Recreation Facilities Feasibility Study and Modernization Plan

REQUEST FOR PROPOSALS
City of San Mateo
Parks & Recreation Department
Recreation Facilities Feasibility Study
and Modernization Plan
September 28, 2026
CITY OF SAN MATEO
Public Works Department
330 West 20th Avenue
San Mateo, CA 94403
650-522-7300

REQUEST FOR QUALIFICATIONS / REQUEST FOR PROPOSAL
For
RECREATION FACILITIES FEASIBILITY STUDY AND MODERNIZATION PLAN
CITY OF SAN MATEO, CALIFORNIA
The City of San Mateo (City) is issuing this Request for Qualifications / Request for Proposal (RFQ/RFP) to
obtain professional consulting services to prepare a Recreation Facilities Feasibility Study and
Modernization Plan for the City's recreation facilities. The study is intended to evaluate existing
recreation facilities, understand how each facility functions, assess current and future programming
needs, identify opportunities to modernize or consolidate facilities, and develop planning level
recommendations to guide future capital improvements.
The work will build upon the City's recently completed Facility Condition Assessments and other
available City information. The selected Consultant will provide existing conditions and needs analysis,
stakeholder and community engagement support, facility modernization and consolidation options,
conceptual planning diagrams, planning level cost and lifecycle considerations, implementation
priorities, and a final report suitable for presentation to City leadership and stakeholders.
Proposals shall be submitted by firms or partnering firms that are capable of providing the services
described in Section V, Scope of Work, and that can demonstrate relevant experience, qualified
personnel, appropriate specialized consultants, and sufficient resources to complete the work in
accordance with the City's schedule and requirements.
All questions regarding this RFP shall be directed to Steve Wu, Facilities & Fleet Services Manager at
swu@cityofsanmateo.org and Paul Anderson, Program Manager at pjanderson@kitchell.com.
Proposals shall be submitted electronically to Steve Wu, Facilities & Fleet Services Manager at
swu@cityofsanmateo.org and Paul Anderson, Program Manager at pjanderson@kitchell.com no later
than 2:00 PM Pacific Daylight Time on Monday, October 26, 2026. See Section VI for submission
requirements.
I. BACKGROUND
The City of San Mateo desires to evaluate its existing recreation facilities to ensure they continue to
provide equitable, efficient, and sustainable recreational services that meet the needs of the
community. The City has recently completed Facility Condition Assessments (FCAs), which provide
information regarding existing facility conditions. The Recreation Facilities Feasibility Study and
Modernization Plan will build upon those assessments and focus on the functional and operational
performance of the recreation facilities, current and future programming, service distribution,
community needs, and opportunities for modernization or consolidation.
The study is intended to provide a system level planning framework rather than detailed design. The
Consultant will evaluate each recreation facility individually and in the context of the City's overall
recreation system. Particular emphasis will be placed on identifying opportunities to modernize existing
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facilities, improve the distribution of recreation services, address functional deficiencies, support current
and future recreation programming, and evaluate consolidation opportunities where combining services
or facilities may improve operational efficiency and long-term sustainability.
The final deliverable is intended to provide planning level recommendations, conceptual facility
diagrams, lifecycle considerations, implementation priorities, and a roadmap for future capital
improvements that supports informed decision making.
II. MINIMUM QUALIFICATIONS
Minimum of ten (10) years of experience providing facility planning, recreation facility
feasibility, facility modernization, capital planning, or closely related professional consulting
services.
Demonstrated experience evaluating existing public recreation facilities or similar public serving
facilities, including assessment of functionality, operational characteristics, programming
support, and facility needs.
Demonstrated experience developing facility modernization, renovation, expansion, or
consolidation strategies.
Demonstrated experience with planning level capital cost estimating and
implementation/phasing strategies for public facilities.
Experience conducting or supporting stakeholder and community engagement for public facility
planning projects.
Experience developing conceptual planning diagrams or similar visual planning materials
suitable for public and decision maker review.
Ability to assemble and manage a multidisciplinary project team and specialized subconsultants,
as appropriate, to address the scope of services.
Experience working with public agencies and familiarity with public sector project coordination,
documentation, and decision making processes.
