On-Call Transportation Project Programming and Delivery Coordination Services - Request for Proposals (RFP)

REQUEST FOR QUALIFICATIONS
On-Call Transportation Project Programming and Delivery
Coordination Services
Date Released: Thursday, October 1, 2026
City/County Association of Governments of San Mateo County
555 County Center, 5th Floor, Redwood City, CA 94063
Closing Date/Time for Requests for Clarifications: Thursday, October 8, 2026,
4:00PM, PST
Statements of Qualifications are due no later than 4:00PM, PST on Friday,
October 23, 2026

TABLE OF CONTENTS
I. INTRODUCTION ................................................................................................................. 1
II. PROJECT DESCRIPTION AND BACKGROUND .......................................................... 2
III. MINIMUM QUALIFICATIONS OF PERSONNEL ......................................................... 3
IV. STATEMENT OF QUALIFICATIONS REQUIREMENTS ........................................... 4
V. STATEMENT OF QUALIFICATIONS EVALUATION ................................................. 9
APPENDIX A - SCOPE OF WORK ......................................................................................... 16
ATTACHMENT 1: COST PROPOSAL TEMPLATE ............................................................. 1
ATTACHMENT 2: SAMPLE AGREEMENT TEMPLATE ................................................... 2
ATTACHMENT 3: REQUIRED LOCAL ASSISTANCE PROCEDURES MANUAL
EXHIBITS ..................................................................................................................................... 3
ATTACHMENT 4: MTC MASTER FUNDING AGREEMENT AND PROGRAM
SUPPLEMENT ............................................................................................................................. 4

C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
I. INTRODUCTION
The City/County Association of Governments of San Mateo County (C/CAG), a Joint Powers
Agency comprised of each of the 20 cities and the County in San Mateo County, invites qualified
consultants to submit Statements of Qualifications (SOQs) to provide on-call project
coordination services associated with the programming and delivery of federal, state, and/or
regionally funded transportation projects and programs. To be considered for this RFQ,
Proposers must submit a SOQ in accordance with the requirements, specifications, and scope of
work provided in this RFQ.
In accordance with federal and state funding cycles, and in accordance with Federal, State, Regional,
and local policies, transportation related funds must be distributed and programmed to the local
jurisdictions in San Mateo County. After programming, project sponsors must also be guided to
deliver projects in accordance with state and regional regulations and deadlines. The selected
Consultant will assist the C/CAG program manager with programming, tracking, and assisting local
jurisdictions with the delivery of federally, state and/or regionally funded projects. Services will be
provided at the request of C/CAG on an as-needed basis.
The SOQs submitted in response to this Request for Qualifications (RFQ) will be used as a basis
for selecting the Consultant for these services. The Consultant's SOQ will be evaluated and
ranked according to the criteria provided in Section V, Statement of Qualifications Evaluation, of
this RFQ.
The RFQ 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 RFQ. Responses should be submitted in accordance with the instructions
set forth in the RFQ.
Interested firms must submit their SOQ by 4:00PM on Friday, October 23, 2026, in accordance
with the instructions contained in the RFQ. Questions regarding this SOQ must be submitted in
writing by e-mail to the C/CAG Point of Contact no later than Thursday October 8, 2026, 4:00PM
Other key RFQ dates are listed below under "Tentative Schedule for Review Process."
C/CAG Point of Contact:
Jeff Lacap
555 County Center, 5th Floor
Redwood City, CA 94063
Phone: 650-599-1455
E-mail: jlacap@smcgov.org
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C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
SOQs received after the time and date specified above will be considered nonresponsive and will
not be evaluated. The receipt of each SOQ will be timestamped based on the C/CAG Point of
Contact's computer. C/CAG is not responsible for submissions delayed for any reason.
Tentative Schedule for Review Process
Date Description
Thursday, October 1, 2026 Release RFQ
Thursday, October 8, 2026 at 4:00PM Question and Answer Deadline
Friday, October 23, 2026 at 4:00PM SOQs Due
Week of November 2, 2026 Consultant Interviews (if held)
Week of November 16, 2026 Consultant Selection
Thursday, December 10, 2026 C/CAG Board approval
Week of December 14, 2026 Notice to Proceed and Project Kick-off
Period of Performance and Budget
The contract resulting from this RFQ is anticipated to begin in December 2026, for a term of four
(4) years. Any change to the contract term, scope of work, or not-to-exceed amount will require a
written contract amendment. The Consultant will be paid on an actual cost-plus-fixed-fee basis
under annual task orders issued for each fiscal year (or portion of a fiscal year) within the
contract term, subject to the terms and conditions negotiated in the final contract. The total
contract amount shall not exceed $600,000. Funding for each fiscal year after the first is subject
to approval of C/CAG's annual budget.
