2024 and 2025 Construction Material Testing Services

Agency:	City of Dublin
State:	Ohio
Type of Government:	State & Local
Category:	56 - Construction and Building Materials H - Quality Control, Testing, and Inspection Services
Posted:	Dec 7, 2023
Due:	Dec 21, 2023
Publication URL:	To access bid details, please log in.

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Request for Proposal

December 7, 2023

The City of Dublin Engineering Department is seeking Construction Material Testing Services to

assist with the City’s capital improvement projects. The City will provide the public inspection

for the purpose of accepting the project. The consultant technician will primarily focus on

material sampling and compaction testing of embankment, aggregate base and asphalt. The

consultant will work at the direction of the Dublin City Engineer. The need for inspection is

based on the schedule of the City’s projects and will vary throughout the year.

The City will be awarding a general services contract for up to three years. Years 2 and 3 will be

the City’s decision to continue the contract after year 1 and 2. Fees for year 2 will be provided in

the proposal, fees for year 3 will be negotiated should that option be taken. The City will choose

whether to Interested firms shall provide a proposal to the City of Dublin with unit prices for the

services shown in the attached fee schedule tables. Should you provide services not shown,

please provide the appropriate rates in a separate table. Please do not modify the original tables.

In addition to the unit price rates, please provide names, resumes, availability, and experience of

the staff members you are proposing to the City. Clearly identify the intended contract project

manager. The information provided shall be the staff members the consultant intends to have

performing these services for the City.

Scope of Services

Provide Construction Material Testing Services in accordance with ODOT’s 2023 Construction

and Material Specifications (C&MS) and Manual of Procedures (MOP) as well as the 2018 City

of Columbus Construction and Material Specifications. In addition, below are the expected

responsibilities and duties of the technician. The consultant should include all pricing for

applicable work in their proposal.

1. Review work, recommend rejection of defective work or materials if necessary, perform

inspection and material testing, monitor construction progress, and observe compliance tests

as follows:

a. Conduct on-site observations of the work in progress to determine if the work is

proceeding in accordance with the Construction Documents and that completed work

will conform to the Construction Documents.

b. Report to the City representative whenever the inspector believes that any work is

unsatisfactory, faulty, defective, does not conform to the Construction Documents,

does not meet the requirements of any inspections, tests, or approval required to be

made, or has been damaged prior to final acceptance. Advise the City representative

2024 & 2025 Construction Material Testing Services

when the inspector believes work should be corrected, rejected, uncovered for

observation, requires special testing, inspection, or approval.

c. Verify that compliance tests are conducted as required by the Construction Documents

and in the presence of the required personnel, and that Contractor maintains adequate

records thereof; observe, record, and report to the City representative appropriate

details relative to the test procedures.

d. Call to the attention of the Contractor any failure of the work or materials to conform

to the Construction Documents as determined by the City or consultant.

e. Reject non-specification materials as determined by the City or consultant.

2. Provide reports monthly as follows:

a. Furnish City representative with daily reports as required for progress of the work.

Included shall be items completed, test data, and comments relative to observations

of the day’s work. Data must be submitted to the City for all tests taken.

b. Consult with City representative in advance of scheduled major tests, inspections, or

start of important phases of the work.

3. Warrant that it has the expertise and is fully qualified to perform all work undertaken pursuant

to this Proposal and that it will perform such work in accordance with customary and generally

accepted professional standards and practices. Inspectors shall have the following

qualifications and certifications for pertinent testing (e.g. asphalt, concrete, etc.).

a. 12 months of construction experience

b. ODOT Flexible Pavement

c. ACI Concrete Field Technician, Grade 1

d. NICET Level I

4. Maintain accurate records of general account showing all charges and expenses incurred in

the performance of the services herein. The selected firm agrees to permit the City and/or

its independent auditors to have access, upon reasonable notice and during regular business

hours, to inspect or copy such records at the City’s sole expense.

5. Upon completion of the work or termination of the contract, promptly submit all field data,

field notes, inspector's daily reports, construction reports, compliance test results and/or

reports, marked field drawings, and any related project data and information to the City.

6. Provide personnel furnished with cellular telephone communication equipment, to enable

continuous monitoring, instruction or other conversation as required on a daily basis.

7. All personnel are to be equipped by the consultant with the necessary inspection or testing

equipment for all assignments as identified by the City’s Project Manager.

8. All personnel are to be provided by the consultant with a business card identifying the

individual, representative firm, and general office/mobile telephone numbers.

9. Exercise the following limitations of authority except upon written instruction by the City

representative:

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2024 & 2025 Construction Material Testing Services

a. Shall not authorize any deviation from the Construction Documents or approve any

substitute materials or equipment.

b. Shall not issue instructions contrary to the Construction Documents.

c. Shall not exceed limitations of testing authority as set forth in the Construction

Documents and governing specifications.

d. Shall not undertake any of the responsibilities of Contractor, Subcontractor, or

Contractor's Superintendent, or expedite the work.

e. Shall not be responsible for the means or methods of construction and shall not advise

on or issue directions relative to any aspect of the means, methods, techniques,

sequences or procedures of construction unless such is specifically required in the

Construction Documents.

f. Shall not be responsible for safety of the contractor's personnel nor issue directions

as to safety precautions and programs in connection with the work.

g. Shall not be liable for defective work, acts of omission, or operating procedures of the

Contractor.

