Hayward Japan GrillRFP: Electronic Foodservice POS SystemProject Overview and Administrative InformationPublish Date: Thursday, September 23, 2010Proposal Submission Deadline: November 1, 2010Submit proposals/questions/comments to Sunny Mui, Project Manager, sunnycmui@gmail.com, PDF file format preferred for proposals, change addendums will be sent to all suppliers for RFP changesCompanies selected for second level evaluation will be contacted by Monday, November 15th to schedule a meeting with the project team; eliminated suppliers will be immediately notified of eliminationHayward Japan Grill is a small casual dining Japanese restaurant and Sushi bar located in Hayward, California. Our capacity for guests ranges up to 80 people. We have both tables for groups and a sushi bar. Orders to be prepared are currently physically taken to the sushi bar and kitchen separately. Currently, our POS system consists of manual laborhand written checks, cash box, calculators, paper orders, pens, etc. This system of order processing and cash wrap is unwieldy, slow, consumes a lot of resources, is unconducive to analysis, and is prone to mistakes. This project is intended to improve our current POS system with a new complete digital system. Benefits of a digital system include reduced waste of paper and supplies, automatic check calculations, faster order processing, error reduction, and easy access to sales information for analysis. In addition, integration into other future computerized systems would be possible. This project will accomplish these benefits through the procurement of a new electronic POS system that will fit our business needs. Ultimately, these benefits will help us better serve our customers and plan more effectively.We are looking for a complete hardware+software POS solution with restaurant service capabilities and functionalities. These capabilities are defined in the requirements section. We also require installation service, support services, and training documentation.Proposals will be evaluated based on ability to achieve stated objectives and meet requirements outlined in following sections.Proposals should contain:Contact informationExecutive summarySupplier understanding of our needs,Pricing information Information on the supplier including technical and managerial (processes and procedures for ensuring project success)Project plan References and testimonials Any additional information deemed necessary

Technical RequirementsProblem and Current System Specifications OverviewWe are looking for a complete digital POS system to replace our manual methods of order processing and guest check handling. Our current system functions as follows:Ordering: A guest walks in and is seated by a server, a guest walks to the counter to place a takeout order, or a guest calls in. The guests are designated as either dine in or takeout on the guest check when the server takes orders. The server provides menus to dine in customers and later hand-writes their orders on a guest check book, writing down any modifiers, noting down the table designation number. The server then rips off the specific guest check, separates the front-of-house check and the carbon-copied food prep check, tears the food prep check to separate sushi bar and kitchen orders, and then hand delivers them to the kitchen and the sushi bar. Order Preparation: The kitchen and sushi bar then interpret the handwriting for the orders and prepares them accordingly. If a guest chooses to modify their order at this point, the server must physically walk back into the kitchen or sushi bar and manually write the changes. Once the customer is ready to pay, the server finds the front-of-house check, writes in the menu item prices, totals it using a calculator, writes down the total, and presents it to the customer. Guest Check Payment: If customer pays cash then the server takes the cash, places the guest check into the cash-paid check pile, and makes change at the cash box. If the customer pays credit the server places the guest check into the credit-paid check pile, swipes the card at a separate credit card payment terminal, inputs the check total, waits for the receipt to print, tears the printed receipt from the machine, and presents it to the customer to be signed. Gift cards are activated and used similarly at the credit card payment terminal. If checks need to be split, the server must manually handwrite each split item onto new guest checks. Report Generation and Data Analysis: The paper guest check system is too cumbersome for report generation or analysis of sales data. The best data we have is credit card totals, breakdowns by card company, and total cash receipts.Project GoalsAchievements for a successful project should be as follows:Reduce paper and office supply waste from order taking materialsWe want to eliminate the need for paper guest check order books and reduce the excessive amount of pens needed to use these guest check books. If this goal is realized successfully, then we will completely eliminate our budget for guest check books and reduce our budget for pens by at least 30%Automate guest check handling and calculationsIdeally, we will eliminate the need our calculators to hand guest check calculations. In addition, we will be able to conduct order taking, guest