The Consultant's services are funded under a funding agreement between C/CAG and the
Metropolitan Transportation Commission (MTC). Any contract entered into as a result of this
RFQ will be funded, in whole or in part, with federal funds administered by the California
Department of Transportation (Caltrans). Accordingly, the federal requirements shall apply to
this procurement. The Consultant is required to follow all pertinent local, state, and federal laws
and regulations.
II. PROJECT DESCRIPTION AND BACKGROUND
The City/County Association of Governments of San Mateo County (C/CAG) is a joint powers
agency composed of the County of San Mateo and all twenty incorporated cities and towns in the
county. As the county's designated congestion management agency, C/CAG is responsible for
countywide transportation planning and administering state and federal funds for transportation
in San Mateo County.
In accordance with federal and state funding cycles, and in accordance with Federal, State,
Regional, and local policies, transportation related funds must be distributed and programmed to
the local jurisdictions in San Mateo County. After programming, project sponsors must also be
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C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
guided to deliver projects in accordance with state and regional regulations and deadlines. The
work to be done under this contract will assist the C/CAG program manager with the project
selection process, programming, tracking, and assisting local jurisdictions with the delivery of
federally, state, and regionally funded projects. Tasks related to the pursuit of project and
program funds may also be included.
The purpose of this RFQ is to solicit SOQs, select a consultant, and award a contract to provide
on-call project coordination services associated with the programming and delivery of federal,
state, and/or regionally funded projects and programs. The services are to be provided at the
request of C/CAG on an as-needed basis. The detailed scope of services is provided in Appendix
A, Scope of Work.
III. MINIMUM QUALIFICATIONS OF PERSONNEL
SOQs must demonstrate that the firm or team submitting the SOQ ("Proposer") meets the
following Minimum Qualifications to be eligible for consideration for this project.
* Proposer must demonstrate to C/CAG's satisfaction that the proposed Project Manager or
at least one key staff member assigned to this project has at least five (5) years of
experience working on the delivery of federal-aid and/or state funded transportation
projects through the Caltrans Local Assistance process.
* Proposer shall also demonstrate their programming experience at the MTC, Caltrans and
CTC level.
Desired Experience and Skills
In addition to the Minimum Qualifications, C/CAG is seeking a Consultant team with the
following experience and skills:
* Experience with Bay Area local federal-aid projects, state, and/or regionally funded
projects.
* Understanding of the Caltrans Capital Outlay Support (COS) project delivery process.
* Experience using the MTC Fund Management System (FMS) or a similar database
system.
* Strong written, verbal, and interpersonal communication skills, including with project
sponsors, programming staff, and elected officials.
* Ability to work collaboratively as part of a team.
* Excellent organizational and planning skills.
* Ability to work independently with minimal supervision.
* Full and detailed understanding of the Caltrans Local Assistance process, including the
Local Assistance Procedures Manual (LAPM) and Local Assistance Program Guidelines
(LAPG).
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C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
* Full and detailed understanding of MTC's role in policy development and its
programming process.
* Full and detailed understanding of the CTC programming and allocation process.
* Understanding of Federal Title VI requirements.
* Ability to travel within the county and the region.
IV. STATEMENT OF QUALIFICATIONS REQUIREMENTS
These guidelines are provided for standardizing the preparation and submission of SOQs by all
Consultants. The intent of these guidelines is to assist Consultants in preparation of their SOQs,
to simplify the review process, and to help assure consistency in format and content.
Submittal Requirements
Consultants must submit one (1) electronic copy of the SOQ via email to the C/CAG Point of
Contact at jlacap@smcgov.org. Each page shall be 8.5" x 11" with a minimum 12-point font and
at least 1" margins. Each page shall be sequentially numbered, and a table of contents shall be
provided. Each submittal shall be no more than twenty (20) pages, excluding cover letter, title
page, table of contents, resumes of key staff members, references (Item 8.d), and the forms
required under Items 12 through 15. The Cost Proposal shall be submitted as a separate
electronic file (see Item 7, Cost Proposal).
