Festival Utility Cart and Shuttle Rentals

RFQ No. 178-26
Festival Utility Cart and Shuttle Rentals
REQUEST FOR QUOTATION (RFQ)
RFQ No. 178-26
Festival Utility Cart and Shuttle Rentals
SCHEDULE OF EVENTS:
RFQ Issued 03/13/2026
Deadline to Submit Questions 03/23/2026 4:00 P.M. Mountain Time (MT)
Response to Written Questions 03/25/2026
Quote Due Date 03/31/2026 4:00 P.M. Mountain Time (MT)
Award Date (tentative) 04/22/2026
GENERAL INFORMATION:
The City of Thornton ("Thornton") is soliciting quotations from qualified vendors for the rental of
utility carts and passenger shuttles for Thornton public festivals. Thornton staff operate these
vehicles to transport staff, materials, and guests before, during, and after festivals.
Thornton intends to make two (2) awards to ensure the availability of a sufficient number of
utility carts and passenger shuttles to meet Thornton's needs, including an award to a single
Primary Vendor and an award to a single Backup Vendor (hereafter, collectively referred to as
"awarded Vendors" or "awarded Vendor[s]").
BUYER CONTACT INFORMATION:
The Purchasing Analyst's contact information from Thornton's Purchasing Division for this
solicitation is as follows:
PA's Name: Joshua Houston
PA's Title: Senior Purchasing Analyst
PA's Email: Joshua.Houston@thorntonco.gov
Note: Communications with anyone other than the Purchasing Division during the solicitation
may result in rejection of your quotation. All questions, comments, and submissions regarding
this RFQ shall be addressed to the Purchasing Analyst, not to the end user.
SCOPE OF WORK:
Thornton hosts several public festivals each year. At several of these events, Thornton staff
use rented utility carts to transport staff and materials and rented passenger shuttles to
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RFQ No. 178-26
Festival Utility Cart and Shuttle Rentals
transport festival guests. Hereafter, "rental units" shall refer to both rented utility carts and
rented passenger shuttles.
In addition to utility carts and passenger shuttles, Thornton has also rented related equipment
and specialized vehicle configurations, including towable utility trailers, wheelchair-accessible
passenger shuttles, and flatbed utility carts (hereafter, "optional equipment and specialized
vehicle configurations"). Thornton is interested in these options as well.
Rental units for the following four (4) events are the primary requirement for this solicitation
(hereafter, "Primary Festivals"):
(a) Thorntonfest, which is a one (1)-day event held in late spring or early summer every
year. In 2026, this event will be held on June 6, 2026. This is the first event the
awarded Vendor(s) will support.
(b) Independence Day Celebration, which is a one (1)-day event held on July 4th every
year.
(c) Harvestfest, which is a one (1)-day event held in early-to-mid fall every year. In 2026,
this event will be held on October 3, 2026.
(d) Winterfest, which is a three (3)-day event held in December every year. In 2026, this
event will be held on December 11, 2026, through December 13, 2026.
In addition to the Primary Festivals, Thornton may have additional needs for rental units.
These additional needs are within the scope of this solicitation and any resulting awards and
may include:
(a) Additional public festivals and events. These could include, by way of example, the
Eggcessible Eggstravaganza egg hunt held in early April, or the Barrel & Beer Festival
held in late summer.
(b) As a temporary substitute for golf carts at the Thornton-owned Thorncreek Golf Course
("Thorncreek"). While Thorncreek has its own leased fleet of golf carts, a temporary
need may arise should some of Thorncreek's golf carts become unusable for a period
(e.g., due to unforeseen maintenance issues).
UTILITY CART AND PASSENGER SHUTTLE SPECIFICATIONS:
Vendors receiving an award (primary or backup) from this solicitation shall supply rental utility
carts and passenger shuttles that meet the following minimum specifications:
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RFQ No. 178-26
Festival Utility Cart and Shuttle Rentals
(a) Utility carts.
(1) Gasoline or diesel engine model is required. Thornton also requests pricing, if
offered by the Vendor, for an electric engine model.
(2) Minimum of eleven (11) horsepower for the gasoline or diesel engine model. The
electric engine model, if proposed, may have less than eleven (11) horsepower.
(3) Be a golf-cart-style maintenance vehicle designed for turf use (similar to Yamaha
Adventurer).
(4) Storage bed mounted on the back of the vehicle with a minimum size of 27" x 39"
and an 8" depth.
