HomeMy WebLinkAbout2000-06 Solar Gen. BiddingRESOLUTION NO. 2000-
BEFORE THE CITY OF ASHLAND LOCAL CONTRACT REVIEW BOARD
RESOLUTION EXEMPTING FROM COMPETITIVE
BIDDING THE DESIGN AND CONSTRUCTION OF
THE ASHLAND SOLAR PIONEER GENERATION
SYSTEMS PROJECT
LCRB RESOLUTION
Recitals:
A. ORS 279.015 and AMC § 2.50.030.B permits the Ashland City Council sitting
as the Local Contract Review Board to exempt contracts from competitive bidding if it
finds:
1. The lack of bids will not result in favoritism or substantially diminish
competition in awarding the contract; and
2. The exemption will result in substantial cost savings.
B. This ordinance provides that in making such findings, the Board may consider
the type, cost, amount of the contract, number of persons available to bid, and such
other factors as the Board may deem appropriate. Where appropriate, the Board shall
direct the use of alternate contracting and purchasing practices that take account of
market realities and modern or innovative contracting and purchasing methods, which
are also consistent with the public policy of encouraging competition.
C. In order to exempt a public contract from competitive bidding, the Board must
adopt written findings that support the awarding of a particular public contract or a class
of public contracts without competitive bidding. The findings must show that the
exemption of a contract or class of contracts complies with the requirements of
AMC § 2.50.030.B.
The Board adopts the attached findings contained in the council communication from
Dick Wanderscheid to the Mayor and City Council dated March 7, 2000, as findings
justifying the exemption. The Board finds that this exemption will not result in favoritism
or substantially diminish competition in awarding the contract and the exemption will
result in substantial cost savings.
The Board resolves that an exemption be granted as follows:
Design and Construction of the Ashland Solar Pioneer Generation Systems. This
project is exempted from competitive bidding. The city shall use requests for proposals
(RFP) as the alternative method in selecting a qualified designer and contractor. The
RFP shall set forth the specific criteria upon which the selection shall be made and how
the proposals submitted in response to the RFP will be evaluated. The criteria will utilize
the qualifications described in the memorandum referred to above and shall be specific
as to final product envisioned by the city. Cost shall be evaluated as a factor, but shall
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not be the sole determining factor in awarding the contract.
This resolution was read by title only in accordance with Ashland Municipal Code
§2.04.090 duly PASSED and ADOPTED this '7 day of ~
Barbara Christensen, City Recorder
SIGNED and APPROVED this F day of ~ ,2000.
,2000.
Re,~ as to form:
Paul Nolte, City Attorney
Catherine M. Shaw, Mayor
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BEFORE THE CITY COUNCIL
March 7, 2000
IN THE MATTER OF AN EXEMPTION FROM USING )
LOW BID AS THE SOLE DETERMINATE IN )
AWARDING THE DESIGN/BUILD CONTRACT FOR )
THE ASHLAND SOLAR PIONEER GENERATION )
SYSTEMS. )
DRAFT
FINDINGS,
PURSUANT TO
ORS 279.015 (3)(c)
ORS 279.015(2) authorizes the Council, sitting as the local contract review
board, to exempt this design/build contract for Solar Electric Generation System
from using low bid as the sole determinate in awarding the contract.
While the City fully intends to competitively bid out this project, we have put
together a Request for Proposals (RFP) which will rank the bids based on the
following criteria and ranking system:
Cost per wat = 40%
Expected annual electricity generation,
documented performance and acceptance
test plan
= 20%
Bidder experience with similar installation-- 15%
Completeness and thoroughness of design = 15%
Aesthetics = 10%
There are a number of different kinds of solar modules, inverters, and other
components that could be used to satisfy the RFP. This approach will allow the
City to evaluate the creativeness and originality of the bids and end up with
systems that will perform efficiently, are reliable, and meet the high aesthetic
standards the project merits. Only by granting this exemption is that possible.
This exemption will not create favoritism because it will be competitively bid and
all bids will be reviewed in an objective manner using the rating criteria in the
RFP.
This exemption will not preempt selecting the lowest bid but will give the City the
flexibility to select a system which will perform reliably, be highly efficient and will
have the lowest life cycle and long term costs. This may or may not be the
system with the lowest bid initially.
The Council finds it is unlikely that this exemption will encourage favoritism or
substantially diminish competition.
The awarding of the contract will result in substantial cost savings to the City.