ESBD_453813_1757951900367_P.O.S RFP 2025-047 Proposal Package.pdf

REQUEST FOR PROPOSAL

RFP No. 2025-047

Point of Sale Software and Services

Issue Date: September 15, 2025

Closing Date & Time: October 17, 2025, 2:00 P.M. CST

Bid Opening Date & Time: October 17, 2025 at 2:05 P.M. CST

For Information Contact:

Daryle Bullard, Sr. Purchasing Agent | 254-750-6616 | daryleb@wacotx.gov

Pre-Proposal Meeting:

Via Zoom Video or Dial in Only

RFP Opening Location:

Purchasing Services Office,1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570

Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

Non-Mandatory Pre-Submittal Meeting: Tuesday, September 23, 2025 at 10:00 A.M. CST

RFP 2025-047 Page 1 mailto:daryleb@wacotx.gov

City of Waco, Texas

To our valued City of Waco vendors, We are pleased to announce that the City of Waco has partnered with Bonfire Interactive, a Euna Solutions brand, to create a new procurement portal. This portal will enable you to receive notifications of business opportunities and submit bids and proposals to the City of Waco online.

To register your company on the portal, please visit the City of Waco's Bonfire portal website at https://waco-texas.bonfirehub.com and follow the link to the Bonfire vendor registration page.

Registration is free and easy. Please make sure to select the NIGP codes that correspond to your type of business or organization. Our solicitations will be based on these codes and will be matched to vendors and contractors with the same codes.

We are excited about this new initiative to streamline our electronic bid process and we look forward to continuing our relationship with you. Thank you for your interest in doing business with the City of Waco.

If you have any questions, please contact Kasey Gamblin, Purchasing Manager, or any of the Purchasing Agents listed below.

Paul Campos - 254-750-8062, pcampos@wacotx.gov

Daryle Bullard - 254-750-6616, daryleb@wacotx.gov

Chris Hanchard - 254-750-6640, christopherh@wacotx.gov

Melanie Wade - 254-750-8098, melaniew@wacotx.gov

Sherry Martin - 254-750-8060, sherrym@wacotx.gov

Sincerely, Kasey Gamblin

254-750-8405 kaseyg@wacotx.gov

RFP 2025-047 Page 2 mailto:pcampos@wacotx.gov mailto:daryleb@wacotx.gov mailto:christopherh@wacotx.gov mailto:melaniew@wacotx.gov mailto:sherrym@wacotx.gov mailto:kaseyg@wacotx.gov https://waco-texas.bonfirehub.com

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

RFP 2025-047 Page 3 https://wacotx.zoomgov.com/j/1613548218?pwd=zAX9g3qvTYHgb2A61bLscJDpXSaYVz.1 https://wacotx.zoomgov.com/j/1614968940?pwd=BHJs6aCrKSRIiQXukssItdb0a6OiM3.1

Table of Contents

I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED PROPOSAL

II. CONTACT WITH CITY OF WACO

III. DEFINITIONS

IV. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD PROCEDURES

A. Requirements B. Response Date and Location C. Proposers accept all risk of late delivery bids regardless of instance or fault D. Modification to or Withdrawal of Submission E. Submission of Validity Period F. Costs to Develop Submission G. Evaluation Procedures H. Vendor Demonstrations I. Evaluation Criteria J. Final Selection K. Contact Award and Execution

APPENDIX A Scope of Services and Specifications

L. Proposal submission M. Introduction N. Submitter and proposal response guidelines O. Proposal response format

APPENDIX B Submitter Questionnaire

APPENDIX C Pricing Forms and POS Requirements

APPENDIX D Contract Requirements

APPENDIX E Forms to Complete and Return

RFP 2025-047 Page 4

RFP No. 2025-047

Point of Sale Software and Services

Please Register for Notification

REGISTER INTEREST FORM

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: daryleb@wacotx.gov

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services

Post Office Box 2570

Waco, Texas 76702-2570

Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFP 2025-047 Page 5

I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED PROPOSAL

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

• Issuance of the RFP

• Pre-proposal meeting

• Deadline for questions

• Proposals due

• Proposal opening

• Evaluation of submission

• Demonstrations of software (subject to change based on the number of bidders)

• Contract negotiations and award

September 15, 2025

September 23, 2025

October 3, 2025, by 5:00 P.M.

