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HomeMy WebLinkAbout04/01/2014 Material Testing Contract Award 2014Al?/ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: MARCH 27, 2014 SUBJECT: 2014 MATERIAL TESTING CONTRACT AWARD (NOT TO EXCEED $47,000) BACKGROUND For this year's construction season and similar to previous years, the Public Works Department requires the services of a material testing consultant. This consultant would perform material testing services for our Street Improvement Program and the various sidewalk cost -share and improvement programs. REQUEST FOR PROPOSALS In conjunction with our 2014 Street Resurfacing Program, we sought a request for proposal from five material testing consultants. The following three consultants submitted a proposal and statement of qualifications: American Geo- Engineering, Inc. Rubino Engineering, Inc. Seeco Consultants, Inc. These three consultants submitted documentation that indicated their ability to perform the necessary services. All of the consultants also included references to past work and qualifications of the personnel who will be evaluating the material samples. DISCUSSION The submittals were ranked using a 6 -point evaluation criteria form. We evaluated the consultants by considering: • Proper response to proposal request • Project understanding, implementation plan, and methods • Education and experience of key personnel Regional experience on similar projects Local experience on similar projects Proximity of the consultant's office location to the project site With a maximum best score of 18 points possible, the proposals were reviewed and rated with the following results: Rubino Engineering, Inc. 15/18 points American Geo- Engineering, Inc. 11/18 points Seeco Consultants, Inc. 8/18 points 2014 Material Testing Contract Award (Not To Exceed $47,000) March 27, 2014 Page 2 of 2 After reviewing, evaluating and ranking each submittal, we established that Rubino Engineering, Inc. of Elgin, Illinois was the most qualified. We then contacted Rubino Engineering and involved its representatives in a negotiation process which produced a proposal_ for final scope and compensation. Considering previous years, we estimate that the cost for material testing is approximately $2,700 per mile. Therefore, the estimated cost for material testing for this year's 18.8 mile program should be approximately $51,000. Based on our evaluation and our review of the final scope and compensation requirements, we have determined that Rubino Engineering, Inc. is the most qualified and can perform the necessary services at the reasonable quoted price of $47,000. The services listed in the proposal are based on estimated jobsite work hours using averages from previous years and prorated for the anticipated work for this year. Many factors can influence the actual jobsite work hours for quality assurance testing, especially weather. Rubino Engineering, Inc. has completed material testing services for the Village in conjunction with previous Street Resurfacing Programs and their work has been acceptable. RECOMMENDATION Staff recommends awarding the contract for Material Testing to the most qualified firm, Rubino Engineering, Inc. of Elgin, Illinois in an amount not to exceed $47,000. Sufficient funds exist in the current budget for this proposed expenditure. / J el Michalik I concur with the above recommendation `� - Pubfic Works Director Sean P. Dorsey JM/jm C: Public Works Director Sean P. Dorsey viiiage Engineer Jeff wuibecker H:\Engineering\Pavement\Testing\2Ol4Vanonis-Testing-l.docx