Project Information

Bid Title

School Nutrition Management Software

Issuing Agency

Roanoke City Public Schools

Location

Virginia

Published Date

Apr 16, 2026

Closing Date

May 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 3197

Original Source

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Bid Documents

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Project Description

Document Number	Documents	Due Date
RFP 3197	School Nutrition Management Software	May 6, 2026

Attachment Preview

Purchasing Department

P.O. Box 13145 • Roanoke, VA 24031

(540) 853-1348 • Fax (540) 853-2836

April 16, 2026

REQUEST FOR PROPOSAL

RFP 3197

Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for:

SCHOOL NUTRITION MANAGEMENT SOFTWARE SYSTEM

IMPLEMENTATION AND MAINTENANCE

Proposal Submission Requirements

Proposals must be received by the Due Date and Time at bids.purchasing@rcps.info

Due Date and Time: May 8, 2026, 3:00 P.M. (EST)

Announcement of Award: Upon the award or the announcement of the decision to award a contract as a

result of this Request for Proposal (“RFP”), the Director of Purchasing will publicly post such notice on the

Roanoke City Public Schools website (https://www.rcps.info/departments/fiscal-services/purchasing) (Click

on “Current Opportunities”) for a minimum 10-day period.

ROANOKE CITY SCHOOL BOARD

Eric Thornton

Purchasing Director

***************************************************************************************

******

Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and

Addenda must be retrieved over the Internet at the following address:

https://www.rcps.info/departments/fiscal-services/purchasing.

Click on “Current Opportunities”

This Public Body does not discriminate against Faith-Based Organizations.

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TABLE OF CONTENTS

REQUEST FOR PROPOSAL

RFP 3197

SCHOOL NUTRITION MANAGEMENT SOFTWARE SYSTEM

I. PURPOSE

II. BACKGROUND

III. SCOPE OF SERVICES AND FUNCTIONAL REQUIREMENTS

IV. TECHNICAL AND INTEROPERABILITY REQUIREMENTS

V. IMPLEMENTATION, TRAINING, AND SUPPORT

VI. CONTRACT PERIOD

VII. CALENDAR OF EVENTS

VIII. PROPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION

IX. EVALUATION AND AWARD OF CONTRACT

X. COOPERATIVE PROCUREMENT

XI. GENERAL TERMS AND CONDITIONS

XII. SPECIAL TERMS AND CONDITIONS

XIII. ADDITIONAL FORMS

ATTACHMENT A – FUNCTION CHECKLIST

ATTACHMENT B – DATA PRIVACY ADDENDUM

ATTACHMENT C – WEB ACCESSIBILITY COMPLIANCE ADDENDUM

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RFP 3197

SCHOOL NUTRITION MANAGEMENT SOFTWARE SYSTEM

I. PURPOSE

The purpose of this Request for Proposal (“RFP”) is to solicit sealed proposals through competitive

negotiation and enter into a contract for the purchase of a comprehensive, web-based, School

Nutrition Management Software System for the School Board of the City of Roanoke, more

commonly known as Roanoke City Public Schools. Roanoke City Public Schools (“RCPS”, “Owner”, or

“Division”) intends to retain a qualified firm (“Contractor”,” Offeror”) to provide this system for the

Division. The selected system must be fully operational and ready for use for the 2026–2027 School

Year.

RCPS will select the Contractor who, in the aggregate, best meets the Division’s needs. This

document establishes the anticipated services to be performed and outlines the evaluation and

selection process. However, this document does not guarantee a contract.

II. BACKGROUND

Roanoke City Public Schools (“RCPS”) is a progressive urban school division serving the City of

Roanoke, Virginia. RCPS operates 26 school kitchens serving approximately 13,700 students daily

through the National School Lunch Program (NSLP), School Breakfast Program (SBP), Fresh Fruit and

Vegetable Program, and the Child and Adult Care Food Program (CACFP).

