2-CO-Town of Parker RFI Workbook-EAM.xlsx
XLSX spreadsheet 60 KB Posted
- Solicitation number
- 26-012
- Issued by
- Douglas County, Colorado
About this file
This is a Request for Information (RFI) workbook issued by the Town of Parker, Colorado, in collaboration with BerryDunn, to evaluate Enterprise Asset Management (EAM) and Enterprise Resource Planning (ERP) software solutions. The Town seeks to optimize or replace its existing technology environment to better support asset management, work order management, preventative maintenance, inventory management, fleet operations, facilities management, parks and recreation, streets and stormwater infrastructure, traffic management, inspections, and reporting functions across multiple departments including Public Works, Facilities, Parks and Recreation, and Police. The RFI workbook was updated on May 7, 2026, and requests vendor responses across six primary sections: module availability, functionality alignment with 47 general/technical requirements and 26 asset management-specific requirements, implementation approach and project duration, cost estimates for one-time and recurring expenses, informational questions regarding vendor experience and capabilities, and evaluation of integration with existing systems including CivicPlus Beehive, FASTER fleet management, Laserfiche document management, RoadAI pavement analysis, SmartForce police equipment tracking, and Sprocket facilities maintenance systems.
Vendors are required to provide responses indicating whether proposed solutions include specific modules (response indicators: 1=included, 2=integrated with third-party, 3=not provided) and whether functionality meets requirements or is on the product roadmap, with detailed narrative comments. The Town requests cost estimates for software licensing, professional services, training, data conversion, hardware, interface development, and third-party services, along with recurring annual fees for subscriptions, maintenance, hosting, and support. Implementation approach responses should address professional services delivery models, deployment options (cloud-based, on-premises, hybrid), anticipated Town project team roles and resource requirements, work effort division between Town and vendor, and typical project phasing with estimated durations. Vendors must also address data migration strategy, licensing and subscription models, cybersecurity practices, scalability and reliability approaches, current client base in Colorado's local government sector, and strategic product roadmap direction. The RFI anticipates integration with existing systems where feasible, retention of legacy data capabilities, and post-implementation support models to ensure comprehensive understanding of total cost of ownership and implementation resource requirements for a fully functional EAM solution.
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| File | Type | Posted |
|---|---|---|
| 1-RFI 26-012 Enterprise Asset Management Technology.pdf |
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1. Availability of Modules
| Availability of Modules | |||
| Instructions for completing this worksheet: Please provide your responses to the tables below, including supporting narrative comments where applicable to help the Town better understand the responses given. | |||
| Response Indicators: | |||
| 1: The module is part of the integrated software package we provide. | |||
| 2: The module is not part of the software we provide; however, we regularly integrate with a third-party software product to provide this functionality. Identify this product in the comments. | |||
| 3: We do not provide this module. | |||
| No | Module | Vendor Response | |
| (1, 2, or 3) | Comments | ||
| 1 | Enterprise Asset Management | ||
| 2 | Work Orders | ||
| 3 | Inspection & Inventory Management |
&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software
&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software
&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software
&"Arial,Bold"&14Town of Parker &"Arial,Regular"Request for Information (RFI) Workbook
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10May 7, 2026
2. Avail. of Functionality
| Availability of Functionality | |||
| Instructions for completing this worksheet: Please provide your responses to the tables below, including supporting narrative comments where applicable to help the Town better understand the responses given. | |||
| Response Indicators: | |||
| F: "Fit" indicates the product or a feature meets the need of the requirement. | R: "Roadmap" indicates the capability is on the system's roadmap. Please describe the planned functionality and associated timeline for release in the Comments column. | ||
| G: "Gap" indicates the system cannot satisfy the requirement. | |||
| P: "Partial" indicates the system can meet some of the requirement but not all. Please describe limitations in the Comments column. | T: "Third-Party" indicates the system cannot satisfy the requirement. However, this feature could be provided with integration with a third-party system. This system should be specified in the Comments column. | ||
| No | Functionality | Vendor Response (F,G,P,R,T) | Comments |
| General and Technical | |||
| Technical Environment | |||
| GT.1 | The system shall have the ability to support a configurable, integrated application environment that allows changes made in one module to flow to related modules without duplicate data entry. | ||
| GT.2 | The system shall have the ability to support separate production, test, training, and development environments, including the ability to track configuration changes, software updates, and environment refreshes. | ||
