2026_On-Call_Engineering_and_Professional_Services_for_Public_Works_Project_within_the_County_of_San_Mateo.pdf

County of San Mateo

Request for Proposals (RFP) for 2026 On-Call Engineering and Professional Services for Public Works Project within the County of San Mateo

Public Works - Engineering and Resource Protection -

Engineering Services

RFP No. RU403

RFP Contact: Monika Raman mraman@smcgov.org

Page 2 of 37 Release date of July 27, 2026

1. Introduction, Schedule and Definitions

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 square miles and is home to nearly 800,000 residents and 20 incorporated cities. The

County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

This Request for Proposals (RFP) seeks submittals for professional services on an on-call basis. These services include consulting needs as necessary for a variety of projects in the County. The target commencement date and term for the proposed services is October 2026, through October 2031, subject to negotiation of a final agreement.

1.2. Background

The Department of Public Works (the "Department") plans, designs, constructs, operates, and maintains facilities and equipment that are safe and accessible to the clients of County agencies, the general public and County employees. The Department advises the Board of Supervisors on all public works issues, including rates and charges for services that are fair to both the users and service providers. Public Works has a budget of approximately $300 million and is comprised of over 300 employees in five divisions:

Administrative Services, Airports, Engineering and Resource Protection, Facility and Capital Projects, and Road Services. Most of the Public Works budget is funded from sources other than the County’s general fund. The budget includes federal and state funds earmarked for aviation and transportation, landfill franchise fees for waste management programs, gas taxes to maintain 316 miles of County roads, and property taxes and service charges to provide various services to the 46 special districts governed by the Board of Supervisors and administered by the Department.

The County may qualify multiple Consultants to provide Professional On-Call services and negotiate agreements with firms. When requested, the Consultant shall develop a brief proposal providing a scope of work, schedule for the work, and a fee proposal for the work. The scope of work, schedule and fee will then be negotiated. Being selected does not guarantee that a Consultant will be requested to submit on any project nor that the Consultant will receive any assignments. Consultants should note that future work assignment would be based on the quality of work product produced, timely submittal of deliverables, and the Consultants’ ability to meet staff’s expectations. The number of projects is unknown, as the volume of work assigned to Consultant is dependent on the Department staff workload and funding availability.

The not-to-exceed amount for the agreement will range from $500,000 and up to potentially $1,500,000 based on the number of categories the Consultant is awarded.

This RFP seeks the submission of proposals to provide services from any and all interested and qualified proposers. The Department, which is a part of the government of the County of San Mateo, seeks by way of this RFP to obtain the listed services in a manner that maximizes the quality of services while also

Page 4 of 37 Release date of July 27, 2026 maximizing value to the County and, by extension, the citizens of the County. Proposers must be able to show that they are capable of performing the services requested. Such evidence includes, but is not limited to, the respondent's demonstrated competency and experience in delivering services of a similar scope and type and local availability of the proposer's personnel and equipment resources.

The Project Development and Design Engineering Section (Section) is responsible for investigating, design, review, development of standards, and computer aided drafting support associated with bridges, roadway, utilities, and facility projects. More information regarding the services provided for the Section can be obtained visiting the Department’s web site at: http://publicworks.smcgov.org

1.3. Contact Information

Project Contact:

Michelle Manalo Mason Associate Engineer Email: mmanalo@smcgov.org Phone: (650) 599-1422

Procurement Contact:

Monika Raman Senior Civil Engineer Email: mraman@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Engineering and Resource Protection - Engineering Services

Department Head:

Tory Newman Director

1.4. Timeline

RFP Released July 27, 2026

Deadline for Questions and Comments August 12, 2026, 5:00pm

Deadline for Contract Exceptions August 12, 2026, 5:00pm

Responses to Questions and Comments August 14, 2026

Proposal Due Date and Time August 21, 2026, 5:00pm http://publicworks.smcgov.org/ mailto:mmanalo@smcgov.org tel:(650)599-1422 mailto:mraman@smcgov.org tel:(650)363-4100

Page 5 of 37 Release date of July 27, 2026

Anticipated Contract Award Date October 20, 2026

2. Definitions and Scope of Work

2.1. Definitions

Business Day: Monday through Friday except for holidays as observed per the California Government

Code.

Confidential Information: Information in any form that is not generally known and treated as confidential by a party, including business, financial, statistical, and non-public personal information, trade secrets, know-how, applications, documentation, schematics, procedures, Personally Identifiable

Information, information covered by legal privilege, and other proprietary information that may be disclosed or incorporated in materials provided to one party by the other, whether or not designated as confidential, whether or not intentionally or unintentionally disclosed, and whether or not subject to legal protections or restrictions.