(5) Include operational headlights and taillights suitable for use during evening events,
including during night or limited visibility.
(6) While not required, Thornton desires all furnished utility carts to be of the same
make, model, and color to present a uniform appearance.
(b) Passenger shuttles.
(1) Gasoline engine model is required. Thornton also requests pricing, if offered by
the Vendor, for an electric engine model.
(2) Sun canopy top that covers the passengers.
(3) Passenger shuttle shall seat a minimum of six (6) adults, including the operator,
and shall have three (3) rows of forward-facing seating.
(4) Include operational headlights and taillights suitable for use during evening events,
including during night or limited visibility.
(5) While not required, Thornton desires all furnished passenger shuttles to be of the
same make, model, and color to present a uniform appearance.
OPTIONAL EQUIPMENT AND SPECIALIZED VEHICLE CONFIGURATIONS
Vendors receiving an award (primary or backup) from this solicitation may supply the following:
(a) Towable utility trailers, compatible with the proposed utility cart hitch system.
(b) Wheelchair-accessible passenger shuttles.
(c) Flatbed utility carts.
RENTAL PERIODS AND REQUIRED QUANTITIES:
Typically, Thornton rents a quantity of utility carts for an entire week (seven [7] consecutive
Calendar Days) surrounding an event, to support set up and tear down activities (except for
Harvestfest). Additional utility carts are typically added for the day of the event or, in the case of
the Independence Day Celebration and Harvestfest, for a few days ahead of the event.
Passenger shuttles, meanwhile, are only rented for the period of the event itself, as their purpose
is exclusively the transport of guests during the event. For most festivals, this is a single day,
although for Winterfest this is a three (3)-day period.
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RFQ No. 178-26
Festival Utility Cart and Shuttle Rentals
The following are the projected rental periods for the Primary Festivals in 2026:
(a) Thorntonfest.
(1) One (1)-week utility cart rental period will be June 1, 2026, through June 7, 2026.
(2) One (1)-day utility cart and passenger shuttle rental period will be on June 6, 2026.
(b) Independence Day Celebration.
(1) One (1)-week utility cart rental period will be June 29, 2026, through July 5, 2026.
(2) Partial week utility cart rental period will be July 1, 2026, through July 4, 2026.
(3) One (1)-day utility cart and passenger shuttle rental period will be on July 4, 2026.
(c) Harvestfest.
(1) Partial week utility cart rental period will be September 30, 2026, through October
3, 2026.
(2) One (1)-day utility cart and passenger shuttle rental period will be on October 3,
2026.
(d) Winterfest.
(1) One (1)-week utility cart rental period will be December 7, 2026, through December
13, 2026.
(2) Three (3)-day passenger shuttle rental period will be December 11, 2026, through
December 13, 2026.
The Primary Vendor shall have the capacity to provide the maximum quantities of rental units
shown below for each Primary Festival:
Table A. Maximum/best estimate quantities of rental units for Primary Festivals.
Utility carts Passenger shuttles
# Rented for # Rented for # Rented for # Rented for # Rented for
Festival One (1) Partial One (1) One (1) Three (3)
Week* Week** Day*** Day*** Days
Thorntonfest 4 0 19 6 0
Independence
2 8 18 7 0
Day Celebration
Harvestfest 0 3 14 3 0
Winterfest 2 0 0 0 3
*Seven (7) consecutive Calendar Days.
**Partial week is three (3) or four (4) days and will be charged at the lesser of the (i) weekly rate
or (ii) daily rate multiplied by the number of days.
**The single day is the day of the event.
The quantities listed above are the maximum quantities of rental units for which the Primary
Vendor shall have the capacity to furnish to Thornton. Thornton may order less than the
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quantities shown in the table above for the Primary Festivals, although these figures represent
Thornton's best estimate of its actual needs at the time of award.
There is no minimum guarantee of rental units that Thornton will order for each Primary Festival.
Should Thornton require a quantity of rental units above the quantities shown above, Thornton
will request the additional quantities from the Primary Vendor. The Primary Vendor is not
obligated to provide additional quantities but shall make a reasonable effort to meet Thornton's
full requirement.
If the Primary Vendor is unable to meet Thornton's full requirement, Thornton may solicit the
Backup Vendor to meet Thornton's full requirement.
Thornton may revise the list of Primary Festivals, or the maximum quantities of rental units
required for each of the Primary Festivals, upon mutual agreement with the Primary Vendor.