III. PROJECT OBJECTIVES
The primary purpose of the Recreation Facilities Feasibility Study and Modernization Plan is to evaluate
the City's recreation facilities and develop a system level framework for future modernization and
capital investment. The Consultant shall use available FCAs and other City provided information as a
foundation, while focusing the study on facility functionality, programming, operations, community
needs, and future opportunities.
Intended Outcomes:
Document existing recreation facility conditions, functionality, operational characteristics,
strengths, limitations, opportunities, and constraints.
Evaluate the current distribution of recreation services throughout the City.
Review existing recreation programming and facility utilization to identify service gaps and
operational deficiencies.
Assess community demographics, growth trends, and future recreational needs using available
information.
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Identify opportunities for renovation, expansion, operational improvements, accessibility
enhancements, and modernization.
Evaluate, where appropriate, opportunities to consolidate recreation services into fewer
facilities while maintaining or improving community service levels.
Develop planning criteria for future facility recommendations.
Prepare conceptual planning diagrams illustrating appropriate modernization and consolidation
opportunities.
Develop planning level lifecycle considerations and capital cost estimates for identified options.
Develop implementation priorities, phasing recommendations, and a planning level capital
improvement roadmap.
IV. COMPONENTS / AREAS TO BE EVALUATED
The study shall consider each recreation facility as both an individual asset and a component of the
City's overall recreation system. The Consultant's review shall be based on readily available City
information, site observations, staff coordination, stakeholder input, and other information identified in
the Scope of Work.
Existing facility functionality and operational effectiveness.
Functional deficiencies and limitations affecting current recreation services.
Existing and potential support for current and future recreation programming.
Facility utilization and available operational information.
Accessibility considerations and opportunities for accessibility enhancements, based on available
information.
Opportunities for renovation, expansion, modernization, and operational improvements.
Facility capacity and ability to accommodate existing and future programs.
Site opportunities and constraints relevant to modernization or consolidation.
Community accessibility and service distribution throughout the City.
Program compatibility when evaluating potential consolidation scenarios.
Capital investment implications of modernization and consolidation options.
Long-term operational sustainability.
Planning level lifecycle considerations.
Other facility specific conditions or characteristics that materially influence modernization or
consolidation recommendations.
V. SCOPE OF WORK
The Consultant shall provide the following services. Proposers may recommend refinements to the
approach where they believe an alternative methodology will better achieve the City's objectives;
however, proposals shall clearly identify any deviations from the requested scope.
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Task 1: Project Initiation & Existing Conditions
The purpose of this task is to establish the project foundation through coordination with the City
and evaluation of available background information.
Conduct a project kickoff meeting with City staff to confirm project objectives, scope, schedule,
communication protocols, deliverables, and key milestones.
Review available Facility Condition Assessments, record/as-built drawings, planning studies,
recreation programming information, demographic information, development projections,
utility information, operational data, and other relevant background documents provided by the
City.
Identify information gaps that may affect the study and coordinate with City staff regarding
available supplemental information.
Develop a project work plan, including methodology, key tasks, anticipated meetings,
engagement approach, deliverables, schedule, and roles of the Consultant and subconsultants.
Confirm the recreation facilities to be included in the study based on the City's facility list.
Deliverable: Project Work Plan and confirmed project schedule, in electronic format.
Task 2: Site Visits & Existing Conditions
This task shall establish a system level understanding of the existing recreation facilities through
site visits, document review, and coordination with City staff.
Conduct site visits to each recreation facility included in the study.
Observe existing facility conditions, functionality, operational characteristics, program spaces,
circulation, site constraints, and other readily observable characteristics relevant to the study.
Review existing recreation programming, facility utilization, and available operational
information.
Identify strengths, limitations, opportunities, and constraints for each facility.
Prepare an Existing Conditions Summary documenting each facility's role within the City's
recreation system and key issues affecting future modernization or use.
Deliverable: Existing Conditions Summary, with facility specific observations and supporting
photographs or graphics as appropriate.
Task 3: Programming, Needs Assessment & Engagement
The purpose of this task is to understand how well the City's existing recreation facilities meet
current community needs and to identify opportunities for improvement.
Evaluate the current distribution of recreation services throughout the City.
Review existing programming and facility utilization to identify service gaps and operational
deficiencies.
Assess available community demographics, growth trends, and future recreational needs.
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Conduct stakeholder interviews and/or meetings with City staff and other identified
stakeholders.
Support the City with community outreach activities to gather public input regarding recreation
priorities and future expectations.
