Bid Notice (2).pdf

REQUEST FOR PROPOSALS

FOR CONSULTING SERVICES:

CITY OF SOUTH SAN FRANCISCO

CHILD CARE EXPANSION GRANT PROGRAM

DESIGN AND ADMINISTRATION

ISSUED: Tuesday, September 8, 2026

PROPOSALS DUE: Wednesday, September 23, 2026 at 12:00 p.m.

Contact:

Angela Duldulao Deputy Director of Parks and Recreation

City of South San Francisco

Parks and Recreation Department 901 Civic Campus Way

South San Francisco, CA 94080

Phone: (650) 829-3827| E-mail: angela.duldulao@ssfca.gov mailto:angela.duldulao@ssfca.gov

City of South San Francisco | Child Care Expansion Grant Program RFP

City of South San Francisco Request for Proposals

Child Care Expansion Grant Program Design and Administration

INTRODUCTION

The City of South San Francisco (“City”) is requesting proposals from qualified firms or organizations (“Consultants”) to assist the City in designing, launching, and administering a pilot Child Care Expansion Grant Program (“Program”). The Program is intended to strategically invest available Child Care Impact Fee resources in capital improvements that create, expand, or activate licensed child care capacity within South San Francisco, complementing the City’s larger child care capital facility investments.

The selected Consultant will work closely with the Parks and Recreation Department and other City staff to translate the City’s policy objectives and legal requirements into a transparent, accessible, and measurable grant program. Services are expected to include program design and guideline development;

provider outreach; applicant technical assistance; application intake and administrative review; technical review and scoring support; grant administration; contracting and disbursement support; project monitoring; outcome tracking; and reporting. All program criteria, eligibility determinations involving legal or impact-fee nexus questions, funding recommendations, and final awards will remain subject to City review and approval.

SOUTH SAN FRANCISCO OVERVIEW

The City of South San Francisco is located in northern San Mateo County and serves a diverse residential and employment community. The City has been recognized as a leader in child care for decades, and has long acknowledged child care as essential community infrastructure and operates licensed and grant-funded preschool and school-age programs through its Parks and Recreation Department. The City adopted a Child Care Master Plan in 2022 and has continued to advance strategies to expand access to quality child care as the community grows. South San Francisco is among a relatively small number of cities that have adopted a comprehensive, long-range Child Care Master Plan.

The City’s Childcare Impact Fee Program was established to support the creation of new child care spaces through the construction of new facilities or expansion of existing facilities. As reported in the City’s FY 2024–25 Annual Impact Fee Report, the City’s 2020 nexus study estimated a need for 2,138 additional child care spaces by 2040 to maintain current service levels associated with growth and development. As noted in the Master Plan, the City recognizes that it alone cannot provide spaces that address this need, and will need the support of local partners and service providers. As of June 30, 2025, the Childcare Impact Fee Fund balance was approximately $16.7 million, with approximately $12.5 million appropriated toward major preschool facility projects. The City is exploring a complementary pilot grant program focused on smaller-scale facility improvements that can create or activate licensed capacity in the nearer term.

PROJECT BACKGROUND

The proposed Child Care Expansion Grant Program is envisioned as a pilot capital grant program for licensed child care centers and family child care homes. The City is considering an initial grant allocation amount of approximately $500,000, with the potential for future expansion based on demand, outcomes, available funding, and City Council direction. The City is also considering a maximum individual grant award of approximately $200,000, with the possibility of different grant tiers or award limits based on provider type, project scope, measurable capacity expansion, and available funds. These figures are planning assumptions only and may be modified by the City before or during program development.

Potential investments may include conversion of space into licensed classrooms; improvements that expand infant/toddler capacity; outdoor play area improvements required for licensing; accessibility upgrades tied to expanded use; safety or code-compliance upgrades necessary for increased enrollment;

facility renovations connected to expanded licensed capacity; family child care home improvements that support additional enrollment; and minor construction or infrastructure improvements directly tied to child care expansion. Final eligible uses must be consistent with applicable law, the City’s impact-fee nexus requirements, and City Attorney guidance.

PROJECT OBJECTIVES

• Establish a clear, equitable, legally compliant, and administratively workable pilot grant program that directs capital funding to projects producing measurable child care capacity outcomes.

