Project Information

Bid Title

City Website Redesign

Issuing Agency

City of Ballwin

Location

Missouri

Published Date

Feb 19, 2026

Closing Date

Mar 27, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

City Website Redesign
The City of Ballwin, Missouri is seeking proposals from qualified, experienced firms to design, develop, and implement a new official City website. The City seeks to create a dynamic website that is designed and organized in a manner that: allows visitors to easily find and access information; acts as a marketing tool for the City to highlight its programs, events and services, as well as its amenities and attractions to potential residents and businesses; is mobile-friendly; is easy to update and modify; and is able to incorporate components and integrate with third-party applications.Proposals must be emailed to Megan Freeman at mfreeman@ballwin.mo.us or mailed to Megan Freeman, City of Ballwin, 1 Government Ctr., Ballwin, MO 63011 by 3:00 P.M. on Friday, March 27th, 2026 . Bid specifications can be found at the link here .

Attachment Preview

Request for Proposals (RFP)

City of Ballwin Website Redesign and Development

1. Introduction

The City of Ballwin, Missouri is seeking proposals from qualified, experienced firms to design,

develop, and implement a new official City website. The City seeks to create a dynamic website

that is designed and organized in a manner that: allows visitors to easily find and access

information; acts as a marketing tool for the City to highlight its programs, events and services,

as well as its amenities and attractions to potential residents and businesses; is mobile-friendly;

is easy to update and modify; and is able to incorporate components and integrate with

third-party applications.

2. Project Overview and Objectives

The new City of Ballwin website should:

●​ Be fully compliant with the Americans with Disabilities Act (ADA) and WCAG 2.1 Level

AA standards.

●​ Provide a clean, modern design that reflects the City’s brand and values.

●​ Be intuitive, easy to navigate, and mobile-friendly.

●​ Integrate seamlessly with existing third-party platforms.

●​ Improve the City’s ability to communicate timely and accurate information.

●​ Allow City staff to easily manage and update content.

●​ Alerts and Notifications - display alerts prominently on the website with notifications sent

via email and text messaging to subscribers

●​ Content scheduling - set dates for content to automatically publish and expire

●​ “I want to …” functionality

●​ Site Statistics - Analytics and site audit reports (preferably not Google Analytics)

●​ Social Media Interface with multiple channels (preferably Instagram and Facebook)

●​ Live Edit - Add, edit and move content directly on the front end of the site without the

need to utilized or be trained in writing HTML or CSS code

3. Scope of Work

A final scope of work will be developed with the City and the respondent submitting the selected

proposal (“The Firm”) at the time of selection. The following acts only as a preliminary scope to

generally communicate the City’s expectations. The City wants to completely redesign its

website so that residents, businesses, and visitors, both current and potential, can easily

navigate and access information, register and pay for classes and programs, and complete any

necessary City forms. This RFP is for web design and hosting services. Proposals should

include or account for but not limited to the following:

3.1 Discovery and Planning

●​ Review of the existing City website.

●​ Stakeholder interviews and needs assessment.

●​ Information architecture and site mapping.

●​ Content strategy recommendations.

3.2 Design and User Experience

●​ Design a unique, attractive website to completely fulfill all City requirements either in this

RFP or in discussions with the City following the selection of a Firm, consistent with City

branding.

●​ Design a unique home page for the City website. Design should be simple, aesthetically

pleasing and allows users to easily access relevant information.

●​ Mobile-first, responsive design for all devices.

●​ Clear navigation and intuitive user experience.

●​ Accessibility-focused design elements.

●​ Alerts and Notifications - display alerts prominently on the website with notifications sent

via email and text messaging to subscribers

●​ Include a highly-functioning search capability that allows the user to search the whole

site or subsections within the site. The search should not be integrated with Google

search

3.3 Development, Technical and Administrator Requirements

The website must:

●​ Be ADA compliant and meet WCAG 2.1 Level AA standards.

●​ Be compatible with modern browsers and mobile devices.

●​ Use a secure, scalable content management system (CMS).

●​ Meet industry best practices for security and performance.

●​ Include content scheduling - set dates for content to automatically publish and expire

●​ Have Browser-Based Administration - update, delete, and create content from any

device with Internet access

●​ Include the ability to schedule news highlights to go up and come down at a certain time.

