On-Call Quality Assurance and Compliance Testing (#24PW014)

Agency:	City of Prescott
State:	Arizona
Type of Government:	State & Local
NAICS Category:	541330 - Engineering Services 541380 - Testing Laboratories 541611 - Administrative Management and General Management Consulting Services 541620 - Environmental Consulting Services 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Mar 8, 2024
Due Date:	Mar 28, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Request for Proposal

For

On-Call Quality Assurance and Compliance Testing

MAYOR AND COUNCIL:

Phil Goode, Mayor

Connie Cantelme, Council Member

Lois Fruhwirth, Council Member

Ted Gambogi, Council Member

Brandon Montoya, Council Member

Eric Moore, Council Member

Cathey Rusing, Council Member

CITY CLERK:

Sarah Siep

Request for Proposals (RFP)

On-Call Quality Assurance and Compliance Testing

DESCRIPTION: The City of Prescott, Arizona, requests proposals from qualified materials

engineering and testing laboratories to provide quality assurance and compliance testing for

related services on an on-call basis. The work is to be performed in the City of Prescott for

the purpose of determining compliance with technical requirements for Public Works capital

improvement projects that will be constructed. This work is independent of contractor quality

control testing.

MANDATORY PRE-BID CONFERENCE: Monday, March 4, 2024, at 1:00PM. City of

Prescott Public Works Department.

BID OPENING: Thursday, March 28, 2024, at 2:00pm City Council Chambers 201 N.

Montezuma Street, 3rd floor, Prescott, Arizona 86301

In accordance with local and State law, sealed bids will be received by the Office of the City

Clerk at 201 N. Montezuma Street, Suite 302, Prescott, Arizona 86301, until 2:00pm on

the date specified above, for the services specified herein. Bids will be opened and read aloud

at the above noted date, time, and location. Any bid received at or after 2:00pm on the

referenced date will be returned unopened.

The City of Prescott reserves the right to accept or reject any or all bids, and/or some or all of

the alternates bid, and waive any informality deemed in the best interest of the City and to

reject the bids of any persons who have been delinquent or unfaithful in any contract with the

City.

This solicitation, full submittal information and any addenda are available on the City’s

website at http://www.prescott-az.gov/business-development/purchasing/bid-listings/.

PUBLISH: February 11 and 18, 2024

Request for Proposals (RFP)

On-Call Quality Assurance and Compliance Testing

TABLE OF CONTENTS

GENERAL INFORMATION........................................................................................................... 4

A. DESCRIPTION OF WORK ...................................................................................................... 4

B. SCOPE OF WORK AND SPECIFICATIONS.............................................................................. 4

C. MANDATORY (NON-MANDATORY) PRE-BID CONFERENCE................................................ 5

D. PROPOSED PROJECT SCHEDULE ......................................................................................... 5

E. REQUESTS FOR INFORMATION............................................................................................ 6

II. SUBMITTAL REQUIREMENTS ................................................................................................... 6

A. PROPOSAL REQUIREMENTS ................................................................................................ 6

B. INSTRUCTIONS FOR SUBMITTAL FORMS............................................................................. 6

C. DISCLOSURE........................................................................................................................ 7

D. PROPRIETARY INFORMATION ............................................................................................. 8

E. DELIVERY OF SUBMITTALS ................................................................................................. 8

III. EVALUATION CRITERIA........................................................................................................... 9

IV. CONTRACT NEGOTIATION AND AWARD ................................................................................. 9

A. OVERVIEW........................................................................................................................... 9

B. AWARD OF CONTRACT...................................................................................................... 10

C. BASIC INSURANCE REQUIREMENTS .................................................................................. 10

V. TERM OF CONTRACT.............................................................................................................. 12

VI. TERMINATION OF CONTRACT ............................................................................................... 12

VIII. PROTEST POLICY ................................................................................................................... 13

IX. STANDARD INFORMATION ..................................................................................................... 13

General Services Contract ................................................................................................................ 18

Form A – SOLICITATION RESPONSE COVER SHEET........................................................................ 28

FORM B – PRICE SHEET ..................................................................................................................... 29

FORM C – BID CERTIFICATION ......................................................................................................... 30

FORM D – NON-COLLUSION CERTIFICATE....................................................................................... 31

FORM E – CERTIFICATE OF OWNERSHIP.......................................................................................... 32

FORM F – BIDDER QUALIFICATIONS, REPRESENTATIONS AND WARRANTIES............................... 33

FORM G – SUBCONTRACTORS LIST................................................................................................... 35

I. GENERAL INFORMATION

The City of Prescott will be reviewing the proposals and qualifications of interested materials

engineering and testing laboratories, for the purpose of entering into a contract for materials

sampling, testing and other related services to determine compliance with technical

specification requirements for Public Works capital improvement projects. The work

performed under this contract is independent of the required contractor quality control testing.

