Link to Athletic Field Use Analysis RFP

Link to Athletic Field Use Analysis RFP

Question & Answer Document - last updated 4/23/26

The City requires Athletic Field Use Analysis (“Services”). The project includes

a comprehensive Athletic Fields Use Analysis to evaluate existing sports fields, usage patterns, and capacity. The study will identify deficiencies and opportunities to maximize field use for all sports groups and identify recommendations to increase use capacity. The analysis will incorporate benchmarking with peer agencies, alignment with best practices, and stakeholder and community input, including surveys and public engagement. Final recommendations will provide actionable guidance for field operations, allocation policies, and long-term planning and investment decisions.

CITY may pursue additional project phases, including Demand Forecasting and Level of

Service Analysis and Capital Improvement and Phasing Strategy, and invites Respondents to identify and include any such optional phases or related services within their proposal for consideration.

Requests for Information: Questions or objections relating to the RFP, Agreement, the

attachments hereto, the RFP procedures, or the required Services may only be submitted via email to Mae Mlyniec, Program Manager, at mmlyniec@sanramon.ca.gov by 4:00 p.m., April 23, 2026 (the “Request for Information Deadline”). Any questions or objections that are not submitted in the manner specified and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City official, employee, or representative.

Submittal Instructions. Proposals must be received by the City by or before May 7,

2026 at 2:00 p.m. (“Proposal Deadline”). Respondent must submit one original and three (3) identical copies of the Proposal in a sealed envelope labeled with Respondent’s name and return address, marked “Proposal for Athletic Field Use Analysis,” and addressed as follows:

City of San Ramon

ATTN: City Clerk

7000 Bollinger Canyon Road

San Ramon, CA 94583

The Proposal may be hand-delivered, sent via overnight delivery, or by regular mail, provided that it is received by the City no later than the Proposal Deadline. Late submissions will be disregarded.

Planned RFP Schedule:

• RFP Issued: April 6, 2026
• Request for Information Deadline: April 23, 2026 by 4:00 p.m.
• Proposal Deadline: May 7, 2026 by 2:00 p.m.
• Interviews (if requested by City): May 11, 2026
• Notice of Selection: May 12, 2026
• Commence Services: May 25, 2026