WALDEN WEST MATERIALS TESTING AND SPECIAL INSPECTIONS

SANTA CLARA COUNTY OFFICE OF EDUCATION
1290 Ridder Park Drive, San Jose CA 95131-2304
NOTICE TO BIDDERS - REQUEST FOR PROPOSALS
RFP 11_25_26 - MATERIALS TESTING AND SPECIAL INSPECTIONS (MTSI)
Notice: Notice is hereby given that the Board of Trustees of the Santa Clara County Office of
Education (hereinafter referred to as SCCOE), is requesting bids from interested contractors for
the following project:
RFP 11_25_26 - MATERIALS TESTING AND SPECIAL INSPECTIONS (MTSI)
No offer of intent should be construed from this legal notice that the SCCOE intends to enter a
contract with the interested company.
Written bids must be sealed and filed with the SCCOE at 1290 Ridder Park Drive, San Jose CA
95131 no later than 3:00pm Tuesday, May 19, 2026. Sealed bids must be addressed to
Josephine Dy-Liacco, Manager, Purchasing Services. Any bid received after the bid deadline
shall be returned to the bidder unopened. All bids will be available for public review after the
bid tabulations are completed and recommendation for contract award is submitted. It shall be
the full responsibility of all bidders to ensure that bids are delivered to the above office by the
time and date stated. Facsimile (FAX) or electronic copies of the proposal will not be accepted.
The SCCOE will not be responsible for late deliveries by U.S. mail or any other means.
Please note that there will be no formal public opening of the proposals. All submissions will be
evaluated based on pricing, compliance with specifications, and other relevant criteria, and may
result in single or multiple awards.
Proposals that are incomplete or noncompliant with the requirements outlined in the RFP
package are subject to rejection. All bidders are responsible for reviewing and adhering to the
full instructions provided in the proposal documentation.
The Santa Clara County Office of Education (SCCOE) reserves the right to accept or reject all
proposals, and to waive any irregularities or informalities in the RFP or the proposal process. No
proposal, in whole or in part, may be withdrawn for a period of sixty (60) calendar days
following the RFP submission deadline.
Contact Information:
General Information Technical Questions
Josephine Dy-Liacco Ted Pierce
Manager, Purchasing Services Manager, Facilities &
Construction
Ph.: 408-453-6858 Ph.: 408-453-6684
jdy-liacco@sccoe.org tpierce@sccoe.org
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All inquiries regarding this RFP must be submitted in writing, no later than 3:00PM Friday, May
8, 2026, to Josephine Dy-Liacco at jdy-liacco@sccoe.org and Ted Pierce at tpierce@sccoe.org.
Responses to questions will be shared with all known prospective respondents to ensure equal
access to information via an addendum to be published on Tuesday, May 12, 2026. Any
addenda or updates will be posted on the SCCOE website at
https://www.sccoe.org/depts/bizserv/purchasing/Pages/Bids-Posting-System.aspx.
It is the responsibility of all prospective respondents to monitor the website regularly for any
amendments or addenda.
The Santa Clara County Office of Education (SCCOE) reserves the right to amend the RFP as
necessary.
A copy of the RFP 11_25_26 and supporting documents will be available online Wednesday,
May 6, 2026 at https://www.sccoe.org/depts/bizserv/purchasing/Pages/Bids-Posting-
System.aspx.
County Superintendent of Schools
Santa Clara County Office of Education
By: Josephine Dy-Liacco
Manager, Purchasing Services
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SECTION 1 INTRODUCTION
The Santa Clara County Office of Education (SCCOE) provides leadership, services, and support to school
districts, educators, students, and the community throughout Santa Clara County, California. As a Class II
intermediate unit serving 32 K-12 districts and four community college districts, SCCOE partners with
local districts to enhance educational programs, ensure compliance with state and federal requirements,
and promote equitable access to high-quality learning opportunities.
Through innovative initiatives and specialized programs, the SCCOE supports students with diverse
needs, including those in special education, early learning, alternative education, migrant education, and
career technical education. The Office also offers direct instructional programs and a broad range of
support services in instruction, business, and personnel, enhancing districts' capacity to deliver quality
education and aligning with California Department of Education requirements.
The SCCOE is organized into six major units: Business, Facilities & Operations, Educational Services,
Executive Services, Instruction, Leadership and Innovation, Human Resources and Technology and Data
Services, all working collaboratively to support districts, educators, and students across the county.
1.1 PROJECT GOALS AND OBJECTIVES
The Santa Clara County Office of Education (SCCOE) is soliciting proposals from qualified firms to provide
Materials Testing and Special Inspection (MTSI) services for the Walden West Science School
Modernization Project.
The selected firm will perform materials testing and special inspection services in accordance with the
California Building Code (CBC) Chapter 17, approved construction documents, applicable Authority
Having Jurisdiction (AHJ) requirements, and SCCOE standards.
