2-BPM006737_Attachment I - Questionnaire_PrimeroEdge.pdf

RFP No. BPM006737 Attachment I Questionnaire Page 1 deli

Attachment I Questionnaire:

USDA Foods Management Software System

State of Arizona Department of Education

Solicitation No. BPM006737 February 28, 2025

RFP No. BPM006737 Attachment I Questionnaire Page 1

Table of Contents A. Method of Approach & Conformance to Scope of Work

B. Experience, Capability, and Reliability

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A. Method of Approach & Conformance to Scope of Work

1. Executive Summary

In a maximum of two (2) pages, provide a summary of the steps your firm would take to assist the State of Arizona in meeting its needs as stated in the Scope of Work of the solicitation.

PrimeroEdge provides the following implementation services for the Arizona Dept. of Education implementation of Food Distribution:

• Project Planning and Management

• PrimeroEdge System Configuration

Guidance

• Teamwork Collaboration and

Reporting tools

• Web conferencing with video

• Administer a testing environment of the PrimeroEdge software platform

• Data Exchange Support

• Security Testing Support

• Training Sessions and

Documentation

• Go-Live Support

PrimeroEdge will provide a Project Manager and team for project planning and software configuration, along with Expert Care support for data exchange, security, and server issues. A Customer Coach will handle the project's training needs.

The Implementation Process includes the following sections, which further detail the work performed for each deliverable:

• Assumptions & Expectations

• Team Roles and Responsibilities

• Plan Overview

• Configuration

• Data Exchange

• Training

• Go-Live Support

• Transition

Achieving the project plan will be a collaborative effort between ADE and PrimeroEdge, requiring frequent communication and transparency. The PrimeroEdge team will work closely with the ADE Project Manager and team members to ensure a positive experience.

The proposed timeline includes several dates requiring a quick turnaround by both parties. The project schedule assumes that ADE has the resources necessary to gather and provide the information requested within the allotted timeframe. Schedule adjustments may be required if ADE cannot meet the deadlines. Key assumptions that potentially impact implementation projects seen by PrimeroEdge are listed below:

• PrimeroEdge will train Arizona Department. of Education (ADE) on all aspects of Food Distribution

• ADE project team members will be available to jointly develop the project plan, configure PrimeroEdge when training is complete and test PrimeroEdge

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• Training will be scheduled as part of the project planning but may change as the project progresses, and better timing of the training is developed

• ADE will be able to provide data in the required format for all imports

• ADE will accept data in the presented format for all exports

• ADE will attend project meetings at a predetermined frequency, typically via videoconferencing, to discuss the project’s process and progress and issues

• The project team will use Wrike (www.wrike.com) for project planning and monitoring, which will provide a collaborative, web-based teamwork environment

• ADE will be responsible for user management and software configuration, with guidance from the PrimeroEdge project team

• ADE will be responsible for data management tasks

• All training will be online unless onsite training is contracted

• Customization will be limited to RFP requirements unless PrimeroEdge approves a

Change Request

Development and UAT will follow an Agile/Iterative process with some development and testing tasks concurrently scheduled. Security, penetration and load testing will be completed on the test environment and issues resolved in a mutually agreed-upon timeline

The implementation process involves tasks for a smooth transition to PrimeroEdge. The implementation plan, created by both project teams, will be presented by the PrimeroEdge Project Manager and approved by the ADE Project Manager. During this time, the PrimeroEdge Project Manager will collaborate with the ADE team to monitor project progress.

Once planning is complete, the PrimeroEdge project team will guide the ADE project team on configuring PrimeroEdge users and roles, system settings, module settings, and data exchanges.

PrimeroEdge will provide user and role templates to guide ADE in developing its security profiles. The PrimeroEdge Expert Care team will manage custom configurations for single sign-on (SSO) environments if needed. Each PrimeroEdge module utilizes Data Exchanges for both data imports and exports. The PrimeroEdge project team will provide the available templates and guide the ADE project team on completing them in a format acceptable for import into PrimeroEdge.

Both project teams and PrimeroEdge Customer Coaches work together to ensure instruction is received to meet ADE’s needs during implementation based on the contracted training hours.

The Go-Live process allows ADE to transition from development and testing environments to the use of the PrimeroEdge software with live data. Go-Live is comprised of several phases to ensure ease of transition to the project. After the Pilot Phase Go-Live, the project will enter a Transition phase which will conclude the PrimeroEdge project management and will transition on-going customer support to the PrimeroEdge Customer Care team.

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2. Describe how the Offeror will meet each and every functional requirement listed in Scope of Work for Section 5.1.1, Inventory Management, including where applicable preferred components.

