REQUEST FOR PROPOSAL
TE1029 – Food Service Management and POS Software
PARK HILL SCHOOL DISTRICT
Technology Department
7703 NW BARRY ROAD
KANSAS CITY, MO 64153
ADVERTISEMENT/INVITATION TO BID
Please be advised that the Park Hill School District Technology Department is receiving proposals for a Food
Service Management and POS Software Solution.
Copies of the bidding documents are enclosed herewith.
Bids shall be submitted to the District electronically on or before Sept. 25th, 2015 at 10:00 a.m. Bids received
after that time will not be accepted nor considered.
Bids may be modified, cancelled or withdrawn prior to the above referred time and date only upon written
notice actually received by the District before above referred time and date. Bids may not be withdrawn for a
60-day period following the time and date for the receipt of bids.
Bids will be made on the enclosed bid form. Bidders are requested to comply in all respects with the bidding
documents and the Instructions to Bidders.
Bidders are reminded that the District is exempt from manufacturers excise taxes, floor or sales taxes. Tax
exemption certificates will be issued upon request.
Park Hill School District Technology Department
Bid Response Form
Page 1
2/8/2016
BID NUMBER:
RELEASE OF RFB TO BIDDERS:
QUESTIONS DUE:
BID RESPONSE DUE:
TE1029
Sept. 9, 2015 10:00 AM
Sept. 16, 2015 10:00 AM
Sept. 25, 2015 10:00 AM
The undersigned, on behalf of the Bidder, certifies that: (1) this offer is made without previous understanding, agreement or
connection with any person, firm, or corporation making a bid on the same project: (2) is in all respects fair and without collusion or
fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the bid is entered; (4) they
have read the complete Request for Bid and understand all provisions; (5) if accepted by Park Hill School District, this Bid is guaranteed
as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted Bid will be bidder
responsibility.
Name of Bidder: Name of Bidder
Primary Contact: Primary Contact
Email Address: Email Address
Address: Address
Phone Number: Phone Number
City: City
State: State
Zip: Zip
Fax: Fax
Taxpayer ID Number: TIN
If Corporation – Date & State of Incorporation: Corporation
I. FIRM REQUIREMENTS
A. Firm shall purchase equipment directly from manufacturer or through manufacturer-authorized channels only, in accordance with
all applicable laws and current manufacturer’s applicable policies at the time of purchase.
B. Firm shall provide where source equipment was purchased from, which will be verified by the manufacturer account manager.
C. Firm should have the capacity and willingness to field calls/emails from Park Hill School District if a problem occurs.
D. The firm will be willing to field follow up questions from Park Hill School District once the project is completed.
E. Firm will provide full, detailed documentation of all aspects of the project.
Park Hill School District Technology Department
Bid Response Form
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2/8/2016
II. ADDENDUM(S)
Any addendum(s) will be posted to the Bid Requests page on the Park Hill School District Requests for Proposal and Bids website at
http://www.parkhill.k12.mo.us/cms/One.aspx?portalId=62500&pageId=781563. Vendors are responsible for checking the website
and acknowledging any addendums in their response.
NO.
DATE
1
Click here to enter a date.
2
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3
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INITIALS
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enter text.
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enter text.
III. BID CONDITIONS
In submitting a response to this Request for Bid, vendors hereby understand the following:
A. Park Hill School District reserves the right to reject any and/or all bids and responses to these and/or related documents, to accept
any item(s) in the bids, to waive any irregularity in the bids, and further if determined to be non-responsive in any form, or if
determined to be in the best interest of Park Hill School District.
B. Park Hill School District interprets the term "Lowest Responsible and Best Bidder" as requiring Park Hill School District to:
(a)choose between the kinds of materials, goods, wares, or services subject to the bid, and (b) determine which bid is most suitable
for its intended use or purpose. Park Hill School District can consider, among other factors, such things as references, past
performance, the availability of service(s), part(s) material(s) and/or supply(s), warranty, maintenance, freight costs, performance
of product and labor cost of items upon which bids are received. Bid responses will be rejected if all bid specifications are not
met.
