Bunker Gear Wash

REQUEST FOR PROPOSAL (RFP)
RFP No. 200-26
Bunker Gear Wash
Purchasing Analyst of Record: Nykeba Klein
Nykeba.Klein@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. 200-26
Bunker Gear Wash
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 GOALS FROM THIS RFP: .............................................................................................. 5
B.2 AWARD LENGTH: .......................................................................................................... 5
B.3 SCOPE OF WORK - GENERAL CONSIDERATIONS: .................................................. 5
B.4 ESTIMATED QUANTITIES: ............................................................................................ 7
B.5 F.O.B. POINT: ................................................................................................................. 8
B.6 DELIVERY CONSIDERATIONS: .................................................................................... 8
B.7 DEMONSTRATIONS AND INTERVIEWS:...................................................................... 9
B.8 INVOICING REQUIREMENTS: ....................................................................................... 9
B.9 FELONY DISQUALIFICATION: ...................................................................................... 9
B.10 VENDOR PERFORMANCE MANAGEMENT: ............................................................ 10
B.11 COOPERATIVE PURCHASING: ................................................................................ 10
C.1 INSTRUCTIONS FOR ANSWERING QUESTIONS: ..................................................... 11
C.2 PROPOSAL QUESTIONS: ........................................................................................... 11
D.1 PRICING INFORMATION: ............................................................................................ 15
D.2 PRICING: ....................................................................................................................... 15
D.3 ANNUAL PRICE UPDATES: ........................................................................................ 15
D.4 PROPOSAL ITEMS: ..................................................................................................... 16
E.1 PROPOSAL POSTED LOCATIONS: ............................................................................ 17
E.2 PROPOSAL QUESTIONS:............................................................................................ 17
E.3 ADDENDA: .................................................................................................................... 17
E.4 SUBMISSION OF PROPOSALS: .................................................................................. 17
E.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION: ................................................... 18
E.6 PAGE LENGTHS FOR FINAL VENDOR SUBMISSION: ............................................. 18
E.7 CONFIDENTIAL AND PROPRIETARY INFORMATION............................................... 19

RFP No. 200-26
Bunker Gear Wash
E.8 LATE PROPOSAL SUBMISSIONS: ............................................................................. 20
E.9 AWARDS: ...................................................................................................................... 20
E.10 ACCEPTANCE PERIOD: ............................................................................................ 20
E.11 EVALUATION OF PROPOSALS: ............................................................................... 20
E.12 EVALUATION CRITERIA: ........................................................................................... 21
E.13 POST AWARD PURCHASE ORDER: ........................................................................ 21
E.14 STANDARD PROPOSAL CONSIDERATIONS: ......................................................... 21
F.1 SAMPLE AGREEMENT: ............................................................................................... 22
G.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: ............................. 23
G.2 SAMPLE AGREEMENT ACKNOWLEDGEMENT FORM ............................................ 24
G.3 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ............................... 25
H.1 PURCHASING MANAGER FORM: .............................................................................. 26
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RFP No. 200-26
Bunker Gear Wash
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 06/09/26
Deadline to Submit Additional Questions 06/23/26 11:00 P.M.
Response to Written Questions 06/26/26 11:00 P.M.
Proposal Due Date 07/14/26 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 1
Email: Nykeba.Klein@thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO ("Thornton") is seeking Proposals from interested firms that are
qualified to perform advanced cleaning, inspection, decontamination, and repair of structural
firefighting bunker gear for the Thornton Fire Department, in compliance with NFPA-1851
standards
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RFP No. 200-26
Bunker Gear Wash
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 GOALS FROM THIS RFP:
The goal of this RFP is to identify and contract with a qualified, NFPA 1851-compliant service
provider to perform advanced cleaning, inspection, decontamination, repair, and
documentation of the Thornton Fire Department's (TFD's) structural firefighting bunker gear.
The department seeks a Vendor that can ensure firefighter health and safety by removing
hazardous contaminants, maintaining gear performance, and supporting regulatory compliance
through verified processes and accurate recordkeeping.
This RFP aims to establish a reliable, accountable service relationship that delivers consistent
turnaround times, secure handling of contaminated gear, and high-quality workmanship that
extends the useful life of department equipment. The selected provider will demonstrate
proven expertise, strong quality-control practices, appropriate insurance coverage, and the
logistical capacity to support the department's operational readiness and long-term gear
maintenance needs.