| GT.3 | The system shall have the ability to support environment refreshes, including the ability to copy data and configuration from production to non-production environments using Town-defined timing and security controls. | ||
| GT.4 | The system shall have the ability to support browser-based access through current versions of major web browsers, including Microsoft Edge, Google Chrome, and Safari. | ||
| GT.5 | The system shall have the ability to support data retention, archive, purge, and retrieval rules based on Town-defined operational, legal, audit, and historical reporting requirements (e.g., capital project, asset lifecycle). | ||
| Data, Integration & Interoperability | |||
| GT.6 | The system shall have the ability to support data import and export using standard file formats, including CSV, XLSX, XML, PDF, DOCX, TXT, HTML, and other Town-defined formats. | ||
| GT.7 | The system shall have the ability to support APIs for third-party system integration, including data entry, data extraction, workflow initiation, status updates, and system-to-system communication. | ||
| GT.8 | The system shall have the ability to support secure scheduled data feeds, imports, exports, and automated file transfers with Town-defined third-party systems. | ||
| GT.9 | The system shall have the ability to support data export for public records, audit requests, analysis, reporting, and future system transitions without requiring vendor-developed custom extracts for standard data fields. | ||
| Security, Privacy & Audit | |||
| GT.10 | The system shall have the ability to support integration with the Town’s identity provider, including Entra ID/Azure. | ||
| GT.11 | The system shall have the ability to support multi-factor authentication for internal, external, mobile, and administrative users based on Town-defined security policies. | ||
| GT.12 | The system shall have the ability to support role-based security to restrict access to information and functions based on job role, department, user group, module, record type, data field, and other Town-defined criteria. | ||
| GT.13 | The system shall have the ability to support field-level security and data masking for sensitive information, including Social Security numbers, tax identification numbers, dates of birth, bank account information, health information, personal addresses, and other Town-defined confidential data. | ||
| GT.14 | The system shall have the ability to support multiple administrative roles, including technical administrators, functional administrators, department administrators, and read-only audit users. | ||
| GT.15 | The system shall encrypt data at rest and in transit using industry-standard encryption methods and secure key management practices. | ||
| GT.16 | The system shall capture audit log details including user ID, date, time, action performed, original value, updated value, affected record, and related module or process. | ||
| GT.17 | The system shall align with recognized cybersecurity and privacy frameworks applicable to the proposed solution, such as SOC 2 Type II, ISO 27001, NIST, CJIS, HIPAA, PCI, or other relevant standards, where applicable. | ||
| Document & Records Management | |||
| GT.18 | The system shall have the ability to support document management functionality that allows electronic files to be attached, linked, categorized, searched, viewed, retained, and retrieved from related system records. | ||
| GT.19 | The system shall have the ability to support drag-and-drop upload, scanned document capture, batch upload, and manual attachment of electronic files to transactions and records. | ||
| GT.20 | The system shall have the ability to support document version control, including the ability to retain prior versions, identify the current version, and view version history. | ||
| GT.21 | The system shall have the ability to support configurable allowable file types, file size limits, document categories, naming conventions, and required attachment rules. | ||
| GT.22 | The system shall have the ability to support electronic signatures, digital signatures, document stamping, approval signatures, and integration with third-party signature platforms where applicable. | ||
| GT.23 | The system shall have the ability to support document redaction, restricted document visibility, and confidential document handling based on Town-defined security rules. | ||
| GT.24 | The system shall have the ability to support document sharing through secure links, email, portal access, download, export, or integration with Town-defined document repositories. | ||
| GT.25 | The system shall have the ability to support records retention and litigation hold rules for electronic documents based on document type, module, record status, and Town-defined schedules. | ||
| GT.26 | The system shall have the ability to integrate with third-party document management systems (e.g., Laserfiche). | ||
| Workflow & Notifications | |||
| GT.27 | The system shall have the ability to support configurable workflows across proposed modules, including initiation, routing, approvals, task assignments, status tracking, escalations, notifications, and completion rules. | ||
| GT.28 | The system shall have the ability to support workflow routing based on user, role, department, division, record type, transaction type, amount threshold, location, or other Town-defined criteria. | ||
| GT.29 | The system shall allow authorized users to view where a record or transaction is in the workflow process, including current step, assigned user, pending action, due date, and workflow history. | ||
| GT.30 | The system shall have the ability to support workflow audit trails, including initiator, approver, reviewer, date and time, comments, decisions, status changes, and completed steps. | ||
