4-RFP 26-004 Town of Parker, CO-PACE Event and Building Scheduling System-4.28.2026.pdf

Date

April 28, 2026

Solicitation Number

RFP 26-004

Solicitation Title

Town of Parker-PACE Event and Building Scheduling System

Proposals will be received until 2:00 p.m. MST, May 19, 2026 Electronically through Euna Procurement:

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

For additional information please contact

Charles Ellis, Chief Procurement Officer Email: cellis@parkerco.gov

Sammie Martinez, Procurement Specialist Email: smartinez@parkerco.gov

Documents included in this package • Cover Sheet

• Solicitation Instructions

• Scope of Work

• Proposal Submittal Requirements & Evaluation Criteria

• Sample Terms & Conditions, Software Addendum

The undersigned hereby affirms that 1) they are a duly authorized agent of the vendor, 2) they have read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in the offer, (3) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this document, and (4) that the vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety (90) calendar days following the date of submission.

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Address: ______________________________________________ City/State/Zip: __________________________________________

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Email: ________________________________________________ Phone: ________________________________________________

Authorized Representative’s Signature: __________________________________________________ Date: _____________________

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Email: ________________________________________________ Phone: ________________________________________________

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-004

Town of Parker-PACE Event and Building Scheduling System

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

SUBMISSION OF OFFERS: The Town of Parker will accept electronic bid proposals submitted through the Bonfire/Euna Procurement bidding portal at: https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit vendor responses and to evaluate each vendor’s proposal.

Distribute Request for Proposal April 28, 2026

Pre-Proposal Teams Meeting May 11, 2026 @ 2:00 p.m. MST

Deadline for Submitting Questions May 14, 2026 @ 10:00 a.m. MST

Proposal Submission Deadline May 19, 2026 @ 2:00 p.m. MST

PRE-PROPOSAL MEETING:

The Teams meeting is located at the address below:

https://teams.microsoft.com/meet/214164387115816?p=nKEZyesHQ5lbbmUYji

RESPONSE TO QUESTIONS:

QUESTIONS REGARDING THIS SOLICITATION SHOULD BE SUMBITTED ELECTRONICALLY VIA

THE EUNA PROCUREMENT PORTAL ONLY.

Questions regarding 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).

Any official interpretation of this Solicitation must be made by a representative of the Town’s Procurement Division who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by other employees of the Town

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 PROPOSAL RFP 26-004

Town of Parker-PACE Event and Building Scheduling System

Solicitation Instructions https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://teams.microsoft.com/meet/214164387115816?p=nKEZyesHQ5lbbmUYji

1. PROJECT OVERVIEW

The Town of Parker, CO seeks to procure a comprehensive event and building scheduling system that consolidates multiple operational functions currently managed through disparate platforms. The solution shall streamline facility management, staff scheduling, payment processing, and customer relationship management while eliminating redundant data entry and improving operational efficiency. The Town of Parker requires either a single unified platform or multiple integrated solutions that seamlessly communicate to support the Parker

Arts, Culture, and Events Center (PACE) and associated venues which could include off-site locations. The goal is to begin implementation in November of 2026 and have a new system in place by January 1, 2027.

2. CURRENT STATE ASSESSMENT

The Town of Parker Cultural Department utilizes four separate systems to manage facility operations, resulting in triple data entry and inefficient workflows. The new solution must address the following operational challenges:

• Redundant data entry across multiple platforms

• Lack of integrated payment processing with scheduling capabilities

• Absence of comprehensive CRM functionality for sales tracking

• Limited visibility into lead conversion rates and business metrics

• Fragmented communication tracking across multiple staff members

• Disconnected room layout and event planning tools

• Current systems are SaaS solutions – EMS only intakes information, no output. Built for schools and campuses.

• Current systems are SaaS solutions – Humanity – Staff Scheduling

• Current systems are SaaS solutions – Social Tables – drawings that upload to EMS

• Current systems are SaaS solutions – Spektrix - ticketing

3. FUNCTIONAL REQUIREMENTS

3.1 Building and Event Scheduling System

The scheduling platform shall provide:

• Intuitive calendar interface for facility and room reservations

Town of Parker

Finance Department 20120 East Mainstreet

Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-004

Town of Parker-PACE Event and Building Scheduling System

Scope of Work

• Real-time availability checking across multiple spaces

• Conflict detection and resolution capabilities

• Recurring event scheduling with customizable patterns

• Drag-and-drop functionality for schedule modifications

• Multi-location support for Town of Parker Cultural Facilities

• Waitlist management and automated notifications

• Equipment and resource allocation tracking

• Setup and breakdown time scheduling

• Customizable booking rules and restrictions by facility type

• Customer friendly mobile experience

3.2 Staff Scheduling Module

The staff scheduling component must include:

