Active Transportation Facilities Mapping services - Request for Proposals (RFP)

REQUEST FOR PROPOSALS
for
Active Transportation Data Mapping Services
Issue Date: June 8, 2026
City/County Association of Governments of San Mateo County
555 County Center, 5th Floor, Redwood City, CA 94063
Deadline for Requests for Clarifications: June 22, 2026, 5:00 P.M.
Submissions are due prior to July 10, 2026, 5:00 P.M.

TABLE OF CONTENTS
1. Introduction ................................................................................ 2
1.1 Agency Description .......................................................... 2
1.2 Contract and Response Information ................................. 2
1.3 Preliminary Schedule ....................................................... 3
2. Minimum Qualifications ............................................................ 3
3. Project Description and Background .......................................... 3
3.1 Scope of Work, Period of Performance, and Budget ...... 4
4. Proposal Requirements ................................................................ 4
4.1 General Conditions .......................................................... 4
4.2 Submittal Requirements .................................................. 5
4.3 Proposal Format .............................................................. 5
5. Proposal Evaluation ..................................................................... 9
5.1 Evaluation Process .......................................................... 9
5.2 Evaluation Criteria .......................................................... 9
Appendix A - Scope of Work ....................................................... 14
Appendix B - Data Deliverables Checklist .................................. 21
Appendix C - Cost Proposal Template ......................................... 22
Appendix D - Sample Agreement Template ................................. 23

1. Introduction
1.1 Agency Description
The City/County Association of Governments of San Mateo County (C/CAG) was founded in 1990 as
a Joint Powers Authority, tasked with working on issues that affect the quality of life in San Mateo
County. C/CAG provides a collaborative forum for all jurisdictions in San Mateo County to pursue
our goals for a safe, equitable, and accessible multi-modal transportation network and an
environmentally sustainable, climate resilient future. C/CAG's member agencies include the County
of San Mateo and the twenty cities and towns. C/CAG's Strategic Plan outlines ongoing
responsibilities across four key program areas - transportation; stormwater management; energy,
environment and climate; and land use and airport compatibility. The full Plan is available at
https://ccag.ca.gov/plansreportslibrary-2/strategic-plan-2024-2029/.
1.2 Contact and Response Information
Proposals submitted in response to this Request for Proposal (RFP) will be used as a basis for
selecting the Consultant for this project. The proposals will be evaluated and ranked according to the
criteria provided in Section 5, "Proposal Evaluation," of this RFP.
The RFP documents for this project are available for download on the C/CAG website at
https://ccag.ca.gov/opportunities/rfpsrfqs/. Proposers are responsible for checking the website for any
Addenda to this RFP. Responses shall be submitted in accordance with the instructions set forth in the
RFP.
Interested firms must submit their Proposal by July 10, 2026, 5:00 P.M., in accordance with the
instructions contained in the RFP. Other key RFP dates are listed below under "Preliminary
Schedule". Please submit the proposal to:
C/CAG Point of Contact:
Matt Petrofsky
Senior Program Specialist
E-mail: mpetrofsky@smcgov.org
Proposals received after the time and date specified above will be deemed nonresponsive to the
requirements of the RFP and will not be considered. The date and time of proposal receipt will be
recorded based on the email submission timestamp. C/CAG is not responsible for submissions delayed
for any reason.
This RFP is not a commitment or contract of any kind. C/CAG reserves the right to pursue any and/or
all ideas generated by this request. Costs for developing the proposals are entirely the responsibility of
the proposer and will not be reimbursed. C/CAG reserves the right to reject any and all proposals, waive
minor irregularities, request additional information, or revisions to offers, negotiate with any or all
proposers, and waive any requirements of this RFP when it determines that waiving a requirement is in
the best interest of C/CAG.
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1.3 Preliminary Schedule
Date Description
June 8, 2026 Issue RFP
June 22, 2026 at 5:00 P.M Closing Date/Time for Requests for Clarifications
July 10, 2026 at 5:00 P.M. Response to RFP Due
August 24 to 28, 2026 Optional consultant interviews
October 8, 2026 C/CAG Board approval
October 13, 2026 Notice to Proceed and Project Kick-off
Any questions related to this RFP shall be submitted in writing to the attention of Matt Petrofsky via
email at mpetrofsky@smcgov.org. Questions shall be submitted before June 22, 2026 at 5:00 P.M.
