Cloud-Hosted Marina Management Software

A one-year contract opportunity for providing a secure, cloud-based marina management software platform with booking, billing, POS, and customer management features for marina operations in Missouri.

Contractor must adhere to all mandatory provisions of the RFP/IFB
Contract changes must be accomplished by formal contract amendment
Agreement is non-exclusive; Clay County retains right to bid or negotiate with other vendors
Clay County has the option to renew the contract for four additional one-year periods
Clay County has the right to extend the contract for up to 120 days under existing terms
All prices must be firm, fixed, and as indicated in Exhibit A Pricing Pages
Clay County and its Departments are exempt from Missouri Sales and Use Tax and Federal Excise Taxes
Continuance of the contract is contingent upon available funding and allocation of County funds
Contractor is responsible for personal injury, property damage, and loss of records/data due to negligence or willful misconduct
Contractor must indemnify, release, defend, and hold harmless Clay County from claims arising from services performed
For public work bids exceeding $75,000, Contractor must furnish a performance bond in the amount of 110% of the public work's cost
For public work bids, Contractor must pay not less than the prevailing hourly rate of wages as determined by the Department of Labor and Industrial Relations (Section 290.250 RSMo)
For public work bids, Contractor must retain payroll records for five years and make them available for inspection
For public work bids, Contractor must submit monthly certification of payroll records to Clay County
For public work bids, Contractor must meet 'responsible bidder' criteria, including no prior debarment, drug-testing policy, employer-provided healthcare benefits, licensed employees, prevailing wages, and OSHA certification
Contractor or subcontractor making false, deceptive, or fraudulent statements will be disqualified for three years
Prevailing wage requirements apply to all subcontractors
Any change to prevailing wage during the contract term will not result in an adjustment to the agreement price
The contract shall be governed by the laws of the State of Missouri, with venue in Clay County
Contractor must comply with all local, state, and federal laws and regulations applicable to contract performance
Contractor must be registered and maintain good standing with the Secretary of State of Missouri and other regulatory agencies
Contractor must timely file and pay all required Missouri tax returns and taxes
Contractor must employ only personnel authorized to work in the United States
Contractor must provide a written certification that the company is not currently engaged in and will not engage in a boycott of goods or services from the State of Israel (if contract value is $100,000 or more and Contractor has 10 or more employees)
Contractor must comply with all federal, state, or local laws, resolutions, ordinances, rules, regulations, and administrative orders, including Wage, Labor, IRCA, EEO, and OSHA
Clay County has the right to terminate the contract for convenience with at least thirty calendar days' written notice
Clay County may terminate the contract if county, state, and/or federal funds are not appropriated or available
Subcontracts must include provisions to ensure successful fulfillment of obligations and indemnify Clay County
Contractor must obtain Clay County approval prior to establishing any new subcontracting arrangements or changing subcontractors
Contractor or Subcontractor shall not knowingly employ, hire, or continue to employ an unauthorized alien to perform work in Missouri (for contracts exceeding $5,000)
Contractor shall only utilize personnel authorized to work in the United States
Clay County has the right to cancel the contract immediately and suspend or debar the Contractor if knowingly employing ineligible individuals
Contractor must fully cooperate with any audit or investigation from federal, state, or local law enforcement agencies
Contractor shall not transfer, convey, sublet, or assign any interest, rights, or title in the contract without prior written consent of Clay County
Contractor must report any notice or claim of patent or copyright infringement based on contract performance
Contractor must acquire and maintain adequate liability insurance, naming Clay County as an additional insured
Contractor must provide the insurance certificate when County notifies them of Recommendation for Award
Required insurance coverage includes Worker's Compensation (Statutory), Employer's Liability ($300,000/each employee), General Liability ($2,000,000/each occurrence, $2,000,000 aggregate, $1,000,000 umbrella), and Property Damage ($300,000/each occurrence)
Insurance carriers must have at least an A-VII rating in Best's Guide or equivalent
No salaried officer or employee of Clay County or County Commission member shall have a financial interest in the contract
Contractor represents itself as an independent Contractor
Contractor must retain all books, records, and other documents relevant to the contract for five years after final payment or audit completion
Contractor must work with Clay County to ensure an orderly transition of services and responsibilities upon contract award
Contractor must assist Clay County with an orderly transfer of responsibility upon expiration, termination, or cancellation of the contract
No substitution of specific key individual(s) and/or personnel qualifications without prior written approval of Clay County
Contractor is responsible for replacing any item received in damaged condition at no cost to the County
Contractor shall not substitute any awarded item(s) without prior written approval of the Clay County Department of Purchasing
Contractor must function as the single point of contact for the County, assuming responsibility for all products and services
Invoices must contain contract agreement number, description of products/services, and prices
Final, accurate invoices are due no later than thirty calendar days of the contract expiration
All documents, data, reports, supplies, equipment, and accomplishments prepared or completed by the Contractor become the property of Clay County
Equipment, supplies, and/or services are not deemed accepted until Clay County has had reasonable opportunity to inspect them