C. That Bidder, if an individual, is of lawful age and competent to enter into and perform the Work contemplated and, if a
corporation, is duly incorporated and authorized to do business in this state.
D. That this Bid is made without any understanding or agreement with any other person, firm or corporation making a Bid for the
same purpose. That this Bid is made without any understanding or agreement with any other person, firm or corporation that
such person, firm or corporation refrain from bidding and this Bid is in all respects fair and without collusion or fraud.
E. That no member of the Board of Education of this District, nor any officer, employee or person whose salary is paid by said District,
in whole or in part, is directly or indirectly interested in this Bid or any labor or material to be supplied under any Contract or any
portion of the profits.
F. That the prices stated herein are net, exclusive of all federal, state and municipal sales and excise taxes.
G. Alternate bids (two or more bids submitted) will be considered for an award. Park Hill School District reserves the right to make
the final determination of actual equivalency or suitability of such bids with respect to requirements outlined herein. The bids
submitted, and any further information acquired through interviews, will become and is to be considered a part of the final
completed contract. If there is any variance or conflict, the bid specifications will control.
H. Bidders MUST email bids to RFP_Tech@parkhill.k12.mo.us on or before the date and time specified.
I. All questions regarding this bid request shall be submitted electronically, by date and time specified, to
RFP_Tech@parkhill.k12.mo.us. The email must contain this bid number, name, date and numbered questions. Park Hill School
District will not answer questions transmitted through facsimile or methods other than set forth in this paragraph. All questions
will be answered in an addendum, 5 working days after question due date. Park Hill School District is not responsible for questions
not received on or before the due date, including emails lost due to spam filters or technical issues.
J. Bids submitted may not be withdrawn for a period of 60 days immediately following the opening of this Request for Bid.
K. All requested information must be supplied. If bidders cannot respond to any part of this request, bidders should state the reason
they cannot respond and note an exception. Bidders may provide supplemental information to assist Park Hill School District in
analyzing its bid.
Park Hill School District Technology Department
Bid Response Form
Page 3
2/8/2016
L.
M.
N.
O.
P.
Q.
R.
S.
T.
U.
V.
W.
X.
If the bidder refuses or fails to make deliveries of the materials within the times specified on the face of the Request for Bid or
purchase order, Park Hill School District may, by written notice, terminate the contract or purchase order.
The bidder will certify and warrant that goods, personal property, chattels, and equipment sold and delivered are free and clear
of any and all liens, or claims of liens.
The successful bidder will hold and save Park Hill School District, and its officers, agents, servants/employees harmless from
liability of any patented, or unpatented invention, process, article, or appliance manufactured, or used in the performance of the
contract, including its use by Park Hill School District. Vendors working on Park Hill School District property or on behalf of Park
Hill School District will be required to carry minimum insurance listed in bid document.
All items furnished, if applicable, must be the best of their respective kinds, and will be free from defects in material and
workmanship. Items will be subject to Park Hill School District inspection and approval at any time within 30 days after delivery.
If a substitution is made, it will be the decision of a Park Hill School District representative to determine if it is of equal quality.
Items furnished must be manufactured in compliance with all existing legal or governmental directives.
Contracts entered into based on submitted bids are revocable if contrary to law.
All project participants, consultants, engineers, contractors and subcontractors, must comply with all applicable Federal, State
and Local laws pertaining to contracts entered into by governmental agencies. All participants must comply with the Americans
with Disabilities Accessibility Guidelines (ADAAG).
The bidder responding to this bid solicitation proposes to furnish all materials, labor, supplies, equipment and incidentals
necessary to provide the equipment/materials/services described herein in accordance with the Notification of Solicitation (if
applicable), Request for Information (if applicable), Request for Bid, Addenda, Contract, Bonds, Insurance, Plans, Specifications,
any Instructions, Mandatory Requirements and Conditions.