Contract Materials: finished or unfinished documents, data, studies, maps, photographs, reports, specifications, lists, manuals, software, and other written or recorded materials produced or acquired by the Contractor pursuant to the Contract for or on behalf of the County, whether copyrighted or not.

Contract: The agreement between San Mateo County and Contractor awarded pursuant to this solicitation.

Contractor: The person or other entity awarded a Contract in conformance with the terms of this solicitation and any subsequently-agreed upon terms.

County Data: All information, data, and other content, including Confidential Information and other information whether or not made available by San Mateo County or San Mateo County’s agents, representatives or users, to a Contractor or potential Contractor or their employees, agents, representatives or Subcontractors, and any information, data and content directly derived from the foregoing, including data reflecting user access or use.

County Systems: The information technology infrastructure of San Mateo County or any of its designees, including computers, software, databases, networks, and related electronic systems.

County: San Mateo County

Deliverables: Goods or services required to be provided to San Mateo County under the Contract.

DUNS (Data Universal Numbering System): a proprietary nine-digit number issued by Dun and Bradstreet, Inc. to identify unique business entities.

Force Majeure: An event or circumstance not caused by or under the control of a party, and beyond the reasonable anticipation of the affected party, which prevents the party from complying with any of its obligations under the Contract, including acts of God, fires, floods, explosions, riots, wars, hurricane, sabotage, terrorism, vandalism, accident, governmental acts, and other events.

Hosting: Storage, maintenance, and management of hardware, software, and San Mateo County Data by a party other than San Mateo County, on machines and at locations other than those operated by San Mateo County, where a party other than San Mateo County has regular responsibility for back-up, disaster

Page 6 of 37 Release date of July 27, 2026 recovery, security, upgrades, replacement, and overall responsibility for ensuring that all hardware and software continues to function as intended.

Key Employee: Employees of the Contractor jointly identified by San Mateo County and the Contractor as possessing unique skill and experience that was a material consideration in San Mateo County’s decision to award a contract.

Maintenance Updates: Any revision, update, improvement, modification, enhancement, correction, bug fix, patch, or new release for a system, platform, software or other product, including any change made as a result of applicable federal, State, or local law.

Major Change: A change to the specified performance, maintainability, operation, power requirements, compatibility, measurement, user interface, reliability, quantity, scale, quality, terms, delivery method, or requirement of any product or service that affects the obligations of the parties or reflects a substantial alteration in circumstances surrounding the agreement, or is of such a nature that knowledge of the change would affect a person’s decision-making process.

PII (Personally Identifiable Information): information in any format that can be used to identify a specific individual, either used alone or combined with other private or public information that can be linked in some way to a specific individual.

Project Manager: The individual identified by San Mateo County as San Mateo County’s primary contact for the receipt and management of the goods and services required under the Contract.

PST: Pacific Standard Time, including Pacific Daylight Time when in effect

Subcontractor: Firms engaged by the Contractor to perform work or provide goods pursuant to the Contract, including vendors and suppliers

Task Order or Purchase Order: A written request from San Mateo County to a vendor to provide goods or services, indicating types, quantities, prices and delivery criteria.

2.2. DESCRIPTION OF SERVICES REQUIRED

The Department is seeking professional services for the following categories:

1. Engineering Design

2. Environmental Study and Document Preparation

3. Structural Engineering

4. Surveying

5. Hydraulic and Hydrologic Engineering

6. Geotechnical Engineering

7. Traffic Engineering and Analysis

8. Biological Monitoring

9. Construction Management

10. Pavement Condition Inspection and Calculations

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11. Grant Support Services

12. AutoCAD Civil 3D Training Services

The consultants shall provide services to include, but not be limited to: civil engineering design, project management, construction management, environmental permitting and analysis, biological monitoring, structural investigation and design, topographical surveys, hydraulic and hydrologic studies, geotechnical studies, grants applications, AutoCAD training and other various professional services. Consultants may submit for and qualify to provide services in more than one category or they may limit their submittal to one of the above categories. Indicate in your cover letter the categories for which you are submitting.

As part of the various categories and under, the Consultant, pursuant to an Agreement, may need to provide the following tasks, if required;

• Prepare Plans (AutoCAD Civil 3D), Specifications, and Engineer’s Estimate (PS&E) packages at the 60%, 90%, 100% Draft and 100% Final stages.

• Compile, respond and incorporate comments on the 60%, 90%, 100% Draft and 100% Final stages.

