4-POS Software Services RFP 08052025.docx

REQUEST FOR PROPOSAL

RFP No. 2025-0XX Point of Sale Software and Services Issue Date: August 25, 2025 Closing Date & Time: <Closing Time> Opening Date & Time: <Opening Time>

For Information Contact:

Paul Campos, Purchasing Agent, 254-750-8062, or pcampos@wacotx.gov Comment by Adam.Ben-Moche: Confirm contact or if it’s someone else from purchasing Pre-Proposal Meeting:

City of Waco Tennis Center Comment by Adam.Ben-Moche: Will this be remote? Comment by Christie Acosta: Yes, Zoom 900 Lake Shore Drive, Waco TX 76708 June 16, 2022, at 9:00 A.M.

RFP Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only Zoom & Dial-In Information:

Please see Section 1.4 Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060 Fax 254 / 750-8063 waco-texas.com Page | 2 Table of contents

Proposal submission The City of Waco has transitioned to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

· Register with the City of Waco.

· Receive notifications for bids and services requests from the City.

· Stay updated on changes, addendums, open solicitations.

· Submit bids and proposals electronically.

· Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

· Attachment A – POS Software and Services - Bidder Questionnaire.docx

· Attachment B – POS Software and Services - Pricing Forms.xlsx

· Attachment C – POS Software and Services - POS Functional Requirements.xlsx An electronic version of the proposal and all attachments in the required format noted in the prior paragraph are to be submitted by the proposal due date through the <Bid Portal>. The City is not responsible for electronic submissions not received by the deadline.

Minority, Women-Owned Business Enterprise (MWBE) The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

RFP clarifications and questions

Anticipated timeline overview Listed below are specific and estimated dates and times of actions related to this RFP. The milestones with specific dates must be completed as indicated unless otherwise changed. If it is necessary to change any of the specific dates and times in the calendar of events listed below, an addendum to this RFP will be issued.

RFP issuance

Bidder pre-proposal meeting

(Optional) bidder intent to propose

Deadline for clarification questions

Waco responds to bidder RFP clarification questions

Bidder proposals due

Demonstrations of software (subject to change and will vary based on the number of responsive bidders)

Contract negotiations and award

Estimated start date of contract

Estimated go-live

Zoom Access Instructions and Additional Information

PRE-PROPOSAL Comment by Jenny Schram: Change concurrent with decision for pre-proposal to be remote or not

RFP NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

Via Zoom Video & Dial In

PROPOSAL OPENING

RFP NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITIONAL INFORMATION:

Introduction Definitions The following definitions are used in the RFP:

· Bidder means a firm, company, or organization responding to the RFP document to provide services to implement the software described in the RFP.

· Business days mean Monday through Friday, 8 a.m. to 5 p.m. local time in Texas, excluding City holidays.

· Change order means a written document signed by the state and issued to the bidder that alters the scope of the work to be performed by the bidder, schedule changes regarding the performance of the work, increases or decreases the bidder’s compensation, or any other change to the contract.

· Client, City, or Waco (city, county, etc.) means City of Waco, TX.

· Completion means fulfillment of all the bidder’s obligations under the contract.

· Confidential information means information that may be exempt from disclosure to the public or other unauthorized persons under city, state, or federal statutes and regulations. Confidential information includes, but is not limited to, any information identifiable to an individual that relates to a person’s health, finances, education, business, use or receipt of governmental services, names, addresses, telephone numbers, email addresses, Social Security numbers, driver license numbers, financial profiles, credit card numbers, financial identifiers and any other identifying numbers, law enforcement records, City source code or object code, or City security information.

· Configuration means the use of application features to establish business rules in the application to meet the City’s business needs.

· Contract means the written agreement entered between the state and the bidder evidencing the terms and conditions related to the project. The contract includes the proposal, including executed bid/response forms, pricing, specifications, and other attachments; notice(s) to proceed; and all amendment(s) issued prior to, and all modifications (change orders) issued after, the execution of the contract.

