Point-of-Sale Software

Overview

Business Systems (ERP, CRM & POS)

O'Fallon, Missouri, United StatesPosted about 2 months agoDeadline: April 1st, 2026

Fit Score

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SUMMARY

Missouri seeks a vendor to provide POS and payment processing software with hardware, training, support, and robust features for food service meal accountability.

KEY REQUIREMENTS

Provide reliable point-of-sale meal accountability hardware, software, and meal application software module
Offer on-site setup, implementation, and training if requested
Provide phone support between 7:00 a.m. and 6:00 p.m. Eastern Standard Time
State pricing for extended warranty for years one through three
Include overnight shipping of new replacement units for warranted equipment repairs
Ensure software compatibility with Infinite Campus student management system and RevTrak, or provide an alternate integration solution
Comply with current USDA regulations and Missouri Department of Elementary & Secondary Education approval for all software and modules
Provide a cloud-hosted software solution with redundancy and two weeks of backup
Ensure compliance with FERPA & HIPAA
Do not sell, store, or market any district data (students, staff, families)
Adhere to cybersecurity best practices based on NIST recommendations
Point-of-Sale system must run in a Windows 10 environment (wireless and wired) and operate offline for 15+ days if network connectivity is lost
Point-of-Sale screen must have touch screen technology and display student pictures for identification
Identify students by ID number (up to 15 digits), room, grade, or name, and support programmable class rosters and meal eligibility conversion
Offer immediate on-screen identification of student notes/allergies
Allow nurse access to input student notes/allergies
Accept prepayments identified by cash and check number
Display beginning and ending balance on student accounts during sales
Grant 'bonus' items/meals through prepayment and display available awards; grant refunds to identified students/adults
Offer 'speed' keys for amount tendered and prepayment entry at serving line terminals
Accommodate multiple ID devices (pin pads, bar code card readers, biometric finger scanners)
Be compatible with an external USB number pad
Allow for a multiple student buffer on the student identification device
Each Point-of-Sale terminal must have a minimum of six programmable menu boards, 23 programmable menu buttons per board, single transaction, and multi-grade pricing
Software application must support at least five tiered pricing levels for reimbursable 'paid' meals
Allow automatic deposit 'no-change' key at student account screen
Display cashier cash counting screen with built-in calculator
Offer quick identification/sale of student for reimbursable meals on serving lines without cashier entry
Define reimbursable meals by item or build meal options
Be capable of overriding transactions and tagging voided transactions with a reason
Link and display all family members and their status
Support 'no I.D.' sales to cash-paying students
Queue 10 or more students at the line
Provide protection against adults being charged student lunches
Block against more than one reimbursable breakfast and lunch per person per school day
Provide meal count and item count on the serving line and view all daily transactions on demand
Operate with either a mechanical or electronic cash drawer
Create user-level access
Block users with returned checks
Prevent users from seeing deposit balance per terminal without a security code
Run on laptops and tablets (iOS/Android)
Ensure off-site support response time of no less than 24 hours
Back-office system must run any PC application on manager workstations while point-of-sale is in operation
Software must import/export data to/from the district's Infinite Campus SIS via scheduled task
Software must export financial information compatible with Sodexo's financial software
System must run in a single database environment for the entire district
Ability to run in a routed TCP/IP network environment to a central server
Point-of-Sale version must be SIF 2.0 compliant
Ability to add, deactivate, reactivate, roll-over, and import students from multiple schools
Keep Point-of-Sale transactions locally with update and storage to a central server for continued operation during network failure
Reports must minimally identify daily cash sales for breakfast, lunch, and ala carte (by student and adult separately) and correctly identify sales from pre-payment accounts
Reporting must show reimbursable meals by status only, ala carte sales by item only, or both
Provide reporting that compares reimbursable meals served against factored eligible students according to Missouri State DESE standards for Edit Checks
Provide accounting data by each terminal and a consolidation for all terminals, showing cash overages and shortages
Track and report sales according to each menu item
Pull reports during serving periods
Provide a report of the number of transactions by café line per school
Report a journal of activity by line in real time
Create unique cashier terminal screens for each station with user-configured programmable buttons, color coding, and menu item definition by school/student grade
Track student purchases for at least two years and provide transaction history reports via email or online service for parents
Capability to make prepayments in the back office and set maximum/minimum charge limits by student/eligibility
Allow user entry of student-specific notes (allergies, lactose intolerant, no snack, check ID, diabetic) that automatically display at the serving line
Free and Reduced Meal Application Software must comply with USDA & Missouri Department of Elementary & Secondary Education regulations, process applications by family/individual, and verify applications
Allow parents to submit electronic online meal applications approved by Missouri Department of Elementary & Secondary Education
Print bi-lingual letters (meal status notification, verification letters) in English and Spanish
Record and store historical changes made to individual applications
Notify users when a temporary application status has expired
Provide information for Free & Reduced audits and reporting
Online Prepayments Software must be free of charge to the district
Offer a flat convenience fee with the option for the district to absorb all or a portion
Include district training with activation
Be compatible with Safari, Firefox, Chrome, Opera, and Internet Explorer web browsers
Allow multiple imports and exports of data during the day and at defined intervals
Automatically transfer student balances to the vendor-supplied website
Allow parents to make payments through multiple forms (Credit cards, eChecks, PayPal accounts)
Allow payments to the district on a weekly basis through electronic ACH deposits
Provide capability for all money to be accessible to all family members on an account
Incorporate an easy-to-use report/query tool
All reports must be viewable on screen or printed
Provide online reporting of ACH deposit breakdown for the district administrator
Support parents viewing the previous 30 calendar days' detailed student transactions
Allow parents the option to opt-in for automatic low balance email notification
Generate a deposit summary report by month in table or bar graph format
Transfer data through secure encrypted data transmissions
Be PCI (Payment Card Industry) compliant
Provide customer support to parents via vendor-supplied website (FAQs and help desk email)
Include a payment service marketing kit
Allow the district administrator to temporarily disable access to the site (holidays, summer breaks)
Allow deposits into district staff school meal accounts
Allow multiple deposits to be made through one transaction
Include software support for the span of the contract
Submit a minimum of five references from public school districts using similar services
Disclose any contracts terminated for default within the last five years
Complete Federal Work Authorization Program Addendum and Affidavit (E-Verify compliance)
Complete Felony Conviction Notification form
Provide proof of Registration with the Missouri Secretary of State
Provide a copy of the proposed contract
Comply with all local, state, and federal directives, ordinances, rules, orders, and laws (e.g., EEOC, OSHA, ADA)
Not assign, transfer, convey, or sublet the contract without prior written consent of the District
Ensure all employees are competent, physically capable, and are considered Bidder's employees, not District's
District may require removal of careless, incompetent, or insubordinate employees
Conduct criminal background checks for employees with student contact and not use registered sex offenders
Comply with Prevailing Wage Law, if applicable
Provide 10-hour Occupational Safety and Health instruction and safety program for employees, if applicable
Comply with transient employer posting requirements, if applicable
Provide a performance bond and statutory/public works payment bond (100% of contract price) within one week of execution, if required by law
Provide an affidavit of E-Verify compliance within 7 days of contract execution
Establish a random drug and alcohol testing program for workers, if applicable
Comply with President's Executive Order No. 11246, Title VI, and Section 3 of the 1968 HUD Act (Equal Employment Opportunity, Affirmative Action)
Certify non-engagement in boycott of goods/services from the State of Israel, if applicable
Provide proof of Worker's Compensation and Employer's Liability insurance
Provide Supplemental General Liability insurance ($1,000,000 per occurrence, $2,000,000 aggregate, $5,000 deductible, naming District as additional insured)
Provide Professional Liability insurance ($1,000,000 minimum)
Provide required Certificate(s) of Insurance within ten days of contract award notification and maintain during contract term

