Project Information

Bid Title

City of Elk Grove Mentorship Program

Issuing Agency

City of Elk Grove

Location

California

Published Date

Feb 24, 2026

Closing Date

Mar 19, 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(s)	due date	notice	details	posted
RFP	City of Elk Grove Mentorship Program	03/19/26	RFP Package	Q & A	Human Resources	02/24/26	Active

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CITY OF ELK GROVE

Request for Proposals

For

City of Elk Grove Mentorship Program

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by Thursday, March 19, 2026, by 2:00 p.m.

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Consultants (Consultant(s)) for

Mentorship Program 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.

One signed original, one copy, and one USB Flash Drive copy of the proposal must be submitted

to the Office of the City Clerk by Thursday, March 19, 2026, by 2:00 p.m. Proposal shall be

submitted in a sealed envelope clearly marked COEG Mentorship Program and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Questions regarding this RFP are to be directed by e-mail to: Femi Omotesho, Management

Analyst, fomotesho@elkgrove.gov. Such contact shall be for clarification purposes only. The City

must receive all questions no later than March 13, 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.

Electronic Submission:

Proposals may be submitted electronically in pdf form and emailed to Office of the City Clerk at

cityclerk@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. Consultants 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.

Late Proposals:

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

be opened. Each Consultant assumes responsibility for timely submission of its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Consultant and

received by the City Clerk prior to the final time and date for the receipt of proposals. Once the

deadline is past, Consultants 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, 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 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 the next 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. 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 a final 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 strict requirements of this RFP, and the City reserves the right to award a contract

to a Consultant submitting any such non-compliant proposal, all in the City’s sole discretion.

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 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 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.

Payment Terms:

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

proposals under these specifications, Consultants 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 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 three-year contract with two 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, Consultant 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, 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.

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 there from 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.

(See next page for Guidelines for Proposal)

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