Marlboro County School District

Transcription

1 Marlboro County School District REQUEST FOR PROPOSALS RFP-16/17-A Marlboro County School District Child Nutrition Point of Sale System

2 PURPOSE It is the intent of the District to solicit proposals for a Food Service Management System in accordance with all requirements stated herein. The District anticipates the selected system to be fully functional and staff fully trained by the start of the School Year. All responses must be complete and carefully worded and must convey all of the information requested in order to be considered responsive. If the response fails to conform to the essential requirements of the RFP, the District will be the judge as to whether that variance is significant enough to consider the RFP non-responsive and therefore not considered for award. Unless stated otherwise herein, the basic and governing language of the contract resulting from this solicitation shall be comprised of these documents, including any attachments and amendments, and the successful offeror s signed response. In the event of conflict between the two documents, this RFP shall govern. BACKGROUND Marlboro County School District serves approximately 4500 students from Pre-K through 12 grades with 8 feeding sites. MCSD is currently a CEP-free district. MCSD is currently using the Websmart point of sale system and no nutritional analysis program. TERMS AND CONDITIONS All supplies or equipment offered to the District must be new. Responses will be considered as specified herein or attached hereto under the terms and conditions of this document. Responses must be made in the official name of the firm or individual under which business is conducted (showing official business address) and must be signed in ink by a person duly authorized to legally bind the person, partnership, company or corporation. Offerors are to include all applicable requested information and are encouraged to include any additional information they wish to be considered. By submitting your response, you are offering to enter into a contract with the District. Without further action by either party, a binding contract shall result upon final award. Responses submitted to this solicitation shall be in the English language and in US dollars, unless otherwise permitted in the solicitation. Do not include any sales or use taxes in the price shown that the District may be required to pay.

3 Marlboro County School District reserves the right to cancel or reject any proposal in whole or in part. CONTRACT TERM/OPTION TO EXCEED Contract Period: The initial contract period will be one year from the date of award. Renewals will be in one year increments and will automatically renew on each anniversary date unless either party elects otherwise as allowed in the contract. The extensions may be less than, but may not exceed (4) additional one year periods. If the contractor elects not to extend on the anniversary date, the contractor must notify the District of its intention in writing 90 days prior to the anniversary date. Any further extensions must be in accordance with the Marlboro County School District Procurement Code. Price Adjustment: Prices shall remain firm for the life of the contract with the exception of equipment/supplies which shall be handled as described below: Equipment/Supplies: Prices shall remain firm during the initial contract period. Any requests for price increases must be submitted to the Procurement Officer at least 90 days prior to the automatic renewal date. These requests should be forwarded by registered mail to ensure delivery. If approved, the prices will go into effect for the next renewal term and remain firm for the term. Requests shall be accompanied by a copy of the manufacturer s official notice of such increases. The maximum price increases will not exceed the percent change from the previous year(s) shown in the most current Consumers Price Index (CPI) for all urban consumers (CPI-U) under All Items or the current market conditions as determined by the contract administrator. The District reserves the right to accept the price increases or cancel the contract and will notify the contractor in writing within fifteen (15) days following the date of request. No increase shall be effective until approved by the District. It is understood and agreed that orders will be shipped at prices in effect on date shown on the District s purchase order. Any decrease in the cost of the finished product due to a general decline in the market price or other effective factors shall be forwarded to the District with immediate inception into the term contract.

