Instrumentation and Controls Services

The City of Benicia Public Works Department is requesting proposals from qualified companies for instrumentation and controls services during the fiscal years 2026-2027 and 2027-2028. The selected proposer will enter into a contract to perform all services outlined in the attached scope of work. The contract may be renewed for two additional fiscal years (for a maximum of four total fiscal years) based on mutual agreement by the City and Consultant.

Background

The City of Benicia is a general law city located in Solano County. The wastewater system consists of an upstream collection system that includes 23 sewage lift stations and a 4.5 MGD conventional Wastewater Treatment Plant (WWTP) that discharges effluent to the Carquinez Strait. Each of the 23 sewage lift stations utilizes Schneider Electric PLC units that independently control the stations. Various information is collected and transmitted to the WWTP from each station via wireless cell technology telemetry system. The WWTP automated control system utilizes a fiber-optic network that moves information between the main SCADA computers and all in-plant PLCs and remote I/O in the treatment plant. Each PLC location is equipped with two Schneider Electric PLCs and Schneider Electric I/O racks for area-specific process control. The most recent compatible Schneider Electric software is used to program the plant and lift stations PLCs. The SCADA computers operate using hot-standby Citect SCADA software and redundant Win-911 alarm notification software. The City will maintain all associated programming and control systems licenses.

Project Details

• Reference ID: RFP# 26-057
• Department: Public Works
• Department Head: Danielle Martinez (Public Works Director)

Important Dates

• Questions Due: 2026-04-15T07:00:00.000Z
• Answers Posted By: 2026-04-22T07:00:00.000Z

Evaluation Criteria

• The ability, capacity, and skill of the Respondent to perform the Professional Services Agreement and perform the Services being requested (30 pts)
• The type of Services needed by the City in light of the nature of the project and budgetary issues; (10 pts) —

   

   

• Respondents Cost / Rate Proposal (5 pts)
• The master planning experience of Respondent (10 pts) —

   

   

• The years, number and types of projects the Respondent has previously worked on (20 pts) —

   

   

• The ability of the Respondent to effectuate the Services within the time specified, without delay; (10 pts)
• The character, integrity, reputation, judgment, experience, and efficiency of the Respondent; (20 pts)
• Whether the Respondent has satisfactorily performed the full range of Services required by this Project on other projects; (25 pts)
• Any other factor deemed to be relevant, in the City’s sole discretion. (10 pts)

Submission Requirements

• Proposal Submission Packet —

  You may use this area to upload a copy of your full submission packet.

  Please note, you will still need to fully answer all other Vendor Questions in this section and upload requirements to be deemed a responsive bidder.

• Project Organization
• Name of Subcontractors (if using) —

  If using subcontractors, you must fill in their information in the below box following this format for each subcontractor:

  1. Name of Subcontractors
  2. Address,
  3. Telephone number(s),
  4. Email,
  5. Name of responsible corporate officer(s),
  6. Office location where the majority of the day-to-day work will be accomplished.
• Project Organization Chart (required)
• Description of responsibilities (required) —

  Brief description of responsibilities of key professional personnel, emphasizing experience directly related to responsibilities on this project.

• Team Members (required) —

  Indicate which team members will participate in each area of the work.

• Approach
• Provide an approach for completing the scope of work. Discuss any unique ideas/concerns related to the project. (required)
• Level of Effort Letter (required) —

  Upload a copy of a level of effort estimate indicating an estimate of hours to complete the tasks outlined in the Scope above. The estimate should be an itemized staffing breakdown in spreadsheet form, indicating personnel classification and hours for each consultant team member and sub-consultant for each work task.

• References —

  Provide at least two (2) references for the key individuals on the project team.

• References (required) —

  Make sure to include phone and/or email contact information at a minimum for each reference.