The School Nutrition Department requires a modern, integrated software solution to support

point-of-sale operations, meal eligibility, menu planning, production, inventory, financial

accountability, and communication with families.

III. SCOPE OF SERVICES AND FUNCTIONAL REQUIREMENTS

Offerors must provide a detailed response to each requirement below, indicating whether the

feature/function is “Native/Included,” “Third-Party Integration,” or “Not Available” (Attachment A).

A. Core Functional Modules

1. Point of Sale (“POS”) System.

a. Offline POS mode.

b. Real-time balance updates.

c. Student photo display at POS.

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d. Must support barcode and QR-code scanning of student ID cards using standard USB

or Bluetooth scanners, with real-time lookup and validation of student accounts.

2. Meal Eligibility System.

a. Free/Reduced application processing, including paper scan and online with e-

signature.

b. Direct Certification import and matching.

3. Parent/Guardian Mobile App.

4. Online Payments Integration.

5. Reporting & Compliance Tools.

B. Optional Add-On Modules

1. Inventory Management.

2. Production Records.

3. Menu Planning & Nutrient Analysis.

4. Central Warehouse Module.

5. Financial Management.

6. Catering Management.

C. Data Management & Reporting

1. SQL-based architecture; Vendor must disclose whether the database is multi-tenant or

single-tenant.

2. Custom reporting tools; must support export to CSV, Excel, and PDF.

3. Custom fields.

4. USDA and VDOE compliance.

5. VDOE claim submission; System must generate VDOE claim files in approved formats and

support workflow to validate reimbursement counts.

IV. TECHNICAL AND INTEROPERABILITY REQUIREMENTS

A. Integrations

The solution must support secure, real-time data transfer and district-approved Single Sign-On

(“SSO”) using SAML 2.0, OAuth 2.0, or equivalent industry-standard identity protocols, with:

1. Student Information System (“SIS”); real-time syncing is preferred, but nightly sync is

acceptable.

2. Interoperability and automation of the SaaS system with KeyStone.

3. Payment processors.

4. Menu display platforms, compatibility with Nutrislice or other acceptable alternative.

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5. ClassLink: Full rostering and SSO integration.

6. Microsoft Entra ID (formerly Azure AD): Must provide full SSO integration and support modern

authentication (OAuth 2.0, SAML 2.0) for all user roles.

7. API support for third-party vendors.

B. Accessibility, Hosting, Privacy, & Security

1. Hosting:

a. Fully managed cloud hosting (“SaaS”) with redundancy and high availability

(99.9% uptime SLA).

b. Testing and training environments.

c. The Vendor shall provide a high-performance hosting environment with sub-

second response times, maintaining the system through regular updates, and

infrastructure optimizations to ensure RCPS experiences maximum operational

efficiency and minimal latency.

2. Security Record:

a. Offeror must demonstrate a security and breach-free track record. Proposals must

include recent SOC 2 Type II reports or equivalent security audits, as well as annual

penetration test summaries under NDA.

b. Offeror shall attest to FERPA compliance; encrypt data in transit (TLS 1.2+) and at

rest (AES-256 or equivalent); implement role-based access controls and MFA for

admin roles.

c. Offeror must notify the Division within 72 hours of any security incident affecting

Division data, with root-cause analysis and a corrective action plan within 10 business

days.

d. The system must support configurable, role‑based access levels ranging from full

administrative privileges to restricted end‑user access, ensuring users only view or

perform actions appropriate to their assigned roles.

3. Data Migration: Offeror shall migrate all historical and active data necessary for full

operation of the School Nutrition Management Software System. This includes but is not

limited to: student account balances and transaction history; payment history; meal eligibility

data. If applicable: menu, recipe, and nutrient data; production records; inventory and

warehouse data; financial and reporting data; and all site configuration data. The Offeror

shall provide complete data mapping, a full test migration, validation criteria, and at least

two remediation cycles prior to go live. The final migration shall occur immediately prior to

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services

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