Any SOQ received prior to the time and date specified above may be withdrawn or modified by
written request of the Consultant. To be considered, however, the modified SOQ must be
received no later than 4:00PM, Friday, October 23, 2026.
Unsigned SOQs or SOQs signed by an individual not authorized to bind the prospective
Consultant will be considered nonresponsive and rejected.
General Conditions
* Only one SOQ 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 all SOQs submitted, waive minor
irregularities, request additional information, or revisions to offers, and negotiate with
any or all Proposers.
* This RFQ does not commit C/CAG to award a contract, to pay any costs incurred in the
preparation of a SOQ for this request, or to procure or contract for services. C/CAG
reserves the right to accept or reject any or all SOQs received because of this request, to
negotiate with any qualified Consultant, or to modify or cancel in part or in its entirety
the RFQ if it is in the best interests of C/CAG to do so. Furthermore, a contract award
may not be made based solely on price.
* The prospective Consultant is advised that should this RFQ result in recommendation for
award of a contract, the contract will not be in force 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 SOQ and enter into a
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C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
contract with the next highest scoring Proposer.
* The work shall comply with the requirements of all federal, state, and local laws without
limitation, and shall apply to this RFQ 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 Attachment 2, Sample Agreement Template.
Each submittal must include the following information:
1. Introductory Letter
Provide a letter describing the consultant's interest and commitment to the proposed project.
The introductory (or transmittal) letter shall be addressed to:
Mr. Jeff Lacap
City/County Association of Governments of San Mateo County (C/CAG)
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 to whom correspondence and other contacts should
be directed during the selection process. The letter will address the Consultant's understanding of
the services being requested and any other pertinent information the Consultant believes should
be included. The letter must be signed by an official authorized to solicit business and enter into
contracts for the firm. 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 RFQ and any Addendum to the RFQ.
Indicate that the SOQ and Cost Proposal is a firm offer to enter into a contract to perform work
related to this RFQ for a period of 120 days from the due date for SOQs.
2. Title Page
SOQs must include a title page that includes the RFQ 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
SOQs must include a table of contents that includes a clear identification of the material by
section and page number.
4. Overview/Executive Summary including Project Understanding
Provide a summary of the qualifications and benefits of selecting the company to perform the
requested services. This section should briefly present the Consultant's understanding of the
purpose and function of the On-Call Transportation Project Programming and Delivery
Coordination Services, including grant administration, as well as the general approach to the
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C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
services described in Appendix A, Scope of Work. It should include, but not be limited to, the
following:
a. A discussion of the purpose of the on-call services.
b. A summary of the proposed approach.
c. The assumptions made in selecting the approach.
5. Work Plan/Scope of Work Statement
This section should present a work plan for the tasks described in Appendix A, Scope of
Work. The proposed work plan should:
a) Discuss how the Proposer will conduct the identified tasks and identify typical
deliverables. The SOQ should discuss the tasks in sufficient detail to demonstrate a
clear understanding of the services and component tasks. The SOQ may include
additional tasks or sub-tasks the Proposer believes necessary to accomplish the
program goals. Discuss any experience with innovative approaches or advanced
techniques related to the proposed services.
b) Provide a staffing plan for each task. Provide an organizational chart that identifies
the Project Manager and key staff assigned to the project, their roles and
responsibilities, and the reporting structure, including reporting and communication
relationships between C/CAG, project sponsors, Consultant staff, and subconsultants,
if any. The Project Manager will provide a single point of contact for the management
and coordination of all aspects of the work.
c) Describe the Consultant's approach to project management, including
communications and coordination with C/CAG and project sponsors. Describe how
management of any subconsultants will be handled, their specific responsibilities, and
how their work will be supervised to maintain quality results.
d) Describe budgetary controls to avoid exceeding resources allocated for specific
projects and task orders. Identify and explain any problem areas and/or potential
obstacles to successful completion of the Scope of Work, and the methods you will
use to track and resolve them.
6. Availability and Responsiveness
Describe the availability of the Project Manager and key staff over the four (4) year contract
term and the Proposer's ability to respond to C/CAG requests under each annual task order,
including typical response time and the ability to meet regional, state, and federal
programming and delivery deadlines.
