Pre-Proposal Meeting Attendance Summary

This document is a pre-proposal meeting attendance record for RFP 2025-047, a Point of Sale Software and Services procurement issued by the City of Waco, Texas. The non-mandatory pre-submittal meeting was held on September 23, 2025, to allow interested vendors to ask questions and clarify requirements regarding the comprehensive POS system replacement. The solicitation targets multiple city departments including Parks and Recreation, Cameron Park Zoo, Texas Ranger Hall of Fame & Museum, Waco Municipal Golf Course, Tourism, and the Waco-McLennan County Library. Proposal submissions are due on October 17, 2025, at 2:00 PM CST, with an anticipated go-live date in early to mid-2026. The city seeks a cloud-based, integrated solution to replace the current RecTrac system and consolidate multiple existing departmental solutions, requiring vendors to propose comprehensive packages that include software licensing, implementation services, data conversion, system integrations, and ongoing technical support.

The procurement emphasizes functional capability, implementation methodology, ongoing support quality, and technical infrastructure as primary evaluation factors alongside cost considerations. Key requirements include PCI-DSS compliance, integration with the Tyler EERP (Munis) financial system, 99.95% system availability, U.S. data residency, robust disaster recovery capabilities, and WCAG 2.1 AA accessibility standards compliance. The City of Waco is tax-exempt and encourages participation from Minority and Women-Owned Business Enterprises, though MWBE status will not directly influence award decisions. The solicitation specifies firm, fixed pricing with potential three-year pricing protection for components not initially purchased, structured as a turnkey solution encompassing all necessary hardware, equipment, software, and services required for full operational deployment across all designated city departments.