Project Information

Bid Title

Inspection, Maintenance, Repair and Parts for Heavy Duty Vehicles

Issuing Agency

City of Elk Grove

Location

California

Published Date

Feb 12, 2026

Closing Date

Feb 26, 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	Inspection, Maintenance, Repair and Parts for Heavy Duty Vehicles	02/26/26	RFP Package	Q & A	Public Works	01/28/26	Active

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CITY OF ELK GROVE

Request for Proposal

For

Inspection, Maintenance, Repair and

Parts for Heavy Duty Vehicles

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 2:00 PM Thursday February 26, 2026

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Service Provider(s) for

Inspection, Maintenance, Repair and Parts for Heavy Duty Vehicles in accordance with the

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

The City is planning to award contracts to multiple vendors. Prospective respondents are

advised to read this information over carefully prior to submitting a proposal.

If opting for written hard-copy submission, one signed original, five (5) copies, and one

USB Flash Drive copy of the proposals must be submitted to the Office of the City Clerk

by 2:00 PM on Thursday February 26, 2026. Any proposals received after the specified

time shall be returned unopened. Proposals shall be submitted in a sealed envelope clearly

marked Vehicle Body Repair and Painting and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

As an alternative to written proposals, proposals may be submitted electronically in pdf

form, and emailed to City Clerk at cityclerk@elkgrove.gov, with a copy to Nora Howard,

Management Analyst, nhoward@elkgrove.gov and Carrie Monti, Administrative Services

Supervisor, cmonti@elkgrove.gov, prior to the deadline stated above. Submittals in pdf

format or large files may be sent using a cloud-based system such as Dropbox. Service

Provider(s) 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(s) does not receive confirmation from

the City Clerk that the proposal has been received, Service Provider(s) should assume the

transmission failed and either resubmit or arrange for another method of delivery. Service

Provider(s) 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:

Questions regarding this RFP are to be directed by e-mail to: Nora Howard, Management

Analyst at nhoward@elkgrove.gov with a copy to Carrie Monti, Administrative Services

Supervisor at cmonti@elkgrove.gov. Such contact shall be for clarification purposes only.

The City must receive all questions no later than 5:00 PM Thursday February 12, 2026.

Material changes, if any, to the scope of work or proposal procedures shall only be

transmitted by written addendum and posted to the City web site. Addendums and answers

to submitted questions will be available via the City of Elk Grove web site:

https://elkgrove.gov/purchasing/request-proposals-bids-rfp.

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 proposals.

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 multiple responsible Service Providers

who best meet 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 to serve the best interest of the City, except as otherwise provided by law, taking

into consideration adherence to the included specifications. 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 the Service Provider is a sole proprietorship, the 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 the 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://businesssearch.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.

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 or proposal 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 Bid and Bids section

of the City web site, http://www.elkgrovecity.org/community/request-for-Bid.asp.

Security Access Policy:

The work to be completed under this RFP requires 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). The prospective Service Provider, including its employees,

subcontractors, agents and anyone working on their behalf that will access City facilities,

must submit to a background check which shall include Live Scan electronic fingerprinting.

This background check must be completed before the Service Provider will receive a

Notice to Proceed. The Elk Grove Police Department, or the City’s duly authorized

designee, 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 Service Provider 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:

Service Providers are required to provide line item descriptions and pricing, applicable

sales tax, and a total final price. No cost increases shall be passed onto the City after the

proposal has been submitted. All prices quoted shall be C.I.F. (Cost, Insurance, Freight)

to the destination designated by the City, freight prepaid (Service Provider pays and bears

freight, insurance and unloading charges; Service Provider owns goods in transit and must

file any third-party claims for losses incurred during shipment). Each item must be listed

separately. 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.

Samples and 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 provide samples or demonstrations 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.

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.

Service Providers are requested to indicate on the proposal if they will extend the pricing,

terms and conditions of an awarded contract, based on this proposal, to other government

agencies. If the successful Service Provider agrees to this provision, participating agencies

may enter into a contract with the successful Service Provider for the purchase of the

service and commodities described herein based on the terms, conditions, prices, and

percentages offered by the successful vendor 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.

Qualification/Inspection:

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

the types of goods and services specified herein. By responding to this RFP, the Service

Provider consents to the City’s right to inspect the Service Provider’s facilities, products,

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 or all responding Service Providers and/or to award a contract

without conducting interviews.

Delivery:

The successful Service Provider will supply pick-up and delivery services in compliance

with the provisions of the contract and provisions of this RFP at the following locations:

City Hall located at 8401 Laguna Palms Way, Fleet Facility located at 10190 Iron Rock

Way, Corporation Yard located at 10250 Iron Rock Way, and other sites as requested.

Acceptance and Conditions

The goods and services supplied in response to the RFP shall remain the property of the

Service Provider until a physical inspection is made and the goods and services are

accepted to the satisfaction of the City. The goods and services must comply fully with

the terms of the RFP, be of the required quality and new unless specified by the City. Any

substitutes of goods and services not meeting specifications will be rejected, and returned

if applicable, at the Service Provider’s expense. The City will make payment only after

Commodity Codes

• NAICS 811111General Automotive Repair
• NAICS 811198All Other Automotive Repair and Maintenance
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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