The City of Laredo Convention Visitors Bureau (CVB) is seeking proposals for a cloud-based inventory management platform. The platform should be a vendor-hosted SaaS solution accessible via web and mobile devices. Key requirements include multi-location tracking (minimum 6 locations), product categorization, manual and bulk upload, barcode scanning, role-based user access for approximately 12 users, low stock alerts, and order fulfillment tracking. Integration with Square for inventory and sales data synchronization is required. The contract term is initially 5 months, with options for two 1-year extensions. Proposals must include a detailed cost breakdown, covering subscription, onboarding, implementation, optional add-ons, training, and ongoing support. Evaluation will be based on functionality, usability, Square integration, demonstration, implementation support, and cost-value. Bidders are encouraged to submit bids electronically or via hand delivery. Mailed, emailed, or faxed bids will not be considered. A 5% preference will be given to local vendors.
The preferred implementation period is within **** days, with phased or full deployment acceptable, phased deployment being preferred. The initial contract term is for 5 months, from May 1, 2026, through October 31, 2026.
The bid notice states that all invoices to the City of Laredo have a 30-day term from receipt of supplies or completion of services. Discount terms will be computed from the date of receipt and acceptance of supplies or services. Payment is deemed to be made on the date the check is mailed.
The bid will be awarded based on best value, considering functionality requirements (25 points), usability (20 points), Square integration capability (20 points), demonstration (15 points), implementation support (10 points), and cost-value (10 points).
Vendors must demonstrate proven experience providing inventory management platforms, offer a commercially available solution (no custom-built systems), have experience supporting multi-location inventory environments, possess strong onboarding and customer support capabilities, be able to integrate with Square, and provide references from similar clients or organizations.
The city may reject a proposal if the vendor misstates or conceals any material fact, the proposal does not strictly conform to the law or requirements, the vendor is in arrears on existing contracts or taxes, or if proposals are conditional. If the awarded vendor does not provide materials in compliance with specifications or within the time schedule, or neglects to remove rejected materials, or makes an unauthorized assignment, the contract may be canceled after seven business days' notice.
Any protest regarding the specifications or proposal procedures must be received by the City of Laredo no less than seventy-two hours prior to the time set for proposal opening. For solicitations valued over $50,000, bidders have ten calendar days prior to the city council's formal consideration of the contract to submit a written protest.
