Exhibit A_Requirements .xlsx
XLSX spreadsheet 504 KB Posted
- Solicitation number
- RFP-122771
- Issued by
- Richmond City, Roanoke City, Virginia
About this file
This is an Exhibit A Requirements document for RFP 201-26-040, a Child Nutrition Information Management System (CNMIS) procurement issued by the Virginia Department of Education (VDOE). The RFP solicits proposals for a commercially available, production-ready, secure, web-based cloud-hosted system to administer core school nutrition programs including the National School Lunch Program (NSLP), School Breakfast Program (SBP), Summer Food Service Program (SFSP), Child and Adult Care Food Program (CACFP), Special Milk Program (SMP), Fresh Fruit and Vegetable Program (FFVP), and various state-specific funding initiatives. The system must support end-to-end administration across applications, eligibility determination, claims processing, financial management, administrative reviews, compliance monitoring, and reporting for approximately 227 program sponsors and 2,332 sites statewide. The procurement requires phased pilot deployment to VDOE-selected Local Education Agencies (LEAs) prior to statewide rollout, with full implementation including configuration, data migration from the existing SNPWeb system (historical data from 2012-2026 depending on program), testing, training, and go-live support. The vendor must provide separate Development, Test, User Acceptance Testing (UAT), Training, and Production environments, with Development available within 30 days of contract award and Test environment available no later than 90 days prior to UAT.
The system must meet comprehensive technical and functional requirements including compliance with Commonwealth of Virginia ITRM policies, NIST 800-53 standards, Section 508 accessibility standards, WCAG 2.1 AA compliance, and all applicable federal regulations governing child nutrition programs. The solution must support 99.5% system availability, minimum 200 concurrent users without performance degradation, Multi-Factor Authentication (MFA) integration with Okta for Single Sign-On (SSO), role-based access controls, encryption of data in transit and at rest, integration with Oracle Financials and Virginia Department of Social Services Direct Certification systems, and configurable workflows without requiring vendor custom code modifications. The vendor must provide a dedicated implementation team with defined roles, comprehensive project management documentation including Project Management Plan and Requirements Traceability Matrix, data migration services with validation and reconciliation capabilities, multi-method training delivery for VDOE and LEA users, and post-implementation support during a stabilization period. The system must generate over 160 pre-defined federal and state reports and support audit-ready documentation retention for minimum periods ranging from three to ten years depending on record type, with all Virginia-owned data remaining under VDOE control and accessible for independent system operation upon contract conclusion.
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Instructions RFP 201-26-040 Child Nutrition Information Management System
EXHIBIT A REQUIREMENTS
Instructions tc={C428FC99-0037-42B2-B88E-C18507674888}: [Threaded comment]
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Comment:
Does a tab for any Federal Requirements required for this procurement need to be added to this Exhibit?
Reply:
VDOE to create an exhibit of applicable federal regulations/guidelines and require suppliers to attest to being able to meet the regulations/guidelines in the exhibit (include links where possible) Reply:
Added Federal Regs/guidelines in Biz/Func RQTS Reply:
Resolved Reply:
Ok tc={5A80A3C9-4556-434E-B2E4-93B7A3DFD805}: [Threaded comment]
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Comment:
Ensure all requirements listed throughout RFP Section 2 - Present Situation and Desired Future State are covered in this document to ensure DOE gets a response.
Reply:
Added them!
Reply:
Resolved Reply:
| Ok | This Excel workbook has multiple tabs that set forth requirements to which Supplier is required to provide a response indicating its capability to fulfill each specific requirement. Supplier’s response will be reviewed in accordance with the stated requirements within each section in order to determine the best solution for Agency. | |
| The Prerequisites tab, which will be evaluated as Pass/Fail, will determine whether the Supplier moves on to the next phase of evaluation. |
| For each requirement, Supplier is asked to enter in the space provided in Column D a response (Out of the Box, Configurable, or Customizable) that best corresponds to its intended response for the requirement listed. must provide sufficient information in its response in Column D to allow VITA to properly evaluate its proposal. |
| The acceptable responses are as follows: |
| Out of the Box (OOTB): Functionality that is delivered as part of the vendor’s standard, commercially available product and is available for use without modification or custom development |
Configurable is functionality that can be tailored by VDOE or authorized users using built-in system tools (e.g., settings, rules engines, workflows, form builders) without vendor custom development..
Customizable is functionality that requires vendor-developed code, enhancements, or extensions beyond standard product capabilities to meet VDOE-specific requirements.
| For each requirement, Supplier is asked to enter in the space provided in Column C a response (Meets, Does Not Meet) that best corresponds to its intended response for the requirement listed. In cases where VITA has pre-filled Column D for certain requirements with "N/A," Supplier must provide sufficient information in its response in Column D to allow VITA to properly evaluate its proposal. |
| The acceptable responses are as follows: |
| "Meets" = Supplier can fully meet the requirement as documented with its current application or proposed solution. Supplier shall provide an explanation in Column E of how it will fulfill the requirement. This may include use of alliances with other suppliers. Supplier's detailed response should NOT be an affirmative reiteration of the requirement, but should explain how the requirement will be met. |
| "Does Not Meet" - Supplier cannot meet the requirement as written. Supplier should provide an explanation of why it cannot be met OR whether it has an alternative approach (with description). |
| Supplier should review all responses for completeness before submitting its proposal. Ensure that all applicable sections of the questionnaire are answered, as incomplete answers may impact the evaluation of your proposal. A blank response in Column C will be interpreted as a "Does Not Meet" response. |
| Supplier must respond to all tabs in this workbook. Do not reformat or revise the tabs as this may cause Supplier to be removed from being considered for award of this contract. |
Does a tab for any Federal Requirements required for this procurement need to be added to this Exhibit?
