REQUEST FOR PROPOSAL

RFP No. 2026-056 For Point of Sale Software and Implementation

Services

Issue Date: October 15, 2026 All Questions Due: October 26, 2026, 5:00 P.M. CT

Closing Date & Time: November 5, 2026, 2:00 P.M. CT Opening Date & Time: November 5, 2026, 2:01 P.M. CT

For Information Contact:

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

Pre-Proposal Meeting:

Via Zoom Video and Dial-In Only

RFP Opening Location:

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

Zoom & Dial-In Information:

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

RFP 2026-056 Page 1 mailto:%20XXX@wacotx.gov mailto:daryleb@wacotx.gov http://www.waco-texas.com/

EUNA / BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s database system, EUNA / Bonfire.

We ask vendors to register with EUNA / 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 EUNA / Bonfire with registration or customer support issues.

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

RFP 2026-056 Page 2

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 2026-056 Page 3 https://wacotx.zoomgov.com/j/1658939400?pwd=T6bOM7dFqmgADA5UN5ENXbb94jQqDK.1 https://wacotx.zoomgov.com/j/1653876581?pwd=QUBv9SKjqFXLU7iR2ibHh6ba0IT6bA.1

Table of contents

1. Introduction

1.1 City and project background

1.2 Expected scope of system solution

1.3 Requested application software

1.4 Required services scope

1.5 Anticipated data conversions scope

1.6 Anticipated integrations scope

1.7 Anticipated timeline overview

1.8 Proposal submission instructions

2. City current state

2.1 Summary of organization metrics

2.2 Current application environment

2.3 Current technical environment

3. Communications about this procurement

3.1 RFP clarifications and questions

3.2 No ex parte communications during the competitive bidding period

3.3 Advice of omission or misstatement

3.4 Confidentiality statement

4. Proposer and proposal response guidelines

4.1 Intent

4.2 Right to request additional information

4.3 Advertising

4.4 Confidential information

4.5 Requirements for signing proposal

4.6 Trademarks

4.7 Rights to pertinent materials

4.8 Award of contract

4.9 Insurance requirements

4.10 ..................................................................................................................................... Public Records Act

4.11 .............................................................................................................................. Use of subcontractors

4.12 ..................................................................................................................................... Data requirements

5. Evaluation process

5.1 Evaluation process overview

5.2 Basis for award, evaluation criteria, and questions

Appendix A

RFP 2026-056 Page 4

5.3 Minimum criteria

5.4 Round 1 evaluation

5.4 Round 2 evaluation

5.5 Round 3 evaluation

6. Proposal response

6.1 Executive summary

6.2 Attachments and appendix material

BB. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) General Waco Terms and Conditions for IT Contracts

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) HB 89 Energy Form

(6) HB 89 Firearms Form

(7) HB 89 Israel Form

(8) HB1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

(11) Registered with the Texas Secretary of State

(12) W-9 Taxpayer Identification Form

C. Forms to Complete and Return

(1) Submission of Bid/Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

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

(5) HUB Business Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

D. City Proposer Questionnaire (Also posted seperatly in Excel Form)

RFP 2026-056 Page 5

Appendix A

Introduction

RFP 2026-056 Page 6

1. Introduction

1.1 City and project background

The City is seeking proposals from qualified software and implementation service providers for modern point-of-sale (POS) software solution(s). The selected solution(s) will support the Cameron Park Zoo, Waco Mammoth National Monument, Texas Ranger Museum, Destination Marketing, and the STEAM Center.

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 POS system(s). The City’s facilities utilize a variety of POS systems. Most commonly, the City utilizes Vermont Systems RecTrac as its primary POS supporting internal and community-facing processes. Cameron Park Zoo, Destination Marketing, Waco Mammoth National Monument, and Texas Ranger Hall of Fame & Museum utilize RecTrac. Other facilities, including the STEAM Center, utilize other systems for POS 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

The City hired Plante Moran to provide advisory services for the selection of the new software solution(s). 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. There is a need for the future system to accommodate facility rentals, group registration, and customer self-service. 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 their 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. 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.

• 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.

RFP 2026-056 Page 7

• Merchandise and inventory. The Zoo, Destination Marketing, Mammoth Site, and the Texas Ranger Hall of Fame & Museum 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.

