Retail and Residential Dining System

The Vendor is required to provide comprehensive retail and residential dining system solutions.
- Functional requirements includes solutions for:
• Point of Sale (POS)
• Order Management
• Inventory Management
• Restaurant Management
• Reporting & Analytics
• Labor Management
• Catering
• CRM & Marketing
• Food Safety
• Concessions
• Menu Management
- Point of Sale (POS)
• Support for EBT transactions (Residential & Retail Operations).
• The system must allow for splitting payments using different payment options (Residential & Retail Operations).
1. (Example: $5 cash, $5 on CC/DC, $5 on Beach Bucks).
• The system must support on-the-go management via mobile apps (Residential & Retail Operations).
1. (Example: during a lunch rush, a manager can use a mobile phone / tablet to handle escalations, ordering, order status, discounts, etc. Also need in-seat ordering for concessions).
• The system will provide real-time updates on order status (Retail).
• Functionality for suggesting additional items based on restaurant promotions (Retail).
• The system must feature an intuitive and easy-to-use POS interface, designable and manageable for both staff and customers (Retail).
- Order Management
• The system must enable 3rd party mobile ordering systems to display orders on the primary Kitchen Display System (KDS) (Retail).
1. (Example: Today, the POS orders and online orders (via Grub hub) are on two separate monitors. This makes management of kitchen workflow difficult, especially during high traffic times).
• The solution must provide functionality for managing order modifiers at the register (when the order is taken) and displaying them clearly on the Kitchen Display System (KDS) (Residential & Retail Operations).
1. (Example: no tomato, onion, etc.).
• The system will be integrated with point-of-sale systems to streamline order processing (Retail).
• The system must manage orders from various channels, including in-house, online, and third-party apps (Retail).
• The system needs to allow for easy updates and customization of menus based on availability and promotions (Retail).
• The system must offer the capability to store customer information and order history securely to personalize the ordering experience
1. (Example: Customer Loyalty Program (Retail).
• Support for multiple payment methods, including credit cards, mobile payments, cash, and the proprietary debit card system Transact (Retail).
• The system should permit customers to modify orders after placement within a specified timeframe (Retail).
- Inventory Management
• The system must monitor inventory stock levels in real-time to avoid shortages and overstock, and provide detailed reports on these levels, usage, and trends (Residential & Retail Operations).
• Capability to create, configure, and manage automated reordering based on predefined thresholds (Residential & Retail Operations).
• The solution must provide for maintaining detailed records of suppliers and their delivery schedules, and support creating, configuring, and managing the shelf life of perishable items to minimize waste (Residential & Retail Operations).
• Functionality to track batches of ingredients for managing expiration dates (Residential & Retail
Operations).
• The system should enable analysis of inventory costs to optimize purchasing decisions and manage budgets (Residential & Retail Operations).]
• The system will facilitate receiving and managing inventory, including indicating the bin location for items via a hand-held device (Residential & Retail Operations).
• The system must be integrated with point-of-sale systems to automatically update inventory levels based on sales (Residential & Retail Operations).
• The system needs to support providing volume estimates for partially opened cases, bottles, etc. rather than requiring exact volume/weight measurements (Residential & Retail Operations).
• The proposed solution should offer workflow creation and management to allow automated reordering based on predefined thresholds, preventing stock outs for certain ingredient items (Residential & Retail Operations).
• The system must provide tools for creating and managing purchase orders to streamline procurement processes (Residential & Retail Operations).
- Restaurant Management
• Support for creating, configuring, and managing recipe scaling (Residential).
1. (Example: easily adjusting the recipe to match the serving/batch quantities needed for the specific order).
• The system should permit uploading/attaching pictures for build cards (Residential & Retail
Operations).
1. (Example: Quick version of ingredients with picture for training/quality assurance).
• The system needs to enable the creation, configuration, and management of preparation time for each recipe (Retail).
• The proposed solution must automatically sync with inventory management systems to update stock levels as ingredients are used (Residential & Retail Operations).
• The system must offer tools to plan and add special events, holidays, campus tours, etc., that could influence restaurant traffic and sales (Residential & Retail Operations).
