Request for Qualifications- On-Call Information Technology Services

REQUEST FOR QUALIFICATIONS
ON-CALL INFORMATION TECHNOLOGY SERVICES
City of Dublin
Statements of Qualifications must be received by: Friday, October 30, 2026, 4:00 p.m.
Steve Windsor, Information Technology
100 Civic Plaza
City of Dublin, CA 94568
Statements of Qualifications will be evaluated on the following weighted criteria: a) reputation and
experience of the firm (25%), b) ability to accomplish the scope of services (30%), c) ability to rapidly
provide services (25%), d) references (10%), and e) rates (10%).

Request for Qualifications
For
On-Call Information Technology Services
Overview
The City of Dublin is seeking Statements of Qualifications (SOQs) from qualified firms to provide
information technology (IT) support services on a time-and-materials (T&M), task-order basis. The City's
current IT services agreement expires December 31, 2026, and the City intends to enter into new
agreement(s) effective January 19, 2027. Pursuant to Dublin Municipal Code Chapter 2.36, consultant and
professional services contracts are awarded on the basis of demonstrated competence and qualifications.
Services are organized into the six service categories described below. The City anticipates awarding
agreements to multiple firms (approximately three to six) in order to cover all service categories. Firms
may submit qualifications for one or more categories and must clearly identify the categories for which
they are submitting. The initial agreement term is anticipated to be three (3) years, with the option to
extend for up to two (2) additional years.
Project Description - Scope of Services:
Category 1 - General IT Support Services. Citywide IT support currently billed at a single flat hourly rate
for all services, including:
* Network engineering and support, onsite and remote (Cisco switching, Meraki wireless)
* Systems administration - Microsoft Windows Server, Active Directory, Microsoft 365, Microsoft
Exchange, and the Microsoft back-office application stack (Word, Excel, Office suite)
* Virtualization and infrastructure engineering - VMware and Dell VxRail hyperconverged
infrastructure
* IT security support - Microsoft security stack, hardening, monitoring, and incident response
assistance
* Database administration
* Desktop and endpoint support
* IT project management, vendor coordination, and staff augmentation during vacations and
extended leaves
Category 2 - Citywide Network Security. Network security services across City networks and facilities,
including segmentation, hardening, monitoring, vulnerability management, and incident response
support. Includes acting as technical liaison with the City's 24x7 managed detection and response (MDR)
provider during security incidents and disaster recovery situations, and security support for specialized
networks such as the traffic operations network.
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Category 3 - Traffic Operations Network Security and Support. Security, maintenance, monitoring, and
troubleshooting of the City's traffic operations network, performed in coordination with Public Works,
City traffic engineering staff, and third-party traffic system vendors. Includes support of the City's
Advanced Traffic Management System (ATMS) software environment. Familiarity with traffic-grade
networking equipment (EtherWAN and Actelis) is desired.
Category 4 - Field Services, Wiring, and Smart Hands. On-site field work on City buildings, traffic, and
other City-owned infrastructure and projects, including low-voltage wiring and cabling, limited electrical
work, and smart-hands support of field network equipment, including approximately 86 field network
switches (EtherWAN and Actelis).
Category 5 - Physical Security Systems: Access Control, Video Surveillance, and Alarm/Intrusion
Detection. On-call consulting, design, installation, and support of electronic physical security systems for
City facilities, including access control/badging systems and related hardware and software, video
surveillance and camera systems, intrusion detection and alarm systems (including
monitoring/integration), and automatic gate systems. Includes coordination with the City's Information
Technology Department for network-connected security devices.
Category 6 - Electrical Services. General on-call electrical support for City facilities and infrastructure,
including electrical maintenance, troubleshooting, and repair; installation and repair of electrical panels,
circuits, and fixtures; and emergency electrical repair services.