1.2 Expected scope of system solution

The City requires responding proposers to propose a cloud-based POS solution, including software, implementation services, project management, managed services, and other technology services for the scope of the project. To the extent the proposer is able, the City is looking for the proposer to conduct a thorough business analysis at the start of the project and to provide the City with an out-of-the-box system using its best practices and experience as a model. The following requirements should be considered relative to the scope:

• Proposers must provide software for core point of sale and at least one additional process listed. The general and technical requirements describe required technical infrastructure rather than a dedicated module; general and technical requirements are also required. Proposers can respond to modules with their own products, or they may partner with other proposers to submit a proposal that meets the software scope listed below.

• The anticipated term of the agreement is at least 5 years.

1.3 Requested application software

• Core point of sale (required)

• General and technical (required)

• Concessions

• Activity management

• Admissions and ticketing

• Facility management

• Merchandise and inventory

• Passes and memberships

• Donation management

1.4 Required services scope

• Project management

• System configuration

• Data conversion

• Integration development

• Report development

• Testing

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• Training and change management

• Go‑live and post‑go‑live support

• Ongoing security, hosting, and maintenance

1.5 Anticipated data conversions scope

Facilities RecTrac Data

Cameron Park Zoo, Texas Ranger Hall of Fame & Museum, Waco Mammoth National Monument, Destination Marketing

RecTrac Billing and sales history data broken down by revenue type and department

Cameron Park Zoo, Texas Ranger Hall of Fame & Museum, Waco Mammoth National Monument, Destination Marketing

RecTrac Inventory item master data (e.g., descriptions, unit cost, sale price, barcode ID)

Cameron Park Zoo, Texas Ranger Hall of Fame & Museum, Waco Mammoth National Monument, Destination Marketing

Shopify Inventory item master data (e.g., descriptions, unit cost, sale price)

Cameron Park Zoo, Texas Ranger Hall of Fame & Museum, Waco Mammoth National Monument, Destination Marketing

RecTrac History of payment data including payment amounts for specific accounts, check numbers or reference numbers, payment type codes, user IDs, batch numbers, batch types, etc.

Cameron Park Zoo, Texas Ranger Hall of Fame & Museum, Waco Mammoth National Monument

RecTrac Admissions data including revenue type rollup

STEAM Center DonorBox

All donation data including donor information and historical donation transactions (~7 months of data)

1.6 Anticipated integrations scope

Integration description System

Bidirectional interface desired:

Inbound: The POS should receive membership and donor demographic information.

Outbound: Altru should receive customer information.

Blackbaud Altru

Outbound: The POS booking software should provide calendar holds in Outlook.

Outlook

RFP 2026-056 Page 9

Inbound: The POS should reflect the ledger codes from EERP Outbound: The EERP should receive revenue information in the correct accounts with limited intervention by staff

Tyler EERP (Munis)

1.7 Anticipated timeline overview

Listed below are estimated dates 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.

Dates are tentative and subject to change.

Milestone Timeframe

RFP issuance October 15, 2026

Proposer pre-proposal meeting October 22, 2026

Deadline for clarification questions October 26, 2026

Proposals due November 5, 2026

Proposal opening November 5, 2026

Round 2 vendor introductions Week of November 16, 2026

Round 3 demonstrations tentative December 14-18, 2026

Contract negotiations and award Early 2027

Estimated go-live Summer 2027

1.8 Proposal submission instructions

An electronic version of the proposal and all attachments in the required format are to be submitted by the proposal due date through https://pbsystem.Bonfire.com/portal/63291/portal-home. The City is not responsible for electronic submissions not received by the deadline.

To facilitate the analysis of responses to this RFP, the proposer is required to prepare their proposals in accordance with the instructions outlined in this section. Proposers 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.

