nutrition services - point of sale rfp

Francis Howell School District

REQUEST FOR PROPOSAL

Nutrition Services - Point of Sale RFP Issue Date: February 12, 2020 Contact Person: Vicky Frayne Phone #: (636) 851-4046 E-mail: [email protected] PROPOSAL DUE NO LATER THAN: March 11, 2020 at 12:00PM CDT RETURN PROPOSAL AND ADDENDA TO: Francis Howell School District ATTN: Vicky Frayne 4545 Central School Road St. Charles, MO 63304 The Proposer hereby declares understanding, agreement and certification of compliance to provide the items and/or services at the prices quoted in accordance with all terms and conditions, requirements and specifications of the original Request for Proposal (RFP) and as modified by any addenda thereto.

SIGNATURE REQUIRED

Authorized Signature Date

Printed Name Title

Company Name

Mailing Address

City, State Zip

Phone #: Fax #: E-Mail Address

mailto:[email protected]

GENERAL CONDITIONS

Nutrition Service - Point of Sale RFP 1

IMPORTANT DATES

ISSUE DATE: ............................................... February 12, 2020 QUESTIONS DUE TO DISTRICT: ............. February 26, 2020, before 4:00 PM RETURN DATE and TIME: ........................ March 11, 2020, prior to 12:00 PM CDT DEMOS (if needed) ...................................... March 23-27, 2020 BOARD APPROVAL .................................. April 16, 2020 (tentative) INSTALLATION & TRAINING DATES ... TBD GO LIVE DATE ........................................... August 1, 2020

All proposals submitted must be delivered to the District Finance Department before 12:00 p.m. on

March 11, 2020 to be considered for evaluation. Proposals received after this time may not be accepted and may be returned to the vendor unopened.

GENERAL CONDITIONS


1. The Francis Howell School District (hereafter “District”) is seeking sealed Proposals from qualified

firms for Nutrition Services - Point of Sale RFP.

2. The purpose of this Request for Proposal (RFP) is to establish the District’s requirements for a Nutrition Service - Point of Sale RFP and to solicit Proposals from firms (hereafter “Vendor”) for providing such Nutrition Service - Point of Sale RFP.

3. The contract, renewal(s), and or modification(s) shall cover all current and future product releases.

4. Pricing increases must receive District approval for renewal of contract. Initial pricing is to be firm for the first contract term.

5. The Vendor must submit a complete Proposal covering all requirements identified in this RFP package in order to be considered. All Proposals will be carefully scrutinized to ensure that such requirements can be met. To avoid delays or misunderstandings the Vendor is requested to respond to each specification.

6. Proposals submitted must be the original work product of the Vendor, not a third party.

7. Three (3) copies of the Proposal shall be sealed, plainly marked with the Vendor’s name and “Nutrition Service - Point of Sale RFP” on the envelope, and delivered to the address below.

Francis Howell School District Attn: Vicky Frayne 4545 Central School Road St. Charles, MO 63304-7113

8. Each copy of the proposal shall include the Vendor’s legal name and indicate whether the Vendor is a sole proprietor, a partnership, a corporation or any other legal entity, and the signature of a company officer authorized to bind the Vendor to a contract.

9. Proposals must be received by 12:00 pm, CDT on March 11, 2020. Electronic or facsimile Proposals submitted in response to this RFP will not be considered or accepted.

10. Prior to the deadline, Proposals may be modified or withdrawn by written notice or in person by the Vendor or its authorized representative. Proper identification of all involved documents and individuals will be established and will not be released by the District without a signed receipt.

11. The information presented in the RFP is not to be construed as a commitment of any kind on the part of the District. There is no expressed or implied obligation for the District to reimburse responding firms for any expenses incurred in preparing Proposals in response to this request.

12. All Proposals must be submitted on the District forms attached with this specification. Proposals submitted on forms other than the enclosed may be rejected. No alternate Proposals that significantly deviate or modify the concept and ultimate objectives of this Proposal will be considered. Non-compliance with RFP specifications will disqualify Proposals from further consideration.

13. Any explanation or statement that the Vendor wishes to make must be contained with the Proposal but shall be written separately and independently of the Proposal proper and attached thereto. Unless the Vendor so indicates, it is understood that the Vendor has proposed in strict accordance with the RFP requirements.