The City may award multiple contracts for a one (1) year term with no provision for cost

adjustment. By mutual agreement the parties may agree to renew for two (2) additional one

(1) year terms, any cost adjustments will be submitted at least 60 days prior to the term coming

up for renewal. While under contract a firm may be assigned work on a project-by-project

basis. It is the intent of the City to assign only one firm to a project at a time. Firms selected

by the City will not be allowed to perform contract quality control testing for construction

firms that are under contract for a capital improvement project with the City. Quality assurance

and/or compliance testing will be on an on-call, as-needed and part-day basis on one or more

projects concurrently. Project specifications and field conditions will determine the total

number and types of tests required. The City of Prescott does not guarantee any amount of

work to be performed under this contract. Multiple contracts will be awarded to ensure the city

is covered for services needed.

A. DESCRIPTION OF WORK

The City is requesting proposals from Consultants who are qualified to provide the

following services and reports:

 The Consultants will be required to complete work for the City of Prescott using ICC,

ASTM, AASHTO, ACI and ATTI testing methods, which the Consultant shall perform

in a manner acceptable to the City Public Works Director and in full compliance with

the terms of the contract. The Consultants shall furnish all materials, labor, tools,

equipment, water, light, power, transportation, superintendence, and incidentals to

perform all work involved in executing the contract in a satisfactory and workmanlike

manner.

 All sampling and tests shall be performed in strict conformance with the current ICC,

ASTM, AASHTO, ACI and ATTI procedure or project specific referenced procedure.

 Frequency of sampling and testing as per exhibit A (QA-QC Reference Card) or as

determined by the City.

 Field Technician hourly time to start at departure of local office or local project and to

end at the completion of onsite work.

 Local is defined as within 30 minutes or 30 miles of Prescott City Hall.

 All payment requests shall be submitted with an invoice including all backup data (rate

sheet breakdown, field daily reports, test results)

B. SCOPE OF WORK AND SPECIFICATIONS

Firms submitting a proposal shall conform to the following minimum requirements to be

considered:

 ASTM C 1077 Practice for Laboratories Testing Concrete and Concrete

Aggregates for Use in Construction.

 ASTM D 3666 Practice for Evaluating and Qualifying Agencies Testing and

Inspecting Bituminous Paving Materials.

 ASTM D 3740 Practice for Evaluation of Agencies Engaged in Testing and/or

Inspection of Soil and Rock as Used in Engineering Design and Construction.

 ASTM D 4561 Practice for Quality Control Systems for an Inspection and Testing

Agency for Bituminous Paving Materials.

 ASTM E 329 Practice for Use in Evaluation of Testing and Inspection Agencies

as Used in Construction.

 All testing shall be performed or witnessed by certified personnel using calibrated

equipment as per ICC, ASTM, AASHTO, ACI and ATTI testing methods.

 All testing and reporting shall be in strict accordance with the current ASTM

procedure or project specific referenced procedure. All tests and reports shall be

certified by a professional engineer registered in the state of Arizona.

 All submitting firms shall submit certifications and evidence stating compliance

with the above criteria to be considered.

C. MANDATORY PRE-BID CONFERENCE

This pre-bid conference is mandatory for potential proposers. Proposals will only be

accepted from firms in attendance as established on the sign-in sheet.

Anything discussed, or not discussed, in the meeting shall not change the requirements of

the bid documents. Any changes to the bid documents shall be in writing. The minutes of

this pre-bid conference will be distributed to all attendees. The minutes shall not be

considered part of any addendum and shall not be considered part of the contract

documents for the project.

The mandatory pre-bid conference will be held on Monday, March 4, 2024, at 1:00 PM at

this location:

City of Prescott

Public Works Department

433 N. Virginia Street

Prescott AZ 86301

D. PROPOSED PROJECT SCHEDULE

Project milestones are estimated to be as follows:

 Request for Proposal Advertised

 Mandatory Pre-Bid

 Proposal Due Date/Opening

 Award of Contract

 Contract Start Date

February 11 and 18, 2024

March 4, 2024

March 28, 2024

April or May 2024

July 1, 2024

All milestones are the earliest dates for planning purposes only and should not represent

any contractual commitment whatsoever on the part of the City.

On-Call Quality Assurance and Compliance Testing (#24PW014)

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