RFP 2026-056 Page 10 https://pbsystem.Bonfire.com/portal/63291/portal-home

2. Facility operations

2.1 Metrics by facility

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

2.1.1 Cameron Park Zoo

Metric Current

Total revenue, previous fiscal year $4,023,478 Number of future power users 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? Yes 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

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2.1.2 Texas Ranger Hall of Fame & Museum

Metric Current

Total revenue, previous fiscal year $702,170.55 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 – 54,635 (FY25) 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 755

Concessions offered? No

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2.1.3 Destination Marketing

Total revenue, previous fiscal year $41,701 for Welcome Center Number of future power users 2 Number of future end users 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 Donations accepted? No Customer accounts? No Membership offered? No 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

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2.1.4 Waco Mammoth National Monument

Total revenue, previous fiscal year $508,894 Number of future power users 5 Number of future end users 12 Number of cashiers 12 Number of current POS terminals 2 Number of future desired POS terminals 3; 1 mobile

Daily transactions (#) ~140 Daily transactions ($) ~$2,700

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) Donations accepted? No (desired for future) Customer accounts? No Membership offered? No (desired for future) Number of unique inventory items ~380 Concessions offered? No (desired for future) Affiliated agencies National Park Service

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2.1.5 Bledsoe-Miller STEAM Center

Total revenue, YTD since Feb 2026 opening $103,661.41 (since Feb 2026) Number of future power users 5 Number of future end users 15 Number of cashiers 6

Number of current POS terminals 3

Number of future desired POS terminals 3 Daily transactions (#) 6

Daily transactions ($) $550 (with online trans.)

Online transactions ($) $9,520 (188 transactions since Aug 1, 2026)

Daily refunds (#) N/A -- avg. 1 per week though # increasing since launch of online purchasing

Daily refunds ($) $50 Number of visitors annually (not unique) 37,925 (since Feb 2, 2026) Vouchers and/or gift cards offered? Yes Number of vouchers/gift cards N/A Donations accepted? Yes

Donations ($) $26,420.99 Customer accounts? Yes (DonorBox) Membership offered? Yes Number of unique inventory items 24 Concessions offered? No

Affiliated agencies Transformation Waco 501(c)(3)

RFP 2026-056 Page 15

2.2 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 proposer’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 proposer’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 proposer 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 Destination Marketing

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

Blackbaud Altru Zoo Donor management software that the society runs

C/I

CardPointe Mammoth Site, Texas Ranger Museum, Zoo, Destination Marketing

Daily batch reports for various sites, including online payments

R

Clover STEAM Center, Destination Marketing

Current POS for front desk

Destination Marketing transactions re-entered into RecTrac

C/I

DonorBox STEAM Center Online donations and memberships

C

Jotform Zoo Waivers associated with group bookings

R

Outlook Texas Ranger Museum

Scheduling staff for tours I/M

PowerBI Zoo Data analytics software M RecTrac Mammoth Site, Texas

Ranger Museum, Destination Marketing, Zoo

Point of Sale Solution used to record revenue (including sales from Shopify), admissions, donations, processes payments, inventory tracking, space rentals, and concession management

R

Shopify Texas Ranger Museum, Mammoth Site, Destination Marketing

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

R

RFP 2026-056 Page 17

Current application Departmental user Application notes/description

Likely future of system? *

Springshare's LibCal

STEAM Center Event calendar, event registration and management

C

Symphony Tourism and Economics and Placer AI (distinct systems for the same purpose)

Zoo, Destination Marketing

Utilizes foot traffic to generate data from cell phones

M

Tyler EERP (Munis) Citywide City's financial system of record

I

Volgistics Zoo Volunteering management done by the Education side of the zoo

M

2.3 Current technical environment

As part of the proposal process, proposers 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 as part of the RFP response.

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

• Remote access and/or VPN used: GlobalProtect

• Active directory: Microsoft Active Directory/Azure Entra

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3. Communications about this procurement

3.1 RFP clarifications and questions

Unless otherwise authorized herein, proposers who are considering submitting a proposal in response to this RFP or who submit a proposal in response to this RFP are only to communicate with the designated procurement contact and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via its Bid Management System, Bonfire.

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

All notifications, updates, and addenda will be posted on Bonfire at https://pbsystem.Bonfire.com/portal/63291/portal-home. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to an update may result in a determination of a non-responsive proposal.

All questions regarding this RFP should be submitted through Bonfire:

https://pbsystem.Bonfire.com/portal/63291/portal-home

The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein unless confirmed in writing by the designated procurement contact.

Bonfire will not accept late proposals, and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from Bonfire indicating that their proposal was submitted successfully.

Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service.

Failure of the proposer to successfully submit an electronic proposal shall be at the proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals. Bonfire makes no guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission deadline.

Proposals shall NOT be sent via email or facsimile means.

