Program Accountability Software Solution

The Vendor is required to provide for program accountability software solution.
- All modules must be 100 percent browser based and work with Edge, Chrome, Firefox or Safari browsers.
- Software should be able to perform the following functions in a cloud-based environment:
o    Point of Sale,
o    Online Free & Reduced Application Processing,
o    Purchasing,
o    Menu Planning,
o    Online Menus,
o    Nutritional Analysis,
o    Production Records,
o    Accounts Payable,
o    Accounts Receivable, and
o    General Ledger.
- Entire solution must be 100 percent cloud based and hosted by vendor in a secured data center located in the (conus Eastern Time zone)
- Must demonstrate that its technology product complies with the District’s adopted accessibility standard (WCAG 2.1 or better) and, if it fails to do so, then the Offeror may be disqualified as a non-responsive offeror.
- The entire solution must be available from any browser with access to the internet.
- CPU, RAM, Storage and Bandwidth must be scalable to accommodate increased data transfer rates for the solution.
- Solution must provide a centralized database dedicated to only the District.
- Service Level Agreement (SLA) must provide guaranteed up-time solution of at least 99% or higher.
- Vendor must conduct regular third-party security audits to ensure the security of their cloud based infrastructure.
- System must be PCI DSS compliant.
- All system modules must use and reference the same integrated database with real-time updating between modules.
- System must allow the district to add or remove modules or terminals as necessary.
- No duplicate data entry. Items created in one place must be available for use throughout the system including: Point-of-sale, Online Menus, Menu Planning, Production Records and Inventory.
- Provide granular security permissions that can be set per user or by user group.
- Must provide a log or tracking of cloud-based backups.
- Must have the capability to easily create and access database backups.
- Must be able to create a “Training” copy of active database.
- Provide access to online training modules, for self-directed training opportunities.
- Point-of-Sale
•    Terminals must run completely inside a browser.
•    Terminals must continue to run uninterrupted if internet connection is interrupted.
•    Allow a serving session to run beginning to end without an active internet connection to that terminal.
•    Data to include student information, pictures, balances and eligibility status must be cached within the browser.
•    Automatically detects ID entry from students from other schools and processes their eligibility according to their eligibility at the home school.
•    Item button name and color is customizable.
•    Must offer eligibility-based pricing for all items.
•    Must support customizable covert codes for eligibility. For example: Free shows as "2"
•    Ability to automatically generate unique POS identifiers for students and staff.
•    POS must be touch screen friendly.
•    Ability to accept cash, checks and credit cards for each transaction at the manager terminal or cashier line.
•    Ability to deposit excess collected money as an account deposit.
•    Ability to give change by providing cashier with correct change.
•    Provide a training mode that allows staff to run the POS with all current data and settings, simulating live transactions but without impacting any accounts.
•    POS must include a smart search to find students and staff. Smart search must automatically search with each character entered, immediately narrowing down search results.
•    Ability to recall the last transaction.
•    System must detect and properly handle 2nd meals.
•    Ability to void or cancel sales or refund accounts.
•    System can track allergies of students and alert/flag staff if student has a product with that allergen.
- Eligibility
•    Comply with current USDA and state application regulations.
•    Include online Free/Reduced meal applications.
•    Must provide online meal applications in any language needed by the district.
•    Allow parents to fill out online applications without having to create an online account.
•    Ability to display a customizable message when online applications are completed.
•    Ability to create and track an unlimited number of online meal application statuses.
•    Must enforce data entry in required fields to ensure completed applications.
•    Ability to track notes on the application record.
•    Eligibility letters to parents must be fully customizable.
•    Ability to print or email eligibility letters from the application record.
•    Keep a record of all notifications sent regarding that application.
•    Each application must include a change history to track all changes made to an application.
•    Ability to print paper copies if online applications are not available.
•    System must detect and track duplicate meal applications.
•    System must support the upload of the district's direct certification file that automatically matches to enrolled students.
•    System must allow direct certification to be run as often as needed.
•    When entering an application, the system must automatically resell all student meals at the correct rate based on the application's received date entered. Including crediting a student's account back and appropriately updating all reimbursement claims and edit check reports.
•    Automatic reselling of meals must not modify closed reporting periods.
•    Must have an integrated scanning solution for manual application processing.
•    System must support multiple Meal Benefit Expiration Dates.
•    Second reviewer option on applications.
- Online Menus
•    Online menus must be ADA compliant.
•    Online menus must be accessible without a login.
•    Ability to embed the online menu on a 3rd party website.
•    Online menu should include all nutritional information, allergens and recipe pictures uploaded during menu planning. Must not require information to be re-entered.
•    Online menus must automatically reflect any changes make to items, ingredients or recipes.
•    Online menu must be filterable by allergens.
- Food Production
•    System must by USDA approved software for Menu Planning and Nutritional Analysis.
•    Ability to create and track multiple Nutrient Standards.
•    Ability to copy menu plans.
•    Provide a month calendar view of menu plans that show day by day compliance and week by week compliance on the same screen.
•    Provide a daily worksheet that analyzes the offered menu and ability to print within certain date ranges.
•    Ability to duplicate ingredients and recipes & ability to make changes to those. Activate and deactivate ingredients and recipes.
- Inventory
•    Supports a perpetual inventory model.
•    On hand quantities should be listed on every ingredient, item and recipe without manually running reports for that item. Must include totals per location, amount on order, deficits and totals.
•    Ability to conduct physical counts.
o    Ability to create and track custom physical count types.
o    Provide a smart count feature that shows a consolidated list of only the items that are currently in inventory.
o    Support blind inventory counts.
o    Must not require users to enter a zero when no inventory is present for that item. Blanks must be counted as zeroes.
o    Ability to do counts at any time at any location.
•    Ability to enter manual item adjustments.
•    Ability to create and track custom manual adjustments such as food spoilage or daily usage with reasons
•    Ability to create item adjustments based on item tags for faster report building.
•    Ability to create, build and customize shopping lists. For example: Build a shopping list of all required paper products so those items don't have to be added one at a time.
•    Ability to create custom storage locations.
•    Ability to assign multiple storage locations per school site.
•    Identify food and non-food items and their storage locations.
•    Identify purchased and commodity items.
•    Ability to view all active orders across the district on one screen.
•    Ability to require district level approval when ordering specific items.
•    Ability to require approval on any order for a specific school or district wide.
•    Ability to create a safety stock "par" requirement for any item.
•    Ability to generate orders by any of these factors: category (item tag), vendor, user defined shopping list, safety stock "par", back orders or production records.
•    Ability to automatically generate orders and required quantities by analyzing planned production records and current inventory.
•    One order can include items from multiple vendors that will be delivered across multiple days.
•    Ability to create, customize and track an unlimited number of vendors.
•    When receiving items, ability to add additional items, change quantities, set a storage location, change the cost, create an order reference number, add notes to the item receipt.
•    Ability to receive items manually or update receiving.
•    Allow sites the option to receive all items or to enter changes for items not received.
•    Allow sites to transfer product between each other and report to track the product.
•    Must be able to post receipt of items with and without a bill.
•    Must support an optional barcode scanner.
•    The system can provide the order sheets to the receiving invoice information and check in the order at time of receiving.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 01, 2025