Thornton does not have established requirements or quantities for optional equipment and
specialized vehicle configurations, including towable utility trailers, wheelchair-accessible
passenger shuttles, and flatbed utility carts. When needed, these are anticipated to be ordered
in small quantities.
ORDER PROCESS:
By January 31st of each year, Thornton will notify Vendors of the dates of the Primary Festivals
and projected rental periods.
No later than three (3) weeks prior to the start of a rental period, Thornton shall confirm the dates
of the rental periods and quantities of rental units, and any optional equipment and specialized
vehicle configurations (if supplied by Vendors), needed for the respective rental periods. The
Primary Vendor is expected to have sufficient fleet capacity to meet the estimated maximum
quantities listed in Table A. However, the Vendor is not required to reserve specific units for
Thornton until Thornton confirms quantities for each rental period and the rental period dates.
Thornton will make reasonable efforts to notify the Primary Vendor of anticipated rental
quantities and rental periods as early as practicable, and to confirm those details as soon as
Thornton is able.
If the Primary Vendor is unable to meet all of Thornton's needs, the Primary Vendor shall notify
Thornton of such within two (2) business days of Thornton's request. Thornton may then, as its
discretion, solicit the Backup Vendor to meet Thornton's needs.
Thornton must issue a purchase order to an awarded Vendor before the Vendor commences work.
Thornton may, at its discretion, issue one or more blanket purchase order(s) to awarded Vendors
against which named Thornton staff may place individual rental orders.
F.O.B. POINT AND DELIVERY CONSIDERATIONS:
Delivery of rental units (and any optional equipment and specialized vehicle configurations) shall
be coordinated by the Vendor with the Thornton agency contact.
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Festival Utility Cart and Shuttle Rentals
Delivery of rental units (and any optional equipment and specialized vehicle configurations) shall
occur the day before the rental period is to start. Unless otherwise agreed by the Thornton
agency contact, delivery shall occur between 8:00 a.m. and 12:00 p.m. on the day prior to the
start of the rental period (e.g., for a one [1]-day rental on the 15th of the month, the Vendor would
deliver the unit on the morning of the 14th). This "morning before" arrangement is intended to
ensure that Thornton has sufficient time to stage the rental units (and any optional equipment
and specialized vehicle configurations) before a festival begins.
Vendor shall notify the Thornton agency contact at least twenty-four (24) hours prior to delivery
to confirm the expected delivery time. Upon delivery, Vendor and Thornton staff shall verify the
quantity and condition of all rental units (and any optional equipment and specialized vehicle
configurations) before the Vendor departs the location. Vendors are recommended to carry
spare tires and common spare parts to the delivery.
The Vendor shall pick up all rental units (and any optional equipment and specialized vehicle
configurations) within one business day of the end of the rental period. If the rental period ends
immediately before a weekend or holiday and the Vendor is not open for business on that
weekend or holiday, the Vendor shall not charge Thornton for the additional time that Thornton
is in possession of the rental units (and any optional equipment and specialized vehicle
configurations) following the end of the rental period before the rental units (and any optional
equipment and specialized vehicle configurations) are picked up by the Vendor, provided
Thornton does not use the rental units (and any optional equipment and specialized vehicle
configurations) after the rental period is over.
While Thornton is in possession of rental units (and any optional equipment and specialized
vehicle configurations), Thornton will exercise reasonable care in the custody, control, and use
of the rental units (and any optional equipment and specialized vehicle configurations). When
not in active use, Thornton will store the rental units (and any optional equipment and specialized
vehicle configurations) in a controlled area and take reasonable precautions to safeguard the
equipment from damage, theft, or unauthorized use, including overnight. Thornton shall not be
responsible for loss or damage resulting from causes beyond its reasonable control.
Thorntonfest, the Independence Day Celebration, and Winterfest are typically held at
Carpenter Park Fields, located at 11000 Colorado Blvd, Thornton, CO 80233.
Harvestfest is typically held at Community Park, located at 2141 E 95th Ave, Thornton, CO
80229.
Event locations are subject to change. The Vendor shall deliver to any of Thornton's facilities
located within Thornton city limits, as directed by the Thornton agency contact.
All rental units (and any optional equipment and specialized vehicle configurations) delivered
shall be clean, well-maintained, and in good cosmetic and mechanical condition, suitable for use
at public events. Units shall not have torn seating surfaces, cracked body panels, or other visible
damage that detracts from appearance or safe operation.