• Support for transferring ingredients and recipes between locations, including functionality to invoice the receiving location for the transfer (Residential & Retail Operations).
1. (Example: A couple of examples: Transferring burger patties (ingredient) from one location to another, transferring prepared salad dressing (recipe) from one location to another).
• Support for integration with a Kitchen Display System (KDS) to streamline updating order statuses between the front of house and the kitchen (Retail).
• The system needs to provide real-time visibility on order statuses, sales, inventory, etc. (Retail).
• The KDS must show incoming orders instantly to kitchen staff (Retail).
1. (Example: Retail Dining. Both onsite and online orders need to be displayed on a single KDS screens).
• The KDS should facilitate highlighting urgent orders and managing preparation times (Retail).
• The KDS will feature a touchscreen interface and provide an intuitive, easy-to-use interface for staff (Retail).
• The KDS must be rugged and durable to withstand heat, humidity, and other kitchen environment conditions (Retail).
- Reporting & Analytics
• The system must enable scheduling of automatically emailed daily, weekly, etc., reports to various people (Residential & Retail Operations).
• Capability to predict future inventory needs (Forecasting Reports) by location, based on inventory levels, usage, trends, and menu schedules (Residential & Retail Operations).
• The solution will provide detailed reports on order trends, sales, and customer behavior
(Residential & Retail Operations).
• Functionality to maintain a comprehensive history of all orders for reference and analysis
(Residential & Retail Operations).
• The system should forecast future sales based on historical sales data (Residential & Retail
Operations).
• The system needs to estimate inventory needs to avoid over/under ordering and stocking, ensuring optimal supply levels (Residential & Retail Operations).
• The proposed solution must determine staffing requirements for different shifts and at peak times in order to maintain efficient staffing levels (Residential & Retail Operations).
• The system must offer projections of future revenue to help with budget and financial planning
(Residential & Retail Operations).
• The system will estimate future costs, including food, labor, and overhead (Residential & Retail
Operations).
- Labor Management
• The system must support assigning employees to multiple qualified locations (scheduling for one location at a time) and enable employees to indicate and manage their weekly availability, including scheduling preferences and desired shifts (Residential & Retail Operations).
• The solution must provide robust tools for managers to create, adjust, and optimize schedules based on employee profile attributes (e.g., training, location qualifications like Bartender or Chef, shift preferences), minimum staffing thresholds, and employee availability, utilizing reusable shift templates and preventing schedule overlaps or unauthorized overtime (Residential & Retail Operations).
• Capability for employees to view their schedules remotely (via web/mobile), search for and request open shifts at permitted locations (after base schedule creation), submit time-off requests, and initiate shift swap requests, subject to managerial approval (Residential & Retail Operations).
• The system shall send automatic reminders to employees for upcoming shifts, facilitate in-system communication (individual or group), and offer a viewable history of key labor management events (e.g., Shift Trades, Clock in/out, No-shows) (Residential & Retail Operations).
• Functionality for employees to clock in/out via a mobile application (especially for locations/events without physical timeclocks) and ensure that employee timecard data is accurately integrated with the payroll system (e.g., ADP) (Residential & Retail Operations).
- Catering
• Capability to add a delivery charge option for catering orders (Retail).
• The solution should provide functionality for setting a specific time-of-day deadline for order submissions (Residential & Retail Operations). 
1. (Example: order must be placed 14 business days prior).
• The system needs to support charging on-campus departments via direct billing or invoice for on campus catering events (Residential & Retail Operations).
• The proposed solution must offer online payment for on-campus catering events that are non-campus department order events (Residential & Retail Operations).
1. (Example: Credit card payments)
- Food Safety
• The solution will provide tools for creating, configuring, managing, scheduling, and tracking regular cleaning and sanitation tasks (Residential & Retail Operations).
• Functionality to track food safety training for employees/staff (Residential & Retail Operations).
• The system should enable maintenance of records to trace the origin of ingredients and food products (Residential & Retail Operations).
• The system needs to provide for recording and managing food safety incidents and corrective actions taken (Residential & Retail Operations).