• Consultant shall provide backup documentation on the plans, specifications, and engineer’s estimate. (i.e quantity take offs, calculations, AutoCAD drawings, field data)

• Consultant shall provide a project schedule and provide updates to the schedule, as needed.

• Consultant shall coordinate closely with County staff at each stage of the work

• Consultant shall prepare meeting agenda, record meeting minutes, and distribute meeting minutes to all attendees.

• Prepare for, attend, and present at community meetings, as necessary

• Have experience with multi-agency coordination

• Seek grant opportunities and provide support services

• AutoCAD Training and support services

As part of the various categories outline below, the Consultant will need to be familiar with the following documents. This is not intended to be a comprehensive list of materials, and requirements may change throughout the contract term.

• Caltrans 2018 and 2025 Standard Plans and Specifications, or subsequent editions

• California 2026 Manual on Uniform Traffic Control Devices (CAMUTCD)

• San Mateo County Standard Plans and Specifications

• Regional Water Quality Control Board (RWQCB) C.3 and C.6 Requirements contained in the

Municipal Regional Permit

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• 2023 Manual on Uniform Traffic Control Devices (MUTCD) (with Revisions 1 dated December

2025)

• Caltrans 7th Edition Highway Design Manual

• Department of Public Works Quality Assurance Program (QAP) dated July 2025

2.3. Category 1 - Engineering Design

The County is seeking a Consultant with experience in the preparation of design plans, specifications, cost estimates (PS&E), and contract documents for various projects. The types of projects include, but are not limited to, street widening projects, street reconstruction, street resurfacing, chip, cape and slurry seal projects, park trails and facilities, pedestrian facilitates, bicycle facilities, and street landscaping.

The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

• Perform field surveys and investigations, including but not limited to; topographical surveys, field visits to verify utility locations, and potholing to determine utility depths.

• Perform field testing, including but not limited to, soil borings, soils analysis, and any other tests deemed necessary by the Engineer. Tests will be performed to current Caltrans standards.

• Perform studies, including but not limited to, traffic studies, feasibility studies, drainage studies and any other study required for the project, as deemed necessary by the Engineer.

• Prepare base maps, preliminary layouts, estimates of probable costs and alternatives. Provide survey services necessary as required by the project scope.

• Prepare quantity calculations, pavement design, structural calculations, and other items needed to support project design.

• Coordinate with Utilities Division or agencies to resolve utility conflicts.

• Process plans through regulatory agencies, such as, Army Corps of Engineers, California

Department of Fish and Wildlife, US Fish and Wildlife, Regional Water Quality Control Board, Caltrans, California Coastal Conservancy, County Planning Department, and any other agencies required to obtain permits or clearance.

• Consultant shall be familiar with storm water and sewer design, streetlight design, traffic signal design and timing, utility undergrounding, and construction staging.

• Attend pre-construction meetings.

• Constructability review of project documents.

Provide construction support for questions that arise during project construction, including reviewing submittals, RFI’s and shop drawings.

• Review Storm Water Pollution Prevention Plan and requirements (SWPPP) of the Regional

Water Quality Control Board C.6 Requirements.

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• Provide peer review and value engineering of plans.

• Best Management Practices (BMP) design.

• Design of Low Impact Development (LID) Improvements.

• Green Infrastructure Design.

2.4. Category 2- Environmental Study and Document Preparation

Consultant shall provide professional engineering services that may include reports and coordination with applicable code enforcing and environmental agencies, site analysis, coordination with applicable local, state, and federal jurisdictions, and regulatory permit acquisition for a variety of public works type projects.

The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

• CEQA/NEPA compliance

• Phase I & II Environmental Site Assessments

• Initial Study

• Negative Declaration

• Mitigated Negative Declaration

• Environmental Impact Statement

• Environmental Impact Report

• Regulatory Agency Permitting

• Review of environmental work performed by others

• Mitigation Monitoring and Reporting Program (MMRP)

• Preparation of various studies needed to support Environmental Documents that are accurate and defensible o Wetland Delineation o Cultural Resources Survey Report o Habitat Assessment(s) o Biological Assessment(s) o Preliminary Delineations of Waters of the United States Report o Steelhead Habitat Assessment o Environmentally Sensitive Area (ESA) Assessments o Noise Studies o Air Quality Studies o Transportation Studies

Page 10 of 37 Release date of July 27, 2026 o Water Quality/Supply Studies o Stormwater/Wastewater Control Management o Hazards and Hazardous Materials Studies o Green House Gas emissions

The Consultant shall have experience working with the various regulatory agencies and have knowledge of the permit application process for the following agencies at a minimum:

