Project Information

Bid Title

Special Event Support Services 2026

Issuing Agency

City of San Mateo

Location

California

Published Date

Mar 18, 2026

Closing Date

Apr 8, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Title:	Special Event Support Services 2026
Category:	ALL OPEN RFPs
Status:	Open

Description: The City of San Mateo solicits proposals for a Special Event Support Services vendor to provide event staging and audio/visual support for citywide events. Closes on Wednesday, April 8, 2026, by 5:00 pm. Publication Date/Time: 3/18/2026 12:00 PM Closing Date/Time: 4/8/2026 5:00 PM Contact Person: Christine Peralta cperalta@cityofsanmateo.org (650) 522-7478 Related Documents: RFP for Special Event Support Services 2026 Standard Agreement for Services (14)- Special Event Support Services

Attachment Preview

Request for Proposals

City of San Mateo

Special Event Support Services 2026

City of San Mateo

330 W. 20th Avenue

San Mateo, CA 94403

RFP Issued: Wednesday, March 18, 2026

Proposal Deadline: Wednesday April 8, 2026

Submission Options:

1) Electronic: Email one PDF with the subject line “Special Event Support Services RFP” to

Christine Peralta at cperalta@cityofsanmateo.org

2) Printed: Deliver or mail to San Mateo City Hall – City Manager’s Office, 330 W. 20th

Avenue, San Mateo, CA 94033. Must be received (not postmarked) by the deadline.

1. Introduction

The City of San Mateo (the City) is accepting proposals from qualified Staging and Audio/Visual

Support Services in accordance with the included specifications, terms, and conditions shown in

this Request for Proposal (RFP). Prospective respondents are advised to read this

information carefully prior to submitting a proposal.

One (1) signed original of the proposal must be mailed to the Parks and Recreation Department

on or before Wednesday , April 8, 2026. In addition, a pdf copy of the proposal must be emailed

to cperalta@cityofsanmateo.org no later than 5:00pm on April 8, 2026. Proposals shall be

submitted in a sealed envelope clearly marked “Special Event Support Services RFP” and

addressed to:

Parks and Recreation Department

City of San Mateo

330 West 20 th Avenue

San Mateo , CA 94403

Questions regarding this RFP are to be directed by e-mail to: Christine Peralta, Community

Services Supervisor at cperalta@cityofsanmateo.org. Such contact shall be for clarification

purposes only. Material changes, if any, to the scope of services or proposal procedures will

only be transmitted by written addendum. Answers to submitted questions shall be provided to

each of the firms invited to submit proposals.

2. Background

The City of San Mateo, incorporated in 1894, is the largest municipality in San Mateo County,

California with a population of approximately 103,350. It is one of the larger suburbs of the San

Francisco Peninsula, and when traveling on U.S. Highway 101, San Mateo is approximately 30

minutes from downtown San Jose, Oakland, and 25 minutes from downtown San Francisco.

The City of San Mateo is a charter city and has a Council-Manager form of government. The

City Council is comprised of five district-elected council members, who rotate annually as Mayor.

The City Manager is appointed by the Council and serves as the chief executive officer

responsible for the day-to-day administration of City affairs. The Council also appoints a City

Attorney. There are seven advisory boards and commissions appointed by the Council.

The City provides a wide range of municipal services including police, public works, parks and

recreation, library, planning and zoning, building inspection, code enforcement, affordable

housing, sewer system, street maintenance, economic development, and general administrative

services. The City shares a consolidated Fire Department with the cities of Foster City and

Belmont.

3. Scope of Services

a. The City has prepared an outline of services included in this RFP, which includes:

ii) Event name, date, time and location

iii) Staging

iv) Dance Floor

v) Audio/Visual

2026 Special Event Support Services

Request for Proposal

Page 2 of 11

vi) Additional labor costs (if any)

A guide to proposing a Scope of Services is included as Attachment A .

4. Submittal Guideline s

The following guidelines are provided for standardizing the preparation and submission of

proposals. The intent is to assist respondents in the preparation of their submissions and to

assist the City by simplifying the review process providing standards for comparison of

submissions.

Statements submitted in response to this RFP shall include a complete response to the

requirements in this section in the order presented. Statements should be a straightforward

delineation of the respondent’s capability to satisfy the intent and requirements of this RFP and

should not contain redundancies and conflicting statements.

Each Bidder shall submit one (1) hard copy of the Bid package. Said Bids shall be delivered to

the San Mateo City Clerk, c/o Christine Peralta, 330 W. 20th Avenue, San Mateo, California

94403, no later than 5:00 pm, April 13, 2026.

Bids shall be opened and read by a City representative, and said City representative shall report

the results of the bids to the Director of Parks and Recreation, at which time the Director may

award the contract to the bidder whose demonstrated experience, competency, and pricing

represent the best value for the City; or as the City's interest may dictate, Director may exercise

its right to modify the award or reject any or all bids.