14. The Vendor must promptly notify the District of any ambiguity, inconsistency or error discovered in the RFP.

GENERAL CONDITIONS


15. In the event of a conflict between the Proposal and the RFP, the District shall resolve any inconsistency in favor of the RFP. Additionally, the District shall in good faith decide all inconsistencies and/or disputes pertaining to the RFP and the Proposal. The Vendor agrees to abide by the decisions of the District.

16. All Proposals shall be deemed final, conclusive and irrevocable and no Proposal shall be subject to correction or amendment for any error or miscalculation. No Proposal shall be withdrawn without the consent of the District after the scheduled closing time for the receipt of Proposals.

17. The District reserves the right to reject any or all Proposals and to waive informalities and minor irregularities in Proposals received. The District, in its sole discretion, will determine whether an irregularity is minor.

18. Proposals, prices, terms and conditions shall remain firm for a period of ninety (90) days from the due date for Proposals or until that time when the District takes official action on the Proposals.

19. The Vendor is responsible for its own verification of all information provided to it. The Vendor must satisfy itself, upon examination of this RFP, as to the intent of the specifications. After the submission of the Proposal, no complaint or claim that there was any misunderstanding will be entertained.

20. No oral interpretation will be made to any Vendor as to the meaning of the RFP. Any oral communication will be considered unofficial and non-binding on the District. Unauthorized contact by the Vendor with other District employees or Board members regarding the RFP may result in disqualification.

21. Requests for interpretation must be made in writing to Ms. Vicky Frayne of the Francis Howell School District no later than 4:00 p.m. on February 26, 2020. Any information given to a Vendor concerning the RFP will be furnished to all Vendors as an addendum to the RFP if, in the District’s sole discretion, such information is deemed necessary to all Vendors in submitting Proposals, or the lack of such information would be prejudicial to uninformed Vendors. The Vendor should rely only on written statements issued by the District in the form of an addendum to the RFP. All RFP addendums will be posted to the District website.

22. Proposals must include a full copy of the RFP and all addendums. Company identification form acknowledges the company has read and agrees with all terms and conditions set forth in the RFP.

23. Proposals may contain data that the Vendor does not want used or disclosed for any purpose other than evaluation of the Proposal. The use and disclosure of such data may be so restricted, provided the Vendor marks the cover sheet of the Proposal with the following legend: “Technical data contained in this Proposal furnished in connection with the Request for Proposal of the Francis Howell School District shall not be used nor disclosed except for evaluation purposes, provided that, if a Contract is awarded to this Vendor as a result of or in connection with the submission of this Proposal, Francis Howell School District shall have the right to use or disclose technical data to substantiate the award of a Contract.”

24. The above restriction does not limit the District’s rights to use or disclose without the Vendor’s permission any technical data obtained independently from another source. Proposals shall not contain any restrictive language different from the above legend. Proposals submitted with restrictive legends or statements which differ from the above will be treated under the terms of the above legend. The District assumes no liability for disclosure or use of unmarked technical data and may use or disclose the data for any purpose.

25. The District may accept one part, aspect or phase, or any combination thereof, of any Proposal unless the Vendor specifically qualifies its offer by stating that the Proposal must be taken as a

GENERAL CONDITIONS


whole.

26. The District may award a contract based upon the initial Proposals received without discussion of such Proposals. Accordingly, each initial Proposal should be submitted with the most favorable price and service standpoint.

27. The District may, at its option, conduct interviews after receipt of the Proposal.

28. The District reserves the right to hold negotiations in an attempt to clarify and qualify terms of any Proposal.

29. The District reserves the right to negotiate final contract terms with any Vendor, regardless of whether such Vendor was interviewed or submitted a best and final Proposal.

30. The District may accept any Proposal as submitted whether or not negotiations have been conducted between the parties.

31. Neither the commencement nor cessation of negotiations shall constitute rejection of the Proposal or a counteroffer on the part of the District.

32. The Vendor shall not, under penalty of law and immediate disqualification of the Proposal, offer or give any gratuities, favors or anything of monetary value to an officer, employee, agent, or Board of Education member of the District for the purpose of influencing favorable disposition toward a submitted Proposal or for any reason while a Proposal is pending or during the evaluation process.

33. The Vendor must notify the District if any Conflict of Interest exists, actual or potential, between the Vendor’s family, business or financial interests and its services under this Proposal.