VDOE to create an exhibit of applicable federal regulations/guidelines and require suppliers to attest to being able to meet the regulations/guidelines in the exhibit (include links where possible)
Added Federal Regs/guidelines in Biz/Func RQTS
Resolved
Ok
Ensure all requirements listed throughout RFP Section 2 - Present Situation and Desired Future State are covered in this document to ensure DOE gets a response.
Added them!
Resolved
Ok
Prerequisites RFP 201-26-040 Child Nutrition Information Management System
EXHIBIT A REQUIREMENTS
Prerequisites
| Add Prerequisites in this column. Procurement to remove this tab if particular procurement has no Prerequisites | |
| **(Supplier Name Here)** | |
| Meets/Does Not Meet | |
| The Offeror must propose a commercially available, production-ready system (not a concept or system built from scratch). | |
| The proposed solution must be a secure, web-based system (SaaS, cloud-hosted) |
Agency Requirements RFP 201-26-040 Child Nutrition Information Management System
EXHIBIT A
VITA Requirements
Section A General Security Requirements Section B Artificial Intelligence Requirements Section C Cloud Requirements Section D COV Technology Roadmaps Section E Other Requirements
| **(Add Supplier Name Here)** | |||
| Section A | General Security Requirements | Meets/Does Not Meet | Additional Detail |
| 1A | Supplier's proposed solution shall comply with all current COV ITRM Policies and Standards, including those pertaining to: |
1. Information Security
2. Data Standards
3. Prohibited Hardware and Software Services
4. Artificial Intelligence
Policies are located at: https://www.vita.virginia.gov/policy--governance/policies-standards--guidelines/
If proposed solution does not, please provide details that specify the Standard/Policy and how Supplier's solution does not comply.
tc={69E68CC9-74E5-4444-9EFC-1D5938A6E9FB}: [Threaded comment]
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Comment:
Why are these highlighted?
2A Supplier's solution, training material and communications plans shall provide effective, interactive control and use with nonvisual means and provide 508 Compliance in accordance with the following standard regarding IT Accessibility and 508 Compliance:
https://www.vita.virginia.gov/media/vitavirginiagov/it-governance/ea/pdf/ETAITAccessibilityTopicReportGOV103.pdf
(Refer to https://www.section508.gov/ and www.access-board.gov for further information)
Describe how this functionality is achieved and include a completed Voluntary Product Accessibility Template (VPAT) with the proposal. The VPAT template can be accessed at the following URL: https://www.section508.gov/sell/vpat
If the solution provides alternate accessibility functionality, please describe.
3A Supplier shall ensure all appropriate staff have read the Commonwealth’s security policies, standards and guidelines, applicable to the proposed solution, located at the following URL. https://www.vita.virginia.gov/policy--governance/policies-standards--guidelines/
Please state yes or no and explain the top 5 concerns you identify, if any.
| Section B | Artificial Intelligence | Meets/Does Not Meet | Additional Detail |
| 1B | In compliance with 2024 Executive Order 30, regarding the Implementation of Standards for the Safe Use of Artificial Intelligence Across the Commonwealth (EO 30), Supplier shall indicate and describe in detail whether any aspect of the proposed Solution and/or Service contain Artificial Intelligence (AI), as defined in EO 30, the Utilization of Artificial Intelligence by COV Policy Standard and VITA's Artificial Intelligence Standards. |
Additional information regarding VITA's Artificial Intelligence Standards is available at the following URL:
https://www.vita.virginia.gov/artificial-intelligence/ 2B If any aspect of Supplier's proposed Solution or performance of the proposed Services contain AI as defined in EO 30 and VITA’s Artificial Intelligence Standards, then describe the process that Supplier will follow to ensure that Customers, as applicable, have registered the Solution/Services with VITA before a purchase order is fulfilled.
Additional information regarding VITA's Artificial Intelligence Standards is available at the following URL:
https://www.vita.virginia.gov/artificial-intelligence/
| Section C | Cloud Requirements | Meets/Does Not Meet | Additional Detail |
| 1C | Numerous solutions are offered as cloud platforms/services or have cloud options. Executive branch agency procurement of solutions with cloud elements require that the agency seek VITA cloud approval before procurement, including potential COVRamp assessment, agreed Cloud Terms and ongoing oversight. |
Describe the process for ensuring that VITA cloud approval has been obtained before a purchase order has been placed.
| 2C | Describe whether the proposed cloud solution is a Software as a Service (SaaS) delivery model or a Platform as a Service (PaaS) delivery model. |
| 3C | Describe whether the proposed solution is a public, private, government, or hybrid cloud model. Describe all available models and ensure pricing response in Exhibit B includes offered options. |
| 4C | Describe whether the proposed solution allows for agency hosting. Elaborate on the advantages and disadvantages of offsite and onsite hosting that the solution offers. |
| 5C | Describe whether the proposed cloud solution is FedRamp authorized. If so, describe the FedRamp level of certification (low, moderate, or high). |
| 6C | The proposed Solution shall comply with all Customers’ individual Information Security Policies and applicable Federal standards (e.g., FedRAMP, CJIS, FISMA,PCI, ISO27001, FERPA, FTI (IRS PUB-1075), SSA, HIPAA-HITECH). |
If proposed solution does not comply, please provide details that specify the Standard/Policy and how Supplier's solution does not comply.
