Project Information

Bid Title

Landscape Maintenance Services (OM2609)

Issuing Agency

City of Elk Grove

Location

California

Published Date

Mar 24, 2026

Closing Date

Apr 13, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Type	Name	Due Date	Notice	Details	Posted
RFP	Landscape Maintenance Services (OM2609)	04/13/26	RFP Package	Q & A Round 1	Public Works	03/16/26	Active

Attachment Preview

Request for Proposals

For

Landscape Maintenance Services (OM2609)

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 2:00 pm on Monday, April 13, 2026.

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Contractors for the Landscape

Maintenance Services (OM2609) 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 Contract scope, content of proposal and vendor selection process are summarized in the RFP

(attached). Proposals must be received no later than 2:00 pm, on Monday, April 13, 2026. Proposals

are to be sent via email with “Landscape Maintenance Services (OM2609)” clearly indicated in the

subject line of the email. Please submit one (1) PDF of the technical proposal with a file name saved as,

“Proposal Vendor Name Landscape Maintenance Services (OM2609).” Corresponding pricing

proposal shall be submitted as a separate document with the filename saved as, “Pricing Vendor Name

Landscape Maintenance Services (OM2609)” 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.

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. Submittals in pdf format must be fully ADA

compliant. Large files may be sent using a cloud-based system such as Dropbox. Contractors 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 Contractor does not receive a confirmation from the City

Clerk that the proposal has been received, Contractor should assume the transmission failed and either

resubmit or arrange for another method of delivery. Contractors 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: Alex Lepper, Operations Manager at

alepper@elkgrove.gov with a copy to Vanessa McGill, Management Analyst, at vmcgill@elkgrove.gov.

Such contact shall be for clarification purposes only. The City must receive all questions no later than

Monday, March 30, 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 Contractor 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 Contractor and received by

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

Contractors 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 Contractor 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

Contractor if the successful Contractor refuses or fails to execute the Contract. All Contractors 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 Contractor. 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 Contractor is a sole proprietorship, Contractor 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

Contractor 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 Contractor. Additional information regarding the

registration process may be found on the Secretary of State’s website at: https://bizfileonline.sos.ca.gov/

Register with the Department of Industrial Relations:

Contractor and all listed Subcontractors must be registered and in good standing with the Department of

Industrial Relations within 14 days following notification of the City’s intent to award a Contract to Contractor

and prior to execution of a final Contract. Failure to timely register with the Department of Industrial

Relations may result in the City awarding the Contract to another Contractor.

Compliance with California Labor Code Requirements

Contractor and all listed Subcontractors in the performance of the Work shall take such actions as

necessary to comply with all applicable provisions of the California Labor Code including, without limitation,

all requirements relating to the payment of prevailing wage (Lab. Code, § 1771) and employment of

apprentices (Lab. Code, § 1777.5).

Licenses

Contractor must possess a current valid Class State of California C-27 – Landscaping Contractor License,

State of California Department of Pesticide Regulation Qualified Applicator License, State of California

Department of Pesticide Regulation Pest Control Business License, and City of Elk Grove Business License

at bid submittal.

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 Contractor

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 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,

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

Validity of Pricing:

Contractors 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. Contractor 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 Contractor shall respond promptly and arrange a demonstration at a convenient location.

Failure to give 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 Contractors normally engaged in providing the services specified

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

facilities, personnel, and organization at any time, or to take any other action necessary to determine

Contractor’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

Contractors 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 Contractor is awarded a contract as a result of this RFP, the Contractor shall, if the Contractor 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, Contractors 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 Contractor that will give prompt

and convenient service.

Term of Contract:

The initial term of the Contract shall be three (3) years, with two one (1) year extensions at the option of the

City. The total term of the Contract will not exceed five (5) years. During the initial three (3)-year term,

Contractor’s rates shall be firm and not subject to escalation. For each optional one-year extension period

(Year 4 and/or Year 5), Contractor may request a rate adjustment based solely on the percentage change

in the Consumer Price Index for All Urban Consumers (CPI-U), All Items, San Francisco-Oakland-Hayward

area, as published by the U.S. Bureau of Labor Statistics.

Any request for a CPI adjustment must be submitted in writing at least sixty (60) days prior to the

commencement of the applicable extension period and must include supporting CPI data. The City retains

the discretion to approve, deny or approve a modified percent increase. Unless otherwise modified by the

City The adjustment shall be calculated using the percentage change between the CPI-U for February of

the year in which the extension period begins and the CPI-U for February of the immediately preceding

year; provided, however, that in no event shall any adjustment exceed nine percent (9%) for the applicable

extension period.

In the event City exercises any optional extension pursuant to Section 2, Term of Contract of the Master

Goods and Services Contract, the Contractor may request a labor price increase based on the State of

California Department of Industrial Relations for each of the extension years. The request must be

submitted in writing to the City by April 1st. Please visit https://www.dir.ca.gov/Public-Works/Prevailing-

Wage.html for State of California Department of Industrial Relations information. Contractor may also

submit a written request to City prior to an extension for an adjustment to the rates charged to the City to

reflect any substantial Consumer Price Index (CPI) increase. Requests must be made in writing by April 1st

and shall be subject to review and approval by the City in its sole discretion.

Amendments:

If, in the course of the performance of the contract, Contractor 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, Contractor 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.

Performance Bond:

Contractor selected for this Contract may be required to provide a performance bond in the value of 100%

the value of the contract. Cost of bond must be line itemed in cost proposal.

Service and Support:

All Contractors shall explain how all on-going service and support shall be handled by the Contractor and

the City of Elk Grove.

Prevailing Wage Records:

The Contractor and each Subcontractor shall maintain complete and accurate payroll records which shows

the name, address, social security number, correct Work classification (in accordance with wage decision),

both straight and overtime Worked each day and week, and hourly rate of pay, gross wages earned,

deductions made and net wages paid to each journeyman, apprentice, Worker or other employee paid by

the Contractor/Subcontractor in connection with the performance of services under the Contract. These

payroll records shall be certified and shall be made available at the Contractor’s principal office. The

Contractor and all Subcontractors shall make certified payroll records available for inspection by City

representatives upon request and shall permit such representatives to interview employees during the Work

hours on the job Site. The City shall notify the Contractor in writing of any discrepancies or violations that

are discovered during such inspections. Written notification shall include the actions that will be necessary

to resolve the discrepancies and/or violations. The Contractor shall be held entirely responsible for the

prompt resolution of all instances of non-compliance with the prevailing wage laws, including those

pertaining to all Subcontractors and any lower tier Subcontractors. The Contractor 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 Contractor 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.

If the prevailing wage rate for the applicable landscaping classification published by the California

Department of Industrial Relations increases after execution of the Agreement, the Contractor may submit

a written request to the City for an adjustment to the contract rate. The request must include documentation

demonstrating the increase in the applicable prevailing wage determination and the impact on Contractor’s

costs.

Commodity Codes

• NAICS 561730Landscaping Services

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