On-call as-needed temporary IT staffing services

REQUEST FOR PROPOSAL (RFP)
for On-Call As-Needed Temporary
Information Technology Staffing
Services, RFP No. ISD-2026-01
ADDENDA
Prospective bidders are responsible for reviewing any
published addenda regarding this bid at
ebmud.com/business-center
CONTACT
Shane Johnson, Management Analyst II
(510) 287-1629
shane.johnson@ebmud.com
RESPONSE DUE
May 1, 2026
5:00 p.m. PST
SUBMIT ELECTRONICALLY TO*
Shane Johnson, EBMUD
shane.johnson@ebmud.com
*Hardcopy proposals will not be accepted
375 ELEVENTH STREET . OAKLAND . CA 94607-4240 . WWW.EBMUD.COM/BUSINESS-CENTER/

EAST BAY MUNICIPAL UTILITY DISTRICT
RFP for On-Call As-Needed Temporary Information Technology Staffing Services, RFP No. ISD-2026-01
TABLE OF CONTENTS
I. STATEMENT OF WORK
A. SCOPE
B. PROPOSER QUALIFICATIONS
C. SPECIFIC REQUIREMENTS
D. STAFFING PROCESS, DELIVERABLES, AND REPORTING
II. CALENDAR OF EVENTS
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
B. EVALUATION CRITERIA/SELECTION COMMITTEE
C. PRICING
D. NOTICE OF INTENT TO AWARD AND PROTESTS
E. INVOICING
IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
B. SUBMITTAL OF RFP RESPONSE
C. RESPONSE FORMAT
ATTACHMENTS
EXHIBIT A - RFP RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - GENERAL SERVICES AGREEMENT
EXHIBIT D - IRAN CONTRACTING ACT CERTIFICATION
EXHIBIT E - INFORMATION TECHNOLOGY SECURITY INFORMATION TO BE EXCLUDED FROM
PUBLIC RECORDS ACT REQUESTS
REV 3/26/25

ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
I. STATEMENT OF WORK
A. SCOPE
It is the intent of this Request for Proposal (RFP) to solicit proposals from firms qualified
to provide on-call, as-needed temporary information technology (IT) staffing services to
the East Bay Municipal Utility District ("District").
The District intends to award a three-year contract to the Proposers who best meet the
District's requirements. District will, at its sole discretion, allocate work to each selected
Proposer to most efficiently and economically satisfy the District's needs. Work
assignments may be distributed among awarded Proposers based on factors including,
but not limited to, qualifications, availability, past performance, and price.
The Information Systems Department (ISD) plans to enter into agreements with
qualified staffing firms that specialize in providing cost-effective, highly skilled
professional and technical consultants to support a broad range of IT initiatives and
operational needs. These agreements will enable ISD to obtain professional staffing
resources on an as-needed basis across a wide spectrum of IT disciplines, including, but
not limited to, IT strategy and planning, information architecture, systems and business
analysis, software engineering and development, data management, quality assurance,
web support, consulting, and project management. Consultants may be engaged to
support both existing and new technology projects utilizing platforms and technologies
such as AWS, Azure, Google Cloud, Salesforce, Windows, Linux, mobile platforms, Java,
C#, .NET, JavaScript, Ruby, Python, SQL and PL/SQL, PeopleSoft/PeopleTools, ArcGIS,
Microsoft Power Platform, PowerShell, UNIX/Linux shell scripting, R, JIRA, Intune, Jamf,
Docker, vCenter, and similar tools, as well as emerging technologies including
Generative AI and Agentic AI.
ISD serves as the centralized support organization for information technology and
services at the District. The department maintains distributed and centralized
computing environments, supports field operations and departmental users, and
oversees the District's telecommunications infrastructure. Through these staffing
agreements, ISD seeks to ensure continued delivery of reliable, secure, and innovative
technology solutions that support the District's mission and operational needs.
This RFP and any resulting contract do not guarantee any minimum amount of work,
assignments, or compensation. Services will be requested by the District on an as-
needed basis, and the District makes no representation as to the volume, frequency, or
value of work that may be assigned. The District reserves the right to assign work to one
or more Proposers or to perform such work using its own staff.
RFP NO. ISD-2026-01
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ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
B. PROPOSER QUALIFICATIONS
1. Proposer Minimum Qualifications
a. Proposer, Proposer's principal, or Proposer's staff shall have been
regularly engaged in the business of providing information technology
professional services for at least five (5) years.
b. Proposer shall possess all permits, licenses, and professional credentials
necessary to perform services as specified under this RFP.
c. Proposer shall meet the following experience and reference requirements:
(1) The Proposer shall demonstrate that it currently supports at least
three (3) current billing clients.
(2) Proposer shall provide at least three (3) client references,
preferably from public agencies, demonstrating relevant experience
within the past two (2) years, including current contact information.
