Title/Name/Summary
Soils and Materials Testing and Engineering RFP - Contract Amendment #2
History
In continuing efforts to ensure quality construction materials and methods are used and performed by contractors, staff utilizes the services of a construction material testing company. The current multi-year contract expires at the end of 2024 but has two option years. Although the service is primarily used in the annual Road Improvement Program and Road and Ditch Reconstruction Projects, these services have also been necessary to facilitate disposal of the village’s excavated spoils and new capital projects.
A Request for Proposals (RFP) was published on BidNet Direct from January 12, 2022, through January 26, 2022. The details of the request are as follows: a three (3) year contract, with the option to renew for two (2) additional years, for soils and materials testing and engineering in connection with public improvements construction, MFT funded projects, new construction, and infrastructure construction projects. Staff requested personnel hourly rates and unit pricing for a variety of material testing/laboratory services.
Following a review of all proposals and each firm’s qualifications, a scored evaluation found Construction & Geotechnical Material Testing, Inc. of Elk Grove Village, IL (“CGMT”) is considered to be the suitably qualified and cost-effective material testing vendor for the scope of services requested. Over the past nine (9) years, CGMT has provided excellent professional service to the Village on several different projects. Staff proposed and the Board approved the award a contract to CGMT for three (3) years of testing services, in an amount not to exceed $25,000 in 2022, and subject to Board approved budgeted amounts in 2023 and 2024. In 2024, the Board approved $25,000 again. While Legistar file 2022-0059 discussing the two (2) year renewal option, the motion in the file did not include such language. Staff has been happy with the work done by CGMT, and would like to exercise the option to extend for two (2) additional years.
The Village approved in 2023 two (2) other major construction projects, Schussler Park and Centennial Park West Venue, which used CGMT’s services to ensure the quality construction. With the projects continuing into 2024, their services are required to complete the project. The scope of work for Centennial Park West includes the following:
Centennial Park West:
1. Proof roll of subgrade of the parking lot and paths
2. Aggregate compaction testing of the parking lot and paths
3. HMA compaction testing of the parking lot and paths
4. Concrete testing and breaks
5. Structural verification of the rebar, concrete and steel for the stage
This amendment #2 is to increase the not-to-exceed amount for $15,000 for Centennial Park West Venue project in 2024. The request for additional funds was directly attributed the extensive needs for inspections of welds for the large canopy at the venue and all the concrete work involved as well.
Financial Impact
There is a total of $997,330 in contingency funds budgeted in 3000000-570700 for Centennial Park West (CPW) project, which will be applied to this expense. To date, CPW has used $846,839.75 of $997,330.00 with an estimated $50,000.00 still pending final costs.
Recommended Action/Motion
I move to approve Contract Amendment #2 to the 2022-2024 contract with Construction & Geotechnical Material Testing, Inc. of Elk Grove Village, Illinois, for Soils and Material Testing and Engineering to increase the FY 2024 not-to-exceed amount by $15,000, from $87,000 to a total 2024 not-to-exceed amount of $102,000;
AND
Exercise the option to extend the contract for two (2) additional years for 2025 and 2026 at the Board approved budgeted amount;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.