34. No Vendor shall engage in any activity or practice, by itself or with other Vendors, the result of which may be to restrict or eliminate competition or otherwise restrain trade. Violation of this instruction will result in immediate rejection of the Vendor’s Proposal.

35. The District, in its discretion, may terminate the Agreement in whole or in part at any time, whenever it is determined that the successful Vendor has failed to comply with or breached one or more of the terms and conditions of the Agreement or specifications incorporated therein and the successful Vendor has failed to correct such failure or breach to the District's satisfaction within a period of 15 days after receiving written notice thereof from the District. In the event of the partial or total termination of the Agreement, it is hereby agreed that the District shall only be obligated to pay in accordance with the terms of the Agreement for materials and services, which have been accepted by the District.

36. The District may terminate the Agreement without cause by notifying the successful Vendor in writing 30 days prior to the effective date of termination. The successful Vendor shall not incur new obligations after the effective date of termination and shall cancel as many outstanding obligations as possible.

37. In the event the Board of Education of the District fails to approve the appropriation of funds sufficient to provide for the District's obligations under the Agreement, or if the funds are not appropriated due to federal, state or local action, the District shall have the right to terminate the Agreement by providing written notice to the successful Vendor and the District will thereby be relieved from all further obligations under the Agreement.

38. The District may terminate the Agreement immediately without further cost or liability in the event of the occurrence of any of the following: insolvency of successful Vendor; liquidation or dissolution of successful Vendor; the institution of any voluntary or involuntary bankruptcy proceeding by or against the successful Vendor; assignment by successful Vendor for the benefit of

GENERAL CONDITIONS


creditors; or the appointment of a receiver or trustee to manage the property of the successful Vendor.

39. Initial Proposals may not be withdrawn for 90 calendar days from the due date for Proposals except with the express written consent of the District. If a Proposal is accepted as submitted, the negotiated final Agreement shall consist of the Agreement, this RFP, plus any addenda thereto, and the Vendor’s Proposal.

40. In the event the Agreement initially awarded by the District is terminated for any reason within 120 days of the due date for Proposals, the District reserves the right to negotiate and accept any other submitted Proposal.

41. The Vendor may, at the option of the District, be required to make product demonstrations for clarification purposes. In conducting these demonstrations, there shall be no disclosure of any information obtained from any competing Vendor. These demonstrations may be scheduled and held after receipt and evaluation of the proposals. Refusal by a Vendor to honor the request for a product demonstration may result in disqualification.

42. Substitution of any product or equipment must be approved in writing by the District to ensure overall quality of the substitution equals or exceeds the original products and equipment.

43. The District is exempt from paying Use Tax, Retailers Occupational Tax, and Federal Excise Tax. It is the duty of the Vendor to pay all applicable taxes.

44. No right or duty of the Vendor under this agreement, in whole or in part, may be assigned or delegated without prior written consent of the District.

45. The District shall not be responsible for any pre-Agreement expenses of any Vendor, including the successful Vendor, incurred prior to the commencement of the Agreement.

46. All submitted Proposals become and remain District property.

47. Vendors shall not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, sex, or disability.


It is the purpose of this RFP to obtain as complete a set of data as possible from each Vendor. This will enable the District to determine which Vendor is best able to meet all of the criteria which are to be considered in the award of Nutrition Service - Point of Sale RFP.

By the act of submitting a Proposal, the Vendor represents:

a. that it has read and understands these RFP Documents;

b. that has familiarized itself with the conditions governing the proposed contract;

c. that the Proposal is based upon the requirements described in these RFP Documents without exception (unless exceptions are clearly stated in the response)

d. that the Vendor is a recognized provider of the products requested with a proven history of providing products and service in the industry; and

e. that the Vendor has financial information on file relative to ownership of the bidding concern.

Each Vendor shall furnish as part of its Proposal a complete general description of its experience in the field of the Nutrition Service - Point of Sale RFP.

PROPOSAL FORMAT AND CONTENTS The Vendor’s proposal package shall contain the following items in the order listed below and utilize the forms provided in the Attachment Section of the RFP. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All Proposals must be organized and tabbed to comply with the following sections.

Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern.

Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. Letter of Transmittal The Letter of Transmittal should include:

a. an introduction to the Vendor’s company and include its status as a sole proprietor, partnership, corporation or other legal entity;

b. an expression of the Vendor’s understanding of the work to be done and its ability and desire to meet the requirements of the RFP;

c. a commitment to perform the work within the specified parameters; d. any specifications with which the Vendor takes exception or cannot comply; and e. any other information not appropriately contained in the Proposal itself.

