Project Information

Bid Title

Invest Elk Grove Website Design, Hosting, and Maintenance Services

Issuing Agency

City of Elk Grove

Location

California

Published Date

Jan 2, 2026

Closing Date

Jan 12, 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	Invest Elk Grove Website Design, Hosting, and Maintenance Services	01/12/26	RFP Package	Q & A	Economic Development	12/15/25	Active

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CITY OF ELK GROVE

Request for Proposals

for

Invest Elk Grove Website

Design, Hosting, and Maintenance Services

City Clerk’s Office

Office of Economic Development

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Issued: December 15, 2025

Proposals Due by

January 12, 2026 at 4:00 PM PST

1

December 15, 2025

Introduction

The City of Elk Grove’s Office of Economic Development, operating under the brand name Invest Elk Grove,

is accepting proposals from qualified Consultants (Consultant or Respondent) in accordance with the

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

Respondents are advised to read this information carefully prior to submitting a Proposal.

All Proposals must be submitted to the Office of the City Clerk by 4:00 PM PST on Monday January 12,

2026. Proposals may be submitted in writing or electronically as directed below.

Questions regarding this RFP are to be directed by e-mail to Melissa Lasher, Economic Development

Analyst, at mlasher@elkgrove.gov. Questions shall be for clarification purposes only. The City must receive

all questions no later than Monday, December 29, 2025 at 4:00 PM PST. Material changes, if any, to the

scope of services or proposal procedures shall only be transmitted by written addendum and posted to the

City’s website. Addendums will be available via the City’s website under “Notice” for the RFP

announcement.

Written Submissions:

If submitting in writing, one signed original shall be submitted to the Office of the City Clerk by 4:00 PM PST

on Monday January 12, 2026. A copy of the proposal shall also be provided on a flash drive. The proposal

and flash drive shall be submitted in a sealed envelope clearly marked “Invest Elk Grove Website Design,

Hosting, and Maintenance Services” and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

If submitting electronically, proposals shall be submitted in .pdf form and emailed to the Office of the City

Clerk at cityclerk@elkgrove.gov, with a copy to City of Elk Grove Economic Development at

econdev@elkgrove.gov prior to the deadline stated above. Large files may be sent using a cloud-based

system such as Dropbox. Consultants 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 Consultant does not receive a confirmation from the City Clerk

that the proposal has been received, Consultant should assume the transmission failed and either resubmit

or arrange for another method of delivery.

Whether submitting in writing or electronically, Consultants are encouraged to contact the Office of the City

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

Late Proposals:

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

opened. The respondent assumes responsibility for timely submission of its proposal. Proposals will be

deemed received on the date and at the time a physical copy is stamped received by the City or the date

and time the e-mail is received by the City as evidenced by the digital time stamp in the e-mail.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Respondent and received

by the City prior to the final time and date for the receipt of proposals. Once the deadline is past,

Respondents are obligated to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

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

or dispense with the proposal process in accordance with the Elk Grove Municipal Code.

2

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment B: Evaluation and Selection Criteria. A

contract may be awarded to the responsible Consultant who best meets the City’s needs by demonstrating

the competence and professional qualifications necessary for the satisfactory performance of the required

services, and shall not necessarily be based on the lowest priced proposal, except as otherwise provided

by law, taking into consideration adherence to the included specifications. A contract may be awarded to

another responsible Consultant if the successful Consultant refuses or fails to execute the contract. All

Consultants that were not selected by the City shall be notified in writing via e-mail. Nothing herein shall

obligate the City to award a contract to any responding Consultant. 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 Consultant is a sole proprietorship, Consultant 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

Consultant and prior to execution of the contract. Failure to timely register with the Secretary of State may

result in the City awarding the contract to another Consultant. 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 requirements of this RFP, and to award a contract to a Consultant submitting any such non-

compliant proposal, all in the City’s sole discretion.

Security Access Policy:

The work to be completed under this RFP may require access to City facilities and therefore is subject to

the City’s Security Access Policy, which is attached to the City’s standard contract (see Exhibit F to

Attachment D. The selected Consultant, including its employees, subcontractors, agents and anyone

working on their behalf that will access City facilities, shall submit to a background check which shall include

Live Scan electronic fingerprinting. This background check, if required, must be completed before the

Consultant will receive a Notice to Proceed. The Elk Grove Police Department shall review the background

check and may deny access to any individual in its discretion as it deems necessary for the security of City

facilities and personnel. A contract shall not be awarded to any Consultant that is unable to complete the

Scope of Work as a result of denied access under the City’s Security Access Policy.

Validity of Pricing:

Consultants 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. Consultant 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 Consultant shall respond promptly and arrange a demonstration at a convenient location.

Failure to provide a demonstration as specified by the City may result in rejection of the proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all parts of a proposal received and utilize other available

governmental contracts.

