The vendor required to provide school nutrition management software system that can provide a point of service, menu planning, inventory control, financial accounting, direct certification, free and reduced application processing, production records, special diets, and a lunch fee portal for families.
- Requirement:
1. Online payment system
• Customer friendly and easy to use
• Ability to make payments through multiple forms, i.e., Credit cards, debit cards
• Quickly update student account balances and transactions
• Low balance alerts sent by text or email with parameters set by parents
• Recurring payments set up by parents
• Syncs to the main pos program
• Parents and guardians have the ability to view student account balance and detailed student purchase information, such as breakfast, lunch and a la carte items
• Parents have the ability to transfer money between their own student accounts
• Parents have the ability to make one payment to multiple children in one transaction
• Flat convenience fee
• Supports multiple languages
• Allows for multiple imports and exports of data during the day to PowerSchool and main program
• Integrates with pos to automatically update account balance and meal history
• Has the ability to settle funds directly to the district’s designated bank account daily
• Parent payment refund capabilities
• Reports are able to be viewed on screen and printed
• Data is transferred through secure encrypted data transmissions
• Is PCI compliant
2. Point of sale
• Works with or without internet connectivity information syncing when connectivity is restored
• Includes sync processes that don’t require staff initiation
• Has real time capability of updating student information and eligibility from PowerSchool and main program
• Captures all state requirements at the pos
• Quick and reliable customer service.
• Response within 1 hour for critical issues and 24 hours for most issues.
• Data encryption
• Prevent overt identification of student status during transaction
• Different pos layouts with different prices per school, grades charges per pos line
• Allows tracking of different meal tracking based on program
• Allows cashier to void, remove, reverse or correct sales transactions with a comment option for past or current transactions
• Supports touch screen monitors
• Allows students to be identified at the pos terminal in multiple ways: cashier entry, student pin, student id card with bar code
• Alerts cashier when a student is charging a second meal
• Prevents multiple meal claiming for students receiving more than one reimbursable meal and include user options for second meal pricing
• Allows a transaction to be voided at any time and track the void for audit purposes
• Allows a la carte to be blocked from account charging
• Tracks both reimbursable and non-reimbursable meals
• Software must be able to accept debit and credit card payments with fees disclosed in the quote
• Can choose to have high school students the option to purchase meals at other schools if we choose to
• Ability to have multiple serving lines in each school with the ability to have different meal service layouts on each line.
• No charge for existing pos lines installed on different computers
• Each school has its own login and password access
• Lunch secretaries only have access to needed information to their assigned schools account with the option to add access if needed.
• Ability to accurately identify each sales transaction by item, time and date by student account online applications
• User friendly- parent and guardian should be able to easily submit applications online using any device
• Online application alerts parent and guardian of any missing required information on the application before it is able to be submitted
• Ability to back date eligibility in accordance with federal regulation if needed
• Capability to automatically import a direct certification (API) file from the state, match the information against the student data exported from PowerSchool, update the status information for students and extend categorical eligibility were allowed
• New USDA eligibility guidelines are updated by the company when made available
• Online application can have questions or requirements added as state requirements change
• Online applications meet USDA requirements
• Recognize duplicate applications and prompt the user before processing
• Eligibility status follows USDA meal benefits hierarchy automatically generates notification letters and email based on household language of choice stored in the system
• Allows access to prior years information
• System automatically updates the pos with student enrollment and eligibility changes
• Immediate status update across the system
• Easy to process free and reduced submitted applications with eligibility displayed on the screen
• Accommodates the start of the school year 30 day carry over status
• Ability to track history for applications including reason why application was denied
• Has an option to allow or disallow the eligibility status to be printed on lists
3. Integration with sis (PowerSchool)
• Receive basic student data and language preferences from PowerSchool either through a sftp connection or plugin configurable to be done multiple times daily.
• Send student lunch balance data to PowerSchool either through a sftp connection or plugin configurable to be done multiple times daily.
• Receive files of student photos and be able to upload and display those student photos as students come through the lunch line.
• Send student lunch status - p/f/r - to PowerSchool either through a sftp connection or plugin configurable to be done multiple times daily.
• Send the following student data required by USBE for any students on lunch: free or reduced-price eligibility source
• This data should be sent to PowerSchool either through a sftp connection or plugin configurable to be done multiple times daily.
• Allow for additional data to be sent as required by USBE.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: January 26, 2026
