Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Emma Gonzalez, Interim Parks Director
Subject: Agreements with Specified Contractors for the Delivery of On-Call Construction Management Services
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board of Supervisors to execute agreements with Capital Program Management, Inc. and Cumming Management Group for the delivery of on-call construction management services, in an amount not to exceed $500,000 per agreement, for a combined aggregate amount not to exceed $1,000,000, for the term of August 25, 2026 through August 24, 2029, with an option to extend each agreement for two additional one-year terms exercisable at the County’s sole discretion; and
B) The Parks Director, or the Parks Director’s designee, to execute amendments to each of the agreements to modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate per agreement), and/or to modify each agreements’ terms and/or services, so long as the modified term(s) and/or services is/are within the current or revised fiscal provisions.
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BACKGROUND:
The San Mateo County Parks Department (“Department”) manages a park system comprised of 24 parks and recreation areas, more than 16,000 acres of land, approximately 200 miles of trail, ten playgrounds, nine campgrounds, three regional trails, one marina, tidepools, and numerous picnic and reservation areas. The diversity of park settings allows the park system to support a variety of recreational opportunities including hiking, walking, running, horseback riding, dog walking, cycling/mountain biking, camping, birdwatching, picnicking, playing on playgrounds, and more.
To be effective stewards of the parks, the Department regularly maintains and improves park facilities and infrastructure. These projects often require, among other things, the preparation of detailed project designs, securing of permits and approvals, and completion of mitigation and monitoring activities. To increase the efficiency in which these projects are completed, the Department engages qualified contractors to provide on-call services.
Most recently, in early 2023, the Board of Supervisors authorized agreements with 32 qualified contractors to provide various on-call professional services for Department projects, with terms that originally extended through early/mid 2026, in an aggregate not-to-exceed amount of $18,500,000.
DISCUSSION:
In the winter of 2026, the Department evaluated its priorities and forecasted its needs for professional on-call construction support services. Using this information, on March 9, 2026, the Department publicly posted Request for Proposals (“RFP”) No. 2026-RFP-00391, undertaking a competitive solicitation for on-call construction management services. The RFP closed on March 30, 2026 and, in response, the Department received 12 proposals.
After a review of all 12 proposals, the Department identified two (2) firms with which it desired to enter into agreements for the requested on-call construction management services: Capital Program Management, Inc. and Cumming Management Group. Each agreement for on-call services would include a maximum fiscal obligation of $500,000, for a combined aggregate maximum fiscal obligation of $1,000,000, for the term of August 25, 2026 through August 24, 2029, with an option to extend each agreement for two additional one-year terms exercisable at the County’s sole discretion (“On-Call Agreements”).
Under the On-Call Agreements, each contractor may be selected for specific projects by the Department and task orders may be issued to the firms on an as-needed basis over the next three to five years, depending on the County’s renewal options. The task orders will detail, among other things, the requirements of the project, scope of work, and a not-to-exceed amount. Fees for individual task orders for specific projects or the sum of the fees for the various task orders, should the firm be assigned to more than one project, will not exceed the maximum fiscal amount of the agreement.
The County Attorney’s Office has reviewed and approved the resolution and agreements as to form.
PERFORMANCE MEASURE:
|
Measure |
FY 2026-27 |
FY 2027-28 |
FY 2028-29 |
|
Contractor shall maintain compliance with applicable laws, regulations, contract requirements, County procedures, insurance requirements, and professional standards of care |
100% |
100% |
100% |
COMMUNITY IMPACT:
Approval of the On-Call Agreements will support the Department’s ability to efficiently deliver capital improvement and infrastructure projects within the County parks system by providing on-call construction management services as needed. These services will help ensure that projects are completed in accordance with applicable standards for quality, safety, budget, and schedule while minimizing disruptions to park operations and visitors.
Timely access to professional construction management expertise will enhance the County's capacity to maintain and improve park facilities, trails, recreational amenities, and supporting infrastructure that serve residents and visitors throughout San Mateo County. Well-managed projects contribute to safe, accessible, and resilient parks that promote recreation, environmental stewardship, and community well-being.
The On-Call Agreements support the County's commitment to providing high-quality public facilities and services by enabling the Parks Department to respond efficiently to project demands and advance capital improvements that benefit the community.
FISCAL IMPACT:
The term of each On-Call Agreement is from August 25, 2026 through August 24, 2029, with the County’s sole option to extend the term for up to two additional years. The not-to-exceed amount for each agreement is $500,000, with a combined/aggregate maximum not-to-exceed amount of $1,000,000. The funding for the above-described, as needed projects will vary from project to project. The various individual task orders or projects will be funded through previously approved and appropriated projects within the Parks Department’s FY 2026-27 Recommended Budget. Future projects and task orders will be budgeted accordingly. There is no impact on the General Fund.
ATTACHMENT:
RFP Table