On-Call Landscape Architecture Planning, Design Review, and Inspection Services

CITY OF ELK GROVE
Request for Proposals
For
Community Development Department
On-Call Landscape Architecture Planning, Design Review, and
Inspection Services
City Clerk's Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals Due by
May 14, 2026, at 3:00 PM PST

Section 1: RFP Requirements
1.1. Introduction
The City of Elk Grove (City) is accepting proposals from qualified Consultants (Consultant(s)) for On-Call
Landscape Architecture Planning, Design Review, and Inspection 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 digital PDF copy must be submitted to the Office of the Clerk by Thursday, May 14, 2026, at 3:00 PM
Pacific. Proposals shall be submitted to the Office of the City Clerk at cityclerk@elkgrove.gov. Large files
may be sent using a cloud-based system such as Dropbox. Proposer 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 proposer does not receive confirmation from the City Clerk that the proposal has been received,
proposer should assume the transmission failed and either resubmit or arrange for another method of
delivery. Proposers 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.
1.2. Questions
Questions regarding this RFP are to be directed by e-mail to:
Jason Hone
Assistant Director, Community Development Department
JHone@elkGrove.gov
Such contact shall be for clarification purposes only. The City must receive all questions no later than
Friday, May 1, 2026, at 12:00 PM Pacific. 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 "Business Request
for Proposal, Notice or Q&A" for the RFP announcement, found at https://elkgrove.gov/purchasing/request-
proposals-bids-rfp.
1.3. 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.
1.4. 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.
1.5. 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.
1.6. 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
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.

1.7. 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/.
1.8. 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.
1.9. 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.
1.10. Security Access Policy
The work to be completed under this RFP requires 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 Attachment B). The
prospective Consultant, including its employees, subcontractors, agents and anyone working on their behalf
that will access City facilities, must submit to a background check which shall include Live Scan electronic
fingerprinting. This background check 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.
1.11. 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.
1.12. 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.
1.13. 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.
1.14. 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.
1.15. 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.
1.16. 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.
1.17. 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.
1.18. 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 vendor agrees to this
provision, participating agencies may enter into a contract with the successful vendor for the purchase of
the service and commodities described herein based on the terms, conditions, prices, and percentages
offered by the successful vendor 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.
1.19. 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
time, allowed in accordance with the payment terms.
Services provided in furtherance of a private development application (e.g., invoices that are to be
reimbursed by development applications for deposit-based time and materials (T&M) services) shall be
subject to a "pay when paid" provision for those services.
1.20. Performance
It is the intention of the City to acquire services as specified herein from an on-call list of qualified
Consultants that will give prompt and convenient service.
1.21. 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 an initial term of three years; then allow for up to two additional years,
regardless of the number of extensions. 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.
1.22. 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.
1.23. 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.
1.24. 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.
1.25. Request for Proposal Schedule
The City anticipates the following schedule and may revise it as needed:
Request for Proposal Available April 15, 2026
Deadline for Question Submissions May 1, 2026
Responses to Questions Posted May 6, 2026
Deadline for Proposal Submissions May 14, 2026 at 3pm Pacific
Tentative Proposer Interviews May 28, 2026 (tentative)
City Council Selection of Provider(s) June 24, 2026 (tentative)
Questions, answers, and addenda will be posted on the City's website at the following location:
https://elkgrove.gov/purchasing/request-proposals-bids-rfp

Section 2: 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.
Only digital PDF proposals shall be accepted. Proposals shall be formatted on standard paper size(s)
(e.g., 8-1/2" x 11", 11" x 17"), with easy-to-read font size and style. Pages shall be numbered and
sections/chapters shall have clear dividers. Digital submissions shall include bookmarks for each section
with an easy-to-read font size and style. The digital file name shall include the term "PROPOSAL."
Proposals shall contain the following information in the order listed:
2.1. Introductory letter (2 Pages Maximum)
The introductory letter should be addressed to:
Jason Hone
Assistant Director, Community Development Department
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.
2.2. Table of Contents
The Consultant shall insert a comprehensive table of contents denoting sections 2.3 - 2.10 in the proposal
as indicated below.
2.3. Office Location
Identify the office location from which the proposed services will primarily be provided, along with firm's
primary place of business (if different) by the Consultant and any sub-consultants.
2.4. Firm Qualifications and Experience (3 Pages Maximum)
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 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.
2.5. Key Team Members (3 pages maximum)
An organization chart identifying the key consultant staff shall be included, including any sub-consultants.
All key individuals listed in the organization chart should have the names, titles, and current telephone
numbers of three personal references listed. References may be contacted as part of the selection process.
References of agency project managers on similar projects, or other responsible individuals who have
recent, direct working experience with the proposed key individual are strongly recommended. Provide a
concise history of the number of years of experience with the current firm and other consultants, education,
professional registration/certifications, and qualified work experience relevant to the services requested.
The qualifications and experience of the identified staff will be an important factor considered by the review