October 17, 2025, at 2:00 P.M.

October 17, 2025, at 2:05 P.M.

October-December 2025

November 2025

Tentative January 2026

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Daryle Bullard, Sr. Purchasing Agent, who can be reached at:

Email: daryleb@wacotx.gov Telephone: (254) 750-6616 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services

Attn: Daryle Bullard, Sr. Purchasing Agent 1415 North 4th Street

Waco, Texas 76707

Contacting someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s

Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

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III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(A) Bidder, Submitter, or Vendor means a firm, company, or organization responding to the

RFP document to provide services to implement the software described in the RFP.

(B) Business days mean Monday through Friday, 8 a.m. to 5 p.m. local time in Texas, excluding

City holidays.

(C) Change order means a written document signed by the state and issued to the submitter 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.

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

(E) Completion means fulfillment of all the bidder’s obligations under the contract.

(F) 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.

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

(H) 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.

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

(J) 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.

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

(L) 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.

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

RFP 2025-047 Page 7

(N) 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.

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

(P) POS application software means the software solution for which the successful submitter will be responsible for providing software integration and implementation services.

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

(R) 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.

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

(T) 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 submitter to implement the software solution chosen by the City.

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

(V) Software submitter means the company providing the software to the City.

(W) Subcontract means any agreement, including purchase orders (other than one involving an employer/employee relationship), entered between the submitter 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.

(X) Subcontractor means any individual, firm, partnership, corporation, joint venture, or other entity, other than an employee of the submitter, which contracts with the submitter 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.

(Y) 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.

(Z) 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.

(AA) System interfaces define where the City has identified an integration is needed.

(BB) System requirements mean functional and technical requirements for the software solution chosen by the City.

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IV. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD PROCEDURES

A. Requirements

(1) Terms, Conditions & Requirements: In addition to the specifications for the Project, the attached Appendices include the City’s Contract Requirements.

(2) It is anticipated that work will not be performed by the City on Saturdays, Sundays, or City holidays unless specifically approved by the City. Since “day” is defined as a working day or calendar day, Saturdays, Sundays, and City holidays shall be counted as days and included in calculating the Contract time. If a Contractor wants to perform work on

Saturdays, Sundays, or City holidays, the Contractor shall seek approval by making a written request to the City. The contractor shall be responsible for all City staff and third-party time, costs, expenses, and overtime for work performed on Saturdays, Sundays, or City holidays, unless excused in writing by the City prior to the work. The contractor shall include sufficient weather days as appropriate for the time of year and overall duration of the work within its proposal.

(3) Reservations by City: The City of Waco reserves the right to reject any and all submittals.

The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse proposers for any costs incurred during the preparation or submittal of responses to this solicitation. Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

(g) Retain all proposals submitted and use any ideas in a proposal regardless of whether or not that proposal is selected

(4) Proposals should be kept to the minimum necessary length to explain the proposer’s attributes and pricing. Typed responses are preferred in Times New Roman, Arial or Calibri font. Responses must be clear and may be subject to disqualification if illegible.

(5) Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(6) Cover sheet containing RFP number, project name, and proposer’s name, address, and telephone number.

(a) A brief company history and narrative of the proposer’s approach to the project and a statement of understanding targeting the specific nature of this project as detailed in Appendix A, Section D, (1) RFP Response.

(b) Completed and signed copies of Forms included in Appendix C.

(c) Certificate showing current insurance coverage.

RFP 2025-047 Page 9

(d) Names of the Subcontractors for the major components of the Project.

