04 Staff Report.On-Call Materials Testing RFQ
PREPARED BY: WooJae Kim
Town Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/15/2020 ITEM NO: 4
DATE: December 3, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Issuance of the Request for Qualifications for On-Call Materials
Testing and Special Inspection Services and Authorize the Town Manager to
Negotiate and Execute a Consultant Services Agreement in an Amount Not-
to-Exceed $180,000 for the Services.
RECOMMENDATION:
Staff recommends that the Town Council authorize the issuance of the Request for
Qualifications (RFQ) for On-call Materials Testing and Special Inspection Services (Attachment
1) and authorize the Town Manager to negotiate and execute a consultant services agreement
in an amount not-to-exceed $180,000 for the services.
BACKGROUND:
In 2017, the Parks and Public Works (PPW) Department issued a Request for Proposals (RFP) to
establish an on-call consultant list for the materials testing services required for the Town’s
capital improvement projects. Through the RFP process, four testing firms were qualified for
the PPW on-call list. Common materials testing needed for projects included tests for concrete,
asphalt, and soil compaction, and special inspections for the installation of reinforced concrete,
foundations, structural steel welding and bolting, and structural masonry.
Historically, when specific materials testing or special inspection services are required for a
Town project, staff solicit proposals from the on-call firms, then a consultant services
agreement is negotiated with the selected firm for the project consistent with the Town’s
Purchasing Policy. This approach has resulted in an efficient selection process, reducing costs
and facilitating materials testing for unforeseen needs.
PAGE 2 OF 3 SUBJECT: Materials Testing and Special Inspections RFQ DATE: December 3, 2020
DISCUSSION:
Staff would like to retire the current on-call list. For future materials testing and special
inspection services, Parks and Public Works is proposing to issue the attached RFQ to solicit
Statements of Qualifications (SOQs) from capable firms (see Attachment 1).
From SOQs received, the Town would contract with the best qualified firm for a full one-year
term with the option to extend one additional year. The fees for the on-call services would be
negotiated upfront for the entire contract duration eliminating the need to negotiate fees for
each individual project. The services performed under the contract would be funded through
individual projects and their approved budgets on an as-needed basis. The total services
amount for the contract term would be limited to $180,000. The Town would still have the
option to contract with more than one testing and inspection firm as long as the total combined
contract amount does not exceed $180,000.
Below is a list of Town capital projects that would likely require materials testing and special
inspection services in year 2021:
- Annual Street Repair and Resurfacing
- Annual Curb, Gutter, and Sidewalk Maintenance
- Guardrail Replacement
- Traffic Signal Modernization
- Shannon Road Repair
- Building Replacement at Corporation Yard
Staff is requesting that the Town Council approve the issuance of the RFQ in Attachment 1 to
solicit SOQs from testing and inspection firms on the current on-call list and other qualified
consultants in the open market.
The following is the anticipated timeline for the RFQ process:
Milestones Anticipated Timeline
Release of Request for Proposals - December 17, 2020
Proposals Due - January 14, 2021
Oral Interviews/ Presentations (if necessary) - February 2021
Contract Negotiation & Execution - March 2021
CONCLUSION:
Approval of the staff recommendations would allow PPW to contract with the most qualified
on-call testing and inspection firm. Benefits would include reducing the number of consultant
PAGE 3 OF 3 SUBJECT: Materials Testing and Special Inspections RFQ DATE: December 3, 2020
services agreements required for materials testing and special inspection services, shorter lead
time to secure services for projects, and potential cost savings from the pre-approved fee
schedule for the term of the contract.
COORDINATION:
This report was coordinated with the Town Attorney’s Office and the Finance Department.
FISCAL IMPACT:
The consultant services agreement with the best qualified testing firm would be set at a
contract capacity amount not-to-exceed $180,000 for the first-year term. The contract would
be funded by projects requiring materials testing and special inspection services, where those
projects would be sufficiently funded for those services. There is no additional fiscal impact to
the Town.
ENVIRONMENTAL ASSESSMENT:
The recommended action is not a project as defined under CEQA, and no further action is
required.
Attachment:
1. RFQ for On-Call Materials Testing and Special Inspection Services