• Employee self-service portal for availability submission

• Shift bidding and preference management

• Automated schedule generation based on availability and requirements

• Mobile accessibility for staff to view and manage schedules

• Time-off request management and approval workflows

• Minimum staffing requirement enforcement

• Certification and qualification tracking for position assignments

• Shift swapping capabilities with supervisor approval

• Integration with UKG payroll system for hours tracking

• Real-time schedule updates and notifications

• Track pre-qualified and external vendors, e.g. caterers, for events

3.3 Room Layout and Space Planning

The solution shall incorporate:

• CAD drawing integration and storage capabilities

• Drag-and-drop floor plan designer

• Equipment and furniture inventory management

• Multiple layout template storage per room

• Visual capacity planning tools

• 3D visualization options for client presentations

• Setup requirement documentation

• Photo gallery integration for venue marketing

• Measurement tools and space calculations

• Print-ready layout exports for event staff

3.4 Financial Tracking, Reporting, and Payment Processing Requirements

The Town of Parker requires a solution with robust financial tracking, reporting, and payment processing capabilities to support daily operations, reconciliation, auditing, and financial oversight. The system must provide accurate, timely, secure, and configurable functionality.

• Core Financial Reporting

• Daily transaction summaries by location, user, and payment type

• Cash drawer reconciliation and end-of-day/shift balancing

• Revenue summaries by category, program, or GL account

• Tracking of refunds, voids, adjustments, chargebacks, and disputes

• Invoice Management

• Generate and issue invoices (one-time and recurring), including linkage to bookings

• Track invoice status (open, partial, paid, overdue, voided)

• Associate invoices with customer accounts and transactions

• Automated billing and past-due notifications

• Support partial payments, installment billing, and payment plans

• Accounts Receivable (AR) o Maintain customer balances and payment history o Aging reports (30/60/90 days) o Track credits, adjustments, write-offs, and late fees o Reporting on outstanding receivables

• Payment Processing o Accept multiple payment methods:

• Credit and debit cards

• ACH/eCheck

• Digital wallets

• Cash and checks o Process in-person, online, and phone payments o Support recurring payments, installments, and payment plans o Refunds, voids, reversals, and declined transaction handling o PCI-compliant processing with secure data handling and tokenization

• Cash Handling and Daily Balancing o Support cash drawer management by user and location o End-of-shift and end-of-day cash balancing o Daily deposit preparation and tracking (cash and checks) o Ability to record over/short amounts and discrepancies o Segregation of duties for cash handling and reconciliation o Reporting on cash activity and deposit totals

• Rental and Bar Deposit Management o Record deposits as liability (unearned revenue) o Support rental and bar/consumption-based deposits o Track deposit status (held, applied, refunded, forfeited) o Apply deposits to fees, damages, or charges (partial or full) o Reclassify liability to revenue upon application o Process full or partial refunds with audit tracking o Maintain complete audit trail of deposit lifecycle

• Reconciliation and Audit Controls o Reconcile POS transactions, AR, processor settlements, and bank deposits o Track all payments from transaction through deposit and GL posting o Maintain detailed audit trails for all transactions, including user activity o Tracking of adjustments, overrides, refunds, and voids o Separation of duties and role-based access controls o Demonstrate end-to-end reconciliation from transaction to GL

• Integration with Financial Systems o Integration/export to GL and AR systems o Configurable mapping for transactions, payments, revenue, and liabilities o Support standard formats (CSV, XML, API)

• Integrate with current UKG payroll system-cultural employees

• Reporting and Usability o Standard and customizable reports (financial, AR, deposits, and cash) o Real-time and scheduled reporting with dashboard views o Export to Excel, PDF, CSV with role-based access

• Data Accuracy and Compliance o Real-time or near real-time updates with discrepancy identification o Clear reconciliation between transaction, settlement, and deposit data o Compliance with GAAP (as applicable) and PCI DSS o Support for internal and external audits

• Data Retention o Configurable retention periods o On-demand access to historical financial records

3.5 Customer Relationship Management (CRM)

The CRM functionality shall enable:

• Lead capture and tracking from multiple sources

• Pipeline management with customizable stages

• Win/loss analysis and reporting

• Communication history logging per contact

• Task assignment and follow-up reminders

• Lead distribution and ownership tracking

• Email template library for common communications

• Automated follow-up sequences

• Customer segmentation and tagging

• Integration with marketing campaigns

• Sales forecasting and goal tracking

• Conversion rate analytics by lead source

4. INTEGRATION REQUIREMENTS

The selected solution shall demonstrate capability to:

• Synchronize data with Town of Parker’s existing systems – Caselle, AdobeSign, Xplor, Clover, etc.