The software solution provides a comprehensive and user-friendly Inventory Management system designed to effectively track and manage USDA Foods Items by monitoring inventory levels, expiration dates, and inventory stock movement across School Years and Programs. The tracking capabilities provide detailed oversight at multiple levels, including State Account, Recipient Agencies and by various inventory types. The system emphasizes real-time tracking from order placement to delivery, featuring automated processes for updates and managing delivery orders. Flexibility is a key aspect, allowing users to adjust and transfer inventory while providing justifications. Additionally, it includes features for year-end inventory management and the capability to streamline Item data. Overall, this solution aims to enhance the efficiency and compliance of USDA Foods inventory management, supporting the operational needs of the State and Recipient Agencies.

5.1.1 The solution shall provide for Inventory Management that tracks inventory levels, expiration dates, and stock movement. It shall have the following required components:

By School Year and Program, the system provides robust inventory tracking for all USDA Foods Items. The System provides the ability to track all USDA Foods Items at both the State- Level (State Account Quantities), as well as the RA-Level (all associated RAs, including State Account).

Additional tracking for all USDA Foods Item is at the Sales Order Level and includes detailed tracking for Planned Assistance Level Type (Entitlement, Entitlement No Value, Bonus, Trade Mitigation) and Inventory Type (Receipt Quantity, On Hand Quantity, On Hold Quantity, On Order Quantity, Surplus Quantity and Available Quantity).

At the individual Item Sales Order level, the system provides the ability to track individual RA Quantities, receipt date, expiration dates and includes history tracking of updates.

Upon Receipt, Recipient Agencies also have the capability to view and track the same details but only see the data and quantities specific to their Recipient Agency.

As USDA Foods Items, Sales Orders and associated Inventory move through the ordering process (from ordering, all the way through delivery to Recipient agencies, the Inventory quantities and details (all types) automatically update throughout the software, including Orders, Inventory and Reports at both the State-Level and RA-Level.

Please see the related screenshots [Pages 1-2] of BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf

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Please also see the State Inventory Flow Diagram [Page 36] of BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

a. The ability to track product inventory from the moment it is ordered from the USDA until it arrives at distribution facilities and is ultimately delivered to recipient agencies.

The System provides real-time tracking of inventory throughout the ordering process, receipt and delivery processes to Recipient Agencies:

Upon RA completion of Catalog Request, the system contains a robust truck-load balancing process that includes automated file creation of balanced truck loads through the Complete Catalogs process. The Completed Catalogs Order Files process provides the capability to save the created files and import the files directly into WBSCM. Once orders are placed in WBSCM, software allows import of created WBSCM files directly back into software for automated tracking under the Orders functionality.

The System also provides the capability to import Order Status Report (OSR) files directly from WBSCM into the software to allow real-time tracking of Sales Order purchasing status, delivery periods, updated purchasing price. Based on updated pricing, Planned Assistance Level for all impacted Recipient Agencies is automatically updated throughout the software.

As Sales Orders are receipted in WBSCM, the OSR import provides automated receipt into the software receipts and inventory functionality. Software also provides manual Receipt Entry and export to WBSCM, as necessary.

Upon Receipt into the software, the State Agency has direct access to all Recipient Agency data and the Recipient Agencies have direct view and access to their specific Recipient Agency data.

Based on the inventory received, the state has the ability to configure the Delivery Order process for Recipient Agency order requesting and delivery by delivery site. The Delivery Order configuration process allows the state to determine the Delivery Order process, based on their needs including configurations for Allowed Number of Delivery Sites, Delivery Discrepancy Reporting, Maximum Inventory Storage Days, Minimum Case Requirements, Modify Delivery Date and Special Orders Delivery Method (Pick-up and/or Delivery)

Based on the established Delivery Order Configuration, the software provides a complete Delivery Order process from receipt into inventory through final delivery to Recipient Agency Delivery Sites including:

• State Creation of Initial Recipient Agency Delivery Orders, based on Available Inventory

• Recipient Agency Delivery Order Review and Division by Delivery Site, during the State-configured Modify Delivery Order Period

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• State Review, Modification and Finalization of Recipient Agency Delivery Orders by Delivery Site

• Automated Delivery Order file creation for direct Distributor/Contracted-Warehouse access

• State modification of Recipient Agency Delivery Orders, up to point of Delivery

• Recipient Agency Delivery Discrepancy Reporting

• State Delivery Discrepancy Monitoring and Processing

Please see the related screenshots [Pages 2-5]. Please also see the State Inventory Flow Diagram & Delivery Order Flow Diagram [Page 36-37] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

b. The capability to adjust, transfer, and manage our product inventory, accompanied by comments or equivalent notations.

The System provides flexibility to manage inventory and complete both Inventory adjustments and transfers, including comment notation, according to required state processes.

The State has direct capability to complete both Inventory adjustments and transfers between Recipient Agencies, Inventory Types (On Hand, On Hold, On Order, Surplus and Available), Shipping Locations, Entitlement Types (Entitlement, Entitlement No value, Bonus and Trade Mitigation) and School Years.

For a more formal Transfer process, the Transfer USDA Foods functionality provides Transfers of USDA Foods Inventory for both Direct Ship/non-bulk and Processed Goods/bulk, allowing both the State and Recipient agencies to submit and complete inventory transfer requests.