BUDGET

Estimate

$150,000 – $450,000

CONTRACT DURATION

36 months

TIMELINE

Request for Proposals issued: March 13th, 2026

Bidder Questions due to District: March 20th, 2026

Response to Questions: March 23rd, 2026

Proposals Due: April 1st, 2026, 10:00 a.m. CST

Presentations (If applicable): April 3rd, 2026

Recommendation to Board: April 16th, 2026

Notice to Proceed: April 17th, 2026

QUESTION DEADLINE

March 20th, 2026

Issuing Agency

Francis Howell R-III School District

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

The project seeks a vendor to provide comprehensive point-of-sale (POS) and payment processing software for food service operations. The solution must include reliable POS meal accountability hardware, POS software, and a meal application software module. On-site setup, implementation, and user training are required options, as is phone support available from 7:00 a.m. to 6:00 p.m. Eastern Standard Time at a minimum.

The POS software must operate in a Windows 10 environment, feature touch screen capabilities, and support student identification via pictures displayed on the screen. It should accommodate at least five or more tiered pricing levels for reimbursable "paid" meals, the ability to queue ten or more students at the line, and user-level access controls. The system must be capable of maintaining local transaction records and synchronizing with a central server to ensure ongoing operation during network failures. Compatibility with leading web browsers including Safari, Firefox, Chrome, Opera, and Internet Explorer is essential. Additionally, the software should provide an intuitive reporting and query tool. Off-site support must guarantee responses within 24 hours.

Vendors are required to submit all questions regarding the RFP by March 20, 2026.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.