Saint Louis Zoo Technology Application Consulting RFP 2024

Agency:	Saint Louis Zoo
State:	Missouri
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies D - Automatic Data Processing and Telecommunication Services
Posted:	Apr 25, 2024
Due:	May 29, 2024
Publication URL:	To access bid details, please log in.

Attachment Preview

Project Name: Technology Application Consulting RFP 2024

Project Number: 2024-01-017

Issue for Bid

Project Manual

Date: April 24, 2024

Candace Bingham

Director of Procurement

Saint Louis Zoo

One Government Drive

St. Louis, MO 63110

cbingham@stlzoo.org

TABLE OF CONTENTS

INVITATION TO BIDDERS.............................................................................................................................. 3

SCOPE OF WORK........................................................................................................................................... 4

REQUEST FOR BID......................................................................................................................................... 9

APPENDIX A SAINT LOUIS ZOO STIPULATED SUM BID FORM ................................................................... 12

APPENDIX B SUPPLIER DIVERSITY UTILIZATION STATEMENT.................................................................... 16

APPENDIX C STATE OF MISOURI EXEMPTION FROM MISSOURI SALES AND USE TAX ON PURCHASES.... 19

APPENDIX D POLICY ON SUPPLIER DIVERSITY ON SAINT LOUIS ZOO CONTRACTS ................................... 20

INVITATION TO BIDDERS

PROJECT

Technology Application Consulting RFP 2024

INTRODUCTION

The Saint Louis Zoo (“Zoo”) is seeking formal proposals from qualified consultants, firms and

organizations to collaborate with the Zoo on a two phased technology application

modernization consulting project. Phase 1 of this project will include a detailed review of three

of the Zoo’s key technology applications and provide detailed analysis and recommendations

on their continued viability. Phase 2 of this project is assistance with creation of a Request for

Proposal for the next iteration of each of these applications. Phase 2 is based on the findings

and/or recommendations outlined in Phase 1 of this project. The objective of this engagement

is to strategically assist the Zoo with development of a three to five year technology roadmap

encompassing each of these applications in 2024 in order to guide the Zoo in becoming a

“digital first” organization.

This roadmap will focus on three key applications currently in use at the Zoo. The specific

applications that are the focus of this project are used for:

1. Donor relations management

2. Education registration/event management

3. Point of sale operations

The Zoo envisions moving into Phase 2 of this project based on the roadmap recommendations

for the three applications. Additionally, Phase 2 shall include project management and

consultation services for drafting an RFP for the next iteration of each of the applications.

Bidders must submit proposals for the technology roadmap and subsequent RFP services

separately. The Zoo reserves the right to award both Phases of this project to the same vendor,

or to award to multiple bidders. If multiple vendors are awarded, the Zoo’s expectation is that

all vendors will collaborate to advise the Zoo and other awarded vendor in their respective

realm. Bidders may partner with others to complete proposal or bid independently.

BACKGROUND

The Saint Louis Zoo has been a treasured gem in the community for over 100 years. Located in

the heart of Forest Park, the Zoo is consistently ranked as one of the Top 10 Zoos in the United

States and one of only three free Zoos in the US. As early as 2027, the Saint Louis Zoo will

embark on an exciting journey with the opening of a new campus –The Saint Louis Zoo

WildCare Park. Additionally, the Zoo plans to open Destination Discovery, a new experience for

families and children, opening in 2026. This expansion represents a significant milestone in the

Zoo’s history and highlights our commitment to community, collaboration, guest experience

and innovation. This expansion and overall growth trajectory present new challenges and

demands which necessitate adaptations in our staff, operational processes and technological

infrastructure.

Of the three applications which are the focus of this project, two of the applications have been

in use for over twenty years. One is currently an on-premises solution which has not had any

vendor updates in over five years. The other is a hosted application. This application has

crashed the past three years, on the most critical day of its business use, leading to a less than

desired guest experience and a difficult challenge to accommodate impacted members and

staff.

In 2013, the Zoo made a strategic decision to move to a unified point of sale solution for food

service, retail and ticketing operations. The solution is hosted on premise with a hosted e-

commerce solution. As the Zoo moves to a “digital first” organization, the Zoo needs to explore

if this solution is still the right fit or does the Zoo need to move to a “best in breed” solution to

deliver an excellent guest experience.

SCOPE OF WORK

The awarded consultant will work with the following departments: Business Operations

(Attractions, Distribution, Food Service, Guest Experience, Retail plus Sales and Catering),

Development, Education, Finance, Marketing, Membership and Technology Services. The scope

of work consists of the following:

PHASE 1

1. Applications Roadmap

A. Evaluate and analyze current processes and systems in use for each of the three

application areas. From this analysis, design and manage the creation of a

comprehensive technology application roadmap (focusing on the Zoo’s point of sale

application, development/fundraising management application and education

registration application) to include:

B. Long- and short-term objectives

C. Tasks, milestones and dependencies

D. Resources required and an allocation strategy broken down by:

i. Time (staff and consultant)

ii. Cost

E. Timeline of the project’s lifecycle

F. Risk factors and challenges

G. Recommendations listed by priority

H. Estimated costs include all assumptions

2. Deliverables

A. Project Approach and Methodology – Detail your approach to developing this

roadmap. Include the methodologies to be used, for example interviews, surveys,

assessments, etc.

B. Scope of Work - Provide a detailed breakdown of tasks and activities to develop the

roadmap.

C. Current State Assessment Report - This shall include a comprehensive analysis of the

current landscape. The report shall include inventory of systems being evaluated,

infrastructure and processes, as well as a strengths, weaknesses, opportunities and

threats (SWOT) analysis

D. Future State Vision Document - This document shall provide a clear vision of where

the Zoo should be in terms of technology in the future. It should align with our

business objectives and strategic goals and provide a roadmap for achieving the

vision.

E. Gap Analysis Report – Provide an analysis of the gaps between the Zoo’s current

state and the future state vision. This should identify areas for improvement and

prioritize initiatives to address gaps.

F. Application Roadmap Document – Provide a detailed roadmap outlining initiatives,

projects, milestones needed to achieve the future state vision. This should include

timelines, dependencies, resource requirements, and estimated costs for each

initiative.

G. Risk Assessment and Mitigation Plan – Provide an assessment of potential risks and

challenges associated with implementation of the technology roadmap, along with

strategies to mitigate those risks.

H. Cost Estimates and Budget Proposal – Provide detailed cost estimates for

implementing the technology roadmap. This should include both capital and

operational expenses, as well as any potential cost savings or ROI projections.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Saint Louis Zoo Technology Application Consulting RFP 2024

Attachment Preview

See also