The Transfer USDA Foods Processes provides for RA-to-RA Transfers, State-to-State Transfers, and Emergency Foods Transfers. The process includes a Transfer Worksheet document for Approval and Tracking purposes, as necessary.

The State Advertisement process allows Recipient Agency access to request available State Account inventory and transfer to other Recipient Agencies, based on state review and processing.

Based on completed adjustments and transfers, automated update of impacted quantities, reports and entitlement spending.

All inventory adjustments and transfer processes include comment notation capability.

Please see the related screenshots [Pages 6-8] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

c. The capability to transfer product inventory from the previous program year to the current program year each July 1.

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The System provides the ability to indicate inventory as year-end and transfer into the next School Year, by Item, Sales Order, Recipient Agency, Quantity, Entitlement Type, Inventory Type and Shipping Location and is automatically effective July 1.

Please see the related screenshots [Page 9] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

While not required, the following components are preferred:

d. The capability of creating unique product inventory materials, which would include USDA Direct Delivery Materials and Bulk Materials for further processing.

By School Year and Program, the System provides the ability to import USDA product details for both Direct Ship/non-bulk and Processed Goods/bulk to automatically update product data throughout the software, including capability to both Add New Items and Update Items throughout the year.

• Item details include details such as: Item Number, Item Description, Item Category, Program, Pack Size, Storage Type, Entitlement Type, Units Per Truck, Net Wet, Gross Weight and Pricing.

• Additional capability to designate USDA Foods Items as Orderable (viewable to Recipient Agencies on Catalogs) and for State Account inclusion (capability to track and add State Account quantities).

• Recipient Agencies have direct view access to USDA Foods Item designated as Orderable by the State.

Please see the related screenshots [Pages 9-11]

e. The capability of modifying product inventory with comments.

The System provides direct State capability to complete both adjustments and transfers between Recipient Agencies, Inventory Types (On Hand, On Hold, On Order, Surplus and Available) Shipping Locations, Entitlement Types (Entitlement, Entitlement No value, Bonus and Trade Mitigation) and School Years.

The Inventory Adjustment process includes the capability to indicate Inventory Adjustment/Transfer reason, as well as addition of comments, as necessary.

Please see the related screenshots [Page 11] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

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3. Describe how the Offeror will meet each and every functional requirement listed in Scope of Work for Section 5.1.2, Order Management, including where applicable preferred components.

5.1.2 The solution shall provide for Order Management. It shall have the following required components:

a. The ability to manage entitlement utilization by the recipient agency across all USDA Foods options, the Department of Defense Fresh Fruit and Vegetable Program (DoD Fresh), Processing Diversion, and Direct Delivery.

The System provides the ability to manage entitlement utilization via Catalog Creation by School Year, Program, Participating Recipient Agencies and Entitlement type for all USDA Foods options, including the DoD Fresh, Processing Diversion (Processed Goods) and Direct Delivery (Direct Ship). For all three Catalog options, the software includes the capability to utilize previously created Catalogs and edit for increased efficiency. Processed Goods Catalog includes End Product Calculator that provides automated calculation of required bulk Item pounds, based on total end product case quantities.

Robust Planned Assistance Level/Entitlement functionality and Adjustment/Transfer processes provide capability to manage entitlement utilization throughout the School Year. Entitlement utilization is automatically updated throughout the software on all applicable pages and reports for all processes including Catalogs, Adjustments, Transfers and Advertisements.

Please see the related screenshots [Pages 11-14] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

b. The capability of receiving and sending EDI, TXT, and XML files for all orders.

The Completed Catalogs Truck-load Balancing and Order File creation process provides for automated creation of XML truck-load details files for direct import and Sales Order creation in WBSCM. Once placed in WBSCM, the Order File Order Response upload provides the capability to import the CSV/Excel file for dynamic import of all Sales Order data directly into the PrimeroEdge software. EDI and TXT files are not currently utilized, as the system currently auto-generates the XML and allows for direct import of the WBSCM CSV/Excel files to upload the files from WBSCM back into the software.

While not required, the following components are preferred:

c. The capability to allow the ADE to create product catalogs or similar for pre-orders by recipient agencies of USDA Direct Delivery Materials and Bulk Materials for further processing.

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For Direct Ship/Non-bulk, Processed Goods/Bulk and DoD Fresh, the system provides the ability to create Catalogs by School Year, Program, Participating Recipient Agencies and Entitlement Type.

The System provides the ability to create as few/many Catalogs as needed simultaneously and throughout the School Year, as necessary. For all Catalog types, it includes capability to determine specific Recipient Agency participation for each Catalog, Open/Close Dates, Items included (Direct Ship & Processed Goods Catalogs). 3. Includes the ability to modify Catalog details after Catalog creation.

Please see the related screenshots [Pages 11-14] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

d. The capability to allow managing pre-orders from recipient agencies in the form of product catalogs or similar.

