Point of Sale Software and Services

The City of Waco is issuing a competitive Request for Proposal (RFP) to select a qualified vendor capable of delivering a comprehensive, cloud-based Point of Sale (POS) system along with related implementation, support, and maintenance services. The solicitation, designated as RFP2025-047, was posted on September 15, 2025, with proposals due by October 17, 2025, at 2:00 P.M. CST. The project aims to replace or integrate with the existing Vermont Systems RecTrac POS platform, supporting both internal operations and community-facing services. The contract size is estimated between $500,000 and $2,000,000. Vendors are encouraged to submit their proposals electronically via the Bonfire procurement portal, with detailed responses required in specified attachments, including functional requirements, pricing, and company background questionnaires. The evaluation will prioritize functionality, implementation approach, cost, ongoing support, technical features, and vendor experience, with the goal of awarding a contract by January 2026 and achieving a system go-live targeted for the second quarter of 2026. The procurement process emphasizes compliance with a broad set of requirements, including security protocols, personnel qualifications, subcontractor disclosures, and adherence to applicable laws such as the Texas Public Information Act, debarment certifications, and conflict of interest disclosures. Bidders must provide detailed line-item pricing using the designated Excel forms, clearly specifying costs for software licenses, services, data migration, training, and optional modules, with separate entries for one-time and recurring expenses. The contract stipulates that all deliverables will be inspected and tested at the City’s designated location in Waco, with acceptance contingent upon meeting all technical, functional, and quality standards. Additionally, the solicitation incorporates specific clauses related to security, confidentiality, conflict of interest, insurance, and legal compliance, which bidders must acknowledge and address in their proposals. Overall, the City seeks a vendor capable of delivering a robust, secure, and scalable POS solution aligned with its operational needs and project timelines, with proposals evaluated on a balanced consideration of functionality, cost, implementation strategy, and vendor capability.