Development and Review of Field and Court Use Policies

The County of San Mateo Parks Department is issuing an informal Request for Proposals (RFP) for the development and review of field and court use policies for Flood County Park in Menlo Park, California. The primary objective is to engage a qualified consultant to comprehensively assess and improve the department's current athletic field and court use policies, with a focus on creating an equitable fee structure comparable to nearby jurisdictions. Key deliverables include a policy assessment memorandum, best practices and benchmarking summary, recommended policy updates with draft language, recommended fee schedules with supporting analysis, a comprehensive final report, and presentation materials. The scope of work requires the consultant to evaluate current policies' effectiveness, identify gaps and inefficiencies, research national and regional best practices, and develop recommendations addressing user eligibility, allocation priorities, seasonal usage, tournament policies, maintenance standards, and equity considerations. Proposals will be evaluated based on project approach (25 points), firm qualifications (20 points), team qualifications (25 points), and price (30 points) using a low-cost reward methodology. The RFP was released on January 12, 2026, with questions due by January 20, 2026 at 5:00 p.m., and proposals must be submitted electronically by January 27, 2026 at 5:00 p.m. through the County's eProcurement system. The contract term is one year, with no pre-proposal conference or site visit scheduled.

The RFP includes procurement preference provisions favoring local businesses and non-profits, offering a five percent preferential point advantage to qualifying local entities, with additional three to five percent preferences for small and micro businesses or non-profits. Proposers must demonstrate a minimum of four years of similar services within the last seven years and confirm they are not excluded, suspended, or debarred from the System for Award Management. Pricing is to be submitted on a line-item basis for three primary components: Policy Review & Recommendations, Fee Study & Recommendations, and Final Report & Presentation, with optional services including implementation support, staff training, and community outreach facilitation. Contract approval depends on the total value, with Board of Supervisors approval required for contracts exceeding $200,000, and department head approval sufficient for lesser amounts. Proposers selected for contract award must comply with the Levine Act regarding campaign contribution disclosures to County officers. While no specific budget range is explicitly stated, the procurement process suggests flexibility in pricing and a focus on comprehensive policy development for the San Mateo County Parks Department's extensive park system, which serves nearly three million visitors annually across 24 parks and recreation areas covering over 16,000 acres.