2. Minimum Qualifications
Proposers must demonstrate that the firm or team submitting the proposal ("Proposer") meets the
following Minimum Qualifications to be eligible for consideration for this project:
a) Proposer must demonstrate to C/CAG's satisfaction that the firm or team has successfully
completed a minimum of three transportation asset mapping projects within the last 5 years.
3. Project Description and Background
As the Congestion Management Agency and County Transportation Agency for San Mateo County,
C/CAG, and its partnering agencies strive to provide a safe, accessible, and comprehensive network of
bicycle and pedestrian facilities for a diverse population in San Mateo County. These facilities aim to
increase mobility and provide equitable access to affordable and reliable transportation options.
As a part of that work, C/CAG updates the San Mateo County Comprehensive Bicycle and Pedestrian
Plan (Countywide Bicycle and Pedestrian Plan) every five years. That plan identifies pedestrian and
bicycle infrastructure gaps within the County to recommend projects to improve bicycle and pedestrian
safety and enhance multimodal transportation options. The next update is expected to begin in late 2026.
The Active Transportation Data Mapping Services that are being solicited aim to establish the base data
set that the upcoming Countywide Bicycle and Pedestrian Plan update will rely on. This work will result
in detailed maps of existing public sidewalk assets, including pedestrian curb ramps and crossing
treatments, throughout San Mateo County. The gathered and developed information will be used for
active transportation gap analysis, project identification and prioritization, grant application, and will
additionally be shared with local jurisdictions for their own use as planning support. Results from the
analysis are not intended to determine legal ADA compliance, and data collected will be approximate
planning-level data. C/CAG is open to different data collection methodologies, including desktop
studies, innovative and technology-driven methods, or a hybrid approach, provided vendors demonstrate
sufficient accuracy and consistency.
While there is no current consolidated Countywide database of pedestrian infrastructure, per the
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California Department of Transportation 2024 California Public Road Data report, there are
approximately 2,098 miles of maintained public roads in the County of San Mateo. Private streets and
multi-use trails should not be included in analysis. The County of San Mateo hosts a GIS database that
includes map data for streets and roads throughout the County (https://www.smcgov.org/tsd/gis-data-
download). Given the scale of the Countywide network, C/CAG recognizes that vendors may propose
phased or tiered data collection approaches. Vendors may propose such approaches if they clearly
describe the scope, sequencing, cost implications, and deliverables associated with each phase. Vendors
are also encouraged to identify opportunities for innovation, cost savings, or improved outcomes.
C/CAG is now seeking to partner with a vendor to gather this information and complete the needed
mapping and analysis.
The firm selected as a result of this RFP will work under the direction of a C/CAG Senior Programs
Specialist, and will carry out the activities detailed in the Scope of Work provided in Appendix A.
3.1 Scope of Work, Period of Performance, and Budget
a) Scope of Work
The scope of work for the project is provided in Appendix A, Scope of Work. The Proposer
selected to enter into a contract ("Consultant") will be expected to perform all work and analysis
necessary to complete the scope of work.
b) Period of Performance
C/CAG expects the work to commence in November 2026, and to be completed no later than
November 2027. At C/CAG's sole option, the contract may be extended for up to two (2)
additional years for work contemplated by Appendix A, Scope of Work.
c) Budget
There is $247,700 available to complete the scope of work as defined. The final budget will be
subject to the competitive RFP process.
4. Proposal Requirements
These guidelines are provided for standardizing the preparation and submission of responses by all
Proposers. The intent of these guidelines is to assist Proposers in preparation of their proposals, to
simplify the review process, and to help assure consistency in format and content.
4.1 General Conditions
By submitting a response to this RFP, Proposers acknowledge and accept C/CAG's rights as set forth in
this RFP, including those identified in these general conditions.
* Neither submission of a proposal nor C/CAG's receipt of proposal materials confers any right to
the proposer nor any obligation on C/CAG. This RFP does not commit C/CAG to award a
contract, nor will C/CAG defray any costs incurred in preparing proposals or participating in any
presentations or negotiations.
