Tow Rotation Program for Vehicle Towing Services

CITY OF ELK GROVE
Request for Qualifications and Applications (RFQ)
For
Tow Rotation Program for Vehicle Towing Services
City Clerk's Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
cityclerk@elkgrove.gov
Application Deadline: Tuesday, June 30, 2026, 4:00 PM PDT
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TABLE OF CONTENTS
Section Contents Page
Section 1 Administrative Information 3
Section 2 Guidelines for Application Submission 8
Section 3 Application Evaluation Criteria and Selection Process 10
Section 4 Scope of Services 12
Section 5 Rates, Charges and Fees 22
Section 6 Tow Rotation Program Application 23
Attachment A Standard Contract for Professional Services 24
Attachment B Tow Operator / Driver Information (Form CHP 234F) 42
Attachment C Tow Truck Inspection Guide (Form CHP 234B) 44
Attachment D RFQ Authority References 47
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SECTION 1 - ADMINISTRATIVE INFORMATION
1. Introduction
The City of Elk Grove (City) is accepting applications from experienced, qualified tow
companies (hereinafter "Applicant" or "Applicants") with a tow business located within the
City of Elk Grove to participate in the City's Tow Rotation Program ("Tow Rotation
Program" or "Program") administered by the Elk Grove Police Department (EGPD) as
described in this Request for Qualifications (RFQ). The Tow Rotation Program facilitates
the orderly and equitable dispatch of towing services for vehicles involved in traffic-related
incidents, including collisions and violations, that require removal from public roadways to
ensure public safety and traffic flow, and to facilitate the removal of vehicles as otherwise
provided by law. Tow requests will typically refer to vehicle codes towed and stored as
authorized by law, including, but not limited to, California Vehicle Code ("VEH Code")
section 22651. Approved Applicants are placed on a rotational list and are contacted by
EGPD on a rotating basis to respond to service requests. Applicants interested in
participating in the Tow Rotation Program must submit a complete application
demonstrating compliance with all program requirements. Only those Applicants meeting
the established qualifications will be eligible for inclusion in the rotation list. Participation
in the Program is voluntary. The City will endeavor to systematically utilize the rotation list
but may deviate from the rotation to meet operational needs; the City does not guarantee
that Approved Applicants will be contacted for tow services. Any Applicant, by agreeing
to participate in the program, does not establish a contractual relationship with the City
and is not acting as an agent for the EGPD or the City when performing services under
the Tow Rotation Program.
This solicitation will only be used for the Elk Grove Police Department Tow Rotation
Program specifically for towing vehicles involved in traffic-related incidents that
require towing services for public safety purposes and billed directly to the
vehicle's registered owner(s) involved. Other City Department(s) may solicit towing
services for City owned and operated vehicles under a separate solicitation at a
future date. Qualifying applicants are welcome to submit applications/proposals to
any and all open solicitations.
2. Key Dates
The following is a tentative schedule of the RFQ key dates. While the City will attempt to
maintain this schedule, the following dates are projections, and the City reserves the right
to modify this schedule as needed to accommodate this completion of this RFQ process.
Description Date
Release of RFQ: June 1, 2026
RFQ Questions Due Date: June 15, 2026, 4:00 PM PDT
City Response to Questions Posted: June 17, 2026
Application Submission Deadline: June 30, 2026, 4:00 PM PDT
Anticipated Contract Award Date: Summer 2026
Anticipated Period of Rotation List: 3 years (Summer 2026 through Summer 2029)
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3. Submission Instructions
Applications may be submitted and accepted via mail or electronically.
Mail Submission: Written 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 under Section 2: Guidelines for Application
Submission. Submissions must include one signed original, one copy, and one USB Flash
Drive copy of the proposal, sent by mail or hand delivery to the Office of the City Clerk by
4:00 PM PDT on Tuesday, June 30, 2026. Proposals shall be submitted in a sealed
envelope clearly marked "RFQ Tow Rotation Program for Vehicle Towing Services" and
addressed to:
OFFICE OF THE CITY CLERK
CITY OF ELK GROVE
8401 Laguna Palms Way
Elk Grove, CA 95758
Electronic Submission: Proposals may be submitted electronically in pdf form and
emailed to Office of the City Clerk at cityclerk@elkgrove.gov, by 4:00 PM PDT on
Tuesday, June 30, 2026. Large files may be sent using a cloud-based system such as
Dropbox. Service Providers shall be responsible for ensuring that proposals submitted
electronically are received by the City Clerk prior to the deadline. Proposals that are not
received prior to the deadline shall not be considered by the City, even if the late
submission is due to a technical or other error, including, without limitation, the City's
inability to open or access the electronic file. If the proposing Service Provider does not
receive confirmation from the City Clerk that the proposal has been received, Service
Providers should assume the transmission failed and either resubmit or arrange for
another method of delivery. Service Providers 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.
