Nutrition Services RFP - 3.4.22 FINAL.pdf

REYNOLDS SCHOOL DISTRICT #7

REQUEST FOR PROPOSAL

DISTRICT-WIDE NUTRITION POS (POINT-OF-SALE) SYSTEM

RELEASE DATE: March 4, 2022

PROPOSALS DUE:

ON OR BEFORE 4:00 PM (PST), March 28, 2022

LATE PROPOSALS WILL NOT BE ACCEPTED

SUBMIT ELECTRONIC PROPOSALS IN PDF FORMAT TO:

Lauren Tonn procurement@rsd7.net

OR DELIVER WRITTEN PROPOSALS TO:

Reynolds School District Attn: Lauren Tonn

DISTRICT-WIDE NUTRITION POS (POINT-OF-SALE) SYSTEM

Procurement & Contracts 1204 NE 201st Ave Fairview, Oregon 97024

Proposals will be time-stamped upon receipt.

Pre-Proposal Conference - Virtual An optional pre-bid meeting will be held on 3/11/2022, commencing at 10:00am. Reach out to Lauren Tonn at procurement@rsd7.net for the Zoom link.

REFER QUESTIONS IN WRITING TO:

Email: Lauren Tonn Procurement, Contracts and Accounting Specialist

(503) 661-7200 x 3293 mailto:procurement@rsd7.net

LEGAL PUBLICATION

Reynolds School District #7 is seeking proposals for a Nutrition POS (Point-of-Sale) System. The District prefers that the system be fully integrated with Inventory Management, Order Processing, and Menu Planning functionalities (the “Project”).

Project Description: The District is seeking an interested company that can provide solutions to address current and future software needs. We envision this system to be fully integrated, customizable, user friendly and use the latest technology available. The District is currently using PrimeroEdge Solutions for “front of the house” and “back of the house” functions. The “front of the house” functions include all Point of Sale (POS) activities, Free and Reduced Meal benefit processing, customer account management, customer meal payments, and any communications with parents/guardians. The “back of the house” functions include site setups and maintenance, purchasing, order processing, inventory management, menu planning, production management, central warehouse for commodity tracking, claiming and financials, timekeeping and volunteers and marketing.

Proposals and a copy of the RFP may be obtained from and filed with the District’s Procurement, Contracts and Accounting Specialist, Lauren Tonn, via email at procurement@rsd7.net. The RFP, questions and addenda are also available on the District’s website:

https://www.reynolds.k12.or.us/rfps?field_bid_rfp_status_value_1=open. The RFP document and addendum will be available on the District’s website until a contract has been awarded to a successful proposer or until such time as this RFP is formally revoked or terminated.

Minority and women-owned businesses are encouraged to submit a Proposal. Proof of Oregon licensing, when required, and adequate professional liability insurance is required for those who will work on the Project. The District reserves the right to reject any Proposal not in compliance with any prescribed public bidding procedure or requirement, and may reject any and all Proposals for good cause upon the District’s finding that it is in the public interest to do so. No Proposal will be received or considered by the District unless the Proposal contains a statement as to whether the Vendor is a resident bidder as defined in ORS 279A.120. The selection process will be the District’s applicable Board Policies. The District will not be prequalifying proposers under ORS 279B.120.

All Proposers responding to the RFP will do so solely at their own expense, and the District is not responsible for any Proposer expenses associated with the RFP.

Respondents shall submit their proposal via mail to Reynolds School District Attn: Lauren Tonn, DISTRICT- WIDE NUTRITION POS (POINT-OF-SALE) SYSTEM, Contracts Dept, 1204 NE 201st Ave, Fairview, Oregon 97024 or electronically to Lauren Tonn at contracts@rsd7.net.

The deadline for submitting a Proposal or response to the RFP is March 28, 2022 at 4 p.m. Proposals received after the deadline will not be considered.

Published on: March 4, 2022 Published in: The Gresham Outlook

Reynolds School District #7

Lauren Tonn, Procurement, Contracts and Accounting Specialist

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

1. SCOPE OF WORK

1.1 General: Overview and Background

2. PROPOSAL PROCESS

2.1 General

2.2 Pre-Proposal Interpretation of Contract Documents

2.3 Public Disclosure of Proposals

2.4 Submission of Proposals

2.5 Qualification of Proposers

2.6 Evaluation of Proposals

3. SCHEDULE OF EVENTS

3.1 Milestones

3.2 Period of Irrevocability

3.3 Objections or Protests

4. GENERAL SPECIFICATIONS & TECHNICAL REQUIREMENTS

5. STANDARD TERMS AND

CONDITIONS

6. ORS 279B PUBLIC CONTRACTING – PUBLIC PROCUREMENTS

APPENDIX A RFP FORM PAGE 1 CERTIFICATION AND CONTRACT OFFER

APPENDIX B RFP FORM PAGE 2 PRICING

APPENDIX C RFP FORM PAGE 3 REFERENCES

APPENDIX D RFP FORM PAGE 4 NON-COLLUSION AFFIDAVIT

APPENDIX E SAMPLE CONTRACT

APPENDIX F COVID-19 ADDENDUM

1. SCOPE OF WORK

The District is currently using PrimeroEdge Solutions for “front of the house” and “back of the house” functions. The “front of the house” functions include all Point of Sale (POS) activities, Free and Reduced Meal benefit processing, customer account management, customer meal payments, and any communications with parents/guardians. The “back of the house” functions include site setups and maintenance, purchasing, order processing, inventory management, menu planning, production management, central warehouse for commodity tracking, claiming and financials, timekeeping and volunteers and marketing. The District is seeking an interested company that can provide solutions to address current and future software needs. We envision this system to be fully integrated, customizable, user friendly and use the latest technology available.

