Project Information

Bid Title

Federal Government Relations Services

Issuing Agency

City of Elk Grove

Location

California

Published Date

Feb 9, 2026

Closing Date

Mar 3, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

type	name(s)	due date	notice	details	posted
RFP	Federal Government Relations Services	03/03/26	RFP Package	Q & A	City Manager	02/06/26	Active

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CITY OF ELK GROVE

Request for Proposals

For

Federal Government Relations Services

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by (March 3, 2026 at 3:00 p.m.)

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Introduction:

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

Government Relations 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, one copy, and one USB Flash Drive copy of the proposal must be submitted to the

Office of the City Clerk by Tuesday, March 3, 2026, at 3:00pm. Proposal shall be submitted in a sealed

envelope clearly marked Federal Government Relations 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. 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.

Questions regarding this RFP are to be directed by e-mail to: Christal Love-Lazard, Community

Engagement and Government Relations Program Manager at clazard@elkgrove.gov. Such contact shall

be for clarification purposes only. The City must receive all questions no later than (Tuesday February 24,

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.

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

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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. Consultants 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.

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

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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 three years 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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Guidelines for Proposal

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.

Proposals shall be printed double sided, submitted on 8-1/2” x 11” recycled paper, with easy-to-read font

size and style. Pages shall be numbered, tabbed, and bound (spiral / comb / three ring binder). Tabbed

dividers should separate and identify the response items described below.

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 Tuesday, March 3, 2026, at 3:00pm. Proposal shall be submitted in a sealed

envelope clearly marked Federal Government Relations Services and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

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, with a copy to Christal Love-Lazard, Community

Engagement and Government Relations Program Manager at clazard@elkgrove.gov, prior to the deadline

stated above. Large files may be sent using a cloud-based system such as Dropbox. Proposals shall

contain the following information in the order listed:

1. Introductory letter

The introductory letter should be addressed to:

Christal Love-Lazard

Community Engagement and Government Relations Program Manager

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

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. Table of Contents

The Consultant shall insert a comprehensive table of contents denoting sections three through nine of

the proposal as indicated below.

3. Qualifications and Experience

Describe the Consultant’s capability for actually 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 and past

performance. Include names and current phone numbers for contact on work quality and performance.

References may be contacted as part of the selection Process.

4. Work Plan

The work plan must state the Consultant’s ability to meet each specification as outlined in this

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Commodity Codes

• NAICS 541613Marketing Consulting Services
• NAICS 541820Public Relations Agencies

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