• The proposed solution must support creating, configuring, and managing schedules to record food temperatures and food line storage areas, including identifying the employee responsible for documenting this information (Residential & Retail Operations).
1. (Example: 2 times per shift, staff will record the temperatures of food items in residential dining--Soup Temps, Salad Bar Temps, etc.).
• The system must offer monitoring of food item batches to quickly identify and isolate any contaminated products (Residential & Retail Operations).
• The system shall track expiration dates to ensure food is used within safe timeframes (Residential
& Retail Operations).
• Support for creating and managing Hazard Analysis Critical Control Point (HACCP) protocols to identify and manage food safety risks (Residential & Retail Operations).
• Capability of logging and maintaining records of cleaning and sanitation schedules for kitchen and storage areas (Residential & Retail Operations).
• The solution must enable logging and maintenance of records for efficiently managing food recalls
(Residential & Retail Operations).
• Functionality for tracking allergens in ingredients to prevent cross-contamination and ensure customer safety (Retail).
- Concessions
• The system must support rapid transaction processing and streamlined workflows suitable for high-volume, quick-service concession environments (Concessions Operations).
• Capability to operate POS terminals in an offline mode intermittent connectivity, ensuring data synchronization once connectivity is restored (Concessions Operations).
• Functionality for "hawker" or roving vendor sales using mobile POS devices, including in-seat ordering and payment capabilities for event attendees (Concessions Operations).
• Capability of generating real-time sales reports per concession stand, per event, and per item, allowing for immediate insights into performance during events (Concessions Operations).
• Functionality for simple staff clock-in/out directly at concession POS terminals or on assigned mobile devices, suitable for event-based staffing (Concessions Operations).
• The system must facilitate the routing of mobile concession orders (e.g., in-seat orders) to the nearest or most appropriate concession stand or designated fulfillment point (Concessions Operations).
- Menu Management
• The system must allow for the creation of a 'Master Recipe' library hierarchy, selectable for use at any restaurant; this includes functionality for each location to assign a unique menu name that still rolls up to the master recipe (Residential & Retail Operations).
• Capability to define and manage all core menu item attributes, including names, detailed descriptions, categories, sub-categories, and associated images or media (Residential & Retail Operations).
• The solution must provide comprehensive tools for creating, configuring, and managing various pricing strategies, including standard pricing, price levels/tiers, day-part pricing (e.g., breakfast, lunch, and dinner specials), promotional pricing, and tax configurations at the individual menu item level (Residential & Retail Operations).
• Functionality to create, configure, and manage all aspects of production menus for residential dining, including cycle menus (e.g., 5-week rotations) and their links to underlying recipes and costs (Residential).
• The system needs to support the creation, configuration, and management of modifier groups
(e.g., "choose your side," "select toppings," "combo upgrades") and individual modifiers with associated price adjustments (Residential & Retail Operations).
• The system must offer easy updates and customization of menus based on real-time item availability, ingredient shortages, or active promotions (Residential & Retail Operations).
• The solution should allow for quick activation or deactivation ("86-ing") of menu items across POS, online platforms, and KDS, both centrally and at individual locations (Residential & Retail Operations).
• Capability of displaying allergen, calorie, and other dietary information accurately on all customer-facing interfaces, including digital menu boards, online ordering portals, and mobile apps (Residential & Retail Operations).
• The system must support the creation, configuration, and management of content for electronic menu boards, allowing for updates per individual location at any time during the day (Residential & Retail Operations).
• The proposed solution must allow each restaurant or dining unit to manage and publish its specific menus and pricing them on various channels, including websites (as direct links or embedded content), mobile apps, and internal systems (Residential & Retail Operations).
• The system needs to provide the capability to print nutritional labels and price tags for grab-n-go food items based on the managed menu and recipe data (Residential & Retail Operations).
• Functionality for menu versioning, allowing for different menu layouts or item assortments to be saved, scheduled, and deployed as needed (Residential & Retail Operations).
• The system should provide centralized control over core menu items and pricing, with optional permissions for local overrides or additions at specific locations or for particular events.
- Questions/Inquires Deadline: June 16, 2025