The Vendor shall provide a fully managed hosting environment for the Waste Profiler Application:

● Provider: Google Cloud Platform (GCP) .

● Location: United States-based data centers (Multi-region for high availability) .

● Isolation: Deployments shall be containerized and isolated, ensuring no shared kernels between users .

2. Security & Compliance The Vendor must adhere to the following security protocols:

● Access Control: Support for Role-Based Access Control (RBAC) and Single Sign-On (SSO) integration (e.g., Azure AD or Okta) .

● Vulnerability Scanning: Pre-deployment scans utilizing industry-standard tools (e.g., Semgrep) .

● DDoS Protection: Network defense provided via Google Cloud Armor .

● Audit Capabilities: The Vendor shall provide a SOC 2 Type II attestation upon request.

Waste Profiles are considered confidential (trade secrets) and are exempt from public record disclosure under Florida law. Waste profiles will be kept safe from disclosure.

3. Disaster Recovery & Availability

● Uptime SLA: 99.9% availability during business hours, and offline mode.

● Backups: Automated daily with point-in-time recovery capabilities.