Marina Lagoon Operations and Maintenance Permit Assistance - RFP
| Location: | California |
|---|---|
| Posted: | Apr 20, 2026 |
| Due: | May 15, 2026 |
| Agency: | City of San Mateo |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Marina Lagoon Operations and Maintenance Permit Assistance - RFP
|
| Category: | ALL OPEN RFPs |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS
MARINA LAGOON
OPERATIONS & MAINTENANCE
PERMIT ASSISTANCE
CITY OF SAN MATEO, CALIFORNIA
April 20, 2026
CITY OF SAN MATEO
Public Works Department
330 West 20th Avenue
San Mateo, CA 94403
650-522-7300
REQUEST FOR PROPOSALS
City of San Mateo
Marina Lagoon O&M Permit Assistance
I. INTRODUCTION
San Mateo’s best-known secret is its tranquil, inviting Marina Lagoon (Lagoon). Enjoyed by our residents,
watercraft users, beach enthusiasts, and families of bird species from pelicans to sandpipers, our Lagoon is
an amenity for all. A remnant of a tidal slough that was diked and dredged, our Lagoon now helps to protect
our city from flooding, while offering a recreation area, wildlife, and ecological resources.
The Lagoon’s primary water source is tidal flow from the San Francisco Bay through O’Neill Slough during
high tides. Bay water is augmented by perennial low volume freshwater inflow from Laurel Creek, Borel
Creek, and other lesser drainages within a 10.3 square mile watershed. During the wet season, stormwater
runoff can compromise a larger proportion of inflow over the short-term, depending upon the size of the
storm event. The City of San Mateo (City) regulates the water levels, which fluctuate a few feet a year to
maintain the function of the Lagoon as a flood-control relief for low elevation areas.
This RFP seeks qualified firms to provide expert permit assistance, coordination, planning, and costs related
to securing all environmental regulatory permits for routine operations and maintenance of the Lagoon.
II. BACKGROUND
Historically, the City has conducted maintenance activities within the Lagoon in accordance with a Regional
General Permit (RGP7) from the U.S. Army Corp of Engineers (USACE), a Lake and Streambed Alteration
Agreement (LSAA) with California Department of Fish and Wildlife (CDFW), and a Water Quality Certification
issued by the Regional Water Quality Control Board (RWQCB) for routine maintenance activities conducted
within the Lagoon. These activities include:
• oversight of construction and maintenance of public and private docks,
• maintenance of stormwater outfalls and inlet gate,
• bank protection and stabilization,
• construction and maintenance of new fences,
• sand replenishment at existing beaches at Lakeshore Park and Aquatic Park,
• sediment dredging at the inlets for Laurel Creek, Borel Creek, and Leslie Creek, and
• removal/treatment of nuisance aquatic vegetation
The current permits are five-year permits that expire at the end of 2026 and early 2027; the purpose of this
request is to select a qualified firm with permit expertise to assist the City in renewing these permits. The
City seeks to operate and maintain the Lagoon in a similar manner as we have in the past. However, there
are conditions associated with dock construction that the City seeks to revise.
III. SCOPE OF SERVICES
The City is seeking services from a well-qualified firm to help secure all necessary environmental regulatory
permits to facilitate ongoing operations and maintenance activities at the Lagoon. This project
encompasses seven activities as listed in the previous section.
City of San Mateo Marina Lagoon O&M Permit Assistance
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Spanning a term of five (5) years, the project aims to ensure compliance with key regulatory requirements.
Essential permits anticipated for this project include the Clean Water Act Section 401/404, the State Lands
Commission Application for Use of State Lands, and the California Department of Fish and Wildlife
Streambed Alteration Agreement. Documentation under the California Environmental Quality Act (CEQA)
will also be critical for obtaining necessary approvals.
The evaluation of the appropriate CEQA designation is a crucial element of the permit process. If a
Categorically Exempt designation is advisable, the necessary CE documentation and justification will be
prepared. Conversely, if a more detailed analysis is warranted, an Initial Study/Mitigated Negative
Declaration (IS/MND) may be required.
Through this structured approach, the project not only aims to meet regulatory compliance but also
enhances the environmental integrity and operational efficacy of the City’s Marina Lagoon
The firm will provide the following services. Subconsultants may be utilized, as needed, to provide “full
services” to the City:
Task 1 – Project Management
Task 2 – Prepare Technical Reports and Documentation for CEQA (if necessary)
Task 3 – Prepare Permit Applications and Coordinate with Agencies
Task 4 – Update Dock Application Package
Task 5 – Annually: Provide Permit Support and Prepare Annual Reports
Task 6 – Update Operation and Maintenance (O&M) Manual for Marina Lagoon
More details are provided in the Scope of Services included as Appendix A.
IV. PROPOSALS
Proposers who wish to be considered must submit an electronic copy of their proposal in PDF format via
email to the City for review. 8 1/2" x 11" sheet sizes should be used for the text, with 11" x 17" sheet sizes for
any foldout figures, organizational charts, schedules, or drawings. The proposal shall be limited to fifteen
(15) pages. Resumes and licenses for proposed personnel will not be counted towards the page limit.
