Memorandum 17-025 Contract Award for Harbor High Mast Lights

Memorandum 17-025

TO:                         MAYOR BRYAN ZAK & HOMER CITY COUNCIL

CC:                         KATIE KOESTER, CITY MANAGER

FROM:                  BRYAN HAWKINS, PORT DIRECTOR/HARBORMASTER

DATE:                    FEBRUARY 7, 2017

SUBJECT:           AWARDING CONTRACT TO PUFFIN ELECTRIC FOR HIGH MAST LIGHT RFP

City Staff advertised a Request for Proposals on December 15, 2016 per Resolution 16-49 with a total budget amount of $180,000.  The purpose of this RFP was to upgrade the Port and Harbor’s high mast light system from high-pressure, sodium lighting to LED.

While writing the RFP, staff became aware that additional energy savings can be found through lighting control systems.  Our current lights are either full-on or full-off; new control systems give facilities options to gradually bring the lights to full power at sundown and reverse order at sunrise, which reduces electricity use and helps further lower the harbor’s monthly bill.  It was for this reason that staff included an additive alternative in the RFP for wireless lighting controls.

The project detailed in the RFP consists of two phases.  In Phase One, the contractor will replace all lights on High Mast Pole #7 with their all new LED fixtures and then a light meter test will be conducted to compare the new lights to readings to the original lights.  This requirement will be done to confirm that the new lights will actually meet or exceed the current lighting levels.  If the new luminaires live up to the claims made in the contractors proposal, we will then move to Phase Two of the contract, which is to install the new lighting on the other six high mast light poles around the harbor.

On January 30, 2017, five bids from qualified firms were received at the City Clerk’s Office; results for Phase One and Two are as follows:

Kencare Inc.                                                       $320,945 
NoDak Electric & Construction, Inc.         $190,966
Cook Inlet Lighting                                         $171,790
Puffin Electric Inc.                                           $168,423
Woodworth Electric                                        $146,900

The review team scored the proposals individually using the scoring criteria published in the RFP, and met in-person to thoroughly discuss the merits of the proposals based on the RFP guidelines as well as keeping with the goals of the Council’s supporting Resolution.

Recommendation:

Staff recommends that City Council approve Resolution 17-016, awarding a contract to Puffin Electric of Homer, Alaska for the purpose of replacing the existing 1,000-watt high-pressure sodium lights on the Port and Harbor’s high mast poles 1 through 7 with all new, energy efficient 640 watt Ap-Pack LED lights in the amount of $168,423.

Further, staff requests City Council’s support in approving an ordinance for funding the additional lighting control system work detailed in the Puffin Electric proposal for $30,702.00.