· Holdback means the payment amounts held back by the City from each deliverable’s charges.

· Key staff means the bidder’s personnel or subcontractor staff whose experience, skills, abilities, or background make them uniquely valuable to the City and who are named as key staff in this contract or a Statement of Work.

· Outside agency/third-party interface means an interface or integration with outside agencies or organizations.

· Personal data includes, but is not limited to, any information identifiable to an individual that relates to a person’s health, finances, education, business, use or receipt of governmental services, names, addresses, telephone numbers, email addresses, Social Security numbers, driver license numbers, financial profiles, credit card numbers, financial identifiers and any other identifying numbers, law enforcement records, City source code or object code, or City security information.

· Plante & Moran, PLLC is the City’s software as a service (SaaS) POS procurement assistance consultant for the project.

· Preexisting material means proprietary products, software, methods, devices, or the like delivered by the contractor to fulfill its obligations under this contract. Preexisting material does not originate from this contract but may be incorporated into or be required to properly support deliverables under this contract. Preexisting material may be owned by the contractor or a third party that has permitted its use hereunder.

· Price means charges, costs, rates, and/or fees charged in United States dollars for the services under this contract.

· POS application software means the software solution for which the successful bidder will be responsible for providing software integration and implementation services.

· Project means the City’s overall objective or endeavor of which this RFP document forms a part.

· Proprietary information means information owned by the contractor to which the contractor claims a protectable interest under the law. Proprietary information includes, but is not limited to, information protected by copyright, patent, trademark, or trade secret laws.

· Software means the licensed software application, including third-party software applications that are intended to be implemented by the City.

· Software as a service (SaaS) means the software bidder’s supported and managed software solution provided as a remote service to the client. The software implementer will work with the software bidder to implement the software solution chosen by the City.

· Software integrators means the bidders selected through this RFP process to implement the software solution chosen by the City.

· Software bidder means the company providing the software to the City.

· Subcontract means any agreement, including purchase orders (other than one involving an employer/employee relationship), entered between the bidder and a subcontractor calling for services, labor, equipment, and/or materials required for the performance of the work required by the RFP document, including any modification thereto.

· Subcontractor means any individual, firm, partnership, corporation, joint venture, or other entity, other than an employee of the bidder, which contracts with the bidder or a subcontractor to furnish services, labor, equipment, or materials required for the performance of the work required by this RFP document, including any modification thereto.

· Supplies, materials, and equipment as used herein shall include, without limitation, all items, tangible or intangible, to be incorporated in the work or otherwise delivered to the City hereunder.

· System means the fully installed, configured, and implemented software application(s), including any third-party software, necessary to meet the City’s requirements and defined work.

· System interfaces define where the City has identified an integration is needed.

· System requirements mean functional and technical requirements for the software solution chosen by the City. These system requirements and the software bidder’s response form are available in the attached Attachment C – POS Software and Services– Requirements.xlsx.

Waco and project background

· A desire to understand the POS marketplace and potential options available to the departments

· An opportunity to align processes with best practices

· An inability of the current configuration of RecTrac to meet the needs of all departments Waco hired Plante Moran to provide advisory services for the selection of the new enterprise software solution(s) proposed. With this project, the City will assess the POS solutions available in the market for its departments. Plante Moran met with City staff to discuss key themes related to this project. They include: Comment by Adam.Ben-Moche: Christie, this is a sample of what we can include in the RFP for background. In the interest of time, we have it at this level of detail, though we are happy to add more to communicate some of the current pain points departments have.

However, if you would prefer not to share this information, we can stay high-level and provide less detail. Comment by Christie Acosta: I'm OK with the high-level version . .and then the requirements will speak to the specifics Activity management. Parks and Recreation offers childcare, sports leagues, pools, and facility rentals. There is a need for the future system to accommodate these activities, associated fees, and space availability. Staff mentioned that, as they process less cash than in the past, there is an emphasis on credit card readers and online processors.

