Request for Proposals Hospitality Point of Sale System

Pueblo Community College, a jurisdiction within Pueblo County, Colorado, is soliciting proposals for a comprehensive Hospitality Point of Sale (POS) System to support its Culinary Arts Program dining facility, the GPA Dining Room. The procurement seeks a vendor to provide and install a full-featured, integrated Restaurant Management/POS software system that is non-proprietary and open-source, capable of supporting 10 student users operating tablet and handheld devices while accommodating 22-30 dining tables with 60-110 seats. The deliverables include one main POS server with UPS backup, one main restaurant station with touchscreen monitor and cash register, one kitchen order receipt station, two satellite touchscreen stations, and ten tablets with chargers for waitstaff. Vendors must submit detailed pricing covering all hardware, software, installation, training, ongoing support, warranty, upgrades, and recurring fees as a not-to-exceed offer, along with a minimum of three references, current W-9 forms, and proof of Colorado commercial general liability insurance of at least $1,000,000 per occurrence. The evaluation committee will assess proposals based on POS functionality, transaction processing speed, ease of use, solution simplicity, ongoing support quality, warranty terms, training quality, tablet specifications, and cost-effectiveness. The proposal submission deadline is 8:00 AM Mountain Time on April 17, 2015, with a Notice of Intent to Award proposed for May 1, 2015, potential vendor presentations scheduled between May 11-29, 2015, and a final installation, testing, and operability date of July 1, 2015.

The College will not consider cloud-based or hosted solutions and reserves the right to purchase components individually or in whole from multiple vendors. The solicitation does not specify set-aside designations or restrictions limiting responses to particular business categories, disadvantaged enterprises, or minority-owned organizations. No incumbent vendors or current technology systems requiring integration are identified in the procurement documents. The contract will be awarded for an initial two-year term with three optional one-year renewal periods, with the College reserving the right to extend for up to six additional months at current rates if renewal does not occur. While the specific budget or award value is not stated in the RFP, vendors must provide comprehensive pricing for all systems, hardware, software, installation, training, and support services as part of their sealed proposal submission. All proposals become College property and are subject to Colorado public records law, with no guarantee of confidentiality for proprietary information submitted.