(e) Pricing/Cost Information – Pricing Forms

1. All pricing and cost information is to be submitted less Federal Excise and State of Texas Sales Taxes. A tax exemption certificate will be executed upon request. The City’s federal tax identification number is 1-74-6002468-4.

(7) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

(8) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative of the proposer authorized to bind the proposer contractually. The proposer must include a statement identifying any exceptions to this RFP or declare that there are no exceptions taken to the RFP.

(9) Completeness of submission

B. Response Date and Location

Responses to this solicitation must be received by the date and time in Section I. The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/login.

C. Proposers accept all risk of late delivery bids regardless of instance or fault

A proposal received after the submission deadline will not be considered and will be returned unopened to the submitter. The City will NOT accept a response submitted by facsimile transmission (fax) or by electronic mail (email). All submissions and accompanying documentation will become the property of the City.

D. Modification to or Withdrawal of Submission

Submissions cannot be altered or amended after the submission deadline passes. Submissions may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification WITHOUT revealing the pricing/cost or terms information. The modification should provide the addition, subtraction, or other modifications so that the final pricing/costs or terms will not be revealed to the City until the sealed proposal is opened.

(2) The written modification may be submitted by electronic transmission (fax or email or personal delivery to Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

(3) If the modification is submitted through an electronic transmission (fax or email), the City must receive an original of the modification document signed by the proposer and submitted to a delivery company (UPS, FedEx, etc.) prior to the proposal closing time. If the original of the modification was not submitted to a delivery company prior to the closing time or is not received within three (3) days after the closing time of the bid, consideration will not be given to the modifications provided in the electronic transmission.

A submission may also be withdrawn by providing the notice in person by a representative of the vendor who can provide proof of their authority to act for the proposer. The representative will be required to execute a receipt reflecting the submission is being withdrawn. If a

RFP 2025-047 Page 10 submission is withdrawn before the submission deadline stated herein, the proposer may submit a new sealed proposal provided the new proposal is received prior to the closing date and time deadline stated on page 1. This provision does not change the common law right of a submitter to withdraw a submission due to a material mistake in the submission.

E. Submission of Validity Period

A submission responding to this RFP signifies the vendor’s agreement that the submission and the content thereof, are valid for one hundred eighty (180) days following the submission deadline unless otherwise agreed to in writing by all parties. The submission may become part of the contract that is negotiated between the City and the successful proposer.

F. Costs to Develop Submission

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the proposer and shall not be reimbursed in any manner by the

City.

G. Evaluation Procedures

The proposals will be initially reviewed and evaluated by a Project Review Committee. Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal.

H. Vendor Demonstrations

The evaluation by the Project Review Committee will be presented to the City Manager or

Executive staff, who will determine whether proposers may be invited to a formal demonstration of their proposal. There is no obligation for the City to host demonstrations in order to make the final selection.

I. Evaluation Criteria

Evaluation criteria can be found in Appendix A.

J. Final Selection

Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the proposals.

(1) During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from proposers.

K. Contact Award and Execution

The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $100,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

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APPENDIX A

Scope of Services and Specifications

(1) Proposal submission

(2) Introduction

(3) Submitter and proposal response guidelines

(4) Proposal response format

RFP 2025-047 Page 12

L. Proposal submission

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 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 Daryle Bullard, Sr. Purchasing Agent, whose contact information can be found in the solicitation document.

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

Proposal due date: Submit to Waco’s Bonfire Portal, by mail, or by drop off by October 17, 2025, 2:00 P.M. CST

Submit to Waco:

Digital format or paper format of one technical proposal, including the following files:

• Attachment A – POS Software and Services -

Submitter 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 Bonfire Bid Portal. The City is not responsible for electronic submissions not received by the deadline.

M. Introduction

(1) Waco and project background

The City of Waco, Texas, is a full-service city in McLennan County. The City of Waco is issuing this Request for Proposals (RFP) to identify a qualified partner for the software, and implementation of a comprehensive Point-of-Sale (POS) system(s). The City’s departments utilize a variety of point-of-sale systems. Most commonly, the City utilizes Vermont Systems RecTrac as its primary POS supporting internal and community-facing processes.

