Software Solution Program

The Vendor is required to provide a cloud, on premise, or hybrid solution specialized software program for the operation of student nutrition services (SNS) for both front-of-the-house and back-of-the-house services.
- This software must include (at minimum) the following modules: Accounting, Menu Planning, Production Records, Online Payment Processing, Inventory Management, Food/Non-Food Ordering and Receiving, Free and Reduced Meal Applications, and Centralized Kitchen Operations.
- Point-Of-Sale (POS)
•    The system shall process student, staff, and visitor transactions with real-time balance updates.
•    The system shall support offline operation with automatic synchronization once connectivity is restored.
•    The system shall provide secure logins with role-based permissions for cashiers, managers, and administrators.
•    The system shall allow customizable pricing structures and automatic application of eligibility-based meal rates.
•    The system shall generate end-of-day, deposit, and reconciliation reports per site.
•    The system shall support multiple payment types, including cash, check, prepaid accounts, and online payments.
•    The system shall maintain an auditable transaction log for all activity.
•    The system shall integrate with the free & reduced module for automatic eligibility updates.
•    The system shall comply with department meal counting and claiming regulations.
- Free & Reduced (F & R) Applications
•    The system shall support both online and paper applications for meal benefits.
•    The system shall perform automated eligibility determination and income verification.
•    The system shall import direct certification data from state or federal sources.
•    The system shall automatically update student eligibility status in the POS and reporting modules.
•    The system shall generate parent notification letters via mail, email, or text.
•    The system shall comply with department and maintain historical records for audit review.
•    The system shall encrypt all personally identifiable information (PII) in storage and during transmission.
- Menu Planning & Nutritional Analysis
•    The system shall allow creation and scaling of recipes using department -approved ingredients.
•    The system shall calculate full nutrient profiles and meal-pattern compliance for each menu plan.
•    The system shall support allergen tracking, dietary accommodations, and ingredient flagging.
•    The system shall forecast planned meals, generate production needs, and compare nutrient totals by grade group.
•    The system shall integrate with the inventory, production, and procurement modules to streamline forecasting and ordering.
- Production Records
•    The system shall generate daily and weekly production records directly from approved menus.
•    The system shall record planned versus actual quantities prepared, served, and wasted.
•    The system shall support electronic signatures for verification and accountability.
•    The system shall accommodate batch production and yield adjustments for central kitchens or school sites.
•    The system shall generate department -required production and participation records.
- Inventory Management
•    The system must be capable of both periodic and perpetual inventory.
•    The system shall track inventory by site, storage location, lot, and expiration date.
•    The system shall support barcode scanning for receiving, transfers, and counts.
•    The system shall automatically deduct inventory based on production and POS usage.
•    The system shall calculate reorder points and generate replenishment or purchase requests.
•    The system shall integrate with central kitchen, menu planning, and procurement systems for real-stock control.
- System include:
•    Ability to generate reports of reimbursable meals by eligibility and grouping (by area, date and school site)
•    Ability to send letters/emails/text messages for student charges
•    Ability to set up  unlimited chart of accounts - revenue, reimbursement, and expenses and create reports based on sub accounts
•    Claim generator for summer food service program, national school lunch program, CCFP and FFVP
•    Unrestricted access to custom data and data extract reports
•    Daily bank deposit report by site - cash (including change) and checks
•    Student balances and payments must be updated within 24 hours 
•    Opening till and till closed report after each meal period by cashier
•    Ability to perform cash counts
•    Register template automatically adjusts to student or adult based on keypad entry
•    Transmit orders to vendors via email and/or submit electronically.  Send orders from software or via email client
•    Ability for school sites to view dollar amount for monthly inventory prior to completion
•    Ability to change units per case on existing stock items without adversely affecting order quantities
•    Ability to discontinue, hide/delete inventory items or remove them from view at rollover
•    Ability to enter inventory counts in same sequence as physical inventory worksheet i.e. Category, class and location
•    Ability to enter spoilage, breakage, and inventory adjustments 
•    Ability run customizable reports for spoilage,  breakage, and inventory adjustments 
•    Ability to filter and review  inventory counts by case QTY, broken QTY, units and total value  
•    Ability to management approve completed monthly site inventories
•    Ability to record/report stock transfers so that transfer and receipt are documented
•    Ability to uncomplete inventory at a school site for them to correct errors
•    Ability to view stock number, stock description, units per case (full/broken), case price and total inventory value when entering counts
•    All stock item information is available on one screen including nutritional, vendor, category/class, cost, delivery fee, bid specifications, POS button, ingredients, allergens, etc.
•    Enter inventory counts by full case and by broken units
•    Import inventory counts using bar code scanner technology
•    Inventory transfer (to/from sites); ability to correct quantity and track stock transfers.  $ (plus/minus) in GL for transfer to/from school sites
•    Item cost tied to pos.  Import to know daily POS cost
•    One inventory for FOH and BOH.  BOH inventory item setup is also in FOH for menu buttons
•    Supports manual inventory adjustments and requires a reason to be entered
•    View and access consolidated district-wide inventory information or zero in on individual sites or groups of sites
•    Ability to assign hcps recipe numbers and names
•    Ability to hide/delete recipes that are no longer in use.  Remove from view or delete at rollover
•    Ability to easily substitute nutrition links or inventory items in recipes, base menus or schedule menu.
•    Ability to make changes to daily menu cycle without affecting the base menu cycle
•    Allow multiple portion/serving sizes for different age groups within a single recipe
•    Display weighted cost analysis by day on base menu screen
•    Ability to determine meal patten compliance at base menu screen
•    Provide a 'copy' feature to assist with the setup of similar recipes
•    Provide and have ability to print recipe cost analysis by ingredient on recipe screen
•    Quick search report to show an item in recipes, base menus, and scheduled menus
•    Recipe management and organization of complete recipe database to include all information needed to create a recipe (meal pattern contribution, nutrition analysis, allergen information, ingredients, yield, commission instructions)
•    Support upload of recipe pictures
•    Department approved meal pattern and nutrient analysis certification
•    Ability to set a minimum order requirement for schools when placing vendor orders 
•    Ability for schools to edit completed orders in their shopping list
•    Ability for schools to view dollar amount of individual site order(s) prior to completing
•    Ability to alert schools if they have placed a duplicate food/non-food order in the system
•    Ability to automatically generate shopping list(s) using 'menu plan forecasting"
•    Ability to consolidate site orders by individual vendor and for specific dates
•    Ability to edit consolidated order files and add, remove, or substitute items
•    Ability to filter shopping list by vendor when entering order quantities
•    Ability to manually receive a product not ordered through the system
- Budget: $500,000.00

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: November 21, 2025