The solution must include, at minimum: ● Online Reservations: Public-facing portal (desktop and mobile accessible) for customers to view availability and make reservations. ● Calendar & Scheduling: Real-time facility and equipment scheduling with conflict-prevention features. ● Payment Processing: Secure integration with online payment platforms, supporting multiple payment types (credit card, ACH, etc.) via the PayItGov system. ● Customer Management: Database of customer profiles, history, and communication logs. ● Notifications: Automated confirmations, reminders, and cancellation notices via email/SMS. ● Reporting & Analytics: Standard and customizable reports for usage, revenue, and operational trends. ● User Roles & Permissions: Role-based access for staff at different levels (administrators, clerks, supervisors, etc.). ● Audit Trail: Complete activity logs for compliance and accountability. 2. Technical Requirements ● Cloud-Based: Hosted on a secure, scalable cloud environment. ● Integration: Ability to integrate with existing City systems ○ PayIt - reservation fees to PayIt and Payments from PayIt to the reservation system ○ GIS - Asset Locations from GIS (Esri) system(s) ○ Web Content - Feed park and asset information and reservations to/from city website ■ Depending on platform API capabilities, vendor may not need to provide any custom integrations to website ● Data Security: Must comply with City of St. Louis data security standards, including encryption of data in transit and at rest. ● Accessibility: Must comply with ADA accessibility standards for web applications. ● Scalability: Capable of handling growth in reservations, facilities, and users without performance loss. 3. Implementation Services The vendor will be responsible for: ● Project Planning: Develop an implementation plan with milestones and deliverables. ● Configuration & Customization: Tailor the system to the Parks Division’s facilities, workflows, and policies. ● Data Migration: Transfer existing open reservation records into the new system. Current records are in a sql database (MS Access) format. ● Testing: Conduct end-to-end testing to ensure functionality and accuracy prior to go-live. ● Training: Provide comprehensive training for Parks staff, including user guides and reference materials. ● Go-Live Support: Assist staff during system launch to ensure a smooth transition...
