CC Resolution 13113 - Authorizing Issuance of a RFQ for Materials Testing On-Call Services RESOLUTION NO. 13113
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING THE ISSUANCE OF A REQUEST FOR QUALIFICATIONS (RFQ) FOR MATERIALS
TESTING ON-CALL SERVICES; APPROVING AND AWARDING A CONTRACT TO THE MOST
QUALIFIED CONSULTANT; AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO NEGOTIATE
THE TERMS OF THE CONSULTANT SERVICES AGREEMENT, AND THE CITY MANAGER TO
EXECUTE SAID AGREEMENT
WHEREAS, materials testing is used to provide quality assurance, soils and construction materials
sampling, testing, and laboratory services for projects under design and/or construction and is performed in
accordance with the City's Quality Assurance Program to ensure compliance with standard plans and
specifications; and
WHEREAS, all sampling and testing must be performed by a certified laboratory in accordance with
procedures established by Caltrans Testing Methods (CTM), or a national recognized standard such as,
American Association of State Highway and Transportation Officials (AASHTO), or American Society for
Testing and Materials (ASTM), etc.; and
WHEREAS, scope and cost of materials testing services differ from project to project depending on the type
and requirements of the project; and
WHEREAS, samples are tested and analyzed in certified material testing laboratories using specialized
equipment by certified personnel with appropriate training; and
WHEREAS, the City does not have the capability nor resources to perform these materials testing services
in-house, therefore, must rely on qualified consultants to provide such services; and
WHEREAS, on May 17, 2019, the City entered into an on-call agreement with RMA Group (RMA)for a term
of three years with a not-to-exceed total amount of$250,000; and
WHEREAS, on April 5, 2022, the City Council amended the agreement via Resolution 12814, extending the
term of the original contract for an additional two years and increasing the not-to-exceed amount from
$250,000 to a total amount of$500,000; and
WHEREAS, to date, approximately $467,000 of the contract has been expended for materials testing to
support eleven projects; and
WHEREAS, the five-year service agreement term with RMA will expire on May 16, 2024; and
WHEREAS, the Caltrans' Local Assistance Procedures Manual (LAPM) limits consultant service
agreements to a maximum term of five years and to ensure uninterrupted materials testing services are
available, a new contract is currently required; and
WHEREAS, to determine the materials testing needs for the next three to five years, the adopted FY2024-
28 CIP provides an indication of funded projects requiring materials testing services; and
WHEREAS, for the first three years, the cost of materials testing services is estimated at approximately
$300,000, roughly $100,000 per year with variance based on the number of task orders issued per year;
and
WHEREAS, it is anticipated that materials testing services will be necessary beyond the three years; and
WHEREAS, staff recommends engaging the consultant initially for a three-year term and should the
performance satisfy the scope of services, have the option to extend for an additional two years for a
maximum cumulative five-year term, not to exceed the federally allowable term limit for service agreements;
and
WHEREAS, the agreement in place will not only serve locally funded projects but also those with
federal/state grant funds because the federal procurement process was followed; and
WHEREAS, an on-call service agreement allows for efficiencies to begin materials testing services when
needed without having to go through the lengthy procurement process for each project, especially for those
with federal/state grant funds; and
WHEREAS, materials testing services to be provided by the consultant under contract with the City will be
performed under individual purchase orders funded by the associated projects.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby authorizes
the issuance of a Request for Qualifications (RFQ) for Materials Testing On-Call Services; approves and
awards a contract to the most qualified consultant, in an amount not-to-exceed $300,000 for an initial term
of three years with the option to extend the term for an additional two years at $200,000 for a total term of
five years with a cumulative not-to-exceed amount of$500,000; and, authorizes the Public Works Director
to negotiate the initial terms of the Consultant Services Agreement and any amendments thereafter, and
the City Manager to Execute said agreement and amendments.
PASSED AND ADOPTED this 6th day of February, 2024, by the following roll call vote:
AYES: Council Members: Bybee, Furtado, Scozzola, Lopez, Landry
NOES: Council Members: None '
ABSENT: Council Members: None
APPROVED:
Susan M. Landry, ayor
ATTEST:
(210:4446
Andrea Sanders, City perk