* C/CAG accepts no financial responsibility for any costs incurred by a firm in responding to this
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RFP. Submissions in response to the RFP will become the property of C/CAG and may be used
by C/CAG in any way deemed appropriate.
* Only one proposal will be accepted from any one person, partnership, corporation, or other
entity; however, several alternatives may be included in one response.
* C/CAG reserves the right to accept or reject any or all proposals received as a result of this
request, waive minor irregularities, request additional information, negotiate with any qualified
Consultant, or to modify or cancel in part or in its entirety the RFP if it is in the best interests of
C/CAG to do so.
* Any contract resulting from this RFP will be awarded to the responsible offeror whose proposal
is most advantageous to C/CAG, with price and other factors considered.
* Should this RFP result in recommendation for award of a contract, the contract will not have any
force or effect until it is approved and fully executed by C/CAG.
* If the selected Proposer fails to enter into a contract with C/CAG in a timely manner as
determined by C/CAG, C/CAG reserves the right to reject the proposal and enter into a contract
with the next highest scoring Proposer.
* The work performed pursuant to any resulting contract shall comply with the requirements of all
federal, state and local laws without limitation, and such laws shall apply to this RFP and any
subsequent contract as though incorporated herein by reference.
* The Consultant shall comply with all insurance requirements of C/CAG, included in the sample
agreement in Appendix D, "Sample Agreement Template."
Note regarding the Public Records Act:
Government Code Section 7920.000 et seq., the California Public Records Act, defines a public record
as any writing containing information relating to the conduct of the public business. The Public Records
Act provides that public records shall be disclosed upon written request and that any citizen has a right
to inspect any public record unless the document is exempted from disclosure.
Be advised that any contract that eventually arises from this RFP is a public record in its entirety. Also,
all information submitted in response to this RFP is itself a public record without exception.
Submission of any materials in response to this RFP constitutes a waiver by the submitting party of any
claim that the information is protected from disclosure. By submitting materials, (1) you consent to
release of such materials by C/CAG if requested under the Public Records Act without further notice to
you, and (2) you agree to indemnify and hold harmless C/CAG for release of such information.
4.2 Submittal Requirements
Proposers must submit one (1) electronic copy of the proposal to Matt Petrofsky at
mpetrofsky@smcgov.org by July 10, 2026, 5:00 P.M. The proposals must be submitted in PDF format.
Each page shall be 8.5" x 11" and all body text, including any supplemental materials, shall be 12-point
font. Each page shall be sequentially numbered, and a table of contents shall be provided. Each
submittal shall be no more than 15 pages, excluding cover letter, title page, table of contents, resumes of
key staff members, relevant experience, references, and supplemental materials.
Unsigned proposals or proposals signed by an individual not authorized to bind the prospective
Consultant will be considered non-responsive and rejected.
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4.3 Proposal Format
1) Transmittal Letter
A brief statement (no longer than one (1) page) of the Consultant's understanding of and interest in the
project, including a brief description of the roles of the Consultant and subconsultants, if any, that will
be utilized for the requested services. Include a statement as to the Consultant's ability to complete the
proposed tasks in the referenced timeframes and ability to commence work immediately upon issuance
of a Notice to Proceed. The person authorized to negotiate a contract with C/CAG shall sign the cover
letter. Address the transmittal letter and the proposal as follows:
Re: Active Transportation Data Mapping Services
Attn: Matt Petrofsky, Senior Program Specialist
City/County Association of Governments of San Mateo County
555 County Center, 5th Floor
Redwood City, CA 94063
The letter shall be on Consultant letterhead and include the name, title, address, phone number, and
email address of the individual whom correspondence and other contacts should be directed during the
selection process. Indicate whether there are any conflicts of interest, actual or apparent, that would limit
the Proposer's ability to provide the requested services and describe the plan for mitigating such
conflicts. Acknowledge the receipt of this RFP and any Addendum to the RFP. Indicate that the
proposal is a firm offer to enter into a contract to perform work related to this RFP for a period of 120
days from the due date for proposals.
2) Title Page
Proposals must include a title page that includes the RFP subject, the name of the Proposer's firm, local
address, telephone number, name of contact person, contact Person's email address, and the date.
3) Table of Contents
Proposals must include a table of contents that includes a clear identification of the material by section
and page number.