• U.S. Army Corps of Engineers o Section 404 Permit Application

• CA Fish and Wildlife Service o Streambed Alternation Agreement

• San Francisco Bay Regional Water Quality Control Board o 401 Certification and/or Water Discharge Requirements

• US Fish and Wildlife Service

• CA Department of Fish and Game o Consultation on Endangered Species

• National Marine Fisheries Services (including National Oceanic and Atmospheric

Administration)

• National Pollutant Discharge Elimination System (NPDES) permit/ MRP

• Endangered Species Act (ESA) section 7 & 10

• Incidental Take Permit

The Consultant shall perform CEQA review based on the Department of Planning’s CEQA Checklist

(Enclosure F). When a public review period is required, the Consultant shall be responsible for distribution and public advertising of the CEQA document. The Consultant shall review and track all comments received on the document, respond to all comments received, and file all necessary documentation to adopt and certify the environmental document. Consultant may be required to present information or respond to questions during meetings in which documents are being considered for approval or certification.

In addition to preparing environmental documents, the Consultant may potentially be required to provide design services for bio-engineering elements in various projects. The work may include stabilization of creek banks, incorporation of environmentally friendly solutions and potential creek realignment solutions. The Consultant must show past projects where environmentally creative solutions were used in place of hard structural elements that were successfully permitted and constructed.

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2.5. Category 3 - Structural Engineering

Consultant shall provide structural engineering services for a variety of projects. The work will include structural analysis, design, peer review, and evaluation. Work may include but will not be limited to the design of retaining walls, pedestrian and vehicular bridges, trail facilities, and footings. The Consultant shall provide design services for various projects requiring structural engineering to the latest structural and seismic provisions. The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

• Bridges

• Retaining walls

• Footings

• Foundations

• Building pads

• Inspections

• Seismic retrofit and rehabilitation

• Structural modeling and analysis

• Building Information Modeling (BIM)

Consultant shall provide all back up calculations for any structural design elements. The Consultant will also provide field inspection of existing structural elements to ensure compliance with approved design plans and specifications. The Contractor will be required to provide the following items:

• Analysis

• Building Information Modeling (BIM)

• Reports

• Quality Control

• Value Engineering

2.6. Category 4 - Surveying

Consultant shall provide surveying services for various projects. These services may include field surveying, aerial mapping, 3-D and laser scanning. The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

• Construction staking and layout

• Horizontal and vertical alignments

• Determine locations of property lines, boundaries, easements and rights-of-way

• Construction surveys for improvement projects

• Establish and adjust benchmarks

• Establish and monument street center lines

• Traditional topographic surveys and aerial topographic surveys to determine locations and elevations of existing improvements, structures, and topographic features

• Perform research and survey work related to property divisions and mergers

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• Perform research and survey work related to public and private land ownership, public and private easements, public improvements, construction, and historic information

• Prepare and interpret deeds and descriptions

• Develop legal descriptions and plat maps

• Aerial photography/mapping

• 3-D/laser scanning

• Other survey-related tasks as necessary

Consultant shall provide all drawings in AutoCAD Civil 3D and all source files for survey work.

2.7. Category 5 - Hydraulic and Hydrologic Studies

Consultant shall provide needed hydraulic and hydrologic studies as required by the County for various creeks, watersheds, and stormwater infrastructure.

The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

• Hydraulic and Hydrologic Modeling and Studies

• 3-D and 2-D modeling (HEC-RAS, SWMM5, StormCAD, etc.)

• Regional Water Quality Control Board (RWQCB) C.3 Requirements

• Storm basin design and analysis

• Drainage Report

• Floodplain Analysis

• Scour Analysis

• Bridge Hydraulic Reports

• Watershed Analysis

• Flood Control Analysis

• Hydrographs

• River/Creek Restoration

• Pipe Network Evaluation

• Water Quality Analysis

• Erosion Protection

2.8. Category 6 - Geotechnical Engineering

The Consultant shall provide geotechnical engineering services. These will include investigation into landslides, slope stability, repairs and retaining walls.

The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

• Slope stability, analysis and evaluation

• Slide repairs

• Retaining walls

• Erosion control

• Bank stabilization

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• Site inspections and monitoring

• Subsurface investigations

• Feasibility studies

• Geotechnical Investigations

Consultant will provide recommendations by performing preliminary geotechnical investigations; this will include a report that presents the data regarding the subsurface conditions at specific locations, and the recommendations for the design of proposed retaining walls, foundations, and other structural components.

2.9. Category 7 - Traffic Engineering and Analysis

Consultant shall provide various traffic engineering and analysis services in support of project designs and as needed.

The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

• Prepare and review Signage and Striping Plans.

