FHSD Point-of-Sale Software Solution

NOTICE
Francis Howell R-III School District
Request for Proposal
Point-of-Sale Software Solution
Issue Date: March 13, 2026
RETURN RESPONSE NO LATER THAN:
April 1, 2026 @ 10:00 a.m., CST
RETURN RESPONSE AND ADDENDA TO:
Francis Howell R-III School District
ATTN: Mr. Matthew Bollwerk, Purchasing Manager
801 Corporate Centre Drive
O'Fallon, MO 63368
TABLE OF CONTENTS
Certification Form Attachments
1) Company Identification
Sections: 2) References and Experience
1) Introduction 3) Federal Work Authorization Program
2) Project Overview (E-Verify) Addendum
3) Scope of Services 4) Federal work Authorization Program Affidavit
4) Timeline for Process 5) Felony Conviction Notification
5) Selection Criteria
6) Proposal Requirements General Terms and Conditions
7) Selection Process

Francis Howell R-III School District
Request for Proposal
Point-of-Sale Software Solution
CERTIFICATION FORM
The Francis Howell R-III School District will accept separate sealed proposals for the services of a
Point-of-Sale Software Solution as described in the attached request. Qualified organizations
(Respondents) are required to submit one (1) physical copy and one (1) digital copy of a proposal as
described herein.
PROPOSALS SHALL BE LABELED AND ADDRESSED AS FOLLOWS:
SEALED PROPOSAL: POINT-OF-SALE SOFTWARE SOLUTION
Mr. Matthew Bollwerk, Purchasing Manager
Francis Howell R-III School District
801 Corporate Centre Drive
O'Fallon, MO 63368
The Respondent hereby declares understanding, agreement and certification of compliance to provide the
items and/or services, in accordance with all terms and conditions, requirements and specifications of the
original Request for Proposal (RFP), General Terms and Conditions, and as modified by any addenda
thereto. Respondent is required to complete, sign and return this form with the proposal.
SIGNATURE REQUIRED
Authorized Signature Date
Printed Name Title
Company Name
Mailing Address
City, State, Zip
Mobile Phone #: E-Mail Address
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Section 1.0 - Introduction
The Francis Howell School District is the top-rated school district in St. Charles County and 13th in the
state, as ranked by Niche.com. Encompassing more than 150 square miles in the southeast corner of St.
Charles County, the District empowers students to be lifelong learners prepared for the future. Currently
the District serves over 17,000 students and employs over 2,200 people, over 23 campuses. The District
consists of 3 high schools, 5 middle schools, 10 elementary schools, 3 early childhood centers, and 2
alternative education centers.
The District currently uses Skyward software for finance and human resource management, Infinite
Campus for student management, Microsoft Active Directory services with students and staff accounts for
a total of 20,000+ users, and Office 365 for email and document storage for staff.
Additional detailed information about the District may be found at www.fhsdschools.org
Section 2.0 - Project Overview
The Board of Education of the Francis Howell School District (District) is requesting sealed Proposals
from qualified school food service point-of-sale and payment processing software providers. The
successful project bid will propose a complete solution including the itemized costs for any third-party
partner services required to extract student and family data from our Infinite Campus student information
system, to process and to store daily meal and payment transactions, and to report up-to-date balance
information back into Infinite Campus for our parent portal. Incomplete bids that do not include all
necessary third-party costs to complete this integration will not be eligible for consideration; however, an
allowance will be made for partnering vendors to submit separate statements of cooperation with separate
bids for consideration. The agreement for services will be for SY26-27, SY27-28, and SY28-29 with an
option to renew annually for SY29-30 and SY30-31.
Section 3.0 - Scope of Services
1. Vendor is to provide reliable point-of-sale meal accountability hardware, point-of-sale software,
and meal application software module according to specification.
2. Provide on-site set up if requested, implementation and training as needed.
3. Phone support must be available between the hours of 7:00 a.m. 6:00 p.m. Eastern Standard Time
at a minimum.
