Title
Report regarding a resolution authorizing a Consulting Services Agreement with the Child Care Coordinating Council of San Mateo County (4Cs) in an amount of $100,000, plus a $10,000 contingency, for a total authorized amount not to exceed $110,000 for the design and administration of the City of South San Francisco Child Care Expansion Grant Program, and amending the Parks and Recreation Department’s fiscal year 2026-27 operating budget pursuant to Budget Amendment Number 27.023 to appropriate $610,000 for consultant services and pilot grant awards. (Angela Duldulao, Deputy Director of Parks and Recreation).
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RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager or designee to execute a Consulting Services Agreement with the Child Care Coordinating Council of San Mateo County (4Cs) in an amount of $100,000, plus a $10,000 contingency, for a total authorized amount not to exceed $110,000 for the design and administration of the City of South San Francisco Child Care Expansion Grant Program, and amending the Parks and Recreation Department’s Fiscal Year 2026-2027 Operating Budget pursuant to Budget Amendment Number 27.023 to appropriate $610,000 for consultant services and pilot grant awards.
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BACKGROUND/DISCUSSION
The City of South San Francisco has demonstrated a longstanding commitment to supporting and expanding access to quality child care services for local families. As the community continues to grow, the City recognizes the importance of investing in child care facilities to help meet increasing demand.
The City's Child Care Impact Fee was established in 2001 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 fiscal year (FY) 2024-25 Annual Impact Fee Report, the City estimates a need for 2,138 additional child care spaces by 2040 to maintain current service levels associated with growth and development. As of June 30, 2025, the Child Care Impact Fee Fund balance was approximately $16.7 million, with approximately $12.5 million appropriated toward major preschool facility projects, particularly the Westborough Preschool Project.
In addition to these larger capital investments, the City is developing a pilot Child Care Expansion Grant Program to support facility improvements that create or expand licensed child care spaces. The program is intended to provide funding opportunities for licensed child care centers and family child care homes to undertake improvements that allow them to serve additional children.
Staff proposes an initial pilot grant funding allocation of $500,000, subject to City Council approval of the associated budget amendment. Through this pilot program, the City seeks to establish an accessible, transparent, equitable, and accountable process for distributing grant funds while evaluating opportunities for future expansion.
Request for Proposals and Consultant Selection
On Tuesday, September 8, 2026, the City issued a Request for Proposals (RFP) seeking qualified firms or organizations to assist with the design, implementation, and administration of the Child Care Expansion Grant Program. Proposals were due on Wednesday, September 23, 2026. The City received five proposals from the following organizations:
• Booth Management Consulting, LLC
• Child Care Coordinating Council of San Mateo County (4Cs)
• Early Childhood Solutions, LLC
• Rusch Co., Inc.
• Upwards Care, Inc.
The evaluation process consisted of two phases. The first phase involved a review of written proposals. An evaluation panel consisting of representatives from the Parks and Recreation Department reviewed the proposals based on the criteria established in the RFP, including project approach and methodology; relevant experience and qualifications; project team; project schedule and capacity; fee structure and cost effectiveness; and quality and responsiveness of the proposal. The average scores from Phase 1 are as follows:
Consultant Average Score
(out of 100 points)
4Cs of San Mateo County 93
Upwards Care, Inc. 85
Early Childhood Solutions, LLC 83
Booth Management Consulting, LLC 81.5
Rusch Co., Inc. 74
Based on the initial proposal evaluations, the four highest-ranked proposers were invited to participate in interviews during the week of September 28, 2026. The interviews provided an opportunity for the evaluation panel to further assess each organization's qualifications, experience, and proposed approach to implementing the grant program. Interviews were evaluated based on the following criteria:
• Relevant experience and understanding of the assignment
• Outreach, accessibility, and provider engagement
• Program design, technical assistance, and compliance support
• Project team, capacity and resources
• Cost
• Implementation approach and risk management
• Overall presentation
A summary of the Phase 2 interview scores is provided below:
Consultant Average Score
(out of 30 points)
4Cs of San Mateo County 28.5
Booth Management Consulting, LLC 25
Upwards Care, Inc. 19.5
Early Childhood Solutions, LLC 18.5
Based on the evaluation process, staff recommends the selection of 4Cs of San Mateo County to provide grant program design and administration services.
