2-RFI 26-013 Enterprise Asset Management Technology.pdf

Date

May 22, 2026

Solicitation Number

RFI 26-013

Solicitation Title

Enterprise Asset Management Technology

Proposals will be received until June 19, 2026, 10:00 a.m. MST Electronically through Euna Procurement:

https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

For additional information please contact

Charles Ellis, Chief Procurement Officer Email: cellis@parkeronline.org 303-805-3188

Documents included in this package • Cover Sheet

• Scope of Work

SCHEDULE OF ACTIVITIES: The following activities and dates outline the process to be used to solicit supplier responses.

Distribute Request for Information May 22, 2026

Deadline for Submitting Questions June 12, 2026 @ 10:00 a.m. MST

Submission Deadline June 19, 2026 @ 10:00 a.m. MST

RESPONSE TO QUESTIONS:

QUESTIONS REGARDING THIS SOLICITATION SHOULD BE SUBMITTED ELECTRONICALLY VIA

THE EUNA PROCUREMENT PORTAL ONLY.

Questions regarding issues this solicitation should be entered electronically ONLY via the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities Q&A system. The Vendor submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s).

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through the Rocky Mountain E-Purchasing System and Euna Procurement. Copies of solicitations obtained from any other source are not considered official copies. Only those vendors who obtain solicitation documents from the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities portal will be in receipt of officially posted and relevant information regarding solicitations issued by the Town of Parker.

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR INFORMATION RFI 26-013

Enterprise Resource Planning (ERP) Technology

Cover Sheet https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities mailto:cellis@parkeronline.org

The Town of Parker, Colorado (Town), retained Berry, Dunn, McNeil & Parker, LLC (BerryDunn) to help evaluate and plan for the optimization and/or replacement of its existing technology environment through an Enterprise Resource Planning (ERP) needs assessment. The purpose of this engagement is to assess the Town’s current software environment and help inform future business system strategies, including opportunities for modernization, optimization, and potential system replacement.

Currently, the Town’s business and operational environment is supported by a combination of enterprise applications, departmental systems, internally developed tools, spreadsheets, and manual workflows. Core systems and supporting tools include, but are not limited to, Caselle, UKG/Kronos, NEOGOV, Laserfiche, TRAKiT, Euna Supplier Network, BidNet, Xpress Bill Pay, and other departmental applications. In evaluating future solution options, the Town is considering whether existing systems can be optimized, whether targeted replacements may be needed for specific functional areas, or whether a more integrated ERP platform could better support the Town’s long-term operational, functional, and technical needs.

This issuance of this RFI does not constitute a commitment to issue a request for bids/proposals, award a contract, or pay any costs incurred in preparation of a response to this RFI. The Town requires that all responding vendors abstain from providing any actual quotes or bids in response to this RFI. Pricing, if offered, should be general and is intended to help the Town prepare internal budgetary estimates, inform internal resource and staff planning levels, and educate Town staff on available solutions in the marketplace.

Any information received in response to this will assist the Town’s leadership and project team in determining the Town’s next steps regarding modernization efforts. Information from this RFI may assist the Town in finalizing the scope of work and requirements which may be included at a future date in the issuance of a Request for Proposals (RFP). Submitting a response to this RFI is not a guarantee in any way that a vendor will be selected for any subsequent RFP, nor does it preclude any vendor from responding to future procurement opportunities.

The functional areas in scope of the RFI include the following:

System Functional Areas

1 General and Technical 9 Licensing & Sales Tax

2 General Ledger and Financial Reporting 10 Human Resources Management

3 Budgeting 11 Recruitment and Applicant Tracking

4 Procurement 12 Performance and Learning

5 Project and Grants 13 Time and Scheduling

6 Assets and Inventory 14 Payroll

7 Accounts Receivable and Cash Receipts 15 Benefits Administration

8 Stormwater Utility Billing 16 Risk Management

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR INFORMATION RFI 26-013

Enterprise Asset Management Technology

Scope of Work

As part of this phase of the project, BerryDunn is contacting the vendor community to understand the availability of modules, functionality, and the related timeline and cost with implementing a new system(s). Information collected from this will inform the Town’s future planning process.