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All rental units shall display a unique identification number or other identifying marking to assist
Thornton staff in tracking equipment during the rental period.
All rental units, including any specialized vehicle configurations, shall be delivered with either a
full tank of gas (diesel/gasoline) or fully charged battery (electric).
All rental units, including any specialized vehicle configurations, will be operated by Thornton staff
aged 18 or older and who possess a valid driver's license.
Awarded Vendors shall furnish the make and model of rental units (and any optional equipment
and specialized vehicle configurations) quoted in their response to this solicitation. Substitutions
may only be made with the prior approval of Thornton and must meet or exceed the specifications
in this RFQ.
RENTAL SUPPORT:
The awarded Vendor shall provide a point of contact for any issues that arise during Thornton's
rental period, including weekends and holidays.
If a rental unit, or any optional equipment or specialized vehicle configurations, becomes
inoperable during the rental period, Thornton will notify the Vendor as soon as practicable.
Vendor shall repair or replace the unit, optional equipment, or specialized vehicle configuration
if there is more than one (1) full day remaining in the rental period.
Vendor shall respond on-site to service calls within three (3) hours during rental periods for Primary
Festivals, if a rental unit, optional equipment, or specialized vehicle configuration is to be repaired
or replaced by the Vendor.
If a rental unit, or any optional equipment or specialized vehicle configurations, becomes
inoperable and Vendor is unable to repair or replace the equipment within four (4) hours of
notification, Vendor shall credit Thornton one full day of the rental fee.
MULTIPLE AWARDS AND ORDER OF PRECEDENCE:
Thornton intends to make two priority-ordered awards to ensure the availability of a sufficient
number of rental units to meet Thornton's needs. Thornton reserves the right to make a single
award if only one responsive and responsible Vendor is available.
Thornton intends to make a single award to a Primary Vendor. This is the Vendor evaluated by
Thornton to have submitted the best value quote. This Vendor must have the capacity to
furnish to Thornton the maximum quantities of rental units for the Primary Festivals described
above under "Rental Periods and Required Quantities."
The Primary Vendor will also be solicited first by Thornton for any additional quantities of rental
units needed for Thornton's Primary Festivals, as well as any rental units needed for additional
public festivals or events, or as temporary substitutes for golf carts at Thorncreek.
Thornton intends to make one (1) award to a Backup Vendor. This is the Vendor evaluated by
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Thornton to have submitted the second-best value quote. If the Primary Vendor cannot meet
all of Thornton's requirements for rental units, Thornton may, at its discretion, solicit the
Backup Vendor to meet Thornton's needs. The Backup Vendor shall furnish rental units at its
quoted pricing.
Thornton may, at its sole discretion, replace the Primary Vendor with the Backup Vendor if
required due to Primary Vendor performance issues or inability of the Primary Vendor to meet
Thornton's needs.
INSURANCE:
The awarded Vendors shall maintain insurance coverage meeting the limits and requirements
specified herein.
(a) Workers' compensation insurance: Statutory limits.
(b) Commercial general liability insurance at the following minimum limits:
a. Each occurrence: $2,000,000
b. Products/completed operations aggregate: $1,000,000
c. Personal and advertising injury: $1,000,000
d. General aggregate: $2,000,000
(c) Automobile Liability Insurance: Minimum combined single limits for bodily injury and
property damage of not less than $1,000,000 for any single occurrence.
The awarded Vendors shall name Thornton, its officers, agents, and employees as additional
insureds with respect to the commercial general liability and auto liability coverages.
A Certificate of Insurance shall be completed and forwarded, along with the Additional Insured
Endorsements, to Thornton by the awarded Vendor's insurance agent(s) as evidence that policies
providing the required coverages, conditions, and minimum limits are in full force and effect and
shall be subject to review and approval by Thornton prior to the start of any work.
AWARD LENGTH:
The initial award term from this solicitation will start from May 1, 2026, to April 30, 2027. After
the initial term expires, there will be an opportunity for a mutually agreed upon annual renewal
with awarded Vendors of up to four (4) years through April 30, 2031.
No further extensions or renewals shall pass this date for service from the awarded Vendors,
unless otherwise previously authorized in writing by the Thornton Purchasing Division.
AWARD DOCUMENTATION:
Upon Notice of Award, the Thornton Purchasing Division shall issue a Vendor Commitment
Statement ("VCS") to the awarded Vendors - both the Primary Vendor and Backup Vendor -
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that memorializes the Scope of Work from this solicitation, along with each Vendor's awarded
pricing. This VCS will be sent to the awarded Vendors for signature to finalize the award.