Admissions and ticketing. Staff who process tickets reflected on the desire for an easy user experience to purchase tickets ahead of entry. The current configuration of the system lags during high-traffic periods, which causes issues for customer satisfaction.

Mobile. For this project, staff want to explore mobile capabilities so that they can take payments away from a computer station. Additionally, staff want to encourage users to purchase admissions tickets ahead of entry into an attraction (e.g., Zoo, Mammoth Site). The ability to access the system from a tablet or mobile device is critical to the success of this project.

Golf. The golf course utilizes RecTrac for its tee time and fee management along with its merchandise shop. However, the course does not currently offer payments for concessions on the course, and staff utilize the capabilities of the system to fit what does not seem to be meant for a golf course. Tournaments and weather inconveniences due to the weather are difficult to manage.

General system usability. Staff across departments expressed a desire for a provider that would allow them to make changes to the system easily. RecTrac is not configured with location, department, or user permissions to make changes, though this is a desire in the future. Changes made in one department often conflict with others.

Merchandise and inventory. The Zoo, Tourism, Mammoth Site, and the Texas Ranger Hall of Fame & Museum departments sell merchandise to customers. Staff expressed desire for a system that would allow for better custodianship of inventory, real-time inventory reports, and less redundant reconciliation across modules (e.g., making a sale and recording available inventory). Staff currently utilize Shopify for online merchandise purchases, though staff must re-enter each Shopify purchase into RecTrac. Moving forward, the City would like to explore an integration with online POS providers to eliminate these entries.

Current application environment Legend for current applications

Health: Charges for immunizations, STI clinic, and health records C

RFP for POS Software and Services City of Waco, TX August 25, 2025

Current technical environment As part of the proposal process, bidders will be required to submit significant technical details about the proposed solution. Any potential conflicts with the City’s current technical environment must be noted in the Technical and Bidder Hosting Requirements Form in Attachment A – POS Software and Services – Bidder Questionnaire.docx.

· Bandwidth: <insert> Comment by Adam.Ben-Moche: City to complete

· Remote access and/or VPN used: <insert>

· Active directory: <insert> Summary of organizational metrics Comment by Adam.Ben-Moche: Will provide table when completed by departments A summary of City metrics and standards is included below. These volumes and standards reflect actual and estimated amounts for the current environment.

Expected scope of system solution The City requires responding bidders to propose a cloud solution, including software, hardware requirements, implementation, project management, managed services, and other technology services for the entire scope of the project that may or may not include components owned by the bidder. To the extent the bidder is able, the City is looking for the bidder to conduct a thorough business analysis at the start of each module and to provide the City with an out-of-the-box system using its best practices and experience as a model. The following definitions should be considered relative to the scope list below:

Response options:

· Bidders must respond to at least one option below. Though bidders do not have to respond to all options, the City expects that a bidder proposing for a scope area will propose for all functional areas within that scope option (e.g., a bidder proposing for General Point-of-Sale cannot propose for solely the “activity management” module).

· Bidders can respond to other modules with their own products, or they may partner with other bidders to submit a proposal that meets the software scope listed below.

· Bidders who respond to multiple scope areas should respond to the “core point of sale” and “general and technical” requirements once.

Software scope Comment by Adam.Ben-Moche: Item to revisit: Library as a scope option Comment by Adam.Ben-Moche: Item to revisit: How to request hardware. We can include it as required or mention that vendors should provide as an optional cost Option 1: General Point-of-Sale

· Core point of sale

· General and technical

· Activity management

· Admissions and ticketing

· Customer management

· Donation management

· Facility management

· League management

· Merchandise and inventory

· Passes and memberships Option 2: Concessions Point-of-Sale

· Core point of sale

· General and technical

· Concessions Option 3: Golf Point-of-Sale

· Core point of sale

· General and technical

· Golf Services scope Required services

· Business analytics, report, and form development

· Business design/software configuration

· Change management

· Data conversion and migration

· Deployment (dedicated servers, shared environment, etc.)

