Title/Name/Summary
Soils and Materials Testing and Engineering RFP - Contract Amendment
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. Although the service is primarily used in the annual Road Improvement Program and Road and Ditch Reconstruction Projects, these services are also necessary to facilitate disposal of excavated spoils.
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. 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 found Construction & Geotechnical Material Testing, Inc. of Elk Grove Village, IL (“CGMT”) 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, with the option to renew for two (2) additional years, 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.
In 2023, the Village approved two (2) other major construction projects, Schussler Park and Centennial Park West Venue, which used CGMT’s services to ensure the quality construction. Their services are required to complete the projects. The scope of work for each project includes the following:
Schussler Park:
1. Proof roll of subgrade of the field and parking lot
2. Aggregate compaction testing of the parking lot
3. HMA compaction testing of the parking lot
4. Concrete testing and breaks
5. Rebar inspection for the curbing and retaining wall
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
The proposed amendment would increase the not-to-exceed amount by an estimate of $15,000 for Schussler Park and $15,000 for Centennial Park West Venue Project, or a total of $30,000 for 2024.
The Village is expected to award the Athletic Maintenance Facility and the Range/EOC Facility in 2024. A similar scope of work will be required for these projects as well.
As such, this amendment would also increase the not-to-exceed amount at an estimate of $12,000 for Athletic Maintenance Facility and $20,000 for Range/EOC Facility, or an additional total of $32,000 for 2024.
Financial Impact
There is a total of $1.6M in contingency funds budgeted in 3000000-570700 for the Schussler Park and Centennial Park West projects, which will be applied to this expense. To date, Schussler Park has used $289,683.24 of $1,071,100.00 with an estimated $26,000.00 still pending final costs and CPW has used $320,274.66 of $997,330.00 with an estimated $265,000.00 still pending final costs. There are also project funds to include contingency funds budgeted in 3008010-570100 and 3008010-490990 for the Athletic Maintenance Facility and Range/EOC Facility projects, which will be applied to this expense.
Recommended Action/Motion
I move to approve waiving the bid process;
AND
Approve an amendment to 2022-2024 contract with Construction & Geotechnical Material Testing, Inc. of Elk Grove Village, Illinois, for Soils and Material Testing and Engineering to increase the not-to-exceed amount by $62,000, for a total not-to-exceed amount of $87,000 in 2024;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.