All Applications, regardless of submission format, shall contain the information set forth
under Section 2: Guidelines for Application Submission.
4. Questions
If any Applicant contemplating submission of an application is in doubt as to the meaning
of any part of the RFQ or other proposed contract documents, the Applicant may submit
questions by e-mail to: Fauna Shrago at fshrago@elkgrove.gov. Such questions shall be
for clarification purposes only. The City must receive all questions no later than the RFQ
Questions Due Date set forth above. 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 RFQ announcement.
5. Late Applications
Applications received after the deadline will not be considered. Each Applicant assumes
responsibility for timely submission of its application.
6. Withdrawal of Applications
Applicants may withdraw their applications by a written request signed by the Applicant
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prior to the final time and date for the receipt of applications. Once the deadline is past,
Applicants are obligated to fulfill the terms of their application.
7. Application Acceptance and Rejection
The City reserves the right to accept any application, reject any and all applications, and
to call for new RFQ or dispense with the RFQ process in accordance with the Elk Grove
Municipal Code ("EGMC"), as applicable.
8. Applicant's Cost
Costs of developing applications are entirely the responsibility of the Applicant and shall
not be chargeable in any manner to the City.
9. Acceptance of Application
Any Applicant applying shall thereby automatically agree to each and all the terms,
conditions, provisions, and requirements set forth and contemplated in this RFQ.
10. Acceptance of Application Content
The contents of the application of the successful Applicant(s) will become contractual
obligations to be contained in a formal written contract. Failure of the successful Applicant
to accept these obligations in a formal contract may result in cancellation of the award.
11. Professional Services Contract Term
Should an Applicant be awarded a contract, a Professional Services Contract (Contract)
will be executed between the City and the Applicant. A copy of the Contract is attached to
this RFQ as Attachment A. The anticipated contract period will be a period of 3 years,
unless earlier terminated as provided for in the Contract. It is the City's sole discretion as
to whether or not any option period(s) will be exercised to extend the term of the Contract.
The option period(s) will be exercised when it is deemed most advantageous to the City
and when the Applicant has performed successfully in accordance with the Scope of
Service and all terms and conditions of the Contract.
12. Towing Rates
The towing rates are listed in Section 5 (Rates, Charges and Fees). Applicants may elect
to charge towing rates at a lower cost, but in no way shall exceed those rates set forth
under Section 5 without prior written approval by the City.
13. Application Evaluation Criteria and Selection Process
Evaluations shall be made based on the criteria noted in Section 3 (Application Evaluation
Criteria and Selection Process). A contract may be awarded to responsible Applicants
who best meet the City's needs by demonstrating the competence and qualifications
necessary for the satisfactory performance of the required services. Nothing herein shall
obligate the City to award a contract to any responding Applicant. 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.
14. Register with the California Secretary of State
Unless Applicant is a sole proprietorship, Applicant 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 Applicant 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 Applicant. Additional information regarding the
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registration process may be found on the Secretary of State's website at:
https://bizfileonline.sos.ca.gov/
15. 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 Applicants as
confidential or otherwise as protected.
16. Waiver of Irregularities
The City retains the right, in its sole discretion, to waive any irregularities in applications
that do not comply with the strict requirements of this RFQ, and the City reserves the right
to award a contract to any Applicant submitting any such non-compliant proposal, all in
the City's sole discretion.
17. Background Investigation
Prospective Applicants, including its employees and on-call staff, shall submit to a full
background investigation conducted by the City, to include, but not limited to, Live Scan
fingerprinting, conducted by the EGPD. Any Applicant awarded a contract must complete
this background investigation before the Applicant will receive a Notice to Proceed. The
EGPD shall review the background investigation and may deny access to any individual
in its discretion as it deems necessary for the security of the public and City personnel.