Parks and Recreation is a key user of RecTrac, while other departments including the

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Cameron Park Zoo, Tourism, Waco Mammoth National Monument, Texas Ranger Hall of Fame & Museum, and the Waco Municipal Golf Course utilize the system as well. Other departments, including the Library, Health, Animal Services, and Police, utilize other systems for point-of-sale functionality. This project is driven by:

• 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:

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, Waco Municipal Golf Course, 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.

• Detailed drawings, scope of services, and/or specifications are attached as Appendices.

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• A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

(2) 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 Submitter Hosting Requirements Form in Attachment A – POS Software and Services – Submitter Questionnaire.docx.

• Bandwidth: Outgoing 10gb, with at least 1gb to each individual location

• Remote access and/or VPN used: GlobalProtect

• Active directory: Microsoft Active Directory/Azure Entra

(3) Current application environment

Legend for current applications

Legend code Description

R Replacement The City intends to replace this application with the selected solution.

C Consider The City will consider replacing this application with the selected solution based on the strength of the finalist bidder’s offering and the cost/benefit of the replacement module.

M Maintain The City intends to retain the application, not replace it, through this effort.

I Interface The City intends to keep the application and interface/integrate it with the selected solution.

C/I Consider/ Interface

The City will consider replacing this application with the selected solution based on the strength of the finalist bidder’s offering and the cost/benefit of the replacement module. If the City maintains this application, it would require an interface to the POS. Therefore, the submitter must provide interface experience and pricing for these applications.

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Current application Departmental user Application notes/description

Likely future of system? *

Authorize.net Citywide Payment processor for debit and credit card transactions C

Avenue Insights DMO/Tourism Used to monitor hotel occupancy taxes and the collections on those from hotels M

Barcode generator Citywide

Various used across the City for tagging merchandise that does not already include a barcode (e.g., locally made items)

C

Biblioteca Library RFID scanners for the library M

Blackbaud Altru Zoo Donor management software that the society runs I/C

CardPointe

Parks and Recreation, Golf, Mammoth Site, Texas Ranger Museum

Daily batch reports for various sites, including online payments R

Central Texas

Writing Project

Copiers Library

Used to support public copies, scans, and faxes. The copiers have a vending device on them which allow for POS.

I/M

Chameleon Animal Control

Used for dispatching animal control for field calls, managing animal and adoption accounts, and donations

M

Comprise (SAM)

Public Computer Library

Manages use of the free public computer usage, though there are fees associated with printing

I/M

Cure MD Health POS for insurance payments C

DonorBox Animal Control Takes donations outside of the office C

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Departmental user Application notes/description

Likely future of system? *

Jotform Zoo Waivers associated with group bookings R

Maintstar Health, Public Works Enterprise Asset Management Software utilized for planning and permitting.

I

Outlook Texas Ranger Museum Scheduling staff for tours I/M

PowerBI Zoo Data analytics software M

RecTrac

Parks and Recreation, Golf, Mammoth Site, Texas Ranger Museum, Welcome Center (DMO), Zoo

Point of Sale Solution used to record revenue (including sales from Shopify), admissions, donations, processes payments, inventory tracking, tee times

(golf), space rentals, and concession management

R

Shopify

Texas Ranger

Museum, Mammoth

Site, DMO/Tourism

Online ordering system; note that any transaction processed in Shopify must be re-entered by Waco staff in RecTrac

R

SmartAlec printers Library

Used to support public printing. The copiers have a vending device on them that allow for POS.

C

Springshare's

LIBCOW

Library Library space reservation C

Symphony

Tourism and

Economics and

Placer AI (distinct systems for the same purpose)

Zoo, DMO/Tourism Utilizes foot traffic to generate data from cell phones M

The Library

Corporation's Library

System of record for all library users and items owned by the I

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Departmental user Application notes/description

Likely future of system? *

LS2 Integrated

Library System

(ILS)

library. Fees and fines are assigned from this system against a user's account.