Responses to all questions will be posted on Bonfire. All prospective proposers are advised to visit Bonfire regularly as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted.

RFP 2026-056 Page 19 mailto:daryleb@wacotx.gov

Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on Bonfire under the “Addenda/Emails” tab.

3.2 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 proposer 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 proposers will be permissible until the date in section 1.7 Anticipated timeline overview. 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.

3.3 Advice of omission or misstatement

If it is evident that the City has omitted or misstated a material requirement of this RFP and/or the services required by this RFP, the responding proposer shall notify the City of such omission or misstatement.

3.4 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.

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4. Proposer and response guidelines

4.1 Intent

The purpose of this RFP, along with its contract terms, is to ensure that both the City and the selected proposer have a complete and clear understanding of their responsibilities under any resulting agreement. Proposers are responsible for making sure their proposal includes all addenda issued before the proposal submission deadline. It is also the proposer’s duty to carefully review the RFP documents and gather any additional information needed to understand all requirements and conditions for performing the agreement.

4.2 Right to request additional information

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

4.3 Advertising

Proposers 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.

4.4 Confidential information

Information contained in the proposer’s proposal that is confidential must be clearly identified in the proposal itself. The City will be free to use all information in the proposer's proposal for the City’s purposes. Proposals shall remain confidential until the City’s RFP Selection Committee makes its recommendation. The proposer understands that any material supplied to the City may be subject to public disclosure under applicable public records laws.

4.5 Requirements for signing proposal

• Each proposer, 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.

RFP 2026-056 Page 21

4.6 Trademarks

The City warrants that all trademarks that the City requests the proposer to affix to articles purchased are those owned by the City, and it is understood that the proposer 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.

4.7 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 proposers 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.

4.8 Award of contract

The proposer shall be deemed to have been awarded a contract when an authorized agent of the City has signed an executed contract. Note that the successful proposer, at the time of contract execution, must be licensed to do business in Texas.

4.9 Insurance requirements

The City will require the finalist proposer to retain insurance coverage in amounts determined by the City’s risk manager at the time the contract is awarded.

4.10 Public Records Act

All materials submitted in accordance with this RFP become the property of the City and will not be returned. The material will become public records subject to the disclosure provisions of applicable public records laws.

4.11 Use of subcontractors

The proposer may utilize subcontractors to provide software or services related to the scope of this engagement. The proposer must indicate which tasks are performed by the subcontractor and submit the resumes of the proposed subcontracting staff assigned to this proposer. The City must approve any subconsultant proposed after the award of the contract before the commencement of work. Each subcontractor is also required to submit the company background form in the RFP response.

RFP 2026-056 Page 22

The City will look solely to the awarded Consultant for the performance of all contractual obligations that may result from an award based on this RFP, and the awarded proposer shall not be relieved for the non-performance of any or all subcontractors.

4.12 Data requirements

The City requires that all of its data be kept onshore at all times. Non-client-facing services may be provided offshore. Any offshore activities must be explicitly called out in the response.

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5. Evaluation process

5.1 Evaluation process overview

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 partner with the proposer(s) that provide the best value. The City will utilize an iterative process with proposers that allows proposers to submit a proposal response, learn more about the City, allow the City to learn more about best value-add in the marketplace, and refine approaches throughout the evaluation. The City will request additional information throughout the procurement process, as outlined by the evaluation process summary below.

The evaluation process is summarized below:

5.2 Basis for award, evaluation criteria, and questions

The qualification of proposers 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. City Council may authorize a negotiated contract with the qualified proposer based on the evaluation criteria outlined in 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.

Proposal submission

•Minimum criteria review

Round 1 evaluation

•Review for functionality and scope, technical standards, implementation approach, ongoing approach, and relevant experience

•Invite select proposers to participate in round 2 evaluation

Round 2 evaluation

•Vendor use case narrative responses

•Proposer introductory demonstrations

•Due diligence questions, as necessary

•Invite select proposers to participate in round 3 evaluation

Round 3 evaluation

•Detailed requirements response

•Detailed proposer questionnaires

•Detailed demonstrations

•Reference checks

•Due diligence, as necessary

•Refined pricing

•Staffing estimate response

•Selected proposer

RFP 2026-056 Page 24

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

• 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 proposers so that the City’s best interests are served.