4. Pricing for extended warranty must be stated for the year one (1) through three (3).
5. Warranted equipment repairs must include overnight shipping of replacement unit(s), shipping
included. If equipment is deemed beyond repair and/or defective, the replacement unit will be
new.
6. Software must be compatible with Infinite Campus student management system and RevTrak.
a. Vendor can provide alternate solution to RevTrak integration
7. All software and modules must comply with current USDA regulations and approved by the
Missouri Department of Elementary & Secondary Education.
8. Vendor to provide software as a service:
a. Cloud Hosted solution
b. Include redundancy
c. Provide two weeks of backup
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d. Compliance with FERPA & HIPPA
9. Do not sell, store, or market any district data: students, staff, families
10. Adhere to cyber security best practices based on NIST recommendations.
11. Current system has:
a. Sites: 20-26
b. Lines/terminals: 50
c. Back Office/PCs with reporting: 19
12. At minimum the solution proposed should address the following:
I. Point of Sale-Serving Line Requirements Yes Or No. Include Comments.
1. Must run in a Windows 10 environment, both wireless
and wired network with the ability to identify a lost
network connection and run for extended periods of time
(15 days or more) if network connectivity is lost.
2. The Point-of-Sale screen must have touch screen
technology and be capable of providing a student picture
as a form of identification.
3. Must be able to identify student by identification number
up to 15 digits, room, grade, or name and support
programmable class rosters and covert meal eligibility.
4. Must be able to offer immediate identification of student
notes/allergies on screen.
5. Must allow nurse access to input student notes/allergies.
6. The Point-of-Sale terminal must be able to accept
prepayments identified by cash and check number.
7. Must be able to display beginning and ending balance on
student account during the course of sale.
8. Must have the ability to grant "bonus" items/meals
through prepayment and display available "bonus" award
items/meals to individual accounts. Ability to grant a
refund to an identified student/adult.
9. Must offer "speed" keys for amount tendered and
prepayment amounts when entering prepayments at a
serving line terminal.
10. Must be able to accommodate multiple ID devices like
pin pads, bar code card readers, biometric finger
scanners.
11. Must be compatible with an external USB number pad.
12. The student identification device must allow for a
multiple student buffer so cashier can complete
transaction while the next students are identified.
13. Each Point-of-Sale terminal must have a minimum of six
(6) programmable menu boards, 23 programmable menu
buttons per menu board, single transaction and
multi-grade pricing.
14. The software application must support at least five (5) or
more tiered pricing levels for reimbursable "paid" meals.
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15. Must allow automatic deposit "no-change" key at student
account screen.
16. Must display cashier cash counting screen with built in
calculator for totaling amounts.
17. Must offer quick identification/sale of student for the
reimbursable meal only serving line where no cashier
entry is required.
18. Must be able to define a reimbursable meal by item, or
build a meal option.
19. Must be capable of overriding a transaction and/or tag a
voided transaction with a reason.
20. Must have the ability to link and see all family members
and their status.
21. Must support a "no I.D." sale to any cash paying student.
22. Must have the ability to queue 10 or more students at the
line.
23. Must provide protection against adults being charged
student lunches.
24. Must block against more than one reimbursable breakfast
and lunch per person per school day.
25. Must be capable of providing a meal count and item
count at any time on the serving line and view all
transactions for that day on demand.
26. Must offer the ability to operate with either a mechanical
or electronic cash drawer.
27. Must have the ability to create user level access.
28. Must block users with returned checks.
29. Users must not be able to see deposit balance for each
terminal without the use of a security code.