Tyler Cashiering Police, Health, Transit, DMO/Tourism

• Police: Vehicle impounding payments

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

• Health, Transit, DMO/Tourism: Creates a payment batch using individual payments that require workflow approval prior to being sent to the City's ERP

C

Tyler EERP

(Munis) Citywide City's financial system of record I

Volgistics Zoo Volunteering management done by the

Education side of the zoo M

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(4) Summary of organizational metrics

A summary of City metrics and standards is included below. These volumes and standards reflect actual and estimated amounts for the current environment.

City of Waco

Metric Current

Population City of Waco - 147,666 (2025)

MSA est - 307,123 (2024)

Number of departments 26

Budget (General Fund) $225.2M

Total staff (FTE – including estimated part-time) 1,711

Number of inventory codes currently in RecTrac 3,228

Number of inventory codes currently in Shopify 327

Number of revenue categories in RecTrac 7

Number of revenue categories in Shopify Collections – 23

Types - 74

Fiscal year end September 30

Number of bank accounts 21

Number of future power users – Finance Department 5

Number of future power users – IT Department 8-10

Payment types supported Cash, Check, Debit, and all major credit cards except for American Express

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(a) Parks and Recreation

Parks and Recreation

Metric Current

Number of future power users - Department 4

Number of future end users - Department 25

Number of cashiers 20

Number of current POS terminals 13

Number of future desired POS terminals 15

Daily transactions (#) 100

Daily transactions ($) $4500

Online transactions (#) 180 monthly

Online transactions ($) $33,600 monthly

Daily refunds (#) 2.5

Daily refunds ($) $460

Number of visitors annually (not unique) ~14,000

Vouchers and/or gift cards offered?

No

(desired for future)

Number of vouchers/gift cards 0

Donations accepted? Yes

Donations ($) $38,000

Customer accounts? Yes

Number of customer accounts 50,000

Membership offered? No

Number of members N/A

Number of unique inventory items

(potential future use)

Concessions offered? Yes

RFP 2025-047 Page 20

(b) Cameron Park Zoo

Cameron Park Zoo

Metric Current

Number of future power users - Department 5

Number of cashiers 15

Number of current POS terminals 10

Daily transactions (#) 235

Daily transactions ($) $11,259.97

Daily refunds (#) 4

Daily refunds ($) $92.76

Number of visitors annually (not unique) 331,356

Vouchers and/or gift cards offered? No

Number of vouchers/gift cards 0

Donations accepted? No

Donations ($) 0

Customer accounts? No

Number of customer accounts 0

Membership offered? No

Number of members 0

Number of unique inventory items 296

Concessions offered? Yes

Affiliated agencies Zoological Society

RFP 2025-047 Page 21

(c) Golf Course

Golf Course

Metric Current

Number of future power users - Department 2

Number of future end users - Department 20

Number of cashiers 20

Number of current POS terminals 4

Number of future desired POS terminals

2 mobile

Daily transactions (#)

Pro shop - 300

Kitchen - 200

Bar - 100

Daily transactions ($) ~$12,000

Online transactions (#) 0

Online transactions ($) 0

Daily refunds (#) ~2

Daily refunds ($) ~$50

Number of visitors annually (not unique) ~96,000

Vouchers and/or gift cards offered? Yes

Number of vouchers/gift cards ~375

Donations accepted? No

Donations ($) 0

Customer accounts? No

Number of customer accounts 0

Membership offered? Yes

Number of members 120 members

400 VIP passes annually

Number of unique inventory items 530

Concessions offered? Yes

RFP 2025-047 Page 22

(d) Texas Ranger Hall of Fame & Museum

Texas Ranger Hall of Fame & Museum

Metric Current

Number of cashiers 6

Number of current POS terminals 2

Number of future desired POS terminals 4

Daily transactions (#) Gift shop - 40

Daily transactions ($) Gift shop - $3,200

Online transactions (#) 132 annually

Online transactions ($) ~$10,800 annually

Daily refunds (#) 0 (4-5 monthly)

