Facility Landscape Services (FM2609)

Request for Proposals
For
FACILITY LANDSCAPE SERVICES (FM2609)
City Clerk's Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals Due by 2:00 pm on Tuesday, May 26, 2026

Introduction:
The City of Elk Grove (City) is accepting proposals from qualified Contractors for the Landscape
Maintenance Services (FM2609) 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 Tuesday, May 26, 2026. Proposals
are to be sent via email to the City Clerk with "Facility Landscape Services (FM2609)" 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] Facility Landscape Services (FM2609)." Corresponding pricing proposal
shall be submitted as a separate document with the file name saved as, "Pricing [Vendor Name] Facility
Landscape Services (FM2609)" 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: Vanessa McGill, Management Analyst at
vmcgill@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 by 5:00p.m. on Friday, May 15, 2026. Responses to questions will be posted no later than
Wednesday, May 20, 2026, on the City website. 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.
Milestone Date
RFP Posting Date May 4, 2026
Last Day to Submit RFP Questions May 15, 2026-5:00p.m.
Response to Questions Due May 20, 2026
RFP Closing Date (Last day for submissions) May 26, 2026- 2:00p.m.
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 B: 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 E. 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 5, 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.
Upon receipt of the request, the City will review the information provided and may, in its sole discretion,
approve, deny, or partially approve a rate adjustment. Nothing in this section obligates the City to grant a
rate increase, and any adjustment shall only be effective if approved in writing by the City through a contract
amendment.
Electronic Payroll Submittal
The City has adopted an electronic monitoring system to satisfy the reporting requirements for prevailing
wages, construction workforce and business utilization. The City has designated Elation Systems, LLC.
(Elation) as their vendor for the electronic submission system. The Contractor and their Subcontractors
shall be required to utilize the Elation service for this Contract. There shall be no fees associated with the
use of Elation on the Contractor's part. The Contractor and their Subcontractors are responsible for
ensuring access into Elation by registering for an Elation account prior to starting Work on the Contract.
To register for an Elation account:
1. Access Elation's registration page at: https://www.elationsys.com/APP/Registration/
2. Click on the "Register as a contractor, subcontractor, vendor or consultant" button
3. Input the Promo Code: ELKGROVE-2025
4. Upon submitting the Registration Application, the applicant shall receive the first of two emails.
Open the first email and click the link in the email, this will complete the Registration Application
5. The applicant will receive a second email, confirming that their application has been activated.
All Contractors at all tier levels must have an Elation account. Current Elation account users DO NOT have
to register again.

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.
Digital submissions shall include bookmarks for each section with an easy-to-read font size and
style.
Proposals shall contain the following information in the order listed:
1. Introductory letter
The introductory letter should be addressed to:
Sean Gallagher
Deputy Public Works Director
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
The letter shall include the Contractor's name submitting the proposal, their mailing address,
telephone number, and contact name. The letter shall address the Contractor's understanding
of the Contract based on this RFP and any other information the Contractor has gathered.
Include a statement discussing the Contractor'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 Contractor shall insert a comprehensive table of contents denoting sections three through
nine of the proposal as indicated below.
3. Qualifications and Experience
Describe the Contractor's capability for actually undertaking and performing the Work,
including any professional licenses and certificates held by the Contractor. List types and
locations of similar Work performed by the Contractor 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 Contractor's ability to meet each specification as outlined in this
document. The Work plan should address the items of Work as described in this RFP. The plan
should be simple, easy to read and follow, and address and satisfy the objectives and
specifications as listed in the Scope of Work in this RFP.