For Direct Ship/Non-bulk, Processed Goods/Bulk, and DoD Fresh, based on Catalogs created by the State, the software provides the ability for Recipient Agencies to respond to Catalogs by School Year, Program, and Entitlement Type, based on Recipient Agency participation eligibility. As Recipient Agencies complete applicable Catalogs, entitlement spending automatically updates within the Catalog and throughout the software. As Recipient Agency requests are balanced into full truck-load quantities under Completed Catalogs, entitlement spending details automatically update throughout the software.

Please see the related screenshots [Pages 14-17] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

e. The capability of managing orders from recipient agencies to the contracted warehouse, covering the entire process from initiation to delivery.

Based on Item Sales Orders received at the contracted warehouse and received into the software inventory, the system provides a detailed and configurable Delivery Order process from initiation to delivery including the following steps:

1. Delivery Order Data Configuration allows state the state to configure the Delivery Order process requirements specific to the State through configuration of: Allowed Number of Delivery Sites, Recipient Agency Modify Open/Closed Date, Delivery Discrepancy Reporting Dates, Maximum Inventory Storage Days, Minimum Order Case Quantity.

2. Based on the State Configurations, the System provides the state with the ability to Create Delivery Orders by School Year, Program and Shipping Inventory, based on available inventory, at a state-determined frequency.

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3. Based on the state-Created Delivery Orders and the state-configured Modify Delivery Order Open/Close Dates, the system allows Recipient Agency Delivery Order modifications and division of orders by Delivery Site.

4. Based on the Recipient Agency Delivery Site Order response, the system provides the State with the ability to view Recipient Agency Delivery Site Orders, modify Recipient Agency Delivery Site Orders and then create the finalized Delivery Order data to be provided to the Distributor/Contracted Warehouse for final delivery to specified Recipient Agency Delivery Sites.

5. Based on the State-created finalized Delivery Orders, software automatically creates Delivery Order Details files for Distributor/Contracted-Warehouse access.

Distributors/Contracted-Warehouse have direct access to download and save created Delivery Order Detail files, for their associated Shipping Location(s).

6. The State has the ability to Modify (Edit/Cancel) Recipient Agency Delivery Site Delivery Order data up to point of delivery to the Recipient Agencies.

Please see the related screenshots [Pages 17-20]. Please also see the Delivery Order Flow Diagram [Page 37] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

f. The capability of managing orders from recipient agencies to the contracted warehouse, covering the entire process from initiation to delivery.

This is a duplicate requirement to e. above; please refer to the description in the above response.

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4. Describe how the Offeror will meet each and every functional requirement listed in Scope of Work for Section 5.1.3, Entitlement Management, including where applicable preferred components.

The solution shall provide for Entitlement Management. It shall have the following required components:

a. The ability for total Arizona federal entitlement in January and at any time throughout the program year contingent on federal revisions.

The System provides robust Entitlement tracking at both the State-Level (State-Account) and individual RA-Level by School Year and Program including tracking of Total Meal Counts, Allocated PAL, State PAL Adjustments, State Adjustments, RA-to-RA Adjustments, DoD Commitments, DoD Spent, Total PAL Spent, Available PAL and Total % PAL Spent.

The Initial Planned Assistance Level (PAL) Wizard provides a systematic and automated method for establishing entitlement including steps for:

• Annual Configuration - Assignment of Participating Recipient Agencies

• Meal Count Entry -Total Meal Count Data for Participating Recipient Agencies which allows dynamic pulling of data, based on previous year data, total meal count import, Program Management meal count data

• WBSCM Data Entry – Assignment of Carryover, Entitlement, USDA Foods Per Meal Rate

• Rate Tuning - Automated Calculation of Recipient Agency Entitlement with additional capability to fine tune the Rate, Entitlement and add State Reserve Entitlement (State Account)

The Redistribute PAL wizard allows update of meal counts and/or rate at any time and as often as needed, throughout the School Year and by Program including steps for:

• Update Meal Counts – Update of Recipient Agency Total Meal Count data via file import, Program Management meal count data or option for no change in total meal counts

• Update Rate – Optional update of the USDA Foods Per Meal Rate, Total Entitlement and State Reserve Entitlement (State Account)

Planned Assistance Level provides robust history tracking at both the State-Level and the Recipient Agency-Level for improved entitlement traceability and entitlement utilization. The State history provides tracking of entitlement by Recipient Agency and specific Entitlement activities including Add new RA, DoD Catalog, Edit DoD, Edits RA, Initial PAL Distribution, PAL

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Redistribution, State Reserve Adjustment, and Transfer PAL. The Recipient Agency History provides grid tracking of the entitlement activities specific to their Recipient Agency.

Please see the related screenshots [Pages 21-24] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

b. The ability for further distribution of entitlement to the recipient agency based on a per-meal rate corresponding to the total lunch counts for the program.