●​ Include the ability to hide/delete pages with no worries that they will later show up in a

Google search.

●​ Include user-friendly vanity URLs that can be organized. Website content editors at the

City should be able to set up friendly links themselves, and they should be easy to

change, organize and search the short URLs. Ideally, there should also be a way to set

up approvals for these short URLs.

●​ Ability for website content editors at the City to permanently delete pages.

●​ Have RFP/RFQ/Bid Posting

●​ Have ability to live Edit - Add, edit and move content directly on the front end of the site

without the need to utilized or be trained in writing HTML or CSS code

●​ Ability to turn pages off and on depending on the time of year and have them not turn up

in a Google search when they are off.

●​ Ability to preview any changes made to content before publishing to the websites. This

should apply to all types of content, including but not limited to: pages, calendar events,

news and FAQs.

●​ Ability to archive pages and content.

●​ Ability to define a review schedule for all content, prompting the site editors to review

published, non-date sensitive content periodically to ensure all items remain accurate.

●​ Website content editors’ system should allow for City to be able to post an unlimited

amount of content at no extra cost to City.

●​ The site must allow multiple levels of review and approval of content, before the

information is published on the site. Must have a minimum of two levels of approval. This

should be able to be turned on or off depending on various factors.

●​ The website must utilize a responsive design to display on varying monitor sizes-tablets

and all mobile devices (Windows, Android, iPhone, etc).

Any additional features the respondent feels would improve the City website or the transition

process. It is expected that the Firm works with the City to develop a site that best meets the

needs of the City. We will look to the Firm to provide municipal-specific direction from their

experience working with multiple cities or other government entities.

3.4 Required Integrations

The website must include compatibility and integration with the following platforms:

●​ RecTrac (Parks and Recreation registrations and programs)

●​ Municode (City Code and Ordinances)

●​ MyGov (Online services, payments, and forms)

3.5 Universal Calendar Feature

The website must include a universal calendar that:

●​ Pulls and displays events automatically from RecTrac, Municode, and MyGov.

●​ Allows events to be filtered by category, department, or date.

●​ Displays events in a user-friendly calendar and list format.

●​ Updates dynamically as events are added or changed in the source platforms.

3.6 Content Migration and SEO

●​ Migration of existing website content as directed by the City.

●​ Identification of outdated or redundant content.

●​ Search engine optimization (SEO) best practices.

●​ Be ADA compliant and meet WCAG 2.1 Level AA standards. Also, the site should

provide an ongoing way to maintain a compliant website (automated if possible).

3.7 Training and Documentation

●​ Training for City staff on website administration and content updates.

●​ Written documentation and user guides.

3.8 Testing and Launch

●​ ADA compliance testing.

●​ Cross-browser and device testing.

●​ Final review and approval by City staff.

●​ Website launch and post-launch support.

4. Vendor Qualifications

Proposals should demonstrate:

●​ Experience designing municipal or government websites.

●​ Proven expertise in ADA-compliant web development.

●​ Experience integrating third-party platforms similar to RecTrac, Municode, and MyGov.

●​ Ability to meet project timelines and provide ongoing support.

5. Proposal Requirements

The City will consider proposals from Firms with specific experience and success in website

development preferably for municipalities. Selection of a proposal will be at the sole judgment of

the City. All proposals must include:

1.​ Firm name, address, telephone number, and contact person(s) email address.

2.​ A timeline indicating the expected completion time of key steps and of the entire project

from the execution of the contract agreement. Key steps should be briefly described.

3.​ Brief history of Firm, including number of years of experience.

4.​ Examples of similar projects, preferably municipal websites.

5.​ Description of the Firm’s processes and method of approach.

6.​ Description of ADA compliance approach.

7.​ Details on required platform integrations and universal calendar solution.

8.​ Pricing structure and cost breakdown: The Schedule of Fees must include a total

not-to-exceed contract proposal amount. Please be very explicit in listing and describing

any services or items not covered in the proposal fee amount. The proposal fee should

be broken down to include major fee categories.

a.​ Pricing Categories (indicate one time fees and recurring fees):

i.​ Website Design

ii.​ Implementation

iii.​ Training (Indicate Onsite, Virtual or both)

Commodity Codes

• NAICS 541511Custom Computer Programming Services

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