Nutrition Services relies heavily on technology to maximize operational efficiency and profitability while providing quality meals and service.

Feeding students is a top priority that requires an implementation with minimal impact and disruption to daily operations. Reynolds School District is interested in working with a vendor that has robust utilities for importing existing data and that will allow us to implement the system in phases that align with optimal times during the school year. For example, being able to implement the Front of the House modules first (Customer Management, Online Payment, Free and Reduced Meal Benefits and Point of Sale system) during the summer months. Implement the back of the house modules in time for the start of the next school year.

This document constitutes an invitation for competitive proposals (RFP). This RFP may result in the award of a purchase agreement for the purchase of items and services which are in accordance with the scope of work and other specific requirements.

1.1 General Overview and Background

This document contains instructions for interested parties (Proposer or Vendor) to submit a bid, the procedures and criteria by which a Proposer may be selected to enter negotiations with the District, and the contractual terms by which the District proposes to govern their relationship.

The District appreciates your consideration and looks forward to receiving your proposal.

Minority-owned and women-owned enterprises are encouraged to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award of any contract entered into pursuant to this advertisement.

2. PROPOSAL PROCESS

2.1 General

This RFP is available from the District’s website: https://www.reynolds.k12.or.us/rfps

Each proposal must include:

1. A cover letter and company profile, including full legal name, federal tax I.D. number, address, phone & fax number, email address, and a description of your company’s background.

2. Current contact and background information about representatives to be assigned to the District.

3. A completed RFP form and any supporting material.

It is essential that the District be able to easily match a vendor’s response with the requirements for proposal. The Proposer should indicate compliance and/or note any exceptions to the requirements and provide responses to any questions that follow.

The District will not be prequalifying proposers under ORS 279B.120.

2.2 Pre-Proposal Interpretation of Contract Documents

a. Changes to RFP: The District reserves the right to make changes to the RFP. Changes will be made by written addendum which will be posted on the District’s website and issued to all prospective proposers.

Prospective proposers may request or suggest changes to the RFP by submitting a written request.

The request must specify the provision of the RFP in question and contain an explanation for the requested change. The request must be submitted at least seven (7) calendar days prior to the date established for submission of proposals.

The evaluation team will evaluate all requests submitted, but will not be obligated to accept the requested change.

b. Amend or Withdraw Proposal: A Proposer may amend or withdraw their proposal any time prior to the time and date established for submission of proposals.

2.3 Public Disclosure of Proposals

Any information provided to the District pursuant to this RFP will be public record and subject to public disclosure pursuant to Oregon public records laws.

The District considers proposals submitted in response to this RFP to be submitted in confidence only until the District’s evaluation is complete and agrees not to disclose proposals until the District has completed its evaluation of all proposals and publicly announced the results.

The general requirement for public disclosure is subject to a number of exemptions. When preparing a proposal submission, a proposer must plainly mark each page containing information deemed by the proposer to remain exempt from public disclosure after proposals have been evaluated (e.g., pages containing trade secret, economic development information, etc). A summary of redactions will be placed with the redacted version of the proposal response.

The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of ORS 192.501(2) and ORS 192.502(4). The District will make an independent determination regarding exemptions applicable to information that has been properly marked and redacted. Information that has not been properly marked and redacted may be disclosed in response to a public records request. When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed.

Unless expressly provided otherwise in this RFP or in a separate communication, the District does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon Law. The District considers proposals submitted in response to this RFP to be submitted in confidence only until the District has completed its evaluation of all proposals and publicly announces the results.

2.4 Submission of Proposals

a. Bid Submission: The District requires either electronic submission in PDF format or written submission delivered to the District Administration Office. Facsimiled versions of the proposal will not be accepted.

b. Response Format: The responses shall be organized in the manner and shall be presented in the same sequence as indicated below. Any deviation from the format may result in the Evaluation Committee being unable to locate specific information which may result in a loss of points.

• Proposals shall be limited to the electronic equivalent of twenty-five (25) or less 8-1/2 x 11 pages total, including all exhibits and/or attachments. All pages shall be numbered.

The following pages are exempt from the 25-page limit: cover and back of submittals, a one-page cover letter, a one page table of contents, resumes of key personnel, tab and blank divider pages, certified letter from bond and surety company, and the non-collusion and proposal forms.