Per discussion under a above, the software provides robust Planned Assistance Level/Entitlement functionality including the ability to update by School Year and Program both the per-meal rate and/or total meal counts throughout the year, as many times as necessary (Redistribute PAL).

The Redistribute PAL Wizard process provides for automated update of entitlement and includes steps for update of: Meal Counts and/or Rate. Based on the revised Entitlement data, the System automatically updates Entitlement spending/utilization data throughout the software on all applicable Catalog, Entitlement and Report page functionality. Refer to requirement 5.1.3 a above for additional details.

By Program, the software provides the ability to both Add Recipient Agencies throughout the School Year by Program and Edit individual Recipient Agency total meal count and entitlement allocations.

The State has direct ability to complete Edit of DoD commitments, Transfer of PAL between Recipient Agencies and Transfer of DoD Commitments between Recipient Agencies. Based on the revisions, the system dynamically updates Planned Assistance Level/Entitlement spending throughout the software.

The System provides for stream-lined DoD Commitment processes including both the ability to export DoD Commitments for import into the FFAVORs software and direct import of Recipient Agency actual DoD Spending data from FFAVORS. Based on the DoD spending imports, DoD spending and entitlement utilization dynamically updates throughout the software.

Please see the related screenshots [Pages 24-25] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

c. The ability for the state agency to view the following program years, current, two subsequent, and all preceding years up to five.

The software provides the ability to view data for all School Years and Programs available in the software, including previous, current, and future years.

Please see related screenshot [Page 26] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

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d. The capacity to indicate entitlement by unique Child Nutrition Programs.

The System provides the capability to assign entitlement by School Year and specific Program.

Allows utilization of all Programs, simultaneously, based on School Year and Program assignment.

Please see related screenshot [Page 26] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

e. The capacity to utilize entitlement each July 1 for the appropriate program year.

The System provides the ability to assign entitlement and designate entitlement usage by School Year and Program effect July 1, for each applicable Program Year.

While not required, the following components are preferred:

f. The ability to allow entitlement management by program year:

The System provides the capability to manage Entitlement separately by School Year and Program

i. National School Lunch Program- July 1 to June 30 For the National School Lunch Program, annual management of entitlement by Program Year is July 1 to June 30.

ii. Summer Food Service Program- May 1 to September 30 For the Summer Foods Service Program, annual management of entitlement is July 1 to June 30, but allows utilization based on customer need.

iii. Child and Adult Care Food Program- October 1 to September 30

For the Child and Adult Care Program, annual management of entitlement is October 1 to September 30.

g. The ability to allow for internal creation of program years.

Software provides the ability for creation of Program Years by specific Program.

h. The ability to allow for manual input of per-meal rate, total lunch counts by state agency and recipient agency and indicate participation in Child Nutrition Programs.

The Planned Assistance Level/Entitlement functionality provides the ability for manual update of per-meal rate, meals count data and individual Recipient Agency meal count and entitlement by School Year and Program. For additional details refer to detailed descriptions above for requirement 5.1.3

Please see the related screenshots [Pages 24-25] in BPM006737_Attachment I

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5. Describe how the Offeror will meet each and every functional requirement listed in Scope of Work for Section 5.1.4, Distribution Planning.

5.1.4 The solution shall provide for Distribution Planning. It shall have the following required components:

a. The system must be able to allow shipping locations and addresses.

The System provides capability to establish Shipping Locations, including Distributor/Contracted-Warehouse Shipping Locations, as well as District/RA Shipping Locations needing direct shipment of Items from USDA.

The System provides capability to establish Processors and multiple Shipping Locations (Addresses) and includes additional tracking of:

• Value Pass Through Methods

• Poultry White/Dark Meat Percentage Ratio

• Upload of Summary End Products Data Schedule (SEPDS) Uploaded SEPDS List dynamically pulls into created Processed Goods/Bulk Catalogs providing Recipient Agencies with automated calculation and entry of necessary bulk pound commitments, based on End Product utilization.

The Shipping Location data for all Shipping Locations includes Shipping Location name, code, address and contact information.

Please see the related screenshots [Pages 27] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

b. The system must be able to allow direct shipments from USDA to a delivery site or location.

The System provides capability to establish direct Shipping Locations for both state Distributor/Warehouse Shipping Locations, as well as District/RA Shipping Locations needing direct shipment of Items from USDA to a district delivery site or locations. Also includes the ability to designate individual delivery sites for participating Recipient Agencies for Delivery Order receiving purposes.

Please see the related screenshots [Pages 28] in BPM006737_Attachment I

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6. Describe how the Offeror will meet each and every functional requirement listed in Scope of Work for Section 5.1.5, Reporting and Analytics.

