Elk Grove Auto Mall:NEXT Master Plan

CITY OF ELK GROVE
Request for Proposals
for
Elk Grove Auto Mall:NEXT Master Plan
City Clerk's Office
Office of Economic Development
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Issued: March 23, 2026
Proposals Due by
April 23, 2026 at 3:00 PM PST
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March 23, 2026
Introduction
The City of Elk Grove's Office of Economic Development, operating under the brand name Invest Elk Grove,
is accepting proposals from qualified Consultants (Consultant or Respondent) for preparation of a master
plan to guide improvements and enhancements to the Elk Grove Auto Mall in accordance with the
specifications, terms, and conditions detailed in this Request for Proposals (RFP). Prospective
Respondents are advised to read this information carefully prior to submitting a Proposal. The project is
known as the Elk Grove Auto Mall:NEXT Master Plan.
All Proposals must be submitted to the Office of the City Clerk by 3:00 PM PST on Thursday April 23,
2026. Proposals may be submitted in writing or electronically as directed below.
Questions regarding this RFP are to be directed by e-mail to Melissa Lasher, Economic Development
Analyst, at mlasher@elkgrove.gov. Questions shall be for clarification purposes only. The City must receive
all questions no later than Monday, April 6, 2026, at 3:00 PM PST. Material changes, if any, to the scope
of services or proposal procedures shall only be transmitted by written addendum and posted to the City's
website. Addendums will be available via the City's website under "Notice" for the RFP announcement.
Written Submissions:
If submitting in writing, one signed original shall be submitted to the Office of the City Clerk by 3:00 PM PST
on Thursday, April 23, 2026. A copy of the proposal shall also be provided on a flash drive. The proposal
and flash drive shall be submitted in a sealed envelope clearly marked "Elk Grove Auto Mall:NEXT Master
Plan" and addressed to:
OFFICE OF THE CITY CLERK
CITY OF ELK GROVE
8401 Laguna Palms Way
Elk Grove, CA 95758
Electronic Submission:
If submitting electronically, proposals shall be submitted in .pdf form and emailed to the 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 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.
Whether submitting in writing or electronically, Consultants are encouraged to contact the Office of the City
Clerk to confirm receipt of their proposal prior to the deadline. 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. The respondent assumes responsibility for timely submission of its proposal. Proposals will be
deemed received on the date and at the time a physical copy is stamped received by the City or the date
and time the e-mail is received by the City as evidenced by the digital time stamp in the e-mail.
Withdrawal or Modifications of Proposals:
Any proposal may be withdrawn or modified by a written request signed by the Respondent and received
by the City prior to the final time and date for the receipt of proposals. Once the deadline is past,
Respondents are obligated to fulfill the terms of their proposal.
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Proposal Acceptance and Rejection:
The City reserves the right to accept any proposal, to reject any and all proposals, 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 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
another 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 via e-mail. Nothing herein shall
obligate the 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 the 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 requirements of this RFP, and to award a contract to a Consultant submitting any such non-
compliant proposal, all in the City's sole discretion.
Security Access Policy:
The work to be completed under this RFP may require 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 to
Attachment D. The selected Consultant, including its employees, subcontractors, agents and anyone
working on their behalf that will access City facilities, shall submit to a background check which shall include
Live Scan electronic fingerprinting. This background check, if required, must be completed before the
Consultant will receive a Notice to Proceed. The Elk Grove Police Department 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 Consultant 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:
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. Consultant must furnish the City's
needs as they arise.
Demonstrations:
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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 the proposal.
Use of Other Governmental Contracts:
The City reserves the right to reject any part or all parts of a proposal 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.
Federal Requirements:
Should any portion of these services require the use of Federal funds, all Federal requirements shall apply
and all Consultants must consent to each certification and assurance, which will be incorporated into the
contract.
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.
Bidders are requested to indicate on the Bid if they will extend the pricing, terms, and conditions of an
awarded contract, based on this bid, to other government agencies. If the successful Consultant agrees to
this provision, participating agencies may enter into a contract with the successful Consultant for the
purchase of the services and commodities described herein based on the terms, conditions, prices, and
percentages offered by the successful Consultant 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.
Payment Terms:
Payment shall be made as set forth in the contract attached hereto as Attachment C. In submitting a
proposal under this RFP, the Consultant should consider 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 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 one year. The actual term will be specified in the contract. 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 at any time for convenience as set forth in the contract.
Amendments:
If, in the course of the performance of the contract, Consultant or the City proposes changes to the services
provided, and consultation with the other party indicates that a change in the terms and conditions of the
contract is 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,
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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 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.