• The Proposals shall be electronically tabulated in separate sections in response to the detailed proposal requirements. No other material shall be submitted.

• The Proposal must be signed by an officer of your firm with the authority to commit the firm.

• Responses received after the closing date and time will not be considered.

c. Documents Required: Proposal Packages must include the following:

a. Response documents and all requested additional related items such as resumes, schedules, etc.

b. Certification and Contract Offer (Attached as Appendix A)

c. Pricing (Attached as Appendix B)

d. References (Attached as Appendix C)

e. Non-Collusion Affidavit (Attached as Appendix D)

Return electronic proposals in PDF format to:

Lauren Tonn

Procurement, Contracts and Accounting Specialist

(503) 661-7200 x 3293

The email must be clearly marked with the bidder’s name/identification and the subject must be the words “PROPOSAL RESPONDING TO RFP: REYNOLDS DISTRICT-WIDE

NUTRITION POS (POINT-OF-SALE) SYSTEM”

OR deliver written proposals to:

Reynolds School District Attn: Lauren Tonn

DISTRICT-WIDE NUTRITION POS (POINT-OF-SALE) SYSTEM

Procurement & Contracts

Mailed or delivered proposals must be completely sealed and marked on the outside as

“PROPOSAL RESPONDING TO RFP: REYNOLDS DISTRICT-WIDE NUTRITION POS

(POINT-OF-SALE) SYSTEM.” A minimum of 11-point font must be used for written proposals.

The District will not be responsible, or otherwise liable in any manner, for expenses incurred by the vendor(s) in response to this RFP. All proposers responding to this RFP do so at their own expense. Please note that the District will not accept responses or queries that require the District to pay the cost of production or delivery.

The District may reject any proposal not in compliance with all prescribed public proposal procedures and requirements and may reject for good cause any or all proposals upon a finding of the District that it is in the public interest to do so.

d. Pre-printed materials: Foldouts for charts, tables, spreadsheets, and single-line diagrams are acceptable. Pre-printed materials, such as brochures or technical documents, may be included, but whenever possible should be placed within a bound proposal.

e. Identification: Proposals must clearly indicate the RFP number, the RFP contact’s name, proposal due date and time, as well as the Proposer’s name, address and email address. The proposal shall contain a statement whether the proposer is a resident proposer or non-resident, as defined by ORS 279A.120. When applicable, the RFP shall also contain a copy of the vendor’s certification of nondiscrimination in obtaining required subcontractors in accordance with

ORS 279A.110.

f. Price: RFP prices are to be complete and include all costs, whether material, labor, transportation or other, to complete the required work or supply the required materials in accordance with the RFP specifications, contract terms and conditions.

The RFP Form (Appendices A-D) must be used to submit pricing and compute the total proposed amount.

g. Cost of Proposal: The District will not pay any costs incurred in responding to this RFP.

h. Proposal Due Date: On or before March 28, 2022 at 4:00 PM Pacific Standard Time. Proposals received after this time and date will not be considered and will be returned unopened. It is the sole responsibility of the proposer to ensure the proposal is emailed or delivered and time stamped by the above deadline. All late proposals will be rejected.

i. Proposer’s responsibilities: The Proposer will examine and understand this entire document and seek clarification from the listed RFP contact if required. Negligence in preparing a proposal does not give a right of withdrawal after proposal opening. The Proposer should become familiar with and abide by current federal laws, state and local statues, regulations and other ordinances that could impact pricing or performance.

j. Obligation to Award: The issuance of this RFP, and the receipt and evaluation of proposals does not obligate the District to award a contract. The District may cancel this procurement or reject any or all of the proposals in accordance with ORS 279B.100 without liability at any time prior to the District’s execution of a contract.

k. Inquiries: All inquiries related to this RFP must be directed in writing to Contracts, Reynolds School District Attn: Lauren Tonn at procurement@rsd7.net

Proposers who seek information, clarification or interpretation from anyone other than the above-mentioned contact are advised that such material is used at the Proposer’s own risk and the District shall not be bound by any such requirements.

2.5 Qualification of Proposers

Qualifications of Proposers will be evaluated when evaluating proposals. Proposers may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature. The Proposer will supply three (3) references on the attached form. The District reserves the right to interview these references regarding any part of this proposal request. The District also reserves the right to interview organizations not included as references.