committee.
2.6. Resumes (2 pages maximum for each key staff member)
Resumes should only highlight the employee's experience, education, training, and other factors pertinent
to the services requested. This information should be limited to 2 pages per employee.
2.7. Work Plan
The work plan must state the Consultant's ability to meet each task as outlined in this document (see
Section 3). Describe the availability of key staff to work onsite in the City's office, if needed. The plan
should be simple, easy to read and follow, and address and satisfy the objectives and requirements as
listed in the Scope of Work in this RFP.
2.8. Conflict of Interest Statement
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.
2.9. Supportive Information/References
This section may include graphs, charts, photos, references, and any other relevant information in support
of the Consultant's qualifications.
2.10. Fee
This section shall include the costs for requested services outlined in the Scope of Work (see Section 3).
Consultant shall provide a summary of all staff by position classifications, responsibilities, and hourly rates
dedicated to each major professional service task. The City requests that all administrative services
necessary to support the scope of services in this proposal be reflected in the overhead/indirect cost rate.
Administrative services include, but are not limited to, travel, training, billing/invoicing, equipment/supplies,
rent/utilities, and similar, and shall not be billed directly. The pricing proposal shall also identify any sub-
consultants included in the proposal, the cost for the sub-consultant work, and any markup by the prime for
the sub-consultant work. No cost increases during the selection process shall be passed onto the City after
the proposal has been submitted, except as otherwise provided for in the contract.
2.11. Secretary of State
Consultant shall acknowledge their understanding of needing to be registered with the California Secretary
of State as noted in the RFP language above.
2.12. Professional Services Contract
Attached to the RFP (Attachment B) is a copy of the City's standard Master 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 requested by Consultant 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.

TYPE SINGLE LIMIT / AGGREGATE ENDORSEMENTS***
OCCURRENCE
General Liability $1,000,000 $1,000,000 Additional Insured
Waiver of Subrogation
Primary and Non-
Contributory
Automobile Liability $1,000,000 Additional Insured
Hired, and Non-Owned
Work Comp Statutory Waiver of Subrogation
Employer's Liability $1,000,000 each
Professional Liability $1,000,000 $1,000,000 Requirement extends 3
years past contract
expiration
***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 contract for
specific requirements.

