New Tires for Passenger Vehicles, Light Duty Trucks, Emergency Response Vehicles and Tire Services including Road Services

CITY OF ELK GROVE
Request for Proposal
For
New Tires for Passenger Vehicles, Light Duty Trucks, Emergency
Response Vehicles and Tire Services including Road Services
City Clerk's Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals Due by 2:00 PM, May 14, 2026
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Introduction:
The City of Elk Grove (City) is accepting Proposals from qualified Service Provider(s) for
New tires for passenger vehicles, light duty trucks, emergency response vehicles and to
provide tire services including road 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.
If opting for written hard-copy submission, one signed original, five (5) copies, and one
USB Flash Drive copy of the proposals must be submitted to the Office of the City Clerk
by 2:00 PM on Thursday May 14, 2026. Any proposals received after the specified time
shall be returned unopened. Proposals shall be submitted in a sealed envelope clearly
marked Vehicle Body Repair and Painting and addressed to:
OFFICE OF THE CITY CLERK
CITY OF ELK GROVE
8401 Laguna Palms Way
Elk Grove, CA 95758
Electronic Submission:
Proposals shall be submitted electronically in pdf form and emailed to City Clerk at
cityclerk@elkgrove.gov by 2:00 PM on Thursday May 14, 2026. Submittals in pdf
format or large files may be sent using a cloud-based system such as Dropbox. Service
Provider(s) shall be responsible for ensuring that proposals 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(s) does not receive confirmation from the City Clerk that
the proposal has been received, Service Provider(s) should assume the transmission failed
and either resubmit or arrange for another method of delivery. Service Provider(s) 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: Lory Ochoa, Senior
Administrative Assistant, at lochoa@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 no later than 5:00 PM
Thursday April 30, 2026. Material changes, if any, to the scope of work or proposal
procedures shall only be transmitted by written addendum and posted to the City web site.
Addendums and answers to submitted questions will be posted to the City's website at least
10 days before Proposals are due and will be available via the City of Elk Grove web site:
https://elkgrove.gov/purchasing/request-proposals-bids-rfp.
Late Proposals:
Proposals arriving after the specified date and time shall not be considered, nor will late
proposals be opened. Each Service Provider assumes responsibility for timely submission
of its proposals.
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Withdrawal or Modifications of Proposals:
Any proposal may be withdrawn or modified by a written request signed by the Service
Provider and received by the City Clerk prior to the final time and date for the receipt of
proposals. Once the deadline is past, Service Providers are obligated to fulfill the terms of
their proposal.
Proposal Acceptance and Rejection:
The City reserves the right to accept, reject or call for new proposals, or dispense with the
proposal process in accordance with the Elk Grove Municipal Code.
Proposal Evaluation and Award:
Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and
Selection Criteria. A contract may be awarded to multiple responsible Service Providers
who best meet 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 to serve the best interest of the City, except as otherwise provided by law, taking
into consideration adherence to the included specifications. All Service Providers 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 Service Provider. 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 the Service Provider is a sole proprietorship, the Service Provider 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 the Service Provider 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 Service Provider. Additional
information regarding the registration process may be found on the Secretary of State's
website at: https://businesssearch.sos.ca.gov/.
Disclosure of Submitted Materials:
After selection and execution of the contract(s), (or prior thereto if required by law) all
information and materials provided in each submittal received is subject to disclosure
through a public records request pursuant to the California Public Records Act, or
otherwise as may be required by law. The City, in its sole discretion, may release any
submitted materials, regardless of whether such materials are marked by respondents as
confidential or otherwise as protected.
Waiver of Irregularities:
The City retains the right, in its sole discretion, to waive any irregularities in proposals that
do not comply with the strict requirements of this RFP, and the City reserves the right to
award a contract to a Service Provider submitting any such non-compliant proposal, all in
the City's sole discretion.
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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 or proposal 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 Bid and Bids section
of the City web site, http://www.elkgrovecity.org/community/request-for-Bid.asp.
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 Exhibit F). The prospective Service Provider, 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 Service Provider will receive a
Notice to Proceed. The Elk Grove Police Department, or the City's duly authorized
designee, 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 Service Provider 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:
Service Providers 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. All prices quoted shall be C.I.F. (Cost, Insurance, Freight)
to the destination designated by the City, freight prepaid (Service Provider pays and bears
freight, insurance and unloading charges; Service Provider owns goods in transit and must
file any third-party claims for losses incurred during shipment). Each item must be listed
separately. 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.
Service Provider must furnish the City's needs as they arise.
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Samples and Demonstrations:
When required, the City may request full demonstrations prior to award. When such
demonstrations are requested, the Service Provider shall respond promptly and arrange a
demonstration at a convenient location. Failure to provide samples or demonstrations 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.