Unless specified elsewhere in the document, all prices quoted must be F.O.B. specified destination and will include all delivery,
handling, and any other charges related to delivery including surcharges.
The bidder hereby certifies that he or she has carefully examined all of the documents for the project, has carefully and thoroughly
reviewed this Request for Bid, has inspected the location of the project (if applicable), and understands the nature and scope of
the work to be done; and that this bid is based upon the terms, specifications, requirements, and conditions of the Request for
Bid documents. The bidder further agrees that the performance time specified is a reasonable time, having carefully considered
the nature and scope of the project as aforesaid.
It will be understood that any bid and any and/or all referencing information submitted in response to this Request for Bid will
become the property of Park Hill School District, and will not be returned. As an educational entity, Park Hill School District is
subject to making records available for disclosure after Board of Education approval of the recommendation.
Park Hill School District will not be responsible for any expenses incurred by any vendor in the development of a response to this
Request for Bid including any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided,
submitted, or given to Park Hill School District and/or its representatives. Further, Park Hill School District will reserve the right to
cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the
recommended vendor even if the Board of Education has formally accepted a recommendation.
By submission of a response, the bidder agrees that at the time of submittal, he or she: (I) has no interest (including financial
benefit, commission, finder's fee, or any other remuneration) and will not acquire any interest, either direct or indirect, that would
conflict in any manner or degree with the performance of bidder's services, or (2) benefit from an award resulting in a "Conflict
of Interest". A "Conflict of Interest" will include holding or retaining membership, or employment, on a board, elected office,
department, or committee sanctioned by and/or governed by the Park Hill School District Board of Education. Bidders will identify
any interests, and the individuals involved, on separate paper with the response and will understand that Park Hill School District
may reject their bid/quotation. The bidder certifies that this bid is submitted without collusion, fraud or misrepresentation as to
other bidders, so that all bids for the project will result from free, open and competitive bidding among all vendors.
Park Hill School District will issue a purchase order/contract for the acquisition of products/services specified as a result of an
award made in reference to this document. Contract documents will be subject to any regulations governed by the laws of the
State of Missouri and any local resolutions specifically applicable to the purchase.
Park Hill School District Technology Department
Bid Response Form
Page 4
2/8/2016
Y.
Any dispute arising out of the contract documents or their interpretation will be litigated only within the courts of the State of
Missouri. No prepayment of any kind will be made prior to shipment. Payment will be made upon verification of delivery,
compliance with specifications, assurance that the product/service performs as specified and warranted, and receipt of correct
invoicing.
Z. Park Hill School District requests a just in time order process to alleviate storage issues and to ensure factory warranty stays
engaged until products are installed.
AA. If a current update to a product is available, please provide the current solution and note the change.
BB. All associated costs required to complete project as specified should be included in your final bid.
IV. PROJECT OVERVIEW
The Park Hill School District is accepting proposals for a Food Service Management Software Solution to be used at 18 school sites and
at the Food Service Office. The core purpose of this system is to provide point of sale systems, back office ordering and inventory,
menu setup and nutrition and recipe tracking.