City Environment:
* Approximately 100 City employees (FTE)
* Approximately 50 Police Department contractors
* Approximately 100 MCE (contract maintenance personnel) and other third-party vendor
personnel with limited City network access and City-issued equipment
* Traffic Operations Center supporting approximately 86 field network switches (EtherWAN,
Actelis) and an Advanced Traffic Management System (ATMS)
* Citywide physical security systems, including access-controlled doors, video surveillance cameras,
and intrusion alarm systems at City facilities
Desired Qualifications: Relevant industry certifications (e.g., Cisco, Microsoft, VMware, security); public-
sector/municipal experience. For Categories 3, 4, and 6, familiarity with traffic-grade networking
equipment (EtherWAN, Actelis) and industrial/field networking environments is desirable. For Category
4, demonstrated experience maintaining and repairing structured copper and fiber cable plant, including
fusion splicing, OTDR testing, and cable certification, and experience working in outdoor and roadside
communications cabinets. For Category 6, demonstrated experience maintaining UPS, power distribution,
grounding, and enclosure systems supporting network and communications equipment. For Category 5,
demonstrated experience integrating access control, video surveillance, and intrusion detection/alarm
systems. Personnel assigned to systems containing Police Department data may be required to complete
fingerprint-based background checks (CJIS compliance).
Considerations:
All work will be performed on a time-and-materials basis and assigned by task order; the City does not
guarantee any volume of work. Hardware and equipment purchases are NOT included in the resulting
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agreement(s); equipment is procured under separate purchase orders. Adjustments require a written
request from the Consultant and City approval. Agreements exceeding $100,000 require approval by the
Dublin City Council. Selected firms and any subcontractors must obtain and maintain a City of Dublin
business license.
Process and General Conditions
1. Proposers shall submit one (1) electronic copy (PDF) of their Statement of Qualifications to:
Steve Windsor
Information Technology
100 Civic Plaza
Dublin, CA 94568
IS@dublin.ca.gov
Electronic copies shall be submitted by emailed PDF or a link to a file-sharing service. Hardcopies
will not be accepted.
2. Deadline for submitting the Statement of Qualifications is Friday, October 30, 2026, at 4:00 p.m.
via email only to Steve Windsor at IS@dublin.ca.gov. Late submissions will not be accepted.
3. The City will not pay for any costs incurred in preparation and submission of the proposals or in
anticipation of a contract. The format of submittals is at the discretion of the Proposer.
Schedule for RFQ Process
October 1, 2026 Request for Qualifications posted to the City website
October 9, 2026 Deadline to submit questions to City of Dublin (email only)
October 23, 2026 Addendum posted, if required
October 30, 2026 Statements of Qualifications are due no later than 4:00 p.m. to
IS@dublin.ca.gov ONLY. Late submittals will not be accepted.
Week of November 9, 2026 Interview firms (optional)
January 19, 2027 Consulting Services Agreement(s) scheduled for approval by the Dublin
City Council.
(Tentative dates, subject to change)
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RFQ Submittal Requirements
Please prepare and organize your Statement of Qualification based on the requirements provided below.
Any other information you would like to include should be placed in a separated section at the back of
your Statement of Qualification. Please note however that the RFQ submittal is limited to twenty (20)
pages maximum, single-sided, 8 12 x 11, in 12-point font. Page limit excludes a table of contents, tabbed
dividers, resumes, and the rate schedule.
Interested firms are requested to submit one electronic copy of their Statement of Qualifications as
follows:
1. Enclose a cover letter not to exceed one page, describing the firm's interest and commitment to
perform work necessary to provide on-call information technology services as described in this
RFQ. The person authorized by the firm to negotiate a contract with the City of Dublin shall sign
the cover letter. Please include this cover letter within document and not as a separate page.
2. State the qualifications and experience of the firm/individual(s). Please emphasize the specific
qualifications and experience with engagements of similar scope and complexity.
3. Provide at least three references from recent work (previous five years) similar to the services
outlined in this request for qualification. Please include a brief description of the work performed
and the role your firm performed. Reference information shall include: Name, Address, Contact,
Title, Phone Number, and Term of the Contract.