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.
Service Providers are requested to indicate on the proposal if they will extend the pricing,
terms and conditions of an awarded contract, based on this proposal, to other government
agencies. If the successful Service Provider agrees to this provision, participating agencies
may enter into a contract with the successful Service Provider 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.
Qualification/Inspection:
Proposals will only be considered from Service Providers normally engaged in providing
the types of goods and services specified herein. By responding to this RFP, the Service
Provider consents to the City's right to inspect the Service Provider's facilities, products,
personnel, and organization at any time, or to take any other action necessary to determine
Service Provider'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 Service Providers and/or to award a contract
without conducting interviews.
Delivery:
The successful Service Provider will supply pick-up and delivery services in compliance
with the provisions of the contract and provisions of this RFP at the following locations:
City Hall located at 8401 Laguna Palms Way, Fleet Facility located at 10190 Iron Rock
Way, Corporation Yard located at 10250 Iron Rock Way, and other sites as requested.
Acceptance and Conditions
The goods and services supplied in response to the RFP shall remain the property of the
Service Provider until a physical inspection is made and the goods and services are
accepted to the satisfaction of the City. The goods and services must comply fully with
the terms of the RFP, be of the required quality and new unless specified by the City. Any
substitutes of goods and services not meeting specifications will be rejected, and returned
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if applicable, at the Service Provider's expense. The City will make payment only after
receipt and acceptance of goods and services.
Other Governmental Entities:
If the Service Provider is awarded a contract as a result of this RFP, the Service Provider
shall, if the Service Provider has sufficient capacity or quantities available, provide to other
governmental agencies, so requesting, the goods and services awarded in accordance with
the terms and conditions of the RFP.
Payment Terms:
Payment shall be made as set forth in the Contract attached hereto as Attachment B: Pricing
Schedule. In submitting proposals under these specifications, Service Providers 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 goods and services as specified herein from a
Service Provider that will give prompt and convenient service.
Term of Contract:
The term of the contract will be for a specific period of time, commencing upon execution.
The City anticipates the contract to be for a term of three years with two one-year
extensions, at the option of the City. The City reserves the right to set the term for a period
deemed to be in the best interest of the City, and terminate the contract as set forth therein.
Amendments:
If, in the course of the performance of the contract, Service Provider or the City proposes
changes to the goods and services provided, and informal consultation with the other party
indicates that a change in the terms and conditions of the contract may be warranted,
Service Provider 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.
New Merchandise:
Unless otherwise required by the specifications of this RFP all goods furnished must be
new and unused.
Warranties:
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The Service Provider shall warrant all material, products and labor provided under the
contract, in addition to any manufacturers' warranties that may also apply. Warranty
periods and terms must be included in responses to Proposal.
The awarded Service Provider, as the contracting party, shall be considered primarily
responsible to the City for all warranty service, parts, and labor applicable to the goods and
services provided by Service Provider irrespective of whether Service Provider is an agent,
broker, fabricator, or manufacturer's dealer. Service Provider shall be responsible for
ensuring that warranty work is performed at a local agency or facility convenient to the
City, to the extent a local agency or facility is available, and that services, parts, and labor
are available and provided to meet the City's schedules and deadlines. Service Provider
may establish a service contract with a local agency satisfactory to the City, to meet this
obligation if Service Provider does not ordinarily provide warranty service. All such non-
contractor warranty service, parts, and labor must be clearly identified in the Proposal.
Substitution:
If Service Provider elects to propose an alternate manufacturer's item that is of the same
or better quality, samples of the items to be substituted are to be submitted with the
Proposal. The sample must be readily identified with the manufacturer's name and model
number or order number, along with the supplier's name and phone number. All
substitutions must be proposed as options and clearly identified as a substitution.
Guarantee of Continuity and Availability Products:
Unless the manufacturer discontinues the goods, all goods specified by the Service
Provider in their Proposal shall be available to the City during the life of the contract and
extensions. All material, color, labor, and construction shall equal or exceed the standards
set forth in these specifications as accepted by the City.
Service and support:
All Service Providers shall explain how all on-going service and support shall be handled
by the Service Provider and the City of Elk Grove.
Records:
The Service Provider shall maintain complete and accurate records with respect to labor
costs, material expenses, and other such information required by City that relates to the
delivery of goods and services under the contract. The Service Provider shall maintain
adequate records of goods and services delivered in sufficient detail to permit an evaluation
of services and goods and 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 Service Provider 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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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.