Daily refunds ($) 0

Number of visitors annually (not unique) Museum - 50,000

Knox hall and ED Center – 14,000

Vouchers and/or gift cards offered? No

Number of vouchers/gift cards 0

Donations accepted? Yes

Donations ($) $10,000+

Customer accounts? No

Number of customer accounts 0

Membership offered? Yes

Number of members 20

Number of unique inventory items 3,486

Concessions offered? No

Other information Admission numbers for 10/1/23-

9/30/24 were 49,557, and the revenue for admissions was $371,575.60

RFP 2025-047 Page 23

(e) Tourism

Tourism

Metric Current

Number of future power users - Department 2

Number of future end users - Department 4

Number of cashiers 4 (assigned money bags)

Number of current POS terminals 1

Number of future desired POS terminals 2

Daily transactions (#) ~6

Daily transactions ($) ~$110

Online transactions (#) ~84 annually

Online transactions ($) ~$4,000 annually

Daily refunds (#) 0

Daily refunds ($) 0

Number of visitors annually (not unique) 36,702

Vouchers and/or gift cards offered? No

Number of vouchers/gift cards 0

Donations accepted? No

Donations ($) 0

Customer accounts? No

Number of customer accounts 0

Membership offered? No

Number of members 0

Number of unique inventory items 259

Concessions offered? Yes (gratis)

Affiliated agencies Pet Circle (city dept)

Other information

FYTD: revenues of $35,677

FY 2024: revenues of $114,178

FY 2023: revenues of $62,811

RFP 2025-047 Page 24

(f) Waco Mammoth National Monument

Waco Mammoth National Monument

Metric Current

Number of future power users - Department 5

Number of future end users - Department 12

Number of cashiers 12

Number of current POS terminals 2

Number of future desired POS terminals

1 mobile

Daily transactions (#) ~140

Daily transactions ($) ~$2,700

Online transactions (#) 0

Online transactions ($) 0

Daily refunds (#) ~1

Daily refunds ($) ~$5.50

Number of visitors annually (not unique) ~100,000

Vouchers and/or gift cards offered?

No

(desired for future)

Number of vouchers/gift cards 0

Donations accepted?

No

(desired for future)

Donations ($) 0

Customer accounts? No

Number of customer accounts 0

Membership offered?

No

(desired for future)

Number of members 0

Number of unique inventory items ~380

Concessions offered?

No

(desired for future)

Affiliated agencies National Park Service, Waco

Mammoth Foundation

RFP 2025-047 Page 25

(g) Waco-McLennan County Library

Waco-McLennan County Library

Metric Current

Number of future power users - Department 4

Number of future end users - Department 45

Number of cashiers 29

Number of current POS terminals 10

Number of future desired POS terminals 10

Daily transactions (#) 49,630

Daily transactions ($) $85,957.65

Online transactions ($) $4,020.74 annually

Daily refunds (#) 3

Daily refunds ($) $44.20

Number of visitors annually (not unique) 302,800

Vouchers and/or gift cards offered? Account credit offered in ILS

Number of vouchers/gift cards $68.59

Donations accepted? Yes

Donations ($) $454.29

Customer accounts? N/A (stored in ILS)

Number of customer accounts N/A

Membership offered? N/A (stored in ILS)

Number of members N/A

Number of unique inventory items N/A (stored in ILS)

Concessions offered? No

Affiliated agencies Friends of the Library 501(c)(3)

Other information

65,855 card holders but not all of them end up having to pay money

15 types of charge codes at the moment for the POS system but may have future ones added

RFP 2025-047 Page 26

(5) 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 submitter. To the extent the submitter is able, the City is looking for the submitter 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 submitter proposing for a scope area will propose for all functional areas within that scope option (e.g., a submitter 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