3

Qualification/Inspection:

Proposals will only be considered from Consultants normally engaged in providing the types of services

specified herein. By responding to this RFP, the Consultant consents to the City’s right to inspect the

Consultant’s facilities, personnel, and organization at any time, or to take any other action necessary to

determine Consultant’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 or all

responding Consultants and/or to award a contract without conducting interviews.

Other Governmental Entities:

If the Consultant is awarded a contract as a result of this RFP, the Consultant shall, if the Consultant has

sufficient capacity, provide to other governmental agencies, so requesting, the services awarded in

accordance with the terms and conditions of the RFP.

Federal Requirements:

Should any portion of these services require the use of Federal funds, all Federal requirements shall apply and

all Consultants must consent to each certification and assurance, which will be incorporated into the contract.

Piggybacking:

“Piggybacking” is a form of intergovernmental cooperative purchasing in which an entity will be extended

the same pricing and terms of a contract entered into by another entity.

Bidders are requested to indicate on the Bid if they will extend the pricing, terms, and conditions of an

awarded contract, based on this bid, to other government agencies. If the successful Consultant agrees to

this provision, participating agencies may enter into a contract with the successful Consultant for the

purchase of the services and commodities described herein based on the terms, conditions, prices, and

percentages offered by the successful Consultant to the City. Minor changes in terms and conditions may

be negotiated by participating agencies during the term and following the award of the contract. Any such

contract shall be entirely independent and separate from the City and City shall have no obligation relating

to any third-party contract.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment C. In submitting a

proposal under this RFP, the Consultant should consider 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 Consultant 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 one year. The actual term will be specified in the contract. 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 at any time for convenience as set forth in the contract.

Amendments:

If, in the course of the performance of the contract, Consultant or the City proposes changes to the services

provided, and consultation with the other party indicates that a change in the terms and conditions of the

contract is warranted, Consultant 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:

Consultants shall explain how all on-going service and support shall be handled by the Consultant and the

City of Elk Grove.

4

Records:

The Consultant shall maintain complete and accurate records with respect to labor costs, material

expenses, and other such information required by City that relates to the performance of services under

the contract. The Consultant shall maintain adequate records of services provided in sufficient detail to

permit an evaluation of the services. All such records shall be maintained in accordance with generally

accepted accounting principles and shall be clearly identified and readily accessible and in a form

acceptable to the City, which the City may specify and change from time to time. The Consultant shall

provide free access to the representatives of City or its designees, at reasonable times, to such books and

records, shall give City the right to examine and audit said books and records, shall permit City to make

transcripts therefrom as necessary, and shall allow inspection of all work, data, documents, proceedings,

and activities related to the contract. Such records, together with supporting documents, shall be maintained

for City’s inspection for a period of at least three (3) years after receipt of final payment.

Proposal Guidelines:

The following guidelines are provided for standardizing the preparation and submission of proposals. The

intent is to assist Respondents in the preparation of their submissions and to assist the City by simplifying

the review process providing standards for comparison of submissions.

Statements submitted in response to this RFP shall include a complete response to the requirements in

this section in the order presented. Statements should be a straightforward delineation of the Respondent’s

capability to satisfy the intent and requirements of this RFP and should not contain redundancies and

conflicting statements.

If submitting in writing, one signed original shall be submitted to the Office of the City Clerk by 4:00 PM PST

on Monday January 12, 2026, 2025, double sided on 8-1/2” x 11” paper, pages numbered, with easy-to-

read font size and style. The proposal shall also be provided on a flash drive containing a copy of the

proposal in .pdf format. The written copy and flash drive shall be submitted in a sealed envelope clearly

marked “Invest Elk Grove Website Design, Hosting, and Maintenance Services” and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

If submitting electronically, proposals shall be submitted in .pdf format and emailed to the Office of the City Clerk

at cityclerk@elkgrove.gov, with a copy to Melissa Lasher at mlasher@elkgrove.gov prior to the deadline stated

above. Proposals should be formatted on 8-1/2” x 11” sized paper, pages numbered, with easy-to-read font size

and style. Large files may be sent using a cloud-based system such as Dropbox. The subject line of the e-mail

shall be “Invest Elk Grove Website Design, Hosting, and Maintenance Services.”

Proposals (whether written or electronic) shall contain the following information in the order listed:

1. Introductory letter

The introductory letter should be addressed to:

OFFICE OF ECONOMIC DEVELOPMENT

CITY OF ELK GROVE

Melissa Lasher

Economic Development Analyst

mlasher@elkgrove.gov

The letter shall include the Consultant’s name submitting the proposal, their mailing address, telephone

number, and contact name. The letter shall address the Consultant’s understanding of the project based

on this RFP and any other information the Consultant has gathered. Include a statement discussing

the Consultant’s interest and qualifications for this type of work. A principal of the firm authorized to

legally bind the firm shall sign the letter.

2. Qualifications and Experience

Describe the Consultant’s capability for undertaking and performing the work, including any professional

licenses and certificates held by the Consultant. List types and locations of similar work performed by the

Consultant in the last five (5) years that best characterizes the quality of Consultant’s work and past

5

Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services

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