18. Local Vendor Preference
"Local vendor" as defined under EGMC Section 3.42.230 shall not apply to this RFQ. All
Applicants must have a physical storage facility located within the City of Elk Grove to be
eligible for the Tow Rotation Program, as further detailed under Section 3, Application
Evaluation Criteria and Selection Process.
19. No Guarantee of Usage
Any quantities listed in this RFQ are estimated or projected and are provided for tabulation
and information purposes only. No guarantee of quantities is given or implied by the City.
Applicant must furnish the City's needs as they arise.
20. Intentionally Omitted.
21. Use of Other Governmental Contracts
The City reserves the right to reject any part or all of any applications received and utilize
other available governmental contracts.
22. Qualification/Inspection
Proposals will only be considered from Applicants normally engaged in providing the types
of services specified herein. By responding to this RFQ, the Applicant consents to the
City's right to inspect the Applicant's facilities, products, personnel, and organization at
any time, or to take any other action necessary to determine Applicant'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 Applicants and/or to award a contract without conducting interviews.
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23. Other Governmental Entities
If the Applicant is awarded a contract as a result of this RFQ, the Applicant shall, if the
Applicant has sufficient capacity available, provide to other governmental agencies, so
requesting, the products and services awarded in accordance with the terms and
conditions of the RFQ.
24. Federal Requirements
Should any portion of this procurement require the use of Federal funds, all Federal
requirements shall apply and all Applicants must consent to each certification and
assurance, which will be incorporated into the contract.
25. Payment Terms
Towing will be billed directly by Applicant to the registered vehicle owners receiving towing
service at the rates specified under Section 5 of this RFQ.
26. Performance
It is the intention of the City to acquire services as specified herein from an Applicant that
will give prompt and convenient service.
27. Amendments
If, in the course of the performance of the contract, Applicant 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, Applicant 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.
28. Service and Support
All Applicants shall explain how all on-going service and support shall be handled by the
Applicant.
29. Records
The Applicant shall maintain complete and accurate records with respect to labor costs,
material expenses, and other such information required by the City that relates to the
performance of services under the contract. The Applicant shall maintain adequate
records of services provided in sufficient detail to permit an evaluation of 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 Applicant 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.
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SECTION 2 - GUIDELINES FOR APPLICATION SUBMISSION
The following documents are required to be completed and submitted by successful Applicants
along with their application by the Application Submission Deadline as set forth above. Those
applications received by the City without the following will be rejected. The documents shall be
submitted in the order listed below.
1. Tow Rotation Application - Each Applicant must complete and sign a Tow Rotation
Program Application. Incomplete applications will not be accepted. Any misrepresentation
on the application may be grounds for criminal and/or civil action, and may render the
Applicant ineligible for the Tow Rotation Program.
2. Tow Operator/Driver Information Form - Each proposed Tow Operator/Driver shall be
listed with first and last name and California Driver License number. Each Applicant must
complete, sign, and have all their Tow Operators/Drivers sign a CHP Tow Operator/Driver
Information Form 234F as attached to Attachment B. In addition, a copy of each
Tow/Operator/Driver's valid California Driver License must be submitted.
3. City of Elk Grove Special Business License - Each Applicant shall include a copy of
its current Special Business License issued by the City in compliance with EGMC Section
4.10.005, if applicable. Applicants may maintain their principal place of business outside
the City of Elk Grove; however, the Applicant must maintain a physical operational location
within the City limits for vehicle owners to retrieve vehicles and conduct business related
to towing and storage services, as further described in Scope of Services Section 4, Tow
Facility Requirements. If the Applicant's principle place of business is not located within
the City of Elk Grove, as an alternate to obtaining an Elk Grove Special Business License,
Applicants may list the location of their principle place of business and demonstrate
compliance with the licensing requirements for the jurisdiction in which the principle place
of business is located.
4. Proof of Payment of DMV Motor Carrier of Property Permit Fee - Each Applicant must
attach a copy of the DMV Motor Carrier of Property Permit Fee issued pursuant to
California Revenue and Taxation Code Section 7232 for each vehicle on the rotation.