• Resumes —

  Provide summary resumes of key professional personnel 

• Resumes (required) —

  Please upload all resumes here

• Pricing Proposal —

  The Pricing Proposal shall be for the provision of all Services under the PSA. The Pricing Proposal shall comply with the following requirements:

  1. PRICING PROPOSAL. A not-to-exceed dollar amount for all basic services required under the PSA, based on the parameters set forth in this RFP and the PSA. If Respondent believes other parameters are required to provide a not-to-exceed amount, Respondent shall specifically identify them in its Pricing Proposal.
  2. REIMBURSABLE EXPENSES. All reimbursable expenses must be included in the not-to-exceed proposed price.
  3. ADDITIONAL SERVICES. Billing rates for additional services.
  4. OVERTIME. Overtime must be included in Respondent’s not-to-exceed proposed price.
  5. TRAVEL. Travel time must be included in Respondent’s not-to-exceed proposed price.
  6. SIGNATURE. The handwritten or digital signature of the Respondent.
• Upload pricing proposal here (required)
• Pricing Proposal —

  All Respondents who are notified they are on the City’s “short list” must provide a Pricing Proposal which identifies a not-to-exceed price for all “Basic Services” work under the PSA. Short listed Respondents shall submit their Pricing Proposal to the City via the city's e-procurement portal. The Pricing Proposal shall be for the provision of all Services under the PSA. The Pricing Proposal shall comply with the following requirements:

  1. PRICING PROPOSAL. A not-to-exceed dollar amount for all basic services required under the PSA, based on the parameters set forth in this RFP and the PSA. If Respondent believes other parameters are required to provide a not-to-exceed amount, Respondent shall specifically identify them in its Pricing Proposal.
  2. REIMBURSABLE EXPENSES. All reimbursable expenses must be included in the not-to-exceed proposed price.
  3. ADDITIONAL SERVICES. Billing rates for additional services.
  4. OVERTIME. Overtime must be included in Respondent’s not-to-exceed proposed price.
  5. TRAVEL. Travel time must be included in Respondent’s not-to-exceed proposed price.
  6. SIGNATURE. The handwritten or digital signature of the Respondent.
• Pricing Proposal (required) —

  Please confirm you understand the process listed in the above question Pricing Proposal.

• Prior Litigation / Claims —
  1. Provide a description of any litigation or claims threatened or filed, or filed then settled, against Respondent in the past five years. Provide a description of any litigation or claims threatened or filed by your firm, or filed then settled, in the past five years. If the litigation or claim has been resolved, describe the resolution. If the litigation or claim is pending, describe the status.
  2. Respondent must also provide a list of all projects for which Respondent failed to complete any work awarded, with explanation of circumstances.
• Litigation Claims (required) —

  Provide a description of any litigation or claims threatened or filed, or filed then settled, against Respondent in the past five years. Provide a description of any litigation or claims threatened or filed by your firm, or filed then settled, in the past five years. If the litigation or claim has been resolved, describe the resolution. If the litigation or claim is pending, describe the status.

• Failed Project Completions (required) —

  Respondent must also provide a list of all projects for which Respondent failed to complete any work awarded, with explanation of circumstances.

• Financial and Related Information —
  1. Respondent is required to demonstrate that it is financially qualified to undertake the Services defined by this RFP. If selected, a proposing firm shall supply reviewed financial statements for the last 3 fiscal years if requested by the City.
  2. Respondent must also provide a letter from its insurance broker attesting to the willingness to provide the required insurance coverages described in the Professional Services Agreement.
• Audited and/or reviewed financial statements (required) —

  Respondent is required to demonstrate that it is financially qualified to undertake the Services defined by this RFP. If selected, a proposing firm shall supply, upon request, reviewed financial statements for the last 3 fiscal years if requested by the City.

• Letter from its insurance broker (required) —

  Respondent must confirm they're willing and able, upon request, to provide a letter from its insurance broker attesting to the willingness to provide the required insurance coverages described in the Professional Services Agreement.

• Discretionary Supplemental Materials —

  Respondent may include in its Proposal submittal, on a discretionary basis, other materials that it believes may improve the quality of its Proposal. Respondent must include an explanation of the relevancy of the other materials to the Proposal. Marketing brochures (if applicable to the specific Services for this Project) may be provided as a separate submittal.