· Integration and interface development

· Knowledge transfer to staff

· Ongoing cloud hosting services

· Ongoing support and maintenance services

· Project management

· Security design and configuration

· Software installation/set-up

· Software modifications/upgrades

· System documentation development

· Technical design and standards

· Testing

· Training services Overall evaluation process Responses to this RFP will be evaluated by an RFP Selection Committee consisting of various process owners within the City. The City’s intent is to acquire the solution that provides the best value to the City and meets or exceeds both the functional and technical requirements identified in this RFP. The City will use the following process to reach a finalist bidder decision:

Minimum criteria: As part of the bidder's RFP response, the following minimum criteria must be met for a proposal to be considered for further evaluation. Failure to meet all criteria will automatically disqualify the bidder's response from further consideration:

Minimum criteria checklist

Round 2 evaluation: For those bidders whose proposals pass the minimum criteria, the following categories of criteria will be used to further evaluate the proposals in the following order of preference from high to low:

Round 3 evaluation: The top bidders in the second-round evaluation will then proceed to an additional level of due diligence that may include the following activities:

· Follow-up questions and answers with the bidders.

· Bidder demonstrations to include module/functionality demonstrations, technical demonstrations, service presentations, and other due diligence.

· Reference checking with comparable entities using the bidder's product.

· At any point in time during the third round of evaluation, a bidder may be eliminated from further consideration. After the round three activities, the finalist bidders will be evaluated on all information collected to date against the following criteria in order of preference:

Bidder and proposal response guidelines Responding bidder guidelines Intent It is the intent of the City, through this request for proposal and the contract conditions contained herein, to establish, to the greatest possible extent, complete clarity regarding the requirements of both parties to the agreement resulting from this request for proposal. It shall be the bidder's responsibility to ascertain that the proposal includes all addenda issued prior to the proposal submission date. The terms of the RFP and the bidder shall be determined by personal examination and by such other means as may be preferred, the conditions and requirements under which the agreement must be performed.

No ex parte communications during the competitive bidding period To ensure the proper and fair evaluation of a response, the City prohibits ex parte communication (e.g., unsolicited) initiated by the proposed bidder to a City official or an employee evaluating or considering the responses prior to the time a formal decision has been made. Questions and other communication from bidders will be permissible until <Question Submission Deadline> at <Question Submission Deadline Time>. Any communication between the responder and the City after the deadline for questions will be initiated by the appropriate City official or employee to obtain information or clarification needed to develop a proper and accurate evaluation of the response. Ex parte communication may be grounds for disqualifying the offending responder from consideration or award of the solicitation in evaluation or any future solicitation.

Basis for award, evaluation criteria, and questions The qualification of proposal responders on this project will be considered in making the award. The City is not obligated to accept any proposal if deemed not in the best interest of the City to do so. The City shall award to the qualified proposal responder based on fees submitted and responses to this RFP.

Failure to include in the proposal all information outlined herein may be cause for rejection of the proposal.

The City reserves the right to accept or reject any and all proposals, in whole or in part, that are deemed to be in the best interest of the City at its sole discretion.

A proposal may be considered nonresponsive at any time during the solicitation if conditions change.

The City reserves the right to waive any informalities or irregularities in proposals.

The City reserves the right to negotiate separately the terms and conditions or all or any part of the proposals as deemed to be in the City’s best interest at its sole discretion.

Information and/or factors gathered during interviews, negotiations, and any reference checks, and any other information or factors deemed relevant by the City shall be utilized in the final award. The final award of a contract is subject to approval by the City.

Right to request additional information The City reserves the right to request any additional information that might be deemed necessary during the evaluation process.

Advertising bidder shall not advertise or publish the fact that the City has placed this order without prior written consent from the City except as may be necessary to comply with a proper request for information from an authorized representative of a governmental unit or agency.

Advice of omission or misstatement In the event it is evident to a bidder responding to this RFP that City has omitted or misstated a material requirement to this RFP and/or the services required by this RFP, the responding bidder shall advise the contact identified on section 2, Proposal submission of such omission or misstatement.