4) Project Approach
Provide a brief summary of the qualifications and benefits of selecting the Proposer to perform
requested services. This section should clearly convey the Proposer's understanding of the project scope,
the general approach to be taken, and identify any specific considerations regarding how the project will
be performed. Specifically, please cover the following:
a) Describe your proposed methodology for collecting, validating, and mapping sidewalk,
crosswalk, curb ramp, bicycle facility, and bicycle intersection treatment data. Include discussion
of data collection tools and technologies (e.g., field survey, mobile LiDAR, imagery-based
extraction, hybrid approaches), and procedures for ensuring accuracy and consistency across
jurisdictions. To note, the final methodology a vendor will use during this project will be
approved by the C/CAG Technical Advisory Committee after project launch (see Appendix A,
Scope of Work, Task 2).
b) Identify any anticipated challenges related to data collection across multiple jurisdictions and
large network mileage, and describe strategies to address those challenges.
c) If proposing a phased or tiered data collection approach, describe the rationale, sequencing,
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deliverables, and cost structure associated with each phase. Clearly identify which components
are included within the base scope. Vendors are also encouraged to identify opportunities for
innovation, cost savings, or improved outcomes.
d) Highlight lessons learned from similar projects or that may be applicable to this project's scope
of work. Provide screenshots or links to prior mapping work that has been completed.
e) Provide a list of the assumptions that have been made during your project approach
development, including your field verification process, notes on stakeholder coordination,
calculations used to determine the amount of funding or time required per task.
5) Work Plan
This section should present a work plan for the tasks described in the Scope of Work (Appendix A). The
proposed work plan should discuss how the Proposer will conduct the identified tasks, identify
deliverables, and propose a schedule. As an attachment to a submitted work plan, please include the
completed Data Deliverables Checklist (Appendix B).
6) Schedule of Work
Provide a detailed schedule for all phases of the project and the proposing Consultant's services
including time for reviews and approvals, and the estimated number of days needed to complete each
task. The schedule shall align with the anticipated project kick-off date in November 2026, an
approximate eight-month outreach delivery timeline, a maximum four-month program evaluation
period, and a completion and closeout date of November 2027.
7) Cost Proposal
Proposers shall provide a detailed not to exceed cost proposal for the Project using the Cost Proposal
Template (Appendix C), with best estimate cost breakdowns by calendar year. The cost proposal shall
include personnel classifications, hourly rates, overhead rates, and any other cost items necessary to
perform the Scope of Work. Rates indicated shall be for the initial contract year of the contract term. In
any subsequent contract year, annual rate escalation shall not exceed 3% per year. C/CAG reserves the
right to negotiate with or to decline to enter contracts with a Proposer's whose rates and/or Cost
Proposal are unreasonable at C/CAG's sole discretion. The Cost Proposal should summarize total costs
by each calendar year and clearly identify all charges that would be passed onto C/CAG.
To note, the Scope of Work and associated Cost Proposal Template contain required Tasks 1 - 5,
optional Tasks 6A and 6B, and as needed Task 7.
- Tasks 1 through tasks 5 are required. Vendors interested in securing this contract are expected to
submit a detailed work plan and cost proposal that includes more specific components and
phasing for those required tasks.
- Task 6A and 6B are optional. Vendors that are interested and able to provide the services listed
in optional Tasks 6A and/or 6B, are asked to submit additional work plans and cost proposals
including more specific components and phasing detailing those tasks. A vendor may submit
proposals for one, or both, or none of these optional tasks. C/CAG will select either Tasks 1 - 5
only; or Tasks 1 - 5 and Task 6A; or Tasks 1 - 5 and 6B.
- Task 7 requires no cost proposal or work plan. That task is included for information only.
8) Supplemental Materials
As an appendix, Proposals shall include the following as documentation of relevant Consultant firm
information, qualifications and experience:
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a) Provide a list of all clients from the last three years located within the San Francisco Bay Area.
b) Describe any areas of specialty that your firm has (such as type of client and/or subject matter
and/or other).
c) Provide two (2) relevant work samples. If possible, provide samples that have been prepared by
key members of the proposer's team. The samples will be considered in evaluating firm and staff
expertise and experience, and written presentation effectiveness.
d) List of three current references and their contact information, as well as a brief description of
work performed for these references. References should be for work completed within ten years
of the date of the issuance of this RFP, and the contact person must be currently accessible via
the contact information provided to be considered. Performance on any C/CAG contract within
the past three years may be considered as reference information or when past performance is
included as an evaluation factor.
e) Identify the qualifications of staff assigned to perform the work, whose expertise or experience
addresses each of the specified needs. Identify the personnel, including subcontractor personnel.