| GT.31 | The system shall have the ability to support delegation, backup approvers, temporary user availability settings, and automated reassignment during absence, leave, vacancy, or non-response. | ||
| GT.32 | The system shall have the ability to support bulk review and approval of selected tasks or transactions where permitted by Town-defined business rules and security permissions. | ||
| GT.33 | The system shall have the ability to support event-driven notifications through email, in-system alerts, dashboards, mobile notifications, or other Town-defined communication methods. | ||
| GT.34 | The system shall allow authorized users to override, reroute, return, or advance a workflow step with required reason codes, audit trail, and security controls. | ||
| Reporting & Analytics | |||
| GT.35 | The system shall include a library of standard pre-built reports for operational, financial, administrative, compliance, audit, and management reporting needs. | ||
| GT.36 | The system shall have the ability to support an integrated, user-friendly report writer that allows authorized users to create and modify reports using available system data fields without advanced technical skills. | ||
| GT.37 | The system shall support ad hoc reporting capabilities, including the ability for users to select data fields, apply filters, define groupings and sorting, perform calculations, and configure parameters and output formats. The system shall also allow users to save, share, and designate ad hoc reports as favorites for future use. | ||
| GT.38 | The system shall have the ability to support configurable dashboards that display role-based metrics, trends, exceptions, workloads, due dates, alerts, and key performance indicators. | ||
| GT.39 | The system shall have the ability to support scheduled report generation and distribution by email, secure link, dashboard publication, or export to Town-defined repositories. | ||
| GT.40 | The system shall have the ability to support historical trend reporting and point-in-time reporting for operational, financial, service delivery, audit, compliance, and management analysis. | ||
| GT.41 | The system shall integrate with Microsoft Excel to enable live, refreshable reporting and analytics, allowing authorized users to securely retrieve, filter, and analyze ERP data in Excel with on-demand and scheduled refresh capabilities. | ||
| GT.42 | The system shall have the ability to support payroll compliance with applicable federal, state, and local laws, regulations, and Town-defined policies, including configurable payroll rules, validations, and controls for earnings, deductions, taxes, leave, and overtime, with audit trails and reporting to support compliance monitoring, audit requirements, and consistent payroll processing. | ||
| GT.43 | They system shall have the ability to configure and report against user-defined fields. | ||
| User Experience, Accessibility, & Mobile | |||
| GT.44 | The system shall provide a consistent and intuitive user interface across proposed modules to promote ease of use, reduce training needs, and simplify system administration. | ||
| GT.45 | The system shall have the ability to support partial, wildcard, and keyword search across key records, including names, IDs, addresses, parcels, assets, permits, vendors, employees, projects, and other Town-defined records. | ||
| GT.46 | The system shall have the ability to support pre-filled fields, dropdowns, lookup lists, field-level help, tooltips, and data validation to reduce duplicate entry and improve data quality. | ||
| GT.47 | The system shall comply with ADA accessibility expectations and WCAG 2.2 AA or current applicable accessibility standards for internal and public-facing functionality. | ||
| GT.49 | The system shall have the ability to support mobile access through browser-based responsive design, native mobile applications, or both, based on the proposed solution and user role. | ||
| Enterprise Asset Management | |||
| EAM.1 | The system shall have the ability to support centralized asset management across Town-defined asset-owning departments and functions, including Public Works Streets, Stormwater, Traffic, Facilities, Parks and Recreation, Fleet reference assets, Police-supporting assets, and other Town-defined operational areas. | ||
| EAM.2 | The system shall have the ability to support a centralized asset registry that provides a single source of truth for Town-defined asset classes, including infrastructure, stormwater, traffic, parks, facilities, fleet-related reference assets, equipment, and other asset types. | ||
| EAM.3 | The system shall have the ability to support configurable asset records, including asset type, subtype, department, owner, status, location, condition, criticality, useful life, installation date, replacement date, warranty information, and supporting documentation. | ||
| EAM.4 | The system shall have the ability to support configurable asset hierarchies and relationships, including parent-child assets, component assets, assemblies, systems, subsystems, facilities, locations, and related equipment. | ||
| EAM.5 | The system shall have the ability to support Town-defined asset identifiers, including asset ID, equipment ID, GIS ID, barcode, QR code, serial number, tag number, and legacy cross-reference IDs from existing systems. | ||
| EAM.6 | The system shall have the ability to support GIS-linked asset records, including the ability to associate assets with map features, addresses, parcels, coordinates, service areas, and other Town-defined location attributes. | ||