• The City reserves the right to separately negotiate 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.

5.3 Minimum criteria

As part of the proposer'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 proposer's response from further consideration:

Minimum criteria checklist

Minimum client software installations Must have provided software for at least one organization of similar size and complexity within the past five years.

RFP response timeliness RFP response is submitted by the due date and time.

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

Response completeness Proposers must provide software for core point of sale (including general and technical) and at least one additional process listed.

The proposer also complied with all mandatory required 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:

• 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

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• 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.

References The proposer must have provided solution references for at least five organizations.

5.4 Round 1 evaluation

For those proposers whose proposals pass the minimum criteria, the following categories of criteria will be used to further evaluate the proposals:

Round 1 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%

5.4 Round 2 evaluation

Proposers who are selected for the second-round of evaluation may be invited to participate in virtual, introductory demonstrations. The City may utilize this time to request responses to additional clarification questions. The following categories of criteria will be used to further evaluate the proposers:

RFP 2026-056 Page 26

Round 2 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%

5.5 Round 3 evaluation

The top proposers 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 proposers.

• Submission of detailed requirements response, as described in section 5.1.

• Proposer demonstrations/interviews to include functionality demonstrations, technical demonstrations, service presentations, and other due diligence.

• Reference checking with comparable entities.

• At any point in time during the third round of evaluation, a proposer may be eliminated from further consideration. After the round three activities, the finalist proposers 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%

RFP 2026-056 Page 27

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%

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6. Proposal response

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:

6.1 Executive summary

Separate from the questionnaire in the attachment to this RFP, proposers are permitted to provide a brief narrative, not to exceed two pages, describing the proposed solution and implementation approach. 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.

6.2 Attachments and appendix material

Please provide the following attachments to the response:

6.2.1 City proposer questionnaire (separate attachment)

The City included a proposer questionnaire as an Excel spreadsheet. Proposers are required to complete the following tabs:

1. Application software

2. Questionnaire

3. References

4. Compliance exceptions

5. Pricing

The document also includes separate tabs for scenarios and requirements that will be used during later rounds of the procurement. At this time, the requirements are for reference purposes only. Though detailed requirements are not part of the RFP response, shortlisted proposers will be required to submit a requirements response as part of the round 3 evaluation. The responses to those requirements will serve as an attachment to the contract with the awarded proposer.

6.2.2 City IT terms & conditions (separate attachment)

The City provided its terms and conditions as an attachment to this RFP. Proposers should review this agreement and provide its exceptions in the City Proposer Questionnaire document. Note that the signature page is not required at this time.

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6.2.3 Submission signature form

The undersigned, as authorized submission responder, declares that he/she has carefully examined all the items of the requirements and instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below. The submission responder will identify below its business entity as an individual, DBA, partnership, or corporation (foreign or domestic), and will indicate the official title of the person(s) executing this submission.

Submissions shall include installation services, and the successful respondent shall obtain all required permits and pay the fees required.

6.2.4 Non-collusion affidavit

I, ______________, being duly sworn, state and affirm on behalf of ______________ (Proposer) that:

1. The prices, fees, or rates quoted in the submitted bid or proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition with any other proposer.

2. Neither the proposer nor any of its staff, partners, owners, members, or agents entered into any agreement, participated in any collusion, or taken any action restraining free and open competition related to this solicitation.

3. No attempt has been made by the proposer to induce any other person or entity to submit or refrain from submitting a bid or proposal, or to submit a bid or proposal at a particular price or on particular terms.

4. The proposer has not disclosed the amount of the bid or proposal, nor has it knowingly given or offered any gift, gratuity, or thing of value to any officer, employee, or agent of the issuing public body for the purpose of influencing the award of this contract.

5. The undersigned certifies that he or she is authorized to execute this affidavit on behalf of the proposer and that the statements made herein are true and correct.

I acknowledge that the public body may rely on the representations made in this affidavit and that any false statements may be grounds for disqualification, contract termination, or other remedies available under law.

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X

Signature

X

Printed Name and Title

Acknowledgement

STATE OF _______________________)

COUNTY OF_____________________)

Before me, a Notary Public, personally appeared the above named and swore that the statements contained in the foregoing document are true and correct.

Subscribed and sworn to me this _______ day of _________, _______.