As further stated above, if electing to submit proposals as a written hard-copy, one signed original,
five (5) copies, and one USB Flash Drive copy of the proposals must be submitted to the Office of
the City Clerk by 2:00 PM May 14, 2026. Proposals shall be printed double sided, submitted on
8-1/2" x 11" recycled paper, with easy-to-read font size and style. Pages shall be numbered,
tabbed, and bound (spiral / comb / three ring binder). Tabbed dividers should separate and identify
the response items described below.
Proposal shall be submitted in a sealed envelope clearly marked Request for Proposals for New
Tires for Passenger Vehicles, Light Duty Trucks, Emergency Response Vehicles and Tire
Services including Road Services and addressed to:
OFFICE OF THE CITY CLERK
CITY OF ELK GROVE
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals shall be submitted electronically in pdf form and emailed to City Clerk at
cityclerk@elkgrove.gov by 2:00 PM on Thursday May 14, 2026.
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 Service Provider's name submitting the proposal, their mailing
address, telephone number, and contact name. The letter shall address the Service Provider's
understanding of the project based on this RFP and any other information the Service Provider
has gathered. Include a statement discussing the Service Provider's interest and qualifications
for this type of work. A principal of the firm authorized to legally bind the firm shall sign the
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letter.
2. Table of Contents
The Service Provider shall insert a comprehensive table of contents denoting sections three
through nine of the proposal as indicated below.
3. Qualifications and Experience
Describe the Service Provider's capability for actually undertaking and performing the work,
including any professional licenses and certificates held by the Service Provider. List types
and locations of similar work performed by the Service Provider in the last five (5) years that
best characterizes the quality and past performance. Include names and current phone numbers
for contact on goods and services quality and performance. References may be contacted as
part of the selection Process.
4. Work Plan
The work plan must state the Service Provider's ability to meet each specification as outlined
in this document which must include details relating to prioritization and responsiveness to the
City's needs. 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. The work plan must include a
description of the Service Provider's facility, mobile service if applicable, and description
of offered warranty periods, terms, and limitations if any.
5. Conflict of Interest Statement
Any activities or relationships of the Service Provider that might create a conflict of interest
for the Service Provider 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.
6. Supportive Information/References
This section may include graphs, charts, photos, resumes, references, and any other relevant
information in support of the Service Provider's qualifications.
7. Pricing
Service Providers shall detail their preferred payment schedule. It is the preference of the City
to receive invoices for each vehicle as work is completed.
8. Delivery
The Service Provider will supply pick-up and delivery services in compliance with the
provisions of the contract and provisions of this RFP set forth in the Scope of Work below.
9. Secretary of State
Service Provider shall acknowledge their understanding of needing to be registered with the
California Secretary of State as noted in the RFP language above.
10. Sale of Goods and Services Contract:
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Attached to the RFP (Attachment D) is a copy of the City's standard 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 Service Providers 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 Bid any exceptions or alterations to the Contract.
Alterations or changes to the Contract that are not in the Service Provider's response shall not
be allowed after the selection of the Service Provider. 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 in Exhibit D of this RFP.
SCOPE OF WORK
Background:
The intent of these provisions is to describe the specifications and the City's need for new
replacement tires for passenger cars, light duty trucks, pursuit tires for emergency response
vehicles and tire services including road services, repairs, and related items for various equipment
owned and/or operated by the City.
Pick Up and Delivery:
The successful Service Provider shall provide pick-up and delivery service as requested to the City
of Elk Grove at the following locations: City Hall located at 8401 Laguna Palms Way, Fleet
Facility located at 10190 Iron Rock Way, Corporation Yard located at 10250 Iron Rock Way, and
other sites as required. Pick-up and deliveries shall be free of charge to the City, and there shall
be no minimum order required. All vehicles shall be picked up within 1 hour of notice to begin
work, excluding weekends and holidays, and shall be returned within 1 hour of completion,
excluding weekends and holidays.
All deliveries under the contract shall be accompanied with an invoice. All invoices shall include
the Service Provider's name, the City's purchase order number, the date of order, an itemized list
of the materials furnished, including quantity, unit price and extension of each item, less applicable
discount(s). A receipt shall be given to City personnel for items that are being picked up and
removed from City premises.
Facility:
In order to qualify for the contract, the Service Provider shall have a facility within a 30-mile radius
(one way) of the City's Corporation Yard Fleet Facility located at 10250 Iron Rock Way Elk Grove
CA, 95624. This shall be calculated using Google Maps' shortest distance. Service Provider shall
complete the Routing Form (Attachment C) and include the form with their Work Plan submittal.
Responses to the RFP submitted with a repair facility outside of the 30-mile radius will be
determined to be non-responsive. The purpose of this requirement is to minimize inefficiencies
and preserve City resources including, without limitation, minimizing vehicle wear and tear,
reducing fuel costs and decreasing the amount of time a vehicle is placed out of service for
maintenance and repair.
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