4 SCOPE of WORK The Child Nutrition Office of Marlboro County School District is seeking a fully integrated School Foodservice Management Software System that should be capable of controlling, documenting and reporting the following functions: Overall System Features Point of Sale Internet Meal Payments Free & Reduced Module Online Free & Reduced Apps and Scanning Accountability Reporting Financial Management Training & Support Inventory Control Food and Supply Order Processing Bid Analysis/ Procurement Menu Planner/ Nutrition Analysis per USDA guidelines Production Module USDA Commodity Management End of the month and yearly reporting End of the school year procedures and beginning of the school year procedures Note: The District intends to initially award for Point of Sale System with possible module additions at a later date. Training On-Site Marlboro County School District s food service operation has approximately 50 employees working 8 schools. The successful vendor shall provide materials, instructions, and personnel for training District personnel. This instruction shall be performed in-house after installation. Detail training is needed for approximately 20 employees. Installation The successful vendor shall provide a turnkey installation providing all necessary components for complete installation. Vendor shall test and certify in writing that the software if fully operational and functional. Product Information Vendor shall include its latest catalog and/or specification sheets for the proposed software.

5 Warranty Manufacturer s standard warranty will be required in writing with delivery and installation of software. Completion Date It is the intent of the District to have the system completely installed, properly operating, and personnel trained by June 17, District Site Access Contractor s personnel must wear an identification badge as approved by the District and shall utilize the procedures authorized by the District to obtain access to District buildings. The District requires Contractor s personnel to enter through the front office. PROJECT TIMELINE: April 25, 2016 RFP posted to SCBO and District website. April 29, 2016 Questions or further clarifications regarding this RFP must be submitted by to aoneal@marlboro.k12.sc.us by 2:00 p.m. All questions will be answered promptly. May 5, 2016 RFP responses due by 2:00 p.m. The proposal shall be sent to the official contact listed below. To be accepted, all proposals are to be submitted in sealed packages marked Child Nutrition Point of Sale System RFP 16/17-A. They must be sent by U.S. Mail, courier service such as Federal Express or United Parcel Service or hand delivered. The responses may also be ed - it is the responsibility of the vendor to assure delivery. No proposals will be accepted via fax transmissions regardless of time of delivery. Three copies of the proposal should be sent or delivered to: Response to Child Nutrition Point of Sale System RFP 16/17-A Attention: Angela O Neal Marlboro County School District P.O. Box Broad St. Bennettsville, SC phone fax aoneal@marlboro.k12.sc.us May 5, 2016 Review of RFP Responses by Marlboro County School District May 6, 2016 Notification of Selection Results June 17, 2016 GO LIVE

6 EVALUATION CRITERIA Marlboro County School District is looking for one company to provide all of the services listed above. Marlboro County School District reserves the right to reject any and all responses, and to waive any irregularities of information in the evaluation process. The final decision is the sole decision of Marlboro County School District and the respondents to the RFP have no appeal rights or procedures guaranteed to them. The successful firm will be chosen through a qualitative review of these factors. The following criteria will be used to evaluate proposals received: 1. Response to Scope of Work 2. References. 3. Cost of services provided. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS The proposal shall clearly address all of the information requested herein. Since the written proposal will weigh heavily in the evaluation process, information submitted should be complete and provide a convincing case that the vendor can perform high quality work within schedule and budget constraints. Proposals should be thorough yet concise. Proposals are to be prepared at your own expense. Marlboro County School District requires that each respondent be an Equal Opportunity Employer: State that the respondent complies fully with all government regulations regarding nondiscriminatory employment practices. COST OF PREPARING RFP RESPONSE All costs associated with responding to this RFP are the sole responsibility of the responding company. ADDITIONAL INFORMATION Submitted responses to this RFP become the property of Marlboro County School District. Marlboro County School District reserves the right to use any and all ideas included in any response without incurring any obligations to the responding company or committing to procurement of the proposed services. The Marlboro County School District intends to award the contract to the most qualified firm based on the evaluation criteria listed above. Should the Marlboro County School District and the first firm selected fail to negotiate mutually acceptable fees for service, The Marlboro County School District shall abandon negotiations with the first firm and initiate negotiations with other firms in rank order, however The Marlboro County School District reserves the right to reject any or all proposals if deemed to be in the best interest of The Marlboro County School District.

