For Point of Sale Software and Implementation Services

The City of Waco is requesting proposals for point-of-sale software and implementation services for five municipal facilities under RFP 2026-056, with proposals due November 5, 2026 at 2:00 p.m. CT and a pre-proposal meeting scheduled for October 22, 2026 at 10:00 a.m. CT via Zoom.

The scope encompasses a cloud-based POS solution with core software plus at least one additional functional module (concessions, activity management, admissions/ticketing, facility management, merchandise/inventory, passes/memberships, or donation management) deployed across Cameron Park Zoo, Waco Mammoth National Monument, Texas Ranger Hall of Fame & Museum, Destination Marketing, and the Bledsoe-Miller STEAM Center. Required services include project management, system configuration, data conversion from RecTrac (four facilities), Shopify (online merchandise), and DonorBox (donations); integration development with Blackbaud Altru, Outlook, and Tyler EERP/Munis; report development; testing; training; and ongoing security and maintenance. All City data must remain onshore; only non-client-facing services may be offshore. Proposers must demonstrate prior software provision to at least one organization of similar size and complexity within five years and provide references from at least five public sector organizations.

The anticipated contract term is at least five years with an estimated go-live in summer 2027. No contract value is stated. The City's technical environment includes 10 GB outgoing bandwidth, GlobalProtect VPN, and Microsoft Active Directory/Azure Entra.

Round 1 evaluation weights functionality (30%), implementation approach (20%), cost (15%), ongoing support (15%), technical infrastructure (10%), and vendor background (10%). Round 2 vendor introductions are scheduled for the week of November 16, 2026; Round 3 demonstrations are tentatively scheduled December 14–18, 2026. Contract negotiations and award are anticipated for early 2027. Clarification questions are due October 26, 2026. Proposals must be submitted electronically through the Bonfire e-bidding portal and comply with HB 89 energy, firearm, and Israel boycott verifications, Form 1295, and W-9 requirements. No advance payments will be made.