The vendor is required to provide front and back of house management software that include:
- Option to purchase only the specific modules needed for each site
- Integrates with Sylogist Software
- Ability to have hierarchy user accounts (Administrator, Central Office, Manager, Cashier)
- Free Customer Service
- 1 Year or more no cost training for all staff; includes start up (on-site and/or virtual)
- Has training or demo mode for staff to practice in
- All software is Single Sign-On (SSO) compatible with Office 365
- Cloud based solution that integrates with a variety of other software in use at the district.
- Offers an integrated solution between Back and Front of House Modules
- Universal keypad acceptance of combo keypad/barcode scanner for entry of PIN, ID, or
- Barcode
- Support meal and a la carte sales
- Ability to use current site computers, laptops, tablets
- Supports dual sided PIN devices per POS
- Ability to continue service with no connection to the internet and/or power interruptions
- Ability to preselect specific site orders for automatic approval
- Automatically transform requisitions to purchase orders and supply orders based on supply chain hierarchy
- Summarize orders for multiple sites for drop ship by vendor
- Block items from appearing at specific sites
- Block sites from ordering specific items
- Allows export of site data to SNTS Application Agreement
- Flowchart of how modules are synced will be provided
- Ability to take meal payments at the manager or cashier serving line
- Day end reports
- Reports to be included as part of the end of day can be determined by the user
- Allergy alert capability. Alert must happen as soon as the student enters his / her number even if software is in buffer mode.
- Automatically detects second reimbursable meal and charges a la carte or second meal price
- Automatically detects ID entry from students from other schools and processes their eligibility according to their eligibility at the home school
- Ability to easily identify student balances from the main screen, without requiring any action from the
cashier.
- Log reimbursable sales to students not in the database
- Recent transactions must be easy to access from the main screen and edit or delete as necessary if access permitted per permission role.
- Ability to track sales by item, including reimbursable meal components by item
- Allow cash, check, or student’s account for each transaction
- Display and prints a detailed report of student’s daily, weekly, monthly, and yearly activity
- Determine overage and shortage for each cashier
- Ability to track/print an individual cashier (user) overages and shortages for a period of time
- Support multiple POS terminals per school
- Support no ID cash sales
- Option to operate from a mobile device or tablet.
- Support dual serving lines per cashier register
- Support prepayment at POS
- Cashier can enter cash or check info without leaving sales screen
- Apply change to account without leaving the sales transaction
- Provide multiple methods for patron identification
- Charging only allowed for certain accounts
- Provide barcoded ID cards
- Allow cashier to enter ID
- Student information and sales screen includes picture, notes, Allergens, name, ID, and account balance and prevents student eligibility status identification.
- Ability for sales screen to notify cashier of account alerts (allergy, low balance, customizable notes and student/adult is from another site)
- Support sales by class roster on screen
- Have capability to assign purchases to a Principals
- Account at the cashier’s discretion.
- Allow correction voiding and correction of sales transaction based on user defined criteria
- Provide for ability to limit or authorize voids and sales correction based on predefined hierarchy.
- Support grade, student, adult, and employee sensitive pricing
- Ability to restrict purchases of specific items to specific students. (Religious, parent preference etc.)
- Allow sites to print emergency roster by class or grade for manual sales entry, if needed
- Support electronic or manual cash drawers
- Offer discreet capabilities to easily identify a student’s free/reduced status by means of a color code and/or non-intuitive symbols
- Inventory product must automatically deduct inventory counts based on Production Record reports.
- Module must offer Inter-school transfer of stock.
- Inventory system must be able to flag future inventory usages by encumbering items based on menu planning in the Menu Planning module.
- Site ordering to include automatic inventory reporting, pending orders, historical usage when orders are placed and alert when over ordering may occur.
- Ability to restrict sites/users from ordering products at the District’s discretion.
- Identify food and non-food items and their storage Locations
- Identify purchased and commodity items
- Must include site order and receiving reports by site and District wide.
- Support multiple vendors and supply units per items, including commodity
- System must easily import item information from the districts bid and/or individual vendor pricing databases.
- Multiple vendors and prices per item, multiple supply units and packs per item, easily set and change priority for primary supplier, easily set and change priority for commodity items, set minimum ship quantity or dollar limit per vendor with warning alert to user during creation of orders
- Ability to receive items manually or update receiving
- Allow items to be added while in the receiving screen or as separate item for shorted items received a different day
- Track variances between ordered and received counts and prices
- Allow sites the option to receive all items or to enter changes for items not received
- Physical inventory counts and value reporting
- Allow for entry of additional cost such as delivery fee, processing fee, broker’s fee, and pass through value (NOI -net off invoice), different tax rates.
- Allow users to sort the receiving ticket in various ways in order to easily read and enter data from supplier invoice or packing slip
- Allow partial receiving with option to back order
- User would be able to enter zero received for shorted/out of stock items and discrepancies with the option to back order the item
- Discrepancy report for variances between ordered and received items based on invoice
- Provides the ability to display/print report based on invoice number/vendor which provides a listing of variances in price and quantity between ordered and received
- Entry of counts in both usage units and purchase units
- Site user has the ability to setup and control physical inventory storage locations
- Parent account management (ability for parents to set up email alerts on student’s balances, set up automatic scheduled payments, able to view purchase history, divide payments between students in family and at different building sites)
- Ability to send balance alert email or text, both low and negative balance
- Online payment via web or phone
- Ability for parents to use credit card, debit card, or e-check
- Provides detailed monthly banking and financial reports
- Ability to setup recurring payments
- Low convenience fee for parents
- System does not treat individual students and/or individual fees as separate transactions as basis for calculating convenience fees.
- Must have separate customer support number for parents/guardians.
- Free customer support for district and parents/guardians communication.
- Parent access for info only at no charge.
- Contract Term: 2years
- Questions/Inquires Deadline: February 10, 2025