School Nutrition Management Software

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