Tents,. Tables, Chairs & Miscellaneous Rentals
| Agency: | City of Thornton |
|---|---|
| State: | Colorado |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17134929026344143 |
| Posted Date: | Apr 9, 2024 |
| Due Date: | Apr 22, 2024 |
| Solicitation No: | 366-23 |
| Source: | Members Only |
| Solicitation number | Status | Due | Description | Attachments |
| 366-23 | Active | 4/22/2024 4:00 PM | Tents,. Tables, Chairs & Miscellaneous Rentals |
Attachment Preview
INVITATION FOR BID (IFB)
IFB No. 366-23
Tents, Tables, Chairs & Miscellaneous Rentals
Purchasing Analyst of Record: Carol Arellano
Carol.Arellano@ThorntonCO.Gov
City Hall – 2nd Floor
Contracts and Purchasing Division
9500 Civic Center Drive
Thornton, CO 80229-4326
Main Phone: (303) 538-7325
IFB No. 366-23
Tents, Tables, Chairs & Miscellaneous Rentals
TABLE OF CONTENTS
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS............................................................................................................. 4
A.1 SCHEDULE OF EVENTS:............................................................................................... 4
A.2 PURCHASING ANALYST OF RECORD: ....................................................................... 4
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS: .................................................. 4
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS .. 5
B.1 CURRENT STATE: ......................................................................................................... 5
B.2 SCOPE OF WORK – GENERAL CONSIDERATIONS: .................................................. 5
B.3 ESTIMATED QUANTITIES: ............................................................................................ 6
B.4 DELIVERY CONSIDERATIONS: .................................................................................... 6
B.5 INVOICING REQUIREMENTS: ....................................................................................... 6
B.6 PROCUREMENT CARDS PAYMENT CONDITIONS: .................................................... 7
B.7 EMERGENCY PURCHASES: ......................................................................................... 7
B.8 VENDOR PERFORMANCE MANAGEMENT: ................................................................ 7
B.9 COOPERATIVE PURCHASING: .................................................................................... 7
PRICING AND PROPOSAL ITEMS .................................................................... 9
C.1 PRICING INFORMATION: .............................................................................................. 9
C.2 ANNUAL PRICE UPDATES: .......................................................................................... 9
C.3 PROPOSAL ITEMS: ..................................................................................................... 10
PROPOSAL INSTRUCTIONS, EVALUATION, AND AWARD ......................... 11
D.1 PROPOSAL POSTED LOCATIONS:............................................................................ 11
D.2 PROPOSAL QUESTIONS: ........................................................................................... 11
D.3 ADDENDA:.................................................................................................................... 11
D.4 SUBMISSION OF PROPOSALS: ................................................................................. 11
D.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION: .................................................. 12
D.6 LATE PROPOSAL SUBMISSIONS: ............................................................................. 12
D.7 AWARDS: ..................................................................................................................... 13
D.8 ACCEPTANCE PERIOD: .............................................................................................. 13
D.9 AWARD TERM LENGTH: ............................................................................................. 13
D.10 STANDARD PROPOSAL CONSIDERATIONS: ......................................................... 13
REQUIRED VENDOR SIGNATURE FORMS .................................................... 14
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IFB No. 366-23
Tents, Tables, Chairs & Miscellaneous Rentals
E.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 14
E.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 15
AUTHORIZATION FOR SOLICITATION POSTING .......................................... 17
F.1 PURCHASING MANAGER FORM: ............................................................................... 17
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IFB No. 366-23
Tents, Tables, Chairs & Miscellaneous Rentals
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
04/09/24
04/12/24
04/16/24
04/22/24
Time
10:00 A.M.
4:00 P.M.
4:00 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 listed below. No communication is to be directed to any
other Thornton personnel, unless otherwise directed by Thornton’s Purchasing Division.
The Purchasing Analyst of Record’s contact information is as follows:
Name: Carol Arellano
Title: Purchasing Analyst
Email: Carol.Arellano@ThorntonCO.Gov
During the time period of Vendors to submit questions and Thornton to provide answers, the
Purchasing Analyst of Record will be out of the office. During this time, another Purchasing
Analyst will be assisting, and all questions shall be directed to the following person:
Name: Nykeba Klein
Title: Purchasing Analyst
Email: Nykeba.Klein@ThorntonCO.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO (“Thornton”) is seeking Proposals from interested firms for Chairs,
Tables, Tents & Miscellaneous Rentals.
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IFB No. 366-23
Tents, Tables, Chairs & Miscellaneous Rentals
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 CURRENT STATE:
The City of Thornton (Thornton) conducts several special events and festivals each year utilizing a wide
range of rental equipment and related services to support these special events and festivals.
Standardly, these festivals include the following:
A. Thorntonfest – the Saturday of the first weekend in June.
B. 4th of July – July 4th
C. HarvestFest – 1st Saturday of October
D. WinterFest – 1st or 2nd weekend in December
Dates and event names are subject to change.
Thornton may also require equipment and services for other non-standard and as yet, unscheduled
events such as groundbreaking ceremonies, ward meetings, award presentations, etc.
Thornton festivals, celebrations and special programs are typically comprised of, but not limited to, one
(1) or more of the following types of venue:
• Food Vendor
• Dances/Dance Exhibitions
• Custom Car/Equipment Exhibits
• Information/Public Service Tents
• Concerts/Stage Performances
• Cultural/Educational Exhibits
• Craft Fairs
• Rides/Amusements
• Fireworks Display
• Ice Skating (Artificial Surface)
• Santa’s Village
• First Aid/Health Information Tents
• Sports/Recreation Exhibitions
Thornton festivals are usually set in open areas covering approximately fifteen (15) to twenty (20) acres
and consist of a wide variety of exhibits, performances, and activities.
B.2 SCOPE OF WORK – GENERAL CONSIDERATIONS:
1. Service Provider shall provide all required materials and supplies and perform services
and labor in a safe and legal manner.
2. All rental equipment must be in good repair and of a condition that ensures its safe use.
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