B.2 AWARD LENGTH:
The initial award from this solicitation will be from the date of the final signature of the
agreement, until July 31, 2027. After the initial term expires, there will be an opportunity for a
mutually agreed upon annual renewal of up to an additional five (5) years for a final expiration
date of July 31, 2032. 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.3 SCOPE OF WORK - GENERAL CONSIDERATIONS:
1. Applicable Standards & Compliance Requirements
All services must meet or exceed the current edition of NFPA 1851: Standard on
Selection, Care, and Maintenance of Protective Ensembles for Structural Firefighting
and Proximity Firefighting.
Vendor requirements include:
* All inspection, cleaning, decontamination, and repairs must strictly comply with
NFPA 1851. (Standard on Selection, Care, and Maintenance of Protective Ensembles
for Structural Firefighting and Proximity Firefighting).
* All repairs must use manufacturer-approved components and methods to
maintain warranties.
* Decontamination processes must effectively remove products of combustion,
volatile organic compounds (VOCs), heavy metals, and biological contaminants.
* Cleaning process must use wash formulas and verified water temperatures that
optimize soil removal without degrading fire-retardant fabrics or moisture barriers.
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RFP No. 200-26
Bunker Gear Wash
* Prohibited methods: chlorine bleach, high-velocity power washing, or
mechanical extraction exceeding NFPA G-force limits is strictly prohibited.
* Advanced inspections must be performed by certified personnel qualified to
complete complex repairs and NFPA 1851 requirements to perform complex
repairs including fabric patching, hardware replacement, reflective trim
replacement, and moisture barrio sealing.
2. Service Requirements
Advanced Cleaning
a) Must meet NFPA 1851 standards
b) Must remove all contaminants without damaging protective materials.
Advanced Inspection
a) Must include all elements required by NFPA 1851.
b) Must be performed by certified personnel. Vendor must be able to show
their personnel are trained to the NFPA requirements and demonstrate that their
processes meet NFPA standards.
Repairs
a) Must use OEM-approved materials
b) Vendor must provide a detailed estimate for any repair exceeding five
hundred dollars ($500.00) before work begins. Thornton Fire Department will
send written approval via email of work that is approved to be done. TFD will not
be liable for any non-approved charges.
Decontamination
a) Must be available for emergency exposures,
training events, and contamination incidents.
3. Annual Service Schedule
* Each employee is issued two (2) sets of bunker gear.
* One (1) set shall be serviced during the first annual cycle; the second set during the
second cycle.
* Annual cleaning, inspection, and minor repair occur once per set per year.
4. As-Needed / Incident-Driven Services
* Approximately three hundred twenty (320) additional cleanings per year occur
following incidents, live-fire training, or contamination events.
* Vendor must provide these services on an as-needed, on-demand basis when
requested by the TFD.
* Additional services of emergency decontamination following exposure and/or periodic
services may be required after emergency incidents and/or training evolutions and
academies.
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RFP No. 200-26
Bunker Gear Wash
5. Pick-Up, Delivery & Turnaround Times
* Vendor must provide portal-to-portal pick-up and delivery between fire department
facilities and vendor facilities.
* Preference may be given to vendors with on-site capabilities.
* Standard turnaround must align with the department's four-day off-duty cycle, with
gear picked up the morning of the off-going shift and returned no later than three (3)
days after pick-up.
6. Quality Assurance & Performance Standards
* All services must maintain the protective integrity of gear.
* Vendor must ensure no degradation of thermal protection, moisture barrier
performance, or structural integrity.
* Rework must be completed at no additional cost if services fail to meet NFPA
standards.
7. Reporting, Documentation & Invoicing
* Vendor must provide electronic service reports to the fire department upon returning
gear including inspection results and any repairs performed, including:
Inspection findings
o
Repairs performed
o
Cleaning method used
o
* Detailed estimates must be submitted for approval for any repair exceeding five
hundred dollars ($500).
8. Prohibited Practices
The following are strictly prohibited:
* Chlorine bleach
* High-velocity power washing
* Mechanical extraction exceeding NFPA G-force limits
* Any method that degrades moisture barriers, thermal liners, or outer shells
* Subcontracting of any cleaning, inspection, or repair services is prohibited.