| 7C | Describe whether the proposed cloud solution relies on third-party partners or subcontractors and elaborate on the third-party partners/subcontractors required as applicable. | ||
| 8C | Describe whether the proposed cloud solution allows a customer to solely manage its own encryption keys or if the function must remain with the solution provider. | ||
| 9C | Describe whether the proposed solution has a documented encryption key management process. | ||
| 10C | Describe whether the proposed solution uses standard data encryption techniques. If so, define in detail at all levels. Include, if applicable, what additional options may be added. | ||
| 11C | Describe how the proposed solution addresses security. Provide an attachment to detail the levels of security inherent in your application and what options can be added to support unique customer requirements to ensure confidentiality. | ||
| 12C | Given the desire for electronic payment, with approval from DOA, please describe in detail how this process will work and what safeguards and security measures will be employed to ensure audit compliance. | ||
| Section D | COV Technology Roadmaps | Meets/Does Not Meet | Additional Detail |
| 1D | The proposed solution should only use Approved versions of the technologies covered within the COV Technology Roadmaps. |
https://www.vita.virginia.gov/policy--governance/architecture/cov-technology-roadmaps/
If proposed solution does not only use Approved versions of COV technologies, please provide details on the technologies utilized.
2D For IT solutions and technologies that are not covered within COV Technology Roadmaps, describe if the proposed solution only uses versions or models of IT solutions and technologies that are current (N and N-1) and have vendor or equivalent support.
Example: an IT management utility that only works with a EOL database or N-2 operating system
Note 3: many N and N-1 versions are defined in the COV Technology Roadmaps 3D Describe if the proposed Solution ensures IT solutions and services as well as everything supporting supplier provided or managed technologies, IT solutions, and services shall comply with VITA Policies, Standards, and Guidelines for all supplier provided and managed technologies.
Note: This includes processes, IT solutions, technologies, devices, personnel, etc.
4D Describe if the proposed solution produces a documented lifecycle including information on currency, general availability, and support (end of service life and end of support) for all supplier provided or managed IT solutions and technologies. Note: See COV Technology Roadmaps for more information.
Supplier shall document all versions of software that their services consume or provide. This includes all software that the service providers will be using to host, develop, support, test, and deploy their IT solutions (operating systems, languages, databases, editors, etc.).
Supplier shall produce and maintain defined and VITA-approved baselines for all supported technologies for all IT solution and technologies provided or managed by Supplier.
Note: Examples of baselines are Center for Internet Security (CIS) and Department of Defense (DoD) Security Technical Implementation Guides (STIGs).
| Section E | Other VITA Requirements | Meets/Does Not Meet | Additional Detail |
| 1E | Describe whether the solution incorporates security and privacy recommendations and best practices from the National Institute Standards and Technology (“NIST”). | ||
| 2E | Supplier, upon contract award, shall ensure its line item contract pricing is uploaded in eVA: |
https://eva.virginia.gov/eva-catalog.html 3E Supplier's solution shall have the ability to produce custom financial information and reporting as required to ensure proper accounting and financial management by VITA and Authorized Users, in compliance with the pronouncements of the Governmental Accounting Standards Board (GASB), with particular emphasis on Statements No. 87 "Leases" and No. 96 "Subscription-Based Information Technology Arrangements." Examples may include but are not limited to, asset/inventory management for leased equipment, discount/interest rates for leases, inventory management for software licenses including coverage terms, etc. For more information see:
https://www.gasb.org/standards-and-guidance/pronouncements
| 4E | The Vendor shall provide a Production Environment that supports the live operation of the SNPWeb system for all authorized users, including Virginia Department of Education (VDOE) staff, Sponsors, and other authorized entities. The Production Environment shall support all operational system functions, including data processing, claims submission, reporting, and system integrations. |
| 5E | The Vendor shall provide a Test Environment that is separate from the Production Environment and available to VDOE staff for testing system functionality, configuration changes, integrations, file uploads, and defect resolution. The Test Environment shall allow VDOE to validate system changes prior to deployment to Production. |
| 6E | The Vendor shall provide a User Acceptance Testing (UAT) Environment to support testing by VDOE staff and designated external users (e.g., LEAs or Sponsors) prior to system releases. The UAT environment shall allow validation of new features, workflows, and system updates before they are promoted to Production. (Confirm with VITA if we need a UAT separate from Test Environment) |
| 7E | The Vendor shall provide a Training Environment that can be used for system demonstrations, training sessions, and user onboarding without affecting production or testing environments.(Confirm with VITA if we need a UAT separate from Test Environment) |
Why are these highlighted?