• Support bi-directional data flow between modules

• Provide API access for custom integrations

• Enable single sign-on authentication

• Export data in standard formats (CSV, Excel, PDF)

• Integrate with email and calendar systems

• For external notifications, system must have native email capabilities

• Connect with third-party marketing platforms – optional

5. SYSTEM CAPABILITIES

5.1 User Management

• Role-based access controls with granular permissions

• Customer self-service portal for bookings and payments – login support and guest payment capability

• Administrative dashboard with customizable widgets

• Audit trail tracking for all system actions

5.2 Reporting and Analytics

• Standard report library covering operational metrics

• Custom report builder with drag-and-drop interface

• Real-time dashboard displays

• Scheduled report distribution via email

• Data export capabilities for external analysis

• Historical trend analysis

• Occupancy and utilization reporting

• Revenue forecasting tools

5.3 Communication Tools

• Automated email and SMS notifications

• Bulk communication capabilities

• Event reminder scheduling

• Waitlist notifications

• Contract and agreement generation

• Digital signature collection-built in e-sign or AdobeSign is preferred

• Document storage and management

5.4 Technical requirements

• Preferred technology implementation is SaaS. Commercial off the shelf products that require on-site hosting will be considered.

• Support custom fields, workflows, and UI-level configuration without vendor code changes.

• Integration with Entra ID for SSO/MFA

• For the data migration purposes, system must accept data in SQL format.

• Documented DR plan and periodic restore tests with evidence.

• Automated daily full backups; point-in-time recovery with 30–90 days retention (configurable)

• Solution must meet RPO of 24 hours / RTO of 24 hours objectives

• Configurable session lifetime, inactivity timeout, token rotation.

• Support full export of customer data (and metadata/config) in open formats upon request or termination

• Accessibility compliance: WCAG 2.1 AA

• Responsive UI; cross‑browser support (Edge/Chrome/Firefox/Safari)

• Ability to configure for State of Colorado records retention laws compliance

6. IMPLEMENTATION REQUIREMENTS

The vendor shall provide a comprehensive implementation plan including:

• Project timeline with major milestones

• Data migration strategy from current systems

• System configuration and customization approach

• User acceptance testing procedures

• Training plan for all user groups

• Go-live support strategy

• Post-implementation optimization period

Training components shall include:

• Administrator training for system configuration

• End-user training for daily operations

• Train-the-trainer sessions for ongoing education

• Experienced trainer(s), consistent, focused training schedule

• Training that focuses on the specific issues for the Town

• Documentation and user guides

• Video tutorials and knowledge base access

• Test or “sandbox” training environment

7. PRICING STRUCTURE

Vendors shall provide detailed pricing for:

• Software licensing (per user, per module, or enterprise)

• Implementation and setup fees

• Data migration costs

• Training and documentation

• Annual maintenance and support

• Payment processing transaction fees by type – credit/debit card, ACH, refund/chargeback and any additional processing fees or gateway fees

• Optional modules and add-ons

• Third-party integration costs

• Future upgrade pricing

8. PERFORMANCE REQUIREMENTS

The system shall meet the following performance standards:

• 99.99999% uptime availability excluding scheduled maintenance

• Page load times under 3 seconds for standard operations

• Support for concurrent users appropriate to Town of Parker – estimate 12-15 staff members

• Mobile-responsive design for all user interfaces

• Scalability to accommodate growth in usage

9. SECURITY AND COMPLIANCE

The solution must maintain:

• Support applicable privacy regulations: PCI and PII

• Data encryption in transit and at rest

• Regular security updates and patches

• User activity logging and monitoring

• Password policy enforcement

• Regular third-party security audits

• Security incident notification within 72 hours; post‑mortem reports; customer communication protocol

• Vendor has an established, formal Information Security Program aligned with recognized frameworks

• If AI capability is offered, vendor manages AI‑specific risks: bias, explainability, security, governance.

10. VENDOR SUPPORT SERVICES

Ongoing support shall include:

• Dedicated account management

• Preferably dedicated customer success team

• Technical support during business hours at a minimum, 24/7 is preferred

• Pre-defined SLAs with Incident response times (P1/P2/P3).

• Multichannel support: Web, Email, Phone, chat.

• Release notes with breaking changes, deprecations, feature toggles, and migration guidance.