• Perform and review various field surveys including but not limited to; traffic counts (pedestrian, bicycle, and vehicle counts), traffic speed surveys.

• Prepare and review various studies including but not limited to; Parking Studies, Traffic Volume

Studies, Traffic Impact Studies, Traffic Speed Surveys, Transportation Planning Studies.

• Perform design services on various traffic related items including but not limited to; traffic signal design, traffic signal timing, traffic calming features, Intelligent Transportation Systems (ITS).

• Create Traffic handling plans for various construction projects.

• Researching of accident history.

• Consultant shall have experience with at-grade crossing of railroads

• Perform traffic signal timing analysis using Syncro.

The consultant shall also be familiar with the following efforts/programs; Active Transportation Plan, Safe Routes to School, various grant programs available and best practices on bikeability and walkability integration into project designs.

2.10. Category 8 - Biological Monitoring

Consultant shall provide various biological assessments and monitoring services in support of project designs and during the construction phase of various projects.

The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

Consultant services shall include, but not be limited to:

• Performing Nesting Bird Surveys prior to the start of construction and providing recommendations for protective measures.

• Perform necessary training to Contractor’s employees on the sensitive species that could potentially be encountered during the project.

• Inspection of biological protection features on site, including but not limited to: environmental sensitive fencing, special status species funnels, etc.

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• Photo-monitoring of restoration areas, with photo points, and a detailed record over time of restoration. Consultant will also prepare and submit reports, on a timely basis to be determined by the engineer, of the restoration effort. Consultant shall also provide documentation to various regulatory agencies of the restoration effort.

• Monitor construction activities that result in the clearing or grading of sensitive habitats along with any grading, excavation, or other ground disturbing activities with the project area throughout the duration of the project.

• Perform preconstruction surveys of identified special status species for the staging areas and where construction work will occur for that day.

• Biologists will have all necessary State and Federal certifications to relocate special status species, if required, from the construction area.

• Prepare a weekly monitoring report that provides a detailed written description of work conducted during that week.

The consultant shall have staff that possess a bachelor’s degree in biology, at a minimum, and be approved by both the United States Fish and Wildlife Service (USFWS) and California Department of

Fish and Wildlife (CDFW) prior to preconstruction activities. Consultant will be required to adequately demonstrate to the County that their staff are approved by the USFWS and CDFW to work on the Project.

2.11. Category 9 - Construction Management

Consultant shall provide construction management and inspection services for projects with a focus on infrastructure, including but not limited to, roadways, bridges, recreational trails, parks facilities, retaining walls, utility work, slope repair, environmental friendly solutions within sensitive habitats, bicycle and pedestrian facilities, sewer and drainage facilities.

The scope of work will be established prior to the issuing of a task order; projects may include all phases of the project development and may include, but not be limited to the following:

The Consultant shall provide all services necessary and required for the inspection, management, coordination and administration of a Project, so that the required construction work is properly executed, completed in a timely fashion and conforms to the requirements of the project plans and specifications.

The Consultant shall also provide, if required, on-site testing of materials and have access to a testing laboratory to perform any required laboratory tests. These tests will include but not be limited to, compaction test, spread rate test for slurry seals and chip seals, soil tests, profilograph tests, concrete tests, and any other tests not mentioned but necessary to adhere to the Project plans and specifications and the

Department’s approved Quality Assurance Program (QAP) (Enclosure G). The laboratory will provide copies of the Caltrans certifications for the various tests performed in the QAP. If the Consultant’s laboratory is not certified by Caltrans for specific tests, you may still submit a proposal as long as your firm can obtain certification prior to the execution of an agreement, or is partnered with a sub-consultant firm which is Caltrans certified for tests listed in the QAP found in Enclosure G of Section 9 of the RFP.

The Consultant shall provide a Resident Engineer or Inspector that will be a point of contact for the contract. The Department will issue individual task orders with a not-to-exceed amount that will be based on the level of support needed. Consultant will need to have adequate staffing to meet the County’s needs as they arise during the course of a construction season.

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The Consultant shall be familiar with the Federal Process for construction jobs, including, all necessary documentation, job site interviews, and logs.

The general services to be provided during the course of this agreement shall include, but not be limited to:

• Maintain accurate, orderly and detailed records of all activities performed under this contract, and make these files readily available both in hard copy and electronic format at all times immediately upon request.

• Schedule and conduct job meetings with the Contractor, representatives from the Department, representatives from other County Departments, regulatory agencies, and any other entities or individuals involved with the Project.

• Submit written progress reports to the Department on a weekly basis, unless otherwise directed, including percentage of work completed, number and amount of change orders, update on the budget of the project, daily logs, statement of working days, photographs of work, and any other pertinent information on the work of the Contractor.

