Employment Investigation Services

CITY OF ELK GROVE
Request for Proposals
For
Employment Investigation Services
City Clerk's Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals Due by 4:00 p.m. PST June 8, 2026

Introduction:
The City of Elk Grove (City) is accepting proposals from qualified Consultants (Consultant(s)) to
provide on-call employment investigation 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.
Written Submissions:
One signed original, two (2) copies, and one USB Flash Drive copy of the proposals must be
submitted to the Office of the City Clerk by 4:00 p.m. PST on June 8, 2026. Proposal shall be
submitted in a sealed envelope clearly marked:
Employment Investigation Services 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 Office of the City Clerk at cityclerk@elkgrove.gov, prior to the deadline stated
above. Large files may be sent using a cloud-based system such as Dropbox. Consultants 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 Consultant does
not receive a confirmation from the City Clerk that the proposal has been received, Consultant
should assume the transmission failed and either resubmit or arrange for another method of
delivery. Consultants 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: Katherine Winkler, Human Resources
Analyst II at kwinkler@elkgrove.gov. Such contact shall be for clarification purposes only. The City
must receive all questions no later than 4:00 p.m. PST on May 25, 2026. Responses to Consultant
questions will be posted no later than June 1, 2026 on the City website. 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 Proposals." Important milestone dates
are summarized below:
Milestone Date
RFP Posting Date May 15, 2026
Last Day to Submit RFP Questions May 25, 2026- 4:00 P.M.
Response to Consultant Questions Due June 1, 2026- 4:00 P.M.
RFP Closing Date (Last day for submissions) June 8, 2026- 3:00 P.M.
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.
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.

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.
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 responsible Consultant(s) 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(s) if the successful
Consultant(s) 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.
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/.
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 Consultant submitting any such non-compliant proposal, all in the City's sole discretion.
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 Master Services contract (see
Attachment B, Exh. F). 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.
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.

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.
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.
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 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.
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.
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.
Performance:
It is the intention of the City to acquire services as specified herein from a Consultant 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, 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.

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.
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.
(See next page for Guidelines for Proposal)

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.
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 below.
Digital submissions shall include bookmarks for each section with an easy to read font size and style.
Proposals shall contain the following information in the order listed:
1. Introductory letter
The introductory letter should be addressed to:
Maryam Hussain
Interim Human Resources Director
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
The letter shall include the Consultant's name submitting the proposal, their mailing address, telephone number,
and contact name. The letter shall address the Consultant's understanding of the project based on this RFP
and any other information the Consultant has gathered. Include a statement discussing the Consultant's
interest and qualifications for this type of work. A principal of the firm authorized to legally bind the firm shall
sign the letter.
2. Table of Contents
The Consultant shall insert a comprehensive table of contents denoting sections three through nine of the
proposal as indicated below.
3. Qualifications and Experience
Describe the Consultant's capability for actually undertaking and performing the work, including any
professional licenses and certificates held by the Consultant. List types and locations of similar work performed
by the Consultant 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.
In addition, for the work referenced above, identify the types of employment investigations conducted (e.g.,
workplace misconduct, discrimination, harassment, administrative investigations) and provide detailed client
listing, including agency name, location, and scope of services.
4. Work Plan
The work plan must state the Consultant's ability to provide employment investigation services. 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.
5. Conflict of Interest Statement
Any activities or relationships of the Consultant that might create a conflict of interest for the Consultant 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 Consultant's qualifications.
7. Fee
This section should include the cost for requested services outlined in the Scope of Work. Consultants shall
clearly describe and outline fees for the services to be provided for each task of the project. Fees should be
linked to the tasks of the work plan as provided in Section 4, Work Plan. Upon completion of each task, the
Consultant will notify the City and request payment for the products and services by submitting an invoice and
a brief description of work performed during the billing period. Upon receipt of the invoice, the City will review
in a timely manner the products and services noted, verify completion, and authorize payment. 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.
8. Secretary of State
Consultant shall acknowledge their understanding of needing to be registered with the California Secretary of
State as noted in the RFP language above.
9. Master Services Contract:
Attached to the RFP (Attachment B) is a copy of the City's Master Services Contract (Contract). The City's
Master Services Contract may be modified, in the City's sole discretion, to address the specific provisions of
this RFP and Consultants 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 Consultant's response shall not be allowed after the selection of the
Consultant. 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 Master
Services Contract. For reference, the insurance amounts that appear in the attached Contract are summarized
below.
(See next page for Scope of Work)

