Food Management Software & Services

Union County Public Schools seek proposals from qualified vendors to provide, implement, host, support, and maintain an integrated Food Management Software & Services solution. The selected solution will support front-of-house and back-of-house operations, improve data quality and reporting, strengthen internal controls, reduce manual processes, and provide secure, accessible services for students, families, school staff, and district administrators.

UCPS intends to select one prime contractor responsible for the complete solution and all proposed components, including third-party products and services. UCPS may elect to purchase all proposed modules, selected modules, or optional services based on functionality, implementation risk, integration, total cost, and available funding.

Union County Public School is the sixth largest district in North Carolina, serving approximately 40,000 students at 53 schools.

The selected vendor shall furnish all software, hosting, licenses, interfaces, implementation services, project management, configuration, data conversion, testing, training, documentation, support, maintenance, upgrades, and other items necessary for a complete production solution.

Included Functional Areas

• Point of Sale and supporting hardware
• Central purchasing and requisitioning
• Inventory, receiving, transfers, and physical counts
• Menu planning, nutrient analysis, recipes, allergens, and commodities
• Food production and production records
• Student eligibility, direct certification, verification, and online applications
• Free and Reduced Application Processing: The software product must provide online application processing for families, as well as paper applications. The application will automatically calculate the status of each application, generate notice letters, and update in real time to the school site point of sale (POS) software. The software should track and notify appropriate staff of applications that require review for approval or disapproval. The software must include the ability to verify the applications.
• Parent portal, account management, notifications, and online payments
• Accountability, claims, reconciliation, and regulatory reporting
• Uploads to the State Agency: Provide month-end upload to the school nutrition technology system for entering meal claim data, if applicable.
• School Nutrition financial management and ERP interfaces
• Reporting, analytics, dashboards, document management, workflow, and audit trails
• Data Retention: The information entered into the software daily must be housed on a server that is accessible 24/7 via web access and has the ability to store three (3) years plus the current school year of data that is available at all times. The information contained on the current software POS system must be transferred to the new software POS system by the software company awarded this RFP.
• Mobile capabilities and operational continuity
• System administration, identity, permissions, configuration, and integrations
• Student Database Compatibility: The software must be compatible with the Infinite Campus student information system (SIS). Any student movement in the SIS should occur in real time to the school POS. The software company awarded this RFP must assist in the integration of the POS software to the SIS and ensure backup data is available at all times without any additional fees to UCPS.
• Hardware: Compatible hardware shall be priced, if necessary. The UCPS preference is current hardware is fully integrated into the new software.

Please return one (1) hard copy and one (1) digital copy of your response to Union County Public Schools, Attention: Jacob Phipps, 400 N. Church St., Monroe, NC 28112. Proposal must be received by **2:00pm EST on November 23, 2026**.

All responses must have the bid number **7-2870002** on the outside of the package.

Vendors must complete *Appendix A*. Proposals must include responses in *Appendix B: Technical Security Questionnaire / Minimum Requirements*.

Only written addenda issued by UCPS may modify this RFP. Vendors are responsible for monitoring the designated procurement location and acknowledging all addenda in their proposals.