Request for Bids For Point of Sale System for School Cafeteria

Transcription

1 Request for Bids For Point of Sale System for School Cafeteria The Rochester School District is seeking proposals for Point of Sales System for School Cafeteria. Bids will be accepted until 12:00 noon Eastern Daylight Time on April 5, The bids will be opened publicly and read aloud at that time. Bids shall be submitted to Michael Hopkins, Superintendent of Schools, Rochester School Department, 150 Wakefield Street, Suite 8, Rochester, New Hampshire Bids must be submitted in sealed envelopes plainly marked BID FOR POINT OF SALE SYSTEM. Failure to properly mark the envelope will result in disqualification of the bid should it be prematurely opened. Specifications with required Bid Form may be obtained at no cost from the Superintendent of Schools Office or on the District website at All bid proposals must be made on the bid proposal form supplied and the bid proposal form must be fully completed when submitted.

2 Specification Details: 10 Schools in Rochester, New Hampshire require a comprehensive Point of Sale system. This system is required to include a server based program, with manager options, cashier options, a free and reduced lunch module; web based online payment and parental information component. This bid will be awarded based on the needs of the School District and the cafeteria operation. Please provide specifications for all components. Wherever a specific product is specified by brand name and term or equal appears in these specifications, it shall be the vendor s responsibility to establish through objective independent performance reports that the proposed product will perform with the same reliability than the specified product. Installation and configuration of district owned and managed centralized server with the proposed software application with guidance from district IT staff. Installation and configuration of all related systems with the guidance of the district IT staff. All hardware and software must be compatible with district Microsoft Active Directory Network using TCP/IP version 4. Include all documentation (technical and operational) on hard copy and electronic media kit. All software registered and activated before installation. Major systems support the use of Microsoft End Point Protection. Software Products SIF Compliant, Server based software. The Rochester School District will provide the server and the vendor will install the software with the support and under the guidelines of our Technology Department. Software Requirements Point of Sale Manger Software (1) Free and Reduced lunch software (1) Cafeteria License (10) Station License (15) Availability and compatibility of a stand-alone system or wireless system (a remote location can use a station, then plug into the network to download POS sales, or a wireless connection) The software needs to include the following modules and allow add-on modules to meet these requirements. All add-on modules should be individually priced. Required: Menu Planning & Nutritional Analysis Point of Sale Management options of Point of Sale Free & Reduced lunch approval and management On line pre-payment and parental account management (web based) Recipe & Menu Planning Production Records Perpetual Inventory Warehouse MUST BE FULLY COMPATIBLE WITH INFINITE CAMPUS STUDENT INFO SYSTEM Point of Sale Hardware Products 1 PC manager station, with Touch screen technology, 17 screen PC stations (15) with Touch screen technology, 17 MD-14 Pin pad with lcd and barcode reader (15) Mechanical cash drawers (15) UPS Battery backup 11 minutes (15) Powervar Power Conditioner 1 amp (15)

3 Training and Set up Point of Sale on site training, 2 days for training all staff, beginning after 2:30 p.m. Point of Sale live on site service for the first two days of operation, 6 days of service Point of Sale set up prior to training and live operation 7:00 a.m. to 7:00 p.m. phone support Warranty: three year on all hardware and software with a set price for maintenance and extended warranty (see specification listed below) Shipping cost included or an amount not to exceed Reasonable travel expenses for training Provide a list of references for New Hampshire and New England School utilizing the products. Specifications should meet or exceed the listed the specifications. GENERAL CONDITIONS All proposals are subject to the terms, conditions and specifications herein set forth: The Rochester Public Schools Nutrition Department is issuing a bid for a computerized USDA school meal point-of-sale accountability system with a meal application module. The contract shall be for the period of 3 years from the Date of Contract. Attached is a proposed implementation schedule, subject to change according to the needs of the district. The proposal must be detailed, specific and must be completed and submitted in the prescribed format. If requested, the vendor must be prepared to meet with the Rochester Public Schools to review and clarify the vendors proposal. The Rochester Public Schools requires all vendors to be able to furnish satisfactory evidence that they have the ability, experience and capital to enable them to complete this contract. Must have minimal installation in 500 school districts and 5 years experience, references will be requested. SCOPE OF SERVICES Provide point-of-sale meal accountability hardware, point-of-sale software, and meal application software module according to specification. Provide on-site set up, implementation and training as needed. Phone support available between the hours of 7:00 a.m. 7:00 p.m. Eastern Time. Equipment repairs under warranty must include overnight shipping of replacement unit(s), vendor pays shipping. If equipment is found un-repairable and/or defective replacement unit will be new. Warranty shall be included for years 1 through 3. Pricing is also requested for the 4 th and 5 th year if applicable. Compatible modules must minimally include meal application software. All software and modules must comply with current USDA regulations. MANDATORY CRITERIA All bid items received must guarantee that item(s) meet or exceed specifications, new and in undamaged condition when turned over to the School Department. Installation and training costs must be specified. State or federal excise tax shall not be included or itemized in the pricing submitted. The School Department reserves the right to add or subtract from quantities listed prior to shipment.