10. The City shall:

a. Provide the consultant with any additional information including approved Final Plans,

cut sheets, reports, Standard Construction Drawings and Specifications, maps and tax

maps insofar as the information is available or may be secured by the City.

b. Bear the cost of furnishing the information indicated above as a cost separate and

apart from fees paid to the consultant.

Project Schedule & Budget

Construction Material Testing Services will be needed from January 15, 2024 through December

31, 2024. The option to extend the contract for a second (2025) and third year (2026) will be

made at the discretion of the City. All 2024 and 2025 unit prices will be based on the fee schedule.

Unit prices for 2026 (if the City selects the option) will be increased by no more than 4% of 2025

unit prices. This work will be compensated on a per hour basis and invoices that are based off of

the unit prices established in the attached tables. Monthly invoices are to include all the significant

and related details that demonstrate the inspectors work.

City Project Manager

The City’s Project Manager will be Mark Grady, Engineering Technician II – Division of

Engineering.

Proposal Submittal and Process

Proposal Requirements

1. Letter proposals will be accepted and shall include the resumes of proposed technicians.

2. Electronic submission is preferred.

3. Please note: All material submitted in accordance with this RFP becomes property of the City

and will not be returned.

4. Letter proposals shall be limited to 10 pages, including the fee schedule.

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2024 & 2025 Construction Material Testing Services

Proposal Content and Evaluation Criteria - Evaluation of the proposals, and selection of the

firm to provide these professional consulting services, will be based on the following criteria:

1. Firm and Individual Qualifications: Consultant shall submit information sufficient to inform

the City of Dublin of the firm’s and individual project team member’s qualifications

sufficient to complete the project to industry standard of care.

2. Capacity to Perform the Work

a. Consultant shall submit a statement of understanding for the work to be

performed, as well as Consultant’s planned approach to the Scope of Services.

b. Consultant shall submit a statement of understanding for successfully completing

this project within the established timeframe.

3. Compensation

a. All professional services will be provided on a time and material basis. Consultant

shall submit a detailed Fee Schedule to be used for this project based on the tables

attached with this document.

b. The fee schedule shall include the labor classification, hourly rate, total labor costs

and any equipment costs.

c. Engineer review costs shall not exceed more than 50% of billed time used by the

field inspection staff to perform testing services and is anticipated to be well under

this threshold the majority of the time.

4. References: Consultant shall provide references to demonstrate the following:

a. Quality, responsiveness, timeliness and cost of work previously performed for

other municipalities.

b. Completeness and thoroughness of past work performed.

c. Accuracy of previous estimates for professional marketing services.

d. Capabilities of key technical personnel who were assigned to perform and complete

the work.

e. Capabilities of key technical personnel from any sub-consultants who will be

assigned to perform any work on this project.

f. Ability of the consulting firm to meet schedules and deadlines.

g. Ability of the consulting firm to control costs and meet budgets.

h. Ability of the consulting firm, its principals and key technical personnel to

communicate and cooperate with clients.

5. Evaluation Criteria

a. Evaluation of the Proposals and selection of the firm to provide these requested

professional consulting services will be based on the following criteria:

Criteria

Firm & Individual Qualifications

Capacity to Perform work

Project Approach

Compensation

References

Total

Percentage

100

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2024 & 2025 Construction Material Testing Services

Proposal Deadline - Proposals are due December 21, 2023 at 3:00 p.m. Proposals delivered

after this deadline will not be considered.

Proposal Selection - The City of Dublin will use a Selection Committee to review and evaluate

the proposals. From this process, the City may select the winning proposal. If a clear decision

cannot be made, or if the Selection Committee needs further clarification, the City reserves the

right to shortlist the proposals. The shortlisted firms will be contacted to provide additional

information to participate in a meeting or interview. The Selection Committee plans to make the

final selection by January 5, 2024.

Interested firms should submit their proposals to:

Mark Grady

Engineering Technician II

City of Dublin

6555 Shier Rings Road

Dublin, OH 43016

Phone: 614.571.8438

Email: mgrady@dublin.oh.us

Legal Considerations

Acceptance or Rejection of RFP - The City reserves the right to accept or reject any or all

RFPs received as a result of this request. The City also reserves the right to waive any informality,

technical defect or clerical error or irregularity in any RFP. Additionally, the City may, for any

reason, decide not to award an agreement as a result of this RFP. The City reserves the right to

cancel this RFP. The City shall not be obligated to respond to any responses submitted, nor be

legally bound in any manner by the submission of the RFP.

Addenda and Interpretation – No Consultant will be allowed to modify the content of the

proposal at any time after the submission deadline, except in direct response to a request from

the City for clarification or for an oral interview, provided that the modification will not result in a

substantive amendment to the proposal.

The City shall not be responsible for nor be bound by any oral instructions or interpretations or

explanations issued by the City or its representatives. Should discrepancies or omissions be found

in this RFP or should there be a need to clarify the RFP, you may request clarification via written

request to:

Mark Grady

Engineering Technician II

City of Dublin

6555 Shier Rings Road

Dublin, OH 43016

Phone: 614.571.8438

Email: mgrady@dublin.oh.us

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2024 and 2025 Construction Material Testing Services

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