Bond Road Mural

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
Posted Date:	May 8, 2023
Due Date:	Jul 28, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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CITY OF ELK GROVE

Request for Proposals

For

Bond Road Mural

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by Friday, July 28, 2023 4:00 PM

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Artists for the Bond Road Mural

Project 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.

Proposals must be submitted to the Office of the City Clerk by July 28, 2023 at 4:00 PM.

Electronic Submission:

Proposals may be submitted electronically in pdf form emailed to the Office of the City Clerk Attn:

Jason Lindgren at jlindgren@elkgrovecity.org, with a copy to the Arts Commission at

artcommission@elkgrovecity.org. prior to the deadline stated above. Proposal shall be clearly

marked Bond Road Mural Project. Submittals in pdf format must be fully ADA compliant. Large

files may be sent using a cloud-based system such as DropBox. Artists 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 Artist does not receive a confirmation from

the City Clerk that the proposal has been received, Artist should assume the transmission failed

and either resubmit or arrange for another method of delivery. Artists 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.

Written Submissions:

If electronic submission is not available, proposals may also be submitted in writing. One signed

original, and one USB Flash Drive copy of the proposal must be submitted to the Office of the City

Clerk prior to the deadline noted above. Proposal shall be submitted in a sealed envelope clearly

marked Bond Road Mural Project and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Questions regarding this RFP are to be directed by e-mail to: artcommission@elkgrovecity.org.

Such contact shall be for clarification purposes only. The City must receive all questions no later

than 4:00 PM July 17,, 2023. Material changes, if any, to the scope of services 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 available via the City of Elk Grove web site

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 Artist 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 Artist and received

by the City Clerk prior to the final time and date for the receipt of proposals. Once the deadline is

past, Artists 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 the responsible Artist who best meets 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. A

contract may be awarded to the next responsible Artist if the successful Artist refuses or fails to

execute the contract. All Artists 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 Artist. 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 Artist is a sole proprietorship, Artist 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 Artist 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 Artist. 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 an Artist 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 web site,

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

Validity of Pricing:

Artists 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. Artist 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 Artist 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 Artists normally engaged in providing the services specified

herein. By responding to this RFP, the Artist consents to the City’s right to inspect the Artist’s

facilities, personnel, and organization at any time, or to take any other action necessary to

determine Artist’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 Artists and/or to award a contract without conducting interviews.

Acceptance and Conditions

The services rendered in response to the RFP must comply fully with the terms of the RFP. The

City will make payment only after the services rendered are reviewed and accepted as complete

by the City.

Other Governmental Entities:

If the Artist is awarded a contract as a result of this RFP, the Artist shall, if the Artist 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, Artists 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 an Artist 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 four (4) months. 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, Artist 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, Artist 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:

All Artists shall explain how all on-going service and support shall be handled by the Artist and the

City of Elk Grove.

Records:

The Artist 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 Artist 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

Artist 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)

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See Also

Type	Name	Due Date	Notice	Details	Posted
RFP	Bond Road Mural	07/28/2023 by 4:00 PM PT		View	05/08/2023