Town of Parker/PACE Event and Building Scheduling System

The Town of Parker, Colorado is issuing Request for Proposal 26-004 for a comprehensive event and building scheduling system to consolidate multiple operational functions currently managed through four disparate platforms (EMS, Humanity, Social Tables, and Spektrix) that serve the Parker Arts, Culture, and Events Center (PACE) and the Schoolhouse venue. The Town seeks either a single unified platform or multiple integrated solutions that provide building and event scheduling with real-time availability checking, staff scheduling with employee self-service portals, room layout and space planning with CAD integration, integrated financial tracking and payment processing, and customer relationship management capabilities. Vendors must submit proposals electronically through the Bonfire/Euna Procurement portal with a firm deadline of May 19, 2026, at 2:00 p.m. MST; a pre-proposal Teams meeting is scheduled for May 11, 2026, at 2:00 p.m. MST, and questions must be submitted by May 14, 2026, at 10:00 a.m. MST. The evaluation committee will score responses using a weighted system assessing Technical Solution and Functional Capabilities (30 points), Pricing and Cost Structure (20 points), Implementation Approach and Data Migration (20 points), Integration Capabilities and Interoperability (20 points), and Vendor Qualifications and Support Services (10 points). Implementation must begin in November 2026 with full operational deployment targeted for January 1, 2027. Detailed pricing submissions must include software licensing, implementation and setup fees, data migration costs, training and documentation, annual maintenance and support, payment processing transaction fees by type, and optional modules or add-ons. System requirements include 99.99999% uptime availability, SaaS deployment as the preferred technology implementation, integration with existing municipal systems including Caselle, AdobeSign, Xplor, and Clover, PCI DSS compliance, and WCAG 2.1 AA accessibility compliance.

No set-aside designations for disadvantaged enterprises or restrictions on organization types are specified in the procurement documents. No incumbent vendor is referenced in the RFP, indicating this is a new procurement not replacing an existing contractor. The agreement terms establish that all custom-developed software and work products become exclusive property of the Town of Parker, and the software provider must maintain compliance with Web Content Accessibility Guidelines 2.1 A and AA Standards and perform annual compliance scans. The procurement documents specify that the Town is tax-exempt and shall not be liable for tax payments, and any payment obligations in subsequent fiscal years are contingent upon appropriation and budgeting of funds. The RFP does not specify a total contract value or budget range; however, vendors are required to provide comprehensive pricing for all components including licensing, implementation, data migration, training, maintenance, and support services to enable the Town to evaluate cost structures comprehensively. The Town reserves the right to enter negotiations, request best and final offers, and award to the company providing the best value based on the weighted evaluation criteria.