25-549 IFB 7-2-25.pdf

City Hall – 2nd Floor Contracts and Purchasing Division

9500 Civic Center Drive Thornton, CO 80229-4326

Main Phone: (303) 538-7325

INVITATION FOR BID (IFB)

IFB No. 25-549

EVENT FENCING

Purchasing Analyst of Record: Nykeba Klein

Nykeba.Klein@ThorntonCO.gov

Event Fencing

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TABLE OF CONTENTS

SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL

SUMMARY OF NEEDS

A.1 SCHEDULE OF EVENTS:

A.2 PURCHASING ANALYST OF RECORD:

A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:

CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATION

B.1 CURRENT STATE:

B.2 SCOPE OF WORK – GENERAL CONSIDERATIONS:

B.3 ESTIMATED QUANTITIES:

B.4 F.O.B. POINT:

B.5 DELIVERY CONSIDERATIONS:

B.6 INVOICING REQUIREMENTS:

B.7 EMERGENCY PURCHASES:

B.8 PALLET CHARGE:

B.9 VENDOR PERFORMANCE MANAGEMENT:

B.10 COOPERATIVE PURCHASING:

SECTION C: PRICING AND PROPOSAL ITEMS

C.1 PRICING INFORMATION:

C.2 PRICING:

C.3 PROPOSAL ITEMS:

SECTION D: PROPOSAL INSTRUCTIONS, EVALUATION, AND AWARD

D.1 PROPOSAL POSTED LOCATIONS:

D.2 PROPOSAL QUESTIONS:

D.3 ADDENDA:

D.4 SUBMISSION OF PROPOSALS:

D.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION:

D.6 LATE PROPOSAL SUBMISSIONS:

D.7 AWARDS:

D.8 ACCEPTANCE PERIOD:

D.9 POST AWARD PURCHASE ORDER

D.10 STANDARD PROPOSAL CONSIDERATIONS:

SECTION E: REQUIRED VENDOR SIGNATURE FORMS

E.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM:

E.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM:

SECTION F: AUTHORIZATION FOR SOLICITATION POSTING

F.1 PURCHASING MANAGER FORM:

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 Date Time

Proposal Issued 07/08/25

Deadline to Submit Additional Questions 07/15/25 11:00 P.M.

Response to Written Questions 07/18/25 11:00 P.M.

Proposal Due Date 07/22/25 11:00 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: Nykeba Klein Title: Purchasing Analyst I

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 the purchase of new high-quality, versatile traditional powder-coated steel event fencing, in the color black.

CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATION

B.1 CURRENT STATE:

The City of Thornton Parks Department currently has old wood fencing that needs to be replaced and are seeking temporary metal fencing that can be transported and erected by Thornton employees for festivals and events.

B.2 SCOPE OF WORK – GENERAL CONSIDERATIONS:

The City of Thornton is looking to purchase new high-quality, versatile traditional powder-coated steel event fencing, in the color black. Thornton’s preferred panel dimensions are approximately 38" x 67.75" x 1.75" for ease of future transportation and set up by Thornton employees at future event sites. Thornton is looking for fencing that is in total at or around two thousand (2,000) linear feet. Thornton will not need the fence installed and individual pieces or kits are acceptable.

Thornton may accept Vendor proposed equivalents, however, any proposed equivalent shall be at Thornton’s sole discretion if the proposed make and model is an equivalent to Thornton’s set standard of quality. Thornton has deemed the Mod-Traditional Fence by Mod Fence as the standard of quality.

https://www.mod-fence.com/products/mod-kit-120-mod-traditional-event-fence-starter-kit?_pos=1&_sid=1376e2b4b&_ss=r

B.3 ESTIMATED QUANTITIES:

Quantities listed are Thornton’s current and actual needs, however, they do not obligate Thornton to order or accept more than what has been placed as an original order and by the availability of appropriated funds.

B.4 F.O.B. POINT:

Prices quoted shall be F.O.B. Destination and delivered, as required, to the following points:

Maintenance Service Center 8651 Colorado Blvd Thornton, Colorado 80229

B.5 DELIVERY CONSIDERATIONS:

All deliveries shall be made between the hours of 8:00 A.M. and 5:00 P.M., Monday through Friday, excluding holidays.