Confidential information Information contained in the bidder’s proposal that is company confidential must be clearly identified in the proposal itself. The City will be free to use all information in the bidder's proposal for the City’s purposes. Proposals shall remain confidential until the City’s RFP Selection Committee makes its recommendation to the <Appropriate Party>. The bidder understands that any material supplied to the City may be subject to public disclosure under the City’s confidentiality act. Comment by Adam.Ben-Moche: Any confidentiality act required beyond FOIA?

Confidentiality statement Any information, including materials, drawings, designs, documentation, and other property or data, disclosed to the proposal responder shall not be used, reproduced, appropriated, or otherwise disseminated to anyone other than the City.

Reserved rights The City reserves the right to waive any irregularities; accept the whole, part of, or reject any or all proposals; and select the firm which, in the sole opinion of the City, best meets the City’s needs. The City also reserves the right to negotiate with potential bidders so that the City’s best interests are served.

Proposal response guidelines Turnkey solution All prices quoted must include all hardware, equipment, software, and services necessary to make the system specified fully operational for the intent, function, and purposes stated herein. The City reserves the right to purchase hardware separately.

Requirements for signing proposal

· Each bidder, by proposing, represents that this document has been read and is fully understood.

· The proposal must be signed digitally by an individual authorized to legally bind the person, partnership, company, or corporation submitting the proposal.

· All manual signatures must have the name typed directly under the line of the signature.

· The above requirements apply to all RFP addenda.

Tax exempt status Comment by Adam.Ben-Moche: confirm The City is exempt from paying sales taxes.

Trademarks The City warrants that all trademarks that the City requests the bidder to affix to articles purchased are those owned by the City, and it is understood that the bidder shall not acquire or claim any rights, title, or interest therein, or use any of such trademarks on any articles produced for itself or anyone other than the City.

Proposal preparation costs The bidder is responsible for all costs incurred by the bidder or subcontractors in responding to this request for proposal.

System design costs The successful bidder shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base proposal.

Pricing eligibility period All bidder proposals are required to be offered for a term not less than 180 calendar days in duration. A proposal may not be modified, withdrawn, or canceled by the bidder during the 180-day period following the time and date designated for the receipt of proposals. It is the City’s intent to procure that software solution that meets the long-term criteria for the City. The City, during the selection process, may decide to purchase a subset of the proposal components with the initial contract. The City requires that bidders agree for a period of three years from the date of the proposal to honor software and services pricing established within the bidder’s response for proposed components that are not included in the City’s initial purchase. The price of the proposed components can only be increased by the bidder during such time by an amount equal to the annual CPI-U adjustment for the region or 3%, whichever is less.

Additional charges No additional charges, other than those listed in Attachment B – POS Software and Services – Pricing Forms.xlsx, shall be made. Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup, training, and bidder travel charges.

Purchase quantities The City reserves the right to purchase any quantities of hardware or software items bid without altering the unit purchase price upon award and throughout the contract period.

Rights to pertinent materials All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation produced by the bidders that are submitted as part of the proposal shall become the property of the City upon receipt, a part of a public record upon opening, and will not be returned.

The City reserves the right to accept any proposal, to reject any or all proposals, to waive any irregularities in the proposal process, and to accept any proposal in the best interest of the City.

0. Award of contract The bidder shall be deemed as having been awarded a contract when the formal notice of acceptance of the proposal has been duly served upon the intended awardee by an authorized agent of the City. Note that the successful bidder, at the time of contract execution, must be licensed to do business in the state of Texas.

Insurance requirements The City will require the finalist bidder to retain insurance coverage in amounts and kinds to be negotiated with the finalist.

Proposal response format To facilitate the analysis of responses to this RFP, the bidder is required to prepare their proposals in accordance with the instructions outlined in this section. Bidders must respond in full to all RFP sections and follow the RFP format (section numbering, etc.) in their response. Failure to follow these instructions may result in rejection.