2.6 Evaluation

In evaluating RFP responses, the District will award based on seven (7) principal factors:

1. Pricing

2. Specifications met

3. 60 Minute Presentation

4. Proximity to RSD (local Vendor/Contractor)

5. Customer Service availability and response times

6. Implementation

7. Quality of performance of previous contracts or services

The superintendent or a designee shall review, score and rank all responsive proposals. The District will award the contract to the lowest responsible proposer in accordance with ORS 279B.055 (10) and 279B.060 (10), and OAR 137-047-0600. To determine whether the proposer has met the standards of responsibility under ORS 279B.110 (2) and OAR 137-047-0640 (1)(c)(F), the District will consider whether the proposer has:

1. Available the appropriate financial, material, equipment, facility and personnel resources and expertise, or the ability to obtain the resources and expertise, necessary to indicate the capability of the proposer to meet all contractual responsibilities;

2. A satisfactory record of performance. The District will document in the solicitation file its basis for determining that the offeror is not responsible because the offeror does not meet this requirement;

3. A satisfactory record of integrity. The District will document its basis for determining that the offeror is not responsible because the offeror does not meet this requirement;

4. Qualified legally to contract with the District;

5. Supplied all necessary information in connection with the inquiry concerning responsibility. If an offeror fails to promptly supply information requested by the District concerning responsibility, the District shall base the determination of responsibility upon any available information, or may find the proposer not to be responsible; and

6. Not been debarred by the District under ORS 279B.130.

Final ranking will be based on all information obtained during the evaluation process. Price will be considered, but will not necessarily govern selection of the contractor(s). Proposal prices should be complete and include all costs, whether material, labor, transportation or other, to complete the required work or supply the required materials in accordance with the Project. Annual renewal process details and pricing shall also be included. The District may request Best and Final offers based upon improved understanding of the offers or changed scope of work. Based on the initial proposals (and Best and Final offers if requested) a selection will be made of the proposal that best fulfills the requirements and represents the best value to the District.

Evaluation of proposals is expected to be completed within thirty (30) working days after their receipt.

After evaluating proposals, the team will recommend that the top‐ranked proposer be invited to negotiate a final contract with the District. If the District is unable to successfully negotiate with the top‐ranked proposer, the District reserves the right, at its sole discretion, to terminate negotiations and begin new negotiations with the next highest‐ranked proposer.

Evaluation of offers may include an on-site presentation at Reynolds School District in Fairview, Oregon.

Bidders will be notified of qualification and given at least 5 working days’ notice for the presentation phase, if needed.

Award of contract is subject to the District’s and Proposer’s ability to agree on contract terms in a timely manner. The District reserves the right to waive informalities or to reject any or all proposals.

INITIAL EVALUATION: Proposals submitted in response to this solicitation will be reviewed and scored by the Evaluation Committee of at least three (3) members selected from the following staff/groups:

• Reynolds School District Administrative Staff

• Reynolds High School Staff

• City of Fairview Staff

• Local Businesses

• Community Members

• Parents

SHORTLIST: The top three (3) finalists will be invited to do a presentation to the Committee, in the District’s sole and absolute discretion. The Owner will provide the top three (3) finalists with written notice.

PRESENTATION REQUIREMENTS

• The vendor shall provide a 60-minute presentation to Reynolds School District.

• A minimum of 35 minutes of the presentation must be focused on cashier operations, reporting capabilities, user permissions, free and reduced processing, online payment systems and inventory systems. Please include a demonstration of the system’s ability to continue to function after losing internet connection.

• Presentations will be held at the Reynolds School District Office, located at 1204 NE 201st Ave, Fairview, Oregon 97024. Dates available for interviews with the top finalists will be approximately April 11, 2022 through April 15, 2022. All proposers should ensure these dates are kept available for potential scheduling.

REFERENCES: References for the finalists will be checked by members of the Committee. Response information will be provided to all members of the Committee.

INTERVIEWS: Interviews are optional in the District’s sole and absolute discretion. Should interviews be held, the shortlisted firms will all be asked the same questions in regards to:

• Project understanding

• Project approach

• Project communication philosophy

• Quality of goods

If elected by the District, interviews will be held at the Reynolds School District Office, located at 1204 NE 201st Ave, Fairview, Oregon 97024 or virtually via Zoom.

INTERVIEW QUESTION SCORING: Interview questions will be scored based on the following criteria:

• 90-100% - The candidate demonstrates a complete understanding of the question subject matter and significantly exceeds response expectations.

• 70-89% - The candidate demonstrates a strong understanding of the question subject matter and meets or exceeds response expectations.

• 40-69% - The candidate demonstrates a general understanding of the question subject matter, but answers may contain some weaknesses and deficiencies.

• 20-39% - The candidate demonstrates a vague understanding of the question subject matter and communicates a below average response.

• 0-19% - The candidate demonstrates an insufficient understanding of the question subject matter.

FINAL EVALUATION: The results of the proposal evaluations, presentation, interviews if conducted and reference checks shall be used to determine a final ranking for the finalists.

SELECTION: The evaluation committee will provide a recommendation to the School Board for their consideration and approval. This is currently scheduled for May 25, 2022.

NON-SELECTED PROPOSERS: If proposers that are not-selected wish to follow up with the Owner, they may request a meeting within seven (7) calendar days of announcement of Notice of Intent to Award.

CONTRACT NEGOTIATIONS: Upon School Board approval of the Evaluation Committee’s recommendation, the Owner will proceed to negotiate a contract with the approved proposer. If negotiations are not successful, the Owner may break off negotiations and begin negotiations with the number two ranked proposer, and so forth until a contract is negotiated. The School Board must approve and make final award of Contract.