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Proposing Vendors shall ensure the freight carrier includes a liftgate and pallet jack for delivery as Thornton’s delivery location does not have a loading dock. Thornton employees shall not be responsible for unloading of goods/freight from the carrier.

B.6 INVOICING REQUIREMENTS:

Thornton’s Accounts Payable Division is the only division within Thornton that issues payments to Vendors whom have submitted invoices. Thornton only issues payments from invoices and will not issue payments to Vendors off of quotes.

The Vendor must be capable of providing invoices that include the following details:

• Invoice number

• Invoice date

• Itemized charges, including unit of measurement

• Total charge

• Service date(s) or service period

• Delivery location (Building name and address)

Thornton’s standard payment terms are net thirty (30) Calendar Days after receipt of an invoice.

All invoices submitted shall be emailed to AP.Invoices@ThorntonCO.gov. In lieu of email, physical copies may be submitted to City of Thornton – Accounts Payable, 9500 Civic Center Drive, Thornton, CO 80229-4326. Invoices sent to anyone other than Accounts Payable are not considered to be properly submitted and will not be paid until they are properly submitted.

B.7 EMERGENCY PURCHASES:

Thornton reserves the right to purchase from other sources those items which are required on an emergency basis and cannot be supplied immediately from stock by the awarded Vendor.

B.8 PALLET CHARGE:

All pallets supplied shall be non-returnable, no deposit.

B.9 VENDOR PERFORMANCE MANAGEMENT:

Thornton may administer a Vendor performance management program as part this proposal.

The purpose of this program is to create a method for documenting and advising Thornton of exceptional performance or any problems related to the purchased goods and services.

B.10 COOPERATIVE PURCHASING:

Thornton encourages the proper use of cooperative purchasing and reserves the right to make results of this solicitation available to other governmental agencies seeking like equipment, goods, or services. Other agencies using this solicitation must do so according to regulations mailto:AP.Invoices@ThorntonCO.gov established by their individual organizations and accept sole responsibility for its use. The terms and conditions of any resulting transaction shall be exclusively between the buyer and the seller.

Buyers and sellers from other municipalities and political subdivisions using this solicitation in a cooperative or “piggy-back” fashion, agree to defend and hold harmless Thornton from any dispute or action arising from its use.

The remainder of this page has been left blank intentionally.

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SECTION C: PRICING AND PROPOSAL ITEMS

C.1 PRICING INFORMATION:

This section shall include a description of the proposed costs and prices. All pricing information shall be limited solely to this section of your proposal. This section should address all requirements set forth in Section B as well as any other items pertinent to your proposal pricing such as additional discounts for increased quantities, service requirements, etc. The requirements have been developed to allow Thornton to uniformly evaluate prices submitted for the work. Accordingly, you should follow these instructions carefully and provide all data requested in the formats specified herein and in any referenced attachments.

Any omissions in this proposal shall be identified by each Vendor and incorporated into their proposal including any omissions for hardware, service, support, software, travel, shipping, etc.

which is necessary to the success of the project. All items must be identified as a separate line item with pricing and included as part of this RFP, unless otherwise requested by Thornton.

Thornton will not increase any subsequent Agreement or purchase order (neither dollar amount or time) for items not included in the submitted proposal documents. Thornton reserves the right to purchase part or the entire proposal.

C.2 PRICING:

All prices quoted shall be firm and fixed for the award and initial purchase.

C.3 PROPOSAL ITEMS:

Bid No. DESCRIPTION QTY.

Total per Unit Linear Ft UNIT PRICE

EXTENDED

PRICE

1. Fencing Panels

2. Shipping

Total Quotation Price Submission $ ___________________________

Shipping Schedule (Number of Days Aro) ________________________ Days

Proposed Model, Item, or Part No.