C. SPECIFIC REQUIREMENTS
1. Proposer's organization must have pre-screened, qualified, trained, and/or
certified (as applicable) staff to provide information technology services.
2. Proposer shall provide District with qualified personnel that have the expertise
required to assist District in all aspects of information technology services. The
services listed below represent a broad range of potential needs. Proposers are
not required to provide all services and may propose to provide any combination
of these services, which include, but are not limited to:
a. Application Development & Maintenance
(1) Custom application development
(2) Web and mobile applications
(3) Low-code / no-code platforms
(4) Application enhancements, upgrades, and maintenance
(5) Application integration and APIs
b. Application Performance Management
(1) Application performance monitoring
(2) End-to-end transaction monitoring
(3) Application dependency mappings
(4) Service level monitoring
c. Data, Analytics & Business Intelligence
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ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
(1) Database administration and development
(2) Data engineering and ETL
(3) Business intelligence and reporting
(4) Data analytics and visualization
(5) Data governance and data quality support
d. Infrastructure, Cloud & Platform Services
(1) Server and storage administration
(2) Network engineering and operations
(3) Cloud architecture and administration (IaaS, PaaS, SaaS)
(4) Virtualization and container platforms
(5) Backup, disaster recovery, and high availability
e. Cybersecurity & Information Assurance
(1) Security architecture and engineering
(2) Security operations (monitoring, incident response)
(3) Identity and access management (IAM)
(4) Risk management, compliance, and governance
(5) Vulnerability management and penetration testing support
f. Enterprise Systems & Business Applications
(1) ERP and enterprise application support
(2) Asset management systems
(3) Financial, HR, and procurement systems
(4) Customer information and billing systems
(5) System configuration, upgrades, and integrations
g. IT Project, Program & Portfolio Management
(1) Project and program management
(2) Business analysis
(3) Product management
(4) Change management and organizational readiness
(5) PMO support services
h. Quality Assurance & Testing
(1) Test planning and test case development
(2) Manual and automated testing
(3) Performance and load testing
(4) User acceptance testing (UAT) support
(5) Test environment coordination
i. IT Operations & Service Management
(1) IT service management (ITIL-based support)
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ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
(2) Incident, problem, and change management support
(3) Monitoring and operational support
(4) Configuration and asset management
(5) Process improvement and documentation
j. End-User Computing & Service Desk Support
(1) Help desk and service desk support
(2) Desktop and laptop support
(3) Mobile device support
(4) VOIP & Teleconference support
(5) Application and access support
(6) Onsite and remote user support
k. Specialized & Emerging Technologies
(1) Geographic Information Systems (GIS)
(2) Internet of Things (IoT) and operational technology (OT) support
(3) Artificial intelligence and automation
(4) Integration with operational and field systems
(5) Emerging technology assessments and pilots
3. Proposer shall screen and provide qualified personnel with proven experience in
the discipline required. The screening process shall be completed prior to
assignment start and shall include, but not be limited to, a criminal background
check, a verification of education, work experience, and applicant references.
a. It is Proposer's responsibility to conduct a thorough criminal background
check on all personnel assigned to any District facility.
b. Proposer shall adhere to federal, state, and privacy protection laws when
conducting background checks and provide the required waivers,
authorizations, notices, disclosures, and releases. If Proposer uses an
outside company to conduct background checks, Proposer shall only use
registered, licensed investigators.
c. A copy of the written verification that the personnel has passed Proposer's
background checks must be provided to District upon request.
(1) District reserves the right to perform its own background check in
addition to any checks provided by the Proposer.
4. Proposers are required to ensure that temporary personnel have necessary
standard equipment and materials to provide services under this proposal. Due
to the District's operational needs and statutory requirements, including but not
limited to security and privacy concerns, temporary personnel will receive
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ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
District-issued secured electronic devices (laptops, phones, etc.), as necessary, to
be used for the provision of services. Upon completion of any engagement for
any reason, all electronic devices issued to temporary personnel shall be
returned to District. District personnel will coordinate the return of the devices at
that time.
5. Proposer must provide at least one account manager/primary contact person
("Primary Contact Person") to provide staffing services support to District. The
Primary Contact Person will be responsible for communicating with District
regarding the placement of temporary personnel and the following items:
a. Receive and acknowledge District requirements for each assignment.
b. Report monthly on activities and progress of various assignments.
c. The performance management of temporary personnel, including
coaching and performance feedback while the temporary personnel are
on an assignment with District.
d. Be an escalation point for any issues involving staff and service delivery.
6. Proposer must have a process for replacing individuals that are not qualified or
problematic as determined by the District. This process will have no cost to the
District.
a. Personnel Acceptance
District reserves the right to decline the Proposer's initial or replacement
personnel whom the District may deem to be unsuitable for the
assignment. Proposer agrees that staff placements will be mutually
acceptable to District and Proposer.
b. Skills Assessment
District shall be allotted a two-week assessment period for all temporary
IT staff proposed and assigned under this RFP. During this assessment
period, District will evaluate the assigned personnel's knowledge, skills,
and experience relative to the applicable job title and duties, and
assignment requirements.
