Foxhill Skip Hire 12 November 2021 BY EMAIL: n.kotova@techtasticsolutions.co.uk Dear Natalie and Alfred, Further to our telephone conversation earlier today, I write to confirm that we are able to meet you next Thursday at 10a.m. to discuss how you can help Foxhill Skip Hire become 'paperless' in its day-to-day operations. There is ample parking at our office, and we can show you around the site during your visit. At the meeting, I will introduce you to my fellow directors and co-owners, Stefan Weiss and Daniel Jones. Kind regards Belinda Dr Belinda Simpson, Director33 TECHTASTIC SOLUTIONS LTD BY EMAIL: b.simpson@foxhillskiphire.com 22 November 2021 Dear Belinda Going Paperless at Foxhill Skip Hire It was a real pleasure to meet you, Daniel, and Stefan at our site visit. It was also very helpful to be given an explanation of your current business structure. I want to ensure that our understanding of Foxhill Skip Hire, and how we might be able to help, aligns with your goals for this potential project; this aspect is crucial to the design stage. Your current business (i) Foxhill Skip Hire (FSH) is a leading recycling and waste management firm in the South-East, with a large fleet of vehicles and a total staff of about 180; (ii) FSH has many commercial clients who have long-standing contractual agreements for the regular disposal of waste products. FSH also caters for the domestic market and offers a 'same day' skip delivery for residential customers. (iii) The contents of any skip are taken to independent third parties who manage waste and recycling facilities. (iv) At the moment, FSH's use of technology to facilitate its transactions is very limited and remains heavily reliant on paper-based systems for recording and management of day-to-day transactions. (v) Since taking-over the business as a going-concern, you and your co-directors have a strategic vision for transforming the efficiency and green credentials of FSH, and that is why you approached us. age 33 What can Techtastic Solutions offer you? (i) We have a proven track-record of offering business solutions that use innovative technology which is specially designed for the individual needs of our clients. (ii) In respect of FSH, we propose the moving from a paper-based system to the use of APIs which allow automated workflows that can eliminate time-consuming manual tasks. I am not sure how familiar you are with this kind of technology, so I will offer a brief explanation (with apologies if this is already known to you!). (iii) An API, or 'application programming interface' is a piece of computer software that allows another computer to securely talk to yours to do a specific task, for example allowing a customer's systems to book a skip or allowing your booking system to create invoices in your finance system". In other words, API integrations connect the different components of your business (and that of your clients) to make them talk to each other and pass data seamlessly. For web-based services, the most commonly used API is REST API, and that it is what we would propose to use in your case. (iv) Being able to offer API integration with your clients' software (where applicable) is likely to be an attractive incentive to continue using Foxhill Skip Hire because it will save your clients time and labour because API integration will automatically do that work for them. Obviously, such integration is only likely to apply to your larger commercial clients. (v) In respect of both commercial and domestic clients, we will design bespoke software needed to run your business efficiently. Key components of this in- house software would include: a. an electronic system that removes the need for paper. Bookings will be entered directly onto the computer, either by Foxhill Skips, or by the client using your website. b. Once the bookings are in the system, they will be displayed on a map which will help drivers to visualise their routes. Page 4c. We also propose implementing a traffic light system which clearly shows which skips need to be delivered (show in green), skips that are currently being filled by the customers at their addresses (in amber) and the skips which are ready to be collected (in red). d. When the divers go out in their trucks, all of the paperwork will be replaced by a handheld device. All locations will be linked to 'Google Maps' so that the driver doesn't have to manually look up addresses. e. The system will automatically generate an invoice for the customer which can be emailed to them. f. Information will be automatically relayed back to the office computer whenever a skip has been delivered or collected. This means that everyone involved in the business will be able to see a snapshot of the operations at any given time. g. With all this information being stored within the app, the system can automatically produce reports at the end of each month. h. We also propose a QR coding system to facilitate possibilities for recycling. We envisage it working like this: i. Each skip will have a number of QR codes printed on its side. These codes will relate to different types of content: e.g., wood, metal, plastics, or materials that cannot be recycled. ii. The driver will survey the contents of the