SITES AND DEMOGRAPHICS
Site and Address
SITE A: Chinn Elementary
7100 N Chatham Ave
Kansas City, MO 64151
SITE B: English Landing Elementary
6500 NW Klamm Dr
Kansas City MO, 64151
SITE C: Graden Elementary
8804 NW 45 Highway
Parkville, MO 64152
SITE D: Hawthorn Elementary
8200 N Chariton
Kansas City MO, 64152
SITE E: Line Creek Elementary
5801 NW Waukomis Dr
Kansas City, MO 64151
SITE F: Prairie Point Elementary
8101 NW Belvidere Parkway
Kansas City MO, 64152
SITE G: Renner Elementary
7401 NW Barry Rd
Kansas City MO, 64152
SITE H: Southeast Elementary
5704 NW Northwood
Kansas City MO, 64151
SITE I: Tiffany Ridge Elementary
5301 NW Old Tiffany Springs Road
Kansas City MO, 64154
SITE J: Union Chapel Elementary
7100 NW Hampton Road
Kansas City MO, 64152
SITE K: Plaza Middle School
6501 NW 72nd St
Kansas City MO, 64151
SITE L: Congress Middle School
8150 N Congress Ave
Kansas City MO, 64153
Park Hill School District Technology Department
Bid Response Form
Students
500
Staff
75
500
75
525
75
500
100
500
75
500
75
400
75
450
75
575
75
500
75
875
100
900
100
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2/8/2016
SITE M: Lakeview Middle School
6720 NW 64th St
Kansas City MO, 64151
SITE N: Park Hill High School
7701 NW Barry Rd
Kansas City MO, 64153
SITE O: Park Hill South High School
4500 NW River Park Dr
Riverside, MO, 64150
SITE P: Russell Jones Education Center
7642 Green Hills Road
Kansas City MO, 64151
SITE Q: Gerner Family Education Center
8100 N Congress Ave
Kansas City MO, 64153
SITE R: Park Hill Food Service Department
8500 NW Riverpark Drive, Pillar 116
Parkville, MO 64152
825
115
1785
275
1525
250
50
35
400
115
0
5
Note: Numbers are approximate
Park Hill School District Technology Department
Bid Response Form
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2/8/2016
V. PROVIDER QUALIFICATION
ABOUT THE PROVIDER
Please supply a brief description of your company, including the number of years in operation and the
number of employees.
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INDUSTRY EXPERIENCE
Please describe your experience in providing Food Service Management Software Solutions.
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RESEARCH AND DEVELOPMENT
Please describe what resources your company invests in research and development of your product(s).
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PRODUCT UPDATES
Please describe your current product update methodology. Please make sure you include frequency of
updates, customer impact and examples of recent enhancements.
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Bid Response Form
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2/8/2016
DIFFERENTIATION
Describe what you think differentiates your organization from other industry providers.
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PROPOSED PROJECT TEAM
Please provide information about the implementation team and departments involved in delivering the
proposed solution to the Park Hill School District.
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OTHER PRODUCTS AND SERVICES
Please list and briefly describe any products and services that you provide outside of your proposed Food
Service Management Software Solution.
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CUSTOMERS
Please supply a sample list of similar active clients.
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Park Hill School District Technology Department
Bid Response Form
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2/8/2016
PARTNERING
Provide the names of any partners and/or subcontractors relevant to this RFP. Please describe their role in
the response.
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VI. PROPOSED SOLUTION
PRODUCT
Product name:
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Brief description:
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Current version:
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Year released:
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REQUIREMENTS AND SUPPLIER CAPABILITY
RESPONSE KEY
YES
Yes, this feature is available as part of the standard package
YES-P
Yes, only partially
YES-C
Yes, this feature is available but requires customization
FR
This feature will be available in a future release (within the next 6 months)
NO
This feature is not available in the system
N/A
Not applicable
Please provide as much information as possible in the details section of the requirements.