Summarize findings into a Recreation Needs Assessment that establishes planning criteria for
future facility recommendations.
Coordinate engagement findings with facility specific and system level recommendations.
The base scope shall assume support for up to two public outreach meetings and associated
stakeholder coordination, unless otherwise proposed. Proposers shall clearly identify any
recommended changes to this assumption.
Deliverable: Recreation Needs Assessment and engagement findings summary.
Task 4: Facility Options Analysis
This task shall evaluate potential strategies for improving the City's recreation system through facility
modernization and, where appropriate, consolidation.
A. Modernization Options
The Consultant shall evaluate each recreation facility individually to determine opportunities for
renovation, expansion, operational improvements, accessibility enhancements, and modernization that
improve functionality while extending facility life.
Existing operational effectiveness.
Functional deficiencies.
Opportunities for renovation or expansion.
Accessibility improvement opportunities.
Support for current and future recreation programming.
Planning level lifecycle considerations.
Site constraints and opportunities.
Planning level capital cost implications.
B. Consolidation Options
Where appropriate, the Consultant shall evaluate opportunities to consolidate recreation services into
fewer facilities while maintaining or improving community service levels.
Operational efficiencies.
Program compatibility.
Facility capacity.
Site opportunities and constraints.
Community accessibility.
Capital investment implications.
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Long-term operational sustainability.
Conceptual planning diagrams shall be prepared, as appropriate, to illustrate modernization and
consolidation opportunities.
C. Planning Level Cost and Implementation Analysis
Prepare planning level opinions of probable construction cost for modernization and
consolidation options.
Identify planning level lifecycle considerations for major recommended improvements.
Develop implementation priorities and phasing recommendations.
Prepare a planning level project sequencing schedule/roadmap based on priorities,
dependencies, funding considerations identified by the City, and anticipated project
complexity.
Identify opportunities and constraints that may affect implementation.
Task 5: Draft (5a) & Final (5b) Report Preparation
Based upon the evaluation completed during the preceding tasks, the Consultant shall prepare a
comprehensive Recreation Facilities Feasibility Study and Modernization Plan.
The draft and final report shall include, at a minimum:
Executive Summary.
Existing Conditions Assessment.
Recreation Needs Assessment.
Facility Modernization Options.
Consolidation Options Analysis, where applicable.
Planning level lifecycle considerations.
Conceptual planning diagrams.
Planning level capital cost information.
Implementation priorities and phasing recommendations.
Planning level capital improvement roadmap.
Summary of community and stakeholder engagement findings and their relationship to
recommendations.
The Consultant shall present the draft report to City staff for review, incorporate consolidated City
comments, and prepare a final report suitable for presentation to City stakeholders.
Deliverables: One draft report and one final report in accessible electronic PDF format, together with
supporting editable files for cost estimates and other materials requested by the City.
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VI. ASSUMPTIONS AND CLARIFICATIONS
Existing Facility Condition Assessments provided by the City will serve as the basis for
understanding existing facility conditions. Additional detailed facility condition assessments are
not included unless specifically authorized.
Site visits are limited to visual observations of readily accessible areas. Destructive testing or
invasive investigations are not included in the base scope.
Existing as-built drawings and available record documents will be provided by the City.
Preparation of new as-built drawings is not included.
Planning level opinions of probable construction cost will be prepared for modernization and
consolidation options. Detailed quantity takeoffs or bid ready estimates are not included.
Detailed architectural, structural, civil, mechanical, electrical, or plumbing design services are
not included in the base scope.
Planning level implementation and sequencing recommendations are included. Detailed design,
permitting, procurement, and construction schedules are not included.
Community outreach services are based on support from the Consultant and/or an outreach
subconsultant and assume up to two public outreach meetings unless otherwise proposed.
Conceptual planning diagrams are intended to illustrate facility improvements and consolidation
options. Detailed architectural programming or design documents are not included.
The City will provide available background information, including previous studies, facility
documentation, operational information, demographic data, and recreation programming
information necessary to complete the study.
City review comments will be consolidated and provided at each project milestone.
One draft report and one final report are included.
VII. SERVICES NOT INCLUDED IN THE BASE SCOPE
Architectural, structural, civil, mechanical, electrical, or plumbing design services.
Preparation of construction documents or technical specifications.
Detailed space programming.
