Architectural and Engineering Professional Services New Fire Station No. 27

REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING PROFESSIONAL SERVICES
NEW FIRE STATION NO. 27
for the
CITY OF SAN MATEO
SAN MATEO, CALIFORNIA
The City of San Mateo hereby requests proposals from architects for the planning and design to replace
Fire Station 27, located at 1801 De Anza Boulevard, San Mateo, California.
Proposals shall be submitted by architectural firms that have a capable and documentable background
in the type of work described in Section II, "SCOPE OF WORK" of this notice. In addition, all interested
firms shall have sufficient, readily available resources to carry out the work without delay or
shortcomings. The proposals shall be submitted via email to Steve Wu, Facilities & Fleet Services
Manager at swu@cityofsanmateo.org and Paul Anderson, Program Manager at
pjanderson@kitchell.com not later than 2:00 PM on Friday, September 17, 2026. The City intends to
enter into an agreement with the selected firm in November 2026 and expects that work will commence
mid-November 2026. The anticipated term of the agreement for design services shall be eight (8)
months from the date of Notice to Proceed; the term for bidding and construction administration
services will be dependent on the construction bid schedule and construction schedule. Questions
should be directed to Steve Wu, Facilities & Fleet Services Manager at swu@cityofsanmateo.org and
Paul Anderson, Program Manager at pjanderson@kitchell.com.
I. BACKGROUND
The existing Fire Station 27 is located at 1801 De Anza Boulevard in San Mateo. The original station,
designed by architect Leonard Michaels in 1971, was well suited to the operational needs of its time.
The facility includes two wings connected by a central apparatus bay, along with sleeping quarters and a
fully equipped locker room. Although incremental improvements have been made over the years, the
building no longer meets the functional, operational, and accessibility standards expected of a modern
fire station.
Renovating the existing facility would require extensive upgrades to address current building code and
ADA compliance requirements. Given these constraints, replacement of the station is the most practical
and cost-effective solution to provide a modern, efficient facility that best serves both the community
and fire department personnel. The station currently houses five firefighters and includes two drive-
through apparatus bays. The City's goal is to replace the existing building with a new facility of
comparable size that maintains the site's role in providing essential emergency services to the
surrounding community.
The planning and design of the new Fire Station 27 will occur concurrently with the development of a
temporary fire station, associated off-site improvements, and other related project work. The City's
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Public Works Department will lead these efforts, with support from the Consultant as described in the
Scope of Work.
II. SCOPE OF WORK
A. CONTRACTOR (CONSULTANT) RESPONSIBILITY
The selected Consultant shall provide professional architectural, engineering, planning, and
related services necessary for the replacement of Fire Station 27, including the planning, design,
permitting, bidding, construction administration, and post-construction services for the
permanent facility. The Consultant shall also provide planning and design services for the
development of a temporary fire station at one or more sites identified by the City to ensure
uninterrupted fire and emergency response services during construction of the new station.
The selected Consultant shall be responsible for the tasks listed below, including but not limited
to:
1. Pre-Design and Development Phase
a. Meet with Public Works (PW) and Fire Department staff to establish the functional and
space requirements for the new fire station, including interior and exterior spaces such
as apparatus bays, offices, storage, living quarters, parking, circulation, and site
amenities. Deliverable: Building Program Document.
b. Meet with PW and Fire Department staff to establish the operational and functional
requirements for a temporary fire station at City identified site(s), including apparatus
accommodations, firefighter living and support spaces, utility requirements, circulation,
and any temporary improvements necessary to maintain emergency response
operations.
c. Review surveys, geotechnical reports, traffic studies, utility information, and other
background documents provided by the City for both the permanent and temporary
station sites, and advise the City of any additional information required. Deliverable:
Technical Memorandum documenting findings and recommendations.
2. Site Planning - New Fire Station and Temporary Fire Station
a. Prepare three schematic site plan alternatives for the permanent Fire Station 27 based
on the approved Building Program and survey information. Alternatives shall include
building placement, apparatus circulation, parking, landscaping, and site access.
Deliverable: Three site plan alternatives.
b. Evaluate the City identified temporary fire station site(s) and prepare conceptual site
layouts demonstrating the feasibility of accommodating temporary fire operations,
including modular facilities or other temporary structures, apparatus parking, utilities,
circulation, fencing, and required site improvements.
c. Present the permanent station alternatives and temporary station concepts to PW, Fire,
and other groups as required.
d. Revise the preferred permanent site plan and temporary station concept based on City
comments to establish the basis for subsequent design.