The services to be provided during the pre-construction phase shall include, but not be limited to:

• Attend and lead the pre-construction meeting, including taking meeting minutes and distributing said minutes after meeting.

• Review and approve shop drawings and submittals.

• Review and approve project schedules.

• Review and respond to Request for Information (RFI’s).

The services to be provided during the construction phase shall include, but not be limited to:

• Prior to commencement of work verify the Contractor has performed all necessary work that is required, including notification of residents, installation of Best Management Practices (BMPs) as per the approved SWPPP, installation of Construction Advisory Signs.

• Provide value engineering based on the approved plans and specifications prior to the start of the work.

• Provide technical inspection, management and administration of the work on the Project until final completion and acceptance of work by the Department.

• Provide field inspections, at an interval to be determined by the Department.

• Verify the work performed and materials furnished are in compliance with the approved plans, specifications, submittals and any other requirements.

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• Additional Requirements/Considerations: During the term of this agreement there may be a potential for the inspection work to be performed outside of standard business hours.

• Please note that the Consultant will need to be able to perform inspection between the hours of 5 p.m. to 8 a.m., weekends and holidays as determined by the Department.

• Provide offsite inspection of plants, if deemed necessary, of raw materials to be used on the

Project to insure compliance with plans, specifications, submittals and any other requirements.

• Ensure that no work is completed that has not been properly approved or otherwise fails to conform to the plans, specifications, submittals, or other requirements.

• Provide or supervise the field-testing of materials and items of work, quality control tests, and any other tests as required by the Project. These tests will include but not be limited to, compaction test, spread rate test for slurry seals and chip seals, soil tests, profilograph tests, concrete tests, and any other tests not mentioned but necessary to adhere to the Project plans and specifications.

• Consultant shall have access to a laboratory to provide any required testing, as needed. The laboratory will need to have Caltrans certifications for the various tests as outlined in the

County’s QAP.

• Maintain a record of statement of working days and distribute copies at the end of each working week to the Department, the Contractor, and other interested parties as determined by the

Department.

• Maintain accurate, orderly and detailed daily job diary or log book describing all activities which occurred on the Project on a daily basis. Include a breakdown identified by trade, of the personnel on site. Include a breakdown of the equipment used identified by model and make and the number of hours the equipment was used on site. Include the measurement of quantities of work performed on a daily basis that matches the bid items in the project specifications. Note the weather conditions, any site visits by the public or outside agencies, any decisions reached, problems encountered, general and specific observations, and all other pertinent information relative to the performance of the Project.

• Maintain accurate, orderly and detailed files and written records and documents regarding the

Project, including correspondence, minutes, progress reports, shop drawings, submittals, construction contract documents, change orders, addenda, and approved SWPPP. Copies of critical documents will be kept on site during inspection.

• If work is to be performed on a time and materials basis, maintain accurate and detailed records of work performed, track the hours worked by each individual, including identification by trade, the hours worked by equipment and the materials delivered and installed on site.

Review all progress payment requests for accuracy of actual work completed in the field.

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• If disputes or claims arise during the course of the construction contract, Consultant shall provide written documentation and support for the Department. Consultant shall provide recommendation on the validity of disputes or claims and shall support the Department in challenging the claims if deemed appropriate. The Consultant shall make themselves available to provide testimony, written dialog of events, and summary of notes and first hand experience.

• Review all requests for Change Orders from the Contractor and obtain cost proposals from the

Contractor. Prepare a report recommending approval or disapproval on Change Orders providing detailed description evaluating the costs based on the quantities of labor, equipment, and materials.

• Provide clear communication to the County during day-to-day inspection activities and be available via cell phone for duration of the project.

The services to be provided during the Project Completion Phase shall include, but not be limited to:

• Schedule, Attend and lead final walkthrough.

• Create detailed punchlist report of any discrepancies or deficiencies in the finished work to be resolved prior to project closing and ensure Contractor completes punchlist prior to filing the

Notice of Completion.

• Prepare and deliver “As-Builts” record drawings, if required.

• Prepare any necessary reports, forms, or documents as required by permit conditions and file with appropriate agencies.

• Collect guarantees from manufacturer, maintenance and operation manuals, warranties, and any other data required from the Contractor.

• Provide a completion report that includes all daily logs, photographic records, approved submittals, correspondence, change orders, laboratory and plant testing reports, and any other documents obtained during the course of the Project. A hard copy of the report with all supporting documents will be provided to the Department in a binder. Electronic copies of the summary report with all supporting documentation will be provided by either email or on a flash drive.

