ESBD_453813_1758893878452_RFP 2025-047 Addendum 1.pdf
PDF 1 MB Posted
- Attached to
- Point of Sale Software and Services
- Solicitation number
- RFP2025-047
- Issued by
- Mclennan County, Wichita Falls City, Texas
About this file
This document is Addendum 1 to RFP 2025-047 issued by the City of Waco, Texas Purchasing Office for Point of Sale Software and Services. The addendum extends the proposal due date to October 24, 2025, at 2:00 P.M. CST, with bid opening scheduled for 2:05 P.M. CST the same day via Zoom. The City is seeking a comprehensive POS system to replace its current RecTrac system across multiple 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. Vendors must propose solutions for at least one of three scope options: General Point-of-Sale (core POS, activity management, admissions, ticketing, customer management, facility and event management, league and camp management, member management, merchandise and inventory, passes and memberships, and fundraising), Concessions Point-of-Sale (core POS and concessions), or Golf Point-of-Sale and tee time management. A non-mandatory pre-submittal meeting was held on September 23, 2025, and vendors must submit both hard copies and digital copies of Attachments A, B, and C with their proposals.
The addendum includes clarifications and vendor questions with responses addressing key operational requirements. Vendors are permitted to perform work remotely or onsite as appropriate, with offshore development and support allowed under specified conditions: core project teams must be US-based and available onsite if needed, City data must remain in US data centers, offshore meetings must occur during City business hours or offshore resources cannot be client-facing, and post go-live support main contacts must be US-based. The minimum criteria requiring proposed software implementation experience with similar-sized organizations applies to the scope of services proposed, not individual departments. The City will consider different software solutions for specific departments such as the golf course and will evaluate all proposals in its best interest. Additional questions and responses will be issued in Addendum No. 2 for questions submitted before the October 3, 2025 question deadline. Vendors should complete technical business area specifications in Attachment C for each software product proposed, indicating whether products are vendor-owned or third-party solutions required for integration.
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Text version
Purchasing Services Post Office Box 2570
Waco, Texas 76702-2570 Phone: 254-750-6616
CITY OF WACO
Fax: 254-750-8063 daryleb@wacotx.gov www.waco-texas.com
Date:
RFB No:
Commodity:
09/26/2025
2025-047 Point of Sale Software and Services
Purchasing Agent: Daryle Bullard
Closing Time: 2:00 P.M. CST, Friday, October 24, 2025 Opening Time: 2:05 P.M. CST, Friday, October 24, 2025
RFB Opening Location: Via Zoom Video and Dial In
Addendum No: 1 The above-mentioned RFB has been changed. Sign and return addendum to the Purchasing Office by the closing time and date with your RFB response.
Returning this page signed by your authorized agent will serve to acknowledge this change. All other requirements of the invitation remain unchanged. If you have any questions, please call or stop by the Purchasing Office at the above address.
Firm:____________________________________________________________________________________
Address___________________________________________________________________________________
Signature of Person Authorized to Sign Bid:______________________________________________________________________
Signor's Name and Title (print or type):_____________________________________________________________________________
E-mail Address:____________________________________________________________________________
Date:____________________Telephone:___________________________Fax:_________________________
New RFP Closing Date.
Answers to Questions Asked.
RFP 2025-047
Addendum 1 mailto:melaniew@wacotx.gov file://NETAPP/HOMES/JodyC/0%20Purchasing/Utilities/2014/RFB%202014-012%20Generator%20Rebuild/www.waco-texas.com
For Point of Sale (POS) Software & Services
The City shall distribute all addendums (official changes, modifications, responses to questions or notices) relating to RFP for POS Software and Services by posting this addendum to the City’s website.
No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a Vendor shall be binding. Any bid received after stated closing time will not be accepted. The following changes/clarifications have been made to the original request for proposal.
RFP clarifications and changes
1. The due date for the proposals has been extended to October 24, 2025.
2. If submitting a hard copy, you must also submit a digital copy of Attachment A, B, and C.
3. Addendum No. 1 (this addendum) includes Q&A through September 24, 2025. Addendum No. 2 will be issued with responses to questions received after September 24 and before the question deadline of October 3, 2025.
Vendor Questions and Responses
1. Question: Does the City of Waco permit vendors to perform work remotely?
Response: Yes. The City is open to vendors performing work onsite or offsite as appropriate for the activity.
2. Question: Is offshore development or support (outside of the United States) acceptable for any portion of the services, such as software development, configuration, or ongoing support?
Response: Offshore support is permitted for certain activities/roles, if the following criteria is met:
o The core project team is US based and able to be onsite, if needed.
o City data is not housed in non-US data centers (assuming City policy).
o Meetings with off-shore resources will occur in City business hours OR off-shore resources will not be client facing.
o Post go-live support main contacts must be US based with support from off-shore resources.
3. Question: Regarding the minimum criteria below, is this in reference to the size of the project as a whole or for solely the areas we feel TAM would be a good fit and could provide for the City of
RFP 2025-047
Addendum 1
Waco? For example, we are not able to help within the Golf Course, Tourism or Library.
[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] Response: The minimum criteria applies to the scope of services (functional areas or modules for which the vendor is proposing), not to individual departments. It is not necessary for the similar organization to align exactly with the City of Waco’s departmental structure.
4. Question: Due to the high level of effort required by vendor staff to complete the RFP submission, would the City be open to a possible extension to 10/31?
Response: The City is amending the proposal due date to October 24, 2025.
5. Question: For mobile devices, what type of connectivity do you require (wifi, LTE)?
Response: The City will require connectivity with and without internet (Wi-Fi/cell) connection. As part of this process, City departments will determine how many devices will need connectivity and the type for each device. For example, devices for golf will need wifi/cell connectivity to accept mobile payments on the golf course.
6. Question: Will you consider a different software for the golf course than the other departments?
Response: The City will accept/consider a different software for the golf course and consider all proposals in the best interest of the City at its discretion. If a vendor solution can meet scope from all or several scope options, they should bid on all scope options that they offer. For example, if a vendor offers all scope items below under Options 1, 2, and 3, vendors should provide a response to the requirements for all scope areas. Page 27, “Software Scope” of the RFP, includes that vendors must respond/bid on at least one of the three options below.:
Option 1: General Point-of-Sale
• Core point of sale
• General and technical
• Activity and program management
• Admissions, ticketing, and event management
• Customer management
• Facility and event management
• League and camp management
• Member management
• Merchandise and inventory
• Passes and memberships
• Fundraising and donation management Option 2: Concessions Point-of-Sale
• Core point of sale
• General and technical
• Concessions
Option 3: Golf Point-of-Sale and tee time management
1. Core point of sale and Golf tee time management
2. General and technical
7. Question: Can you provide clarification on what the "technical business area specification response" is that is required for each product proposed?
Response: Vendors should complete the general and technical requirements in Attachment C for each software product proposed, if the technical requirements differ by product. If the technical requirement responses will be the same for multiple products proposed by a vendor, one response is acceptable.
8. Question: For the "products required column", is that only for products owned by the company submitting the proposal, if proposing multiple products, or does that also include third-party solutions needed for an integration to meet a functionality requirement?
Response: This column should be completed for all requirements that a vendor is proposing, whether provided by the vendor or a third party. Please indicate the third party solution if proposing a third party solution to meet a specific requirement.
| Addendum Cover Sheet.pdf |
| Closing Time: 2:00 P.M. CST, Wednesday, August 6, 2025 |
| ______________________________________________________ |
| Addendum No: 1 |
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