check cash wrap, and payment completely within the new POS system. If this goal is realized then we will eliminate the budget for calculator purchases and we will be able to process guest checks digitally.Increase order processing speed from taking the order, delivering the order to the kitchen/sushi bar, to handling guest check delivery and paymentsOur goal is to increase the speed at which we serve the customer. Components that determine that speed--outside of food prep time--are time spent taking orders, time spent delivering the order to the kitchen/sushi bar, calculating guest checks to be presented to guests, and processing payment. If successful, after the training period and implementation the new system should be able to decrease the time spent on each of these various activities by at least 10%.Reduce order errors created by miscommunication from server to food prepOrder errors can be created by a multitude of causes: messy handwriting, misinterpretation of words, differing use of names for menu items, etc. We want to reduce these errors through the standardized digital formatting applied to all order processed in the new POS system. If this goal is achieved, order errors should be reduced by at least 30%Provide information in a usable digital form for analysisOur current manual system of order taking creates an unmanageable amount of paper that must (if we want to analyze the data) be manually sorted, evaluated, entered into a computer application, and analyzed. Due to the extreme amount of labor and effort required, we currently do not do this. We are letting a valuable source of information on sales composition and trends go to waste. If successful, the new system should be able to provide us with usable data on sales, individual items sales, and guest traits that we can easily manipulate (is in formats such as .xls, .xlsm, .doc, .docx, .txt) into computer applications for analysis.

Success will mean the achievement of the above objectives within budget and on time.POS HardwareHardware shall meet the following requirements:Base computer system shall meet all requirements to load and run the POS software. The suggested minimum requirements are a 1.0 GHz processor or equivalent, 1 GB RAM, and 40 GB hard disk. Touch screen interface for the base computer system, 15 screen size minimumThermal receipt printer for guest check printouts from POS softwareTwo order display screens for the kitchen and sushi bar to display inputted orders in the POS software, 15 screen size minimum One cash drawer to hold cash and coinsTwo wireless touch screen interface handheld order input systemsMinimum battery life of 4 hoursScreen size minimum of 3Full functionality to wirelessly take and send orders to be prepared without needing to physically interface with POS base computerRechargeable batteryWireless access point to allow communication between POS base computer and handheld unitsCredit card magnetic stripe reader

POS Software Software shall meet the following requirements:Touch screen compatibilityCapacity to input a minimum of 200 menu items, designate a minimum of 20 menu groups, with each group able to contain a minimum of 30 itemsAbility to designate dine in or take out ordersAbility to designate ownership of orders to specific serversAbility to split or combine checks to up to eight guest checksAbility to handle menu item ordering input from 2 wireless handheld devicesAbility to automatically separate and send relevant orders to sushi bar and kitchen departments remote displays (1 display in sushi bar, 1 display in kitchen)Ability to cancel orders once sent or modify/add/change items in orderAbility to handle multiple (at least 5) menu item modifiersAbility to handle server entered custom item inputs and modifiersAbility to handle menu item price modifiersAbility to enter coupon price modifiers, discount price modifiers, etcAbility to handle payment processing in cash and credit, interface with card readerCredit card processing shall take less than 20 seconds from card swipe to initiation of printing of receiptSoftware shall be PADSS compliantAbility to output guest checks to thermal receipt printerAbility to activate, add balance, change balance, close balance, and check balance of magnetic stripe gift cardsSoftware shall have table management capabilitiesAbility to create visual table maps with tables positioned according to user preferences Ability to designate each table by numberAbility to enter number of seatsAbility to display guest checks for each table and number of guestsAbility to handle multiple user accounts, minimum of 20Ability to give different user accounts different access rights to the POS system i.e. server accounts that only allow order input, processing, etc, and manager accounts that allow viewing of sales reports, changing of menu items, etcAbility to store open tabs for customers who are trusted enough to order and pay at a later dateAbility to generate usable data reportsAbility to display and export reports (in commonly accepted formats such as xls, xlsm, .doc, .docx, .txt, etc)Ability to generate sales reports breaking down sales by menu item, order time, table, server, guest check, number of guests, and profit by itemAbility to generate reports on table turnover, average guest check, and average table size.

