Poway Unified School District (PUSD) is seeking responses for a preferred provider of software and implementation services to include a point-to-point full-featured Web-Based Point-Of-Sales (POS) System. The proposed integrated software (hereinafter referred to as “the proposed software”) and corresponding services that may commence as a result of this RFP, will utilize the latest standards, design, and technologies to provide PUSD with, at a minimum, the following:
All-in-one Point of Sales (POS) system. SAAS model is preferred.
Ease of setup and use out of the box.
Easy-to-use sign off/on process.
Conduct regular transactions and accept multiple forms of payment.
Safeguard customer’s data with the latest in security technology including data tokenization and encryption.
Compatibility with different merchant services should PUSD decide to stay with the current merchant provider is preferred.
No credit card or customer information is stored on the devices or displayed on receipt
24/7 Customer Service via phone and/or email
Capability to export reports to an Excel spreadsheet
PCI compatible Network fail safe (keep entering cash sales information at the register while network is down)
Wi-Fi /IP mobile connectivity options
Barcode system
Provide powerful tools and advanced reporting capabilities for centralized and remote management of the POS system.
Use industry standard, non-proprietary equipment, including PC or tablet
Supports multiple user networking.
Provide user login IDs and passwords for users to uniquely authenticate themselves
Provide different levels of user roles and access
Have adequate security controls for user access
Support and incorporate a mix of operational and financial data
Provide robust reporting tools and features, including variance reports that offer real-time and historical data
The proposed software must be a web-based Point-Of-Sales System that can effectively provide the above mentioned capabilities and services in a user-friendly and flexible manner for Participants and their Authorized Users.
PRIMARY GOALS
Significantly reduce the amount of cash and check collection by adding the ability to take credit and debit payments on site and/or online
Ability to create and track fines, fees, donations and charges by individual school, student and/or sub categories. Examples of collections and sub categories include library fines and fees, Associated Student Body (ASB) activity cards, teacher/class lab materials, teacher/class field trip educational opportunities, textbook fees, dances, theatre productions and fundraisers, club fees, registrations and dues, uniforms, student store operations, lunch and other food services, yearbook/annual, fingerprinting, archives, transcript purchases and donations, and employee COBRA contributions
Ability to apply all payments to correct students and accounts
Reduce the amount of administrative and reconciliation effort needed to manage cash and check collection
Reduce vulnerability to fraud and theft
Provide the ability to report on and display transactions by student, account, school, as well as create a one-stop location for parents and students to log in and see all transactions
Nice list of requirements
SOFTWARE REQUIREMENTS:
Software must meet the following requirements:
Cloud based or SAAS model preferred
Integrated credit card processing/authorization
Support Multiple Tenders (Cash, Visa, Discover, Money Order, Check, Store Credit, Gift Certificate, etc.)
Allow user definable tenders
Allow split tender capability on invoice
Search for items by SKU
Search for items by model
Search for items by description
Display item availability/stock level
Display item order date
Display item description
Display serial numbers
Display item picture
Scan bar codes at POS
Issue discounts and change prices by line item or entire invoice
Issue store credits
Issue discounts and change prices by a certain percent or dollar amount
Issue discounts by redemption items (coupons, rebates, etc.)
Track multiple promotions
Flag or display a message when discount is below cost
Require management review when price is below cost
Override automated discount (with appropriate user rights)
Specify sales person
Specify more than one sales person
Issue a refund at the POS
Print cash receipts
Customize receipts and invoices by adding a logo
Record lost sales from POS
User definable keyboard shortcuts (Does not require mouse)
Allows sale voids
2.Inventory Management
Store and view item number information
Store and view description information
Allow user defined fields for each item
Store and view a bar code number
Assign and view a category for each item
Track items by serial number if applicable
Allows multiple serial numbers per item
Search for inventory items by product line, item number, serial number, and description
Automatically compute min-max inventory level based on sales history
View usage history for each item
Unlimited associated items or aliases
Track offline inventory (items not for sale
Manual update of inventory quantities with proper approval
Allocation of inventory at time of sales
Audit trail of inventory adjustments for reporting
Inventory reporting
3.Pricing
Assign a different price level at the POS (Senior price, school discount, etc.)
Assign, calculate and display sales tax based on predefined tax schedules
Create price tables/matrixes that allow multiple pricing level
Assign price levels based on customer type, department, category, price range, or region Set prices based on a pre-defined profit margin (Calculate price based on cost and margin) Allow mark down or discount merchandise with proper approval Audit trail of mark down, discount, and any other price adjustments for reporting
4.Security
Require management approval for the cashier to enter opening or closing amount
Require management approval for cashier to change price at POS
Allow item cost display at POS
Require management approval for cashier to cash out at the closing
Require management approval for manual discount
Require management approval for sale voids
5.Sales Reports
Sales totals by specified time of day, week, month or year
Sales totals for each department, category, manufacturer or supplier
Sales total by end-user/customer (i.e. student number)
Sales by school grade levels
Sales totals for each rep or cashier
Number of items sold by time of day, week, month or year
Number of items sold for each category
Number of items sold based on top seller
Number of items sold based on lowest seller
Income statement report
6.Inventory Reports
On hand inventory valuation reporting by item number, product line, category, and description
Inactive, excess or obsolete inventory repo
Fast and Slow moving inventory report
Inventory transactions by item number, transaction type, category, or description
Inventory status by item number, SKU, and serial number
Serial number/SKU list
Inventory turnover
7. Backup and Disaster Recovery
8. Custom Fields
9. Hardware
Wireless and wired Credit Card Terminal with the following capabilities:
o Takes EMV, Magstripe and NFC/Contactless payments
o Dial and Ethernet connection
o Large Memory Capacity
o PCI PTS 2.x and 3.x certified with SRED and Open protocol modules
o Long battery life (Wireless)
o Built-in thermal printer (wireless)
o WiFi, Ethernet and 3G cellular technology (Wireless)
Optional –
o Bar code scanner minimally capable of supporting Code 128, UPC-A, UPC-E, EAN-13 and EAN-
8, ITF-14, and Code 39.
o Cash drawer controlled by the POS application
o Change dispenser
o Signature capture pad
o Touch screen monitor
o Receipt printer
o Portable data terminal (PDT) for physical counting
E-Commerce/website integration
Requires to use the software vendors shopping cart
Website orders created and posted in the POS system instantly
Website orders created and posted with an automatic polling system
Website order notification
Inventory relieved upon online order fulfillment
Allows selection of products to be displayed on the website directly from the inventory module
Real-time stock availability updates on the website
Stock availability updates with an automatic polling system
Automatic customer email notification for back orders, stock availability and shipping information
PUSD reserves the right to modify the scope of services at any time before execution of a contract to add,
delete, or otherwise amend any item(s), as it deems necessary, in its sole judgment, and in the best interest of
PUSD.