3. Schematic Design Phase - New Fire Station and Temporary Fire Station
a. Prepare a minimum of three building plan alternatives for the permanent fire station.
Deliverable: Three building plan alternatives.
b. Present the alternatives to PW, Fire, and Planning staff during the pre-application
process.
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c. Prepare schematic design documents for the selected permanent station concept,
including site plans, floor plans, elevations, roof plan, building sections, and structural,
civil, mechanical, electrical, and landscape concepts. Meet with PW and Fire for review
and approval.
d. Prepare conceptual plans and supporting documentation for the temporary fire station
sufficient to establish scope, permitting requirements, temporary utility needs, and
implementation strategy. Attend one or more neighborhood meetings with PW and
Planning.
e. Meet with PW and Planning regarding zoning and entitlement requirements for the
permanent project and assist in preparing application materials, including plans,
renderings, and presentation materials.
f. Present schematic design to the City Council and other groups as necessary.
g. Meet with PW and Building Division staff regarding occupancy, code compliance, and
permitting requirements for both the permanent and temporary facilities.
h. Prepare an opinion of probable construction cost for both the permanent fire station
and the temporary fire station improvements. Deliverable: Cost Estimate.
NOTE: This is a pivotal point in the project. Upon receipt of project approvals, the following work will
proceed.
4. Design Development Phase - Fire Station
a. Meet with PW and Fire to refine sustainability goals, interior design concepts, and
building systems.
b. Prepare Design Development documents, including site plans, civil plans, floor plans,
building sections, interior elevations, exterior elevations, wall sections, reflected ceiling
plans, structural, mechanical, electrical, and plumbing systems, outline specifications,
material samples, color boards, and exterior renderings.
c. Develop Design Development documents for the temporary fire station improvements,
including site improvements, utility connections, temporary structures, accessibility,
security, and supporting infrastructure necessary for occupancy.
d. Meet with PW and Fire to review Design Development documents and incorporate
requested revisions.
e. Present the Design Development package to project stakeholders.
f. Prepare materials required for formal Planning applications
g. Support public review and respond to agency and public comments.
h. Present the project to the Planning Commission.
i. Present the project at the City Council Study Session.
NOTE: This is the second pivotal point in the project. Upon receipt of project approvals, the following
work will proceed.
5. Construction Documents - Fire Station
a. Prepare complete construction drawings, specifications, and calculations for the
permanent fire station in accordance with applicable codes and regulations. PW will
prepare Divisions 00 and 01 of the specifications. Deliverables: 65%, 95%, and 100%
Construction Documents.
b. Prepare construction documents, specifications, and permitting documents for the
temporary fire station improvements required to establish interim operations.
c. Prepare an updated construction cost estimate at the 95% completion milestone.
Deliverable: Cost Estimate(s).
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d. Meet with PW and Fire to review the 95% Construction Documents.
e. Meet with the Building Division to review the 95% Construction Documents.
f. Incorporate review comments and prepare final Construction Documents.
6. Bidding and Award Phase
a. Assist PW during bidding for both the permanent fire station and temporary fire station
improvements, as applicable, including attendance at pre-bid conferences and site
walks, preparation of addenda, and responses to Requests for Information.
7. Construction Administration Phase
a. Provide conformed Construction Documents incorporating all addenda and plan review
comments and stamped "Issued for Construction." Deliverables: Electronic files, three
half-size printed sets, and additional copies required by the Building Division.
b. Attend weekly construction meetings and conduct regular site observations.
Deliverable: Weekly Field Observation Reports.
c. Review contractor submittals and Requests for Information.
d. Prepare clarification sketches and supplemental drawings as required.
e. Review contractor cost proposals for additional work at the request of the City's Project
Manager.
f. Prepare and update punch lists upon substantial completion.
g. Certify substantial completion.
h. Review contractor record drawings (as-builts) for completeness.
8. Post-Construction Phase
a. Conduct warranty walkthroughs at approximately six (6) months and nine (9) months
following occupancy. Deliverable: Field Observation Reports and Punch Lists, as
applicable.
