Action 48.
Regular Board of Supervisors Meeting
Facilities
- Meeting Date:
- 08/28/2012
- Title:
- Award of Contract for a Solar Energy System
- Submitted By:
- Dave Seward, Procurement
- Department:
- Procurement
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
2
NAME
of PRESENTER:
of PRESENTER:
Dave Seward
TITLE
of PRESENTER:
of PRESENTER:
Dave Seward
Docket Number (If applicable):
Mandated Function?:
Federal or State Mandate
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Information
Agenda Item Text:
Approve an award of contract for a Solar Energy System as a result of Request for Proposals (RFP) No. 12-12-FAC-03 to Sunwize Technologies, Inc. for solar parking lot shade structures at the Melody Lane and Douglas County facilities.
Background:
A work session was held on December 20, 2011 to discuss the feasibility of soliciting proposals for a Solar Energy System. The Board of Supervisors supported the concept to install solar shade structures at various facilities throughout the County and instructed the Procurement Department to prepare an RFP solicitation in an effort to contract with a firm to accomplish this task. RFP No. 12-12-FAC-03 was developed by the Procurement, Facilities, and County Attorney’s Office. Since the State of Arizona had already performed a pre-qualification process for solar energy firms, the Procurement department limited the solicitation process to the nine firms on the State of Arizona list of pre-qualified firms. All nine firms were invited to bid. A pre-proposal meeting which included a site visit to five prospective facilities was held on March 1, 2012. Five firms attended the pre-proposal conference. Five submittals were received by the closing date and time of April 11, 2012 at 4:00 p.m. which include two firms that submitted “no bid” responses. Submittals received are as follows:
Sunwize Technologies, Inc. – San Jose, CA
PWI Solar Construction, Inc. – Mesa, AZ
Single Source Renewables LLC – Scottsdale, AZ
ACE Solar Systems – Phoenix, AZ – No Bid
Arizona Solar Concepts – Tempe, AZ – No Bid
Proposals were evaluated by staff from the Procurement, Facilities Management and Health Departments. Subsequent to a briefing of an analysis of the proposals to the County Administrator and Deputy County Administrator, the firms were asked to resubmit pricing for each proposed facility individually as opposed to the original concept of proposals on an all or none basis. The proposed facilities were Bisbee, Melody Lane, Colonia De Salud, Sierra Vista, and the Douglas Regional Service Center. It was determined that we pursue Melody Lane and Douglas only as they are the largest energy producing facilities and provide the most cost effective solution for solar energy.
The revised proposals were evaluated and the evaluation team is recommending a contract with Sunwize Technologies, Inc. The proposal from Sunwize Technologies is the most advantageous to the County as the rates are fixed for entire 20-year contract period and the energy production level will ensure that we do pay for energy produced, but not used.
An independent consultant with extensive solar experience and knowledge was retained to validate the recommendation of the evaluation panel and has concurred with the recommendation.
Time is of the essence to approve a contract prior to August 31, 2012 as the incentive credits offered by APS will expire. Without the credits this contract may not be cost effective to pursue this project.
Sunwize Technologies, Inc. – San Jose, CA
PWI Solar Construction, Inc. – Mesa, AZ
Single Source Renewables LLC – Scottsdale, AZ
ACE Solar Systems – Phoenix, AZ – No Bid
Arizona Solar Concepts – Tempe, AZ – No Bid
Proposals were evaluated by staff from the Procurement, Facilities Management and Health Departments. Subsequent to a briefing of an analysis of the proposals to the County Administrator and Deputy County Administrator, the firms were asked to resubmit pricing for each proposed facility individually as opposed to the original concept of proposals on an all or none basis. The proposed facilities were Bisbee, Melody Lane, Colonia De Salud, Sierra Vista, and the Douglas Regional Service Center. It was determined that we pursue Melody Lane and Douglas only as they are the largest energy producing facilities and provide the most cost effective solution for solar energy.
The revised proposals were evaluated and the evaluation team is recommending a contract with Sunwize Technologies, Inc. The proposal from Sunwize Technologies is the most advantageous to the County as the rates are fixed for entire 20-year contract period and the energy production level will ensure that we do pay for energy produced, but not used.
An independent consultant with extensive solar experience and knowledge was retained to validate the recommendation of the evaluation panel and has concurred with the recommendation.
Time is of the essence to approve a contract prior to August 31, 2012 as the incentive credits offered by APS will expire. Without the credits this contract may not be cost effective to pursue this project.
Department's Next Steps (if approved):
Execute the Power Purchase Agreement. Manage contract performance.
Impact of NOT Approving/Alternatives:
The project will not move forward. Energy costs will most likely continue to increase and the County will not benefit from having parking lot shade structures.
To BOS Staff: Document Disposition/Follow-Up:
Contracts will be hand carried to Katie Howard.
Attachments
No file(s) attached.