Project Information

Bid Title

City of Elk Grove Sign Fabrication Program / Goods and Services

Issuing Agency

City of Elk Grove

Location

California

Published Date

Feb 6, 2026

Closing Date

Feb 17, 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	City of Elk Grove Sign Fabrication Program / Goods and Services	02/17/26	RFP Package	Q & A	Community Development	02/06/26	Active

Attachment Preview

CITY OF ELK GROVE

Request for Proposals

For

City of Elk Grove Sign Fabrication Program/

Goods and Services

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by Tuesday, February 17, 2026 at 4:00 PM

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Introduction:

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

for City of Elk Grove Sign Fabrication Program/Goods and Services 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, (4) copies, and one USB Flash Drive copy of the proposals must be submitted to the

Office of the City Clerk by Tuesday, February 17, 2026 at 4:00 PM. Proposal shall be submitted in a sealed

envelope clearly marked City of Elk Grove Sign Fabrication Program RFP/Goods and Services 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 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. Service Provider 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 Provider 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: Antonio Ablog, Planning Manager,

aablog@elkgrove.gov. Such contact shall be for clarification purposes only. The City must receive all

questions no later than Wednesday, February 11, 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.

Proposals shall not be accepted by fax or electronically.

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.

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:

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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, 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 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 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://www.elkgrovecity.org/purchasing/local-vendor-preference.

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

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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.

Qualification/Inspection:

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

products 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 products and services in compliance with the provisions of the

contract and provisions of this RFP at the address listed below.

Delivery Address:

City of Elk Grove

Antonio Ablog / Community Development Department

8401 Laguna Palms Way

Elk Grove, CA. 95758

Acceptance and Conditions

The products and services supplied in response to the RFP shall remain the property of the Service Provider

until a physical inspection is made and the products and services are accepted to the satisfaction of the

City. The products 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 products or services not meeting specifications will be

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

after receipt and acceptance of products and services.

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 or quantities available, provide to other governmental agencies, so

requesting, the products and 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.

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Performance:

It is the intention of the City to acquire products and 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 five (5) years with two (2) 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

goods and 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.

New Merchandise:

Unless otherwise required by the specifications of this RFP all products furnished must be new and unused.

Warranties:

The Service Provider shall warrant all material, products and labor provided under the contract, in addition

to any manufacturers’ warranties that may also apply. Warranty periods and terms must be included

in responses to proposal.

The awarded Service Provider, as the contracting party, shall be considered primarily responsible to the

City for all warranty service, parts, and labor applicable to the material and products provided by Service

Provider irrespective of whether Service Provider is an agent, broker, fabricator, or manufacturer’s dealer.

Service Provider shall be responsible for ensuring that warranty work is performed at a local agency or

facility convenient to the City, to the extent a local agency or facility is available, and that services, parts,

and labor are available and provided to meet the City’s schedules and deadlines. Service Provider may

establish a service contract with a local agency satisfactory to the City, to meet this obligation if Service

Provider does not ordinarily provide warranty service. All such non-contractor warranty service, parts, and

labor must be clearly identified in the proposal.

Performance Bond:

Service Provider selected for this project may be required to provide a performance bond in the value of

100% of the value of the contract. Cost of bond must be line itemed in cost proposal.

Substitution:

If Service Provider elects to propose an alternate manufacturer’s item that is of the same or better quality,

samples of the items to be substituted are to be submitted with the proposal. The sample must be readily

identified with the manufacturer’s name and model number or order number, along with the suppliers name

and phone number. All substitutions must be proposed as options and clearly identified as a substitution.

Guarantee of Continuity and Availability Products:

Unless the manufacturer discontinues the products, all products specified by the Service Provider in their

proposal shall be available to the City during the life of the contract and extensions. All material, color,

labor, and construction shall equal or exceed the standards set forth in these specifications as accepted by

the City.

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Commodity Codes

• NAICS 339950Sign Manufacturing

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