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AI- 3525   12. B. 8.    
BOC Regular
Meeting Date: 03/18/2021  
Material Testing Bid Recommendation
Submitted For: Kelli Scott
FROM: Brad Wilcox, Assistant County Administrator , Administration
Department: Administration  

Information
RESOLUTION:
 Resolved the Calhoun County Board of Commissioners does hereby award a three year contract to Soil & Materials Engineers, Inc. (SME) to provide materials testing to the Calhoun County Road Department (CCRD) as specified in RFP#106-21 and authorizes the Board Chair to execute the agreement on behalf of the County.
RECOMMENDATION:
 County Administration requests approval of the Board of Commissioners to award a three year contract with Soil & Materials Engineers, Inc. (SME) to provide materials testing to the Calhoun County Road Department (CCRD) as specified in RFP#106-21
BACKGROUND:
The CCRD Purchasing Team, composed of representatives from the Calhoun County Road Department (CCRD) utilized the MDOT bid specifications inviting qualified consulting firms to submit a Proposal for as needed Materials Testing Services for the 2021, 2022 & 2023 Calhoun County Road Department (CCRD) construction seasons with fees estimated at $300,000. The specification for professional services included staffing as needed to perform those duties regularly associated with materials testing of road and/or bridge construction projects which may include concrete testing; HMA testing; and density testing on backfill, embankment, subbase, aggregate shoulders and aggregate base for the CCRD proposed projects. The consultant awarded the contract as a result of the bid process will be required to furnish all services and labor necessary to conduct and complete the Materials Testing Services described in the RFP. The consultant shall also furnish all materials, equipment, supplies, and incidentals necessary to carry out this work. The consultant agrees to demonstrate knowledge of, and performance in compliance with, the standard construction and materials testing practices of the Michigan Department of Transportation (MDOT) and CCRD.

County Purchasing received two proposals in response to the Materials Testing RFP#106-21; Materials Testing Consultants (Grand Rapids,MI), and SME (Kalamazoo, MI). Bids were evaluated by the CCRD Purchasing Team and SME, located in Kalamazoo, was selected as the lowest cost and most responsible bidder. SME has been providing the CCRD and neighboring municipalities with similar services since 1985. SME has knowledgeable staff who understand MDOT Standard Specifications, in addition to expertise in pavement design, evaluation and road construction which will assist the CCRD in identifying and solving potential problems before they significantly impact road project schedules and budgets.

The funds necessary for the approved services is budgeted in the CCRD budget, A majority of the fees will be charged to MDOT projects or local road projects funded by bonds. SME has not increased their fixed fees so there is 0% increase for this contract period as compared to the previous contract rate.
ALTERNATIVES:
 
SUMMARY:
County Administration recommends the approval for a three year contract with SME to provide environmental services and material testing for the CCRD . The estimated consulting fees associated with testing services is $300,000. 

Fiscal Impact
BUDGETARY IMPACT:
The funds necessary for the approved services is budgeted in the CCRD budget, A majority of the fees will be charged to MDOT projects or local road projects funded by bonds. SME has not increased their fixed fees so there is 0% increase for this contract period as compared to the previous contract rate.
Attachments
Material Testing RFB#106-21
Material Testing Contract
Material Testing Bid Tab

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