| EAM.7 | The system shall have the ability to support structured asset onboarding from capital projects, development projects, inspections, GIS updates, field discovery, procurement activity, and manual entry. | ||
| EAM.8 | The system shall have the ability to support asset acceptance, activation, inactivation, transfer, retirement, replacement, and disposal workflows, including documentation, approvals, status history, and financial system notifications where applicable. | ||
| EAM.9 | The system shall have the ability to support Town-defined condition, risk, criticality, consequence, and service-level attributes by asset class to support asset prioritization and lifecycle planning. | ||
| EAM.10 | The system shall have the ability to support lifecycle planning for assets, including useful life, replacement cost, current condition, remaining life, maintenance history, rehabilitation needs, renewal timing, and replacement timing. | ||
| EAM.11 | The system shall have the ability to support forecasting of maintenance, renewal, rehabilitation, and replacement needs using Town-defined criteria, including condition, age, risk, cost, and historical work activity. | ||
| EAM.12 | The system shall have the ability to support tracking of asset acquisition cost, replacement value, funding source, grant reference, capital project source, depreciation reference, and financial asset cross-reference where applicable. | ||
| EAM.13 | The system shall have the ability to support facilities asset records, including buildings, building systems, HVAC, electrical, plumbing, life safety, automatic doors, service contracts, warranties, lifecycle attributes, and related documentation. | ||
| EAM.14 | The system shall have the ability to support parks and recreation asset records, including playgrounds, fields, courts, trails, benches, signs, irrigation components, amenities, structures, equipment, facilities and related equipment, and related documentation. | ||
| EAM.15 | The system shall have the ability to support stormwater asset records, including pipes, inlets, outlets, culverts, channels, detention facilities, drainage structures, and other Town-defined stormwater infrastructure. | ||
| EAM.16 | The system shall have the ability to support streets and right-of-way asset records, including roads, parking lots, sidewalks, medians, pedestrian bridges, pavement areas, snow removal assets, street sweeping areas, and other Town-defined right-of-way assets, with associated lifecycle attributes, condition data, and related documentation. | ||
| EAM.17 | The system shall have the ability to support traffic asset records, including signs, signals, pavement markings, streetlights, median lighting, decorative lighting, parking lot lighting, fiber, switches, and related field infrastructure. | ||
| EAM.18 | The system shall have the ability to support reference or integration capabilities for fleet-related assets maintained in FASTER, including vehicle identifiers, equipment relationships, maintenance status, mileage, engine hours, and usage metrics where applicable. | ||
| EAM.19 | The system shall have the ability to support document and photo management for asset records, including manuals, plans, as-builts, warranties, certificates, permits, photos, videos, and other Town-defined supporting documentation. | ||
| EAM.20 | The system shall have the ability to support enterprise search and inquiry by asset ID, equipment ID, legacy ID, location, address, parcel, map feature, department, status, asset type, and keyword. | ||
| EAM.21 | The system shall have the ability to support role-based access to asset records by department, asset class, location, record type, user role, data field, document type, reporting access, and administrative function. | ||
| EAM.22 | The system shall have the ability to support configurable asset record types, fields, forms, business rules, numbering formats, required fields, validation rules, and asset classifications without vendor customization where practical. | ||
| EAM.23 | The system shall have the ability to support asset data exchange with financial, fixed asset, project accounting, budgeting, procurement, GIS, community development, and fleet systems to support capitalization, planning, reporting, and asset handoff. | ||
| EAM.24 | The system shall have the ability to support migration and lookup of historical asset records, legacy IDs, photos, documents, GIS references, condition history, and related asset information from Beehive, GIS, spreadsheets, Laserfiche, FASTER, excel and other external data sources, and other Town-defined sources. | ||
| EAM.25 | The system shall maintain audit trails for asset records, including asset creation, attribute updates, status changes, location changes, document uploads, approvals, transfers, retirements, and user activity. | ||
| EAM.26 | The system shall have the ability to support configurable retention, archive, and retrieval rules for asset records and related documentation to help support operational, legal, audit, historical reporting, and future planning needs. | ||
| Work Orders | |||
| WO.1 | The system shall have the ability to support end-to-end work order management for preventive, corrective, reactive, emergency, inspection-generated, request-generated, project-related, and recurring work. | ||
| WO.2 | The system shall have the ability to support work order creation from asset records, service requests, inspections, preventive maintenance schedules, GIS maps, mobile devices, and manual entry. | ||
| WO.3 | The system shall have the ability to support configurable work order types, priorities, statuses, problem codes, failure codes, cause codes, resolution codes, crews, departments, and service levels. | ||
