July 4th Event Productions for Audio, Lighting, and Stage
| Agency: | City of Thornton |
|---|---|
| State: | Colorado |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17134852381143174 |
| Posted Date: | Apr 12, 2024 |
| Due Date: | May 2, 2024 |
| Solicitation No: | 242-24 |
| Source: | Members Only |
| Solicitation number | Status | Due | Description | Attachments |
| 242-24 | Active | 5/2/2024 5:00 PM | July 4th Event Productions for Audio, Lighting, and Stage |
Attachment Preview
REQUEST FOR PROPOSAL (RFP)
RFP No. 242-24
JULY 4TH EVENT PRODUCTIONS
FOR AUDIO, LIGHTING, AND STAGE
Purchasing Analyst of Record: Denise Serna
Denise.serna@Thorntonco.gov
City Hall – 2nd Floor
Contracts and Purchasing Division
9500 Civic Center Drive
Thornton, CO 80229-4326
Main Phone: (303) 538-7325
RFP No. 242-24
July 4th Event Productions
TABLE OF CONTENTS
A.1 SCHEDULE OF EVENTS:............................................................................................... 4
A.2 PURCHASING ANALYST OF RECORD: ....................................................................... 4
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS: .................................................. 4
B.1 CURRENT STATE: ......................................................................................................... 5
B.2 GOALS FROM THIS RFP: .............................................................................................. 5
B.3 AWARD LENGTH: .......................................................................................................... 5
B.4 SCOPE OF WORK – GENERAL CONSIDERATIONS: .................................................. 5
B.5 ESTIMATED QUANTITIES: ............................................................................................ 8
B.6 F.O.B. POINT: ................................................................................................................. 8
B.7 DELIVERY CONSIDERATIONS: .................................................................................... 8
B.8 DEMONSTRATIONS AND INTERVIEWS:...................................................................... 8
B.9 INVOICING REQUIREMENTS: ....................................................................................... 9
B.10 FELONY DISQUALIFICATION: .................................................................................... 9
B.11 VENDOR PERFORMANCE MANAGEMENT: .............................................................. 9
B.12 COOPERATIVE PURCHASING: .................................................................................. 9
C.1 INSTRUCTIONS FOR ANSWERING QUESTIONS: ..................................................... 10
C.2 PROPOSAL QUESITONS: ........................................................................................... 10
D.1 PRICING INFORMATION: ............................................................................................ 14
D.2 BEST AND FINAL OFFER:........................................................................................... 14
D.3 PRICING:....................................................................................................................... 14
D.4 PROPOSAL ITEMS: ..................................................................................................... 14
E.1 PROPOSAL POSTED LOCATIONS: ............................................................................ 15
E.2 PROPOSAL QUESTIONS:............................................................................................ 15
E.3 ADDENDA:.................................................................................................................... 15
E.4 SUBMISSION OF PROPOSALS:.................................................................................. 15
E.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION:................................................... 16
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RFP No. 242-24
July 4th Event Productions
E.6 CONFIDENTIAL AND PROPRIETARY INFORMATION............................................... 16
E.7 LATE PROPOSAL SUBMISSIONS: ............................................................................. 17
E.8 AWARDS:...................................................................................................................... 17
E.9 ACCEPTANCE PERIOD: .............................................................................................. 17
E.10 EVALUATION OF PROPOSALS: ............................................................................... 17
E.11 EVALUATION CRITERIA:........................................................................................... 18
E.12 POST AWARD PURCHASE ORDER: ........................................................................ 18
E.13 STANDARD PROPOSAL CONSIDERATIONS: ......................................................... 18
F.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 20
F.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 21
G.1 PURCHASING MANAGER FORM: .............................................................................. 22
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RFP No. 242-24
July 4th Event Productions
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS
A.1 SCHEDULE OF EVENTS:
The following is a list of important items, dates, and times that pertain to this solicitation. All
times listed below are in reference to the local Thornton, Colorado time.
Solicitation Item
Proposal Issued
Deadline to Submit Additional Questions
Response to Written Questions
Proposal Due Date
Date
04/08/24
04/19/24
04/23/24
05/02/24
Time
5:00 P.M.
5:00 P.M.
5:00 P.M.
A.2 PURCHASING ANALYST OF RECORD:
The Purchasing Analyst of Record for this solicitation will be the central point of contact
throughout the solicitation process. All questions and inquiries must be submitted in writing via
a direct email to the Purchasing Analyst. No communication is to be directed to any other
Thornton personnel.
The Purchasing Analyst of Record’s contact information is as follows:
Name: Denise Serna
Title: Purchasing Analyst
Email: Denise.serna@Thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO (“Thornton”) is seeking Proposals from interested firms for the
purchase of all labor, materials and equipment necessary to coordinate, plan, set up and tear
down, operate equipment, and removal of all equipment and materials after the event.
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RFP No. 242-24
July 4th Event Productions
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 CURRENT STATE:
Thornton’s July 4th event attendance is estimated at 60,000 during the peak of the event (9:00
pm). The performance areas are located at Carpenter Park fields 11151 Colorado Boulevard,
Thornton, CO 80233. Included in Exhibit 1 are images from the event taken in 2017. Fireworks
are discharged from an area behind the stage with the firework fall zone area fenced off for
safety (see Exhibit 1).
The awarded Service Provider and Thornton’s end user representative(s) shall jointly develop a
detailed written finalized Scope of Work plan for the event. Any subsequent change in the
event’s Scope of Work and/or resulting pricing corrections must be accomplished by modification
of the Purchase Order for the event.
B.2 GOALS FROM THIS RFP:
The City of Thornton is requesting proposals from Bidders with experience in providing stages,
sound and lighting systems for the July 4th celebration in Thornton. The venue is typically open
park area of approximately 15-30 acres. It is a single event on July 4th, weather permitting.
Pricing for this event shall include all labor, materials and equipment necessary to coordinate,
plan, set up and tear down, operate equipment, and removal of all equipment and materials after
the event.
B.3 AWARD LENGTH:
The initial award from this solicitation will be from the date of the final signature of the agreement,
until December 31, 2024. No further extensions or renewals shall pass this date for service from
the awarded Vendor, unless otherwise previously authorized in writing by the Thornton
Purchasing Division.
B.4 SCOPE OF WORK – GENERAL CONSIDERATIONS:
GENERAL REQUIREMENTS:
A. The Service Provider shall provide all labor, equipment, materials, and supplies required,
including delivery, set-up, take-down, and removal of equipment from site.
B. The Service Provider shall designate specific support personnel that shall be available on-
call and that may be contacted if problems occur during the event, including after normal
business hours. The Service Provider shall provide the necessary information for day-time
and after-hours contact names and phone numbers for use during days of set-up, use, and
take-down.
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