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Have you submitted all product literature? Yes or No (Circle One)

Standard One (1) Year Warranty submitted with Quotation Yes or No (Circle One)

Warranty other than standard One (1) Year submitted with Quotation Yes or No (Circle One)

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SECTION D: PROPOSAL INSTRUCTIONS, EVALUATION, AND AWARD

D.1 PROPOSAL POSTED LOCATIONS:

This Invitation for Bid (IFB) has been posted publicly to the following locations:

• BidNet® Direct: www.BidNetDirect.com

• Thornton’s Purchasing website: https://solicitations.thorntonco.gov/solicitations

Thornton currently uses BidNet Direct® and its own website to distribute official records for all copies of publicly posted proposals for viewing. Both websites operate as a free to view and download option for prospective Vendors

Upon request by a Proposing Vendor, the Purchasing Division will also make this solicitation available for viewing at the Contracts and Purchasing Division office. The address for the office is located on the cover page.

D.2 PROPOSAL QUESTIONS:

Thornton shall not be bound by and the Vendor shall not request or rely on any oral interpretation or clarification of this proposal. Therefore, any questions regarding this proposal are encouraged and must be submitted in writing by email to the Purchasing Analyst of Record listed within this solicitation.

Questions received up to deadline to submit question in the Schedule of Events will be answered in writing per the Schedule of Events. Answers to questions from any Vendor will be provided to all Vendors.

D.3 ADDENDA:

In the event it becomes necessary to revise, change, modify or cancel this Proposal or to provide additional information, addenda will be issued and made available on BidNet Direct and on Thornton’s website. It is the responsibility of the proposer/ contractor to confirm that they have acquired all addenda related to this proposal and they have reviewed/ complied with the requirements therein.

D.4 SUBMISSION OF PROPOSALS:

Submission of proposals for this solicitation may be done electronically through a Vendor portal (currently done via BidNet Direct®). Proposals can be submitted at www.bidnetdirect.com, but shall not be completely submitted later than the date and time indicated in the Schedule of Events.

If you experience problems with BidNet Direct®, please call 1-800-835-4603 for assistance. There is no charge by BidNet Direct® for this service.

http://www.bidnetdirect.com/ https://solicitations.thorntonco.gov/solicitations http://www.bidnetdirect.com/

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Proposing Vendors who are unable to submit a proposal through BidNet®, may request to submit a physical copy of their proposal for consideration. A proposing Vendor shall email the Purchasing Analyst of Record prior to the question due date listed in the Schedule of Events, for instructions on where and how to submit their physical proposal. All physical proposal submissions shall be submitted and recorded no later than the date and time indicated in the Schedule of Events.

D.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION:

Proposing Vendors are solely responsible to ensure that their submission is complete and responsible prior to a final submission. As a reminder this proposal contains the following documents that will require completion by the proposing Vendor:

1) Section C. 3 – Proposal Items.

2) All additional technical information in support of your proposal.

3) A current copy of your company’s W-9.

4) Section E.1 – Acceptance of Conditions and Addenda Acknowledgement Form.

a. Include a current copy of your Thornton Business License if you are claiming the Local Vendor Consideration.

5) Section E.2 – References and Authorization Release Forms.

It is not necessary for a proposing Vendor to submit this entire RFP document that has been provided by Thornton with the Vendor’s response. Only the above-mentioned items are currently required with your proposal submission. Thornton reserves the right to request any clarification, ask any questions, or request additional documents that may aid in the evaluation of your proposal.

D.6 LATE PROPOSAL SUBMISSIONS:

Proposing Vendors are expected to allow adequate time to upload a complete submission for consideration through the Vendor portal (currently BidNet Direct®). The Vendor portal will not allow a Vendor to modify, save, nor upload their proposal after the submittal date and time have passed. It is highly recommended that as a proposing Vendor you do not wait until the last minute to submit your proposal.

Late Proposals will not be accepted. Sole responsibility rests with the Proposing Vendor to ensure that its Proposal is completely uploaded through the Vendor portal or are received in the Purchasing Office prior to the submission deadline. Proposals that are left in a “Draft” status in the Vendor portal will not be accepted by Thornton for consideration.