• Prioritize investments that create or expand licensed child care spaces, including infant and toddler capacity, while supporting projects that are feasible and ready to proceed.

• Provide accessible outreach and technical assistance so that licensed child care centers and family child care homes can understand requirements and submit complete, competitive applications.

• Use objective, transparent review criteria and documented processes that support consistent decision-making and defensible funding recommendations.

• Establish effective grant agreements, payment controls, monitoring practices, closeout requirements, and reporting systems appropriate for public funds and capital improvements.

• Track outcomes including new or activated licensed spaces, children served, project completion, geographic distribution, provider type, and other measures established by the City.

SCOPE OF WORK

The City anticipates the following scope. Proposers may recommend refinements that improve efficiency, equity, accountability, or outcomes, provided the proposal clearly identifies any suggested changes and associated cost or schedule impacts.

Task 1 – Project Initiation and Program Framework

• Conduct a kickoff meeting with the City project team and establish a detailed work plan, schedule, roles, decision points, and communication protocols.

• Review relevant City materials, including the Child Care Master Plan, Childcare Impact Fee reports and nexus documentation made available by the City, applicable City policies, and other background information.

• Confirm program goals, target outcomes, anticipated funding level, eligible provider types, proposed grant tiers or caps, and key legal/administrative constraints.

• Recommend a pilot program structure that can be implemented efficiently and evaluated for possible future rounds.

Task 2 – Program Guidelines, Eligibility, and Application Materials

• Develop draft and final program guidelines describing purpose, eligible applicants, eligible and ineligible uses, award parameters, match requirements if any, project readiness expectations, allowable costs, required documentation, payment terms, project completion deadlines, monitoring, record retention, and closeout.

• Develop eligibility screening criteria and a process for referring legal or nexus-compliance questions to City staff and the City Attorney.

• Develop an application package, budget template, project schedule template, certifications, document checklist, frequently asked questions, and other applicant-facing materials.

• Recommend procedures for application intake, completeness review, cure periods, conflict-of-interest controls, and records management.

• Assist the City with revisions needed before public release.

Task 3 – Outreach and Provider Engagement

• Prepare and implement an outreach plan designed to reach licensed child care centers and family child care homes serving or located in South San Francisco.

• Coordinate with relevant child care resource and referral organizations, provider networks, community partners, and other stakeholders as appropriate.

• Prepare plain-language outreach content suitable for City webpages, email, social media, flyers, presentations, and partner distribution.

• Conduct at least two informational workshop(s) or webinar(s), including presentation materials and written follow-up materials.

• Track outreach contacts and participation and identify barriers to participation that may require adjustments to the application process.

Task 4 – Applicant Technical Assistance

• Provide technical assistance to prospective applicants regarding program requirements, project scoping, application completeness, readiness documentation, budget development, licensing considerations, and grant compliance.

• Establish fair and consistent protocols so that technical assistance does not create an unfair advantage in competitive scoring.

• Maintain a log of technical assistance provided and recurring applicant questions.

• Coordinate with City staff when questions require policy, legal, building, planning, finance, or other City interpretation.

Task 5 – Application Review and Scoring Support

• Conduct administrative completeness and eligibility review using City-approved criteria.

• Conduct or coordinate technical review of proposed project scope, budget, schedule, feasibility, readiness, licensing implications, and measurable capacity outcomes.

• Develop and apply an objective scoring rubric approved by the City. Criteria may include demonstrated facility need, project readiness, creation or expansion of licensed spaces, infant/toddler capacity, family child care home priority, service to high-need families or neighborhoods, subsidized enrollment, number of children impacted, cost effectiveness, and other City priorities.

• Document scores, reviewer comments, conflicts, and recommendations in a consistent format.

• Prepare a funding recommendation package for City review, including recommended awards, alternates or waitlist if applicable, project summaries, requested and recommended amounts, anticipated capacity outcomes, and any conditions of award.

• Support staff presentations or briefings related to funding recommendations as requested. Final funding decisions will be made by the City.

Task 6 – Grant Agreement and Award Administration

• Support development of standard grant agreement exhibits, project scopes, budgets, schedules, milestones, reporting requirements, payment conditions, and closeout requirements in coordination with City staff and the City Attorney.