| WO.4 | The system shall have the ability to support work assignment by department, crew, supervisor, geographic area, asset type, skill, priority, workload, and availability. | ||
| WO.5 | The system shall have the ability to support dispatching, scheduling, reassignment, escalation, and monitoring of work orders across office and field users. | ||
| WO.6 | The system shall have the ability to support conversion of service requests to work orders and maintain linkage between requestor information, request status, work performed, asset history, and closure details. | ||
| WO.7 | The system shall have the ability to support service request triage, duplicate request review, location validation, categorization, routing, notifications, and public/internal status updates. | ||
| WO.8 | The system shall have the ability to support preventive maintenance schedules based on calendar intervals, asset condition, meter readings, runtime, mileage, engine hours, seasonality, inspection results, and other Town-defined triggers. | ||
| WO.9 | The system shall have the ability to support recurring work templates, task lists, standard operating procedures, labor estimates, materials estimates, equipment estimates, and safety instructions. | ||
| WO.10 | The system shall have the ability to support labor tracking by employee, crew, role, department, date, hours, pay type, work activity, work order, asset, project, grant, and other Town-defined coding. | ||
| WO.11 | The system shall have the ability to support tracking of equipment usage, vehicle usage, meter readings, mileage, engine hours, and equipment costs associated with work orders. | ||
| WO.12 | The system shall have the ability to support tracking of materials, parts, supplies, inventory issues, returns, and costs associated with work orders. | ||
| WO.13 | The system shall have the ability to support work order cost tracking for labor, equipment, materials, contracted services, overhead, and other Town-defined cost categories. | ||
| WO.14 | The system shall have the ability to support mobile work order access for field users, including assigned work, maps, asset details, instructions, checklists, photos, documents, comments, and offline or limited-connectivity use where applicable. | ||
| WO.15 | The system shall have the ability to support field data entry from mobile devices, including status updates, labor, equipment, materials, photos, measurements, inspection results, notes, signatures, and completion details. | ||
| WO.16 | The system shall have the ability to support simplified photo capture and upload from mobile devices with linkage to the applicable asset, work order, inspection, service request, or condition record. | ||
| WO.17 | The system shall have the ability to support map-based field workflows, including locating nearby assets, selecting assets from a map, updating asset location, and creating work from map features. | ||
| WO.18 | The system shall have the ability to support supervisor review and approval of completed work, labor charges, materials use, contracted work, inspections, and work order closure. | ||
| WO.19 | The system shall have the ability to support configurable work order closeout requirements, including required fields, photos, inspection results, materials used, labor entered, follow-up work, and asset condition updates. | ||
| WO.20 | The system shall have the ability to support creation of follow-up work orders, related work orders, child work orders, and recurring work from completed work, inspections, or identified deficiencies. | ||
| WO.21 | The system shall have the ability to support emergency work tracking, including rapid work order creation, priority routing, after-hours response, crew assignment, time tracking, and incident-related reporting. | ||
| WO.22 | The system shall have the ability to support contractor-performed work tracking, including vendor assignment, service contracts, scopes, costs, documentation, work verification, and performance history. | ||
| WO.23 | The system shall maintain work history by asset, location, service request, department, crew, contractor, project, and work type. | ||
| WO.24 | The system shall have the ability to support dashboards for open work orders, assigned work, overdue work, preventive maintenance compliance, backlog, response times, completion times, and crew workload. | ||
| WO.25 | The system shall have the ability to support integration or data exchange with the Town’s after-hours messaging system (e.g., AlertOps) to receive, generate, and track alerts, service requests, and emergency notifications, including linkage to work orders, assets, and response activities where applicable. | ||
| WO.26 | The system shall have the ability to support intake, tracking, and management of customer service requests through public portal or 311 channels, including request submission, status tracking, routing, notifications, and linkage to work orders, assets, and service history. | ||
| WO.27 | The system shall have the ability to support integration or data exchange with 811 utility locate systems, including receipt of locate requests, tracking of locate status, assignment of field work, and documentation of locate completion in alignment with regulatory requirements. | ||
| Inspections and Inventory | |||
| OPS.1 | The system shall have the ability to support configurable inspection and checklist templates for asset classes, work types, regulatory activities, safety checks, quality control, project closeout, and department-specific operational needs. | ||
| OPS.2 | The system shall have the ability to support inspection scheduling, assignment, mobile completion, photos, notes, deficiency documentation, condition scoring, and result tracking. | ||