30. Must have the ability to run on laptops, tablets
(IOS-ipads &/or Android tablets)
31. Off-site support response time of no less than 24 hours.
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II. Point of Sale-Back Office Yes Or No. Include Comments.
a. Must be able to run any PC application (i.e. Word, Excel,
Outlook) on manager workstations while point-of-sale is
in operation.
b. Software must be able to import/export to and from the
district's current Student Information System (Infinite
Campus SIS) via a scheduled task.
c. Software must be able to export financial information in a
format compatible with Sodexo's current financial
software (specifications available upon request).
d. System must run in a single database environment for the
entire district.
e. Must have the ability to run in a routed TCP / IP network
environment to a central server.
f. Must have a version of Point of Sale that is SIF 2.0
compliant.
g. Must have the ability to add new students, deactivate
students, and reactivate students. Must also be able to
"roll-over" students and import students from multiple
schools.
h. Must be able to keep Point of Sale transactions locally
with an update and storage to a central server to ensure
continued operation in the event of a network failure.
i. Reports must minimally identify daily cash sales for
breakfast, lunch, and ala carte (by student and adult
separately) and must be able to correctly identify daily
sales from cash sales made from pre-payment accounts.
j. Reporting must show reimbursable meals by status only,
ala carte sales by item only, or both.
k. Must be able to provide reporting that compares
reimbursable meals served against factored eligible
students according to Missouri State DESE standards for
Edit Checks as demonstrated on Missouri form
MO 500-0126.
l. Must be able to provide accounting data by each terminal
and a consolidation for all terminals as well it must show
cash overages and shortages by terminal/cashier.
m. Must be able to track and report sales according to each
menu item.
n. Must be able to pull reports during serving periods.
o. Must be able to provide a report of the number of
transactions by cafe line per school.
p. Must be able to report a journal of activity by line in real
time.
q. Must be able to create unique cashier terminal screens for
each station and must have user configured
programmable buttons with the ability to color code and
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define menu items per line per school and price according
to school/student grade.
r. Must be able to track student purchases for at least two
(2) years and have the capability to e-mail a student
transaction history report and/or have that student
transaction history available to an "on line" service for
parents to view online.
s. Must be capable of making prepayment in the back
office, set maximum and minimum charge limit amount
by student and eligibility.
t. System must allow for user entry of student specific notes
such as allergies, lactose intolerant, no snack, check id,
diabetic, etc. and have it automatically display at the
serving line.
III. Free and Reduced Meal Application Software Yes Or No. Include Comments.
a. Must comply with current USDA & Missouri Department
of Elementary & Secondary Education meal application
regulations, process free and reduced applications by
family or individual, and capable of verifying
applications randomly or focused.
b. Must allow parents the ability to submit electronic online
meal applications as approved by Missouri Department of
Elementary & Secondary Education.
c. Must be able to print bi-lingual letters based on a
student's status: meal status notification and all required
verification letters. (English and Spanish).
d. Must record any changes made to individual applications
and store them as history to each.
e. Must notify users when a temporary application status
has expired.
f. Must be able to provide information for Free & Reduced
audits & reporting for auditors.
IV. On-line Prepayments Software Yes Or No. Include Comments.
a. There must be no charge to the district for the service.
b. There is a flat convenience fee. The district has the option
to absorb all or a portion of the fee.
c. District training is included with activation.
d. The software is compatible with the following web
browsers: Safari, Firefox, Chrome, Opera and Internet
Explorer.
e. Must allow for multiple imports and exports of data during
the day & intervals defined if less than real time.
f. Must automatically transfer student balances onto the
vendor supplied website.
g. Must allow parents to make payments through multiple
forms, i.e. Credit cards, eChecks, PayPal accounts.
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h. Must allow payments to the district on a weekly basis
through electronic ACH (Automated Clearing House)
deposits.
i. Must have the capability for all money to be accessible to
all family members on an account.
j. Must incorporate an easy to use report/query tool.
k. All reports must be able to be viewed on screen or printed.
l. Must provide online reporting of ACH deposit breakdown
for the district administrator.
m. Must support the ability for parents to view the previous
30 calendar day's detailed student transactions.
n. Must allow the parents the option to opt in for automatic
low balance email notification.
o. Must generate a deposit summary report by month in a
table or bar graph format.
p. Must transfer data through secure encrypted data
transmissions.
q. Must be PCI (Payment Card Industry) compliant.
r. Must provide customer support to the parent using the
online prepayment system available on the vendor
supplied website via FAQs and help desk email.
s. Must include a payment service marketing kit.
t. Must allow the district administrator to temporarily
disable access to the site as necessary (holidays, summer
breaks).
u. Must allow a deposit into the district staff school meal
accounts.
v. Must allow multiple deposits to be made through one
transaction.
w. Software Support must be included for span of contract.
