RFP 201-26-040 Child Nutrition Information Management System

The Virginia Department of Education is requesting proposals for a cloud-hosted Child Nutrition Information Management System to replace the existing SNPWeb platform, with proposals due July 24, 2026 at 2:00 PM through the eVA portal and a pre-proposal conference on July 1, 2026 at 10:00 AM Eastern Time.

The system must be production-ready, commercially available, and web-based SaaS supporting seven federally funded programs—National School Lunch Program, School Breakfast Program, Child and Adult Care Food Program, Summer Food Service Program, Seamless Summer Option, Fresh Fruit and Vegetable Program, and Special Milk Program—across approximately 227 program sponsors and 2,332 sites statewide. The solution must support 632 registered users (35 state, 597 sponsor users) with 150–200 concurrent peak usage, process approximately 4,000 claims annually, and manage 20,000+ documents with retention of financial records for seven years and compliance data for ten years. Required capabilities include 99.5% system availability, Multi-Factor Authentication via Okta SSO, role-based access controls, data encryption in transit and at rest, configurable workflows without custom code, integration with Oracle Financials and Virginia Department of Social Services Direct Certification systems, 160+ pre-defined federal and state reports, Section 508 and WCAG 2.1 AA accessibility compliance, and NIST 800-53 standards alignment.

The contract term is five years with options for three additional one-year renewals at the agency's discretion. Implementation is a 24-month project beginning seven days after contract execution, including data migration from SNPWeb (historical data 2012–2026 depending on program), phased pilot deployment to selected Local Education Agencies, configuration, testing, training, and post-implementation stabilization with 3–5 dedicated support personnel. The supplier must maintain $5 million Errors and Omissions and $5 million Cyber Security Liability insurance, provide 24/7 support with one-hour response times, maintain source code and technical documentation in escrow, and comply with Commonwealth security policies SEC530, SEC514, and SEC501. All content must be stored and processed within the United States. Scheduled maintenance is limited to 36 hours monthly outside 6:00 AM to 8:00 PM Eastern Time, Monday through Friday, with 48 hours' advance notice required.

The VDOE strongly encourages participation by small and micro businesses certified by Virginia's Department of Small Business and Supplier Diversity, with a minimum three percent participation goal for service-disabled veteran-owned businesses. Historical system expenditures from 2016 to 2025 totaled $4,046,628. Proposals are evaluated on Requirements Compliance (10 points), Implementation Approach (9 points), Supplier Profile (8 points), Reporting and Analytics (8 points), and Integration, Security, Usability, and Solution Maturity (5–7 points each); pricing is considered in a value-to-cost ratio rather than as a numeric score. Questions are due July 9, 2026 at 4:00 PM, with final agency responses by July 17, 2026. Optional supplier interviews or demonstrations may occur August 10–14, 2026, with contract awards anticipated in early September 2026.