The Letter of Transmittal must be signed by a company officer having the authority to bind the Vendor to an Agreement.

2. References and Experience - Attachment Each Company must submit a minimum of five (5) references. Each reference must be presently using services similar to those requested in this RFP. No reference may be an affiliate of the Company or the Company’s officers, directors, shareholders or partners. List as primary references any contracts currently in force with public school districts (Ideally 2-3 Missouri school districts or Midwest school districts using POS solution & integrating with Infinite Campus and RevTrak); include contacts and telephone numbers for each reference. Use additional pages for additional contracts.


3. Company Identification Form - Attachment This cover sheet identifies the Vendor’s legal name, mailing address, telephone, fax, email address and contact persons. The Company Identification Form must be signed by an officer of the Vendor’s company. The Vendor must be registered to do business in the State of Missouri.

4. Financial Condition

The Vendor must be able to demonstrate the financial stability necessary to execute terms and conditions of meeting this RFP. The Vendor should provide a copy of its most recent audited financial statements or annual report.

5. Insurance Requirements - Attachment The Vendor shall indicate its ability to meet the minimum insurance requirements of the RFP. The Insurance Requirements Form provided must be signed by an officer of the Vendor’s company.

6. Product and Supply Sources and Order Process The Proposal shall address the following:

a. source of products, supplies and delivery methods; b. order process; c. contact name, address and phone number; and d. remittance schedule.

7. Sample Contract The Vendor shall provide with the Proposal a sample contract document. The final Contract shall consist of the RFP, the Vendor’s Proposal, the executed contract and the other agreed upon documents which, together, shall constitute the “Contract Documents.”

SCOPE OF SERVICES


SPECIFICATIONS AND DEFINITION OF THE TERMS OF THE CONTRACT FOR NUTRITION SERVICE - POINT OF SALE RFP

A. Current Products The Vendor’s Proposal shall include a listing of all products and/or services to be provided by Vendor for the District.

B. Support Personnel Vendor must provide in its Proposal a description of the support personnel available to assist the District in the implementation of the Contract. This information shall include the name of an individual employed by the Vendor who will serve as the day-to-day contact person for the District. This individual must have a minimum of three years’ experience in the Point of Sale industry.

C. Contract Compliance A system of contract administration shall be maintained by the District to assure Vendor’s compliance with the terms, conditions and specifications of the contract and the bid specifications incorporated therein. Vendor agrees to cooperate fully with the District in this contract compliance system.

D. Insurance The Vendor must complete attachment Insurance Requirements, indicating its ability to comply with minimum insurance requirements. The Vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this Proposal. The Vendor shall carry sufficient insurance to protect it and the District from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided in the form of a certificate, which shall be submitted no later than ten (10) days after receipt of notice of intent to award contract.

In the event that the Vendor fails to maintain and keep in force the insurance coverage as herein provided, the District shall have the right to cancel and terminate the established contract forthwith and without notice.

The Vendor shall bear full responsibility for all risk of loss from equipment damage, and money or product loss resulting from vandalism or theft. The Vendor shall not in any manner penalize the District for any such losses.

E. Risk and Indemnification During the progress of the contract work, the Vendor shall assume all risk and bear all loss occasioned through neglect, negligence or accident, caused or contributed to by its personnel.

Vendor hereby assumes the entire responsibility and liability in and for any and all damages and/or injuries of any kind or nature whatsoever, to all persons, whether employees or otherwise, and to property, arising out of or resulting from the services as herein set forth and provided by the Vendor, and for any and all damages and/or injuries of any kind which shall occur in connection therewith. Vendor agrees to indemnify, defend and save harmless the District, its agents, servants and employees from and against any and all losses, expenses, including legal fees and disbursements, damages and/or injuries arising out of or resulting from or occurring in connection with the execution of the work herein provided for and including any losses, expenses, including legal fees and disbursements, damages or injuries occurring in connection with or resulting from the use by the Vendor of stock, appliances, implements, works, tools, or machinery or any other property owned, rented, borrowed by or assigned from or to the aforesaid District.

SCOPE OF SERVICES


F. Compliance with Laws and Regulations The Vendor shall be responsible for payment of all applicable taxes, including but not limited to sales, business privilege, and property.