If, within the two-week assessment period, District determines that the
assigned personnel does not meet the qualifications or skill level of the
approved job title and duties and provides written notice to Proposer,
Proposer shall only be eligible to bill District at a rate consistent with the
job title and duties, as determined by District, that most closely reflects
the level of knowledge and skills actually demonstrated by the assigned
personnel, as set forth in Proposer's approved rate schedule.
RFP NO. ISD-2026-01
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ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
Any replacement of assigned personnel required by District shall be
performed in accordance with Proposer's replacement process and at no
cost to District.
D. STAFFING PROCESS, DELIVERABLES, AND REPORTING
1. Staffing Process Overview
The District anticipates utilizing the following process for obtaining services under
this RFP:
* District issues a written "Request for Temporary Staff" identifying the
required skill set, scope of services, anticipated duration, and other
assignment details.
* Proposer submits a Staffing Response Packet including proposed personnel,
resumes, and screening documentation.
* District evaluates candidates and may conduct interviews.
* District selects candidate(s) and notifies the Proposer.
* Proposer submits a Scope of Work (SOW), subject to District approval.
* Upon approval, personnel begin work.
2. Request for Temporary Staff
Proposer(s) will receive a written "Request for Temporary Staff" from District for
specific work to be performed. The Request for Temporary Staff will include:
* Required skills and experience
* Description of services
* Desired start date
* Estimated length of the assignment
* Name and title of the District representative serving as the contact person
* Work hours
* Reporting location
* Any additional required forms or agreements
District intends to provide at least two (2) weeks' notice for staffing requests. The
District may request expedited staffing support, including same-day or next-day
candidate availability. Proposers shall describe their ability to respond to such
expedited requests in their proposals.
3. Staffing Response Packet Requirements
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ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
Within one (1) week of receiving a Request for Temporary Staff, Proposer(s) shall
return a detailed Staffing Response Packet that includes:
a. Scope of services, contract price rates, deliverables, and timeline
b. Resumes of qualified personnel
c. Documentation verifying proposed personnel has passed the screening
process (e.g., background checks)
d. Personnel that are readily available for interview by District
Prior to accepting the recommendation, the District may interview candidates via
phone, virtual meeting, and/or in person.
4. Candidate Selection and Assignment
District shall evaluate Staffing Response Packets and may assign work to a
specific Proposer based on qualifications, availability, and/or price.
5. Scope of work (SOW) Requirements
Selected Proposer shall submit a Scope of Work (SOW) for each assignment. The
SOW must be approved by the District prior to the commencement of services.
The SOW shall be submitted in an electronic format and should contain the
following:
(1) DISTRICT DEPARTMENT and WORK LOCATION - Name of District
Department and physical address where Proposer's personnel is
working;
(2) SOW# - Proposer's tracking number
(3) HIRING MANAGER - Name of District user who requested the
Proposer's personnel;
(4) JOB TITLE - Title of the personnel hired;
(5) PERSONNEL NAME - Name of the individual supplied by the
Proposer and working at the District;
(6) START DATE - Date the individual will begin working at the District;
(7) SOW DURATION - The amount of time in weeks or months
requested by the District for the hired personnel;
(8) END DATE - Projected end date when the personnel will stop
working;
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ON-CALL AS-NEEDED TEMPORARY INFORMATION TECHNOLOGY STAFFING SERVICES
(9) HOURS - Number of hours for the SOW;
(10) RATE - The agreed-upon rate for the personnel supplied; and
(11) TOTAL SOW AMOUNT - Total dollar amount of the SOW for the
individual.
6. SOW Administration and Notifications
Proposer shall:
* Provide advanced notification to the District when 80% of the total value
of a particular SOW has been reached or exceeded.
* Ensure all personnel assignments align with approved SOW terms
7. Approval and Workflow Requirements
All approval and signing processes related to personnel must be conducted
electronically and the process must be implemented by the Proposer.
a. SOW Approval Process. Proposer shall provide an online approval and
signing workflow for SOW approvals and signatures by authorized District
personnel (e.g., Chief Information Officer, Information Services Manager).
(1) Documents shall not be manually downloaded for approval or
signing
(2) District users shall automatically get a copy of the signed
documents once all signers have completed signing
b. Timesheet Approval Process. Proposer shall provide an online approval
and signing workflow for timesheet approvals.
(1) Documents shall not be manually downloaded for approval or
signing
(2) District approvers and personnel should automatically get a copy of
the signed documents once all signers have completed signing
8. Reporting Requirements
Proposer shall provide a monthly report of activity for all active SOWs, including,
but not limited to:
(1) DISTRICT DEPARTMENT - Name of the District Department where
Proposer's personnel is working;
(2) SOW# - Proposer's tracking number for the personnel;
RFP NO. ISD-2026-01
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