5. Tow Vehicle Information - Applicant shall include a listing of each proposed Tow Vehicle
intended to be used in the rotation, including the vehicle make/model and year, the truck
number, vehicle license plate number, and vehicle registration expiration date
(month/year). Applicants must attach copies of each vehicle's current California
registration certificate and a completed Tow Truck Inspection Guide, CHP form 234B,
attached as Attachment C.
6. Information about Applicant's Business - Provide general information about the
Applicant's business, including a short history of the business, incorporation information,
services provided, and prior experience/references.
7. Experience and References - Applicants should detail previous experience on other or
similar contracts with other governmental agencies. A list of clients (including names,
addresses, and telephone numbers) for which the Applicant has provided services or is
currently providing services is to be included in the application. The actual dates for these
service contracts must be listed. The City may contact any or all the references at its
discretion.
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8. Professional Services Contract - Should an Applicant be awarded a contract, a
Professional Services Contract (Contract) will be executed between the City and the
Applicant. A copy of the Contract is attached to this RFQ as Attachment A. The City's
standard Contract may be modified, in the City's sole discretion, to address the specific
provisions of this RFQ and Applicants should note that any specifications or other
requirements specific to this RFQ 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
application any requested exceptions or alterations to the Contract. Alterations or
changes to the Contract that are not in the Applicant's response shall not be allowed after
the selection of the Applicant. 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 Non Contrib
Auto Liability $1,000,000 Additional Insured
Scheduled, Hired, Waiver of
and Non-Owned Subrogation
Work Comp Statutory Waiver of
Employer's Liability $1,000,000 each Subrogation
GarageKeepers $100,000 $100,000 None
On-Hook/Cargo $100,000 $100,000 Deductible $10k or
less
***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.
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SECTION 3: APPLICATION EVALUATION CRITERIA AND SELECTION PROCESS
The City intends to evaluate all Applications received. All requirements identified in this RFQ must
be satisfied to ensure that an application will qualify for consideration. Failure to satisfy all
requirements identified in this RFQ may be cause for rejection of the application.
1. Evaluation Process
A pass/fail system will be used to evaluate the applications. Evaluation of the applications
is expected to be completed within thirty (30) calendar days after the RFQ submission
deadline. After an initial application evaluation is complete, site inspections of qualified
Applicants' business offices and storage yards may be conducted at the sole discretion of
the EGPD. City may, at its sole discretion, opt to inspect each tow vehicle on an annual
basis, or as necessary to ensure proper operations, utilizing Form CHP 407F SafetyNet
Driver / Vehicle Inspection Report or similar format.
2. Evaluation Criteria
The City may use some or all the following criteria in its evaluation and comparison of
applications submitted. The criteria listed below are not necessarily all-inclusive, and the
order in which they appear is not intended to indicate their relative importance. The City
reserves the right to modify the evaluation criteria as deemed appropriate prior to the
commencement of evaluation.
a. Tow Company - A minimum of three (3) years of verifiable experience in the field
is desired. As drivers will interact with the public daily, it is important that all drivers are
able to read, write, speak, and understand the English language. It is also essential that
the company keep detailed, accurate, and easily retrievable records.
b. Adequacy and Completeness of Application Package - The City will review all
applications received to ensure completeness. The criteria shall specifically include
verification that the Applicant filled out all information in accordance with the directions.
Additionally, verification of copies of all the requested information such as certificates,
licenses, applicable permits, and a signed Application, will also be evaluated for
completeness. Incomplete RFQ's will be cause for rejection of the RFQ.
c. Prior Contract Compliance - It is important to the City that the Applicant be highly
qualified with no history of adverse actions. The evaluation team will check records for a
history of complaints from the public as well as the EGPD and the City of Elk Grove Code
Enforcement.
d. Experience and References - Applicants shall submit for review a complete list of
all tow experience and references. The City reserves the right to contact any and all
submitted references. Past performance history, including prior criminal and/or civil
actions, if any, will be evaluated for customer service, timely responsiveness to requests
for service, alternately, passing on or refusing a request for service.
e. Tow Vehicles - All tow vehicles shall be equipped in accordance with California
Highway Patrol (CHP) guidelines and have passed an annual CHP approved Driver and
Truck inspection (CHP Form 234B Tow Truck Inspection Guide). See:
https://www.chp.ca.gov/siteassets/files/chp234b_052017.pdf .
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