4. List key staff members, including identification of the Principal-in-Charge and Project
Manager/primary point-of-contact. Include each team member's availability, including all existing
committed hours, and the ability of being able to complete the project in time and budget.
5. Describe your approach to providing on-call services under this RFQ, including response-time
capabilities, escalation procedures, and staffing approach.
6. Identify the service categories (1-6) for which your firm is submitting qualifications.
7. Provide a compensation rate schedule for all proposed services, included as a separate section at
the end of the SOQ (rates will be scored separately from qualifications). The City currently
procures Category 1 services at a single flat hourly rate; firms may propose a single blended rate
or rates by labor category.
8. Provide confirmation of your firm's ability to meet the City's Standard Consulting Agreement and
insurance requirements. Exceptions to the Agreement and insurance requirements shall be
specifically noted in the Proposal.
Please provide your Statement of Qualifications no later than Friday, October 30, 2026 by 4:00 p.m.
Submit by email to:
City of Dublin, Information Technology
Attention: Steve Windsor
100 Civic Plaza
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Dublin, California 94568
IS@dublin.ca.gov
Any Proposal submitted after the stated deadline will not be accepted for consideration.
Standard Consulting Agreement:
It is anticipated that the services covered by the Agreement resulting from this solicitation will be
performed on a time-and-materials fee basis for a specified scope of work. The term of the agreement
will begin January 19, 2027, with an anticipated initial term of three (3) years and the option to extend for
up to two (2) additional years.
A sample of the City's Standard Consulting Agreement (Agreement), including insurance requirements, is
provided as Attachment A.
If the interested firm desires to take exception to the Agreement and/or insurance requirements, the
interested firm shall clearly identify proposed changes to the Agreement and furnish the reason for these
changes, which shall be included in the qualification. Exceptions will be taken into consideration in
evaluating Proposals. Otherwise, the interested firm is to state in the proposal that the Agreement and
insurance requirements are acceptable.
Exceptions not included in the SOQ will not be considered.
Conflict of Interest
Proposer agrees that, for the term of this contract, no member, officer or employee of the City of Dublin,
or of a public body within Alameda County or member or delegate to the Congress of the United States,
during his/her tenure or for one year thereafter, shall have any direct interest in the contracts or any
direct or material benefit arising therefrom.
Proposers must provide a list of any potential conflicts of interest in working for the City of Dublin. This
must include, but is not limited to, a list of your firm's clients who are the following: private clients located
or operating within the City of Dublin limits, Dublin San Ramon Services District, US Army Camp Parks
and/or the County of Alameda, and a brief description of work for these clients. Proposers must also
identify any other clients (including public entities) that may pose a potential conflict of interest, as well
as a brief description of work you provide to these clients.
This list must include all potential conflicts of interest within the year prior to the release of this RFQ as
well as current and future commitments to other projects.
Principals and those performing work for City of Dublin may be required to submit a California Fair Political
Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial
conflicts of interest. For additional information, proposers should refer to the FPPC website at
http://www.fppc.ca.gov/Form700.html.
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Equal Employment Opportunity
Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry, physical
handicap, medical condition, or marital status either discriminate or permit discrimination against any
employee or applicant for employment in any manner prohibited by Federal, State or local laws. In the
event of Proposer non-compliance, the City of Dublin may cancel, terminate or suspend the Contract in
whole or in part. Proposer may also be declared ineligible for further contracts with the City of Dublin.
Proposer shall take affirmative action to ensure that applicants are employed, and that employees are
treated during their employment, without regard to their race, religion, color, sex, or national origin. Such
action shall include, but not be limited to the following: employment, upgrading, demotion or transfer;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Proposer and its sub-consultants shall
post in conspicuous places, available to all employees and applicants for employment, a notice setting
forth the following provisions [29 U.S.C. 623, 42 U.S.C. 2000, 42 U.S.C. 6102, 42 U.S.C. 12112, 42
U.S.C. 12132, 49 U.S.C. 5332, 29 CFR Part 1630, 41 CFR Parts 60 et seq.].