Additional Requirements/Considerations: During the term of this agreement there may be a potential for the inspection work to be performed outside of standard business hours. Please note that the

Consultant will need to be able to perform inspection between the hours of 5 p.m. to 8 a.m., weekends and holidays as determined by the Department.

The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project.

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2.12. Category 10 - Pavement Condition Inspection and Calculations

Consultant shall provide pavement condition survey and calculations services for the County's maintained road system.

The scope of work will be established prior to the issuing of a task order; projects may include, but not be limited to the following:

• Perform road distress/condition survey inspections (pavement condition survey) and Pavement

Condition Index (PCI) calculations, in accordance with the Metropolitan Transportation

Commission (MTC) inspection methods. Under this method, pavement distress, severity, and quantity of distress data is recorded for a 10% representative sample of a management segment.

100% of a pavement segment is reviewed to determine the most representative sample unit. A minimum of 10% of each section will be inspected, with at least one sample unit occurring for each 1,000 lineal feet of roadway. Pavement inspectors will update the distress data into County's pavement management software (StreetSaver) program and calculate the new Pavement

Condition Index (PCI) for each road section using StreetSaver.

• Implement a Quality Assurance/Quality Control process where a different inspector (other than the initial pavement inspector) will re-inspect 5% of the total number of management sections to ensure consistency among the inspections and compliance with MTC's inspection protocol.

Perform quality control on pavement inspection data at 25% and 50% completion of pavement inspections.

2.13. Category 11 - Grant Support Services

The Contractor shall seek grant opportunities, prepare proposals and requisite attachments, and perform grant reporting activities.

The following are work tasks assumed necessary to provide grant support services to the County:

• Write formal, competitive grant proposals as directed by the Department of Public Work's office and the relevant Department staff.

• Review and provide feedback on grant proposals prepared by County staff.

• Attend meetings with relevant County staff to discuss grant proposal plans, budgets, and background information.

• Create workplans to guide the County through the grant proposal process in a timely and efficient manner, identifying key tasks necessary to prepare competitive proposals and confirming responsibilities.

• Inform the County of current grant opportunities offered by the State, the Federal Government, local organizations, regional organizations and private foundations through standard quarterly meetings.

• Attend relevant meetings by granting entities (e.g. Bidder’s Conferences)

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• Communicate with granting entities on behalf of the County to ask clarifying questions about grant opportunities.

• Assist the County in evaluating whether certain grant opportunities are obtainable and feasible to pursue.

• Assist the County in submitting final grant proposal packages to the granting entities.

• Assist with data gathering and analysis, graphic design and layout support for grant proposals.

• Assist with reviewing grant policies, such as Prop4 and local ATP type grants.

Grants will be sought in a number of areas, such as:

• Infrastructure

• Local transportation projects

• Long-range planning

• Parks improvements

• Natural habitats

• Environmental projects

• Water and/or stormwater and/or sewer projects

2.14. Category 12 - AutoCAD Civil 3D Training Services

The scope of work to be provided under the agreement will consist, in general, but not limited to:

• Furnishing all necessary training materials for the class. This will include both hard copy and soft copy (in PDF format) of the course curriculum and training manual for the AutoCAD Civil 3D software, and drawing files needed for the training.

• Providing the course curriculum for the training that will include different levels of expertise on

AutoCAD Civil 3D such as beginner, intermediate, and advanced. The topics to be included in the course curriculum are, but not limited to, the following:

o Introduction and Project Management

▪ AutoCAD Environment (2D and 3D modes)

▪ File and Data Sharing

▪ Templates

▪ Toolspace

▪ Drawing Setup

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▪ Importing Data from desktop o Basic AutoCAD Functions

▪ Basic Draw Commands (Lines, Circles, Arcs, and others)

▪ Basic Edit Commands (Move, Rotate, Copy, and others)

▪ Basic Display Functions

▪ Layers Functions and Properties

▪ Drafting with Coordinate Systems

▪ Object Snaps o Advanced AutoCAD Functions

▪ Advanced Draw Commands (Polylines, Hatch, Rectangles, Polygons, and others)

▪ Advanced Edit Commands (Trim, Extend, Fillet, Break, Join, and others)

▪ Query Commands (Distance, Area, List)

▪ Text Commands (Text Styles, Editing Text, Special Characters, and others)

▪ Dimensioning (Dimensions Styles, Associative Dimensioning, Editing Dimensions and

Dimension Styles, and others)