| OPS.3 | The system shall have the ability to convert inspections into work orders while maintaining linkage between the inspection, asset, deficiencies, corrective actions, and related work order. | ||
| OPS.4 | The system shall have the ability to support Town-defined condition assessment processes, including configurable scoring criteria, inspection frequencies, condition ratings, risk values, recommended actions, and historical condition trends. | ||
| OPS.5 | The system shall have the ability to support regulatory and compliance-related inspections and reporting for Town-defined activities, including stormwater, noxious weed, safety, infrastructure, and department-specific obligations. | ||
| OPS.6 | The system shall have the ability to support parts, materials, and inventory management across Town-defined storage locations, including item records, stock levels, reorder points, issue/return activity, inventory counts, and work order usage. | ||
| OPS.7 | The system shall have the ability to support inventory cost tracking, vendor information, material usage history, stock adjustments, transfers between locations, and exception reporting. | ||
| OPS.8 | The system shall have the ability to support barcode or QR code scanning for inventory and materials where applicable. | ||
| OPS.9 | The system shall have the ability to support linkage between inspections, inventory usage, work orders, service requests, asset records, and cost history. | ||
| OPS.10 | The system shall have the ability to support department-specific operational inventory needs, including traffic signal components, public works materials, parks and recreation equipment, facilities materials, fleet parts, and other Town-defined item categories. |
&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software
&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software
&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software
&"Arial,Bold"&14Town of Parker &"Arial,Regular"Request for Information (RFI) Workbook
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10May 7, 2026
3. Implementation Approach
| Implementation Approach, Efforts, and Timelines | ||
| Instructions for completing this worksheet: Please provide your responses to the tables below, including supporting narrative comments where applicable to help the Town better understand the responses given. | ||
| Professional Services Model | ||
| Is the software identified in your response implemented by the software provider, by systems integrators, or both? | ||
| If systems integrators regularly implement the software solution, please identify the company names of integrators that regularly operate in the Local Government space. | ||
| If any third-party software is expected to be needed to address the high-level areas of functionality in this RFI, would the professional services be delivered by the third-party software provider? What role would the "prime" vendor have in coordinating or overseeing the third-party software provider? | ||
| System Deployment Model | ||
| Respondent to provide information on the deployment model of the software. | ||
| Vendor Response | Additional Vendor Comments | |
| Deployment Model | ||
| Anticipated Town Project Team Member Roles | ||
| Respondent to provide estimated Town Project team roles, and number of staff that are typical to fill a role. The Town has pre-populated typical roles expected in an implementation, and requests that vendors insert additional roles/rows as needed and make necessary modifications to the sample roles. |
| Any additional information such as FTE resource requirements (e.g. the need for a 1.0 FTE to fill a project manager role or anticipated number of hours per month or phase of the project) may be shared in the Vendor Comments field. | ||||
| Project Role | Estimated number of individuals required for role | Additional Vendor Comments | ||
| (e.g. Project Sponsor, Project Manager) | ||||
| Project Sponsor | ||||
| Executive Steering Committee | ||||
| Project Manager | ||||
| Functional Lead (per module) | ||||
| Subject Matter Expert (per module) | ||||
| System Administrator | ||||
| Data Conversion Lead | ||||
| Integration Lead | ||||
| Training Lead | ||||
| Support Specialist | ||||
| Change Management Lead | ||||
| Testing Lead | ||||
| Anticipated Work Effort Division | ||||
| Proposer to provide their overall estimated split/division of the work effort as shared between the Town Project Team and the vendor teams (example: Town owns 20% of the work effort and vendor owns 80% of the work effort) along with any narrative to support this estimate. | ||||
| Town Project Team | Vendor Project Team | Additional Vendor Comments | ||
| Estimated number of individuals required for Project Team | ||||
| Percentage of Total Project Work Effort Owned (Totals should add to 100%) | ||||
| Additional Resource Demands | ||||
| What are the most advantageous preparation steps that the Town (or any client) can begin taking in advance of identifying and selecting a new EAM system? (data clean-up, revisiting policies or employment agreements, etc.) | ||||
| The Town is seeking a clear understanding of the staffing and resource expectations associated with implementing and supporting each functional area within the proposed solution. Please describe your recommended resource model for Town, including: | ||||
| The types of staff resources required (e.g., functional SMEs, technical staff, project management, operational staff) | ||||
| The estimated level of effort for staff by role (e.g., hours per week or percentage of time) | ||||
| Any commonly backfilled roles and the functional areas associated to those backfilled roles | ||||