Business-Functional Requirement RFP 201-26-040 Child Nutrition Information Management System
EXHIBIT A
Business/Functional Requirements
| **(Add Supplier Name Here)** | ||||
| Business/Functional Requirements | Meets/Does Not Meet | Out of the Box (OOTB), Customizable, Configurable | Additional Detail | |
| Program Coverage and Business Capabilities | ||||
| PC-01 | The System shall support administration of core School Nutrition Programs (NSLP, SBP, Afterschool Snacks, SSO, SMP), including applications, site management, claims processing, compliance monitoring, and reporting in alignment with US Department of Agriculture (USDA) and Commonwealth of Virginia requirements. | |||
| PC-02 | The System shall support end-to-end administration of the Child and Adult Care Food Program (CACFP) At-Risk Afterschool Meals, including sponsor applications, area eligibility validation, community sponsor participation, budget management, financial review, compliance tracking, and claims processing for both school-based and non-school sponsors. | |||
| PC-03 | The System shall support Summer Food Service Program (SFSP) operations across the full lifecycle of application, site management, meal service tracking, SFSP Meal Counter, claims submission, reporting, and compliance, including the ability to capture and track congregate and non-congregate meal types in accordance with federal and state requirements. | |||
| PC-04 | The System shall support the Seamless Summer Option (SSO) operations within the broader School Nutrition Program suite, including applications, claims, monitoring, SSO Congregate and Non-Congregate Meal Types, and reporting aligned with USDA and state guidance. | |||
| PC-05 | The System shall support FFVP program administration, including applications, budget submissions, allocation tracking, reimbursement claims, and required reporting. | |||
| PC-06 | The System shall support Virginia-specific funding programs (BaB, reduced-price breakfast and lunch, state lunch match), and state-defined policy requirements that operate in conjunction with federal Child Nutrition Programs, including the ability to configure compliance rules, program logic, and data capture requirements without requiring vendor custom development | |||
| PC-07 | The System shall support submission, validation, adjustment, and tracking of multiple claims per program and per site (where meals are served [Reference Organizational Scale section in RFP Section 2.E]), including but not limited to breakfast, lunch, snack, non-congregate meals, and state-funded claims processing while maintaining consistent financial controls and auditability. | |||
| PC-08 | The System shall support configuration, election, tracking, and reporting of federal and state waivers (e.g., unanticipated school closure or non-congregate waivers), including effective dates, applicable programs, and audit history. | |||
| PC-09 | The System shall support state-configurable administrative review workflows, including USDA-required and Virginia-specific review forms, findings, corrective action tracking, and final resolution documentation without requiring vendor code modifications. | |||
| PC-10 | The System shall support required program data collections, including SFA financial reporting, food safety inspections, site enrollment reporting, and USDA verification processes, and shall include configurable edit checks aligned with federal and state program rules. | |||
| PC-11 | The System shall support automated USDA edit checks and validation logic and, where applicable, support secure validation against federal or state data sources. | |||
| PC-12 | The System shall provide configurable, rules-based workflows that dynamically display or suppress forms, fields, and requirements based on program participation, provisional program election (e.g., CEP, Provision 2), contract types (e.g., FSMC), and sponsor characteristics, without requiring vendor custom code. | |||
| PC-13 | The System shall allow VDOE to configure sponsor-, site-, and program-level forms, data fields, and business rules, including Virginia-specific compliance questions and language, without requiring system customization or impacting upgrade compatibility. | |||
| PC-14 | The System shall support phased implementation by program area (e.g., School Nutrition Programs first, followed by Summer Programs, CACFP, and FFVP) without requiring system redesign, platform reconfiguration, or data migration between phases. | |||
| PC-15 | The system shall support Virginia state incentive funding payments including Breakfast After the Bell, reduced-price breakfast and lunch, and the state lunch match. | |||
| PC-16 | The System Shall support Capital Expenditure Requests from the LEAs to VDOE for review and approval. | |||
| PC-17 | The System shall provide the capability for authorized users to access, generate, download, and submit program forms and templates associated with child nutrition program administration. The system should support electronic forms and documents uploads, including, but not limited to the following: |
PDF, MS Word, MS Excel, MS PowerPoint, CSV, TXT, RTF, XML, JSON, JPEG/JPG, PNG, TIFF, BMP, MSG, Zip, HTML.
| PC-18 | The system shall allow LEAs to complete and submit Breakfast after the Bell applications electronically and enable VDOE program staff to review, request additional information, approve or deny applications, and maintain records of application status and approvals. |
| PC-19 | The system should support workflow management, status tracking, notifications, and document attachments associated with the BAB application process. |
| PC-20 | The system shall allow LEAs to submit requests and supporting documentation for capital expenditures and enable VDOE staff to review submissions, track approval status, request additional information, and record approval or denial decisions. |
| PC-21 | The system should support automated workflows, document uploads, notifications, and tracking of request status throughout the review and approval process. |
| PC-22 | The System shall support integrated direct certification (DC) matching within the platform, including automated eligibility population using uploaded enrollment and student data files from LEAs and sponsors. |
| PC-23 | The System shall support administration of the Special Milk Program (SMP), including sponsor/site management, claims processing, validations, monitoring, and required federal and state reporting. |
| PC-24 | The System shall support administration of the NSLP Afterschool Snack Service, including site participation, meal counting, claims processing, monitoring, and reporting. |