5.1.5 The solution shall provide for Reporting and Analytics that generates reports on inventory usage, sales, and distribution efficiency. It shall have the following required components:

The System provides an inclusive library of existing reports for both State and Recipient Agency users for various Food Distribution processes, including Inventory usage, entitlement/sales spending and distribution details. The existing library includes such reports as:

Catalog Response, Commodity Perpetual Inventory, End Product Usage, Inventory Import, Inventory Reports (Aging Inventory, Inventory Adjustment, Inventory Details Report, 6 Month Usage, Standard Inventory Report), Orders Report, PAL Balances, PAL Reports, RA Distribution Details, Shippers Breakdown, Transaction History, Transfer Worksheet and Transfer Report.

The reports are exportable to various standard formats: Word, Excel, Power Point, PDF, TIFF, HTML, CSV, XML.

a. The ability to generate shipping and entitlement ad hoc reports.

The existing report library includes detailed reports on Shipping and Entitlement. Ad hoc reports are available through dynamic queries developed per state requirements allowing for direct export of data and customization by state, as necessary.

Please see the related screenshots [Page 28-29] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

b. The ability to generate data analytic reports.

Per description above under section a, the system provides robust library of existing reports detailing various data for analytic reporting.

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7. Describe how the Offeror will meet each and every functional requirement listed in Scope of Work for Section 5.1.6, User Role Management, including where applicable preferred components.

The solution shall provide for User Role Management. It shall have the following required components:

a. Provide for ADE, recipient agency, and warehouse security access.

The software provides the capability to assign secure access to all users, including State/Central, Recipient agency and Distributor/Processor/Warehouse users.

Please see the related screenshots [Page 29] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

b. Provide for multiple-user role management.

Software provides the capability to create as many roles as needed by the State and provides the capability to assign multiple roles to users, as necessary.

Please see the related screenshots [Page 30] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

i. Role Definition: Clearly define the roles and their associated permissions.

The software provides individual role assignment for all unique pages, activities and reports. Hover text for individual role assignments provides for clear definition of all roles and permissions.

Please see the related screenshot [Page 30] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

ii. Access Control: Implement access control mechanisms to ensure users can only access the resources and perform the actions allowed by their roles.

Through the system roles and users functionality, system provides state with access control to ensure that users can only access resources and perform actions, based on their assigned roles and permissions.

Please see the related screenshot [Page 30]

iii. User Management: Provide an interface for administrators to manage users and assign roles.

The System roles and user page functionalities provide state administrators with direct access to establish roles and determine access to pages/functionality within

RFP No. BPM006737 Attachment I Questionnaire Page 16 each created role. Based on roles created by state, users functionality allows state to assign role(s) to all users and determine necessary access for all users.

Please see the related screenshot [Page 30]

iv. Scalability: Provide a system that can handle a growing number of users and roles without performance degradation.

PrimeroEdge System allows creation of any number of users without any impact on performance issues.

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8. Describe how the Offeror will meet each and every technical requirement listed in Scope of Work Section 5.2 (SaaS solution technical requirements)

5.2.1 Integration Capabilities: The system shall be compatible with ADE’s current technology stack systems (CNP application system, MS Outlook, ADEConnect).

PrimeroEdge is compatible with ADE’s existing technology stack, including the CNP application system, Microsoft Outlook, and ADEConnect. Our system is designed to integrate with these platforms, ensuring efficient operations and minimal workflow disruptions.

• ADEConnect Integration: PrimeroEdge natively supports Active Directory Federation Services (ADFS) via SAML, allowing seamless integration with Arizona’s Single Sign- On solution, ADEConnect. This ensures secure and efficient authentication for users.

• CNP Application System Integration: PrimeroEdge integrates with the CNP application system using a robust data exchange engine, enabling the import of recipient agencies, delivery sites, users, and annual meal counts. These imports can be automated via Secure File Transfer Protocol (SFTP), ensuring efficient and secure data synchronization.

• Microsoft Outlook Compatibility: PrimeroEdge includes its own email service for automatic notifications and messages. Additionally, the PrimeroEdge Food Distribution Calendar allows the state agency to post calendar events and reminders, which Recipient Agencies (RAs) can download in Outlook calendar format (.ics) and save to their personal calendars.

5.2.2 The ability to ingest and submit federal XML file requirements. Current Federal Requirements are listed in 7 CFR 250.11 and 7 CFR 250.58. In the event the Requirements change, Contractor shall provide a system that meets the new Federal Requirements.

Compliance with Federal XML File Requirements PrimeroEdge fully supports the ingestion and submission of federal XML file requirements, ensuring seamless integration with the Web-Based Supply Chain Management (WBSCM) system. Our platform is designed to comply with the current federal regulations outlined in 7 CFR 250.11 and 7 CFR 250.58. Additionally, we are committed to maintaining compliance with any future changes to these requirements by implementing necessary system updates.

Adaptability to Federal Requirement Changes In the event of any modifications to the federal XML file specifications by the USDA, PrimeroEdge will be updated to align with the latest requirements. Our team continuously

RFP No. BPM006737 Attachment I Questionnaire Page 18 monitors regulatory changes and ensures timely system enhancements to maintain full compliance. PrimeroEdge delivers a reliable and future-proof solution that ensures compliance with federal XML file requirements while optimizing the ordering and tracking processes within WBSCM.