X Notary Public Signature

My Commission Expires: ___________________________________

6.2.5 Addenda and exceptions

Include all original, signed copies of the addenda in this section.

If the proposer finds it impossible or impractical to adhere to any portion of these specifications and all attachments, it shall be so stated in its submission using the table in the City Proposer Questionnaire; add rows to the table as necessary. This section will be all-inclusive and will contain a definition statement of every objection or deviation with adherence to specific RFP sections. Objections or deviations expressed only in other parts of the submission, either directly or by implication, will not be accepted as deviations. The proposer, in submitting a submission, will accept this stipulation without recourse.

6.2.6 Subscription and maintenance agreement

Sample subscription and maintenance agreements must be provided in this part of the proposer’s response for all components of the recommended solution. Indicate the basis on which subscription fees are determined.

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6.2.7 Sample project plan (optional)

Proposers are encouraged to provide a sample project plan in their response.

6.2.8 Minimum criteria certification

Minimum criteria checklist

Minimum client software installations Must have provided software for at least one organization of similar size and complexity within the past five years. List the acceptable organization below:

1.

RFP response timeliness RFP response is submitted by the due date and time.

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

Response completeness Respondent complied with all mandatory required 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:

• 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.

References The proposer must have provided solution references for at least five (5) public sector organizations of comparable size and scope. List those organizations below and in the City Proposer Questionnaire:

1.

2.

3.

4.

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5.

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APPENDIXB

Contract Requirements

Please be advised:

The City of Waco mandates that the successful bidder submit the following documents before the official contract is awarded.

(1) City of Waco General Terms and Conditions

(2) General Waco Terms and Conditions for IT Contracts

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) HB 89 Energy Form

(6) HB 89 Firearms Form

(7) HB 89 Israel Form

(8) House Bill 1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

(11) Registered with the Texas Secretary of State

(12) W-9 Taxpayer Identification Form

RFP 2026-056 Page 34

APPENDIX B.(1)

General Waco Terms and Conditions

(a) Applicable Law and Venue. This solicitation and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the solicitation are fully performable in McLennan County, Texas and venue for any dispute regarding contract shall be in McLennan County, Texas.

(b) Arbitration / Mediation. The City of Waco will not agree to binding or mandatory arbitration or mediation.

(c) Conflict of Interest. Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law.

Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

(d) Gratuities. The City may, by written notice to the Vendor, cancel this contract without liability to the City, if it is determined by the City that gratuities have been offered to any officer or employee of the City with a view toward securing a contract, securing favorable treatment with respect to the awarding, amending, or the making of any determinations in respect to the performance of such a contract. In the event this contract is canceled by City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by City as a result of the cancellation.

(e) Unfunded Liability. City's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by City. The City will not incur a debt or obligation to pay selected bidder any amounts the City does not have the current funds available to pay, unless the contract includes a provision for the City to appropriate funding for the debt or obligation.

(f) Advance Payments. The City will not make advance payments to a selected firm or any third party pursuant to this solicitation or resulting contract.

(g) Gift of Public Property. The City will not agree to any terms or conditions that cause the City to lend its credit or grant public money or anything of value to the selected firm.

(h) Procurement Laws. The City will not agree to any terms or conditions that cause the City to violate any federal, Texas, or local procurement laws, including its own charter.

(i) Limitation of Liability. The City of Waco will not agree to an artificial limitation of liability (e.g. liability limited to contract price or liability capped at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any lawsuit must be commenced within one year of the event).

(j) Waiver. No claim or right arising out of a breach of the contract resulting from this solicitation can be discharged in whole or in part by a waiver or renunciation of the

RFP 2026-056 Page 35 claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

(k) Right To Assurance. Whenever one party to this contract in good faith has reason to question the other party's intent to perform, that party may request that the other party give written assurance of his intent to perform. In the event that a request is made and no assurance is given within five (5) days, the requesting party may treat this failure as an anticipatory repudiation of the contract.

(l) Attorney’s fees; Legal Costs. The City will not agree to pay the selected firm’s attorney’s fees or other legal costs under any circumstances.

(m) Advertising. Vendor shall not advertise or publish, without City's prior consent, the fact that City has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

(n) Arrears In Taxes. Article VII. Taxation, Section 8, of the City of Waco Home Rule Charter states: The City shall be entitled to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation who is in arrears to the…