▪ Blocks (Insert, Edit, Define Blocks and others) o External References

▪ Inserting External Reference Data

▪ Editing External Reference Data

▪ Inserting blocks, pdfs, images o Point Management

▪ Point Creation

▪ Point Groups

▪ Point Styles and Point Label Styles

▪ Import and Export Points

▪ Description Keys

▪ COGO: Coordinated Geometry o Feature Lines and Sites

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▪ Site Creation

▪ Feature Line Creation and Editing

▪ Feature Line Labeling o Surfaces

▪ Input of Survey Data and Possibilities with Aerial Photogrammetry

▪ Surface Data Input – Points, Contours, Breaklines, Boundaries, Feature Lines, and others

▪ Surface Creation

▪ Methods of Editing Surfaces, Pasting Surfaces

▪ Creation and Labelling of Contour Lines

▪ Elevation and Slope Analysis

▪ Watershed Delineation and Calculation of Path of Water Flow

▪ Creation of Three-Dimensional Presentation of Site

▪ Single Surface and Multiple Surface Quick Profiles

▪ Volume Calculation between Surfaces o Data Shortcuts

▪ Working Folder and Data Shortcut Folders

▪ Creating a Shortcut and Reference (Alignments, Surfaces, and other) o Grading

▪ Grading Groups

• Surface Creation within a Grading Group

▪ Grading Criteria

▪ Volume Calculations – Cut and Fill o Line and Curve Labeling

▪ Label Styles – tag mode and label mode

▪ Automatic and Manual Labeling

▪ Line, Curve, and Point Tables o Alignments and Profiles

▪ Plan View Alignment Design

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• From Polylines

• Straight Line Tangents with Curves

▪ Alignment Sample Lines

▪ Creation of a Profile from Sampled Data, Surfaces, and other

▪ Projection of Objects on Profile

▪ Profile View and Profile

▪ Designing a Finished Ground Profile

▪ Label Sets

▪ Spot Labels o Parcels

▪ Defining Parcels

▪ Automatic Labeling and Styles

▪ Renumber Parcels o Corridor and Topographic Modelling

▪ Creation of Cross-Section Assemblies and Subassemblies

▪ Corridor Styles and Display

▪ Links, Point, and Shapes of Subassemblies

▪ Creating Corridor Surfaces with Boundaries

▪ Volume Calculations o Cross Sections

▪ View and Edit Corridor Cross Sections

▪ View and Edit Surface Cross Sections

▪ Create Section Views

▪ Pipe Sections o Geographic Information Systems (GIS)

▪ Inputting and using GIS data

▪ ESRI Shape Files

▪ Georeferenced tiffs

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▪ WMS/WFS public sources o Survey

▪ Survey Databases

▪ Automated Line Work o Catchments o Intersections and Roundabout

▪ Design Overview of Intersections and Roundabouts o Superelevation

▪ Design Overview of Road Superelevation o Materials and Quantity Analysis

▪ Different Methods to Obtain Material Quantities

▪ Cut and Fill o Sheet Set Manager

▪ Creating a Sheet Set

▪ Editing Sheet Set Properties

▪ Creating Custom Field Attributes

▪ Editing and Updating Field Attributes

• Coordinating with County to establish specific curriculum that is based on the needs of the

Department.

• Providing an AutoCAD Civil 3D technical expert to be available via telephone or video conference during normal business hours. The technical expert should be able to answer questions and provide troubleshooting advice, one-on-one training or group training if needed. The

Consultant will provide a call in number for any questions or troubleshooting issues and the calls will be tracked in 15-minute intervals for billing.

• Providing an AutoCAD Civil 3D technical expert to be available on-site, if needed. The

Department will work with the Consultant to schedule the on-site visit at least 2 weeks in advance. A minimum of 4 hours will be scheduled per request. The Consultant will be available to answer questions and/or provide one-on-one or group training.

On-Site/Virtual Training and Support

In general, the training shall be conducted virtually via video conference such as Zoom or Microsoft

Teams. For on-site training, the Department will provide a room equipped with a projector screen.

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3. Submission Requirements and Technical Proposal

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, August 21, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to Section 3.4 (Technical Proposal) for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Late submissions will not be considered.

If the proposer is submitting on multiple categories the electronic submissions shall name each proposal in the following manner: RFP#_ProposerName_Category#.pdf mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

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Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Technical Proposal

Technical Proposal Contents

A. Project Understanding - Include a brief statement to show your firm’s experience in the categories of potential projects, including key issues of previous projects of a similar nature and experience in dealing with those issues that you feel sets your firm apart.

B. Explain responses so as to be understood by people unfamiliar with industry jargon. Use drawings, diagrams, schematics and illustrations as needed, but do not simply refer readers to an exhibit or other section of the…