Materials Testing Services: On-Call Contract for Professional Services

The City of Flagstaff (Owner) invites interested firms to submit a written Statement of Qualifications (SOQ) for performing materials laboratory testing and field sampling for infrastructure improvements in and for the City of Flagstaff, Arizona. Firms must submit a SOQ that clearly demonstrates the firm’s applicable competence, qualifications and relevant experience with construction materials and testing including being able to demonstrate adequate resources for delivery of the required services.

Owner intends to prequalify one (1) to three (3) firm(s) to enter an On-Call Contract for Professional Services (Contract) for an amount not to exceed $500,000, annually, with a three (3)- year contract term with two (2) additional one (1)- year renewal options contingent upon successful performance reviews successful performance reviews.

The Contract will be awarded at Owner’s discretion. Contracted services and associated fees will be negotiated after qualified Firms are selected. Firms are not guaranteed to receive the annual compensation identified in the Contract.

Background

Materials testing is an interictal service required for the Engineering division projects.

Project Details

• Reference ID: 2026-111
• Department: City Engineering - Capital Improvements
• Department Head: Paul Mood (Division Director)

Important Dates

• Questions Due: 2026-08-04T19:00:00.000Z

Evaluation Criteria

• A. Firm Overview, General Background & Information (40 pts) —

  This section requests information demonstrating the qualifications, expertise, skills, knowledge, training and physical proximity of Firm. At a minimum, please provide the following information:

  1. 1. Firm’s Team Composition:
  1. 1. 1. Identify all members on your Firm’s team. Include the main office and branch office locations (if applicable). Identify any proposed subcontractors.
        2. Organizational Chart: Provide an organizational chart of the proposed team, key personnel and a very brief description of the respective roles that each will provide. Present the proposed Owner/Firm coordination relationship.   
        3. Discuss the applicable expertise that your team will provide for the work.
        4. Identify the responsible representative and key personnel who will be assigned to this work.
        5. List the Arizona professional licenses and certifications held by the team. Include license numbers and note whether licenses are held by Firm or individuals.
        6. Demonstrate the team’s familiarity with relevant and current City of Flagstaff Engineering Standards, MAG Uniform Standard Specifications and Details and ASTM standards.
        7. Present and discuss the laboratory manager’s qualifications and experience.
        8. Demonstrate field personnel’s safety training, competency in confined space entry, flagging and traffic control, trench excavation and safety and general work zone safety.

  1.2             Similar Work Experience of the Team:

  Firms are asked to discuss in detail, verifiable technical and practical knowledge in materials testing. Please include relevant experience with a municipality or other governmental agency. Present applicable education, certifications and experience of laboratory and field personnel to be assigned to the Contract.

• B. Service Approach (40 pts) —

  Discuss in detail Firm’s approach and/or plan for delivery of testing services to Owner. Owner would like to understand the method for working with the site superintendent, Owner’s Inspectors, dealing with change management, dealing with a difficult contractor, methodology for resolution of field issues (e.g. failed tests), and supervision and support to field personnel. Expand the discussion to include any items deemed salient. Discuss Firm’s processes for Quality Assurance and Quality Control for this service.  

• C. Value Added Knowledge and Experience (10 pts) —

  Firm hired by Owner must be familiar with local region, City and State standards, historical challenges, local codes, and site conditions. Additionally, Firm must be accessible to Owner’s staff and citizens (e.g., public hearings, neighborhood meetings, and other citizen outreach identified in the RSOQ) during the duration of the service contract.

  3. 1. Explain why Firm is particularly qualified to perform its services in the Flagstaff area. Demonstrate Firm’s knowledge of local geology, climate, practices, materials, codes, and standards by specifying in the submittal the experience of Firm working in the Northern Arizona region or in a region with geology, climate, and conditions similar to those of the City of Flagstaff.
     2. Resolution of issues will be part of the project work. Describe Firm’s response protocol and how a qualified person (decision making authority) will be accessible to Owner’s staff and citizens.
     3. During the design what is the response time by a qualified person to meet in person and resolve concerns and to accommodate unforeseen issues.
• D. Overall Evaluation (10 pts) —

  The quality, overall organization and comprehensiveness of the SOQ will be assessed by the Selection Committee. No submittal response is required.

Submission Requirements

• Upload Statement of Qualifications here. (required)
• Proposer Questionnaire (required) —

  Please complete the Questionnaire document and re-upload.

• References (required) —

  Please complete the References document and re-upload.

• Disclosure (required) —

  Please complete the Disclosure document and re-upload.

• Exceptions (required) —

  Notations: Any strikeouts, notes or modifications to the Solicitation documents shall be initialed in ink by the authorized person who signs a Proposal. If notations are made, they must be submitted with a Proposal and are considered Exceptions.

  Exceptions: In addition to any notations on the Solicitation documents, please identify and list any exceptions to the Solicitation, by section/paragraph, on this Exceptions Form. The City reserves the right to reject, accept or further negotiate Exceptions. Exceptions may render a Proposal non-responsive.