Proposals shall be prepared to satisfy the requirements of the RFP. EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be submitted to address the following items:

1. Proposal response (see section 4.1.1)

2. Attachment A – POS Software and Services - Bidder Questionnaire.docx (see section 4.2)

3. Attachment B – POS Software and Services - Pricing Forms.xlsx (see section 4.3)

4. Attachment C – POS Software and Services - POS Functional Requirements.xlsx (see section 4.4) RFP response This file should be limited to 20 pages describing the proposed solution beyond what is asked in Attachment A – POS Software and Services – Bidder Questionnaire.docx. For each section in the RFP, the bidder shall provide the section with their response using the section numbering of the RFP.

The RFP response should include the following sections:

Section references below (in parentheses) refer to the section numbers for your proposal submission.

Executive summary (section 1) The bidder should provide a brief narrative, not to exceed two pages, describing the proposed solution. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include cost quotations.

Application software (section 2) The bidder is required to provide a general description of the application program product and how it will meet the requirements of this RFP. As part of the proposal process, bidders will be required to submit significant technical details about the proposed solution. Any potential conflicts with the City’s current technical environment must be noted in this section.

The bidder is required to provide a general description of the application program product and how it will meet the requirements of this RFP. This section must address, at a minimum, the following items:

· Describe your overall proposed technology solution.

· Describe the product direction for the company, including time frames.

· Describe unique aspects of the bidder's solution in the marketplace.

· Describe components of the solution that are industry standards versus being proprietary to the bidder.

For all third-party products:

· List all third-party products proposed.

· The reason that this product is a third-party product versus being part of the software bidder’s solution.

· The extent to which this third-party product is integrated with the bidder’s solution.

General implementation approach (section 3) Provide a general overview of the implementation approach you plan to use for the City that includes addressing the following items:

· Provide a detailed work plan or schedule in a work breakdown structure format as part of the proposal response.

· The City is aiming for an early 2026 go-live. Please provide a schedule that can meet this. If you are unable to meet this, explain why this is not feasible. Comment by Adam.Ben-Moche: Confirm? Comment by Christie Acosta: thinking we should say Q2 2026?

· Provide an overall description of the bidder project management approach toward this type of engagement and projected timing for major phases.

· Describe key differentiators of the approach as it relates to implementing a solution on time, within budget, and with the ability to meet the needs of a diverse client like the City.

· Describe how you conclude on a preferred implementation phasing of software modules. What is your recommended approach for this implementation?

· Describe your approach toward running parallel systems, if necessary.

· Any unique tools, techniques, or methods that you use should be described in this section.

Integrations and interfaces (section 4) It is expected that information generally would need to be entered only once into the system. Modules within the system should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the system to another unless that is the preference of the City. Existing City interfaces between core modules that may currently exist (e.g., “passes and memberships posting” to “customer management”) or shadow systems that will likely be replaced are not included as they are assumed to be included in an integrated POS system.

The Microsoft Excel pricing spreadsheet contains a list of desired City application interfaces and their likely need in a future integrated environment. Provide pricing for interfaces in the associated Microsoft Excel pricing spreadsheet and explain how the integration maps the data from the old system to the new system.

In addition to the information provided in Attachment B – POS Software and Services - Pricing Forms.xlsx, the following is required:

· Describe the extent to which the various modules are integrated versus being purchased separately and interfaced

· Describe your approach toward interfacing and integration with other solutions, including the use of specific tools, methods, and standards.

· Describe data exchange standards (e.g., XML, Web Services, or EDI) supported or provided by your product.

· As it pertains to the City’s current technical environment described previously, identify potential issues integrating with specific technologies that are used within the City.

· If local customizations are made, do you provide any tools or assistance to easily incorporate customizations into new versions/releases of your software?

Organizational change management approach (section 5) The City recognizes that a movement from the current environment to a new solution will require an active change management program. The bidder should clearly identify their approach toward organizational change management, including any unique approaches or tools that will be used.