| PC-25 | The System shall support eligibility determination for Child Nutrition Programs in accordance with federal and state requirements, including eligibility categories, verification support, and integration with direct certification processes. |
| PC-26 | The System shall support administration of the NSLP Afterschool Snack Service, including site participation, snack meal service tracking, claims submission and processing, reimbursement calculations, compliance monitoring, and required federal and state reporting in alignment with USDA and Commonwealth of Virginia requirements. |
| PC-27 | The System shall support end-to-end administration of the Special Milk Program (SMP), including sponsor and site applications, program participation tracking, eligibility configuration, claims submission and processing, reimbursement calculations, compliance monitoring, and required federal and state reporting in alignment with USDA and Commonwealth of Virginia requirements. |
| PC-28 | The System shall provide a single, unified platform supporting all Child Nutrition Programs, ensuring that data, workflows, reporting, and governance are managed consistently across all programs without requiring separate systems or data silos. |
| PC-29 | The System shall support policy-driven configuration of workflows, business rules, and program logic that allows VDOE to implement regulatory and operational changes without requiring vendor custom development. |
| PC-30 | The System shall support tracking, management, and reporting of federal and state program waivers, including applicability, effective dates, sponsor participation, and associated compliance requirements. |
| PC-31 | The System shall allow VDOE to define, modify, and manage state-specific data elements and data collection fields without requiring vendor custom development. |
| PC-32 | The System shall support configuration of workflows, rules, and data elements without requiring custom code modifications that would impact system upgrades or vendor supportability. |
| PC-33 | The System shall serve as the authoritative system of record for all Child Nutrition Program data, including applications, eligibility, claims, reviews, financial transactions, and compliance activities. |
| PC-34 | The System shall support phased enablement of programs and functionality without requiring system redesign, data migration, or disruption to existing operations. |
| Claims and Financial Management | |
| CF-01 | The System shall support claim submission by program, sponsor, and site/facility, including configurable meal types, operating days, and service parameters that determine claim eligibility. |
| CF-02 | The System shall perform automated, real-time claim validation and edit checks prior to and during submission based on program rules, application data, school year constraints, enrollment, participation levels, and facility eligibility. |
| CF-03 | The System shall prevent submission and certification of claims that fail defined validation and edit check rules until errors are resolved or formally overridden by authorized users. |
| CF-04 | The System shall automatically recalculate claim totals, reimbursement amounts, and related financial impacts in real time when claim data is entered, modified, or adjusted. |
| CF-05 | The System shall support Community Eligibility Provision (CEP) grouping, multi-year tracking, and automatic application of eligibility-driven reimbursement logic to claims calculations. |
| CF-06 | The System shall support multiple funding sources, grants, awards, and project codes per program and allow mapping of claims and payments to state accounting codes. |
| CF-07 | The System shall support automated allocation of reimbursement across multiple awards and funding sources and prevent over-expenditure of available grant or funding balances. The system should display which grant award is being used. |
| CF-08 | The System shall support batch payment processing by program, funding source, period, and sub-program, including selective inclusion of approved claims in payment batches. |
| CF-09 | The System shall support partial payments and payment adjustments based on available funding, program priorities, or state-defined payment rules. |
| CF-10 | The System shall generate configurable payment export files aligned with Commonwealth of Virginia financial system and accounting requirements. |
| CF-11 | The System shall support advance payments (e.g., SFSP advances), including advance tracking, reconciliation against submitted claims, offset processing, balance monitoring, and reports to show when advances are paid back. |
| CF-12 | The System shall support full fiscal action workflows, including claim adjustments, rate changes, incentive calculations, severe need adjustments, and documented approval routing. |
| CF-13 | The System shall support identification and management of overpayments, including recovery methods such as invoice, offset against future payments, and manual recovery tracking. |
| CF-14 | The System shall support end-to-end late claim workflows, including late submission tracking, sponsor justification, good-cause documentation, approval routing, and audit tracking of all extension and exception decisions. |
| CF-15 | The System shall provide real-time visibility into funding balances, reimbursement status, payment history, and financial impacts during claim review and processing. |
| CF-16 | The System shall maintain a complete, tamper-proof audit trail for all claim submissions, validations, adjustments, approvals, batching, payments, and financial transactions, including timestamps, user identification, and change history. This audit trail should be retained for a minimum of 10 years, or longer, as required to comply with applicable federal, state, audit, litigation or investigation requirements. |
| CF-17 | The System shall provide configurable financial and operational reports, including but not limited to FNS-10, FNS-418, FNS-777, payment summaries, claim status reports, and audit-ready financial exports. |
| CF-18 | The System shall provide automated system alerts and notifications to Sponsors and VDOE users when required reimbursement claims have not been submitted by established program deadlines. The alerts are for claims but can be preset by the State Agency. For example, alerts are sent to VDOE users and sponsors when 30 days from the claim month have past and a claim has not been submitted. Future alerts can be sent for a specified number of days between each alert to notify the sponsor again. These reminders are sent up to 55 days past a claim reimbursement month as a reminder to sponsors to submit claims within the 60-day window. If at anytime, the sponsor submits the claim, the system will suspend the notification. |
