DATE: June 24, 2025
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute Five (5) Professional Services Agreements with Applied Materials and Engineering, Inc., Certerra RMA Group, ISI Inspection Services, Inc., Quality Assurance Engineering, Inc., and Signet Testing Laboratories, Inc., for On-Call Material Testing and Special Inspection Services, from September 1, 2025, to August 31, 2028, in an Amount of $150,000 Annually per Firm, with an Aggregate Not-to-Exceed Amount of $500,000
RECOMMENDATION
That City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute five (5) professional services agreements with Applied Materials and Engineering, Inc., Certerra RMA Group, ISI Inspection Services, Inc., Quality Assurance Engineering, Inc., and Signet Testing Laboratories, Inc. for on-call material testing and special inspection services from September 1, 2025, to August 31, 2028, in an amount not- to-exceed $150,000 annually per firm, with an aggregate amount not-to-exceed $500,000.
SUMMARY
The Department of Public Works & Utilities (Department) routinely procures services for required material testing and special inspections on all City-sponsored projects since the City does not have material testing laboratories or personnel to perform this work inhouse.
Materials testing and special inspections are required on all capital improvement projects to ensure that the materials used meet project specifications.
BACKGROUND AND DISCUSSION
In March 2019 and July 2022, City Council approved on-call material testing and special inspection agreements with three firms for $200,000 annually, per firm, for a period of three years through Resolutions 19-148 and 22-189 respectively. The current agreements will expire in August and September 2025.
The Department’s Construction Inspection team is responsible for overseeing the construction of Capital Improvement Projects (CIP). These projects include all City streets,
sidewalks, streetlights and traffic signals, storm drains, sanitary sewers, domestic water distribution, recycled water, the water pollution control facility, airport, and City-owned building projects. Material testing and special inspections are required on these projects to ensure that the materials used meet project specifications.
Additionally, these projects often require specialty inspectors to observe some of the inplace materials and workmanship. The City does not have material testing laboratories or personnel to perform this type of work internally. Material testing and specialty inspections will be performed only as required to deliver projects in compliance to codes and specifications. These services will be paid for from CIP project budgets.
In response to the Request for Proposal (RFP), fourteen (14) firms submitted proposals.
Staff determined five firms, Applied Materials and Engineering, Inc., Certerra RMA Group, ISI Inspection Services, Inc., Quality Assurance Engineering, Inc., and Signet Testing Laboratories, Inc., to be the most qualified for the services needed based on their laboratory credentials and staff experience in providing similar services to other public agencies along with competitive rates. Staff recommends a PSA with each firm for a not-to- exceed amount of $150,000 annually per firm, with an aggregate amount not-to-exceed $500,000.
ECONOMIC IMPACT
Timely materials testing services for City projects ensures public safety and fosters economic activity. For example, materials testing on public improvement projects, like annual pavement rehabilitation and sidewalk installations, verifies the materials used are compliant with approved specifications and codes for public safety.
STRATEGIC ROADMAP
This is a routine operational item and does not relate to the Council’s strategic initiatives.
FISCAL IMPACT
This agenda item will not impact the City’s General Fund. The funding for these services will come from previously approved budgets allocated for material testing and special inspections for projects within the adopted Capital Improvement Program (CIP).
SUSTAINABILITY FEATURES
There are no sustainability features associated directly with this item.
PUBLIC CONTACT
The RFP was posted publicly on the City’s website1 on April 9, 2025.
1 https://www.hayward-ca.gov/business/doing-business-with-hayward/rfps-rfqs
NEXT STEPS
If City Council approves, the City Manager will execute individual three-year PSAs with each firm.
Prepared by: Marissa Matta, Management Analyst
Jason Whipple, Supervising Construction Inspector
Recommended by: Alex Ameri, Director of Public Works
Approved by:
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Michael Lawson, J.D.
Acting City Manager