| Any assumptions regarding data readiness, integrations, business process maturity, or change management that materially impact resource needs | ||||
| How these resource expectations compare to similar public‑sector clients with comparable size and service complexity. | ||||
| What additional steps are recommended for the Town to take now, to help identify and plan for internal resource requirements in preparation for an implementation? | ||||
| Anticipated Project Duration | ||||
| Respondent to provide any typical phasing that may be recommended for implementation, as well as estimates on the range for duration for each phase. A comments column has been provided to capture further description of the scope of each phase, as well as any typical overlap between phases. If additional phases are suggested (e.g. IV and V) please add additional rows | ||||
| Phase (if applicable) | Functional Areas | Duration - Low Estimate (months) | Duration - High Estimate (months) | Additional Vendor Comments |
| I | ||||
| II | ||||
| III | ||||
| Total Estimated Project Duration (in months) | ||||
| Notes |
&"Arial,Bold"&14Town of Parker &"Arial,Regular"Request for Information (RFI) Workbook
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10May 7, 2026
4. Costs
| Cost Worksheet |
| Instructions for completing this worksheet: Please provide a low and high cost estimate to implement the software solution identified in your response to this RFI. We understand that costs presented are for planning purposes only and will not be binding in any way. |
| Respondents are highly encouraged to include narrative in the Comments column to help explain any factors that may impact the Low/High Estimates as well as any additional considerations related to costs in general. |
| It is the Town's expectation that the cost estimate provided includes costs for all systems, platforms, licensing and any other necessary features for a fully functional software solution. Any other costs not listed below that are necessary for a fully functional software solution, should be included in the estimate. |
Note: recurring subscription costs such as SaaS fees should be listed under the recurring costs at the bottom of the worksheet.
| One-Time Costs | |||
| Low Estimate | High Estimate | Comments | |
| Software Licensing (One-Time, if applicable) | |||
| Professional Services Costs | |||
| Analysis | |||
| Configuration | |||
| Project Management and General Implementation | |||
| Training | |||
| Job Aides/User Guide Development | |||
| Change Management | |||
| Hardware Costs | |||
| Required Hardware | |||
| Suggested/Optional Hardware | |||
| Travel Expenses | |||
| Interface Development Costs (Refer to Tab 6) | |||
| Data Conversion | |||
| Third-party Services Costs | |||
| Other Costs (please specify) | |||
| Other Costs (please specify) | |||
| Total One-Time Costs | $0.00 | $0.00 | |
| Recurring Costs | |||
| Low Estimate | High Estimate | Comments | |
| Annual Subscription (SaaS) Fees | |||
| Annual Maintenance and Support (if applicable) | |||
| Annual Hosting Fees (if applicable) | |||
| Annual Professional Services (system integrator value-add) Fees Post Go-Live | |||
| Annual Training Credits/Costs | |||
| Third-party Costs | |||
| Other Recurring Costs (please specify) | |||
| Other Recurring Costs (please specify) | |||
| Projected Recurring Annual Fee Schedule | |||
| Rate of Increase over Prior Year (as a percentage) | Maintenance Costs (as a dollar amount) | Comments | |
| Year 1 | |||
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 | |||
| Years 6-10 |
| Optional Costs | |||
| Optional service offerings; software functionality; hardware; etc. | |||
| Optional Cost Item | |||
| (please describe) | Low Estimate | High Estimate | Comments |
Open Vendor Comments Related to Pricing
&"Arial,Bold"&14Town of Parker &"Arial,Regular"Request for Information (RFI) Workbook
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10May 7, 2026
5. Informational Questions
| Informational Questions: |
| The Town seeks to understand vendors' experience and capabilities in the EAM marketplace, including product offerings, partnerships, data conversion recommendations, system integrations, change management methodologies, training approaches, and licensing models. Please provide responses to the questions below to help assess alignment with the Town's functional goals and needs. |
| Please indicate the Software and Product component/suite that is proposed. |
| Based on the scope of this RFI, are there any partnerships you would recommend to help meet the Town's functional goals and needs? |
| What types of cost savings, return on investment, efficiencies, costs avoidances, and other measures are reported as having been realized by clients that have implemented your solution? |
| Does your firm offer additional software products, modules, or services beyond the EAM solution proposed in this response that may support other Town functional areas? If yes, please identify the products, modules, or services and the functional areas they support. |
| If the Town were to pursue more than one functional scope with your firm, are there potential pricing advantages, licensing efficiencies, implementation efficiencies, shared services, bundled discounts, or reduced total cost considerations the Town should be aware of? Please describe. |
| Does your firm typically implement the proposed EAM solution as a standalone system, as part of a broader enterprise platform, or as part of an integrated ecosystem with other products? Please describe the recommended approach for the Town. |
| Marketplace Presence and Experience |
| How many Local Government clients in Colorado are currently live on the software that are reflected in your response to this RFI? Please identify any clients that are public sector. |
