Foods Management Software System

The vendor is required to provide that foods management software system for federal child nutrition programs, including the national school lunch, summer food service, and child and adult care food programs.
- The maintain compliance with federal and state regulatory requirements, streamline and optimize our food distribution processes, facilitate contracted warehouse receivables, streamline integrated ordering requests by schools, accommodate variable charges, support multiple user roles, and improve overall operational efficiency.
• To identify and acquire a software solution that meets the specific needs of our food distribution operations.
• To enhance tracking and reporting capabilities to facilitate informed decision-making.
• To ensure compatibility and integration with existing systems, including inventory, accounting, and customer relationship management (CRM) tools.
• To have a centralized system that enhances food distribution efficiency across state schools.
• To enable seamless communication and order management between schools and their respective warehouses.
• Implement a role-based access system to enrich user management and fortify security
- Provide a solution that meets the following functional requirements:
• The solution shall provide for inventory management that tracks inventory levels, expiration dates, and stock movement. it shall have the following required components:
a. The ability to track product inventory from the moment it is ordered from the department until it arrives at distribution facilities and is ultimately delivered to recipient agencies.
b. The capability to adjust, transfer, and manage our product inventory, accompanied by comments or equivalent notations.
c. The capability to transfer product inventory from the previous program year to the current program
d. The capability of creating unique product inventory materials, which would include department direct delivery materials and bulk materials for further processing.
e. The capability of modifying product inventory with comments.
• The solution shall provide for order management. it shall have the following required components:
a. The ability to manage entitlement utilization by the recipient agency across all department foods options, the department of defense fresh fruit and vegetable program processing diversion, and direct delivery
b. The capability to allow the department to create product catalogs or similar for pre-orders by recipient agencies of department direct delivery materials and bulk materials for further processing.
c. The capability to allow managing pre-orders from recipient agencies in the form of product catalogs or similar.
d. The capability of managing orders from recipient agencies to the contracted warehouse, covering the entire process from initiation to delivery.
e. The capability of managing orders from recipient agencies to the contracted warehouse, covering the entire process from initiation to delivery
• The solution shall provide for entitlement management. it shall have the following required components:
a. The ability for total state federal entitlement in January and at any time throughout the program year contingent on federal revisions.
b. The ability for further distribution of entitlement to the recipient agency based on a per-meal rate corresponding to the total lunch counts for the program.
c. The ability for the state agency to view the following program years, current, two subsequent, and all preceding years up to five.
d. The capacity to indicate entitlement by unique child nutrition programs.
e. The capacity to utilize entitlement each July 1 for the appropriate program year.
f. The ability to allow entitlement management by program year:
i. National school lunch program- July 1 to June 30
ii. Summer food service program- may 1 to September 30
iii. Child and adult care food program- October 1 to September 30
g. The ability to allow for internal creation of program years.
h. The ability to allow for manual input of per-meal rate, total lunch counts by state agency and recipient agency and indicate participation in child nutrition programs.
• the solution shall provide for reporting and analytics that generates reports on inventory usage, sales, and distribution efficiency. it shall have the following required components:
a. The ability to generate shipping and entitlement ad hoc reports.
b. The ability to generate data analytic reports
• The solution shall provide for user role management. it shall have the following required components:
a. Provide for department, recipient agency, and warehouse security access.
b. Provide for multiple-user role management.
i. Role definition: clearly define the roles and their associated permissions.
ii. Access control: implement access control mechanisms to ensure users can only access the
resources and perform the actions allowed by their roles.
iii. User management: provide an interface for administrators to manage users and assign roles.
iv. Scalability: Provide a system that can handle a growing number of users and roles without
performance degradation.
- Provide a solution that meets the following technical requirements:
• Integration capabilities: the system shall be compatible with department current technology stack systems
• The ability to ingest and submit federal xml file requirements; the event the requirements change, contractor shall provide a system that meets the new federal requirements.
• Scalability: The system shall support future growth in terms of users and inventory.
• Provide for single sign on capabilities through integration with department connect system
• Have a minimum five-year data retention
• Provide department data migration from current systems
• Ability to import and export data via an xml format
• The system will be available 24 hours a day, seven days a week
- Provide a solution that meets the following user requirements:
• User-friendly interface: provide an intuitive design for easy navigation with customer, state distributing agency, and contracted warehouse web ordering portals.
• Provide an editable landing page to manage information from the state agency; the landing page will allow external users to view general state agency communications such as food recalls.
• Provide entity specific dynamic dashboard displaying data such as but not limited to: department foods order status, upcoming deliveries, and current entitlement status.
• The service provider will be available for system support from Monday to Friday, between 7 am and 7 pm mountain standard time; for software issues deemed critical, an immediate response, with the objective of resolving the issue within 24 hours is required.
• A critical incident is defined as one that significantly impacts the business, including, but not limited to, complete system outages, major security breaches, or critical infrastructure failures.
- Provide a solution that meets the following business requirements:
• As necessary through the administrative console, including meal rates, product codes, product descriptions, pricing indices, and carryover.
• The system shall provide links to federal requirements related to the data elements in these tables.
• Enable department to meet all federal statutory requirements for child nutrition programs, including the ability to adapt to any new child nutrition program regulatory requirements throughout the duration of the contract.
• Compatible with both federal and department systems throughout the duration of the contract.
- Provide implementation services
• Provide to department for review and approval a conceptual architectural diagram describing the system components and interactions with department systems within one month of contract award.
• Provide to department for review and approval a final architectural diagram describing the system components and interactions with department systems within two months of contract award.
• Provide to department the system component environment details, including a template and examples within one month of contract award.
• Provide a detailed cutover (clean cut) plan to support nonparallel operation of the system within two months of contract award.
• The final timeline dates may be revised only with the written consent of department
- Provide training services:
• Prepare and provide comprehensive virtual and recorded video training to state agency, schools and warehouses.
• Prepare and provide department, lea and warehouse specific training plans and materials.
• The training dates may be revised only with the written consent of department.
- Provide termination services.
• The termination of services under this contract for any reason, contractor shall cooperate fully with department and any successor vendor to ensure the continued functioning of department food distribution management and for the safe and secure transfer of any department data.
- Contract Period/Term: 1 year