Proposals will be evaluated on the basis of the following areas and points assigned:

Mandatory Requirements – Integrated Modules Provide substantiating information that your solution includes the following integrated modules/functionality.

Pass/Fail

Solution contains the following key modules/functional areas that are integrated:

● Site Setup

● Free and Reduced Meal Benefits

● Customer Account Management

● Purchasing

● Order Process Management

● Inventory Management

● Menu Planning

● Point of Sale

● Production Management

● Claiming and Financials Mandatory Requirement – USDA and ODE Free and Reduced Meal Benefit Provide substantiating information that your solution provides functionality to store, update and utilize USDA and Oregon Department of Education (ODE) guidelines for free and reduced meal benefits.

Integration with Synergy (Student Information System) Multiple language support for the online application as well as communication with families Ability to track all activity associated with an application including notes, correspondence, verification activity and any reasons for change to the application.

A dashboard that increases efficiency for processing and managing free and reduced meal benefits.

Mandatory Requirement - Vender Provided Training Describe vendor provided training that would be used for the initial system training as well as ongoing training. Include sample of: quick reference guide, context sensitive help, any online documentation and a training video or webinar. If videos are used, specify how they are hosted.

Mandatory Requirement – Existing System Data Transfer Describe your process for transferring data from our current system to the proposed product solution. RSD expects the vendor (or a vendor’s designated subcontractor) to do the majority of this work.

List any data import or data migration utilities for the various modules. Specify whether we will be able to keep existing data IDs or if your product provides any cross reference to existing IDs.

Please include Menu Planning migration.

Qualifications Provide an overview of your company, including an organization chart, and how long your company has been in business. Include a financial summary. Provide a recap of your school client base.

Include a summary by individual schools, school district size, and number of years using your product. Describe the capacity of your company to perform the scope of work, including system setup, training staff, customer support and maintenance of the system.

An ideal proposal will demonstrate:

● Proposer has the required background to meet the District’s needs for these services

• Provider will sign and comply with our Vendor Covid agreement

Site Set-up An ideal proposal will demonstrate:

● Functional requirements are met

● Solution supports a central warehouse, central office and sites where meal production occurs

● Solution supports sites with varying delivery schedules

● Solution provides site dashboards

Maximum Points Available: 50

Reference Checks An ideal proposal will demonstrate: Meets requirements outlined in

RFP

Available: 50

Presentation Evaluation Criteria – by invitation only

Cost An ideal proposal will demonstrate:

• Cost is broken out by module

• Cost is competitive

• Cost for Online tool and who pays parent vs. District

• Customer Service and annual fees outlined and explained

Maximum Points Available: 10

Specifications met for all areas back of the house and front of the house

• Meets requirements outlined in document

• Ability to have on-line access for menus, including ingredients and allergen data for our stakeholders to review at their leisure

• System has flexibility for staff to view production planners and paperwork in their preferred language

Maximum Points Available: 10

Presentation An ideal proposal will:

• Demonstrate point-of-sale and who it works with the back of the house system for claiming.

• Show how centralized systems work and work together

• Presentation covers all areas described in this document

• Centralized warehouse works with each school able to order and add inventory to site

Available: 15

Proximity Proximity to district

Maximum Points Available: 5

Maintenance and Customer Service Support:

An ideal proposal will:

• Demonstrates customer service support that operates and will be available during RSD business hours daily from 6 am to 4 pm, Pacific time.

• Customer Service will be available in real time (not email or ticket creation only).

• Demonstrates robust support plan for implementation and beyond.

• Demonstrates upgrades or system changes will be outside business hours. Specific schedule and description will be provided as part of plan.

Available: 25

Implementation plan Provide an implementation plan which includes key activities and timelines to successfully implement your solution, including any customizations needed and data migration. In the sample plan assume the District will provide accurate and timely information to your company for the implementation.

An ideal proposal will:

• Provide an implementation plan that will result in a successful implementation

• Describe the data migration process

• Describe options for a phased implementation approach and suggested timeframes (e.g. front office implemented first). The product must be implemented in time for the District’s 2022/23 School Year. We need to be ready to load summer program meal data starting 6/27/22.

• The proposed team includes experienced, knowledgeable and dedicated functional staff for the duration of the project.

• The proposal will itemize training and who needs to be trained.

• The proposed staff have a history of success working with a client team that includes a project manager, technical lead, functional lead and support staff.

Maximum Points Available: 25

Quality of performance of previous contract services Describe 2 projects where the system is successfully implemented in a large school district (23+ schools and 10,000+ students) which proposing firm completed on time, on budget and to a high-quality standard. Provide the project start and end dates, client and cost.

• Describe 1 project where the system was implemented in a large school district with a central warehouse where commodity and food tracking can be ordered and tracked. Describe the product development roadmap for upcoming releases and the key features in each release.

Available: 10

• Describe 1 project that used a centralized inventory system. Make sure you include the ways inventory can be transferred, withdrawn, and added and how inventory is reconciled. Make sure to mention if/how inventory reduction can be automatically reduced by POS purchases.

