CITY OF ELK GROVE
Request for Proposals
Enterprise Resource Planning System Consulting Services
City Clerk’s Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals Due by 4:00 PM, October 20, 2020
The City of Elk Grove (City) is accepting proposals from qualified Consultants (Consultant(s)) for
Enterprise Resource Planning System Consulting 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 signed original, ten (10) copies, and one USB Flash Drive copy of the proposal must be
submitted to the Office of the City Clerk by 4:00 PM, October 20, 2020. Proposal shall be submitted
in a sealed envelope clearly marked ERP Consulting Services and addressed to:
OFFICE OF THE CITY CLERK
CITY OF ELK GROVE
8401 Laguna Palms Way
Elk Grove, CA 95758
As an alternative to written proposals, proposals may be submitted electronically in pdf form, and
emailed to City Clerk Jason Lindgren at firstname.lastname@example.org, with a copy to Joe Simone at
email@example.com, prior to the deadline stated above. Submittals in pdf format must be
fully ADA compliant. 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: Joe Simone, Purchasing Manager at
firstname.lastname@example.org. Such contact shall be for clarification purposes only. The City must
receive all questions no later than 5:00 PM, October 6, 2020. 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 (hard copy or electronically) 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
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.
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://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 a Consultant submitting any such non-compliant proposal, all in the City’s sole discretion.
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.
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.
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
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 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.
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
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.
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
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.
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)