skip, scan the relevant OR codes, and enter an approximate percentage of each given material in the skip. This information is then seamlessly integrated with systems used by independent waste and recycling sites and allows the driver to see which sites have capacity to receive the relevant materials.i. We propose designing and manufacturing rugged hand-held devices that can be used in all weathers by your drivers. If you prefer, you can source your own devices and we will install the bespoke software (assuming of course that there are no issues of compatibility, but we can advise on this before purchase). You may, however, prefer to keep the IT follow-up/support in one place, and engaging Techtastic to provide both the hardware and software would allow this. j. If you decide to go for the combined option of both hardware and software, we would also advise using our 24 tech support service. If a problem cannot be quickly resolved over the phone, we promise an in-person engineer to visit your premises, normally within 3 hours. Summary By way of summary, we suggest the following initiatives to transform our current business model: (i) Bespoke software, including the use of REST APIs; (ii) Bespoke rugged hand-held devices; (iii) Follow-up 24/7 tech support, at least for the first 12 months while the system is being established and implemented. We very much hope that we will be able to work with you on this exciting project. If you would like to take things further, please let us know and we will work out costings and send over a draft invoice. With kind regards Alfred and Natalie Alfred Phillips and Natalie KotovaFoxhill Skip Hire 2" December 2021 BY EMAIL: n.kotova@techtasticsolutions.co.uk Dear Natalie and Alfred, Many thanks for your email, and apologies for the delay in responding. It's been very busy here, and we wanted to devote sufficient time to your detailed proposals. Stefan, Daniel, and I are happy, in principle, to proceed with all three elements of your proposal (including the hardware option) and we would be grateful to see a breakdown of costs. Kind regards Belinda Dr Belinda Simpson, DirectorTECHTASTIC SOLUTIONS LTD BY EMAIL: b.simpson@foxhillskiphire.com 6 December 2021 Dear Belinda Going Paperless at Foxhill Skip Hire Many thanks for your recent letter. Please find enclosed: (i) a copy of our standard terms and conditions; and (ii) two copies of the quotation for the agreed works. As discussed, we have based the quotation on 70 rugged hand-held devices. If you are happy to proceed, please sign and return your acceptance of the quotation. With kind regards Alfred and Natalie Alfred Phillips and Natalie KotovaTECHTASTIC SOLUTIONS LTD TERMS OF BUSINESS Techtastic Solutions Ltd (Techtastic') is a company registered in England and Wales under registration number 12345678. Our registered office is Unit 4A, Palmer House, Waterhouse Road, Reading, RG4 5GB Our VAT number is GB987654321. 1. The parties ('Techtastic' and 'the Client') shall work together and individually in the spirit of good faith, fairness, and mutual co-operation within the scope of their agreed roles, expertise, and responsibilities. Price and Payment 2. Unless otherwise stated, all prices quoted by Techtastic are exclusive of VAT which shall be due at the rate prevailing on the date of the invoice. 3. Payment shall be due within 28 days of the date of the invoice unless otherwise stated on the invoice. 4. For all bespoke software design projects, 30% of the fee is required before work commences with the balance payable upon completion. 5. Requests for extra work or changes to the project brief after it has been agreed will affect the agreed completion date and agreed price. Copyright 6. All material, both text and images, supplied by the Client and used in the construction of the client's project, will remain the client's property. 7. The Client agrees to indemnify and not hold Techtastic responsible for any claims for breach of copyright in respect of material provided by the client. 8. The copyright for all material provided by Techtastic to the Client in the development of bespoke software, such as HTML code, graphics and text, will remain the property of Techtastic, and may be later adapted and resold. OGoods 9. All goods supplied by Techtastic to the Client will remain the property of Techtastic until paid in full. 10. Claims for short deliveries or damaged goods must be notified within 48 hours from the date of delivery. Techtastic's obligations will be limited to making good any shortage or non-delivery or incorrect delivery; or replacement or repair of any goods that are damaged or defective; or refunding the amount paid by the Client for the goods in question. 11, In the event that Techtastic accepts the return of any purchased goods, the client must return the goods in their original packaging (including all accessories and user manuals that came in the same package). Replacement or refund can only be processed once Techtastic has received the goods to be returned. 