1.2 PROJECT OVERVIEW
The project includes modernization and improvement of existing facilities and associated site work.
Anticipated construction activities include, but are not limited to:
* Earthwork and grading
* Foundations and reinforced concrete
* Site concrete and flatwork
* Structural steel and miscellaneous metals
* Drilled piers
* Post-installed anchors
Construction will occur in phases. Inspection and testing activities will be coordinated with the
Contractor, Project Inspector, Architect, and SCCOE.
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SECTION 2 SCOPE OF SERVICES
The selected consultant shall provide all required materials testing and special inspection services,
including qualified staffing, laboratory testing, field inspection, reporting, coordination, and project
closeout documentation as required for the project.
Services may include, but are not limited to:
* Geotechnical observation and compaction testing
* Reinforced concrete inspection and testing
* Structural steel inspection
* Drilled pier observation
* Post-installed anchor inspection
2.1 APPLICABLE REQUIREMENTS
All services shall comply with the following, as applicable:
* California Building Code (CBC), Chapter 17
* Approved construction drawings and specifications
* Division 01 - General Requirements, including Testing Laboratory Services
* Applicable AHJ requirements
2.2 STAFFING COMMITMENT
Proposers shall demonstrate the ability to staff the project with qualified personnel for the duration of
construction.
Each proposal shall include a Staffing Commitment Form confirming:
* Availability of qualified and certified personnel
* Ability to support concurrent inspections when required
* Designation of a primary point of contact
* Commitment to provide equally qualified replacement personnel if necessary
SECTION 3 PRICING FORMAT AND EVALUATION BASIS
(IMPORTANT - READ CAREFULLY)
3.1 PRICING SUBMITTAL FORMAT
Proposers shall submit hourly labor rates and laboratory testing unit rates only, using Attachment A -
Fee & Rate Proposal Form.
Proposers shall not submit total project cost estimates or pricing based on independent assumptions
regarding scope, duration, or quantities.
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3.2 EVALUATION BASIS
For evaluation purposes, SCCOE will apply proposer-submitted rates to a standardized evaluation basis
developed by SCCOE and applied uniformly to all proposals.
The standardized evaluation basis is used solely for proposal comparison and does not represent a
guarantee of actual quantities or level of effort.
Alternate pricing formats or assumptions will not be considered.
SECTION 4 EVALUATION CRITERIA
SCCOE will use a competitive, multi-stage process in which selected vendors may be elevated through
successive evaluation levels. If a vendor does not meet expectations at any stage, SCCOE may continue
with remaining vendors or elevate other qualified vendors at its discretion.
SCCOE reserves the right to reject all proposals and retain its existing enterprise resource planning
system if deemed in its best interest.
SCCOE reserves the right to request clarification of submitted information.
Proposals will be evaluated based on:
* Demonstrated qualifications and experience
* Staffing capacity and commitment
* Fee reasonableness
Final vendor selection will be based on the following steps and criteria:
Qualifications & Experience 20%
Staffing Capacity / Site Logistics 30%
Cost (Attachment A - Fee & Rate Proposal Form) 40%
Compliance 10%
SECTION 5 PRICING AND SCOPE CLARIFICATIONS
To ensure consistency among proposals and alignment with SCCOE's Professional Services Agreement,
the following clarifications apply:
1. Travel and Mileage
Mileage, travel time, and vehicle expenses are not reimbursable and shall be included in hourly
labor rates.
2. Equipment and Tools
All equipment, tools, meters, gauges, testing apparatus, and calibration required to perform the
services shall be included in hourly labor rates.
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3. Laboratory vs. Field Activities
Discrete laboratory tests (e.g., Proctor compaction curves, concrete compression tests)
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shall be unit-priced.
Field activities (sampling, field testing, nuclear gauge testing, setup, handling, and
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documentation) shall be included in hourly labor rates.
4. Geotechnical Compaction Testing
Laboratory Proctor tests establish compaction curves. Field density testing is a field inspection
activity and shall be included in hourly labor.
5. Special or Non-Destructive Testing
Testing not explicitly required by the construction documents shall only be performed when
authorized by SCCOE.
6. Shop and Field Inspections
Differences in inspection location shall not affect billing structure.
7. Reporting and Documentation
Daily reports, test results, logs, summaries, and project closeout documentation shall be
included in hourly labor rates.
8. Meetings and Coordination
Meetings, coordination, and communication necessary to perform the services shall be billed at
applicable hourly rates.
9. Standby or Idle Time
Standby or idle time due to contractor scheduling or readiness shall only be billable when
authorized by SCCOE.
10. Overtime and Premium Rates
Overtime, weekend, or premium rates shall apply only when pre-approved in writing by SCCOE.
11. Retesting Due to Non-Conforming Work
Re-inspection or retesting resulting from non-conforming work shall not be billed to SCCOE.