SCOPE OF WORK
Background:
The City of Elk Grove ("City" of "Elk Grove") is a diverse, vibrant, and family-friendly community of approximately
178,000 people in the Sacramento, California region, located 14 miles south of the State Capitol and 60 miles east
of the Bay Area. In addition, the beautiful Sierra Nevada mountains, several wine country regions, and countless
other nearby amenities offer endless day-trip opportunities. Elk Grove is a young, ethnically diverse, modern city
that was the first city in California to incorporate in the 21st Century (July 2000). The City is known for its low crime
rate, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options,
numerous annual events and festivals, and over 270 sunny days per year.
Elk Grove is a general law city under the laws of the State of California and operates under the Council-Manager
form of governance. Elk Grove's Mayor is elected city-wide every two years, while its four City Council members
are elected by-district every four years. City departments include the City Clerk's office, City Attorney's office, City
Manager's office (which includes Public Affairs, District56 Community Center, Risk Management, Economic
Development and Civic Innovation and Sustainability), Human Resources, Community Development (which
includes Building, Planning and Code Enforcement), Public Works, Information Services, Finance, and the Police
Department, which includes an animal shelter.
The City is budgeted for 504 Full-time equivalent (FTE) employees for FY 2025-26, with a current headcount of 456
employees. The City has two bargaining units- the Elk Grove Police Officers Association (EGPOA), with 176
employees, and the Elk Grove Police Managers' Association (EGPMA), with 13 employees, with the remaining
employees serving in unrepresented positions.
The City maintains a fully functioning Human Resources department. The City engages specialized Consultant(s)
to provide full-cycle executive recruitment services for key leadership positions. This ensures the identification and
selection of highly qualified candidates who align with the City's strategic goals and organizational culture. In
addition, the City may occasionally utilize partial recruitment services to attract qualified and diverse candidates for
hard-to-fill managerial positions, such as Engineering Managers, etc.
Objectives:
The City of Elk Grove seeks to establish a pool of qualified consultants to provide independent, prompt, and
thorough investigative services on an as-needed basis. These services will support the Human Resources Director
in addressing complex and sensitive workplace matters, including but not limited to harassment, discrimination,
workplace violence, misconduct, and other personnel-related issues.
The City is interested in consultants with expertise in both general municipal employment matters and specialized
law enforcement-related investigations.
The purpose of this RFP is to establish Consultants under the Master Services Agreements (see Attachment B),
who may be engaged on a task order basis (see Attachment B, Attachment 1 to Exhibit A for a task order template)
to provide investigative services across various City departments.
Consultant Qualifications:
The City seeks Consultant(s) who demonstrate expertise in conducting comprehensive, objective, and defensible
workplace investigations, particularly within the public sector. Consultant(s) shall be responsible for gathering
relevant facts, analyzing evidence, and preparing clear, well-supported findings to assist the City's Human
Resources Department and City Attorney's Office in evaluating allegations and determining appropriate action.

Proposers should demonstrate the following qualifications and capabilities:
1- Public Sector Investigative Experience
* Significant experience conducting workplace investigations for public agencies, municipalities, or
similar government entities.
* Experience investigating complaints involving harassment, discrimination, retaliation, misconduct, and
other complex personnel matters.
* Familiarity with public sector workplace practices, standards, and expectations.
2- Knowledge of Applicable Laws and Regulatory Frameworks
* Demonstrated knowledge of applicable federal and California employment laws, including but not
limited to Title VII, the Fair Employment and Housing Act (FEHA), and relevant provisions of the
California Labor Code.
* Experience interpreting and applying Memoranda of Understanding (MOUs) and collective bargaining
agreements within an investigative context.
* Familiarity with Skelly hearing procedures and pre-disciplinary due process requirements for public
employees.
3- Law Enforcement Investigations
The City may seek outside investigative services for internal law enforcement-related personnel matters. In
such cases, Consultants should demonstrate:
Experience conducting administrative investigations involving sworn personnel.
o
Knowledge of the Peace Officers' Bill of Rights (POBR) and applicable standards governing
o
peace officer investigations.
Understanding of internal affairs processes and law enforcement workplace practices.
o
4- Union and Grievance Experience
* Experience handling investigations involving represented employees, labor unions, and formal
grievance processes.
* Demonstrated ability to communicate effectively with union representatives and navigate collective
bargaining environments.
5- Communication and Investigation Skills
* Strong interviewing and analytical skills, including the ability to conduct fair and impartial interviews,
assess credibility, and synthesize complex information.
* Experience preparing clear, well-organized investigative reports and presenting findings in a
professional, objective, and defensible manner.
* Proven ability to collaborate effectively with Human Resources staff, legal counsel, and other
stakeholders while maintaining independence and objectivity.
* Strong organizational and project management skills, including the ability to establish timelines,
manage deliverables, and provide timely status updates.
* Excellent written and verbal communication skills.
6- Ethics and Professional Standards
* Demonstrated knowledge of and adherence to all professional standards governing workplace
investigations.
* Commitment to neutrality, independence, and avoidance of conflicts of interest.
* Strict adherence to confidentiality requirements and secure handling of sensitive and privileged
information.
7- Capacity and Responsiveness
* Demonstrated capacity to accept and complete assignments on an as-needed basis.
* Ability to respond to requests with flexibility and accommodate varying levels of urgency, including

