School Nutrition Management Software System

The Vendor is required to provide a comprehensive, web-based, school nutrition management software system for the school board of the city.
- Department requires a modern, integrated software solution to support point-of-sale operations, meal eligibility, menu planning, production, inventory, financial accountability, and communication with families.
- Core Functional Modules
•    Point of Sale (“POS”) System.
o    Offline POS mode.
o    Real-time balance updates.
o    Student photo display at POS.
•    Must support barcode and QR-code scanning of student ID cards using standard USB or Bluetooth scanners, with real-time lookup and validation of student accounts.
•    Meal Eligibility System.
o    Free/Reduced application processing, including paper scan and online with esignature.
o    Direct Certification import and matching.
•    Parent/Guardian Mobile App.
•    Online Payments Integration.
•    Reporting & Compliance Tools.
- Optional Add-On Modules
•    Inventory Management.
•    Production Records.
•    Menu Planning & Nutrient Analysis.
•    Central Warehouse Module.
•    Financial Management.
•    Catering Management.
- Data Management & Reporting
•    SQL-based architecture; Vendor must disclose whether the database is multi-tenant or single-tenant.
•    Custom reporting tools; must support export to CSV, Excel, and PDF.
•    Custom fields.
•    Agency and VDOE compliance.
•    Agency claim submission; System must generate VDOE claim files in approved formats and support workflow to validate reimbursement counts.
- Hosting:
•    Fully managed cloud hosting (“SaaS”) with redundancy and high availability (99.9% uptime SLA).
•    Testing and training environments.
•    The Vendor shall provide a high-performance hosting environment with sub second response times, maintaining the system through regular updates, and infrastructure optimizations to ensure agency experiences maximum operational efficiency and minimal latency.
- Implementation, Training, and Support
•    Initial Implementation Training for all relevant staff, including administrators, managers, and point-of-sale users.
•    Ongoing Training Opportunities offered at regular intervals (at minimum annually), including refresher sessions, new module training, and training for new hires.
•    On-Demand Training Resources, such as recorded webinars, online tutorials, user manuals, and searchable knowledge bases.
•    Live Support Training to be available during major system updates, configuration changes, or when new features are released.