Requirements
• Configure and install the following hardware components: standard PC computer, cashier display screen, receipt printer, combination weigh scale and bar code scanner, cashier’s keypad, cash drawer, network, backup power supply and other standard equipment required by a retail PoS.
• Customize, configure and install an open-source PoS software system that utilizes the above listed hardware in an integrated retail food store checkout system and provides the following additional functionality:
o Recognize co-op members by member number, telephone number or member card.
o Accept sign-up of new members.
o Provides a Gift Card / Member Card functionality and payment option based on the current card balance. Track outstanding balances, replenish balance, managed card security, grant new cards, replace lost or stolen cards, etc.
o Synchronize membership lists with web-based membership database (CiviCRM).
o Synchronize product and price lists with externally maintained sales lists.
• Provide training to 5 staff.
• Provide a warranty period for 3 months following PoS implementation during which any software defects noted by the WEFC will be corrected.
Additional Information
• Installation and configuration of a customer facing display is optional.
• WEFC doesn’t expect to maintain an electronic inventory. Your solution may provide this, but it will not be implemented initially.
• A debit/credit card payment option will be offered to Co-op members via a payment processing service (e.g. Moneris or Global Payments), however direct integration with the PoS is not a requirement.
• WEFC has received a variety of donated PoS hardware which may be deployed, however we expect to purchase additional new or used hardware compatible with the PoS software.
• Knowledge and experience with co-operatives is an asset.
• Installation of an online ordering and distribution program may be part of an extended contract
Proposal Details
Proposals will include pricing on fixed price basis. The WEFC expects to pay no more than what a commercial PoS system would cost. Proposals should not include hardware or costs other than the labour to customize, configure, install and conduct training for the proposed open source PoS system. Hardware will be acquired separately; however labour to configure the hardware should be included in your proposal. Please include at minimum the following sections: Approach, Proposed Resources, Past Realizations (with reference contact information) and Price. Proposals should be under 5 pages in length.
About the West End Food Co-op
The West End Food Co-op is a non-profit multi-stakeholder food co-op in Toronto’s West End that combines innovative food programming around food and health with a Farmers’ Market, Community Cannery and a community owned Food Hub in the heart of Parkdale at Queen and Dufferin, slated to open in early 2011. The Food Hub will include full-line retail food store, food education and health programming and a community kitchen.
Timelines and Process
This is an open and competitive process. Please submit your name and contact information as an expression of interest by November 28th, 2011. Questions will be accepted by e-mail up until November 28th and re-transmitted on that date to all those having submitted an expression of interest. The deadline for the full proposal is 5pm on December 2nd with proposals only accepted from parties having submitted an expression of interest. Proposals will be evaluated immediately thereafter. Short-listed candidates will be notified for interview during the following week. Please contact: it@westendfood.coop.