ANNUAL PRICING UPDATES:
Upon each annual renewal of term, the awarded Vendors may request a price adjustment for
the following year. Price adjustment requests are to be made by the awarded Vendors in writing
(e.g., email) to the Thornton Purchasing Division, no later than sixty (60) Calendar Days prior to
the renewal date or year in which the adjustment may take effect. Should the Vendor fail to
submit a request for a price adjustment to Thornton's Purchasing Division, then the current
pricing shall remain in effect for the following renewal period.
All price adjustments shall be based upon the Denver-Aurora-Lakewood Consumer Price Index
for All Urban Consumers (CPI-U) and are subject to review and approval by Thornton's
Purchasing Division.
A link to this index at the time of this RFQ has been provided below.
https://data.bls.gov/pdq/SurveyOutputServlet?data_tool=dropmap&series_id=CUURS48BSA0,
CUUSS48BSA0
VENDOR TERMS AND CONDITIONS:
If a Vendor takes exception to any of the terms and conditions in this RFQ, including the
Purchase Order Terms and Conditions on the last page, or wishes to propose its own terms and
conditions governing the award (e.g., a Vendor-supplied rental agreement), the Vendor must
submit that information to Thornton with its quote.
Thornton may disqualify a Vendor if Thornton is unable to agree to the Vendor's terms and
conditions.
Following award, the VCS and Thornton's Purchase Orders, including any Vendor terms and
conditions that Thornton has agreed to include, shall govern the relationship between the
Parties, and Thornton will not sign any separate rental agreements or Vendor contractual forms
during performance.
QUOTE INSTRUCTIONS AND PRICING:
Vendors shall submit their quote using the attached Quote Form in Appendix No. 1.
On the first tab, "Pricing," Vendors shall provide:
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(a) In Table 1, for gas- or diesel-powered utility carts:
(1) The make, item (a), and model, item (b), for the proposed utility cart.
(2) Please indicate if you are taking exceptions to the RFQ specifications for the utility
cart in item (c) by selected "yes" or "no." If you are taking exceptions, please
identify in the email containing your quote which specifications you are taking
exceptions to (e.g., required bed size for the utility cart).
(3) The price for a one (1) week rental, item (d), and one (1) day rental, item (e).
(b) In Table 2, for electric-powered utility carts, if proposed:
(1) The make, item (f), and model, item (g), for the proposed utility cart.
(2) Please indicate if you are taking exceptions to the RFQ specifications for the utility
cart in item (h) by selected "yes" or "no." If you are taking exceptions, please
identify in the email containing your quote which specifications you are taking
exceptions to (e.g., required bed size for the utility cart). If your proposed
electric-powered utility cart has less than eleven (11) horsepower, please
select "yes" and provide the actual horsepower in your email.
(3) The price for a one (1) week rental, item (i), and one (1) day rental, item (j).
NOTE: Electric utility carts are not required to be part of your quote, but Thornton is
requesting pricing should the Vendor offer electric utility carts. If pricing for electric utility
carts is provided, please submit with your quote information about the electric utility carts
proposed, including estimated operational run time and range for a single charge, and
charging time and options (e.g., can the battery be charged on site by Thornton, or must
the Vendor charge all batteries at its location?).
(c) In Table 3, for gas-powered passenger shuttles:
(1) The make, item (k), and model, item (l), for the proposed passenger shuttle.
(2) Please indicate if you are taking exceptions to the RFQ specifications for the
passenger shuttle in item (m) by selected "yes" or "no." If you are taking exceptions,
please identify in the email containing your quote which specifications you are
taking exceptions to.
(3) The price for a one (1) day rental, item (n).
(d) In Table 4, for electric-powered passenger shuttles, if proposed:
(1) The make, item (o), and model, item (p), for the proposed passenger shuttle.
(2) Please indicate if you are taking exceptions to the RFQ specifications for the
passenger shuttle in item (q) by selected "yes" or "no." If you are taking exceptions,
please identify in the email containing your quote which specifications you are
taking exceptions to.
(3) The price for a one (1) day rental, item (r).
NOTE: Electric passenger shuttles are not required to be part of your quote, but Thornton
is requesting pricing should the Vendor offer electric passenger shuttles. If pricing for
electric passenger shuttles is provided, please submit with your quote information about
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