4Cs demonstrated a strong understanding of the City's objectives and the unique considerations associated with administering capital improvement grants for licensed child care providers, particularly in San Mateo County. 4Cs proposes to perform the work through Build Up San Mateo County (Build Up SMC), an initiative housed within 4Cs that is dedicated to preserving, expanding, and improving high-quality child care and early learning facilities across San Mateo County. Notably, Build Up SMC has experience with grant and fund administration to child care providers in San Mateo County, including infrastructure grants. Most recently, Build Up SMC awarded approximately $385,000 in 2025 through its Build Up Green Spaces (BUGS) Infrastructure and Resilience Grant Program, which funded facility repairs, interior upgrades, capacity expansion, emergency preparedness, and climate resilience improvements. Grant recipients included six licensed child care centers and 27 family child care homes, with individual awards ranging from approximately $4,500 to $15,000.
Proposed Scope of Work
The selected consultant will work closely with the Parks and Recreation Department and other City staff to develop and administer a pilot grant program that supports the creation or expansion of licensed child care spaces within South San Francisco.
The proposed scope of services includes, but is not limited to, the following activities:
• Program Design and Guidelines: Develop the grant program framework, including eligibility requirements, funding priorities, eligible project types, grant award structure, application materials, and program procedures.
• Outreach and Provider Engagement: Develop and implement outreach strategies to inform licensed child care centers and family child care home providers about funding opportunities, with an emphasis on accessible and inclusive communications.
• Applicant Technical Assistance: Provide guidance and assistance to prospective applicants regarding program eligibility, project development, application requirements, and supporting documentation.
• Application Review and Evaluation: Establish application review procedures, objective scoring criteria, and evaluation tools; coordinate application review; and prepare funding recommendations for City consideration.
• Grant Administration: Support preparation of grant agreements, documentation requirements, award tracking, and reimbursement or payment review procedures.
• Project Monitoring and Compliance: Monitor funded projects for progress, completion of approved improvements, compliance with applicable program requirements, laws and regulations, and achievement of intended child care capacity outcomes.
• Reporting and Program Evaluation: Track grant expenditures, project completion, and child care spaces created or expanded; prepare progress reports and a final evaluation with recommendations for future grant funding rounds.
4Cs will coordinate with City staff throughout implementation, including review of program guidelines and grant recommendations. Final program policies, grant awards, and funding approvals will remain under the City's authority.
The proposed agreement is anticipated to cover approximately 18 months, beginning in mid-November 2026 and concluding in June 2028, subject to the finalization of contract documents and the implementation schedule. 4Cs proposes to complete the scope of work for $100,000, inclusive of professional services, administrative costs, and applicable reimbursable expenses. Staff recommends an additional $10,000 in contingency contract authority to address unforeseen program administration needs, resulting in a total authorized amount not to exceed $110,000.
FISCAL IMPACT
The proposed Consulting Services Agreement with 4Cs is $100,000. An additional $10,000 in contingency contract authority is requested, resulting in a total authorized amount not to exceed $110,000.
The consultant services budget is separate from the $500,000 proposed for the pilot grant awards. The proposed action authorizes consultant services for program design and administration and appropriates funding for future grant awards but does not, by itself, authorize individual grant awards. The process for reviewing and approving individual grant awards will be developed by 4Cs in coordination with City staff, consistent with applicable City policies and approval requirements.
Funding for consultant services and grant awards will be provided through the City's Child Care Impact Fee Fund.
Thus, the Parks and Recreation Department seeks to amend its FY 2026-27 operating budget pursuant to Budget Amendment Number 27.023 as follows:
Budget Amendment Number 27.023
Appropriate $610,000 from the Childcare Impact Fee Fund to amend the Parks and Recreation Department Operating Budget by $610,000.
Consulting Services $100,000
Consulting Services Contingency $10,000
Grant Allocation for Child Care Providers $500,000
TOTAL $610,000
RELATIONSHIP TO CITY COUNCIL PRIORITIES ACTION PLAN
The Child Care Expansion Grant Program supports the City's commitment to expanding access to child care services and addressing community needs associated with residential and employment growth. By investing in improvements to existing child care facilities and supporting licensed child care providers, the program is intended to help increase the availability of child care spaces, support working families, and strengthen the community's child care infrastructure.
This program advances the City Council Priorities Action Plan in the major focus area of Quality of Life by continuing to implement the Child Care Master Plan through the expansion of child care spaces in South San Francisco.
ASSOCIATED DOCUMENTS
1. 4Cs of San Mateo County Proposal
2. Consultant Evaluation Score Summary
3. Child Care Expansion Grant Program Request for Proposals
4. Presentation