Child Nutrition Software

Washington County School District (WCSD) in Utah is seeking a single vendor through a Request for Proposal to provide a comprehensive School Nutrition Management Software System for 50 school sites over a five-year contract term with potential annual extensions up to an additional five years. The procurement aims to replace legacy systems including PCS Revenue Control WebPOS/RightNOW, ApplyNow, PayPams, and Nutrikids with a modern, unified solution capable of point-of-service operations, menu planning, inventory control, financial accounting, direct certification, Free and Reduced Application processing, production records, special diets management, and a lunch fee portal. Key deliverables and objectives include bi-directional integration with the District's PowerSchool SIS through API or SFTP connections, advanced financial analytics with plate cost reporting for 50 sites, USDA-approved nutrient analysis capabilities, compliance with USDA 2017 Eligibility Manual and Utah Code 53G-9-205.1 Start Smart Utah Program requirements, and implementation beginning in June 2026 with full launch by August 2026. Required qualifications encompass FERPA, COPPA, HIPAA, and PCI DSS compliance; successful data migration experience from the legacy systems; SOC 2 Type II certification or third-party penetration test documentation; TLS 1.2 or higher encryption; SSO capabilities via SAML 2.0 or OIDC with Google Workspace integration; and commitment to full data export and destruction upon contract termination. The evaluation criteria total 1,000 points distributed as follows: 25 percent cost, 20 percent licensing and technology/SIS capabilities, 50 percent technical criteria (including Free and Reduced Application processing, point-of-service operations, online payment systems, and reporting capabilities), and 5 percent value-added services. The RFP was posted April 24, 2026, with proposals due May 15, 2026 at 2:00 pm (MDT), and questions must be submitted through the Utah Public Procurement Place (U3P) by May 22, 2026 at 2:00 pm (MDT). Vendors must guarantee pricing for 60 days to allow for evaluation and contract award.

The RFP documents provided do not specify any set-aside designations, disadvantaged enterprise restrictions, or limitations on the types of organizations eligible to respond. No incumbent vendors or current contractors are identified in the procurement materials. The system must integrate seamlessly with the District's existing PowerSchool SIS infrastructure and operate on Microsoft Windows 11 or newer, macOS, or Chrome OS platforms, requiring compatibility with District-standard devices (Windows 11 laptops with minimum 8 GB RAM). Vendors may propose either cloud-hosted SaaS solutions with SOC 2 data center security and 99.9% SLA uptime guarantees or self-hosted on-premise options with detailed hardware specifications including minimum application/web server requirements of 12 GB RAM and database server requirements of 72 GB dedicated SQL RAM. The procurement materials do not disclose a specific award value or budget range for this contract opportunity. WCSD reserves the right to reject all proposals, waive non-statutory informalities, and terminate any resulting contract without cause upon 90 days' written notice.