Governing Law
This RFQ summarizes the applicable laws and governance; when in conflict, applicable State/Federal
guidelines shall apply. The contract and legal relations between the parties hereto shall be governed and
construed in accordance with the laws of the State of California.
Insurance Requirements
The Contractor shall provide insurance coverage as follows in conformance with the City of Dublin's
requirements:
General Liability Insurance $1,000,000
Automobile Liability Insurance $1,000,000
Professional Liability Insurance $2,000,000
Workers' Compensation Insurance $1,000,000
Cyber Liability / Technology E&O Insurance $1,000,000
Review and Selection Process
The City reserves the right to make the selection based on its sole discretion. A subcommittee selected by
City Staff will evaluate Statements of Qualifications provided in response to this RFQ using the weighted
criteria listed under Selection of Consultant below. Rate schedules will be scored separately from
qualifications. Informal interviews may be conducted by City staff, and more than one firm may be
selected.
Based on input from this review process, a recommendation will be made to the City Manager. The City
Manager will make a recommendation to the City Council for award of contract services.
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The City reserves the right to award a contract to the firm(s) that the City feels best meets the
requirements of the RFQ. The City reserves the right to reject any and all Proposals prior to execution of
the Agreement, with no penalty to the City.
Selection of Consultant
Submitted Statements of Qualifications will be evaluated and scored using the following weighted criteria:
* Reputation and experience of the firm - 25%
* Ability to accomplish the scope of services - 30%
* Ability to rapidly provide services / responsiveness - 25%
* References - 10%
* Rates - 10%
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Attachment A
Standard Consulting Services Agreement
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
[NAME OF PROFESSIONAL CONSULTANT]
FOR
[NAME OF PROJECT]
THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and
__________________ ("Consultant") (together sometimes referred to as the "Parties") as of
____________, 20__ (the "Effective Date").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on _______________, unless the term of the Agreement is otherwise terminated or
extended, as provided for in Section 8. The time provided to Consultant to complete the
services required by this Agreement shall not affect the City's right to terminate the
Agreement, as referenced in Section 8. Notwithstanding the foregoing this Agreement may
be extended on a month to month basis for up to 6 months upon the written consent of the
Consultant and the City Manager, provided that: a) sufficient funds have been appropriated
for such purchase, b) the price charged by the Consultant for the provision of the services
described in Exhibit A does not increase. None of the foregoing shall affect the City's right
to terminate the Agreement as provided for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Subsection 1.2 above and to satisfy Consultant's obligations hereunder.
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Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed
________________, notwithstanding any contrary indications that may be contained in Consultant's
proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event
of a conflict regarding the amount of compensation between this Agreement and Consultant's proposal, the
Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the
time and in the manner set forth herein. The payments specified below shall be the only payments from
City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to
City in the manner specified herein. Except as specifically authorized by City in writing, Consultant shall
not bill City for duplicate services performed by more than one person.
Consultant and City acknowledge and agree that compensation paid by City to Consultant under this
Agreement is based upon Consultant's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequently, the Parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. No individual performing work under this Agreement shall
bill more than 2,000 hours in a fiscal year unless approved, in writing, by the City Manager
or his/her designee. Invoices shall contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
The beginning and ending dates of the billing period;
A Task Summary containing the original contract amount, the amount of prior billings,
the total due this period, the balance available under the Agreement, and the
percentage of completion;
A copy of the applicable time entries or time sheets shall be submitted showing the
following:
Daily logs of total hours worked by each individual performing work under
o
this Agreement;
Hours must be logged in increments of tenths of an hour or quarter hour;
o
If this Agreement covers multiple projects, all hours must also be logged
o
by project assignment; and
A brief description of the work, and each reimbursable expense.
o
The total number of hours of work performed under the Agreement by Consultant and
each employee, agent, and subcontractor of Consultant performing services
hereunder;
The Consultant's signature;
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