Vehicle Evidence Towing and Secured Storage Services

CITY OF ELK GROVE
Request for Proposal (RFP)
For
Vehicle Evidence Towing and Secured Storage Services
City Clerk's Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals Due by Wednesday, June 3, 2026, 4:00 PM PDT
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TABLE OF CONTENTS
Section Contents Page
Section 1 Administrative Information 3
Section 2 Guidelines for Proposal 8
Section 3 Proposal Evaluation Criteria and Selection Process 11
Attachment A Scope of Services 12
Attachment B Pricing Sheet 16
Attachment C Professional Services Contract 17
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SECTION 1 - ADMINISTRATIVE INFORMATION
1. Introduction
The City of Elk Grove (City) is accepting proposals from prospective, qualified Service
Providers ("Service Provider(s)") for Vehicle Evidence Towing and Secured Storage
Services in accordance with the included specifications, terms, and conditions shown in
this Request for Proposals ("RFP") and any attachments, including the Scope of Services
specified in Attachment A ("Scope of Services" or "Services"). Prospective Service
Providers are advised to read this information over carefully prior to submitting a proposal.
This solicitation will only be used for the Elk Grove Police Department Vehicle
Evidence Towing and Secured Storage Services specifically for the towing and
secure storage of vehicles seized as evidence during investigations. Other City
Department(s) may solicit general 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 RFP 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 RFP process.
Description Date
Release of RFP: May 11, 2026
RFP Questions Due Date: May 21, 2026, 4:00 PM PDT
City Response to Questions Posted: May 26, 2026
Application Submission Deadline: June 3, 2026, 4:00 PM PDT
Anticipated Contract Award Date: July 2026
Anticipated Period of Performance: 5 years (July 2026 through June 2031)
3. Submission Format
Proposals may be submitted and accepted via mail or electronically, at the addresses
indicated in this RFP, to be received by the City no later than the Submission Deadline set
forth above. Details regarding the acceptable submission format are specified under the
below Section 2, Guidelines for Proposal.
4. Questions
Questions regarding this RFP are to be directed by e-mail to: Fauna Shrago at
fshrago@elkgrove.gov. The City must receive all questions no later than the RFP
Questions Due Date set forth above. The purpose of the question period is to clarify
legitimate ambiguities in the solicitation documents. The City reserves the right to
disregard questions that appear to be generic, automatically generated, or not reflective
of a reasonable review of the RFP. Service Providers are encouraged to ensure all
questions reflect their understanding of the project and the specified requirements of this
RFP.
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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 RFP announcement.
5. 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 proposal.
6. 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.
7. Proposal Acceptance and Rejection
The City reserves the right to accept any proposal, 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.
8. Proposal Evaluation and Selection
Evaluation shall be made based on the criteria noted in Section 3: Proposal Evaluation
Criteria and Selection Process. A contract may be awarded to the responsible Service
Provider who best meets the City's needs by demonstrating the competence and
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 Service Provider if the successful
Service Provider refuses or fails to execute the contract. 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.
9. Register with the California Secretary of State
Unless Service Provider is a sole proprietorship, 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 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://bizfileonline.sos.ca.gov/.
10. 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
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submitted materials, regardless of whether such materials are marked by respondents as
confidential or otherwise as protected.
11. 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.
12. Background Investigation
Prospective Service Providers, including their employees and on-call staff, shall submit to
a full background investigation, to include, but not limited to, Live Scan fingerprinting,
conducted by the EGPD. Any Service Provider awarded a Contract must complete this
background investigation before the Service Provider 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.
13. Security Access Policy and Background Investigation
If the Services required to be completed under this RFP require access to City facilities,
the Services are subject to the City's Security Access Policy, as attached to the
Professional Services Contract, attached as Attachment C to this RFP. No contract shall
be awarded to any Service Provider that is unable to complete the scope of Services as a
result of denied access under the City's Security Access Policy
14. 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 to a local vendor. The City, when seeking bids or proposals for
commodities, equipment, and general services will notify bidders or proposers that bids or
proposals 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 Elk Grove Municipal Code (EGMC)
Section 3.42.230, 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 Local Vendor Preference Affidavit of Eligibility
can be obtained by accessing the Request for Proposal and Bids section of the City
website,
https://cityofelkgrove.formstack.com/forms/local_vendor_preference_affidavit_of_eligibilit
y.
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15. Validity of Pricing
Service Providers are required to provide a fee structure (Attachment B, Pricing Sheet)
including line item descriptions and pricing, applicable sales tax, and a total final price.
Unless otherwise noted by the Service Provider, all proposals shall be held valid for a
period of one hundred eighty (180) days prior to entering into a contract and, thereafter,
for the full term of any resulting contract. No cost increases shall be passed onto the City
after the proposal has been submitted. If this RFP is for the delivery of certain materials
and/or goods, 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.
16. 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.
17. 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.
18. 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.
19. Qualification/Inspection
Proposals will only be considered from Service Providers normally engaged in providing
the types of products 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.
20. 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 products and services awarded in accordance
with the terms and conditions of the RFP.
21. Federal Requirements
Should any portion of this procurement require the use of Federal funds, all Federal
requirements shall apply and all Service Providers must consent to each certification and
assurance, which will be incorporated into the contract.
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22. Payment Terms
Payment shall be made as set forth in the Professional Services Contract attached hereto
as Attachment C. 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.
23. Performance
It is the intention of the City to acquire products and services as specified herein from a
Service Provider that will give prompt and convenient service.
24. 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 five years. 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.
25. 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.
26. 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.
27. 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
performance of services and delivery of goods under the contract. The Service Provider
shall maintain adequate records of services provided and goods delivered in sufficient
detail to permit an evaluation of services and goods. 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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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.
The City will accept proposals submitted by 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 these Guidelines for Proposal.
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 Wednesday, June 3, 2026. Proposals shall be submitted in a sealed envelope
clearly marked "Vehicle Evidence Towing and Secured Storage 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
Wednesday, June 3, 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 proposals, regardless of submission format, shall contain the following information in the order
listed:
1. Introductory letter
The introductory letter should be addressed to:
Fauna Shrago
Senior Management Analyst
Elk Grove Police Department
8400 Laguna Palms Way
Elk Grove, CA 95758
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The letter shall include the Service Provider's name submitting the proposal, their mailing
address, email 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 services. A principal of the
firm authorized to legally bind the firm shall sign the letter.
2. Table of Contents
The service provider shall insert a comprehensive table of contents in the proposal
denoting the numbered paragraphs indicated below.
3. Qualifications and Experience
Describe the Service Provider's capability for actually undertaking and performing the
services, including any professional licenses and certificates held by the Service Provider.
List types and locations of similar services 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 work 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. 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 Services in this RFP.
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
This section should include the cost for requested products and services outlined in the
Scope of Services, and must specifically itemize the fees for the services stated under the
Specifications section of the Scope of Services. 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. Tax is to
be listed as a separate line item.
8. Secretary of State
Service Provider shall acknowledge their understanding of needing to be registered with
the California Secretary of State as noted above in this RFP.
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9. City of Elk Grove Special Business License
Service Provider must possess and maintain a valid Special Business License issued by
the City in compliance with EGMC Section 4.10.005.
10. Professional Services Contract
Attached to the RFP (Attachment C) is a copy of the City's standard Professional Services
Contract (Contract). The City's standard Contract may be modified, in the City's sole
discretion, to address the specific provisions of this RFP and 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 proposal 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 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 Subrogation
and Non-Owned
Work Comp Statutory Waiver of Subrogation
Employer's Liability $1,000,000 each
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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