| CF-19 | The System shall send invoices to sponsors when they have a fiscal action in a previous fiscal year. |
| CF-20 | The system shall provide a pre-processing report breaking down funds needed by project code for all submitted weekly sponsor claims, including a subtotal of funding required for SFSP meals and administrative costs. |
| CF-21 | The System shall provide transparent tracking of funds by program, sponsor, site, and funding source, including visibility into allocations, obligations, payments, and remaining balances. |
| CF-22 | The System shall support complex funding structures, including multiple grants, awards, advances, adjustments, withholds, and other funding mechanisms, and apply them appropriately to claims and payments. |
| CF-23 | The System shall support identification, tracking, and recovery of overpayments, including recoupment through future claims, financial adjustments, and reporting. |
| CF-24 | The System shall perform real-time financial calculations for claims, reimbursements, and adjustments based on current program rules, rates, and eligibility data. |
| CF-25 | The System shall support batch payment processing, including grouping of claims for payment and transmission to state financial systems in accordance with defined schedules and formats. |
| CF-26 | The System shall maintain a complete audit trail for all financial transactions, including claim submissions, adjustments, approvals, payments, and reversals, with full traceability. |
| CF-27 | The System shall include controls to identify and prevent improper payments, including validation rules, exception handling, and flagging of high-risk claims. |
| CF-28 | The System shall integrate eligibility, application, and operational data to validate claim accuracy and ensure consistency across program data sources. |
| CF-29 | The System shall support end-to-end lifecycle management of claims across all applicable Child Nutrition Programs, including claim creation, submission, validation, edit checks, approval, reimbursement calculation, payment processing, adjustments, late claims, overpayment recovery, audit tracking, and financial reporting. |
| CF-30 | The System shall support claims processing and lifecycle management for all applicable federal and state Child Nutrition Programs administered by VDOE, including but not limited to NSLP, SBP, SMP, FFVP, SSO, SFSP, CACFP, NSLP Afterschool Snacks, and Virginia-specific funding programs. |
| CF-31 | The System shall retain financial records, including claims, payments, adjustments, and funding actions, for a minimum of seven (7) years in accordance with Commonwealth of Virginia record retention requirements. |
| Administrative Reviews and Oversight | |
| AR-01 | The System shall support the complete administrative review lifecycle for all applicable Child Nutrition Programs (including Procurement Reviews and CACFP Financial Reviews), including review planning, scheduling, off-site reviews, on-site reviews, review execution, findings documentation, corrective action tracking, follow-up, and final closure within a single integrated workflow. |
| AR-02 | The System shall support configurable administrative review cycles at the sponsor, site, and program levels (e.g., 3-year cycle, 5-year cycle, annual or risk-based exceptions). |
| AR-03 | The System shall retain historical review data and use prior review outcomes, findings, and risk indicators to inform future review scheduling and compliance monitoring for a minimum of 10 years to support future review scheduling, risk-based monitoring compliance tracking, and trend analysis. |
| AR-04 | The System shall provide risk-based site and sponsor selection tools that incorporate USDA requirements, state-defined risk indicators, and configurable risk models. |
| AR-05 | The System shall provide configurable dashboards and visual indicators to prioritize and plan reviews based on risk level, review cycle status, and compliance history. |
| AR-06 | The System shall support structured documentation of review activities, findings, determinations, and supporting attachments within the review record. |
| AR-07 | The System shall support configurable administrative review forms and compliance questionnaires with conditional logic, program-specific content, and state-defined questions without requiring vendor custom development. |
| AR-08 | The System shall generate exportable review summaries and USDA required reports such as FNS-640). These reports include findings, corrective actions, supporting documentation, and overall compliance status. |
| AR-09 | The System shall support comprehensive corrective action management, including the ability to assign, track, group, and manage corrective actions across multiple sites, sponsors, and review periods. |
| AR-10 | The System shall track corrective action status, due dates, responses, approvals, and resolution outcomes and shall identify repeat findings across review cycles. |
| AR-11 | The System shall automate reminders and notifications for pending corrective actions, overdue responses, and compliance deadlines, with configurable notification and escalation rules. |
| AR-12 | The System shall support configurable multi-level review workflows, including first-level, second-level, and optional additional approval routing, with role-based permissions and audit tracking of all review actions. |
| AR-13 | The System shall support role-based access controls for review planning, execution, approval, and oversight functions for state administrators, reviewers, and supervisors. |
| AR-14 | The System shall support the submission, review, approval, tracking, and expiration-management of waivers and compliance exceptions, including a complete audit history. |
| AR-15 | The System shall provide role-based workload dashboards displaying assigned, pending, overdue, and completed reviews and corrective actions, including supervisor-level views to support workload balancing, resource planning, and operational oversight. |
| AR-16 | The system shall support document uploads from the LEAs/SFAs and the ability for VDOE to attach agency review documents. |
The system should support electronic forms and documents uploads, including, but not limited to the following:
PDF, MS Word, MS Excel, MS PowerPoint, CSV, TXT, RTF, XML, JSON, JPEG/JPG, PNG, TIFF, BMP, MSG, Zip, HTML.
