Project Information

Bid Title

Stage, Lights and Audio Event Services

Issuing Agency

City of Thornton

Location

Colorado

Published Date

Mar 4, 2026

Closing Date

Mar 24, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

Solicitation number	Status	Due	Description	Attachments
154-26	Active	3/24/2026 5:00 PM	Stage, Lights and Audio Event Services	Solicitation Document Exhibit B Reference Sheet Standard Proposal Considerations Sample Vendor Commitment Stmt

Attachment Preview

RFQ No. 154-26

Stage, Lights and Audio

REQUEST FOR QUOTATION (RFQ)

RFQ No. 154-26

Stage, Lights and Audio Event Services

SCHEDULE OF EVENTS

RFQ Issued

03/03/26

Deadline to Submit Additional Questions

03/13/26

5:00 P.M.

Local Time

Response to Written Questions

03/18/26

5:00 P.M.

Local Time

RFQ Due Date

03/24/26

5:00 P.M.

Local Time

GENERAL INFORMATION:

The City of Thornton (Thornton) is requesting Quotations for Procurement of event services

including stage, lighting and audio services for Thornton’s 70th Anniversary event. Thornton is

requesting a company to provide stage, lights, and audio services for this one-day event on

Saturday, June 6, 2026.

BUYER CONTACT INFORMATION:

The Purchasing Analyst’s (PA’s) contact information from the City’s Purchasing Office for this

solicitation is as follows:

PA’s Name:

PA’s Title:

PA’s Email:

Denise Serna

Purchasing Analyst

Denise.serna@Thorntonco.gov

Note: Communications with anyone other than the Purchasing Division during the course of the

solicitation may result in rejection of your Quotation. All questions, comments, and submissions

regarding this Request for Quotation (RFQ) shall be addressed to the Buyer, not to the end user.

CURRENT STATE:

The City of Thornton’s 70th Anniversary event will take place on June 6, 2026, as a part of

Thornton’s annual Thorntonfest festival at the Carpenter Recreation fields, located next to the

Margaret Carpenter Recreation Center at 1111 East 108th Avenue on a 17-acre lot. The 70th

Anniversary will be an extension of performances to highlight the 70th Anniversary celebration.

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RFQ No. 154-26

Stage, Lights and Audio

Thornton festivals are typically comprised of, but not limited to, one (1) or more of the following

features:

• Food and beverage vendors;

• Dances/dance exhibitions;

• Custom car/equipment exhibits;

• Information/public service tents;

• Concerts/stage performances;

• Cultural/educational exhibits;

• Craft fairs;

• Rides/amusements;

• First aid/health information tents;

• Sports/recreation exhibitions;

• Event sponsor’s exhibits; and/or

• Some events may include: fireworks, ice rink, tree lighting, and villages, cultural and educational

exhibits.

The descriptions above are of our standard festivals and general requirements are provided as

additional information. The purpose of this solicitation is to identify firms that can meet our general

needs as outlined in the Scope of Work and can provide your company’s available equipment and

capabilities. Thornton welcomes Vendor information that will clarify or amplify a firm’s expertise

and commitment to assist in the success of this event.

SCOPE OF WORK:

Thorntonfest will celebrate the City’s 70th Anniversary. The event will take place on Saturday,

June 6, 2026, beginning at 10:00 a.m. to 9:15 p.m. The event location is Carpenter Multipurpose

fields located at 108th Avenue and Colorado Boulevard in Thornton, CO.

Event Details:

1. Stage:

• Vendor shall provide a 32’x24’ stage for our “Anniversary Stage” with stage lights

and sound.

• Stage Staff shall work with the Laser Light Show (separate contractor) personnel

for their set-up.

• Stage set-up is to take place on Friday, June 5th for use on Saturday, June 6th.

Tear down is to take place at the conclusion of the event on June 6th.

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RFQ No. 154-26

Stage, Lights and Audio

2. Audio:

• Sound/Audio shall accommodate a crowd of approximately 150 people within 100

feet in front of the stage. This needs to include all labor for set-up, tear down and

execution during the event. We will have six (6) different bands/groups to perform

on this stage throughout the day. This stage will also be used for the laser

lightshow (provided by another contractor), at the conclusion of the event.

• The sound system shall include microphones with the ability to make

announcements prior, during, and following the event. Service Provider’s sound

technician will contact each band leader to discuss sound capabilities, stage

plotting, and microphones needed prior to the event.