expedited investigations when required.
* Sufficient staffing and resources to manage workload demands without compromising quality or
timeliness.
* Availability to conduct investigations both remotely and on-site, as needed.
Scope of Work and Service Expectations:
The selected Consultant(s) shall provide on-call workplace investigation services on an as-needed basis. The City
makes no guarantee regarding the volume of work to be assigned.
Consultant(s) shall conduct comprehensive, objective, and impartial investigations and shall provide clear, well-
supported factual findings to assist the City's Human Resources Department and City Attorney's Office in evaluating
allegations and determining appropriate next steps.
Investigations shall include evaluating allegations and determining whether sufficient factual basis exists to support
or refute such claims, assessing responses and counter-allegations, identifying the presence or absence of
supporting evidence, and evaluating the credibility of complainants, respondents, and witnesses. All investigations
shall be conducted in a manner that is thorough, consistent, and aligned with professional standards.
The City's Human Resources Department shall serve as the primary point of contact for all investigative activities,
including coordination of interviews and provision of relevant documentation. Consultant(s) shall work
collaboratively within this structure while maintaining independence in determining the scope of the investigation,
identifying witnesses, and evaluating evidence. The City reserves the right to request additional follow-up work,
clarification, or supplemental findings, as needed.
The investigation process shall include several key phases. During the intake and complaint assessment phase,
Consultant(s) shall meet with City representatives, including Human Resources and other relevant stakeholders, to
understand the nature and scope of the complaint, develop an appropriate work plan and timeline, and identify
potential risks, complexities, and any immediate considerations such as confidentiality concerns or the need for
interim measures.
During the investigation planning and execution phase, Consultant(s) shall develop a structured approach to
conducting the investigation, including identifying relevant witnesses, determining interview sequencing, and
establishing timelines. Consultant(s) shall conduct interviews in a professional, objective, and respectful manner,
coordinate scheduling to minimize workplace disruption, and collect and analyze relevant evidence, including
documents, electronic records, and witness statements. Consultant(s) shall maintain organized and thorough
documentation of all investigative activities and apply established, defensible methods to assess credibility.
Consultant(s) shall identify and document the factual basis supporting or refuting each allegation, as well as any
responses or counter-allegations raised during the investigation.
At the conclusion of each investigation, Consultant(s) shall prepare a comprehensive written report that includes a
clear summary of the allegations, an overview of the evidence reviewed, summaries of witness statements,
credibility assessments where appropriate, and well-supported factual findings. Findings shall be clearly articulated
and generally aligned with standard investigative categories such as Sustained, Not Sustained, Exonerated, or
Unfounded.
The City retains responsibility for all legal analysis and any resulting disciplinary or corrective action. Consultant(s)
shall not provide legal conclusions or recommendations regarding discipline or liability and shall instead focus on
delivering objective, fact-based findings. Consultant(s) shall maintain strict confidentiality, adhere to professional
standards, and demonstrate the capacity to respond to assignments in a timely and flexible manner.
A sample scope of work for the proposed Contract can be found at Exhibit A to the proposed Contract, attached to
this RFP. The precise scope of work remains subject to revision upon finalization of the Contract.