5.2.3 Scalability: The system shall support future growth in terms of users and inventory.

PrimeroEdge System allows creation of any number of users without any impact on performance issues. The Ability to add any number of users includes all of Food Distribution, including to, but no limited to Inventory.

5.2.4 Provide for single sign on capabilities through integration with ADE’s ADE Connect system

Once planning is complete, the PrimeroEdge project team will guide the ADE project team on configuring PrimeroEdge users and roles, system settings, module settings, and data exchanges. PrimeroEdge will provide user and role templates to guide ADE in developing its security profiles. The PrimeroEdge Expert Care team will manage custom configurations for single sign-on (SSO) environments if needed.

5.2.5 Have a minimum five-year data retention

The System provides access to all established years and by Program including all previous, current and future years.

Please see the related screenshot [Page 29] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

5.2.6 Provide SQL data migration from current systems

PrimeroEdge recommends that the state agency maintain the database of the legacy system to comply with records retention requirements. If ADE proceeds, the migration process begins with ADE sharing the legacy database schema and definitions, allowing for an assessment of the data structure. Key steps in the migration process include:

1. Data Identification – ADE identifies the specific legacy data that needs to be migrated.

2. Data Mapping – PrimeroEdge will provide a comprehensive list of data mapping documents to guide the state agency in creating the required data import files.

3. File Preparation – The state agency will generate import files based on PrimeroEdge’s predefined formats, ensuring seamless historical data import.

RFP No. BPM006737 Attachment I Questionnaire Page 19

4. Data Field Alignment – Given that legacy systems and PrimeroEdge may not share identical database fields (e.g., system-calculated display fields vs. direct data entry or WBSCM imports), a data validation and reconciliation process will need to be conducted by ADE.

If data migration is required, a separate fee has been included in the implementation costs to cover the necessary analysis, transformation, and validation efforts.

5.2.7 Ability to import and export data via an XML format

The software provides the ability to import and export data via XML, CSV, XLS, XLSX and TXT as required. The following is a list of examples:

1. For the Department of Defense Fresh Fruit and Vegetable Program (DoD Fresh), the software provides the ability to export DoD Commitment data from the software to directly import into FFAVORS. The DoD Commitment export is in the required CSV/XLS/XLSX format and once saved, allows direct import into the FFAVORS system.

2. For DoD Fresh, the software also provides the ability to import DoD Spending data exported from FFAVORS. The PrimeroEdge software allows direct import of the FFAVORS file in XLS/XLSX format. Based on the import, the DoD Spending data automatically updates throughout the software on applicable Planned Assistance Level/Entitlement pages and reports.

3. The Completed Catalogs Truck-load Balancing and Order File creation process provides for automated creation of XML truck-load details files for direct import and Sales Order creation in WBSCM. Once placed in WBSCM, the Order File Order Response upload provides the capability to import the CSV/Excel file for dynamic import of all Sales Order data directly into the PrimeroEdge software.

4. The System provides the Distributor/Contracted-Warehouse with Log-in access to directly download and save the Recipient Agency finalized Delivery Order data by Delivery Site in CSV/Excel format.

Please see the related screenshots [Pages 31-34] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

5.2.8 The system will be available 24 hours a day, seven days a week.

Users will be provided with website URL's, and they are able to login anytime. During downtimes, PrimeroEdge will notify State and all users and provide details, including the expected time that URL’s/servers will be up.

RFP No. BPM006737 Attachment I Questionnaire Page 20

9. Describe how the Offeror will meet each and every user requirement listed in Scope of Work Section 5.3 (User Requirements)

5.3 Provide a SaaS solution that meets the following User Requirements:

5.3.1 User-Friendly Interface: Provide an intuitive design for easy navigation with customer, state distributing agency, and contracted warehouse web ordering portals.

The system is intuitive and easy to navigate. It is a unified site for all users, but the page views differ based on user role permissions (state agency vs. RA).

Please see the related screenshots [Pages 34] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

5.3.2 Provide an editable landing page to manage information from the state agency; the landing page will allow external users to view general state agency communications such as food recalls.

The system allows State Agencies to edit and allows external login users to view and perform actions as needed. The edit feature capability varies based on assigned user role permissions.

Please see the related screenshot [Page 35-36] in BPM006737_Attachment I Supplement_Screen Shots_PrimeroEdge.pdf.

5.3.3 Provide entity specific dynamic dashboard displaying data such as but not limited to: USDA Foods order status, upcoming deliveries, and current entitlement status.

The System provides a dynamic dashboard including announcements and message. Dynamic dashboard including such items as USDA Foods Order Status, upcoming deliveries and entitlement is In-Progress development and will be available in Quarter 2 of 2026.

5.3.4 The service provider will be available for system support from Monday to Friday, between 7 AM and 7 PM Mountain Standard Time. For software issues deemed critical, an immediate response, with the objective of resolving the issue within 24 hours is required. A critical incident is defined as one that significantly impacts the business, including, but not limited to, complete system outages, major security breaches, or critical infrastructure failures.