Provide an outline of the Work plan for accomplishing the specified goals. Describe the ability
to complete the requested services in a timely manner. Describe information, documents, staff
assistance, facilities or other resources you would require from the City to complete your Work
and identify any other critical assumptions upon which the Work plan is based. Describe any
challenges that you believe may be encountered and areas of concern that may need to be
addressed. In the event of any turnover within the team, describe the replacement process.
5. Identification of Subcontractors
Identify all Subcontractors that this proposal intends to use for the proposed scope of Work for
this Contract. For each Subcontractor listed, please indicate; (1) what products and/or services
are to be supplied by that Subcontractor; (2) what percentage of overall scope of Work that the
Subcontractor will perform; and (3) qualifications for each Subcontractor to perform the
identified scope of Work.
6. Conflict of Interest Statement
Any activities or relationships of the Contractor that might create a conflict of interest for the
Contractor or the City, and, if such activities or relationships exist, a description of the facts,
legal implications, and possible effects sufficient to permit the City to appreciate the
significance of the conflict and to grant any conflict waiver, if appropriate and necessary.
7. Supportive Information/References
This section may include graphs, charts, photos, resumes, references, and any other relevant
information in support of the Contractor's qualifications.
8. Fees
This section should include the cost for requested services outlined in the Scope of Work and
must specifically itemize the fees for the services stated under the Specifications section of the
Scope of Work. Contractors 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. Tax is to be listed as a separate line item.
9. Secretary of State
Contractor shall acknowledge their understanding of needing to be registered with the
California Secretary of State as noted in the RFP language above.
10. Service Standards
Indicate ability to meet the specifications noted in Attachment D: City of Elk Grove Landscape
Maintenance Service and Performance Standards document.
11. Master Goods and Services Contract:
Attached to the RFP (Attachment E) is a copy of the City's standard Master Goods and Services
Contract (Contract). The City's standard Contract may be modified, in the City's sole
discretion, to address the specific provisions of this RFP and Contractors should note that any
specifications or other requirements specific to this RFP shall be included in the Contract and
Contract's exhibits following an award of the Contract. Please review the Contract carefully
and note in your proposal any exceptions or alterations to the Contract. Alterations or changes
to the Contract that are not in the Contractor's response shall not be allowed after the selection
of the Contractor. This includes alterations, exceptions, or changes to the insurance and

indemnity provisions. By requiring these requests up front, the City can compare all
respondents on an equal basis. However, the City reserves the right, in its sole discretion, to
accept or reject any and all proposed changes to the City's standard Contract. For reference,
the insurance amounts that appear in the attached Contract are summarized below.
12. Insurance Requirements
TYPE SINGLE LIMIT / AGGREGATE ENDORSEMENTS***
OCCURRENCE
General Liability $2,000,000 $2,000,000 Additional Insured
Waiver of Subrogation
Primary Non-
Contributory
Automobile $1,000,000 Additional Insured
Liability Sched, Hired, and Waiver of Subrogation
Non-Owned
Work Comp Statutory Waiver of Subrogation
Employer's $1,000,000 each
Liability
Contractor's $1,000,000 $1,000,000 Additional Insured
Pollution Liability
***Must be actual endorsements. Typed statements on Certificates of Liability are
unacceptable.
This is a summary only. Please refer to the insurance section and/or exhibit of this
Agreement for specific requirements.

SCOPE OF WORK
Background:
The City of Elk Grove is located in Sacramento County, California. Elk Grove is a vibrant, family-
friendly community of approximately 185,000 residents and 42 square miles. Located 14 miles
south of the State Capitol and 60 miles east of the Bay Area. Elk Grove is a young, ethnically
diverse, modern city that was incorporated in 2000. Elk Grove is a city with small town roots that
boasts a proud heritage and bright future.
1. Areas of Work:
The areas of work shall include all landscape areas that are directly adjacent to and surrounding
the properties and parking lots (if designed) listed below. See individual facility aerial maps and
descriptions for areas of service (See Attachment C).
* Laguna Palms Campus 8380 & 8400 Laguna Palms Way
* Property/Evidence and CSI 9362 Studio Ct
* Rain Garden Plaza 9385 Laguna Springs Drive
* Police Fleet Facility 10190 Iron Rock Way
* Animal Shelter 9150 Union Parkway
* Corporation Yard 10250 Iron Rock Way
* Special Waste Collection Center 9255 Disposal Lane
* Old Elk Grove Library Building 8900 Elk Grove Blvd
The City of Elk Grove is currently designing future facilities that may require landscaping services
or there may be changes to existing landscaping. The City may negotiate with the Contractor to
amend the Contract to include or remove these services. The City also reserves the right to have
future facility landscaping services performed by other service providers.
2. Services Provided:
Contractor(s) shall provide landscape maintenance on a contractual basis, using best management
practices. Landscape maintenance includes mowing, watering, trimming, pruning, planting,
replacement of plants, and servicing of irrigation and sprinkler systems. Irrigation systems shall
be maintained to provide maximum coverage and water conservation, in accordance with the City
of Elk Grove Water Ordinance and industry guidelines. In addition, plantings and irrigation
components will be repaired or replaced by Contractor(s) in the case of auto accidents, vandalism,
and other unforeseen causes.
Frequencies and standards for landscape maintenance services are based on the City's "Contracted
Landscape Maintenance Service Levels and Standards" (Attachment D). All work conducted by
the Contractor shall meet or exceed these standards.