Title
Consider a memorandum/resolution awarding RFP #26-19, Killeen Civic & Conference Center Booking and Event Management Software, to Infor (US) LLC, for a three-year contract in the amount of $108,350.02.
Body
DATE: August 18, 2026
TO: Kent Cagle, Interim City Manager
FROM: Tiffanie McNair, Executive Director Community Development
SUBJECT: Award of RFP #26-19- Venue Booking and Event Management Software
BACKGROUND AND FINDINGS:
The Killeen Civic & Conference Center (KCCC) and Killeen Arts & Activities Center (KAAC) have utilized event management software for more than 21 years. The software supports facility reservations, customer management, contracts, invoicing, deposits, payments, and reporting.
To meet the City’s future operational needs, the City issued Request for Proposal (RFP) No. 26-19 for Venue Booking and Event Management Software. Eight proposals were received and evaluated in accordance with the City’s procurement process. The three highest-ranked firms were invited to provide demonstrations to representatives from KCCC, KAAC, Finance, and Information Technology (IT). Based on the proposal evaluations and software demonstrations, staff determined that Infor (US) LLC provided the solution that best meets the City’s operational and business requirements.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
This item conforms with state and local policies.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The total amount of the three-year contract amount is $108,350.02; which includes $15,870 in implementation and training costs and a subscription component of $92,480.02.
Is this a one-time or recurring revenue/expenditure?
The contract includes a one-time implementation and training cost and recurring software subscription costs over the three-year term.
Is this revenue/expenditure budgeted?
Yes
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, funding is available for the implementation costs and first-year subscription in the Information Technology Internal Service Fund, Software Subscriptions account 627-54300-180-181-000000. Future annual subscription costs will be included in the applicable fiscal year budgets.
RECOMMENDATION:
Staff recommends that the City Council award RFP No. 26-19 to Infor (US) LLC in the amount of $108,350.02, for a three-year contract, and authorize the City Manager, or designee, to execute the agreement and any amendments in accordance with State and local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Information Technology
Legal
ATTACHED SUPPORTING DOCUMENTS:
Scores Summary
Response Document
Agreement
Presentation