Vendors are expected to comply with all state, federal, local and District statutes, ordinances and regulations that are applicable to the performance of this contract and the specifications herein and shall procure all necessary licenses and permits.

G. Discrimination Vendors are required to submit evidence of compliance with the provisions of the Equal Employment Opportunity Act.

H. Interruption of Performance The Vendor recognizes and acknowledges that riots, war, public calamity, fire, earthquake, mine subsidence, Acts of God, government restriction, labor disturbance or strike may result in interruption or cessation of performance of this contract.

In such event, and with the exception of monies already due and owing, both parties' obligations shall be suspended and excused to the extent commensurate with such interfering occurrence.

I. Choice of Law This Contract shall be interpreted in accordance with the laws of the State of Missouri.

J. Integration This Contract shall constitute the sole, exclusive and final agreement of the parties, the terms and conditions of which may not be varied without the express written consent of both parties.

K. Contract Implementation The Vendor shall include with its Proposal a plan indicating the timeline for implementation.

SCOPE OF SERVICES


1. Vendor is to provide reliable ‘point-of-sale” meal accountability hardware, point-of-sale software,

and meal application software module according to specification. 2. Provide on-site set up if requested, implementation and training as needed. 3. Phone support must be available between the hours of 7:00 a.m. 6:00 p.m. Eastern Standard Time at a

minimum. 4. Pricing for extended warranty must be stated for the 1st, 2nd and 3rd year. 5. Warranted equipment repairs must include overnight shipping of replacement unit(s), vendor pays

shipping. If equipment is deemed beyond repair and/or defective, the replacement unit will be new. 6. Software must be compatible with Infinite Campus student management system and RevTrak. 7. All software and modules must comply with current USDA regulations and approved by Missouri

Department of Elementary & Secondary Education. 8. Vendor to provide software as a service:

a. Cloud Hosted solution b. Include redundancy c. Provide two weeks of backup d. Compliance with FERPA & HIPPA e. Do not sell, store, or market any district data: students, staff, families f. Adhere to cyber security best practices based on NIST recommendations.

9. Current system has: a. Sites: 20-26 b. Lines/terminals: 50 c. Back Office/PCs with reporting: 19

BACKGROUND: The Francis Howell School District is one of the largest school districts in the State of Missouri. The district boundaries include several municipalities stretching across the southern half of St. Charles County, covering 167 square miles.

The Francis Howell School District consists of 3 high schools, 5 middle schools, 10 elementary schools, 3 early childhood centers, and 2 alternative education centers, 3 administration buildings about 17,000 K-12 students and another 4,000 plus students in the early childhood program for a total exceeding 21,000 students.

The District currently uses PowerSchool BPlus software for finance and human resource management and Infinite Campus for student management. FHSD also uses Microsoft Active Directory services with students and staff accounts for a total of 20,000+ users. The District also uses Office 365 for email and document storage for staff.

SCOPE OF SERVICES


GENERAL REQUIREMENTS: Proposals are being sought by FHSD for a Nutrition service point of sale system. At minimum the solution proposed should address the following:

I. Point of Sale-Serving Line Requirements Yes Or No. Include Comments. a) Must run in a Windows 10 environment, both wireless and

wired network with the ability to identify a lost network connection and run for extended periods of time (15 days or more) if network connectivity is lost.

b) The Point-of-Sale screen must have touch screen technology and be capable of providing a student picture as a form of identification.

c) Must be able to identify student by identification number up to 15 digits, room, grade, or name and support programmable class rosters and covert meal eligibility.

d) Must be able to offer immediate identification of student notes/allergies on screen.

e) Must allow nurse access to input student notes/allergies. f) The Point-of-Sale terminal must be able to accept

prepayments identified by cash and check number.

g) Must be able to display beginning and ending balance on student account during the course of sale.

h) Must have the ability to grant “bonus” items/meals through prepayment and display available “bonus” award items/meals to individual accounts. Ability to grant a refund to an identified student/adult.

i) Must offer “speed” keys for amount tendered and prepayment amounts when entering prepayments at a serving line terminal.

j) Must be able to accommodate multiple ID devices like pin pads, bar code card readers, biometric finger scanners.

k) Must be compatible with an external USB number pad.

l) The student identification device must allow for a multiple student buffer so cashier can complete transaction while the next students are identified.

m) Each Point-of-Sale terminal must have a minimum of six (6) programmable menu boards, 23 programmable menu buttons per menu board, single transaction and multi-grade pricing.

n) The software application must support at least five (5) or more tiered pricing levels for reimbursable “paid” meals.

o) Must allow automatic deposit "no-change” key at student account screen.

p) Must display cashier cash counting screen with built in calculator for totaling amounts.