• Discretionary Supplemental Materials —

  Please upload all Supplemental Materials here

• Agreement Requirements
• Vendor hereby agrees to sign Professional Services Agreement substantially similar to the form of Professional Services Agreement attached to the RFP, or has attached proposed modifications to the form of Professional Services Agreement as an upload to this confirmation of Acceptance. (required)
• Proposed Changes to Professional Services Agreement Terms —

  If Vendor has proposed changes to the Professional Services Agreement, you must attach them to this upload, using strikeout or underline format.

• MyCOI Registration for Insurance Tracking (required) —

  Vendor hereby acknowledges that if they are selected, they will register with the City's digital insurance tracking platform, MyCOI, and are responsible for ensuring their insurance documentation is correctly uploaded to the system, whether by the Vendor or its insurance agent. Registration invite will be sent during agreement approval stage.

• Forms
• Proposal Authorization Form (required) —

  Please upload a signed Proposal Authorization form (Attachment D) here

• Materials Upload —

  You may use this area to upload a copy of your full submission packet, or any other miscellaneous materials. However please note, you will still need to fully answer all other questions and upload requirements to be deemed a responsive bidder.

• REQUIRED FOR ALL PUBLIC WORKS PROJECTS (CUPCCAA): Advertise with Trade Journals when posting (required) —

  (You may skip this question and come back once you have created the IFB and are ready to post, but a Yes is required before posting).

  Prior to posting this solicitation, make sure to add all of the emails listed below to the "Pre-Invite List" on the project page.

  Copy & paste these into "Pre-Invite List":  support@ebidboard.com, support@construction.com, mba@marinbuilders.com, jblair@srbx.org, shurles@besonline.com, planroom@placerbx.com 

   

  For reference here's a list of Trade Journals:

  1. REQUIRED to submit to the two below:
     1. Construction Bidboard (Ebidboard): www.ebidboard.com
     2. Dodge Data & Analytics: www.construction.com 
  2. PLUS, you must pick two of the following four:
     1. Marin Builders Association: www.marinbuilders.com
     2. Sacramento Regional Builders' Exchange: www.srbx.org
     3. Placer County Contractors Association & Builders Exchange: www.pccamembers.com
     4. Builders Exchange of San Joaquin: www.bxsj.org 
• Pre-Proposal Meeting (required) —

  Yes will populate the term

  No will hide the term

• Pricing Proposal Submission Timing and Format (required) —

  First two options are specific to timing for when does pricing proposal need to be submitted.

  Last three options are specific to how the pricing proposal is submitted (allow vendor to upload their own format, or require them to enter it into an electronic table you create which allows for easier comparisons)

• (RECOMMENDED) Electronic Pricing Table (required) —

  Do you want to build and collect pricing via standardized electronic table?

  This can be in addition to, or a replacement of any pricing table/rate sheet being submitted by the bidder. Electronic pricing table is helpful for making equal comparisons across various bidder's proposals, and allows auto-scoring and easier publishing of final prices to the public. 

• Target date of vendor selection (required) —

  This will auto-populate in the RFP document, make sure to use the following format: Month Day, Year (i.e. January 15, 2022)

• Maximum length of each interview (required) —

  This will auto populate in the RFP under the Evaluation section. This time includes setup, presentation, Q&A, and take down.

• What type of agreement will this service require? (required)
• Select the evaluation criteria for your project. (required) —

  This will auto-populate your evaluation criteria section, however you can manually edit/add/remove items as needed on that page. The below list is based on the City's default list for evaluation, but you are encouraged to tailor the criteria for your project to ensure the City selects the best respondent(s) for its needs.

• Do you want to allow Vendors to submit a full Proposal packet? This will be in addition to answering the required vendor questions. (required) —

  This is a legacy option that is no longer advised, but special circumstances could call for allowing this. Please check with PSPS if you're considering allowing this.

• Is this project going to be federal funded? (required) —

  A Yes will activate the special requirements for federal funding.