• Assist awardees with required pre-award documentation and execution steps.

• Maintain a grant administration tracker showing contract status, award amount, expenditures, milestones, deliverables, payment status, amendments, monitoring issues, and closeout.

• Review payment requests and supporting documentation for completeness and consistency with approved grant terms before forwarding recommendations to the City for payment.

• Support grant amendments, extensions, scope adjustments, and other administrative actions subject to City approval.

• Maintain organized program records suitable for audit, public records obligations, and City retention requirements.

Task 7 – Project Monitoring, Compliance, and Technical Support

• Monitor funded projects through status reports, document review, meetings, and site visits as appropriate to project size and risk.

• Track project progress against approved scope, schedule, budget, licensing milestones, and capacity commitments.

• Identify delays, cost changes, compliance concerns, or other risks and recommend corrective actions to City staff.

• Coordinate with City staff and, when appropriate, licensing, permitting, design, construction, or other technical resources to help grantees navigate implementation barriers.

• Verify project completion and required documentation before recommending final payment and closeout.

Task 8 – Outcome Tracking, Reporting, and Program Evaluation

• Develop a City-approved performance measurement and reporting framework.

• Track key outcomes such as licensed spaces created, expanded, or activated; infant/toddler spaces; children served; provider type; geographic distribution; project type; funds awarded and expended; project completion; and other agreed metrics.

• Provide concise written progress reports to the City at least monthly during active program periods and a final program report at the conclusion of the pilot round.

• Summarize applicant demand, award distribution, implementation challenges, lessons learned, and recommendations for future funding rounds.

• Prepare presentation-ready materials for City management, commissions, and/or City Council as requested.

Task 9 – Project Management and Coordination

• Meet with the City Project Manager at least monthly, or more frequently during program launch, application review, and award periods.

• Maintain a current schedule, decision log, issue log, and deliverables tracker.

• Coordinate subconsultants, if any, and ensure consistent quality control across all work products.

• Provide editable electronic files for all program materials, templates, scoring tools, trackers, reports, and presentations developed under the contract.

CITY RESOURCES AND RESPONSIBILITIES

• Provide available background documents, impact-fee materials, City policies, and relevant child care planning information.

• Provide policy direction and timely review of draft program materials and recommendations.

• Coordinate City Attorney review of nexus, legal, contracting, public records, conflict-of-interest, and other legal issues.

• Make final determinations regarding program eligibility rules, award amounts, funding approvals, grant agreements, amendments, and payments.

• Provide access to relevant City staff in Parks and Recreation, Finance, City Attorney, Economic and Community Development, and other departments as needed.

• Support posting of public information through City channels and use of the City’s procurement or application platforms where applicable.

DELIVERABLES

• Project work plan and detailed implementation schedule.

• Program framework and decision memorandum identifying recommended program structure and policy choices.

• Final grant guidelines and complete application package.

• Outreach plan, outreach materials, workshops/webinars, and participation tracking.

• Applicant technical assistance protocols and activity log.

• Administrative review checklist, technical review tools, scoring rubric, reviewer forms, and funding recommendation package.

• Grant administration templates, award tracking system, payment review tools, monitoring tools, and closeout checklist.

• Monthly progress/status reports during active implementation.

• Final pilot program report with outcomes, lessons learned, and recommendations for future rounds.

• Editable source files for all deliverables.

PROJECT TERM AND BUDGET

The City anticipates a contract term of approximately 12 to 24 months, with the final schedule to be established based on the selected Consultant’s approach and the timing of program approvals and grant implementation. Proposers should identify the staffing and duration they believe are necessary to complete the scope effectively.

The City has established a consultant services budget of approximately $100,000 for this engagement.

The approximately $500,000 referenced in the Project Background is the contemplated pilot grant funding pool and is separate from the consultant services budget unless expressly stated otherwise in the final RFP. Proposals shall provide a detailed, not-to-exceed fee by task and deliverable, including hourly rates, estimated hours, subconsultant costs, reimbursable expenses, and any optional services.

PROPOSAL SUBMITTAL REQUIREMENTS

The City will not pay any cost incurred by any proposer resulting from preparation or submittal of a proposal in response to this RFP. Proposals shall remain effective for a minimum of ninety (90) days beyond the submittal date. The City reserves the right to modify or cancel, in part or in its entirety, this RFP; reject any or all proposals; and waive defects or informalities as permitted by law.