The submittal shall designate a project manager who will provide a single point of contact for the
management and coordination of all aspects of the work. Identify who is the lead staff on each
task. Include names of individuals who would be directly engaged in performance of work under
this solicitation. For each of the individuals please submit:
* Resumes
* Number of years of experience conducting asset mapping.
f) Include a Conflict of Interest Statement disclosing any financial, business or other relationship
with C/CAG that may have an impact upon the outcome of the contract. The Consultant shall
also list current clients who may have a financial interest in the outcome of this contract.
By submitting a proposal, the Proposer represents and warrants that no Board of Director, or
employee of C/CAG is in any manner interested directly or indirectly in the proposal or in the
contract that may be made under it or in any profits expected to arise therefrom, as set forth in
California Government Code Section 1090.
The Proposer further warrants and represents that it presently has no interest and agrees that it
will not acquire any interest that would present a conflict of interest under California
Government Code Sections 1090 et seq. or 87100 et seq. during the performance of services
under any contract resulting from this procurement and that it will not knowingly employ any
person having such an interest. Violation of this provision may result in the contract being
deemed void and unenforceable.
9) Additional Proposal Requirements
As an appendix, Proposals shall include the following documentation:
a) Litigation
Indicate if the proposing Consultant is or was involved with any litigation in connection with
prior projects. If yes, briefly describe the nature of the litigation and the result.
b) Agreement
Indicate if the proposing Consultant requests any exceptions from the standard Contract
Agreement included as Appendix D, Sample Agreement Template.
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c) Insurance Provisions
Submit a signed acknowledgement, for Proposer only, that the Proposer agrees to provide the
required certificates of insurance providing verification of the minimum insurance requirements
listed in Appendix D, Sample Agreement Template, Section 11, Insurance, within ten (10) days
of C/CAG's notice to firm that it is the successful Proposer.
d) Taxpayer Identification Number and Certification
Submit a W-9, Request for Taxpayer Identification Number and Certification for Proposer only
(containing original signature), available at http://www.irs.gov/pub/irs-pdf/fw9.pdf.
5. Proposal Evaluation
5.1 Evaluation Process
All proposals will be evaluated by a Selection Committee (Committee) comprised of C/CAG staff and
possibly external partners with relevant subject matter expertise. An initial assessment will be made to
ensure that the submittal complies with the RFP requirements. An incomplete submittal will be deemed
non-responsive and disqualified at C/CAG staff's discretion. The Committee will then assess the quality
of each submittal based on the evaluation criteria below and will rank the Proposals. All communication
during the evaluation phase shall be through the C/CAG Contract Administrator/Project Manager only.
Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer
to contact members of the Committee may jeopardize the integrity of the evaluation and selection
process and risk possible disqualification of Proposer.
The selection process may include optional oral interviews. If oral interviews are necessary, the
consultant will be notified of the time and place of oral interviews and whether any additional
information may be required to be submitted. The oral interview panel will include C/CAG staff and
may include other individuals with relevant subject matter expertise. The evaluation criteria for the oral
interviews, should they occur, are also included below.
5.2 Evaluation Criteria
Proposals will be evaluated according to each evaluation criterion and scored on a zero (0) to five (5)
point rating. The scores for all the evaluation criteria will then be multiplied according to their assigned
weight to arrive at a weighted score for each proposal. A proposal with a high weighted total will be
deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any
proposal is five hundred (500) points.
Rating Scale
Non-responsive, fails to meet RFP specifications. The approach has
0 Not Acceptable no probability of success. For mandatory requirement this score
will result in disqualification of proposal.
Below average, falls short of expectations, is substandard to that
1 Poor which is the average or expected norm, has a low probability of
success in achieving project objectives per RFP.
2 Fair Has a reasonable probability of success, however, some objectives
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