7 RESPONSE CONTENT o Response should follow the format listed below o Criterion #1: Qualifications of Offeror o Criterion #2: Completed Questionnaire Additional information about modules/components of system o Criterion #3: Complete information regarding Technical Support o Criterion #4: Cost o Criterion #5: Completed Reference Sheet o Criterion #6: Complete information regarding Delivery/Training o Additional information that you would like to share about the project o Minority/Women Business Enterprise Statement, if applicable 1. Qualifications of Offeror: To include representative(s), trainer(s) and conformity to Solicitation a. Provide the location of your main office and the office that will be serving the District. b. Describe your company s background, vision & mission, and size of company. c. Provide offeror s main business activities. d. Provide the length of time/experience in providing school food service management software systems. e. Provide a brief resume of the offeror s representatives to be assigned to this project. f. Provide the number of personnel specifically available to the District and dedicated both routinely and in the event of an emergency. g. Provide the name, location, and experience/background of the primary trainer(s) who will be providing training to the District. h. Provide the name, location, and experience/background of representative(s) who will be providing service and assistance to the District staff in installing and maintaining the system. i. Overall adherence to the proposal FORMAT as described in the Proposal Contents. 2. Response to Checklist of Features: Ability to provide a system that meets the District s needs/requirements as identified in the solicitation: (See attached Checklist of Features) 3. Technical Support: Offeror shall address the following: a. The level of support that will be provided to the District as part of the contract. b. Type of Support: telephone, , remote c. Response time. d. Hours available (Eastern Standard Time) e. Toll free support number.

8 4. Cost: Ability to provide a turnkey system to include set-up, installation, training, support and maintenance that meets the requirements identified in this solicitation to include a detailed description/specification of the following. Pricing shall include all travel expenses. (See attached Price Schedule) a. Modules for the District Office and School Sites b. Training Costs - On-Site Training Including training material and including all travel expenses) c. Annual Maintenance d. Software License Renewals/Upgrades e. Setup and Installation f. Technical Support/Maintenance g. Other Pricing for a turnkey system 5. References: References of offeror s most current and long-term experience in supplying the proposed system. (See attached Reference Form) 6. Delivery/Training (On-Site): Timeline for each step in the process that is required in order to provide an operational-ready system and a proposed delivery/completion date. The District s intent is to have a turnkey system that is fully functional by June 17, Describe the training, the proposed schedule, number of trainers, the number and duration of training sessions. Indicate whether or not Instruction/user manuals for District personnel are included/provided.

9 FOOD SERVICE MANAGEMENT SOFTWARE SYSTEM Questionnaire The following pages of checklists identify the desired features of the overall system and the specifications for the functions listed above. Mark either a yes or no answer to each checklist statement. A yes answer should convey a status of the present, NOT an in the works or near future status. Alternative specifications should be listed at the end of each function s specifications under OTHER. Also, any features your system provides that are not listed, please identify under OTHER. GENERAL SYSTEM FEATURES YES NO Designed exclusively for K-12 food service Easy to learn & use Single, centralized database- MS SQL Microsoft.NET Framework System functions are integrated Data updates are real-time. No 'batch' updating requiring user intervention. Microsoft Windows Based- Point & Click Runs on standard PC s, no proprietary hardware Automatic Program Updates via Internet Connection for all food service programs Compatible with PowerSchool Automatic update of enrolled students from PowerSchool into student information field in real time Real time updates of student eligibility to school sites Posting of negative balance on student accounts in real time to the student info field in PowerSchool From PowerSchool, post food allergies or special dietary concerns into fields of students in food service software An automated process to lad student photos to the food service software from picture CD.

