Project Information

Bid Title

Delivery and Implementation for a Budget Software Solution

Issuing Agency

City of Elk Grove

Location

California

Published Date

Mar 4, 2026

Closing Date

Mar 13, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Type	Name	Due Date	Notice	Details	Posted
RFP	Delivery and Implementation for a Budget Software Solution	03/13/26	RFP Package	Q & A Addendum No. 1	Finance	02/12/26	Active

Attachment Preview

CITY OF ELK GROVE

Request for Proposals

For

Delivery and Implementation for a Budget Software Solution

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 5:00 pm on March 13th, 2026

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Service Providers

(Service Provider(s)) for Budget Software Solution in accordance with the included

specifications, terms, and conditions shown in this Request for Proposals (RFP).

Prospective respondents are advised to read this information over carefully prior to

submitting a proposal.

The proposed system will promote efficient collaboration across departments, improve

budget transparency, and ensure that all stakeholders can access and manage financial

data effectively. The project will require an expedited implementation, with final

implementation and staff training no later than the end of the 2026 calendar year.

Service Providers are encouraged to propose on all of the required services in the Scope

of Work of this proposal. In order to best meet its needs, the City reserves the right to

contract for each required service individually or as one or more packages. Prospective

respondents are advised to read this information over carefully prior to submitting a

proposal.

Electronic Submission:

Proposals may be submitted electronically in pdf form, and emailed to the office of the City

Clerk at cityclerk@elkgrove.gov prior to 5pm on March 13th, 2026. Submittals in pdf format

must be fully ADA compliant. Large files may be sent using a cloud-based system such

as Dropbox. Service Providers shall be responsible for ensuring that proposals submitted

electronically are received by the City Clerk prior to the deadline. Proposals that are not

received prior to the deadline shall not be considered by the City, even if the late

submission is due to a technical or other error, including, without limitation, the City's

inability to open or access the electronic file. If the proposing Service Provider does not

receive a confirmation from the City Clerk that the proposal has been received, Service

Provider should assume the transmission failed and either resubmit or arrange for another

method of delivery. Service Providers are also encouraged to contact the City Clerk to

confirm receipt of their proposal prior to the deadline. Proposals shall not be accepted by

fax.

Questions regarding this RFP are to be directed by e-mail to: Nathan Bagwill, Budget

Manager at nbagwill@elkgrove.gov. Such contact shall be for clarification purposes only.

The City must receive all questions no later than Thursday, February 26th, 2026. Material

changes, if any, to the scope of services or proposal procedures shall only be transmitted

by written addendum and posted to the City website. Addendums and answers to

submitted questions will be available via the City of Elk Grove website under “Notice” for

the RFP announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor will late

proposals be opened. Each Service Provider assumes responsibility for timely submission

of its proposal.

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Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Service

Provider and received by the City Clerk prior to the final time and date for the receipt of

proposals. Once the deadline is past, Service Providers are obligated to fulfill the terms

of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, reject any and all proposals, and to

call for new proposals or dispense with the proposal process in accordance with the Elk

Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and

Selection Criteria. A contract may be awarded to the responsible Service Provider who

best meets the City’s needs by demonstrating the competence, and qualifications

necessary for the satisfactory performance of the required services, shall not necessarily

be based on the lowest priced proposal, but shall be based on a determination of which

services offered serve the best interest of the City, except as otherwise provided by law,

taking into consideration adherence to the included specifications. A contract may be

awarded to the next responsible Service Provider if the successful Service Provider

refuses or fails to execute the contract. All Service Providers that were not selected by

the City shall be notified in writing. Nothing herein shall obligate the City to award a

contract to any responding Service Provider. Any contract awarded will be non-exclusive,

and the City reserves the right to seek services from other sources, in the City’s sole

discretion.

Register with the California Secretary of State:

Unless Service Provider is a sole proprietorship or general partnership, Service Provider

must be registered and in good standing with the California Secretary of State within 14

days following notification of the City’s intent to award a contract to Service Provider and

prior to execution of a final contract. Failure to timely register with the Secretary of State

may result in the City awarding the contract to another Service Provider. Additional

information regarding the registration process may be found on the Secretary of State’s

website at: https://bizfileonline.sos.ca.gov/

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all

information and materials provided in each submittal received is subject to disclosure

through a public records request pursuant to the California Public Records Act, or

otherwise as may be required by law. The City, in its sole discretion, may release any

submitted materials, regardless of whether such materials are marked by respondents as

confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that

do not comply with the strict requirements of this RFP, and the City reserves the right to

award a contract to a Service Provider submitting any such non-compliant proposal, all in

the City’s sole discretion.