• The Vendor’s stage staff shall work with each band lead on set-up and a short

sound check prior to performance as well as monitor sound and lights during the

performances.

3. Equipment:

a. Stage: One (1) stage per the dimensions provided.

• 32’ x 24’; and

• Height adjustable.

b. Lighting: All lighting as provided:

• 24-LED IP 65 Par cans to light the stage (performance times dusk-dark);

• Martin.2 Lighting console; and

• All needed cabling needed for event lighting.

c. Audio:

• Console to manage audio;

• DB Tech line array L212 – 8 each;

• DB Tech Subs S218 – 4 each;

• Monitors – 6 each;

• Mic kit; and

• All cabling needed for on stage and distribution of sound.

4. Staffing/Labor:

a. Vendor shall determine the number of staff needed to support the event for set up,

during and throughout the event, and tear down after the event.

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RFQ No. 154-26

Stage, Lights and Audio

5. Event Times/Location:

a. The event is located at Carpenter Multipurpose Fields located at 108th Avenue &

Colorado Boulevard. A map of event location is attached for reference.

b. Vendor set up shall be completed on June 5th in preparation of the event the

following day.

c. Vendor shall tear down and remove equipment immediately following the end of the

event.

General Requirements:

1. Vendor shall provide all labor, equipment, materials, and supplies required, including

delivery, set-up, take-down, and removal of equipment from site.

2. The Vendor shall designate specific support personnel that shall be available on site if

problems occur. The Service Provider shall provide the necessary information for daytime

and after hours contact names and phone numbers for use during days of set-up, use, and

take-down.

3. The Vendor shall be responsible for coordinating all aspects of the availability, scheduling,

set-up, operation, maintenance, and take-down of equipment with Thornton’s designated

Project Manager.

4. Rate charges shall apply only to the contracted workday(s) and of actual use. Set-up and

removal days/time(s) shall be considered incidental to the Work and shall not be charged

separately.

5. In the event that inclement weather occurs or is imminent, the Service Provider shall work

with Thornton’s Project Manager regarding special or revised instructions regarding set-up

and take-down.

6. In the event that cancellation of an event is required, the Service Provider shall be

compensated based on the time for services rendered up to the time of cancellation, plus

four (4) additional hours for take-down.

7. All equipment must be in good repair and of a condition that ensures its safe use.

8. All technicians and laborers must be adequately trained and familiar with the equipment to

accommodate its proper installation and successful use.

9. The Service Provider shall attend all necessary meetings with Thornton staff and festival

performers and vendors in advance of the Work, in order to develop a clear and concise

Work plan, equipment list, and personnel requirements in advance of all events.

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RFQ No. 154-26

Stage, Lights and Audio

10. The Service Provider shall begin set up of all equipment in advance of the event to insure

that all elements are in place and properly functioning before the event begins.

11. Event details and location may be subject to change. Coordinate with Project Manager.

12. The information below entitled “Thorntonfest” is provided as additional information only.

Thorntonfest:

Thornton’s contracted Service Provider oversees the Marketplace Stage. This stage

generally has 5 performances, all musical groups each lasting forty-five (45) minutes to

one (1) hour with a fifteen (15) minute turnaround set-up/strike-down time. The sound

system shall have the capability to amplify the performance to reach up to a 1,000- person

audience. The sound system shall include microphones with the ability to make

announcements prior, during, and following the event. Service Provider’s sound

technician will contact each band leader to discuss sound capabilities, stage plotting, and

microphones needed prior to the event.

• Sound Support for Thorntonfest Main Stage Includes:

– Medium/Large 3 Way Sound system;

– Mic/DI Package;

– Monitors (Up to 6);

– Stand Package;

– Audio Console;

– All Necessary Cabling;

– Side of Stage Monitors;

– 1 Sound engineer (Front of House); and

– 1 Sound engineer (Monitor).

EXPECTED QUANTITIES:

The quantities listed within this RFQ are to the best of Thornton’s knowledge, and do not obligate

the Buyer to procure additional items.

F.O.B. POINT:

F.O.B. Destination at event location, unloaded and installed.

Carpenter Recreation Fields

11151 Colorado Boulevard

Thornton, CO 80233

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Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 334310Audio and Video Equipment Manufacturing
• NAICS 711320Promoters of Performing Arts, Sports, and Similar Events without Facilities

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