Thorncreek Golf Course Reel Grinder Replacement

REQUEST FOR PROPOSAL (RFP)
RFP No. 136-26C
THORNCREEK GOLF COURSE
REEL GRINDER REPLACEMENT
Purchasing Analyst of Record: Joshua Houston
Joshua.Houston@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. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
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 GENERAL SCOPE OF WORK: ...................................................................................... 5
B.4 MINIMUM FUNCTIONAL REQUIREMENTS: ................................................................. 6
B.5 TRADE-IN: ...................................................................................................................... 6
B.6 F.O.B. POINT: ................................................................................................................. 7
B.7 DELIVERY CONSIDERATIONS: .................................................................................... 7
B.8 INVOICING REQUIREMENTS: ....................................................................................... 7
B.9 VENDOR PERFORMANCE MANAGEMENT: ................................................................ 7
B.10 COOPERATIVE PURCHASING: .................................................................................. 7
C.1 INSTRUCTIONS FOR ANSWERING QUESTIONS: ....................................................... 8
C.2 PROPOSAL QUESTIONS: ............................................................................................. 8
D.1 PRICING INFORMATION: ............................................................................................ 11
D.2 BEST AND FINAL OFFER: ........................................................................................... 11
D.3 PRICING: ....................................................................................................................... 11
D.4 PROPOSAL ITEMS: ..................................................................................................... 12
E.1 PROPOSAL POSTED LOCATIONS: ............................................................................ 13
E.2 PROPOSAL QUESTIONS:............................................................................................ 13
E.3 ADDENDA: .................................................................................................................... 13
E.4 SUBMISSION OF PROPOSALS: .................................................................................. 13
E.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION: ................................................... 14
E.6 CONFIDENTIAL AND PROPRIETARY INFORMATION: ............................................. 14
E.7 LATE PROPOSAL SUBMISSIONS: ............................................................................. 15
E.8 AWARDS: ...................................................................................................................... 15
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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
E.9 ACCEPTANCE PERIOD: .............................................................................................. 16
E.10 EVALUATION OF PROPOSALS: ............................................................................... 16
E.11 EVALUATION CRITERIA: ........................................................................................... 16
E.12 POST AWARD PURCHASE ORDER: ........................................................................ 17
E.13 PURCHASE ORDER TERMS AND CONDITIONS: .................................................... 17
E.14 STANDARD PROPOSAL CONSIDERATIONS: ......................................................... 17
F.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 18
F.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 19
G.1 PURCHASING MANAGER FORM: .............................................................................. 20
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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
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 03/09/2026
Deadline to Submit Questions 03/16/2026 4:30 P.M.
Response to Written Questions 03/18/2026
Proposal Due Date 03/25/2026 4:30 P.M.
Tentative Award Date 04/01/2026
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: Joshua Houston
Title: Senior Purchasing Analyst
Email: Joshua.Houston@thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO ("Thornton") is seeking proposals from interested firms for the
purchase and installation of a new reel grinder system for Thornton's golf course maintenance
facility. As part of this solicitation, Thornton is also offering its current reel grinder for trade-in.
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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 CURRENT STATE:
The Thorncreek Golf Course ("Thorncreek") is an eighteen (18)-hole golf course and practice
facility owned and operated by Thornton. Thorncreek's maintenance facility is responsible for
servicing all reel mowing equipment used in daily course operations. The maintenance facility
currently utilizes a Foley United ACCU-PRO 632 reel grinder, which is nearing the end of its
service life.
Thornton seeks proposals for a modern replacement reel grinding system that improves
throughput, automation, operator safety, and grinding precision.
B.2 GOALS FROM THIS RFP:
The replacement reel grinder should:
a. Increase reel grinding throughput and reduce service time per cutting unit.
b. Improve automation and ease of operation.
c. Enhance operator safety and dust containment.
d. Provide consistent, precise spin and relief grinding.
e. Deliver long-term durability.
f. Have an operational footprint similar to the existing Foley United ACCU-PRO 632, as the
maintenance facility has limited available floor space beyond the existing equipment
footprint.
Mower uptime and consistent reel performance are critical to maintaining ideal playing conditions
on the golf course.
Thornton seeks proposals from qualified manufacturers and distributors offering reel grinding
systems that meet or exceed the minimum functional requirements outlined below in
Section B.4.
B.3 GENERAL SCOPE OF WORK:
The awarded Vendor shall:
a. Supply one (1) new reel grinder system.
b. Deliver and install equipment at Thorncreek's maintenance facility, located at 13555
Washington St, Thornton, CO 80241.
c. Provide complete operational and maintenance documentation.
d. Include all necessary components for full operation (including any required automation
modules, relief systems, safety enclosures, and dust management systems).
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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
B.4 MINIMUM FUNCTIONAL REQUIREMENTS:
a. Grinding capabilities:
1. Spin grinding capability for all standard golf course reel sizes.
2. Automatic or semi-automatic relief grinding capability.
3. Variable reel speed control.
4. Adjustable traverse speed and feed rate.
5. Ability to handle a range of reel diameters and cutting unit configurations
common to golf course equipment.
