Project Information

Bid Title

Park Asset Reservations Request for Proposals

Issuing Agency

City of St. Louis

Location

Missouri

Published Date

Oct 20, 2025

Closing Date

Nov 21, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Park Asset Reservations Request for Proposals

Sponsor: Division of Parks

Procurement Type: Request for Proposals  and or Qualifications

Starting Date: 10-20-2025

Closing Date: 11-21-2025

Closing Time: 04:30 PM

Summary

The City of St. Louis is seeking proposals from qualified vendors to provide a comprehensive, cloud-based park asset reservation system to serve residents, visitors, and staff.

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REQUEST FOR PROPOSALS:

PARK ASSET RESERVATIONS

RFP OPENING DATE: Monday October 20, 2025 @ 8am

RFP CLOSING DATE: Friday November 21, 2025 @ 4:30pm

CITY OF ST. LOUIS

PARKS DIVISION

TABLE OF CONTENTS

I.

INTRODUCTION & EXECUTIVE SUMMARY

3

II. BUSINESS OVERVIEW & BACKGROUND

4

III. QUESTIONS & ANSWERS PERIOD

4

IV. SUBMISSION DEADLINE; INTERVIEWS

5

V. SCOPE OF WORK

6

VI. SUBMITTAL FORMAT

7

VII. EVALUATION CRITERIA

7

VIII. MINORITY & WOMEN’S BUSINESS ENTERPRISE PARTICIPATION (MBE/WBE) 9

IX. INSURANCE REQUIREMENTS

9

X. LIVING WAGE

10

XI. SERVICE CONTRACT MINIMUM PREVAILING WAGES/BENEFITS

12

XII. EARNINGS TAX REQUIREMENTS

XIII. ADDITIONAL RFP TERMS & CONDITIONS

A. Indemnification.

B. Amendments.

C. Right to Withdraw Proposal

D. Revisions to this RFP

E. Contents of Proposals

F. Respondents Responsibility

G. Termination.

H. Governing Law

XIV. TERMS TO BE REQUIRED IN CONTRACTS

A. Recordkeeping & Audits

B. Non-Discrimination Policy

C. Public Records Law

D. Unauthorized Aliens Affidavit

E. Anti-Discrimination Against Israel Act

F. Independent Contractor

G. Indemnification

H. Subject to Appropriation of Funds

I.

Prohibition on Limitation of Liability Clauses

J. Termination

K. The Supplemental ARPA Terms

2

I. INTRODUCTION & EXECUTIVE SUMMARY

The City of St. Louis (The City) is seeking proposals from qualified vendors to provide a

comprehensive, cloud-based park asset reservation system to serve residents, visitors, and staff. This

new system is intended to enhance access, streamline operations, and improve the overall user

experience for reserving park facilities such as picnic sites, pavilions, sports fields, and event spaces

across The City’s parks. By modernizing our reservation process, The City aims to deliver more

convenient, transparent, and responsive services to the public while supporting efficient management

and equitable access to our recreational assets.

The City is looking to enter into a contractual agreement with a service provider who will partner with

the Parks Division.

Issuing this RFP does not obligate The City to award a contract to any provider, nor is The City liable

for any costs incurred by the organizations in the preparation of proposals. Nothing in this RFP nor in

any proposal in response to this RFP is intended to be, nor should anything be construed, as an offer of

engagement; nor shall the selection of a Respondent be construed as an offer of engagement unless and

until a contract is fully negotiated and fully executed by all parties.

The City reserves the right to reject any and all proposals submitted and to waive any and/or all non-

material irregularities pertaining to the submission of the proposal. Additionally, any and all RFP

project elements, requirements and schedules are subject to change and modification. The City also

reserves the right to modify, suspend, or terminate at its sole discretion any and all aspect(s) of the RFP

process to obtain further information from any and all respondents, and to waive any defects as to form

or content of the RFP or any responses by any organization/business.

All submitted materials will become the property of The City, may become public documents at any

time during the selection process, and will become public documents at the conclusion of the selection

process. Any and all documents submitted by the Respondent may become public if and when they are

submitted to any advisory or legislative public body, or pursuant to the Missouri Sunshine Law. By

submitting a response to this RFP, each Respondent acknowledges having read this RFP in its entirety

and agrees to all terms and conditions set out in this RFP.

3

BUSINESS OVERVIEW & BACKGROUND

City government is made up of dissimilar agencies serving a common goal: create a place people want

to live, work and play.

The City and the Parks Division (Parks) wishes to select a vendor who shall design, configure,

implement, and support a cloud-based reservation software system for the City of St. Louis Parks

Division. The system must improve efficiency, accuracy, and customer service by automating facility

reservations, payments, and reporting.

This project is sponsored specifically by the Parks Division (Parks).

II. QUESTIONS & ANSWERS PERIOD

Beginning October 20, 2025, RFP packets will be available for pick-up at 5600 Clayton Ave, 63110 or

at https://www.stlouis-mo.gov/government/procurement/ .

Questions Regarding the RFP should be referred to:

Kara Hine

Parks Division

5600 Clayton Ave, 63110

hinek@stlouis-mo.gov

Questions must be submitted no later than November 7, 2025 @ 4:30pm. The Parks Division will

maintain a list of all firms or individuals requesting copies of the RFP and will ensure that copies of all

questions and responses shall be made available in writing to each firm on said list, and shall post

questions and answers on November 14, 2025 as an addendum to this RFP.

Questions should be asked in consecutive order, from beginning to end, following the organization of

this RFP. Each question should begin by referencing the RFP page number and section number to

which it relates. Questions should be sent in writing to hinek@stlouis-mo.gov. Respondents should not

otherwise contact the Parks Division directly, in person, by telephone, facsimile, or by email,

concerning this RFP.

Any communications relating to this RFP, written, oral, electronic or otherwise, between firms

submitting statements of qualifications in response to this RFP (including their agents and family

members) and Parks Division, its constituent agencies and/or their respective staff, employees,

commissioners, agents, directors, officials or officers, other than the contact person, is strictly

forbidden during the time that selection committee deliberations are taking place EXCEPT when

responding to a direct inquiry from the selection committee or during an interview with the committee.

Firms violating this admonition will be disqualified.

4

III. SUBMISSION DEADLINE; INTERVIEWS

To be considered by the Selection Committee, the proposal must be received in electronic copy, as set

forth below, no later than:

Date:

Friday November 21, 2025

Time:

4:30 P.M.

Location for

hard copy

delivery:

PARKS DIVISION

ATTN: KARA HINE

EXECUTIVE ASSISTANT I

5600 CLAYTON AVE

ST. LOUIS, MO 63110

Email address

for questions:

hinek@stlouis-mo.gov

Incomplete proposals or those received after the due date and time may be rejected.

Respondents MUST submit proposals in PDF form via e-mail to hinek@stlouis-mo.gov at or before

the above date/time. Email subject line shall be “RFP RESPONSE FOR PARK ASSET

RESERVATIONS SYSTEM” Proposals must be in PDF format. Proposals should be formatted for

easy printing, should the City elect to print some or all of the pages. This means utilize 8.5 x 11 page

size, standard 12 point font, and 1.5 – 2.0 spacing.

At the sole discretion of the selection committee, top scoring Respondents may be selected for an

interview to discuss the potential projects and Consultant qualifications at greater detail. The selected

‘shortlisted’ vendors will be notified to set up an official interview time if desired by the committee.

‘Shortlisted’ Consultants shall be available for interview, date and time TBD.

IV. SCOPE OF WORK

1. System Functionality

The solution must include, at minimum:

5

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