Cash Collection Software Solution

The Vendor is required to provide a comprehensive electronic cash collection software solution for implementation across all 40 district schools including the adult education program.
- The solution must enable cashless payment processing for various school-related transactions including, but not limited to: cafeteria purchases, all school fees, field trips, athletic events, and other student activities.
- Provide a comprehensive electronic payment solution including:
•    Core Payment Processing:
o    Accept credit cards, debit cards, ACH transfers, and mobile payment methods
o    Support for prepaid account systems
o    Point-of-sale (POS) hardware and software where applicable
o    Online payment portal accessible to parents/guardians
o    Mobile application capability (iOS and Android)
o    Support for low-income/free-reduced lunch tracking and compliance
o    Multi-language support
•    Functionality Requirements:
o    Real-time transaction processing and reporting
o    Integration with existing student information systems (PowerSchool)
o    Automated low-balance notifications
o    Recurring payment options
o    Detailed transaction history and receipts
o    Secure password-protected parent accounts
o    Budget/spending limit controls
o    Report generation capabilities
o    Daily settlement and reconciliation features
•    Security and Compliance:
o    PCI-DSS Level 1 compliance
o    FERPA compliance
o    Data encryption for all transactions and stored data
o    Secure data backup and disaster recovery
o    Regular security updates and patches
•    Implementation Services:
o    Software installation and configuration across all 40 schools
o    Hardware installation (if applicable)
o    Data migration from existing systems
o    Staff training (administrators, food service staff, office personnel)
o    Parent/guardian communication materials and tutorials
o    Technical documentation
•    Ongoing Support:
o    Help desk support for staff (minimum business hours, specify availability)
o    Parent/guardian customer support
o    System maintenance and updates
o    Annual training refreshers
o    Dedicated account management.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 14, 2025