Retail Point of Sale and Back Office Inventory System

Description
The provision, implementation, and ongoing support of a cloud-based Point-of-Sale (POS) system that meets the operational needs of CED’s multi-location business
Detail
The project's scope includes the provision, implementation, and ongoing support of a cloud-based Point-of-Sale (POS) system that meets the operational needs of CED’s multi-location business. The system must provide hardware and robust support, ensuring reliable performance across all locations. It must also be scalable to accommodate growth and flexible enough to expand to additional sites as needed.

Security and compliance are critical, and the system must adhere to industry-standard best practices for data protection and regulatory requirements, including PCI-DSS for payment processing. The POS system must also be capable of seamless integration with existing software solutions and allow for customization to meet our specific business requirements.

E-commerce functionality should be integrated to support online sales and facilitate operations. This includes efficiently managing in-store and online transactions, as well as ensuring centralized inventory control and decrementation across all channels. The system must also provide detailed analytics and reporting capabilities, enabling data-driven decision-making across the organization.

Flexibility in payment processing is required, supporting various payment methods, including credit/debit cards, mobile wallets, and other emerging payment technologies. A user-friendly interface that requires minimal training and enhances both customer and employee experiences is essential. Additionally, the system should offer built-in Customer Relationship Management (CRM) tools to track customer preferences, purchase history, and loyalty programs.

The system must support advanced discounting and pricing strategies, including promotions, tiered pricing, and special offers. Gift card sales and redemption functionality should also be included, along with the ability to manage variable tax rates for different locations and jurisdictions. The solution should be scalable, adaptable, and designed to enhance customer experience and operational efficiency.

The Go-Live date is January 5, 2026.
The timetable below is subject to change, but if any modifications to the project schedule are made, they will promptly be communicated to all bidders.

        July 10, 2025 – RFP posted
        July 16, 2025 – Supplier questions due by 4 p.m. CST
        July 24, 2025 – CED responses to suppliers via electronic delivery
        August 4, 2025 – Bid responses are due to CED by 4 p.m. CST
        August 4-September 20, 2025 – CED reviews responses
        September 22-October 3, 2025 – Supplier de-scope/demos with the CED team
        October 6-10, 2025 – Vendor selection and notification
        October 13-31, 2025 – Contract negotiation and signature
        November 1-April 5, 2026 – Implementation (Could be 3-6 months depending on what options are selected)
        April 5-May 31, 2026 – Testing and training
        June 1, 2026 – Go Live

Beginning August 4, the timeline is flexible, based on the review response time, the number of demos, and the contract negotiation time. However, the Go Live date is firm.

Documents

RFP

IT Security