| How many new clients, specific to the product proposed, have been added in the previous two years? |
| What is your company’s policy and roadmap regarding system support and end-of-life for your software solutions? Please include details on how you communicate lifecycle changes, timelines for support phases, and options for customers when a product reaches end-of-life. |
| What sets your company and product identified in your response apart for your competitors in the marketplace? What are your key differentiators that you feel make your product or services unique? |
| Data Migration and Strategy |
| How many years of data or quantity of data do you recommend converting for each of the areas: |
| Asset inventory and asset master records |
| Asset hierarchy, classifications, and attributes |
| Location, address, parcel, and GIS-related asset data |
| Work orders and work order history |
| Preventative maintenance schedules and maintenance history |
| Inspections and inspection history |
| Service requests and request history |
| Fleet, vehicles, and equipment records, if applicable |
| Facilities, parks, roads, utilities, stormwater, signs, signals, or other infrastructure assets |
| Materials, parts, inventory, and warehouse records, if applicable |
| Asset condition, criticality, risk, and replacement planning data |
| Other miscellaneous Enterprise Asset Management data |
| Describe your recommended approach toward retention of legacy data. Please describe what options are available, and supported, within your proposed solution. |
| Does your solution have the ability to store historical asset, work order, inspection, and maintenance data that may not be converted into active production workflows? If so, is the historical data partitioned from new live data entered in the system? |
| If one is offered by your firm or the described software solution, please describe your recommended post go‑live maintenance and support model for the Data Warehouse, including the Town IT roles, skill sets, and level of effort required during stabilization and steady‑state operations. Also identify the vendor’s post go‑live responsibilities, transition timing to the Town staff, and any common risks or challenges the Town Team should plan to support. |
| For data that may not be converted into a live production environment, what is the recommendation for additional historical data? (data warehouse, etc.) |
| What are the typical divisions of roles and responsibilities as between your firm and a client in the data conversion process? Are there areas that are able to be adjusted (such as the vendor taking on additional responsibility)? |
| General Software Application and Support |
| Describe how the software licensing/subscription model works. Does your product follow a named user model, concurrent user model, site license, etc. Are there differing licenses for users based on role/level of use within the system, or based on specified modules? Please describe in detail the approach to licensing. |
| Describe the approach to deploying updates/patches/enhancements to the software. How often are updates pushed out, and how? Are all clients on the same version of the software at all times? |
| What is the future roadmap for the proposed product? Is there an end of sales or support date for the product? |
| What strategic decisions or direction is your firm taking or making related to the product being proposed today? |
| Describe your approach to ensure scalability of the product. This includes transaction growth, upgrades, and replacements of components of the architecture, technology, and application. |
| Describe your approach to ensure reliability of the product. This includes redundancy, data backup including RPO/RTO and disaster recovery plans. |
| Describe your Cybersecurity practices. This includes Incident Response Plan, Information Security Program, Vulnerability mgmt, Access controls to Town data etc. |
| Would you be able to provide additional resources (e.g., white papers, videos, or other informational materials) that offer a deeper understanding of your product and services? If Yes, please describe in detail. |
&"Arial,Bold"&14Town of Parker &"Arial,Regular"Request for Information (RFI) Workbook
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10May 7, 2026
6. Future Systems Environment
| Future Systems Environment | ||||
| Instructions for completing this worksheet: Please provide your responses to the tables below, including supporting narrative comments where applicable to help the Town better understand the responses given. | ||||
| Response Indicators: | ||||
| 1: Replace the system with the software package we provide. | ||||
| 2: Retain the system and integrate with the software package we provide. Please use the comments column to provide narrative of the potential data exchange between the two systems. | ||||
| 3: Retain the system as a standalone solution. | ||||
| No. | System | Description | Vendor Response | |
| (1,2,3) | Comments | |||
| 1 | CivicPlus Beehive | Work order management and asset tracking for Public Works | ||
| 2 | FASTER | Fleet management and vehicle maintenance system | ||
| 3 | Laserfiche | Document management system | ||
| 4 | RoadAI | Pavement condition analysis using vehicle-mounted cameras | ||
| 5 | SmartForce | Police equipment tracking and scheduling | ||
| 6 | Sprocket | Facilities maintenance work order system |
&"Arial,Bold"&14Town of Parker &"Arial,Regular"Request for Information (RFI) Workbook
&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10May 7, 2026
File details come from the government source that posted it. Updated .