RFP 3197 School Nutrition Management Software Implementation and Maintenance

The School Board of the City of Roanoke, Virginia is requesting sealed proposals for the implementation and maintenance of a comprehensive, web-based School Nutrition Management Software System to serve Roanoke City Public Schools, which educates approximately 13,700 students daily across 26 school kitchens. The procured system must include core functional modules for point-of-sale operations with offline capability and real-time balance updates, barcode/QR-code scanning, meal eligibility processing, parent/guardian mobile applications, online payment integration, and reporting and compliance tools, with optional add-on modules for inventory management, production records, menu planning with nutrient analysis, central warehouse functionality, financial management, and catering management. The selected vendor must deliver a fully operational system ready for use by the 2026-2027 school year, provide comprehensive data migration services including historical and active data mapping with at least two remediation cycles, and deliver training at no additional charge including implementation training, annual refresher sessions, on-demand resources, and live support during system updates. The system must support SQL-based architecture with real-time or nightly syncing to the student information system, KeyStone interoperability, and SAML 2.0 or OAuth 2.0 single sign-on integration, along with ClassLink and Microsoft Entra ID authentication. Proposals will be evaluated on a 100-point scale comprising functional fit (35 points), past performance and experience (19 points), cost (30 points), and implementation and training plan (16 points); written inquiries are due by April 24, 2026 at 5:00 p.m., with responses posted by May 1, 2026 at 5:00 p.m., and proposals are due electronically to bids.purchasing@rcps.info by May 8, 2026 at 3:00 p.m.

The RFP does not specify set-aside designations or restrictions on types of organizations eligible to respond. Qualified vendors must demonstrate security and breach-free track records with SOC 2 Type II reports or equivalent audits, penetration testing summaries, FERPA compliance, encryption protocols (TLS 1.2+ in transit and AES-256 at rest), role-based access controls, multi-factor authentication for administrative roles, and ability to notify of security incidents within 72 hours, and must provide three references from similarly-sized public school divisions, preferably within Virginia. The RFP requires detailed itemized pricing including one-time implementation fees, annual licensing and subscription fees, hosting costs, and training costs, with annual increases capped at the lesser of 3% or CPI-U during the initial contract term. The initial contract period runs from July 1, 2026 to June 30, 2027 with options for up to four one-year renewals by mutual written agreement. No incumbent vendor or specific budget range has been identified in the available documentation, and the system must comply with the Data Privacy Addendum and Web Accessibility Compliance Addendum standards including WCAG 2.1 Level AA.