Topographic, boundary, or utility surveying.
Geotechnical investigations.
Hazardous materials surveys or environmental investigations.
ADA compliance surveys or CASp inspections.
Traffic, parking, or transportation studies.
Utility capacity studies.
Detailed building code analyses beyond planning level observations.
Permitting or entitlement services.
Detailed lifecycle modeling or asset management database development.
Detailed cost estimating suitable for bidding or procurement.
Grant application support or funding assistance.
Real estate evaluations, property appraisals, or site acquisition services.
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Public referendum or election support.
Additional public meetings beyond those identified in the Scope of Work.
City Council or Commission meetings, unless separately authorized.
Meetings or coordination with regulatory agencies or City departments beyond those
reasonably necessary to complete the base scope.
Services required due to changes in project scope after authorization.
Any services not specifically identified in the Scope of Work.
VIII. ADDITIONAL SERVICES
Services requested beyond the Scope of Work identified herein may be provided as Additional Services
upon written authorization by the City. Proposers shall identify hourly rates or other applicable rates for
additional services in the fee proposal.
IX. SCHEDULE
Proposal Submission Timetable:
September 28, 2026 RFQ/RFP Issued
October 8, 2026 @ 9:00 AM Mandatory Project Introduction Session
Via Video Conference - Zoom Meeting ID: 761 6300 3586
Passcode: SanMateo
October 16, 2026 @ 4:00 PM Applicant's questions on RFQ/RFP due
October 21, 2026 Summary of answers to questions distributed to applicants
October 26 prior to 2:00 PM Proposals Due
Week of November 9, 2026 Selection process / Interviews conducted if necessary
November 20, 2026 Consultant Selection
January 13, 2027 Award of Contract at City Council Meeting
The City anticipates establishing the project schedule with the selected Consultant following contract
authorization and Notice to Proceed. Proposers shall provide a detailed proposed schedule identifying
major tasks, milestones, meetings, draft deliverables, City review periods, and final deliverables.
The City may establish or modify milestone dates to meet operational, funding, budget, or public
meeting requirements. The selected Consultant shall coordinate its work accordingly.
X. SUBMISSION INFORMATION
1. Application Submittal
A complete proposal package shall be submitted electronically in PDF format. Incomplete submittals
may be rejected. Proposals shall include, at a minimum:
Cover Letter - highlighting the Consultant's qualifications and understanding of the project.
Project Understanding and Approach - describing the proposed methodology, key
considerations, and approach to achieving the City's objectives.
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Relevant Projects - descriptions of comparable public recreation facility, facility planning,
modernization, feasibility, or consolidation projects, including services provided and project
outcomes.
Project Team - organizational chart and identification of the Project Manager, key personnel,
and subconsultants. Include no more than one page of resume information for each key team
member.
References - at least three current references, including complete contact information, from
entities with personal knowledge of the firm's ability to successfully complete similar
assignments.
Work Plan and Schedule - proposed approach, milestones, deliverables, meetings, engagement
activities, and schedule.
Fee Proposal - detailed itemization by task, including labor classifications, hours, rates,
subconsultant costs, reimbursables, and proposed total fee. Identify any assumptions,
exclusions, or optional services.
Additional Services Rate Schedule - hourly billing rates by staff classification for services that
may be authorized in addition to the base scope.
Insurance and Contract Requirements - confirmation of the firm's ability to meet the City's
insurance requirements and execute the City's standard Professional Consulting Services
Agreement.
2. Submission Date and Location
Complete proposal packets must be received no later than 2:00 PM Pacific Daylight Time on Monday,
October 26, 2026. Proposals are to be submitted via email to:
Steve Wu, Facilities & Fleet Services Manager
swu@cityofsanmateo.org
AND
Paul Anderson, Program Manager
pjanderson@kitchell.com
Late or incomplete submittals will not be considered. The City of San Mateo reserves the right to reject
any or all proposals and to waive informality and any irregularity in the submissions.
VIII. PROPOSAL EVALUATION AND SELECTION PROCESS
Proposals will be evaluated by City staff. The City will consider the submitting firm's qualifications,
relevant experience, proposed project team, understanding of the project, technical approach,
schedule, references, and cost. The City may, at its discretion, request clarification, additional
information, or interviews with one or more proposers.
Evaluation may be based upon, but not limited to, the following criteria:
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