All work shall be performed by the awarded vendor.
o
B.4 ESTIMATED QUANTITIES:
Routine annual cleaning shall be conducted twice a year. Employees are issued two (2) sets of
bunker gear. One set shall be cleaned during the first service per year and the second set during
the second service of the year.
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RFP No. 200-26
Bunker Gear Wash
Annual quantities include:
* Two (2) sets of bunker gear per employee
* Annual cleaning and inspection of each set
* Approximately three hundred twenty (320) as-needed cleanings occur after
incidents/trainings
Components per service:
- Jacket/Liner (1 each)
- Pants/Liner (1 each)
- Helmet (1)
- Hood (1)
- Gloves (1 pair)
- Boots (1 pair)
The approximate quantities indicated for the material or equipment outlined herein are
estimated as closely as possible. However, Thornton neither states nor implies any guarantee
that actual purchases will equal the estimate. It is the intent of this proposal that Thornton will
be supplied with more or less of the material or equipment according to actual needs.
B.5 F.O.B. POINT:
Prices quoted shall be F.O.B. Destination and delivered, as required, to one of the following
points:
Location # 1 Location # 2
Fire Station # 4 Fire Station # 1
1400 East 128th Avenue 2300 Thornton Parkway
Thornton Colorado 80241 Thornton, Colorado 80229
B.6 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.
Awarded Vendor will pick up and return gear during employees' scheduled four days off. This
includes picking up gear on first day and returning a maximum three days later for routine
services. It is understood that advanced repairs may require additional time but shall be
communicated to the department. Thornton Fire Department will provide a detailed schedule
to the Awarded Vendor indicating which stations they will pick up from on each day. Pick-up
shall be scheduled either Monday or Tuesday with returns the subsequent Thursday or Friday.
Weekends shall not be used as part of the cleaning process unless they are part of the
awarded vendor's regularly schedule hours of operation.
Delivery time for all gear being serviced (cleaning, repairs, inspections, etc.) should be no
more than three business days unless additional time is agreed upon for advanced repair
services. All exceptions must be requested by the appropriate Fire Department representative.
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RFP No. 200-26
Bunker Gear Wash
Timeline for return and/or ability to perform services on-site will be considered as part of
award.
Occasionally the normal scheduled pick-up by the Awarded Vendor may be missed by
employees who are away from the station; when this situation occurs, the employee or an
authorized representative will be allowed to drop-off the gear to the Awarded Vendor for
cleaning/repair. The employee will provide a copy of the gear cleaning authorization voucher to
the Awarded Vendor for proof of notice to proceed. During the normal scheduled notifications,
"dropped-off" gear shall be included and differentiated from the routine pickups. Awarded
Bidder is not allowed to make alterations or add patches to the garments unless prior approval
has been given by the City.
B.7 DEMONSTRATIONS AND INTERVIEWS:
Thornton reserves the right to review a Vendor's proposed solution that would be on hand or in
the field of use. The proposed solution may be viewed at Thornton's sole discretion virtually or
at a physical Thornton facility. It will be at Thornton's sole discretion if a demonstration is
deemed to be necessary during the evaluation phase of this solicitation.
In addition to demonstrations, Thornton may also elect to conduct Vendor interviews in order to
clarify and answer additional questions. All interviews will be held at a physical/virtual location
at Thornton's sole discretion and shall be at Thornton's decision if an interview is deemed as
being necessary.
Thornton shall not compensate a proposing Vendor for any costs incurred by a Vendor that are
related to a demonstration or interview conducted by Thornton during this RFP process.
B.8 INVOICING REQUIREMENTS:
Thornton's Accounts Payable Division is the only division within Thornton that issues payments
to Vendors who have submitted invoices. Thornton only issues payments from invoices and
will not issue payments to Vendors off of quotes.
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.9 FELONY DISQUALIFICATION:
The vendor shall not employ, retain, hire or use any individual that has been convicted of any
felony charges as the same is defined under the laws of the State of Colorado in the
performance of the services to be rendered and materials to be provided to Thornton pursuant
to this proposal unless the vendor receives prior written permission from the Director of
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RFP No. 200-26
Bunker Gear Wash
Support Services. The Director may require that a fidelity bond, or such other assurance in
such amount as deemed appropriate, be provided to Thornton as a condition precedent to the
grant of such permission.
B.10 VENDOR PERFORMANCE MANAGEMENT:
Thornton may administer a Vendor performance management program as part of this proposal
and resulting agreement. 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.11 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
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.
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