SCOPE OF SERVICES


q) Must offer quick identification/sale of student for the reimbursable meal only serving line where no cashier entry is required.

r) Must be able to define a reimbursable meal by item, or build a meal option.

s) Must be capable of overriding a transaction and/or tag a voided transaction with a reason.

t) Must have the ability to link and see all family members and their status.

u) Must support a “no I.D.” sale to any cash paying student.

v) Must have the ability to queue 10 or more students at the line.

w) Must provide protection against adults being charged student lunches.

x) Must block against more than one reimbursable breakfast and lunch per person per school day.

y) Must be capable of providing a meal count and item count at any time on the serving line and view all transactions for that day on demand.

z) Must offer the ability to operate with either a mechanical or electronic cash drawer.

aa) Must have the ability to create user level access.

bb) Must block users with returned checks.

cc) Users must not be able to see deposit balance for each terminal without the use of a security code.

dd) Must have the ability to run on laptops, tablets (IOS-ipads &/or Android tablets)

ee) Off-site support response time of no less than 24 hours.

II. Point of Sale-Back Office Yes Or No. Include Comments. a. Must be able to run any PC application (i.e. Word, Excel,

Outlook) on manager workstations while point-of-sale is in operation.

b. Software must be able to import/export to and from the district’s current Student Information System (Infinite Campus SIS) via a scheduled task.

c. Software must be able to export financial information in a format compatible with Sodexo’s current financial software (specifications available upon request).

d. System must run in a single database environment for the entire district.

SCOPE OF SERVICES


e. Must have the ability to run in a routed TCP / IP network environment to a central server.

f. Must have a version of Point of Sale that is SIF 2.0 compliant.

g. Must have the ability to add new students, deactivate students, and reactivate students. Must also be able to “roll-over” students and import students from multiple schools.

h. Must be able to keep Point of Sale transactions locally with an update and storage to a central server to ensure continued operation in the event of a network failure.

i. Reports must minimally identify daily cash sales for breakfast, lunch, and ala carte (by student and adult separately) and must be able to correctly identify daily sales from cash sales made from pre-payment accounts.

j. Reporting must show reimbursable meals by status only, ala carte sales by item only, or both.

k. Must be able to provide reporting that compares reimbursable meals served against factored eligible students according to Missouri State DESE standards for Edit Checks as demonstrated on Missouri form MO 500-0126.

l. Must be able to provide accounting data by each terminal and a consolidation for all terminals as well it must show cash overages and shortages by terminal/cashier.

m. Must be able to track and report sales according to each menu item.

n. Must be able to pull reports during serving periods.

o. Must be able to provide a report of the number of transactions by café line per school.

p. Must be able to report a journal of activity by line in real time.

q. Must be able to create unique cashier terminal screens for each station and must have user configured programmable buttons with the ability to color code and define menu items per line per school and price according to school/student grade.

r. Must be able to track student purchases for at least one year and have the capability to e-mail a student transaction history report and/or have that student transaction history available to an “on line” service for parents to view online.

s. Must be capable of making prepayment in the back office, set maximum and minimum charge limit amount by student and eligibility.

t. System must allow for user entry of student specific notes such as allergies, lactose intolerant, no snack, check id, diabetic, etc. and have it automatically display at the serving line.

SCOPE OF SERVICES


III. Free and Reduced Meal Application Software Yes Or No. Include Comments. a. Must comply with current USDA & Missouri Department

of Elementary & Secondary Education meal application regulations, process free and reduced applications by family or individual, and capable of verifying applications randomly or focused.

b. Must allow parents the ability to submit electronic online meal applications as approved by Missouri Department of Elementary & Secondary Education.

c. Must be able to print bi-lingual letters based on a student’s status: meal status notification and all required verification letters. (English and Spanish).

d. Must record any changes made to individual applications and store them as history to each.

e. Must notify users when a temporary application status has expired.

f. Must be able to provide information for Free & Reduced audits & reporting for auditors.