| AR-17 | The System shall support ongoing program monitoring by VDOE, including tracking of sponsor/site status, risk indicators, corrective actions, and compliance activities outside of formal Administrative Reviews. |
| AR-18 | The System shall support administrative review and oversight activities across all VDOE-administered Child Nutrition Programs, enabling consistent monitoring, compliance tracking, and reporting across programs, sponsors, and sites. |
| AR-19 | The System shall support targeted follow-up and high-risk reviews based on prior findings, risk indicators, and compliance history, including the ability to scope reviews to specific programs, sites, or compliance areas. |
| AR-20 | The System shall provide analytics and reporting capabilities to identify trends, repeat findings, and systemic compliance risks across programs, sponsors, and sites. |
| AR-21 | The System shall support audit readiness by maintaining complete, organized, and exportable records of administrative reviews, findings, corrective actions, and supporting documentation. |
| AR-22 | The System shall support procurement reviews, including tracking of procurement compliance requirements, review schedules, findings, and corrective actions specific to procurement activities. |
| AR-23 | The System shall retain administrative review and compliance-related data, including findings, corrective actions, and supporting documentation, for a minimum of ten (10) years to support historical tracking, compliance monitoring, and follow-up activities. |
| Governance and Master Data | |
| GM-01 | The System shall support secure, configurable data ingestion and integration with Local Education Agencies (LEAs) and authoritative VDOE data sources (e.g., SSWS, state reference tables, Direct Certification, enrollment feeds), and shall treat designated authoritative sources as the system of record for sponsor, site, and demographic data. |
| GM-02 | The System shall automatically populate and maintain SFA, site, superintendent, and identifier data from authoritative sources and restrict user edits to fields governed by state-controlled master data rules. All data collected and stored in the system is owned by VDOE. |
| GM-03 | The System shall retain and provide access to historical data from legacy and current systems, including prior administrative reviews, findings, program participation, and institutional records, and shall make such data available within the same reporting, workflow, and audit context to support longitudinal analysis, regulatory compliance, and audit readiness. |
| GM-04 | The vendor shall provide full data migration services from the current SNPWeb system, including multi-year historical data, review records, and data associated with retired facilities, and shall include data validation, reconciliation, error handling, and rollback capabilities to ensure data integrity and continuity during transition to the new system. |
For each program, here are the current historical datasets that need to be migrated:
| • | SSO (2017-2018 through 2025-2026) | |
| • | NSLP/SBP (2012-2013 through 2025-2026) | |
| • | CACFP (2016-2017 through 2025-2026) | |
| • | SFSP (2016-2017 through 2025-2026) | |
| GM-05 | The system shall support migration and bulk upload of legacy and supplemental data maintained outside of SNPWeb, including but not limited to structured data contained in spreadsheets and other electronic file formats (e.g., Excel, CSV) representing historical program, financial, and compliance records. | |
| GM-06 | The System shall maintain a single, persistent institutional master record spanning multiple Child Nutrition Programs and program years, including sponsor, site, facility, and contact data, with clearly defined parent/child hierarchies (institution, sponsor, site, facility) and status lifecycle management (e.g., active, suspended, withdrawn, terminated). | |
| GM-07 | The System shall enforce cross-program status and termination logic to ensure consistent governance across all programs. | |
| GM-08 | The System shall maintain comprehensive, tamper-proof audit logs that track all data creation, modification, and deletion activities, including user identity, timestamp, affected data elements, and nature of the change, to support governance, oversight, security, and federal and state audit requirements. | |
| GM-09 | The System must support data migration from the existing SNPWeb system. | |
| GM-10 | The System must support data migration to the next system at the end of the contract. The System must provide VDOE with all data. | |
| GM-11 | The System shall support state-controlled master data management, including designation of authoritative data sources and controlled creation and modification of sponsor, site, and institutional records. | |
| GM-12 | The System shall support full lifecycle management of sponsors and sites, including creation, activation, modification, suspension, termination, and reactivation, while preserving historical records. | |
| GM-13 | The System shall support cross-program termination logic, ensuring that sponsor or site status changes are consistently applied across all applicable programs based on defined business rules. | |
| GM-14 | The System shall support a scalable parent-child hierarchy model for sponsors, sites, and institutions to enable structured oversight, reporting, and program administration. | |
| GM-15 | The System shall enforce dependency controls to ensure that claims cannot be submitted or processed unless all required sponsor and site agreements and approvals are active and valid. | |
| GM-16 | The System shall designate and enforce authoritative sources of record for sponsor, site, and program data, ensuring that updates are controlled and synchronized across all system components. | |
| Reporting, Analytics, Audit, and Oversight | ||
| RA-01 | The System shall provide a comprehensive reporting framework that includes all pre-defined federal and state Child Nutrition Program reports, including but not limited to FNS-10, FNS-418, FNS-640, FNS-777, fiscal action reports, claim status reports, and payment summaries. | |
| RA-02 | The System shall provide configurable and customizable reporting capabilities that allow authorized VDOE users to create, modify, and schedule reports without vendor intervention. | |
| RA-03 | The System shall support ad hoc reporting and direct querying of Virginia-owned data elements across programs, sponsors, sites, and time periods through user-accessible reporting tools. | |
| RA-04 | The System shall allow authorized users to export report outputs and underlying data in standard formats (e.g., CSV, Excel, PDF) without impacting system performance or upgrade compatibility. | |
| RA-05 | Audit logs shall capture, at a minimum, timestamp, user identity, action performed, affected records, and prior and updated values where applicable. | |
| RA-06 | The System shall retain two-way communications between VDOE and sponsors or institutions within the platform as part of the official audit and authorization record. | |
| RA-07 | The System shall provide audit-ready reporting and export capabilities that support federal, state, and internal audit reviews without requiring vendor-generated custom reports. | |
| RA-08 | The System shall support reporting and analytical oversight of fiscal actions on claims, including claim locking, reclaims, filing restrictions, payment withholds, and partial withholds, in accordance with federal and state regulatory requirements. | |
