Point of Sale Software and Services

The City of Waco, Texas is seeking a comprehensive Point of Sale (POS) Software and Services solution through RFP 2025-047, targeting replacement of the current RecTrac system for 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. The procurement requires a cloud-based POS system with robust functionality across activity management, admissions, ticketing, customer management, facility reservations, merchandise and inventory tracking, memberships, and donation processing. Key deliverables include software licensing, implementation services, data conversion, system integrations, and ongoing technical support, with specific requirements for PCI-DSS compliance, multiple payment type support, and integration with Tyler EERP (Munis) financial system. Evaluation criteria will be weighted across functionality (30%), implementation approach (20%), cost (15%), ongoing support (15%), technical capabilities (10%), and vendor background (10%). The solicitation timeline includes a non-mandatory pre-submittal meeting on September 23, 2025, with proposal submissions due on October 17, 2025, at 2:00 PM CST, targeting a go-live date in early to mid-2026.

The City encourages participation from Minority and Women-Owned Business Enterprises (MWBE), though MWBE status will not directly determine contract award. The current technology environment involves multiple systems including RecTrac, Shopify, and department-specific solutions that will require comprehensive data conversion and integration. Vendors must propose solutions for general point-of-sale, concessions, and golf-specific modules, with comprehensive software and services including implementation, data conversion, integration, training, and ongoing support. The RFP allows for potential three-year pricing protection for components not initially purchased and requires firm, fixed pricing. While a specific budget range is not explicitly stated, the procurement is designed as a turnkey solution encompassing all necessary hardware, equipment, software, and services to make the system fully operational. The city is tax-exempt and seeks a solution that provides 99.95% system availability, data residency in the United States, robust disaster recovery capabilities, and compliance with regulations like WCAG 2.1 AA accessibility standards.