Proposals should be as concise as possible and specific to this project. At a minimum, each proposal must
include the following information in sections, as outlined below.
A. Cover Letter
The proposal shall be submitted with a cover letter. The letter accompanying the proposal must provide the
name, title, address, telephone number, and signature of the individual(s) authorized to negotiate and bind
the firm contractually. An unsigned proposal or one signed by an individual unauthorized to bind the firm may
be rejected. The cover letter shall provide a summary of the firm’s capabilities and availability of staff,
information and qualifications of the proposed lead who will be representing the firm. The cover page will
count towards the 15-page limit.
B. Project Approach and Proposed Scope of Services
Provide a detailed description of the firm’s proposed approach to implementing the Scope of Services
described in Appendix A. The approach shall at a minimum include the following:
• Anticipated challenges and how the firm will approach these challenges;
City of San Mateo Marina Lagoon O&M Permit Assistance
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• Implementation plan and schedule for the tasks described in the scope of services (Appendix A) and
any recommended revisions or additions to the list of tasks;
• Any innovative approaches to implementing these services.
C. Experience and Qualifications
Provide a brief history of the firm, including name of the firm, general services, experience, the year the firm
was established under the current name, the principal place of business, and the location of local office(s).
Indicate any other previous names for the firm during the last five (5) years and the year any name change
was effective. The firm should demonstrate strong experience with California Environmental Quality Act
(CEQA) permitting.
D. References
Provide a list of at least three (3) prior projects within the last five (5) years in which the firm provided
relevant services similar to this assignment. The list shall include the following for each assignment:
• Name of client
• Location (city and state)
• Name and brief description of project
• Start and completion date
• Contract value
• Respondent’s scope and role in the project
• Client reference for services provided including name, position, phone, and email.
• Identify the personnel that will be assigned to the key positions (refer to Section IV., Part G - Resumes
and Qualifications of Proposed Personnel), including subconsultants/subcontractors. Provide a brief
biography and highlight special qualifications, including:
• Total years of experience, including number of years with the current firm.
E. Team Organizational Structure
Describe the firm’s team organization, including identification of any partners or subconsultants /
subcontractors. Indicate the role and responsibilities of all subconsultants/subcontractors.
F. Estimated Labor Hours
Provide a table with the estimated labor hours by personnel proposed for the project for each task identified
in the Scope of Services. The table shall include subtotals by both column and row along with total estimated
hours to perform the Scope of Services. All pertinent and relevant assumptions that may affect the proposed
hours shall be clearly listed in this section of the proposal.
G. Resumes and Qualifications of Proposed Personnel
This section should include resumes for all personnel proposed for the Project. Resumes will not be
counted toward the page limit established in this section.
H. Conflict of Interest:
Provide names of individuals associated with the firm that have a potential conflict of interest. The City may
not contract with a proposer’s firm if its employee, officer, or director (or any immediate family member of the
preceding) has served as an elected official, employee, board, or commission member of the City who
influences the making of the contract. Furthermore, the City may not contract with any proposer whose
City of San Mateo Marina Lagoon O&M Permit Assistance
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income, investment, or real property interest may be affected by the contract. Proposals are subject to
disqualification on the basis of such a conflict of interest as determined by the City.
I. Terms and Conditions:
The proposal shall stipulate that it is predicated upon all the terms and conditions of the RFP. In addition, it
shall contain a statement to the effect that it is valid for a period of one hundred twenty (120) days from the
date of receipt thereof by the City. It shall be signed by an official authorized to bind the organization.
V. PROPOSED BUDGET AND FEE SCHEDULE
Include a proposed budget and fee schedule based upon labor hours per Section IV., Part F of the proposal.
The method of payment to the successful proposer shall be on a time and expense reimbursement 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, 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.
No payments will be made for work performed prior to the execution of the agreement.
VI. SUBMISSION OF THE PROPOSAL
Proposers shall submit an electronic copy in PDF format of their proposals as described in Section V to:
Gustavo Lopez at glopez@cityofsanmateo.org.
PROPOSALS MUST BE RECEIVED BY 4:00 P.M. on Friday, May 15, 2026. Proposals received after this
time or at any other location will not be accepted.
Proposers shall submit their proposals to the following address:
City Clerk’s Office
City of San Mateo
330 West 20th Avenue
San Mateo, CA 94403
City of San Mateo, Marina Lagoon O&M Permit Assistance
Attn: Gustavo Lopez
Public Works Department
VII. SELECTION PROCESS
After the review of proposals, the City may invite some or all proposers to present their qualifications and
proposed approach or may decide to select one proposer without conducting interviews and enter into
contract negotiations directly. Proposer interviews, if necessary, are anticipated to be conducted according
to the schedule provided in Section IX. Details of the interview process will be provided along with the
invitation to present.
City of San Mateo Marina Lagoon O&M Permit Assistance
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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