Student Nutrition Software Systems

The Vendor is required to provide a comprehensive student nutrition software system to support daily operations across the district’s child nutrition program.
- Provide a reliable, user-friendly system with strong customer support, training, and implementation services to ensure a smooth transition and long-term success.
- Solution will be used to help agency efficiently and accurately manage key functions, including:
•    Standard and custom reporting (operational, financial, and compliance-related)
•    Inventory management and product tracking
•    Menu Planning and Nutritional Analysis
•    Production
•    Back-office tools to support campus and central office workflows
•    Point-of-Sale (POS) meal sales and student account management
•    Free and Reduced Meal application processing and eligibility tracking
•    Meal counting and claiming support
- General Requirements
•    Ability to provide production-relevant demonstration of the software’s usability. Production-relevant would be defined as having a complete student, staff, etc. sample database that can demonstrate platform latency and functionality where requested.
•    Ability to purchase only the specific modules needed for each site.
•    Offer a fully integrated “Back Office” to include, but not limited to:
o    Menu Planning and Nutritional Analysis
o    Production
o    Online Digital Suite and Menu Board Display
o    Inventory Management/Ordering and Receiving
o    Online Campus Inspection (Optional)
o    Pre-Ordering and Vending (Optional)
o    Central Warehouse (Optional)
o    Online Meal Payment System (Optional)
o    Free and Reduced Online and Paper Processing (Optional)
- System Requirements
•    Deployment model: 100% cloud-based/SaaS. No on-premises server footprint allowed.
•    Data hosting: core database must be hosted and managed offsite by the vendor in a secure (soc2/ISO) environment.
•    Maintenance: all backend updates, patches, and backups must be managed by the vendor.
•    Browser-based access: the solution must be fully accessible via standard, modern web browsers (e.g., chrome, edge, safari, Firefox). No "thick client" installations, local plug-ins, or proprietary middleware shall be required on end-user workstations.
•    Long-term support for android OS and iOS mobile device operating systems.
•    Robust internal reporting automation and notification capabilities.
•    Ability to automate periodic secure file transfer with other platforms.
•    Ability to support automated student photo imports and account integration in common file formats (.jpg, PNG. etc.) Based on student photo file name.
•    Ability to integrate with other platforms such as frontline ERP (enterprise resource planning) and skyward SMS sis (student information system) via API or other open interface architecture for synchronization of user data (e.g. Mandatory state reporting of free and reduced lunch status).
•    Ability to set the record retention policy (at least 5 years) to comply with state and federal regulations.
•    Built-in exports of active and archived data to standard file formats (such as excel, csv, word, text and pdf).
•    Customizable touch screen interface for key size, shape colors and number of items on screen and graphics.
•    Automated synchronization feature for communicating in real-time between district ERP system (frontline ERP and skyward preferred) and the software.
- Menu Planning and Nutritional Analysis
•    Ability to add new units of measure for ingredients when adding to recipe.
•    Ability to set-up or add customized HACCP information to recipes.
•    Ability to select and create allergens for each recipe.
•    Ability to create, edit and delete cycle menus.
•    Ability to automatically generate nutritional analysis based on selected menu and production record data.
•    Ability for calendar menu to be printed and exported.
•    Ability to scale recipes at the district level and site level.
•    Ability to distinguish between reimbursable meal, adult meal and a la carte forecast for nutritional analysis.
•    Ability to automatically generate nutritional analysis based on production record data.
•    Ability to categorize recipes based on menu items.
•    Ability to import ingredients and/or recipes including instructions from current software system.
•    Ability to provide real-time updates for all data.
•    Ability to provide a change log to track modifications.
•    Ability for menu components to print on recipes.
•    Aggregate or individual data reporting for combined or separate sites.
•    Current USDA database included.
•    Ability to utilize GDSN connect software to access the nourish to flourish database containing GTINS to electronically download product information for use in streamlining day to day operations and administrative reviews.
•    Spelling and grammar editing feature.
•    Ability to print menu formatted reports displaying individual menu item nutrient content.
•    Ability to add pictures to recipes.
•    Ability to recipe yield in batches.
•    Ability to auto-generate draft orders by vendor based on planned production and ability to print draft order including 0 quantity items, if needed.
•    Ability to receive partial order.
•    Ability for order approval feature at district level.
•    Ability to set up more than one menu at campus sites for special events (field trips, etc.).
•    Ability to schedule menu changes for future dates and/or menu cycles without disrupting current menu cycle.
•    Pre and post costing report for recipes and menus.
•    Ability for menu planning data to be automatically populated and categorically visible on production record.
•    Ability to print production records at district level and campus sites.
•    Ability for user to choose to display or hide ingredients on production records so that only the menu item displays.
•    Multiple site production records available.
•    Allow site manager to add leftovers to the production record.
•    Ability for campus sites to input daily planned and served numbers.
•    Ability to safeguard production record data to prevent modifications monthly.
•    Ability to add and/or remove menus and recipes when forecasting as needed, based on permissions.
•    Ability to restrict a site or group of sites from ordering specific products from vendors and central warehouse.