7. Cost Proposal
Provide a cost proposal that provides the hourly rates, overhead rates, and classifications of
staff assigned to the project as well as information on other direct costs. In order to assure that
C/CAG is able to acquire professional services based on the criteria set forth in the Brooks Act
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C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
and Government Code 4526, the proposal shall include a cost proposal for each service of the
proposal. Proposing Consultants will be required to submit certified payroll records, as required.
The Cost Proposal shall be submitted as a separate electronic file from the SOQ. The cost
proposal is confidential and will be opened after all SOQ have been reviewed and the most
qualified Consultant has been selected. Cost proposals shall be submitted in a format as included
in Attachment 1, Cost Proposal Template. C/CAG reserves the right to decline to enter into a
contract with a Proposer whose rates are unreasonable at C/CAG's sole discretion.
8. Consultant Information, Qualifications & Experience
a) Staff Qualifications and Experience. Provide a brief summary of the relevant
qualifications and experience of the staff assigned to the project, including
subconsultant personnel. In an appendix, provide resumes for all key team members.
Any substitution of the Project Manager and/or key staff assigned to the project after
submittal of the SOQ or during the contract period will require prior written approval
from C/CAG.
b) Firm Qualifications and Experience. Provide a detailed statement describing the
Consultant's qualifications and experience in providing the services described in
Appendix A, Scope of Work. Describe the Consultant's experience working with
state- or federally-funded projects, including experience with the Caltrans Local
Assistance process and the regional and state programming processes.
c) Provide a summary of all contracts your firm (including subconsultants) has held with
C/CAG in the past three years, including a brief description of the scope of work, the
contract amount, and date of execution. Performance on any C/CAG contract within
the past three years may be considered as reference information.
d) References. Provide a list of three (3) references who can comment on the recent
(within the last three years) and relevant experience of the Consultant and key staff
assigned to the project. For each reference, include:
* Sponsoring agency
* Reference contact information
* Brief description of the services provided
* Years the work was provided
* Project budget
* Roles played by the key staff assigned to this project
e) Problem-Resolution Examples. Describe two (2) or three (3) specific local federal-aid
project delivery problems that the proposed Project Manager or other lead staff
personally resolved. Problems may relate to a funding program requirement,
coordination with agency partners, or a milestone at risk. For each example, identify
the project and sponsoring agency, the staff member involved and their role, the
problem, the action taken, and the outcome.
9. Conflict of Interest Requirements
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C/CAG Request for Qualifications - On-Call Transportation Project Programming and Delivery
Coordination Services
a) The proposing Consultant shall disclose any financial, business or other
relationship with the 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.
b) The Consultant shall also provide possible mitigation efforts, if any, to eliminate
or avoid any actual or perceived conflicts of interest.
c) If a Consultant discovers a conflict during the execution of an assigned task, the
Consultant must immediately notify the C/CAG Project Manager regarding the
conflicts of interest. The C/CAG Project Manager may terminate the Task Order
involving the conflict of interest and C/CAG may obtain the conflicted services in
any way allowed by law. Failure by the Consultant to notify C/CAG Project
Manager may be grounds for termination of the contract for default pursuant to
Attachment 2, Section 4, Termination of the Contract Agreement.
10. Litigation
Indicate if the proposing Consultant was involved with any litigation in connection with prior
projects. If yes, briefly describe the nature of the litigation and the result.
11. Contract Agreement
a. Indicate if the proposing Consultant has any issues or needed changes to the
proposed contract agreement included as Attachment 2, Sample Agreement
Template.
b. The Consultant shall provide a brief statement affirming that the SOQ terms shall
remain in effect for one-hundred twenty (120) days following the date SOQ
submittals are due.
12. Federal-Aid Provisions
a) The proposing Consultant's services are federally funded, which necessitates compliance
with additional requirements. Special attention is directed to Attachment 3, Required
Local Assistance Procedures Manual (LAPM) Exhibits. The proposing Consultant shall
complete and submit the following forms with the SOQ to be considered responsive.
These forms and instructions are provided for the proposer in Attachment 3.
* Disclosure of Lobbying Activities (LAPM 10-Q)
* Certification of Indirect Costs and Financial Management System (formerly
LAPM Exhibit 10-K)
b) Upon award and through completion of the project, the successful proposing Consultant
will be required to follow applicable federal-aid requirements and shall complete and
submit with the agreement the applicable forms at the time of award.
c) Consultant shall demonstrate familiarity of providing services for federally funded
projects and have a clear understanding of requirements/needs to facilitate the project
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