Proposals should not exceed 15 pages, excluding front and back covers, table of contents, and required forms or attachments. Each proposal shall be organized in the following order:

1. Cover Sheet and Contact Information: Provide the primary contact’s name, organization, phone number, email, and mailing address.

2. Approach and Methodology: Briefly describe the proposed approach to program design, outreach, technical assistance, application review, grant administration, monitoring, reporting, and project management. Identify any recommended refinements to the scope. Please highlight any resources associated with your organization that could support multilingual outreach and/or translation services in spoken and written forms.

3. Relevant Firm/Organization Experience: Briefly describe experience administering public or philanthropic capital grant programs, child care facility funding, provider technical assistance, public-sector contracting, and similar work. Highlight experience in San Mateo County or comparable communities.

4. Proposed Project Team: Identify the project manager and key staff/subconsultants (if any), roles, availability, relevant qualifications, and an organization chart. Designate one primary point of contact.

5. References: Provide references for comparable engagements, including client name, contact person, phone/email, project description, dates, and contract value if available.

6. Detailed Scope of Services: Provide a brief scope, deliverables, assumptions, City responsibilities, and any optional services.

7. Project Schedule: Provide a schedule from kickoff through program closeout, including major City decision points, application launch, outreach, application review, award recommendations, grant administration, and final reporting.

8. Fee Proposal: Provide a fee proposal which may include hourly rates by staff classification, estimated hours, reimbursables, subconsultants, and optional services.

9. Contract Exceptions: Identify any requested exceptions to the City’s standard Consulting Services Agreement.

10. Conflict of Interest Statement: Disclose actual or potential conflicts, including relationships with prospective child care grant applicants or organizations that could create a perceived or actual conflict in outreach, technical assistance, scoring, or award administration.

The City is accepting electronic proposal submissions. Proposers shall create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic proposal. Proposals must be submitted no later than Wednesday, September 23, 2026 at 12:00 p.m. unless otherwise stated in the final solicitation.

EVALUATION CRITERIA AND GENERAL REQUIREMENTS

https://procurement.opengov.com/signup

General Requirements of the Selected Consultant

• Enter into a contract with the City; the final RFP, proposal, negotiated scope, and related documents may be incorporated into the agreement.

• Maintain insurance coverage required by the City for the duration of the contract.

• May not assign or subcontract the whole or any part of the contract without prior written approval of the City.

• Comply with applicable federal, state, and local nondiscrimination and accessibility requirements.

• Operate as an independent contractor and not as an employee or agent of the City.

• Maintain appropriate safeguards for confidential applicant information and public records, consistent with City direction and applicable law.

• Disclose and manage actual or potential conflicts of interest involving applicants, grantees, reviewers, subcontractors, or partner organizations.

• Invoice only for authorized services actually performed, supported by task-level detail acceptable to the City.

Evaluation Criteria

Weight Component

30% Project Approach and Methodology

25% Relevant Experience and Qualifications

20% Project Team

10% Project Schedule and Capacity

10% Fee Structure and Cost Effectiveness

5% Quality and Responsiveness of Proposal

The City may conduct interviews with one or more top-ranked proposers. The City may consider interview performance, clarifications, references, proposed contract exceptions, and other relevant information when making a final selection. Selection does not obligate the City to award a contract, and the City may negotiate scope, schedule, and fees with the highest-ranked proposer.

RFP PROCESS TIMELINE

The following schedule is tentative and may be revised by the City as needed.

Milestone Anticipated Date

RFP Issued Tuesday, September 8, 2026

Deadline for Questions Monday, September 14 at 11:55 p.m.

City Response to Questions / Addendum Thursday, September 17 at 12:00 p.m.

Proposals Due Wednesday, September 23, 2026 at 12:00 p.m.

Interviews, if conducted Wednesday, September 30, 2026

Notice of Intent / Selection Week of October 5, 2026

Contract Award Tuesday, November 10, 2026

Anticipated Project Kickoff Week of November 30, 2026

ATTACHMENTS

1. City of South San Francisco Standard Consulting Services Agreement

2. RFP - City of South San Francisco Child Care Expansion Grant Program