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

Location:	California
Posted:	Apr 16, 2026
Due:	May 14, 2026
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction
Publication URL:	To access bid details, please log in.

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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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Type	Name	Due Date	Notice	Details	Posted
RFP	On-Call Landscape Architecture Planning, Design Review, and Inspection Services	05/14/26	RFP Package	Q & A	Community Development	04/15/26	Active

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

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See also