10 Interface with SmartFusion Financials User-controlled security by module and function Allows setting scheduled password expirations Automatic Program Updates via internet connection to include end of year functions and beginning of new school year functions Compatible with other district business software Reports can be converted to Excel, PDF files User -friendly on screen and printed user s manuals SIF Certified No databases required at cafeteria site No backups required at school site Automated backup No data transfers or communications routines Does not require monitoring of communications logs Software: Scalable Architecture add-on and upgrades Ability to remote access from central office to school sites Real time agent from PowerSchool to Food service software for active and inactive students Custom field of work with PowerSchool to show negative balances Work with PowerSchool to automate negative balance calls Custom field for specific food allergies from PowerSchool to Food service software Use last 4 digits for student ID number in PowerSchool Integrate process of Rollover with PowerSchool

11 Any updates to be processed through the Internet Integrate with hosted connection POINT OF SALE YES NO Identify students via pictures Eligibility status is updated immediately when processed by integrated Free & Reduced module Ability to import pictures by server access Single database. Serve visiting students with regular meal account Offline mode allows POS cashiers to continue serving even if connection to server is lost Handles prepayments and/or charges at anytime Multiple input options (PIN Pad, Barcode, Fingerprint) Able to store input of up to 5 transactions of students at POS through selected means of input Prohibit items based on dietary restriction Customize item screens by cashier Prevents over claims; the same student cannot be claimed twice Re-process' function corrects transactions where student was served with incorrect status Accurately converts a la carte items into reimbursable meal Built-in charge controls Ability to change Serving number to ID Set ala carte limits Tracks after school snack programs

12 Provides an alpha look-up for all accounts User-defined security and access restriction by identification of system operator Handles teacher, SFS employee, miscellaneous, and catered accounts Automatically & discretely identifies student status Tracks up to 999 different menu items for breakfast & 999 items for lunch Item price is driven by student status Allows for item pricing by grade Tracks all cashier transactions by name, date and time Master/Family accounts to group students or siblings to a single balance by school Maintains multi year history via transaction archive Accurately tracks multiple schools through a single cafeteria Allows students to be served by membership in multiple groups (i.e. homeroom, bus route, afterschool program) Generates low balance and charge letters Touch screen or standard keyboard Ability to set up multiple Ala Carte purchases Utility allows 'reclassification' of meals served with the incorrect eligibility status Charge Limits by Status Import/Export Ability of all POS reports Includes SC SLP Report format Includes fraud monitoring functions Software Support/Training hosted on vendor s website

13 INTERNET MEAL PAYMENTS YES NO Allows parents/guardians to prepay from Internet with credit cards in Real Time Allows parents to see account balances and what students are buying Low balance notification via Integrated with POS to accurately update balance and activity Utilizes SSL security protocol Administrative portal enables districts to generate management reports Handles all types of school fees Completely turnkey. Hosted and supported by vendor Links to district menus FREE & REDUCED YES NO Family/household applications Scan Household Applications Handles import of direct certification data Utilizes pre-loaded data from PowerSchool to minimize data input Accommodates all USDA designated categorical qualifications Letters in multiple languages Upon 'save', status is immediately updated at Point of Sale in real time

14 Automated cross checking eliminates duplicate applications Handles variety of pay periods Accommodates start of year temporary status grace period and an automatic expiration utility User-defined no income temporary period User defined verification: Basic, Alternate Random, Alternate Focused Complete audit trail of all activity Keeps 'archived' applications per USDA guidelines and allows easy access Maintains list of withdrawn, deleted and students not applying Marks students who elect to have information shared with other agencies As of date tracking allows user to re-create historic information Expandable to accommodate scanning and internet applications Compliant with NSLP Reauthorization guidelines Import/Export Ability Online Free & Reduced Applications & Scanning Scanning capability is built in to component History screen shows when data was modified and by whom MENU PLANNING/NUTRITION ANALYSIS/PRODUCTION YES NO Is built upon USDA Approved CN Database and updated annually Offers NSMP and Food based planning and tracking Includes complete analysis of all nutrients and/or items