Back Office Requirements
Response
Details
Centralized data management
Real-time access to point of sale data
Web-based inventory control and management
Options for physical or perpetual inventory
Ability to deactivate/delete inventory items
Vendor-integrated ordering
Consolidation of orders by vendor
Ability to access order quantity history by food
item and/or site
Easily updated categories
Ability to add, deactivate and reactivate
students and change student status
Ability to roll over, import and view students
from multiple sites
Transmit orders to and communicate with
vendors
Ability to force communication to sites from
central office (not from server)
Detailed inventory reporting with advanced
filtering options
Intuitive category reporting
Sales and transactions reports by student
Ability to export data in a wide range of formats
Sales tracking by student, date, or menu item
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Point of Sale Requirements
Response
Details
Utilize touchscreen and/or keyboard technology
Include a one screen processing format for ease
of use
Ability to use non-proprietary ID reader devices
(PIN pad, barcode, biometric scanner) for
student identification and payment
Indefinite off-line serving mode if network
connection is unavailable
Viewable rosters by class available on point of
sale machine
Daily data transfers and updates
Integration with district student information
system including frequent updates
Ability to import student demographics and
displayable student photo
Identifies students by ID number, room, grade,
or name
Supplies user-definable speed keys on screen for
cash amounts tendered
Supplies automatic account deposits key at the
student accounts screen
Single screen multi-level pricing
Calculates ala carte sales and reimbursable meal
sales separately
Immediate identification of student notes on
screen with each transaction
Supplies “covert” meal eligibility identification
Provides override capabilities and restricted
access by user profile
Ability to void and correct transactions at the
terminal
Ability to attach a reason to a “voided sale”
Captures and counts adult meals when
purchased using a student account (parent
eating with child)
Identifies a prepayment by either cash or check
and includes a check number
Ability to support a “No ID” sale to any cash
paying patron
Software must have a ‘Principals’ or ‘House’
account that student meals can be rung to
End-of-day point of sale reporting by register
Customized reports by building, grade, eligibility,
or any combination
Provides meals sold total at any time on the
serving line
Can view all transactions on the current day on
demand
Ability to sort reports by students with zero,
negative or positive balances, and ability to set
criteria to sort by any balance totals (helpful in
determining balances that are below the cost of
a meal)
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Point of Sale Requirements
Response
Details
Ability to receive and compile advance customer
meal orders electronically and attach them to
the account of the person ordering them.
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Free and Reduced Lunch Requirements
Response
Details
Complies with current USDA and state meal
application regulations
Automatically communicates new eligibilities to
the POS system instantly
Provides for interface to online application
processing
Supports family and/or individual application
processing
Notifies the user up to 10 days in advance when
a "Pending" application expires
Has an option to allow or disallow the eligibility
status to be printed on lists
Allows for a 30 operating day grace period for
previous year eligibility status and ability to add
students to a ‘temporary’ class during the grace
period
Able to "roll over" application status from
previous school year
Displays reasons for denial during application
processing
Carries the verification notification history in the
application account screen
Able to manually expire non-verified
applications
Provides a report of potential household
matches of inconsistent eligibility
determinations
Ability to enter user defined notes about
application and include, in chronological order
list of changes
Allows "reclassification" of meals served based
on eligibility status of date application was
received and not just processed on a
streamlined, one screen process
Ability to print "first notice", "second notice"
and "adverse notice" letters concerning
verification
Records and tracks any historical changes to
applications
Able to list all "error prone" applications to be
viewed in a printable list for verification
purposes
Has approve/deny and other types of
customizable letters available in a language
other than English
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Free and Reduced Lunch Requirements
Response
Details
Generates letters for approved direct
certification cases
Includes income, case #, foster, direct
certification letter, DSS SNAP list, homeless,
runaway, migrant application categories for
processing
Has a printable list of verification response
Email capability of all letters
Ability to edit and print samples of letters easily
Ability to easily manipulate and export reports
to Excel and other formats
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Details
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Nutrition, Menu and Recipe Building
Requirements
USDA approved for nutrient analysis
Preloaded with most recent USDA child nutrition
database
Ability to import ingredients/recipes from
existing software
Automatically update recipes when containing
ingredients that have been updated
Ability to add measurement conversions to
ingredients in a one-step format
Easy to adjust recipe yields and ingredient
amount conversions
Ability to add food subgroups to ingredients, i.e.
meat/meat alternate, grain, milk, fruit,
vegetable and fruit, vegetable sub groups
Can link top 8 allergens to food items and
recipes
Includes sugar and trans fats on nutrient analysis
Ability to search recipes at the school site
Can build daily, weekly, monthly menu cycles
Will analyze weekly menus for USDA
requirements, i.e. calories, meat/meat alternate,
grains, vegetable sub groups, etc.