Section 3: Scope of Work
3.1. Background
Landscape architecture related services have historically been provided by Consultants since the
incorporation of Elk Grove as a city. These services will continue to be provided by Consultants with some
support by City staff. The Community Development Department provides services that support private
development activities throughout the City, including plan review, permit processing, and construction
oversight to ensure compliance with applicable City and State standards, codes, and policies.
While the City maintains full-time staff within the Planning and Engineering Divisions, the City seeks to
retain on-call, well-qualified professional licensed and technical consultant(s) with extensive experience
and technical expertise related to landscape plan review, irrigation and planting design, Water Efficient
Landscape Ordinance (WELO) compliance review and certification, landscape inspections associated with
development projects, and other professional landscape design and planning services.
For the last several years, the review of landscape plans for developer-delivered public improvements (e.g.,
landscape corridors, trails) have been reviewed and inspected by the Cosumnes Community Services
District (CCSD). Private landscape improvements (e.g., on-site landscaping) has been performed by
consultant services. CCSD desires to transfer their review and inspection services to the City, and the City
desires to consolidate this review into a single consultant service.
3.2. Requirements
A. Office Location
Consultant must have a local office within approximately 90 minutes driving distance of Elk
Grove's City Hall. Key staff proposed to support this contract must be based out of the
Consultant's local office(s).
B. Staff Availability and Meetings
A licensed landscape architect must be available to participate in meetings, site visits, and
inspections when deemed necessary by the City.
If technical staff without a landscape architect license are proposed to perform review and
inspection tasks, such staff shall work under the supervision of a licensed landscape architect.
The licensed landscape architect must be available to review, approve, and sign documents
requiring licensure within 24-hour notification when necessary.
C. Staff Experience / Training
Staff proposed for landscape architecture services must have a minimum of two (2) years of
experience (and include at least one staff member with a minimum of five (5) years of
experience) in landscape plan review, irrigation design, planting design, and construction
inspection for a public agency or similar regulatory environment. One or more staff members
should also be certified as an arborist by the International Society of Arboriculture.
Staff performing WELO compliance review and certification shall demonstrate knowledge of
the Model Water Efficient Landscape Ordinance (MWELO) and applicable State and local
requirements.
D. Performance Goals
Each assigned review has a defined review period for each cycle of review. Consultant shall
complete each review within the required timeframe at least 90% of the time. The Community
Development Director, or designee, may monitor consultant performance and generate
reports to assess compliance with this requirement. If the Consultant anticipates that a review
will be delayed, Consultant shall notify the City and provide an estimated completion date.
The City's standards for review times are generally as follows:
* Entitlement applications (e.g., design reviews): 15 calendar days each cycle.

* Improvement Plan review: 15 calendar days for the first cycle; 10 calendar days for each
subsequent cycle.
* Inspection Services: Next business day from inspection request.
E. Workload Assignments
The Community Development Director, or designee, will provide workload assignments to
consultant staff. Consultant shall coordinate directly with City staff, applicants, and other
consultants as necessary to complete assigned work.
F. Reviewer Expectations
Consultant reviewers shall provide technically sound, consistent, and comprehensive
comments aligned with City standards, applicable codes, and adopted policies.
Assigned reviewers shall serve as the primary point of contact for assigned projects and shall
coordinate with City staff, applicants, and other agencies to ensure compliance with
applicable requirements, including EGMC 23.54.040 (Landscaping) and EGMC 14.10.040
(Water Efficient Landscape requirements). Consultant shall follow established City protocols
for document review, comment letters, resubmittals, and record tracking.
G. Communication Expectations
All proposed Consultant staff shall provide phone numbers and email addresses that City
staff use to contact Consultant staff directly. Primary forms of communication will be in
person, via phone, and through emails. Emails are expected to have a response within 48
hours upon receipt. The City may set up project specific or recurring meetings as needed to
meet business needs. If Consultant staff are invited to meetings, they are expected to attend.
If declining a meeting, Consultant staff is expected to provide a reason for declining the
meeting.
3.3. Consultant Onboarding
Consultant shall identify, as part of their Scope of Work, a proposed plan for onboarding with the City. Major
tasks anticipated as part of the onboarding may include, but are not necessarily limited to:
* Meeting staff in Community Development, Public Works, and the Cosumnes Community
Services District to gain background on historical approach to landscaping in the City
and understand what currently works well and what are areas for improvement.
* Reviewing existing City development standards, regulations, and procedures.
* Training on City procedures and tracking systems.
3.4. Tasks
Consultant will be assigned work on a per-project basis. Each development project is assigned a
permit/application number, which shall be tracked by the Consultant and referenced on all project
documentation and monthly invoices. Special projects or tasks may also be assigned a tracking/project
number, which, if provided, shall also be referenced on all project documentation and monthly invoices.
The tasks listed below are not intended to be all-inclusive. Consultant may be assigned additional duties
as necessary.
A. Landscape Plan Review
Consultant shall review landscape and irrigation plans associated with private development
projects for compliance with City standards, applicable municipal codes, and approved
project conditions. Services include but are not limited to:
* Review entitlement applications for consistency with City standards (e.g., Zoning, Design
Guidelines, area landscape manuals), identify necessary plan revisions, and recommend
conditions of approval.
* Review landscape and civil improvement plans for compliance with Elk Grove Municipal
Code standards and applicable design guidelines and landscape planning manuals.
* Review arborist reports and, upon request, conduct field visits to verify the accuracy of