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Proposal Guidelines:
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.
If submitting in writing, one signed original shall be submitted to the Office of the City Clerk by 3:00 PM PST
on Thursday, April 23, 2026, double sided on 8-1/2" x 11" paper, pages numbered, with easy-to-read font
size and style. The proposal shall also be provided on a flash drive containing a copy of the proposal in .pdf
format. The written copy and flash drive shall be submitted in a sealed envelope clearly marked "Elk Grove
Auto Mall:NEXT Master Plan" and addressed to:
OFFICE OF THE CITY CLERK
CITY OF ELK GROVE
8401 Laguna Palms Way
Elk Grove, CA 95758
If submitting electronically, proposals shall be submitted in .pdf format and emailed to the Office of the City
Clerk at cityclerk@elkgrove.gov prior to the deadline stated above. Proposals should be formatted on 8-
1/2" x 11" sized paper, pages numbered, with easy-to-read font size and style. Large files may be sent
using a cloud-based system such as Dropbox. The subject line of the e-mail shall be "Elk Grove Auto
Mall:NEXT Master Plan."
Proposals (whether written or electronic) shall contain the following information in the order listed:
1. Introductory letter
The introductory letter should be addressed to:
OFFICE OF ECONOMIC DEVELOPMENT
CITY OF ELK GROVE
Melissa Lasher
Economic Development Analyst
mlasher@elkgrove.gov
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. Qualifications and Experience
Describe the Consultant's capability for 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 of Consultant's
work and past performance. Include names and current phone numbers and e-mail addresses for
references on work quality and performance. References may be contacted as part of the selection
Process.
3. Work Plan
The work plan must state the Consultant's ability and plan to meet each specification 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 (see Attachment A).
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4. Conflict of Interest Statement
Provide a statement of any activities or relationships of the Consultant that might create a conflict of
interest for the Consultant 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.
5. Supportive Information/References
This section may include graphs, charts, photos, resumes, references, and any other relevant
information in support of the Consultant's qualifications.
6. Fee
This section should include the cost for requested services outlined in the Scope of Work. Consultants
shall clearly describe and outline fees for the services to be provided for each task of the project. Fees
should be linked to the tasks of the work plan as provided in Section 3, Work Plan. Upon completion of
each task, the Consultant will notify the City and request payment for the products and services by
submitting an invoice and a brief description of work performed during the billing period. Upon receipt
of the invoice, the City will review in a timely manner the products and services noted, verify completion,
and authorize payment. 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.
7. Secretary of State
Consultant shall provide a statement acknowledging their understanding of needing to be registered
with the California Secretary of State as noted in the RFP language above.
8. Professional Services Contract:
Attached to the RFP (Attachment D) is a copy of the City's standard Professional 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 Consultants 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 Consultant's
response shall not be allowed after the selection of the Consultant. 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.
Proposal Timeline:
Request for Proposal Issued March 23, 2026
Proposal Conference None
Questions Due* April 6, 2026
Q&A/Addenda will be posted here: https://elkgrove.gov/purchasing/request-proposals-bids-rfp
Proposals Due April 23, 2026
Notification of Contingent Selection* May 14, 2026
*Final selection is contingent upon City Council approval of a contract between the City and the selected
Respondent.
Contract Finalization Phase June 4, 2026
City Council Contract Consideration TBD, if required
Notice to Proceed June 11, 2026 or as soon as possible thereafter
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ATTACHMENT A TO RFP
SCOPE OF WORK
Consultant Services for the Elk Grove Auto Mall:NEXT Master Plan
Project Title:
Elk Grove Auto Mall:NEXT Master Plan
Project Purpose:
Develop a comprehensive and actionable master plan detailing physical improvements to the Elk Grove
Auto Mall that positions the Auto Mall as a premier destination for automotive sales and service.
Master Plan Goals and Expected Outcomes:
A comprehensive and actionable strategy developed in close collaboration with City staff and the Auto
Mall Dealer's Association that:
* Supports long-term economic vitality for dealerships.
* Drives sales and service purchases.
* Enhances customer and employee experience.
* Strengthens the image and identification of the Auto Mall as a distinct commercial district with a
sense of place.
* Positions the auto mall for long-term success in light of changing automotive trends and
technologies.
* Optimizes mall entrance and exit locations.
* Optimizes vehicular and pedestrian circulation.
* Enhances streetscape design and infrastructure elements.
* Incorporates sustainable practices that support longterm environmental and operational
resilience.
* Improves wayfinding and monument signage.
* Improves passive and active safety measures.
* Establishes a framework for phased improvements and investments at reasonable cost.