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Section 4.0 - Timeline for Process
The timeline listed below is the District's estimation of time required to complete the process. All efforts
shall be made to abide by this schedule; however, changes may occur if necessary.
Request for Proposals issued March 13, 2026
Bidder Questions due to District March 20, 2026
Response to Questions March 23, 2026
Proposals Due April 1, 2026, 10:00 a.m. CST
Presentations (If applicable) April 3, 2026
Recommendation to Board April 16, 2026
Notice to Proceed April 17, 2026
Section 5.0 - Proposal Evaluation Criteria
Proposals will be evaluated by the District and designated staff. The following will serve as the basic
criteria for the selection.
1. Offeror's demonstration of a complete understanding of the District's requirements and needs.
2. The qualifications and experience working with public school districts of the Company and the
team assigned to the District.
3. The approach to planning, implementing and performing the scope of work
4. Evaluation of past performance, references, interviews, presentations, etc.
5. The total cost of the services offered to the District
Section 6.0 - Proposal Requirements
32. Proposals must be concise and in outline format. Pertinent supplemental information should be
referenced and included as attachments. All Proposals must be organized and tabbed to allow for
easy reference. The Certification Form must be completed and included.
33. The Proposal shall include a Letter of Transmittal that provides an introduction to the Company,
third-party partners, and includes an expression of the Company's ability and desire to meet the
requirements of the RFP. The Letter of Transmittal should be under the signature of a Company
officer for each company involved in the complete bid.
34. The Proposal shall include an Executive Summary that briefly describes the Company's approach to
meeting the District's requirements as outlined in the RFP, indicates any major requirements that
cannot be met, and highlights the major features of the Proposal. The reader should be able to
determine generally how well the Proposal meets the District's requirements by reading the
Executive Summary.
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35. The Proposal shall include each of the requirements as noted within the Scope of Services section 3.
36. The Proposal shall include a Summary of Compensation that describes the Company's manner of
compensation and discloses any and all fees and commissions, payable by either the District or
individual carriers.
37. The Company shall complete Attachment 1, Company Identification Form.
38. The Company shall complete Attachment 2A and 2B, providing the District a listing of all Missouri
school districts for which the company currently provides services. The references should include at
least one contract currently in force with a district similar in size and population to the Francis
Howell School District. The Company shall additionally provide the District a listing of all public
school clients that have discontinued service from the Company in the past five years due to poor
performance or non-performance.
39. The Company shall complete Attachment 3, Federal Work Authorization Program Addendum.
40. The Company shall complete Attachment 4, Federal Work Authorization Program Affidavit.
41. The Company shall complete Attachment 5, Felony Conviction Notification.
42. The Company shall provide proof of Registration with the Missouri Secretary of State.
43. The Company shall provide a copy of its proposed contract.
Section 7.0 - Selection Process
After evaluating all Proposals properly submitted, the District staff responsible for the evaluation will
make a recommendation for selection to the District's Board of Education. The Board of Education shall
make the final selection of the Company that will provide the services. However, no contract shall be
formed and the District shall not be bound to any selection until such time as a final, written contract with
the selected Company is approved by the Board of Education. The District reserves the right to negotiate
the contract terms with the Company that will be recommended to, or that is selected by, the Board of
Education. The District further reserves the right to reject any and all Proposals and to waive any
"informalities" in the Proposals received whenever such selection, rejection, or waiver is in its best
interest. All Proposal documents become public record once a negotiated contract has been executed.
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