| RA-09 | The System shall provide visibility into claim adjustments, funding actions, and payment impacts through traceable reports and dashboards aligned to program, sponsor, and site levels. | |
| RA-10 | The System shall provide reporting and analytics that support the full administrative review lifecycle, including review initiation, findings documentation, corrective action tracking, and final resolution status. | |
| RA-11 | The System shall enable aggregation and analysis of corrective actions across multiple sites, sponsors, and review periods to support compliance monitoring and audit readiness. | |
| RA-12 | The System shall generate exportable review summaries and compliance reports that include findings, corrective actions, supporting documentation, and resolution outcomes. | |
| RA-13 | The System shall provide reporting and audit visibility into state-controlled master data governance, including edit restrictions, change requests, approval workflows, and state authorization decisions. | |
| RA-14 | The System shall support reporting on system-of-record data elements, including sponsor, site, and program data, with traceability to authoritative data sources and governance rules. | |
| RA-15 | The System shall consolidate data across claims, reviews, fiscal actions, errors, and program activities to support cross-program analytical reporting. | |
| RA-16 | The System shall enable VDOE to identify repeat errors, systemic compliance issues, and division-, sponsor-, or site-level trends through configurable analytical reports and visualizations. | |
| RA-17 | The System shall support analytical outputs that inform targeted training, technical assistance, risk monitoring, and program improvement initiatives. | |
| RA-18 | The System shall provide configurable, role-based dashboards displaying operational, financial, compliance, and program performance metrics. | |
| RA-19 | Dashboards shall support filtering by program, VDOE Superintendent's Region, sponsor, site, time period, and status, and shall display assigned, pending, overdue, and completed activities. | |
| RA-20 | The System shall allow authorized users to initiate permitted workflow actions (e.g., approvals, corrective action follow-ups, review tasks) directly from dashboard interfaces, based on role-based permissions. | |
| RA-21 | The System shall provide an enterprise-grade reporting and analytics environment that serves as the authoritative source for Virginia-owned Child Nutrition Program data, enabling authorized users to access, analyze, and report on data without vendor intervention. | |
| RA-22 | The System shall support a layered reporting framework that includes federally required reports, state-defined reports, configurable dashboards, and ad hoc reporting capabilities within a unified reporting environment. | |
| RA-23 | The System shall ensure that all reporting outputs are derived from a consistent and auditable data model, with traceability to source data and alignment with system-of-record data elements. | |
| RA-24 | The System shall maintain an immutable audit and reporting history for claims, approvals, funding actions, master data changes, communications, and user activities, ensuring that records cannot be altered or deleted without appropriate audit trace. | |
| RA-25 | The System shall support role-based access to reporting and analytics for state administrators, auditors, and other authorized stakeholders, ensuring appropriate data visibility and security controls. | |
| RA-26 | The System shall retain program and operational data necessary to support longitudinal analysis, including program participation, eligibility models, and special program provisions such as Community Eligibility Provision (CEP), for a minimum of ten (10) years. | |
| RA-27 | The System shall ensure that all Child Nutrition Program data is owned by the Commonwealth of Virginia and shall provide authorized users with direct access to data for reporting, analysis, and export without requiring vendor intervention. | |
| User Experience, Sponsor Self-Service, and Operational Efficiency | ||
| UX-01 | The System shall be fully browser-based and accessible through standard web browsers without requiring local installation or plugins for state or sponsor users; these browsers include, but are not limited to, Google Chrome, Microsoft Edge, Mozilla Firefox, and Apple Safari, using supported current and prior stable versions. | |
| UX-02 | The System shall provide a role-based user interface that presents menus, dashboards, forms, and workflows based on user role, permissions, and program responsibilities. | |
| UX-03 | The System shall support end-to-end Child Nutrition Program workflows within a single unified interface, eliminating the need for users to access multiple external systems to complete core tasks (e.g., applications, claims, reviews, and reporting). | |
| UX-04 | The System shall support accessibility standards consistent with Section 508 and WCAG 2.1 AA for all user-facing screens, forms, and dashboards. | |
| UX-05 | The System shall support remote access to all authorized functionality to enable off-site reviews, monitoring activities, and sponsor operations. | |
| UX-06 | The System shall enable sponsor-initiated submissions, updates, corrections, and requests through governed, role-based workflows without requiring manual intervention by VDOE staff. | |
| UX-07 | All sponsor-submitted actions shall route through configurable state review, approval, and oversight workflows with role-based permissions and audit tracking. | |
| UX-08 | The System shall support configurable workflow routing, task assignments, and status tracking for submissions, reviews, approvals, and corrective actions. | |
| UX-09 | The System shall provide automated alerts and notifications for pending submissions, required actions, deadlines, claims, and overdue tasks for both state and sponsor users. | |
| UX-10 | The System shall support bulk processing capabilities for authorized users, including bulk approvals, bulk returns, bulk edits of sponsor, site, and document records, and bulk renewals. | |
| UX-11 | The System shall support high-volume data uploads and batch processing for claims, site data, student-level datasets, and other program data, including files containing tens of thousands to hundreds of thousands of records per submission, without system degradation or data loss. | |
| UX-12 | The System shall support concurrent uploads and batch processing from multiple LEAs during peak usage periods, including submission deadlines, while maintaining system performance, data integrity, and processing reliability. | |
| UX-13 | The System shall provide validation and processing status feedback for bulk uploads, including error summaries and detailed error reports. | |
| UX-14 | The System shall provide structured, sectioned electronic forms for applications, claims, reviews, and data collections for all Child Nutrition Programs and Virginia-specific funding applications and claims to ensure consistent and accurate data entry. |
| UX-15 | The System shall support dynamic forms and conditional workflows in which sections, questions, and required fields are automatically displayed or suppressed based on user responses, program participation, and configurable business rules. |
| UX-16 | The System shall provide real-time, field-level validation with clear and actionable error and warning messages prior to submission. |
| UX-17 | The System shall support structured revision workflows that allow users to correct, resubmit, and track changes to previously submitted data. |
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