Software Solution Program SNS

Hillsborough County Public Schools (HCPS) is seeking proposals for a comprehensive software solution program for Student Nutrition Services (SNS) to replace their current system. The procurement is for a cloud, on-premise, or hybrid software solution that must include modules for Accounting, Menu Planning, Production Records, Online Payment Processing, Inventory Management, Food/Non-Food Ordering and Receiving, Free and Reduced Meal Applications, and Centralized Kitchen Operations. The proposed system must be centralized, customizable, and meet HCPS SNS specifications, serving the third-largest school system in Florida which operates 260 school sites and serves over 230,000 meals daily. Technical questions are due by November 20, 2025, with proposals due on January 5, 2026, at 4:30 PM. The system must be compliant with local, state, and federal regulations, including USDA guidelines, and ensure data privacy and security. Key requirements include the ability to import Direct Certification lists, support online and paper meal applications, generate production records, and integrate with student information systems. The vendor will be required to provide an on-site Account Manager for at least one year to assist with implementation, training, and system integration across all school sites and central offices.

The procurement appears to have no specific set-aside designations for disadvantaged enterprises, but does include strict requirements regarding foreign ownership and contracting. Vendors must complete an affidavit confirming they are not owned or controlled by entities from specified foreign countries of concern, including China, Russia, Iran, North Korea, Cuba, Venezuela, and Syria. The estimated yearly budget for this project is $500,000, with funding provided by the United States Department of Agriculture. The contract will initially commence after Board approval and include automatic one-year renewals, with a potential five-year span from school year 2026-2027 through 2030-2031. Vendors must provide comprehensive pricing for annual maintenance support, annual subscriptions, implementation costs, on-site account management, training, and potential additional services like digital menus and mobile ordering. The pricing document requires detailed cost projections and prohibits handwritten responses or PDF submissions of the pricing document. Additional financial considerations include transaction fees, merchant fees, and potential chargeback fees for various payment methods.