Availability and Support Structure: We acknowledge the requirement to provide system support from Monday to Friday, between 7 AM and 7 PM Mountain Standard Time. Our State Solutions Customer Engagement Team will be responsible for delivering this support, ensuring timely and efficient resolution of issues.

RFP No. BPM006737 Attachment I Questionnaire Page 21

Customer Care and Ticketing System: All inquiries sent to our dedicated customer care email will automatically generate and route a ticket to the Arizona Department of Education’s (ADE) designated support person. This automated system ensures prompt attention and tracking of issues to resolution.

Phone Support: In addition to email support, the State Solutions Customer Engagement Team will be available via phone during the required support hours to assist ADE with any technical or operational concerns.

Critical Incident Handling: For software issues classified as critical—such as complete system outages, major security breaches, or critical infrastructure failures—an immediate response will be initiated with the goal of resolution within 24 hours. In such cases, ADE will have direct access to the ExpertCare Manager and ExpertCare Team Lead via mobile phone 24/7. This escalation process ensures that critical incidents receive immediate and high-priority attention, mitigating any significant business impact.

We are committed to providing ADE with reliable, responsive, and high-quality support services, ensuring smooth and secure system operations.

RFP No. BPM006737 Attachment I Questionnaire Page 22

10. Describe how the Offeror will meet each and every business requirement listed in Scope of Work Section 5.4 (business requirements)

5.4 Provide a SaaS solution that meets the following business requirements:

5.4.1 Enable ADE to update reference data tables as necessary through the administrative console, including meal rates, product codes, product descriptions, pricing indices, and carryover. Additionally, the system shall provide links to federal requirements related to the data elements in these tables.

PrimeroEdge is in compliance with all USDA Federal Regulations including all USDA Module Functional Requirements and provides States with the capability to update meal rates, product codes, product descriptions, pricing indices and carryover. Direct Links to USDA regulations are not added to the website, since this requirement is not part of the USDA Module Functional Requirements.

Please see our documents included with this proposal for an Exception to this requirement:

BPM006737_Attachment V Conformance Statements_PrimeroEdge.pdf BPM006737_Attachment VI Conformance Attachment Supplement_PrimeroEdge.pdf

5.4.2 Enable ADE to meet all Federal statutory requirements for Child Nutrition programs, including the ability to adapt to any New Child Nutrition Program regulatory requirements throughout the duration of the contract.

PrimeroEdge is in compliance with all USDA Federal Regulations. Updates to the features or rates based on new USDA Federal Regulation Publishing every year or during middle of the school year is accomplished in conjunction with States as part of the Change Request process.

5.4.3 Be compatible with both federal and ADE systems throughout the duration of the contract.

PrimeroEdge is in compliance with all USDA Federal Regulation requirements.

RFP No. BPM006737 Attachment I Questionnaire Page 23

11. Describe how the Offeror will meet each and every implementation services requirement listed in Scope of Work Section 5.5.

5.5 Provide Implementation Services

PrimeroEdge will provide the implementation services requirements including a conceptual architectural diagram, system component environment details, and a detailed cutover plan to support nonparallel operation of the system.

5.5.1 Provide to ADE for review and approval a detailed timeline for the implementation of the service within one month of contract award.

5.5.1.2 Initial implementation of the system shall be completed by August 29, 2025.

5.5.1.3 The system shall be in full production, to the satisfaction of ADE, by December 30, 2025.

The detailed project timeline is provided in Question 13. Initial implementation of the system through a UAT environment is set to be completed by August 29, 2025. The production environment will be completed by December 30, 2025

5.5.2 Provide to ADE for review and approval a conceptual Architectural diagram describing the system components and interactions with ADE systems within one month of contract award.

PrimeroEdge is built on the .NET Framework with an N-Tier Architecture that exposes and utilizes web services. It runs on Windows Server and hosted on IIS utilizing .NET Framework.

PrimeroEdge uses SQL Server as its database management system and SQL Server Reporting Services for its reporting needs. PrimeroEdge is built upon a flexible architecture that can scale from the smallest to the largest of districts and states, utilizing .NET technology with smart clients, XML and Web Services. It uses SQL Server to provide cost-effective and reliable data management.

The proposed PrimeroEdge solution is designed from the initial architecture and design phases to scale and perform well in very large implementations because it was developed to be a SaaS solution for districts and state agencies. The solution is equipped to manage thousands of active sites from one set of servers.

PrimeroEdge is designed to scale and perform well in large implementations but also to be highly secure. Our company recognizes the importance of choosing the appropriate architecture to service the needs of our customers. This is why we chose a non-distributed architecture where the presentation, business and data access layers are separate logical layers even though they are physically located on the same Web/Application Server.

RFP No. BPM006737 Attachment I Questionnaire Page 24

While a distributed…