SECTION 6 PROPOSAL SUBMITTAL REQUIREMENTS
Each proposal shall include:
1. Cover letter
2. Firm qualifications and relevant experience
3. Staffing Commitment Form
4. Attachment A - Fee & Rate Proposal Form
Failure to submit proposals in the required format or in accordance with the instructions of this RFP,
including the required number of hard copies, may render the proposal non-responsive.
Each vendor is required to submit three (3) hard copies of the proposal, along with one (1) jump drive
containing an electronic copy, to the SCCOE contact listed above.
All information, prices, notations, signatures, and corrections must be in permanent ink or typewritten.
Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialized in
permanent ink by the person signing the proposal.
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By submitting a proposal, vendors acknowledge they have reviewed and understand all RFP
requirements, including all contract terms and any addenda issued prior to submission. Addenda shall
be incorporated into and form part of the final agreement.
Proposals will not be publicly opened; however, a list of responding vendors will be made available upon
request.
All terms and conditions of this RFP, addenda, the selected vendor's proposal, and any negotiated terms
shall be incorporated into the resulting agreement. Submission of a proposal constitutes acceptance of
these terms unless expressly noted otherwise.
Vendors shall promptly notify SCCOE in writing of any discrepancies, omissions, or ambiguities in this
RFP. Requests for clarification must be submitted to the SCCOE Representative, and the requesting
vendor is responsible for timely delivery.
Any revisions to this RFP will be issued by written addendum from the SCCOE Representative and posted
on the SCCOE website.
Telephone or fax inquiries will not be accepted. All questions must be submitted in writing via email,
referencing the applicable RFP section, page number, and quoted passage, to:
* Josephine Dy-Liacco, Manager, Purchasing Services via jdy-liacco@sccoe.org
* Ted Pierce, Manager, Facilities & Construction via tpierce@sccoe.org.
All questions must be submitted in writing no later than 3:00 PM on Thursday, May 8, 2026, so the
addenda can be prepared and posted on the SCCOE website.
SCCOE is not obligated to respond to requests for interpretation; however, any responses will be issued
by written addendum. Failure of a vendor to receive or review an addendum posted on the SCCOE
website prior to the submission deadline shall not be grounds for withdrawal of a proposal.
Written addenda are the sole official means of providing interpretation, clarification, or additional
information. Only information provided in a formal addendum shall be binding; all other
communications are without legal effect.
Addenda will be published by Tuesday, May 12, 2026.
SECTION 7 GENERAL CONDITIONS
7.1 SUBMITTAL COSTS
The vendor is responsible for all costs incurred by the vendor or their subcontractors in responding to
this RFP.
7.2 ADVISE OF OMISSION OR MISSTATEMENT
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In the event it is evident to a vendor responding to this RFP that SCCOE has omitted or misstated a
material requirement to this RFP and/or the services required by this RFP, it shall advise the SCCOE
representative of such omission or misstatement.
7.3 EXAMINATION OF DOCUMENTS
Vendors are responsible for thoroughly reviewing and understanding all requirements of this RFP,
including any addenda, and for determining all labor, materials, equipment, and services necessary to
perform the work.
Submission of a proposal constitutes acknowledgment that the vendor has examined and is familiar with
all RFP requirements. Failure to review any portion of this RFP shall not relieve the vendor of its
obligations or serve as a basis for additional compensation.
7.4 RESERVED RIGHTS
7.4.1 RIGHT TO SELECT AND NEGOTIATE
SCCOE reserves the right to waive any irregularities; accept the whole, part of, or reject
any or all proposals; and to select the firm which, in the sole opinion of SCCOE, best
meets SCCOE's needs. SCCOE may make award to the qualified vendor based on fees
submitted and its proposal. SCCOE also reserves the right to negotiate with potential
vendors so that its best interests are served.
7.4.2 RIGHT TO REQUEST ADDITIONAL INFORMATION
SCCOE reserves the right to request any additional information that might be deemed
necessary after the receipt of proposals.
7.4.3 RIGHT OF REFUSAL
SCCOE reserves the right to refuse any or all proposals in their entirety, or to select
certain equipment or software products from various proposals, based on the best
interests of SCCOE.
The right is reserved to reject any proposal where an investigation of the evidence or
information does not satisfy SCCOE and/or the vendor is not qualified to carry out
properly the terms of the awarded agreement.
7.4.4 RIGHT TO CANCEL
SCCOE reserves the right to cancel this RFP or portions thereof, without penalty.
7.4.5 RIGHTS TO PERTINENT MATERIALS
All responses, inquires, and correspondence relating to this RFP and all reports, charts,
displays, schedules, exhibits and other documentation submitted as part of the proposal
shall become the property of SCCOE after the proposal submission deadline. No
proposals will be returned to vendors.
7.4.6 RIGHT TO POSTPONE DEADLINE
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