15 Pre-built USDA nutrient database including 10,000 ingredients, hundreds of recipes, and commodities User controlled ingredients table, with analysis of fat, calories, sodium, etc. Includes SC Alliance Bid Items Includes state approved SC production record Build and add custom recipes Facilitates menu costing Flexible recipe sizing Nutrient analysis by menu or daily Accommodates HACCP guidelines Offers integration with inventory management module for automated usage tracking User defined cycle menus Menu calendars can automatically skip holidays and teacher work days Programmed format to display menu by the month for elementary, middle, and high school Offers USDA formatted site based production record ACCOUNTABILITY REPORTING YES NO Allows for manual adjustment of data, as appropriate Tracks meals per labor hour Includes customized export for SCAPS claim reporting Provides export for participation and revenue data Generates monthly claim form

16 Calculates state and federal reimbursement School site and District wide participation tracking School site and District wide receipts and collections School site and District wide participation analysis Calculates ROA for the end of the month reporting FINANCIAL MANAGEMENT YES NO Able to exchange data (import/export) with district accounting system (SmartFusion) Tracks statistical data by; school, by month, by year Allows for comparison of statistical data across schools, months & years Provides for automatic 'pro-ration" of central office expenses & revenues Allows profit/loss for school sites on a daily or monthly basis Determination if fund balance exceeds 3 months operating balance outlined by the USDA REPORTING TO INCLUDE: Operating Statement Trial Balance Balance Sheet Plate Costs Indirect Costs MTD/YTD Summary Profitability

17 Breakfast & Lunch Counts Meals per Labor Hour Plate Costs Sales By Category Inventory Management (i.e. ordering, usage, transfers, delivers, perpetual inventory; and coordinated with production record usage TRAINING & SUPPORT YES NO 800# - always a live voice. Closely monitored response times. Remote PC log in capability Service level metrics monitored continually Onsite and remote training including POS go live Thorough user s manuals On screen help guides Quick-start tutorial documentation Custom Work Always thorough pre-training planning Support call logging Convenient help desk hours M-F 7:00am-5:00 pm ET. Emergency support User group meetings & workshops

18 Quarterly newsletter with helpful user tips Dedicated support website with secure customer login Regularly scheduled training webinars archived to support website Refresher training available Train the Trainer approach Available hardware assistance

19 REFERENCES Please provide a minimum of five (5) references, 3 of which should be South Carolina Public School Districts, of customers that are currently using a system (installed by your company) that is similar in size and scope to the work/services described in this solicitation. References information must include company name, address, contact person, telephone number, address, and how long the company has utilized the system. References should be from clients whose current usage has been for at least one complete school year. Reference One: Company Name: Address: Contact Person: Phone Number: Address: How long company has utilized system: Reference Two: Company Name: Address: Contact Person: Phone Number: Address: How long company has utilized system: Reference Three: Company Name: Address: Contact Person: Phone Number: Address: How long company has utilized system: Reference Four: Company Name: Address: Contact Person: Phone Number: Address: How long company has utilized system: Reference Five: Company Name: Address: Contact Person: Phone Number: Address: How long company has utilized system:

20 PRICE SCHEDULE 1. DISTRICT OFFICE SITE MODULES UNIT COST TOTAL COST Inventory Control Food & Supply Order Processing Bid Analysis/ Procurement Production Modules Menu Planner/ Nutrition USDA Commodity Management Free & Reduced On-line & Scanning 2. SCHOOL SITE - 8 Inventory Control Food & Supply Order Processing Bid Analysis/ Procurement Production Modules Menu Planner/ Nutrition USDA Commodity Management Free & Reduced 3. TRAINING COSTS ABOVE & BEYOND

21 A. On Site (per day) B. Off Site (per day) such as a training facility Location Site/Training Facility 4. ANNUAL MAINTENANCE FEE (upgrade & enhancements) 5. OTHER COSTS Cost Per Additional Site (School) Customization: Hourly Rate for On-Site Support On-Site TOTAL PRICE FOR TURNKEY SYSTEM (Line Items 1 through 4) $