• User community forum or knowledge base

• Regular system health checks

• Adoption and performance optimization recommendations

• Business reviews on a quarterly basis

• No‑downtime upgrades if possible; maintenance windows communicated ≥ 14 days in advance

• Product roadmap notifications

• Status page with real‑time uptime and incident history or outage notifications

REMAINDER OF PAGE LEFT INTENTIONALLY BLANK

RESPONSE SUBMISSION & EVALUATION CRITERIA

A. GENERAL FORMAT: The respondent shall submit a response electronically via the Euna Procurement portal.

B. INITIAL REVIEW OF RESPONSES BY PROCUREMENT: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

C. PROPOSAL SUBMITTAL REQUIREMENTS & EVALUATION CRITERIA:

A Town evaluation committee comprised of Town staff will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation committee. Respondent’s submission is evaluated and scored on a weighted system to determine the best value for the Town as follows:

1. Technical Solution and Functional Capabilities (30 points) - Evaluation will assess the vendor's ability to provide a comprehensive solution meeting Town of Parker's requirement to consolidate operations from four separate systems. Scoring will consider the extent to which the proposed system addresses all functional areas including building/event scheduling with intuitive calendar interface and real-time availability checking, staff scheduling with employee self-service portal and availability submission, room layout functionality with CAD drawing integration and drag-and-drop floor planning, integrated payment processing with invoicing capabilities, and CRM functionality for lead tracking and sales pipeline management. Higher scores will be awarded to vendors demonstrating a unified platform or proven integration between modules that eliminates triple data entry currently experienced by Town staff. The evaluation will prioritize solutions that mirror the ease of use currently experienced with EMS while adding the requested CRM capabilities for tracking business booked versus lost, organizing sales plans, and maintaining communication records across multiple staff members.

2. Pricing and Cost Structure (20 points) - Comprehensive evaluation of total cost of ownership including all software licensing fees whether per user, per module, or enterprise-based, implementation and setup costs, data migration expenses from current systems, training and documentation fees, annual maintenance and support charges, and any custom development or configuration costs. Critical emphasis will be placed on transparency and competitiveness of payment processing transaction fees for all types including credit cards, debit cards, ACH transfers, refund processing, and chargeback handling as these directly impact Town of

Parker's ongoing operational costs. Vendors providing clear, detailed pricing schedules with no hidden fees and demonstrating best value for the comprehensive functionality required will receive higher scores.

3. Implementation approach and Data Migration (20 points) - Assessment of the vendor's implementation plan completeness including project timeline with specific milestones, data migration strategy from EMS, Humanity, Social Tables, Clover and Xplor systems currently used by the Town, system configuration approach to meet specific operational needs, user acceptance testing procedures, end-user training initial and on-going, and go-live support strategy. Higher scores will be awarded to vendors demonstrating experience migrating from the specific platforms currently in use, providing realistic timelines that minimize operational disruption to Town of Parker operations, and offering comprehensive training plans including administrator training, end-user training, train-the-trainer sessions, and accessible documentation. The evaluation will favor vendors with proven track records of successful implementations for similar municipal cultural event center facilities.

4. Integration Capabilities and Interoperability (20 points) - Evaluation of the solution's ability to integrate with Town of Parker’s existing financial systems and other municipal platforms, including demonstration of bi-directional data flow between modules, API availability for custom integrations, single sign-on authentication support, webhook notifications for real-time updates, and standard data export formats. Vendors will be assessed on their ability to eliminate the current triple data entry burden through seamless integration between scheduling, payment processing, staff management, and CRM functions. Solutions demonstrating proven integration with municipal financial systems and the flexibility to adapt to Town of Parkers specific technical environment will receive higher scores.

5. Vendor Qualifications and Support Services (10 points) - Assessment of vendor stability, experience, and ongoing support capabilities including evaluation of previous implementations for similar municipal cultural event facilities, financial stability and company longevity, quality of references from comparable government agencies, proposed support structure including dedicated account management and technical support availability during

Town of Parker’s business hours or 24/7, system uptime guarantees meeting or exceeding

99.99999% availability, and commitment to regular updates and enhancements. Vendors demonstrating experience with Colorado municipalities and understanding of local government procurement and operational requirements will receive additional consideration.

The evaluation will include review of the vendor's approach to maintaining PCI DSS compliance, data security measures, and regular system health checks essential for protecting

Town of Parker and resident information and payment data.

D. NEGOTIATIONS: The Town reserves the right to enter negotiations with one or more selected respondents.

E. BEST AND FINAL OFFER (BAFO): The Town reserves the right to request a BAFO from selected respondent(s).

The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award.

F. AWARD: The Town reserves the right to award a contract(s) and purchase order(s) to the company that provides the best value in performance of this service. The Town will make the final determination on the best value and award.

Some material in this document was generated using KaizenIQ, and was reviewed for accuracy by a member of the Town’s Procurement Division before publication.