4 Pictures, descriptions and specifications must accompany all bids. Any bid not including this information shall not be evaluated. Reference to manufacturers, suppliers, catalog numbers, etc. is intended only to set quality standards and does not exclude bids from others as long as the quality standards are met. Proposal must include all contract terms and conditions that apply to proposal. Point of Sale-Serving Line Run on a Windows 7 or greater 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. Point-of-Sale screen must have touch screen technology and capable of providing a student picture according to identification. Must also be able to identify student by identification number up to 18 digits, room, grade, or name and support programmable class rosters and covert meal eligibility. Must also be able to offer immediate identification of student notes/ allergies on screen. Point-of-sale terminal must be able to accept prepayments identified by cash and check number and print out a receipt with a receipt printer located at the serving line. Must be able to display beginning and ending balance on student account during the course of sale and offer speed amount keys when entering prepayments. Must also 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. Must be able to accommodate multiple LCD display combination pin pad numerical I.D. input and bar code reader. Numerical pin pad/bar code reader must allow for identification buffering so cashier can complete transaction while the next students are identified. Combination pinpad/bar code ready must be either serial or USB connecting. Each point-of sale terminal must have a minimum of five (5) programmable menu boards, 23 programmable menu button s per menu board, single screen or multi-grade pricing. Support eight (8) or more tiered pricing for reimbursable paid meals. Identify between a prepaid meal vs. cash meal. Supply user definable speed keys for cash amounts tendered and automatic deposit "no-change key at student account screen. Display cashier cash counting screen with built in calculator for totaling amounts. Offer quick identification/sale of student for reimbursable meal only serving line and able to define a reimbursable meal by item, build a meal option. Must also have the ability for quick scan where no cashier entry is required. Capable of overriding, tag a voided transaction with reason, support a no I.D. sale to any cash paying student, and restrict access by users. Must be capable of providing a meal count and item count at any time on the serving line, view all transactions for that day on demand. Cash drawer must be either mechanical or electronic. Point-of-Sale Back Office Must be able to run any PC application (i.e. Work, Excel, Outlook) on manager workstations while point-ofsale is in operation. Able to run in a routed TCP/IP network environment to a central server. Able to add new students, deactivate students, and reactivate students. Must also be able to roll-over students and import students from multiple schools. Point-of-sale transactions are to be kept local with an update and storage to a central server.

5 Upload and download to and from the central office for report consolidation. Print/view 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. Show reimbursable meals by status only, ala carte sales by item only, or both. Provide accounting data by and consolidated for all terminals even cash overages and terminal cash shortages by terminal. Track and report on sales according to menu item. Cashier terminal screen 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. Must be able to track student purchases for at least one year and have the capability to a student transaction history report. Capable of making prepayment in the back office, set maximum and minimum charge limit amount by student and eligibility. Notify users when a temporary application status has expired. Ability to create data on a student: i.e. lactose intolerant, no snack, bad checks, diabetic, allergy, etc. Free and Reduced Meal Application Software Must comply with current USDA meal application regulations, process free and reduced applications by family or individual, and capable of verifying applications randomly or focused. Print bi-lingual letters based on a student s status: meal status notification and all required verification letters. For more information, contact Mr. Michael Hopkins at the Rochester Superintendent's office, The Rochester School Board reserves the right to reject any or all of the bids received and to waive any informality in the bidding. No bid shall be withdrawn for a period of sixty (60) days subsequent to the opening of bids without the consent of the Owner. The awarding of this bid is contingent on funding and approval from the Rochester School Board.

6 BID PROPOSAL FORM POINT OF SALE SYSTEM FOR SCHOOL CAFETERIA Company Name: Phone #: Address: NOTE: Contact Person: Fax#: Pictures, descriptions and specifications must accompany all bids. Any bid not including this information shall not be evaluated. Software: Purchase Price: Ongoing Costs: $ $ Hardware: Purchase Price: Ongoing Costs: $ $ TOTAL 3-Year Costs: $ Any questions or concerns can be directed to: Michael L. Hopkins, Superintendent of Schools