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Local Vendor Preference:

A bid or proposal from a local vendor for commodities, equipment, and general services

will be tabulated as if it were five (5%) percent below the figure actually set forth in the bid

or proposal, up to a maximum preference of Fifty Thousand and no/100th ($50,000.00)

Dollars per bid or proposal, to account for the financial advantages accruing to the City by

the award of a bid to a local vendor. Bids or proposals submitted in response to this RFP

will be evaluated on the basis of a local preference of five (5%) percent of the bid or

proposal price.

"Local vendor" means a person or legal entity which has a place of business (other than

a post office box) within the City and has a valid, current business license issued by the

City. To qualify as a local vendor for the purposes of Section 3.42.230 of this Code, the

vendor shall submit with its bid or proposal a completed City-provided affidavit that

documents the following: 1) the business has a facility with a City of Elk Grove address,

2) the business has, during at least one (1) year immediately preceding the submission of

the bid or proposal, attributed sales tax to the City of Elk Grove, and 3) the business has

had a City of Elk Grove business license for at least one (1) year prior to the submission

of the bid or proposal. The affidavit can be obtained by accessing the Request for

Proposal

and

Bids

section

of

the

City

website,

http://www.elkgrovecity.org/community/request-for-proposal.asp.

Validity of Pricing:

Service Providers are required to provide a fee structure including the hourly rate of the

principals to be assigned to the matter, and proposed cost (line item descriptions and

pricing), and expense reimbursements levels, and total costs. No cost increases shall be

passed onto the City after the proposal has been submitted. No attempt shall be made to

tie any item or items contained in this RFP with any other business with the City; each

proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation

and information purposes only. No guarantee of quantities is given or implied by the City.

Service Provider must furnish the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such

demonstrations are requested, the Service Provider shall respond promptly and arrange

a demonstration at a convenient location. Failure to a demonstration as specified by the

City may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize

other available governmental contracts.

Qualification/Inspection:

Proposals will only be considered from Service Providers normally engaged in providing

the services specified herein. By responding to this RFP, the Service Provider consents

to the City’s right to inspect the Service Provider’s facilities, personnel, and organization

at any time, or to take any other action necessary to determine Service Provider’s ability

to perform. The City reserves the right to reject proposals where evidence or evaluation

is determined to indicate inability to perform. The City reserves the right to interview any

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or all responding Service Providers and/or to award a contract without conducting

interviews.

Acceptance and Conditions

The services rendered in response to the RFP must comply fully with the terms of the

RFP. The City will make payment only after the services rendered are reviewed and

accepted as complete by the City.

Other Governmental Entities:

If the Service Provider is awarded a contract as a result of this RFP, the Service Provider

shall, if the Service Provider has sufficient capacity, provide to other governmental

agencies, so requesting, the services awarded in accordance with the terms and

conditions of the RFP.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment B. In

submitting proposals under these specifications, Service Providers should take into

account all discounts, both trade and time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Service Provider

that will give prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution.

The City anticipates the contract to be for a term of five years with five one-year

extensions, at the option of the City. The City reserves the right to set the term for a period

deemed to be in the best interest of the City, and terminate the contract as set forth therein.

Amendments:

If, in the course of the performance of the contract, Service Provider or the City proposes

changes to the services provided, and informal consultation with the other party indicates

that a change in the terms and conditions of the contract may be warranted, Service

Provider or the City may request a change in the contract. The parties to the contract will

meet to discuss and negotiate the required documents. Upon completion of those

negotiations, the negotiated documents will be submitted to the City for approval. Upon

approval by the City, an amendment to the Contract will be approved by all parties for the

change to be implemented. An amendment shall not render ineffective or invalidate any

unaffected portions of the Contract. Nothing in this section obligates the City to agree to

any change order or other amendment, and the City may withhold such agreement in its

sole discretion.

Service and support:

All Service Providers shall explain how all on-going service and support shall be handled

by the Service Provider and the City of Elk Grove.

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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