12. If the Client returns goods 1) that they are not entitled to return, 2) that are not in their original condition, 3) without following the return instructions, or 4) have otherwise failed to exercise reasonable care when returning the goods, Techtastic reserves the right either to reject the return and decline to refund or to deduct from those payments to be refunded to the Client reasonable repair or other similar direct costs that Techtastic has incurred, subject to applicable law. 13. If the Client's return has been accepted, Techtastic will refund the price paid for the goods less any applicable shipping costs within 28 days after the date of receipt of the delivery. 14. In the event of goods developing a manufacturing fault within 6 months of delivery, Techtastic will repair or replace them, but in doing so Techtastic do not accept any liability, consequential or otherwise. Full written details and in-situ photographs of the fault must be submitted. A product assessment will then be conducted by a Techtastic technical representative, either on site, or of the returned product, A replacement will then be supplied or the purchase price refunded. Techtastic will not accept liability for any additional costs as a result of the failure. Service Agreements 15. The Client may terminate any service agreement with Techtastic for software support provided that at least one month" notice is given in writing. Entire Agreement 16. These terms and any document expressly referred to in them represent the entire agreement between Techstastic Solutions and the client in relation to the subject matter of the contract and supersede any prior agreement whether oral or in writing. Untrue statements 17. Neither party shall have any remedy in respect of any untrue statement made by the other, whether orally or in writing, prior to the date of any contract (unless such untrue statement was made fraudulently).Applicable law 18. These terms are governed by the law of England & Wales. Any action or claim relating to these Terms shall be submitted to the exclusive jurisdiction of the courts of England & Wales. 19. Techtastic reserves the right to change or modify these terms at any time including for legal, regulatory or security reasons.TECHTASTIC SOLUTIONS LTD QUOTATION Client: Foxhill Skip Hire Ltd Date: 5 December 2021 Description of Work Cost Design and implementation of bespoke software, including E40,875 REST APIs for Foxhill Skip Hire Design of rugged handheld devices E5,500 Unit cost of handheld devices. 70 @ E1,250 E87,500 24/7 Tech support service per annum E22,075 Sub-total E155,950 VAT E31,190 Total E187,140 Acceptance of Quotation Signature: Name: Date: age 12Foxhill Skip Hire 18 December 2021 BY POST Dear Natalie and Alfred, Thank you for your quotation which I have signed on behalf of Foxhill Skips, I look forward to seeing on S" January 2022 to start the project. Have a good Christmas. Kind regards Belinda Belinda SimpsonTECHTASTIC SOLUTIONS LTD QUOTATION Client: Foxhill Skip Hire Ltd Date: 5 December 2021 Description of Work Cost Design and implementation of bespoke software, including E40,875 REST APIs for Foxhill Skip Hire Design of rugged handheld devices 65,500 Unit cost of handheld devices. 70 @ E1,250 187,500 24/7 Tech on-site support service (including updates and E22,075 software refinement). Per annum Sub-total E155,950 VAT E31,190 Total E187,140 Acceptance of Quotation Signature: Belinda Simpson Name: Dr Belinda Simpson, Director, Foxhill Skip Hire Limited Date: 18 December 2022 age 1 4TECHTASTIC SOLUTIONS LTD BY EMAIL: b.simpson@foxhillskiphire.com 6 February 2022 Dear Bel Going Paperless at Foxhill Skip Hire Just a quick note to provide on update on this project. Natalie and I have really enjoyed working with Foxhill Skip Hire over the last month, and we are excited at the prospect of being able to help transform your business. The software development is now its final stages; the rugged handheld devices should be ready by the end of March. We anticipate being able to 'go live' with the new system on 2 April 2022. There may be a few teething problems at the beginning, but I will personally be on hand to ensure a smooth transition from paper to paperless! Best, Al Alfred PhillipsFoxhill Skip Hire 12th April 2022 BY EMAIL: a.phillips@techtasticsolutions.co.uk Dear Al and Bel As promised, I am writing to let you know that everything seems to be going really well. Thank you so much for all your help last week. Employees at Foxhill Skip Hire are gaining in confidence with the new system, and we've already had some encouraging feedback from clients. We are hoping that the introduction of QR coding will directly translate into increased recycling capabilities, that would be fabulous outcome, so we are watching that closely. Stefan, Daniel, and I are really pleased that Techtastic will on-hand to provide 24/7 support; it's given us peace of mind, especially as this project has felt like a really big investment and none of us are particularly tech-savvy! By the way, Stefan and Daniel have been eyeing up the handheld devices; they would love something like that for their conservation club. They do quite a lot of 'citizen science' in their spare time and regularly engage in survey and fieldwork of the local woodland bird population. As you may already know, Daniel is also undertaking a part-time PhD in ornithological ecology. Yours, Bel Dr Belinda Simpson, Director#41 AM