Original Equipment Manufacturer (O.E.M.) Fleet Maintenance and Repair Services for City Vehicles

Location:	California
Posted:	Jan 28, 2025
Due:	Feb 25, 2025
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

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Request for Proposals

For

Original Equipment Manufacturer (O.E.M.) Fleet Maintenance and Repair Services for

City Vehicles

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 11:00 a.m. on February 25, 2025

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Service Providers (Service

Provider(s)) for Original Equipment Manufacturer (O.E.M) Fleet Maintenance and Repair

Services for City Vehicles 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 11:00 a.m. on

February 25, 2025. Proposal shall be submitted in a sealed envelope clearly marked Original

Equipment Manufacturer (O.E.M) Fleet Maintenance and Repair Services for City Vehicles and

addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

As an alternative to written proposals, proposals may be submitted electronically in pdf form, and

emailed to City Clerk at cityclerk@elkgrovecity.org, with a copy to Carrie Monti, Administrative

Services Supervisor, cmonti@elkgrovecity.org, prior to the deadline stated above. Submittals in

pdf format. Large files may be sent using a cloud-based system such as Dropbox. Service

Provider(s) 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 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 regarding this RFP are to be directed by e-mail to: Natalie Machado, Management

Analyst nmachado@elkgrovecity.org with a copy to Carrie Monti, Administrative Services

Supervisor cmonti@elkgrovecity.org. Such contact shall be for clarification purposes only. The

City must receive all questions no later than 11:00 a.m. on February 10, 2025. 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.

Proposals shall not be accepted by fax.

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.

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 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.

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 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.

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.

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 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.

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. 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 Proposal and Bids section of the City website,

http://www.elkgrovecity.org/community/request-for-proposal.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

Attachment E, 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 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. As applicable, 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.

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.

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.

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 required.

Acceptance and Conditions

The products and services supplied in response to the RFP shall remain the property of the Service

Provider until a physical inspection is made and the products and services are accepted to the

satisfaction of the City. The products 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 products or

services not meeting specifications will be rejected, and returned if applicable, at the Service

Provider’s expense. The City will make payment only after receipt and acceptance of products

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 products and services awarded in accordance with the terms and

conditions of the RFP.

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.

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.

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

type	name(s)	due date	notice	details	posted
RFP	Original Equipment Manufacturer (O.E.M.) Fleet Maintenance and Repair Services for City Vehicles	Prior to 11:00 a.m. on 2/25/2025		View	1/28/2025

Original Equipment Manufacturer (O.E.M.) Fleet Maintenance and Repair Services for City Vehicles

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