Ability to calculate product shrinkage for recipes
during production
Ability to upload menus and nutritionals to
website or app
Provides a graphical drag and drop interface for
the organization of menu items
Generates detailed production records and
temperature logs that can be accessed and
completed electronically at each school site
Ability to define menu items per school/per
site/per level (elementary, middle, high school,
day school)
Can print reports based on individual nutrients
in food items and recipes, i.e. carbohydrate
amounts, fat amounts, etc.
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Nutrition, Menu and Recipe Building
Requirements
Can print reports based on allergens in recipes
or food items
Ability to list recipes alphabetically
Ability for all users to view inventory items,
nutritional analysis, and product costs
Response
Details
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Parent Payment Portal Requirements
Response
Details
Integrates with POS to automatically update
balance and activity
Offers an online prepayment website
Patrons can use credit card, debit card, or
echeck
Low convenience fee for parents
Allows parents to see account balance and
student purchases
Sends balance notification via email or text
Allows setup for recurring payments
Ability to remove graduated or inactive students
from parent accounts
Ability to send balance alert emails, both low
and negative balance
Ability to generate management reports
Provides detailed monthly banking and financial
reports
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Desired Features
Response
Details
Customizable Hazard Analysis Critical Control
Point (HACCP) Monitoring
Bidding and warehouse management
Professional standards tracking for staff
certification and training
Mobile POS kiosk
Ability for parents to apply for meal benefits
online
Parent portal smartphone app
Ability to upload menus and nutritional
information to website or app
Asset management system to inventory large
equipment and track repair and PM history
Ability to scan ingredient labels/link picture to
ingredient item
POS offers a minimum of 150 programmable
menu buttons
POS offers category keys that display a sub menu
with up to 20 buttons with different price points
Input inventory with barcode scanner
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PowerSchool is our database of record for all students enrolled at Park Hill. For more information, visit their website:
http://www.pearsonschoolsystems.com/products/powerschool/
FOLLOW UP QUESTIONS
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FOLLOW UP QUESTIONS
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RECOMMENDED IMPLEMENTATION
Please describe your recommendation on the number of kiosks per school or per quantity of students.
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CUSTOMIZATIONS
Please describe any customizations necessary to meet our requirements.
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VARIED OR ADDITIONAL OPTIONS
Describe any proposed additions or variations to the solution presented.
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SERVER REQUIREMENTS
Please describe what requirements the server portion of your system requires.
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FOLLOW UP QUESTIONS
Add questions here
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LICENSING
Please describe your licensing model.
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VII. IMPLEMENTATION
IMPLEMENTATION PLAN
Provide a plan outlining the likely timeline for implementation, including meetings to discuss progress.
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TRAINING
Please describe the training procedure for each group of users.
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SUPPORT SERVICES
Please describe the technical support processes and the options available for your proposed solutions.
Outline your escalation process and typical response times. Attach your recommended service-level
agreement to the supporting documents section.
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VIII. PRICING
Please supply all costs required to meet the base bid of the project, including any available discounts. List all costs as separate line
items.
INITIAL COSTS
Please supply a list all initial costs required to meet the base bid of the project, including any available discounts. List all costs as
separate line items.
Description
Cost
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TOTAL
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ANNUAL COSTS
Please supply a list of all estimated annual reoccurring costs required to meet the base bid of the project, including any available
discounts. List all costs as separate line items.
Description
Costs
Year 2
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Costs
Year 3
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Year 4
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TOTAL
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Bid Response Form
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2/8/2016
ADDITIONAL OPTIONS
Please supply a list of all options/add-ons available, which were not required to meet the base bid of the project. Please include options
for additional training and support. List all costs as separate line items.
Description
Cost
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TOTAL
IX. SUMMARY
Number of calendar days for delivery after receipt of Purchase Order: _____________
In submitting a response to this document, vendor acknowledges acceptance of all sections of the entire document and has clearly
delineated and detailed any exceptions.
Signature: _______________________________________________________
Title: _______________________________________
Printed Signature: ________________________________________________
Date: _______________________________________
Park Hill School District Technology Department
Bid Response Form
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2/8/2016