9. Project Schedule
A draft project schedule (Attachment C) has been prepared for use by proposers in
developing their fee proposals. The schedule includes milestones for both the permanent
Fire Station 27 replacement project and the temporary fire station implementation. The
schedule is subject to revision and will be finalized prior to execution of the Professional
Services Agreement.
III. CITY RESPONSIBILITIES
A. The City will provide access to any of the City of San Mateo Fire Stations upon advance request
from the consultant and approved appointment by Fire.
B. The City shall provide the following for the Pre-Design and Development Phase:
1. Parcel Map
2. Land Survey
3. Geotechnical Report
4. Site Specific Hazardous Materials Report
5. Traffic Study
C. Design Development Phase
1. PW & Fire will provide a list of preferred materials and equipment
Key Management Personnel involved in this planning process include:
Alex Khojikian, City Manager
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Matt Turturici, Fire Chief
Matt Fabry, Public Works Director
James O'Connell, Deputy Public Works Director
Steve Wu, Facilities & Fleet Services Manager
Paul Anderson, Program Manager (Kitchell CEM, Inc.)
IV. CONSULTANT SELECTION PROCEDURE
Evaluation of the proposals will be done by City staff and consultant support staff who will assess the
qualifications, experience, and strength of the proposer in terms of project approach and planning,
financial resources, and ability to perform the work. Upon the selection of a successful proposer, the
City will develop an Agreement for Design Professional Services (Attachment A) reflecting the terms and
conditions of the proposal plus the City's standard insurance and indemnification requirements. Any
requested changes to the agreement will be considered in determining with whom the City will contract.
The City reserves the right to clarify any issues or obtain additional information if necessary.
The City will review and rank all proposals received on the basis of the Qualification Evaluation form
(Attachment D), including but not limited to the completeness of the proposal, project team, previous
fire station project experience, cost, schedule, and firm locale.
The City reserves the right to reject any or all proposals.
Proposals shall remain effective for 90 days beyond the submitted date.
V. PAYMENT
The method of payment to the successful proposer shall be on a time and materials basis with a
maximum "not to exceed" fee as set by the proposer in his proposal as being the maximum cost to
perform all work. This figure shall include direct costs and overhead such as, but not limited to,
transportation, communications, subsistence, and materials and any subcontracted items of work.
Progress payments will be based on actual hours, hourly costs and support service costs charged to the
project on a monthly basis.
VI. PROPOSAL
Each proposer shall submit one electronic version of the proposal. Proposals shall not be more than 25
pages. It shall include:
A. Qualification Declaration (Attachment B).
B. Completeness of the proposal.
C. An organization chart of the proposed team, including the principal, project manager, key team
members, and sub-consultants.
D. A statement of qualifications and experience for each key individual and sub-consultants
expected to perform responsible portions of the work.
E. The proposer's experience and history in performing this type of work, particularly for similar
facilities, that have been successfully carried to construction. Include references of persons,
firms, or agencies who the City may contact to verify the experience of the proposer.
F. The proposer's implementation plan for the project.
G. Descriptive material in support of the proposal including articles, drawings, photographs, or
other media that would be helpful in evaluating the proposal.
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H. A time and materials proposal of the total cost for each step of the proposer's implementation
plan; lump sum quotes for sub-consultant work and a "not to exceed" figure for all the work to
be performed. In addition, indicate the hourly rates that would be charged for the work
performed by the proposer's principals, staff and sub-consultants.