Management RequirementsProject PlanSuppliers shall include a preliminary project plan with task breakdown, site preparation information, timetables, staffing numbers, staff responsibilities, staffing qualifications, schedule information, milestones, and budget information. The project plan must be comprehensive and detailed enough to determine whether suppliers can manage delivery and implementation of the POS system on schedule, within budget, and with the agreed upon functionality. CommunicationThe supplier shall also provide a principal contact for the project manager to communicate with from 11:00 AM to 5 PM PST. The supplier shall also provide weekly reports of progress to the project manager during the project execution, as well as outline planned work in the immediate following week. The project manager will monitor progress and ensure the project meets agreed upon requirements. If the project is failing to meet expectations, the project manager will alert the principal contact for immediate corrective action.Change ControlSuppliers shall provide information on how they handle change requests, bug reports, and upgrade requests during implementation. Suppliers shall contact the project manager before making any changes to the original agreement. The project manager must agree, in writing, to proposed changes before the supplier implements them. The project manager shall be notified of any proposed pricing changes due to proposed changes or other causes, and will negotiate the proposed price change with the principal contact before agreeing to them. Both supplier and project manager shall maintain logs of change requests.InstallationSite preparation information shall be provided to the project manager before installation begins. Equipment shall be delivered within a week of scheduled installation. Suppliers shall install all hardware and software for the POS system. Immediately after installation is completed, the supplier shall perform a system level test to demonstrate the hardware and software operate as warranted. The supplier shall then perform a test of the basic functionality and operation of the POS software. Afterwards, Hayward Japan Grill will perform an acceptance test over a 30 day period to ensure system requirements have been met. If the system does not conform, a change request will be filed by the project manager, and another testing cycle will take place.Support ServiceShould the POS system have problems, they should be resolved with the help of the supplier. Suppliers shall provide on-site or remote technical support from 11:00 AM to 5 PM PST. The supplier shall offer contact points for technical support inquiries via phone or email. The supplier shall also include a standard 2 year manufacturers warranty for equipment.TrainingSuppliers shall provide comprehensive training to managers and servers. Training shall include step-by-step detail that will enable employees unfamiliar with the system to perform described activities. Training may come in the form of manuals, videos, online training, computer-based training, or other digital formats.Supplier Qualifications and ReferencesWe are looking for suppliers who can provide evidence that they are capable and able to complete the project. Suppliers shall provide all information requested in Appendix A. In addition, the supplier shall provide two testimonial accounts from previous customers. SupplierWe realize that we may not be fully informed and may need additional guidance. We encourage and invite all suppliers to send recommendations, comments, and questions on this RFP. There may be better, more innovative ways to achieve our goals that we have not considered so we encourage feedback.PricingSuppliers shall provide a firm fixed price contract for the work done. Change requests that change the scope of the project will have corresponding price changes that need to be approved by the project manager as part of the change request approval process. The supplier shall individually price each element and provide a pricing breakdown that separates each cost into three general areas: hardware, software, and management. The supplier shall also note whether each cost is recurring or nonrecurring. The pricing breakdown shall include all the elements specified in Appendix B.Contracts and LicensesThe supplier shall provide information on whether any of the work will be subcontracted and subcontractor qualifications or licenses. A maintenance and support contracted is requested for a one year period with the option to renew. The equipment shall have a standard 2 year manufacturers warranty. Hayward Japan Grill shall receive a software license for the use of the POS software in its operations.Appendix ASupplier Assessment[This section contains a copy of the supplier information assessment contained in Appendix B of Request for Proposal: A Guide to Effective RFP Development by Bud Porter-Roth, pg 247-250]Appendix BPricing FormatHardwareComputer systemTouch screen interfaceReceipt printerOrder display screensCash drawerWireless handheld unitsWireless access pointCredit card readerConsumables (printer ribbons, printer paper, etc)SoftwarePOS softwareHandheld unit softwareOperating system softwareManagementConsultationInstallationTestingTrainingSupport and maintenanceProject staffingDocumentation