Operational redesign approach (section 6) With the deployment of a new application, the City wishes to take advantage of capabilities within the software that provide support for operational improvements. bidders are requested to describe their approach toward operational redesign including a discussion on the optimal time in which to conduct redesign as it relates to implementation of the new software.

In addition, describe your organization’s capabilities to assist in a redesign of the codes that will map to the City’s chart of accounts to meet the City’s overall financial tracking and reporting objectives. Comment by Adam.Ben-Moche: City note: Please see here, as ability to map to Tyler EERP is critical Attachment A – POS Software and Services - Bidder Questionnaire.docx (section 4.2) This attachment will be used as a guided tool for bidders to answer specific questions about their software, methodology, approach, and more. Bidders are required to answer all questions in the forms. Failure to respond to all questions can result in disqualification of the entire proposal. The forms are as follows:

1. Company Background Questionnaire Comment by Adam.Ben-Moche: Fix

2. Technical and Bidder Hosting Requirements Questionnaire

2.1. Hosting and Usage

2.2. Data Conversion

2.3. System Performance

2.4. Security

3. Project Management Approach Questionnaire

4. Report Development Questionnaire

5. Training and Testing Questionnaire

6. Implementation Staffing Plan Questionnaire

7. Ongoing Support Services Questionnaire

7.1. Support and Maintenance

7.2. Software Updates and Distribution

7.3. Customizations

8. Client Reference Form

9. Contract Terms and Conditions – Non-Comply/Exceptions Explanations

10. Required Forms and Attachments

10.1. Proposal Signature Form

10.2. Non-Collusion Affidavit

10.3. Minimum Criteria

10.4. Subscription and Maintenance Agreement

11. Addenda Attachment B – POS Software and Services – Pricing Forms.xlsx Please complete the pricing forms that have been provided in the associated Microsoft Excel pricing spreadsheet. It is the responsibility of the bidder to ensure the accuracy of the pricing provided as part of your response. Any errors in providing an accurate price response due to inaccuracies in the provided templates are the sole responsibility of the responding bidder. If there is not enough space to describe the pricing on these forms, please attach a separate pricing page and provide the pricing information in the same type of format so that it is easy to understand. The City requests a firm, fixed price for each of the components described below that are included on the attached Microsoft Excel pricing spreadsheet as separate tabs:

· Bidder checklist (including hosting/licensing model, travel and lodging costs, and discount)

· Proposal summary (no direct input required)

· Proposed scope

· Module information

· Software

· Implementation services

· Trainer services

· Data conversion services

· Integrations

· Modifications

· Other implementation services

· Optional

· Staffing by activity

· Managed services One electronic copy of the cost proposal shall be submitted in a separate file. The electronic copy of the cost proposal response shall include the completed cost worksheets that have been provided in Microsoft Excel.

· The City will not consider time and materials pricing. Bidders shall provide firm and fixed pricing based on the functionality described. For each item, indicate if the cost is one-time, annual, or other.

· Bidders shall specify their proposed annual increase, if any, for ongoing costs.

· The bidder shall provide price information for each separate component of the proposed solution, as well as the costs of any modifications necessary to fully comply with the RFP specifications.

· In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect.

· In the event the product or service is not being included in the proposal, the item should be noted as "no bid."

· Bidders shall provide all pricing alternatives in these cost sheets.

· Bidder shall provide prices in U.S. dollars.

· Bidder shall make clear the rationale and basis of calculation for all fees.

· Bidders shall show separate subtotals for the required elements of the proposed solution and any layers of optional elements.

In presenting software subscription fees, the bidder shall:

· Explain all factors that could affect subscription fees.

· Indicate which product versions, operating platform(s), and machine classes are included for each price.

· Indicate whether a product is for “server” or “client,” as applicable.

· Make clear the extent of any implementation services that are included in the subscription fees (installation, configuration, training, etc.).

To the extent possible, bidders shall show any applicable discounts…