Contractor warrants that all equipment, supplies, and/or services conform to specifications, are fit for purpose, are of good materials and workmanship, and are substantially free from defect
Contractor must provide warranty on all products for twelve consecutive months from installation or delivery date
Contractor warrants products conform to mandatory technical, functional, and performance requirements
Contractor warrants that all IT products acquired are data, program, and communications compatible with other products and the County's computer environment
Contractor must comply with the Federal Occupational Safety and Health Act and pertinent Federal, State, and local safety or environmental codes
Contractor certifies all materials used conform to all articles and sections of current applicable National Building Codes and other construction-related codes
Clay County may cancel the contract for material breach, with opportunity to cure within 10 business days
Contractor must notify the Department of Purchasing immediately upon filing for bankruptcy or insolvency
Contractor and all Subcontractors must agree not to discriminate against recipients of services or employees/applicants for employment on the basis of race, color, religion, national origin, sex, age, disability, or veteran status
Contractor and all Subcontractors must comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA)
Contractor must agree to provide a drug-free workplace
Provide a Marina Management Software System meeting or exceeding specifications
System must include Vessel/Slip Management (inventory, assignment, waitlist, rentals, availability tracking)
System must include Reservations and Scheduling (online booking, calendar view, confirmations, block booking)
System must include Billing and Payments (invoicing, accounts receivable, payment processing, auto-billing, accounting/ERP integration, tax calculation, online contracts with e-signatures)
Solution must support PCI DSS compliant payment processing, not store cardholder data on County systems, use tokenization/hosted pages, and provide evidence of compliance
System must include Point of Sale (POS) for fuel, retail, services, with inventory control, integrated payments, and multiple tax rates
System must include Customer Relationship Management (CRM) with centralized profiles, contact history, automated marketing, and loyalty programs
System must include Operations and Service Requests (work order scheduling, fuel management, gate/access control integration, slip adjustments)
System must include Reporting and Dashboards (standard & customizable reports for revenue, occupancy, aging receivables, fuel sales, customer, executive dashboards)
System must include Mobile and Remote Access (staff mobile app, customer mobile access, offline support)
Deployment must be cloud-hosted with high availability (uptime SLA required), with optional on-premise, multi-facility support, and planned maintenance notifications
Security must include role-based access control, encryption at rest and in transit (TLS), secure authentication (SSO/OAuth preferred), and audit trails
System must have RESTful APIs for Accounting/ERP, Payment gateways, Gate/Barrier systems, Fuel management systems, SMS/Email platforms
System must support Import/Export (CSV, XML, JSON)
Vendor must provide assistance migrating legacy customer, reservation, and billing data, with validation and reconciliation support
System must include automated backups, defined RTO/RPO, and redundancy for Backup and Disaster Recovery
County retains ownership of all data, and Vendor must support full export of data in standard format upon request and contract termination
Vendor must disclose any additional fees for bulk export or offboarding
Vendor must provide initial system and administrator training, onboarding materials, and manuals, with optional ongoing training
Vendor must provide documentation including user guides, API docs, release notes, and operational runbooks
Vendor must provide Support Services including 24/7 helpdesk or defined support hours, SLA with response/resolution targets, and software updates/patching
System must have a modern, intuitive UI and be Accessibility compliant (e.g., WCAG 2.1 standards), with optional multi-language support
System must be designed to support high concurrent users, large customer databases, and multiple sites
Vendor must have a minimum of 5 years of experience in similar services
Vendor must provide a minimum of three references for similar services provided to public entities, local government, or private companies
Vendor must provide personnel qualifications, including supervising project(s) person and years of experience, and details for employees working on the project (qualifications, experience, training, certifications)

$100,000 – $500,000

RFP responses will be read out loud on April 9th, 2026 at 3:00 P.M.

Upon award, the contractor shall propose a detailed schedule including Kickoff, Data migration, Integration, Testing, Go-Live, and User training.

Clay County Purchasing Department

Organization overview and procurement intelligence available on paid plans.

The project seeks a vendor to provide a cloud-hosted marina management software solution. Key functionalities must include automated space assignment, comprehensive waitlist management, and support for seasonal, transient, daily, and long-term rentals. The software should offer real-time availability and capacity tracking, an online booking portal for customers, and integrated email and SMS confirmations with automated reminders.

Additional requirements include auto-billing for recurring services, integrated customer-accessible online boat slip contracts with unique online signature capabilities, and annual contract renewal processes. Payment processing must be secure and facilitated via validated payment processors that use tokenization and hosted payment pages. The solution should also feature on-site or mobile POS support for fuel, retail, and services, customer relationship management tools, reporting and dashboards, and grant customers mobile access to their reservations and billing. The initial contract term will be for one year.

Cloud-Hosted Marina Management Software

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