Title/Name/Summary
Soils and Materials Testing and Engineering RFP- Award
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 expired at the end of 2021. Although the service is primarily used in the annual Road Improvement Program and Fernway Road and Ditch Reconstruction Project, these services are also necessary to facilitate disposal of the Village’s excavated spoils. Additionally, other Village construction projects have occasionally benefitted from these services, which will continue the assurance of quality construction throughout the Village.
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.
Through BidNet, eight (8) vendors were sent a courtesy email. Sixty-eight (68) entities viewed the solicitation, seven (7) vendors fully downloaded the documents, and three (3) proposals were submitted electronically for consideration.
The electronic proposals were evaluated for completeness by the Finance Department on Friday, January 28, 2022 (Proposal Responsiveness check attached). Unit prices from the three (3) vendors are summarized in the attached tabulation. One (1) proposer failed to include the unit price tabulation, and therefore, in fairness to the firm, contact was made to request the missing information.
Following a review of all proposals and each firm’s qualifications, a scored evaluation (attached) 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. Note that SEECO Consultants, Inc. generously and smartly offered a discount of no travel time cost, given that its office is located in Tinley Park, IL. Therefore, the SEECO job costing would be all on-the-job hours. This discount effectively makes the daily costs of personnel equal to the other proposers, despite the higher hourly cost of SEECO personnel. However, the per-test cost of CGMT testing services are lower for nearly every testing item.
Over the past nine (9) years, CGMT has provided excellent professional service to the Village on several different projects. It is staff’s recommendation that CGMT be awarded a contract for three (3) years of testing services, with the option to renew for two (2) additional years, in an amount not to exceed $25,000 in 2022.
Financial Impact
The Fiscal Year 2022 Board approved Capital Improvement Budget has funds available in line item 054-0000-471250 CP-1015.
Recommended Action/Motion
I move to approve the proposal from Construction & Geotechnical Material Testing, Inc. of Elk Grove Village, Illinois, for Soils and Material Testing and Engineering in the amount not to exceed $25,000 in 2022, and subject to Board approved budgeted amounts in 2023 and 2024;
AND
To authorize the Village Manager to execute all related contracts, subject to Village Attorney review.