An ideal proposal will demonstrate:

• System is successfully implemented in at least three (3) large school districts (23+ schools, 10,000+ students).

• System has been successfully implemented at a school district that had a pre-existing computerized nutrition services system with a central warehouse with school site food preparation.

SCHEDULE OF EVENTS

3.1 Milestones

Projected significant milestones for this procurement are as follows:

ACTIVITY DATE

Issuance of Request of Proposal March 4, 2022 Pre-Proposal Conference March 11, 2022 Deadline for Questions or Clarifications March 15, 2022 Proposals Due March 28, 2022 by 4 p.m.

Notice of Presentations April 4, 2022 Presentations April 11-15, 2022 Notice of Intent to Award May 2, 2022 Anticipated Contract Start July 1, 2022 (need system integrated and ready for operation 6/27/22 for summer school start)

The District reserves the right to modify this schedule at its discretion. Proper notification of changes in the response due dates will be made to all proposers on the District’s list of responding firms.

3.2 Period of Irrevocability

Proposals will be offers that are irrevocable for a period of 90 calendar days after the time and due date for this RFP. Proposals must contain the name, address and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated.

3.3 Objections or Protests

a. Process: A Proposer or prospective Proposer who wishes to object or protest any aspect of this procurement or the solicitation process in compliance with OAR 137-047-0730 must deliver a written protest not less than 7 calendar days prior to the RFP closing date to:

Reynolds School District

Procurement & Contracts Attn: Lauren Tonn

PROPOSER’S WRITTEN PROTEST SHALL INCLUDE:

• A detailed statement of the legal and factual grounds for the protest;

• A description of the resulting prejudice to the Proposer; and

• A statement of the desired changes to the Contract terms and conditions, including any specifications.

A PROPOSER SHALL MARK ITS PROTEST AS FOLLOWS:

• “Contract Provision Protest”; and

• RFP Document number (or other information as specified in the RFP document).

OWNER RESPONSE: The Owner is not required to consider a Proposer’s request for change or protest after the deadline established for submitting such request or protest. The Owner shall provide notice to the applicable Person if it entirely rejects a project. If the Owner agrees with the Proposer’s request or protest, in whole or in part, the Owner shall either issue an Addendum reflecting its determination or cancel the solicitation.

EXTENSION OF CLOSING: If the Owner receives a Written request for change or protest from a Proposer in accordance with this rule, the Owner may extend the RFP due date if the Owner determines an extension is necessary to consider the request or protest and issue an Addendum, if any, to the RFP Document.

Per OAR 137-047-0730, protests related to the procurement process or the solicitation document, content of the protest must include a written statement of the desired changes to the solicitation document or procurement process that the prospective Proposer believes will remedy the conditions upon which they are protesting. The Proposer shall include the specific citation of law, rule, or regulation upon which the protest is based and include any and all supporting documentation.

For protests related to awarding of the contract, the Proposer’s written protest shall specify the grounds for the protest per OAR137-047-0740, including the specific citation of law, rule, or regulation upon which the protest is based, and include any and all supporting documentation.

Neither the judgment used in the scoring by individual evaluators nor disagreement with the procurement process shall constitute grounds for appeal. The District will not consider any protest based on items that could have been or should have been raised prior to the deadline for submitting questions or requesting addenda.

If a prospective bidder, proposer or offeror fails to timely file a protest, the prospective bidder, proposer or offeror may not challenge the contract in any future legal or administrative proceeding. The filing of a protest shall not prevent the District from executing a contract with any other vendor.

b. Timeliness: If the protest relates to matters of the procurement process or the solicitation documents that are otherwise known or should have been known to the protestor, the protest must be delivered no later than seven (7) calendar days prior to the deadline for the District’s receipt of proposals.

If the protest relates to other matters, including but not limited to the award of the contract, it must be delivered no later than seven (7) calendar days, after the protestor knows or reasonably should have known of the award of the contract, the District’s intent to award of the contract, or other matters to which the protest is addressed.

4. GENERAL SPECIFICATIONS AND TECHNICAL REQUIREMENTS

1. Software:

• Software must be compatible with the latest version of Edge, Chrome, Firefox, and Safari browsers.

• Software must be compatible with Windows and OS X operating systems; iOS compatibility is also preferred.

• Vendor must itemize all software and hardware requirements for system.

• Vendor will have data conversion and/or import utilities to transfer data from our current system into the new system. Wherever possible, we should be able the retain existing IDs or minimally have a cross reference to the key identifiers for the old system. Key data includes items, recipes, inventory history, and student account history.

• Language conversion for Spanish, Vietnamese and Russian preferred.

2. Pin Pads and Scanners:

• Response must include a list of compatible pin pads and scanners with pricing and specifications.

• Please include a list of compatible and supported third-party pin pads and scanners.

• Please provide a quote for 30 pin pads for current school use and back up units. We would like these pin pads to be able to scan RFID student body cards that will be used in all systems and have the ability to use a pin.