IV. On-line Prepayments Software Yes Or No. Include Comments.

a. There must be no charge to the district for the service.

b. There is a flat convenience fee. The district has the option to absorb all or a portion of the fee.

c. District training is included with activation.

d. The software is compatible with the following web browsers: Safari, Firefox, Chrome, Opera and Internet Explorer.

e. Must allow for multiple imports and exports of data during the day & intervals defined if less than real time.

f. Must automatically transfer student balances onto the vendor supplied website.

g. Must allow parents to make payments through multiple forms, i.e. Credit cards, eChecks, PayPal accounts.

h. Vendor website for checking balances must allow parent to link directly to RevTrak to make payments.

i. Must allow payments to the district on a weekly basis through electronic ACH (Automated Clearing House) deposits.

j. Must have the capability for all money to be accessible to all family members on an account.

k. Must incorporate an easy to use report/query tool.

l. All reports must be able to be viewed on screen or printed.

SCOPE OF SERVICES


m. Must provide online reporting of ACH deposit breakdown for the district administrator.

n. Must support the ability for parents to view the previous 30 calendar day’s detailed student transactions.

o. Must allow the parents the option to opt in for automatic low balance email notification.

p. Must generate a deposit summary report by month in a table or bar graph format.

q. Must transfer data through secure encrypted data transmissions.

r. Must be PCI (Payment Card Industry) compliant.

s. Must provide customer support to the parent using the online prepayment system available on the vendor supplied website via FAQs and help desk email.

t. Must include a payment service marketing kit.

u. Must allow the district administrator to temporarily disable access to the site as necessary (holidays, summer breaks).

v. Must allow a deposit into the district staff school meal accounts.

w. Must allow multiple deposits to be made through one transaction.

x. Must allow integration with RevTrak.

y. Must be compatible with the existing Financial Software, Infinite Campus and RevTrak school systems.

z. Software Support must be included for span of contract.

PROPOSAL EVALUATION CRITERIA


COST PROPOSAL AND BID SUMMARY SHEET:

All proposals should include costs associated with the purchase and implementation of the system. A breakdown must be provided on the attached Bid Summary Sheet.

• Complete System set-up including local area network, delivery, installation, training and

unlimited telephone support during warranty period.

• Training – minimum 6 hours onsite training is to be provided for all personnel at the time the systems are installed. Complete software P.O.S. training is to be provided to all operators. All managers must be trained on P.O.S. functions.

• Minimum Warranty: 1 year – parts & labor

Costs provided on the Bid Summary and all other additional costs agreed upon in the future will have all future increases limited by the CPI (Consumer Price Index) All Items less Nutrition and Energy. EVALUATION PROCESS AND ACCEPTANCE OF PROPOSALS It is the intent of the District to award a contract to the Vendor submitting the proposal which best suits the needs of the District as determined by the District in its sole judgment after evaluation of submitted proposals.

1) After a recommendation for award has been made, the successful Vendor will be notified in writing and the appropriate documents will be prepared for commencement of the Contract.

2) The District may use the following Evaluation Criteria when evaluating proposals: a. understanding of the District’s needs presented in a clear, concise and direct manner; b. quality of product offering; c. information gathered during vendor interviews; d. site visits; e. product demonstrations; and f. Customer references.



ATTACHMENT: REFERENCES AND EXPERIENCE Each Company must submit a minimum of five (5) references. Each reference must be presently using services similar to those requested in this RFP. No reference may be an affiliate of the Company or the Company’s officers, directors, shareholders or partners. List as primary references any contracts currently in force with public school districts (Ideally 2-3 Missouri school districts or Midwest school districts using POS solution & integrating with Infinite Campus and RevTrak); include contacts and telephone numbers for each reference. Use additional pages for additional contracts.

1) Company Name:

Business Address: Name and Title of Contact: Phone Number of Contact: Contract Length: Contract Value:

2) Company Name:


3) Company Name:


4) Company Name:


5) Company Name:




References and Experience (continued) All Contracts terminated for default within the last five (5) years should be noted below. Termination for default is defined as notice to stop performance due to Company’s nonperformance or poor performance. Submit full details of all terminations for default experienced. The District will evaluate the facts and may at its sole discretion reject the Company’s Proposal if the facts discovered indicate that the completion of a contract resulting from this RFP may be jeopardized by selection of the Company. If the Company has experienced no such terminations for default in the past five (5) years, so indicate.