6. Durable grinding motors.
b. Automation and controls:
1. Programmable or memory-based settings preferred but not required.
2. Intuitive operator interface (e.g., touchscreen or advanced control panel).
3. Automated indexing for relief grinding preferred but not required.
4. System should require minimal manual adjustments once setup is complete.
5. Measurement systems or verification tools to ensure accuracy.
c. Performance and throughput:
1. Designed for high-volume, commercial golf course maintenance environments.
2. Efficient reel setup and alignment system.
d. Safety and dust management:
1. Enclosed or partially enclosed grinding chamber.
2. Integrated or compatible dust collection system.
3. Emergency stop controls.
4. Compliance with applicable federal, state, and local safety standards.
5. Operational footprint similar to existing equipment on-site to permit safe
operation and maintenance of the system.
B.5 TRADE-IN:
Thornton desires to trade-in its existing Foley United ACCU-PRO 632 reel grinder to offset the
cost of acquiring a new reel grinder system. A photograph of this system is provided in
Attachment No. 1. Vendors are not required to include this trade-in in their proposals, but
Thornton will consider whether Vendors propose a trade-in as part of proposal evaluations.
If the awarded Vendor is to purchase Thornton's existing Foley United ACCU-PRO 632 reel
grinder, the Vendor will be responsible for uninstalling it from the golf course maintenance facility
and providing for all transportation of it off site. These costs must be accounted for in proposals.
If the awarded Vendor is not to purchase Thornton's existing reel grinder, Thornton will uninstall
and remove the existing reel grinder prior to the delivery and installation of the new reel grinder
by the Vendor.
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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
B.6 F.O.B. POINT:
Prices quoted shall be F.O.B. Destination, unloaded and installed in Thorncreek's maintenance
facility located at 13555 Washington St, Thornton, CO 80241.
B.7 DELIVERY CONSIDERATIONS:
Delivery is desired on or before May 29, 2026. All deliveries shall be made between the hours
of 8:00 A.M. and 4:00 P.M. Mountain Time, Monday through Friday, excluding federal holidays.
Our maintenance facility does not have a dock; all deliveries will need to be made using a lift
gate.
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 VENDOR PERFORMANCE MANAGEMENT:
Thornton may administer a Vendor performance management program as part of this award.
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
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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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
PROPOSAL QUESTIONS TO PROSPECTIVE VENDOR
C.1 INSTRUCTIONS FOR ANSWERING QUESTIONS:
Your proposal response must specifically address each of the questions/issues that are listed
within this RFP. The quality and detail of your responses, along with how closely your firm can
meet or exceed Thornton's Scope of Work and the minimum functional requirements from
Section B, will be considered in the overall evaluation of your proposal. Vendors are encouraged
to give examples and provide comprehensive information to support your compliance on each
point.
All answers provided by the awarded Vendor may be incorporated into the Purchase Order
between the Vendor and Thornton as an additional exhibit or as part of a finalized Scope of
Work.
C.2 PROPOSAL QUESTIONS:
To standardize the format of all proposals for evaluation, Vendors are required to respond to all
questions in the order given and to list the item number and restate the question prior to giving
their answer. Failure to comply with this requirement may result in your proposal being declared
non-responsive.
A. General Vendor Questions
1) General Vendor Summary
Please provide a brief description of the following:
a) Full legal company name;
b) Your headquarters address;
c) Primary company contact including name, phone number, and email address;
d) The year your firm was established;
e) A brief listing of your Vendor core competencies; and
f) A current copy of your firm's W-9 (IRS version October 2018).
2) Experience and References
Please provide five (5) current client references that you have sold and implemented
the same or like solutions to in the past five (5) years. Of these references, please list
as many as available that are other governmental municipalities as possible.
a) Include in your reference information:
i) Name of the municipality or firm;
ii) Client's headquarters address;
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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
iii) Current reference contact information, including the Reference's:
(1) Name;
(2) Title;
(3) Phone number; and
(4) Email address.
iv) Product make and model that was bought by your client; and
v) Project description including all services performed.
b) Please provide the number of overall clients that you have currently using your
proposed solution, including:
i) Within the United States; and
ii) Within the State of Colorado.
B. Proposed Reel Grinder System
Please provide the following:
a) A detailed description of your proposed reel grinder system and its technical
specifications, capabilities, and features. Vendors may submit existing product
literature for this requirement, including photos or videos (or web links to photos or
videos). Please include:
i) The method by which reels are loaded onto and secured within the grinder.
ii) Whether the unit supports single-operator loading.
iii) The amount of open workspace surrounding the reel during setup and grinding.
iv) Visibility of the reel during operation and setup.
b) Estimated throughput of your proposed system in terms of average total grind cycle
time per reel (spin and relief).
c) Electrical requirements of your proposed system.
d) Detailed footprint dimensions of your proposed system, including:
i) Base machine dimensions.
ii) Dimensions of all permanently attached components.
iii) Dimensions of any required auxiliary equipment (e.g., integrated or detached
worktables, hoists, lift systems, loading mechanisms, control cabinets).
iv) Required operator working clearance and service access space.
v) The total operational footprint (length x width x height) required for safe
installation, use, and maintenance. This must be stated in your proposal.
NOTE: Thornton's maintenance facility has limited available floor space beyond the
footprint of the existing Foley United ACCU-PRO 632. The maximum allowable
footprint for the new machine, including any integrated lift table and workspace, is
approximately 72" wide x 43" deep (not including operator working clearance or
service access space).
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RFP No. 136-26C
Thorncreek Golf Course Reel Grinder Replacement
e) Lead time for delivery and estimated delivery date, assuming the award of a
purchase order on or before April 1, 2026.
f) Standard commercial warranty information, including coverage details and length.
Thornton desires at least a one-year warranty.
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