The Town does not intend to award a contract on the basis of this RFI response nor will the Town pay for the preparation of any information submitted. Although "proposal" and "proposer"' may be used in this RFI, responses will be treated as information only. It shall not be used as a proposal.

The Town has not employed a prequalification process. No vendors are either prequalified or precluded from responding to this RFI, and this process will not serve as a prequalification for any potential RFP that is released in connection with this initiative.

The following statistics are provided to assist with the development of your response:

Statistical Information Area Statistic

Town Budget $328,460,952 for 2025 Fiscal Year (e.g., July - June) January - December Population Served 72,147

General Ledger and Financial Reporting Number of Funds 28

Chart of Accounts Structure

Expenses - FFF-DDDD-OOOO (Fund- Department-Object) Revenue – FFF-SSSS-RRRR (Fund-Source- Revenue) Balance Sheet – FFF-AAAAAAAA (Fund-Account)

Budgeting Annual Operating Budget $137,720,301 for 2025

Annual Capital Budget 2025 - $190,740,651 (includes carryover from 2024)

Purchasing, Bids, and Contract Management

Number of Purchase Orders per Year

The Town utilizes an Authorized for Expenditure (AFE) system for order approval. POs are subsequently issued when required by the vendor or for large orders >$100,000, or as deemed necessary by Procurement. There were 730 approved AFEs in 2025 with 181 POs occurring.

Number of purchase cards in use ~ 224 Accounts Payable Active Vendors ~ 1,575 Number of Invoices Submitted for Payment Per Year ~ 6,500

Number of 1099’s issued per Year ~ 350 Fixed Assets

Fixed Assets Classification The Town classifies fixed assets as purchases over $10,000 and useful life of at least one year.

Human Resources and Personnel Management Total Number of Employees 985 Included in totals above:

# of Full-time Equivalents (FTE) 364

Statistical Information Area Statistic

# of Full-Time Employees (exempt) 148 # of Full-Time Employees (non-exempt) 216 # of Part-Time Employees 621

General User Statistics Number of Users by Functional Area (Approximate):

Finance: 11 Users

Number of Departmental Users1 120 Users

The attached Microsoft Excel workbook contains six worksheets where the Town is requesting information related to the availability of modules, availability of functionality, implementation timeline, cost, and information questions:

1. Availability of Modules (Tab 1): Please respond to the list of the Town’s desired modules using the indicators included in this tab.

2. Availability of Functionality (Tab 2): Please respond to the list of the Town’s desired functionalities using the indicators included in this tab.

3. Implementation Approach (Tab 3): Please provide the recommended phasing for the modules you provide and the related timeline for each phase.

4. Cost (Tab 4): Please provide both low- and high-cost estimates for the products and services included in this tab, specifically for a software-as-a-service (SaaS) deployment. Estimates should be detailed by the following categories:

• Software Licensing and Subscription Fees – Costs associated with software access and usage.

• Professional Services – Costs related to analysis, configuration, customization, project management, training, and change management.

• Hardware – Costs related to any necessary physical infrastructure.

• Travel expenses – Costs related to vendor travel.

• Interface Development Costs – Covers potential system integrations, interfaces, and interoperability; Tab 6 provides more details.

• Data Conversion – Potential costs related to data conversion; the vendor must perform data migration for financial and utility billing records, ensuring essential data transfer while retaining the rest in an alternate repository.

• Other Additional Costs – Any other relevant expenditures.

• Recurring SaaS Costs – Recurring costs associated with software access and usage.

• Optional Costs – Optional service offerings and software costs associated with the proposed software.

1 The Town defines “departmental user” as a staff member who can review department budgets, submit and approve purchase requisitions, and review and approve payable invoices.

5. Informational Questions (Tab 5): Please respond to the list of informational questions related to your solution.

6. Future Systems Environment (Tab 6): Please provide your recommendation for the Town’s future enterprise systems environment using the indicators included in this tab.

The Town politely asks that responses be returned no later than Friday, June 19, 2026, 10:00 a.m.

MST.