TERMINATED CONTRACTS WITHIN THE LAST FIVE (5) YEARS.

#1 #2 #3 Company Name

Business Address

Name of Contact

Title of Contact

Telephone Number of Contact

Contract Length

Contract Value


5 Year Contract Prices

All Costs/Fees should be included.

(What would be the cost or percentage increase each year?)

Price Each Quantity Year 1 Year 2 Year 3 Year 4 Year 5 Administration & Student Module

Free & Reduced Application Manager

Site Licenses

Serving Lines

Installation Fees

Remote Services per Hour

Onsite Service per Hour

Project Management per Hour

Annual Subscription fee per serving line.

Hardware: Define

Hardware Define:

Hardware Define:

Shipping:

Other:

Other:

Other:


Attachment: Company Identification Form The undersigned Company hereby agrees to be bound by the terms of the RFP and that the enclosed Proposal is submitted in accordance therewith. Once completed and returned, this Proposal becomes the primary basis for evaluation and selection of the Company to provide the services required by the District for the specified period. By signing this Company Identification Form, the Company certifies that there are no “PARTIES OF INTEREST” or “CONFLICTS OF INTEREST”, as defined by state and/or federal regulations, existing between the Company and the District or any of its employees, agents or Board of Education members. The Representative designated below will serve as the point of contact to solve any and all problems that may arise concerning the Proposal during the evaluation period. Legal name (Prime contractor) Representative's Name Title Address City/State/Zip Telephone # Fax # Email Address Years in Operation Years under current structure and/or under previous structure 1) Name of Company’s Officers:

NAME TITLE

2) The undersigned hereby acknowledges the receipt of the following addenda:

Addendum Number

Date Issued

Date Acknowledged

Signature

3) The undersigned hereby acknowledges that the Company has read and agrees to the terms and conditions set forth

in the RFP, and that the terms and conditions set forth in the Proposal will remain open for at least 90 days from the deadline for submission of Proposals

Company Officer’s Name

Signature Date


Attachment: Insurance Requirements

The successful Company shall indemnify and hold harmless the District, its Board members, agents and employees, from any and all claims of damage to property or injury to persons, which may arise in connection with the work hereby undertaken. Prior to commencing the work the successful Company shall furnish a certificate of insurance naming the District as “additional insured as its interest may appear” and showing the following minimum limits of insurance coverage:

Workers’ Compensation Statutory limits as required by Missouri law or any other state involved in connection with this work

Employer’s Liability Each accident $ 500,000

By disease Each employee $ 500,000 By disease Policy aggregate $ 500,000

Comprehensive General Liability Bodily Injury Each occurrence $1,000,000 -Aggregate $2,000,000 Property Damage Each occurrence $1,000,000 -Aggregate $2,000,000 Comprehensive Automobile Liability Bodily Injury Each occurrence $1,000,000 -Aggregate $1,000,000 Property Damage Each occurrence $1,000,000 -Aggregate $1,000,000 IM/UM Each occurrence $ 100,000 -Aggregate $1,000,000 Errors and Omissions Each occurrence $1,000,000 -Aggregate $1,000,000 Medical Malpractice/Professional Liability Per claim $1,000,000

Liability policies may be arranged under individual policies for full limits required or by a combination of underlying policies with the balance provided by an umbrella policy. “Split Limit” policies are acceptable if equivalent minimum limit requirements are met. The above described liability insurance shall be written on an occurrence basis. Automobile coverage shall be written on a Comprehensive form policy. General Liability shall be written on a Comprehensive form basis using “ISO form CG 01 01 96” with no restriction or exclusions, or an equivalent or better policy form, and shall include blanket contractual liability insurance as applicable to the successful Company’s obligations under this Contract. Certificates of insurance shall be issued by an A.M. Best “A” or higher rated company, financial size VII or larger, licensed to conduct insurance business in the State of Missouri. Additionally, all certificates furnished must contain a statement that the District will receive 30-days advance notice of any policy cancellation and/or reduction in coverage. The certificate will have the wording “endeavor to” and “failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” deleted or crossed out. In order for the District to ensure that the minimum insurance requirements can be met by your firm, please check one of the following:

Minimum insurance requirements can be met--a copy of insurance certificate is attached. OR

Do not currently have minimum insurance levels--attached is a copy of a letter from insurance carrier stating that if awarded the Contract, levels of coverage will be met.

Firm Name

Signature Date