  Exceptions to Form of Contract: A Proposer may request changes to the form of contract (including any Standard or Special Terms and Conditions or Insurance Requirements) on the Exceptions Form. A Proposer may also submit its own form of contract. The City will consider these in the same manner as any other exceptions.

  A Proposer must indicate any and all exceptions taken to the requirements, specifications, and/or terms and conditions of this Solicitation, including the form of contract. If "Yes" is selected, please upload a document detailing the exception.

   

• Confidential Materials (required) —

  Pursuant to Section 11.3(A)(7) of the Procurement Code Manual, information provided in a Proposal shall be confidential so as to avoid disclosure of contents prejudicial to competing Proposers during the process for evaluation. Proposals shall be open for public inspection after Contract award. Except to the extent a Proposer designates, and the Director of Procurement concurs, trade secrets or other proprietary data contained in the Proposal documents shall remain confidential.

  If a Proposer believes that part of a Proposal is a trade secret or contains other proprietary data, a Proposer shall mark the page(s) “CONFIDENTIAL” and isolate the pages as an attachment to this form. A Proposer shall also include an explanation why the information is a trade secret or contains other proprietary data.

  Requests to deem the entire Proposal as confidential will not be considered.

  A Proposer must provide notice if it would like confidential information returned after final Contract award (and a Proposer is not selected for contract award). A Proposer is responsible for pick-up.

  Upon City Council Contract award, information submitted in response to a Solicitation is subject to disclosure pursuant to the Arizona Public Records Law. A.R.S. § 39-121, et seq. If a Proposer has clearly marked its trade secrets or other proprietary information as “confidential”, the City will endeavor to notify the Proposer prior to release of such information.

• Declaration Related to Solvency (required) —

  Is proposer currently involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or has a trustee or receiver been appointed over all or a substantial portion of the property of Proposer under federal bankruptcy law or any state insolvency law?

• Declaration Related to Gratuities (required) —

  I hereby verify and declare that, to the best of my knowledge, neither the Proposer nor anyone associated with the Proposer has given, offered to give, or intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the Proposal (“Gratuities”).

• Declaration of Non-Collusion (required) —

  I hereby verify and declare that:

  The pricing for this Proposal has been arrived at independently and without consultation, communication or agreement with any other Proposer who may submit a Proposal.

  The pricing for this Proposal has not been disclosed to any other Proposer who may submit a Proposal, and will not be, prior to the Closing Date and Time.

  Proposer has made no attempt and will make no attempt to induce any Proposer person to refrain from submitting a Proposal, or to submit a proposal with higher pricing than this Proposal, or to submit an intentionally high or noncompetitive proposal or other form of complementary proposal.

  This Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any other Proposer or person to submit a complementary or other noncompetitive proposal.

  In the past five (5) years, neither Proposer, its affiliates, subsidiaries, officers, directors, nor employees have been under investigation, convicted or found liable by any governmental agency for allegations of conspiracy or collusion, including, specifically, related to procurement of a public contract.

• Declaration Related to Adverse Position (required) —

  I hereby verify and declare that, to the best of my knowledge, neither the Proposer nor anyone associated with the Proposer have ever made a claim against the City of Flagstaff, filed suit against the City of Flagstaff, or taken an adverse position in a lawsuit filed against the City of Flagstaff.

  If the Proposer has ever made a claim, filed suit, or taken an adverse position in a lawsuit against the City of Flagstaff, identify the name of the parties, the year the action was taken, the court where the lawsuit was filed and the case number. Provide a brief description of the adverse position.

  Failure to provide this information may result in a rejection of the Proposal.

• Is there an anticipated award date? (required)
• Anticipated Award Date (required) —

  Use MM/DD/YYYY format

• Will there be Interviews (required)
• Interview Date (required) —

  Example: Month, Day, Year (12/1/2026)

• Published Month day & Month day, year, Arizona Daily Sun. (required) —

  example: Month day & Month day, year (April 13, & April 14, 2026)

• The Project is located in Flagstaff, Arizona [narrative of location of project] (required) —

  example: location

• The primary improvements consist of [summary of project work] (required) —

  The CMAR Construction Phase Services generally consists of coordination with the engineer, various agencies, and stakeholders while performing the construction of the Project. The primary improvements consist of [summary of project work].

   

  Enter summary of project work

• Anticipated Award of Agreement (required) —

  Format as:  Month year 

• SOQs will not exceed [number in words] (XX) total pages in length excluding front and back cover pages, the title page, table of contents, signed transmittal letter, section dividers, required information section, Affidavit of Non-Collusion, and Disclosure Form. (required) —

  example: twenty (20) 

• Explain the Firm’s experience in performing construction planning and design services on large scale [project type].  (required) —

  enter project type

• Estimated Project Budget for 100% Design: (required) —

  Name of Design Firm

• Notice to Proceed Design (required) —

  ex: Month Year

• Design Services Complete (required) —

  ex: Month Year

• Anticipated Award of Agreement (required) —

  Use MM/DD/YYYY format

• Interview Date (required) —

  Use MM/DD/YYYY format

• Date Published in the Arizona Daily Sun (required) —

  Use MM/DD/YYYY format

• The Project is located in Flagstaff, Arizona [Narrative of location of project] (required)