Scope of Work-Key Tasks
The selected consultant will provide the following services to the City:
1. Project Initiation & Planning - Initiate the project based on the agreed upon scope of work,
team structure, schedule, and budget.
2. Site Analysis & Background Review - Review existing plans and analyze existing conditions.
Review the historic approvals for the Auto Mall and any relevant decisions or design elements
that may inform or influence changes under this Project. Plans will be given to the selected
consultant.
3. Stakeholder Engagement - Plan and facilitate a targeted stakeholder engagement process
focused on the Elk Grove Auto Mall Dealer's Association and key City staff to inform the Master
Plan. Engagement activities may include meetings, workshops, interviews, or other outreach
methods as appropriate, with documentation of input and key themes.
4. Market and Economic Analysis - Conduct a market and economic analysis to define current
economic impact and predict long-term economic viability of the Elk Grove Auto Mall. Evaluate
existing and future demographic trends, customer and employee characteristics, and service and
purchase spending patterns. Review comparable auto mall districts and regional market
conditions and identify opportunities for economic diversification and reinvestment that support
long-term competitiveness including those related to emerging automotive technologies. Prepare
a concise market and economic conditions summary and an economic opportunities analysis to
inform the Master Plan recommendations.
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5. Improvements Strategy - Recommend improvements to enhance circulation, streetscape,
infrastructure, wayfinding, signage, safety, and district identity. Include strategies to improve
safety and security, such as Crime Prevention Through Environmental Design (CPTED)
principles, lighting enhancements, and other measures to reduce risk, improve comfort, and
create a positive shopping or service experience for customers and employees. The plan should
offer recommendations that incorporate sustainability principles into proposed improvements.
6. Implementation & Phasing Plan - Develop a prioritized list of projects with clear actionable
items and goals, including improvement locations, design recommendations, and cost estimates.
Identify short-, mid-, and long-term actions that support the Auto Mall's current and future needs,
including adaptability to evolving technologies, market conditions, and infrastructure demands.
7. Final Master Plan & Adoption Materials - Deliver a draft comprehensive plan, summary
documents, and presentation materials and final the materials based on stakeholder feedback.
8. Additional Services - Perform other related tasks as directed by the City and consistent with the
overall intent of the project on an hourly fee basis. Identify any additional services recommended
by Consultant to be included in the Scope of Work.
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Attachment B TO RFP
EVALUATION CRITERIA AND SELECTION PROCESS
Budget Guidance:
To be determined based on proposals but is expected to be under $100,000.
Submission Guidance and Consultant Qualifications:
The ideal consultant will have demonstrated experience providing the services requested for projects of a
similar scope and scale for public agency clients.
Each proposal should provide, at a minimum, the following information:
* Identity and background of the firm
* Firm qualifications
* Firm experience
* Identity, qualification, and experience of the assigned project manager
* A flat fee inclusive of services 1 through 7 quoted on a per service basis.
* An hourly fee for service 8.
* A flat fee for any additional services proposed under service 8 quoted on a per service basis.
* Any other information the respondent wishes to provide to best illustrate the respondent's
qualifications and experience.
Proposals must be under 30 pages.
Evaluation Criteria and Selection Process:
The following represents the principal criteria which will be considered during the evaluation process:
1. Firm's Relevant Qualifications, Experience, and References (30 points): Demonstrates a strong
background in the services requested with proven success completing similar projects supported by a track
record of completed projects of comparable nature and size. Includes highly qualified and experienced
personnel.
2. Strategy Development Process (30 points): Demonstrates a clear and actionable work plan that reflects a
strong understanding of the City's requirements and provides a logical approach with a realistic timeline
and deliverables.
3. Overall Quality of Proposal (10 points): Presents a complete proposal in accordance with RFP instructions.
4. Understanding of Elk Grove's Needs (10 points): Familiarity and connection with Elk Grove's context.
Tailored proposal. Aligns with City's goals.
5. Innovation and Creativity (10 points): Demonstrates creative, out-of-the-box thinking, while maintaining
project feasibility and long-term project performance.
6. Cost Proposal and Value (10 points): Provides transparent, well-justified, and competitive rates and
fees, with adequate supporting data and a clear basis for quoted figures, demonstrating strong value
for investment.
7. NOT REQUIRED- Elk Grove Business (bonus 5 points): Business is located in Elk Grove.
The City may utilize additional or different evaluation criteria than those stated herein. Staff will evaluate
the merits of the proposals received in accordance with the evaluation factors and scoring stated in this
RFP and formulate a recommendation. For each evaluation criteria, proposals will be evaluated on their
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