I. Indicate ability to perform work according to attached Draft Schedule.
VII. ESTIMATED PROJECT TIMETABLE
07/31/26 "Notice Inviting Proposals" advertisement
08/18/26 Pre-Proposal Conference and Site Inspection at 10:00am PDT
09/03/26 Last Day to submit pre-RFP questions
09/10/26 Last Day for RFP addendum
09/17/26 Proposals Due no later than 2:00 pm PDT
09/28/26 City to select firms for interviews, notify finalists
10/05/26 Consultant interview week
10/12/26 Consultant selection
11/16/26 Contract Award at City Council Meeting
11/30/26 Notice to Proceed Issued
We look forward to your participation in this project. Inquiries and/or responses may be directed to:
Steve Wu, Facilities & Fleet Services Manager
PUBLIC WORKS DEPARTMENT
CITY OF SAN MATEO
1949 Pacific Boulevard
SAN MATEO, CA 94403
(650) 522-7345
swu@cityofsanmateo.org
ATTACHMENTS:
Attachment A Sample Agreement for Design Professional Services (includes insurance information)
Attachment B Qualification Declaration
Attachment C Draft Schedule
Attachment D Qualification Evaluation Form
Attachment E Existing Fire Station Information for Reference
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REQUEST FOR PRPOPOSAL
NEW FIRE STATION NO. 27
Attachment A
Sample Agreement for Design Professional Services
(includes insurance information)

AGREEMENT WITH ______________________________________
FOR DESIGN PROFESSIONAL SERVICES
FOR
______________________________________ [insert project name/description]
This Agreement, made and entered into this day of ____________________, by and between
the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California
("CITY"), and ________________________________, a __________________ [insert legal status of
consultant here, e.g., individual, corporation, limited partnership, etc.], ("CONSULTANT"), whose
address is _____________________________________________:
RECITALS:
A. CITY desires certain ____________________ services hereinafter described.
B. CITY desires to engage CONSULTANT to provide these _______________________
services by reason of its qualifications and experience for performing such services and CONSULTANT
has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONSULTANT under this Agreement is as described in
Exhibit A to this Agreement, attached and incorporated by reference.
SECTION 2 - DUTIES OF CONSULTANT
CONSULTANT shall be responsible for the professional quality, technical accuracy and
coordination of all work furnished by CONSULTANT under this Agreement. CONSULTANT shall, without
additional compensation, correct or revise any errors or deficiencies in its work.
CONSULTANT represents that it is qualified to furnish the services described under this
Agreement.
CONSULTANT shall be responsible for employing or engaging all persons necessary to perform
the services of CONSULTANT.
CONSULTANT agrees to comply with the City's minimum wage ordinance as codified in
Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer
Price Index escalator.
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SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining
thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT's work.
SECTION 4 - TERM
The services to be performed under this Agreement shall commence on
___________________________ and be completed on _______________________________.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment
request upon completion and CITY approval of the work performed. In consideration for the full
performance of the services set forth in Exhibit A, CITY agrees to pay CONSULTANT a fee in an amount
of $____________, pursuant to rates stated in Exhibit B to this Agreement, attached and incorporated
by reference.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have
the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days'
written notice to CONSULTANT. CONSULTANT agrees to cease all work under this Agreement upon
receipt of said written notice.
Upon termination and upon CITY's payment of the amount required to be paid, documents
become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without
additional compensation.
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this Agreement, although
instruments of professional service, are and shall be the property of CITY, whether the project for
which they are made is executed or not.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of
this Agreement are confidential until released by CITY to the public. CONSULTANT shall not make any
such documents or information available to any individual or organization not employed by
CONSULTANT or CITY without the written consent of CITY before any such release.
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SECTION 9 - INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest,
direct or indirect, financial or otherwise, which would conflict in any manner or degree with the
performance of the services under this Agreement.
SECTION 10 - CONSULTANT'S STATUS
It is expressly agreed that in the performance of the professional services required under this
Agreement, CONSULTANT shall at all times be considered an independent CONSULTANT as defined in
Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by
which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or
employee of CITY while providing services under this Agreement.
SECTION 11 - INDEMNITY
CONSULTANT agrees to hold harmless and indemnify CITY, its elected and appointed officials,
employees, volunteers, and agents from and against any and all claims, loss, liability, damage, and
expense arising out of CONSULTANT's negligence, recklessness or willful misconduct to the maximum
extent permitted by state law. To the extent permitted by Civil Code section 2782.8, CONSULTANT
agrees to defend City, its elected and appointed officials, employees, volunteers, and agents against
any such claims. The CONSULTANT'S duty to indemnify shall survive expiration or early termination of
this Agreement.
SECTION 12 - INSURANCE
CONSULTANT shall procure and maintain for the duration of the contract and three years
thereafter (five years for building or major improvements) the insurance specified in Exhibit C to this
Agreement.
SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONSULTANT
and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written
consent of CITY.
SECTION 14 - RELIANCE UPON PROFESSIONAL
SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is
skilled in the professional calling necessary to perform the work agreed to be done under this
Agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work in the most
skillful manner, and CONSULTANT agrees to thus perform the work. The acceptance of CONSULTANT's
work by CITY does not operate as a release of CONSULTANT from said obligation.
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