3. Web-based:

• The system must be hosted by the vendor and accessible via a web-based cloud service.

• The system should not require the District to store data on its own servers.

• The system should comply with security

4. Centralized:

• System must be a centralized system for both point-of-sale operations, on-line payment availability, free and reduced applications, inventory, centralized warehouse and menu planning functions.

• Vendor to specify at what interval student accounts are updated.

• Must have the ability to manually push payments as needed in between regular update intervals, unless the process to push payments is automated and instantaneous.

• Must have the ability to document and qualify reimbursable meals for Community Eligibility Provision Schools.

• Must have the ability to send automated low balance emails.

• Must have the ability to input weekly Direct Certification list provided by ODE.

5. Allergen warning:

• The system should provide a pop-up allergy alert to notify staff if a student has allergies.

• Must have the ability to have some control over and customize the allergens tracked.

6. Training:

• Include any training available including costs associated. Itemize levels of training i.e., administrative personnel training verses cashier training.

• Please identify each level of training offered for cashier management, Administrative functions, and free and reduced processing.

• Must include and itemize all training cost including hotel, rental car, hourly rate, etc.

7. Maintenance and Customer Service Support:

• Technical support must be available during the normal school day from 6 a.m. PST to 4 p.m. PST. Users should be able to contact support as needed during the normal school day and get a response within 1 hour for major issues and 24 hours for all issues. Major issues include but are not limited to: system down, balance discrepancies, problems with free and reduced flow.

• Customer service should not be limited to email. Customer service should be available by phone.

• The preference would be to have a team or point person for our district who would know the nuances of our system.

• Any upgrade(s) or change(s) to the system that will cause a disruption of service must happen after hours using Pacific Time zones

• Responses must include an itemized list of all costs associated with maintenance and support.

• Please outline customer service availability and response times.

• Please include software update schedule and description of customer notification of updates.

• Annual updates of student photos – preferably by Vendor to ensure proper results.

8. Technology to be provided by the District:

• Responses should include information about any equipment that the District must provide on its own – such as computer hardware and software – and include the quantity needed and minimum required specifications.

9. Functionality regarding data exports and imports:

System must have the following functionality:

• Ability to export customized data needed that may not be readily available on standard reports.

• Ability to automatically extract free and reduced data nightly in the correct format to be able to import into the District’s student information system.

• Ability to automate the import of student data files.

• Ability to mass import student photographs.

• Ability to integrate with Infinite Visions financial management software preferred.

10. Implementation:

• Vendor will be responsible to completely implement the new system and convert the

District’s existing data into it.

• Responses must include the vendor’s plan for implementing the software, including but not limited to installation, setup, configuration, data conversion, data validation, and training. This should include a listing of what the vendor will do, what Reynolds will do, anticipated timeline to convert system during summer 2022 to go live during Fall 2022, and all costs associated with the implementation (except the training costs identified elsewhere in the response).

11. Offline Capability:

• The system must be able to continue working as normal when the wired and/or wireless network connection is lost.

• No extra action must be required by staff to continue working offline or to re-synchronize the data once the network connection is re-established.

12. Inventory Management:

The District prefers the following functionality:

• Provide inventory management functions for school sites, central office, central warehouse, and central production facility.

• Allow for regular blind physical inventory count.

• Provide centralized inventory management of food, non-food, finished goods, disposables, supplies, chemicals, and small equipment.

• Ability to import data from a vendor’s spreadsheets to alleviate the need to manually enter each item.

• Ability to distinguish Commodity items from regular products and track Commodity items using a central warehouse system

• Perpetual inventory system to ensure inventory records are updated accurately and timely

• Provide “product recall” or “product hold” management functions.

• Provide set-up and conversion of different pack sizes of equivalent food and supply items.

• Provide entry of unlimited number of inventory items into the system.

• Retain inventory value/cost integrity when products are transferred between sites.

• Receive previously ordered products with a single keystroke.

• Quickly assign numerous inventory items to a customized list of sites and/or site types.

• Archive discontinued or seasonal inventory items so that they are not displayed in Central office in the Menu Planning or Order Processing functions.

• Assign stock numbers automatically or manually.

• Real-time inventory reports and/or alerts based on menu/ingredient input.

• Integration with POS, Order Processing, and Menu Planning functions.

13. Order Processing:

• Provide order processing management functions (ordering, shipping & receiving) for school sites, central office, central production facility, and central warehouse Set-up unlimited routes for District sites, central production facility and central warehouse.

• Ability to order Commodity items separately from regular items.

• Ability to import data from a vendor’s spreadsheets to alleviate the need to manually enter each item.

• Workflow process to ensure orders are approved before they are finalized.

• Create customizable and savable grocery lists by site.

• Provide consolidation of orders by site and/or by district-defined site types for electronic distribution to central production facility, central warehouse, and outside vendors.

• Consolidate multiple orders from same site, same vendor and for the same delivery day into one consolidated order.

• Make order changes, including additions or deletion of an item(s) prior to and after consolidation of orders.

• Able to take into consideration different pack sizes when calculating a substitution quantity for an item(s).