All physical proposals received in the Purchasing Office after the submittal date and time will be immediately rejected without consideration.

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D.7 AWARDS:

Award will be made on an "all or none" basis. Prices must be shown for each item listed.

Proposals submitted without individual item prices listed will be considered as non-responsive and rejected.

D.8 ACCEPTANCE PERIOD:

Submissions in response to this proposal shall remain valid until an award has been made to a proposing Vendor.

D.9 POST AWARD PURCHASE ORDER

The resulting award from this proposal will be a purchase order (PO) generated by Thornton’s Contracts and Purchasing Division.

D.10 STANDARD PROPOSAL CONSIDERATIONS:

Thornton maintains a standard set of proposal considerations and terms and conditions for proposals that are non-federally funded and are not through a cooperative awarded process.

These considerations are static between each proposal process. It is the sole responsibility of the proposing Vendor to have read all proposal considerations. A copy of these standard proposal considerations and terms and conditions have been uploaded with this proposal document as a separate cover.

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SECTION E: REQUIRED VENDOR SIGNATURE FORMS

E.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM:

1) Vendor indicates acceptance of the following conditions:

City of Thornton Charter Section 7.4 prohibits Thornton from issuing a Purchase Order to firms which employ certain family members of employees unless the Thornton Council determines it is in Thornton's best interest. For the purposes of this Charter Section, a domestic partner shall be considered equivalent to a family member. The Vendor attests to the following:

No City Council Member, member of a board or commission, Municipal Judge, City Manager, City Attorney, or employee of the City of Thornton, or any such person's family member, domestic partner, or person assuming a relationship being the substantial equivalent of the above, has an existing or pending, direct or indirect, financial, pecuniary or personal interest in the proposing firm or this Invitation for Bid, except as follows: (list, if any)______________________________________________________________________

2) The undersigned Vendor, having examined the Proposal Documents, and having full knowledge of the product and/or services requested and described herein, hereby proposes that it will fulfill the obligations contained herein specifications set forth; and that it will furnish all required products and pay all incidental costs all in strict conformity with these Proposal Documents, for the stated prices as payment in full. Yes ☐ No ☐

3) I acknowledge receipt of any and all published addenda and a copy of the sample Agreement as provided by Thornton : Yes ☐ No ☐

4) I acknowledge that I have submitted all items and documents as required of the final proposal submission Yes ☐ No ☐

Proposing Vendor’s Name:

Date:

Submitted By (Printed):

Submitted By (Signature):

Title:

Telephone Number:

Email:

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E.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM:

REFERENCE AUTHORIZATION FORM

A Corporation

By: , A Partnership whose address is (Proposing firm) An Individual (Circle One)

Proposing firm has submitted a sealed Proposal to the City of Thornton (Thornton) for this solicitation.

Proposing firm hereby authorizes Thornton to perform such investigation of proposing firm as Thornton deems necessary to establish the qualifications, responsibility, trustworthiness, and financial ability of the proposing firm. By its signature hereon, the proposing firm authorizes Thornton to obtain reference information concerning the proposing firm and releases the party providing such information named above and Thornton from any and all liability to the proposing firm as a result of any reference information provided.

Proposing firm further authorizes Thornton to discuss and release any and all information regarding the Proposing firm’s performance on its forthcoming services related to this project or other past projects upon receiving a request for such information. Proposing firm releases Thornton from any and all liability associated with such a release of information.

Proposing firm further waives any right to receive copies of reference information provided to Thornton. A copy or facsimile of this executed Reference Authorization and Release Form may be used with the same effectiveness as an original.

Proposing Vendor’s Name:

Date:

Submitted By (Printed):

Submitted By (Signature):

Title:

SECTION F: AUTHORIZATION FOR SOLICITATION POSTING

F.1 PURCHASING MANAGER FORM:

All communications regarding this solicitation shall be directed to the Purchasing Analyst of Record listed within this solicitation in Section A.2 – Purchasing Analyst of Record.

This solicitation has been reviewed and approved for a public posting by the Thornton Purchasing Manager.

Andrew Miskell, CPPB Purchasing Manager