City Clerk ’s Office

City of San Mateo

330 West 20 th Avenue

San Mateo, CA 94403

Proposals shall contain the following information in the order listed:

a. Cover letter

The cover letter should be addressed to:

Parks and Recreation Department

City of San Mateo

330 West 20 th Avenue

San Mateo, CA 94403

The letter should state the proposer’s name, mailing address, telephone number, and

contact name. The letter shall address the proposer’s understanding of the project based

on this RFP and any other information the proposer has gathered. The proposer shall

include a statement discussing the proposer’s interest and qualifications for this type of

work. A principal of the company authorized to legally bind the company shall sign the

letter.

2026 Special Event Support Services

Request for Proposal

Page 3 of 11

b. Table of Contents

The proposer shall insert a comprehensive table of contents denoting sections three (3) through

eleven (11) of the proposal as indicated below.

c. Qualifications and Experience

Describe the proposer’s capability for actually undertaking and performing the work as described

in this RFP. Include qualifications of each key team member. List types and locations of similar

work performed by the proposer in the last two (2) years that best characterizes the quality and

past performance. Describe experience with similar events and positive references from

previous clients.

vii) Experience, as Applicable to the Proposal

List up to five (5) comparable projects (e.g., staging, audio, dance floor, tenting, or other event

support services for special events) with dates, client names, service scope, and locations that

have been completed within the past two (2) years.

d. Work Plan, Scope of Work, Performance Standards

The work plan should indicate the proposer’s ability to meet each specification as outlined in this

document. The work plan should address the items of work as described in this RFP. The plan

should be simple, easy to read and follow, and addresses and satisfies the scope of work and

services listed in this RFP.

e. Conflict of Interest Statement

The proposer shall disclose any activities and financial, business, and other relationships of the

firm that might create a conflict of interest for the proposer or City. Proposer shall describe the

facts, legal implications, and possible effects of said conflicts sufficient to permit the City to

appreciate the significance of the conflict and to grant any conflict waiver, if appropriate and

necessary. Conflict information is further delineated in the provided Professional Consultant

Services Agreement. Proposer further agrees to complete any statements of economic interest if

required either by City ordinance or State law.

f. Insurance

Show proof of insurance for the insurance requirements shown in the City of San Mateo’s

Professional Consultant Services Agreement provided as Attachment 2.

g. Supportive Information/References

This section may include graphs, charts, photos, resumes, references, etc. in support of the

proposer’s qualifications. Include names and current phone numbers of references. References

may be contacted as part of the selection process.

h. Pending Litigation

Describe in detail any recent, current or pending litigation involving the proposer’s operation of

Special Event Support Services. Attach additional descriptive material, if necessary.

2026 Special Event Support Services

Request for Proposal

Page 4 of 11

i. Best Performance

Indicate briefly why you consider your firm to be the best to perform this contract. Please

indicate any new or creative ideas that would provide the City with high-quality, safe, efficient

and responsive services in the provision Special Event Support Services.

j. Costs

This section should include the cost for requested services outlined in the Scope of Work.

Proposers are encouraged to provide pricing proposals on both a flat fee and “time and

expense” basis. Proposers submitting flat fee proposals may specify separate fees for the

Special Event Support Services portion of the services described below.

No cost increases shall be passed onto the City after the proposal has been submitted.

k. Changes to Standard Contract

The City’s Professional Consultant Services Agreement is included with this proposal as

Attachment 2. Any requested changes to the Professional Consultant Services Agreement

must be addressed in advance by inclusion in the proposal. If a proposing firm does not

include any proposed changes or objections, those objections will be deemed waived.

l. Service and support

All Consultants shall explain how all on-going service and support shall be handled by

the Consultant and the City.

5. Withdrawal or Modifications of Proposals

Any proposal may be withdrawn or modified by a written request signed by the Consultant and

received by the Parks and Recreation Department prior to the final time and date for receipt of

proposals. Once the deadline is past, Consultants are obligated to fulfill the terms of their

proposal.

6. Open Records

Upon delivery, each proposal will be subject to all applicable open records laws, including but

not limited to the California Public Records Act. Firms submitting agree to hold the City harmless

if such information is released, knowingly or not.

7. Proposal Acceptance and Rejection

The City reserves the right to accept any proposal, to reject any and all proposals, or to call for

new proposals if such action is determined to be in the best interests of the City, such

determination to be made in the sole discretion of the City. In addition, the City may award the

contract to other than the lowest proposal if deemed such award is determined to be in the City’s

best interests, such determination to be made in the sole discretion of the City.

8. Proposal Evaluation and Award

2026 Special Event Support Services

Request for Proposal

Page 5 of 11

Commodity Codes

• NAICS 561920Convention and Trade Show Organizers
• NAICS 561990All Other Support Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.