Option 1: General Point-of-Sale

• Core point of sale

• General and technical

• Activity and program management

• Admissions, ticketing and event management

• Customer management

• Member management

• Facility and event management

• League and camp management

• Merchandise and inventory

• Passes and memberships

• Fundraising and donation management Option 2: Concessions Point-f-Sale

• Core point of sale

• General and technical

• Concessions

Option 3: Golf Point-of-Sale

RFP 2025-047 Page 27

• Core point of sale

• General and technical

• Golf

Services scope

• 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

(6) Overall evaluation process

Responses to this RFP will be evaluated by a Project Review 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 submitter decision:

(a) Minimum criteria: As part of the submitter'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 submitter's response from further consideration:

Minimum criteria checklist

□ Response timeliness: RFP response submitted by the due date and time.

□ Response authorization: RFP response is signed by an authorized company officer.

RFP 2025-047 Page 28

Minimum criteria checklist

□ Response completeness: Respondent complied with all mandatory CORE scope requirements of the RFP and provided a response to all items requested with sufficient detail, which provides for the proposal to be properly evaluated. All required forms must be completed from the RFP’s Appendix C:

• Submission of Bid/Proposal and Acknowledgment of Addenda

• Business Identification Form

• Conflict of Interest Questionnaire (CIQ form)

• Disclosure of Relationships with City Council/Officers (City Charter)

• Minority/Women Owned Business

• Litigation Disclosure

• Certification Regarding Debarment

• Non-collusion Affidavit

• Texas Public Information Act

• Drug Free Workplace

• W-9 Form

Any deficiencies in this regard will be determined by the City to be either a defect that they will waive or that the proposal can be sufficiently modified to meet the requirements of the RFP.

□ Minimum client software installations: System Software/Integrator must have implemented proposed software for at least one similar organization of similar size in the previous 5 years.

(b) 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 2 evaluation criteria Weighting

Functionality: Including requirements compliance, data flows in/out of the system, and consideration of holistic capabilities.

30%

Implementation approach: Including staffing requirements, timeline, division of responsibility, and process redesign in accordance with best practices 20%

Cost: Including one-time costs of implementation, ongoing software fees, additional staffing costs required

15%

Ongoing support: Including available support methods, hours, response times, frequency of updates, and upgrades 15%

Technical: Including the security, hosting, patching/update process, ease of administration, and integration tools

10%

Vendor background: Includes experience, stability, and strength of references 10%

Total 100%

(c) 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

RFP 2025-047 Page 29 following activities:

• Follow-up questions and answers with the bidders.

• Submitter 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 submitter 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:

Round 3 evaluation criteria Weighting

Functionality: Including demonstrated functionality, requirements compliance, data flows in/out of the system, and consideration of holistic capabilities.

30%

Implementation approach: Including demonstrated approach, staffing requirements, timeline, division of responsibility, and process redesign in accordance with best practices

20%

Cost: Including one-time costs of implementation, ongoing software fees, additional staffing costs required 15%

Ongoing support: Including available support methods, hours, response times, frequency of updates, and upgrades 15%

Technical: Including the security, hosting, patching/update process, ease of administration, and integration tools 10%

Vendor background: Includes experience, stability, and strength of references 10%

Total 100%

RFP 2025-047 Page 30

N. Submitter and proposal response guidelines

(1) Responding submitter 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 submitter 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.

(a) 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 submitter 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 the Question Submission Deadline referred to in Section I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED PROPOSAL. 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.

(b) 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.

(c) Right to request additional information

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

(d) Advertising

Submitter 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.

RFP 2025-047 Page 31

(e) Advice of omission or misstatement

In the event it is evident to a submitter 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 submitter shall advise the contact identified in Appendix A, Section A. Proposal submission of such omission or misstatement.

(f) 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. The submitter understands that any material supplied to the City may be subject to public disclosure under the City’s confidentiality act.

(g)…