Memorandum 10-91 Library Energy Efficiency Improvements

MEMORANDUM 10-91

TO: Walt Wrede, City Manager

FROM: Carey Meyer, Public Works Director

DATE: June 22, 2010

RE: Library Energy Efficiency Improvements
Authorization of to Award Sole Source Contract
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Public Works has attempted to prepare a Request for Proposal using the recommendations from the previously prepared reports to select an electrical/mechanical contractor to implement several recommended energy efficiency improvements at the Homer Public Library.

In my opinion, based on the technical nature of the work and the fact that the scope of work could not be defined in a way that would effectively allow for competitive bidding, I recommend that this work be awarded as a sole source contract to the firm of Puffin Electric.

The cost to complete this work is estimated to be $14,000. Puffin Electric personnel have special and specific knowledge of the work to be done and are most qualified to complete the work.
The City’s Procurement Policy and Procedures - Section 3.16.060 - Exceptions to Bidding Requirements.establishes conditions under which non-competitive contracts can be awarded. This contract meets five of the exceptions:

• Negotiated procurement following unsuccessful efforts to obtain competitive bidding.
• Small procurement, below $25,000.
• Procurement of consultant and technical services.
• Procurement of construction completion services.
• Sole source procurement.

Recommendations: The City Council authorize the City Manager to award the above referenced project as a sole source contract to the firm of Puffin Electric as authorized by the procurement policy and procedures.