• Exclude an item from ordering by individual school sites and/or by district-defined site type.

• Search and replace/substitute, add, or delete consolidated order item(s) by district-defined school type/group or individual school site, at central office.

• Calculate an accurate substitution quantity for items including those with different pack sizes.

• Allow for processing of ASAP or Ad Hoc orders from the central production facility and central warehouse.

• Allow consolidated central production facility and central warehouse orders to be sorted by delivery date and delivery route for shipping.

• Export orders for e-mailing to vendor in pdf or excel.

• Receive items by individual order including by items ordered, unit cost and total dollar value of order.

• Receive only individual items on a specific order.

• Integration with POS, Inventory Management, and Menu Planning functions.

14. Menu Planning:

• Be fully integrated with warehouse inventory, ordering and production modules.

• Preload USDA nutrient database including ingredients for all or specific inventory items, e.g. fruits and vegetables.

• Provide nutrient analysis of any menu or inventory item for at least these specific nutrients: Carbohydrates, Protein, Total Fat, Saturated Fat, Trans Fat, Total Sugars, Calories, Cholesterol, Sodium, Potassium, Calcium, Iron, Vitamins A, D, C, Dietary Fiber, moisture, ash, as compared to USDA recommended daily intakes.

• Allow data entry at inventory item setup which contain the following ingredients;

dairy, eggs, wheat, gluten, soy, tree nuts, peanuts, fish, shellfish and sesame.

• Ability to pull allergen reports detailing which menu items are available or restricted for certain allergen restrictions.

• Create and manage a base set of USDA and ODE compliant menu templates for various meal programs (National School Breakfast, Lunch Program & CACFP Programs, Day Cares, Pre-Kindergarten, Summer Feeding Program, e.g., breakfast, lunch, supper, snack, Head Start, FFVP, etc., as well as age groups. Menu templates can be created and managed for a single day, school type and meal service and then published to individual sites or user-defined site groups. Existing menus can be easily cloned and modified, without the need to copy and paste each day, week, etc.

• Allow unlimited capacity for the number of centralized cycle menus and recipes for various child nutrition programs that could be assigned to individual sites and/or site groups.

• Provide complete meal pattern analysis on cycle menus for compliance with USDA meal pattern serving size requirements for USDA-defined school grade levels, on a daily and weekly basis.

• Provide for centralized determination of portion size parameters by site type and/or meal program.

• Create, edit and maintain centralized recipes for school site(s), site types and central production facility.

• Allow district to add local recipes and ingredients.

• Create and manage recipes using USDA or custom defined ingredients.

• Copy menus by day, week, month, cycle or range of dates.

• Allow user defined age groups, feeding figures and service days to individual schools.

• Allow centralized recipe maintenance for school sites and central production recipes.

• List recipe crediting on the recipe card and pull crediting information from inventory item nutrition information.

• Allow search and replacement of an existing ingredient with a new ingredient.

• Allow search and replacement of an existing recipe with a new recipe already on the menu.

• Capable of utilizing different yields and serving sizes by site type and/or meal period for items and recipes.

• Ability to automatically calculate ingredient amounts for recipes when modifying the number of desired servings.

• Search all recipes for specific ingredients. Search for a specific nutrient or nutrient range.

• Allow user to enter menu components for a recipe (including but not limited to:

M/MA, grain, milk, fruit, vegetable, and sub group vegetables).

• Scan nutrition fact labels to be stored and visible from the menu planning module.

• Support document imaging and attaching/associating images (such as photos, scanned documents) without compromising the speed of the software

• Integration with POS, Inventory Management, and Order Processing functions.

• Ability for families to be able to pull and review nutritional data for specific products

• Ability for families and students to view menus online by school

• Ability for students and staff to apply money to account online

• Calculate dietary intakes of groups for one meal, one day, one week, or more.

• Conversion from imperial to metric units, volume to weight, and household measures to weight.

• Updates, revisions and new versions of food composition data are supported and immediate. Existing data will not get over-written when updates occur unless acknowledged and/or requested.

• Accurate recipe calculations to accommodate changes to nutrition information that occur to food following cooking or processing, such as weight changes through both loss and gain of water or oil.

• Automated forecasting

• Pre-loaded with latest CN database

• Extensive reporting options including but not limited to nutrient analysis, allergens, and production quantities.

Locations:

Reynolds School District will need POS Systems at 20 schools and 5 charter schools located outside the District network, including but not limited to:

• 11 Elementary schools

• 1 Day Care

• 2 Pre-K Programs

• 6 Secondary Schools

• 5 Charters (4 Elementary and 1 Secondary)

5. STANDARD TERMS AND CONDITIONS

1. PROPOSAL VALIDITY PERIOD: Submission of the proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 90 days following the submission deadline and will become part of the contract that is negotiated between the District and the successful vendor.

2. ADDENDA: If, in the opinion of the Chief Financial Officer, additional information or interpretation is needed by the Proposers, an addendum will be issued per OAR 137-047- 0430.