HomeMy WebLinkAboutAgenda Report - October 15, 1997 (112)CITY OF LODI�poR?
AGENDA TITLE: Letter of Agreement (LOA) for Services between the City of Lodi and the Northern California Power
Agency for Customer Information System (CIS) Project Phase II
MEETING DATE: October 15, 1997
SUBMITTED BY: Electric Utility Director
RECOMMENDED ACTION: That the City Council adopt the attached Resolution and authorize the City Manager to approve
the attached Letter of Agreement.
BACKGROUND: For the past year, the Electric Utility Department and the City Manager's Office have been
participating in a twelve Customer Owned Utility development of a new CIS to replace the existing,
and in many cases obsolescent, utility billing systems. This new CIS is to be a modern system
capable of incorporating the more complex billing and information requirements of a restructured
electric utility industry while maintaining existing water, wastewater and other utility billing functions. The twelve utilities have
pooled their efforts in an attempt to reduce each participant's cost through economies of scale and concentrated purchasing power.
Phase II will establish the anticipated costs and implementation process necessary for the participants to pursue any one of three
final options:
1. Purchase and maintain a CIS on an individual utility basis.
2. Purchase and maintain a CIS on a multi -utility basis.
3. Outsource the entire CIS function.
Phase II does not commit any participant to pursue any particular option.
The City of Lodi's cost share of Phase II is approximately $13,011; however, the amount requested has been rounded upward
to $14,000 to allow for possible small adjustments in final participant shares.
A copy of the proposed Contract and an itemization of the tasks to be completed in Phase II are attached for reference.
FUNDING: $14,000 -16.0 Operating Fund Reserves
Funding Approval:
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Vicky McA'thie, Finance Director
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Attachments
c: City Attorney
Deputy City Manager
Alan N. Vallow
Electric Utility Director
1
H. Dixon Flynn
City Manager
LETTER OF AGREEMENT FOR SERVICES BETWEEN
CITY OF LODI AND
THE NORTHERN CALIFOFNIA POWER AGENCY
The preamble of the Member Service Agreement states that, from time to time,
the Northern California Power Agency (NCPA) may provide services relating to the
supply of electric power and energy to some or all of the Members upon their request.
This Letter Agreement (LOA) between the City of Lodi ("the Member") and NCPA
acknowledges such a request for service.
NCPA agrees to provide assistance to the Member as detailed in Appendix A
attached hereto. NCPA warrants that all work will be completed in a timely manner
and on a best effort basis. NCPA and the Member agree that the Member may terminate
this Agreement prior to completion of the tasks described in Appendix A, at any time,
upon five days written notice to NCPA. The Member agrees to allow access to those
records that NCPA deems necessary for successful completion of all tasks.
When the tasks specified in Appendix A are completed, NCPA and the Member will
jointly review each task for completeness and acceptability. Member acceptance of the
results of each task will release NCPA from further responsibility for the task. NCPA
and the Member mutually agree that the Member shall assume any and all responsibility
for costs or penalties that may arise from the Member's use of the work, or any part of the
work done by NCPA for the Member pursuant to the terms of this Letter Agreement, and
the Member shall hold NCPA, its officers, employees, agents and assigns harmless from
the consequences of such use.
NCPA agrees to provide, and the Member agrees to pay within thirty (30) days after
presentation thereof, a monthly itemized bill for services. Total compensation for the
services and costs to be performed under this LOA shall not exceed $13,011 without
the further written agreement of the parties.
IN WITNESS HEREOF, the parties hereto have entered into this Letter of
Agreement dated October �1997.
NORTHE N C�ALIFORMWER AGENCY
By: 2 Michael W Mrnon 1 d
Title: General Manager
CITY OF LODI
H. Dixon Flynn
Title: CITY MANAGER
APPROVE AS TO FORM:
BY:
Randall A. Hayes, City Attorney
APPENDIX A
CIS PROJ7,CT PHASE II
A Letter of Agreement (LOA) between NCPA and the City of Lodi has been established
to include the City of Lodi's participation in Phase II of the Customer Information and
Billing System (CIS) joint project between NCPA and the Southern California Public
Power Authority. The LOA includes the following tasks to be completed in Phase II:
PHASE II TASKS
• Put in place a Project Manager and Joint Project Team
• Develop and Achieve Consensus among Members on Best Approach
• Conduct Workshops Utilizing Vendor Presentations
• Solicit Member Participation in Phase II
• Develop and Issue RFP
• Conduct Pre -Bid Workshop for Vendors
• Evaluate Responses to RFP
Develop Short -List of Vendors
Issue Analysis, Report and Recommendations to Participants
Assist Participants in Selecting Individual/Joint Strategies
note: All Options are to are to be examined in Phase H, including temporary solutions,
"standard" software for individual Member use, "customized" software for individual
Member use, an NCPA/SCPPA operated "data center" and out sourcing of CIS functions.
RESOLUTION NO. 97-174
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE
LETTER OF AGREEMENT FOR SERVICES BETWEEN THE CITY
OF LODI AND THE NORTHERN CALIFORNIA POWER AGENCY
(NCPA) FOR CUSTOMER INFORMATION SYSTEM PROJECT
PHASE II
BE IT RESOLVED, that the Lodi City Council does hereby approve the Letter of
Agreement for Services between the City of Lodi and the Northern California Power
Agency (NCPA) for Customer Information System Project Phase 11; and
BE IT FURTHER RESOLVED, that the City Manager is hereby authorized and
directed to execute the Letter of Agreement on behalf of the City of Lodi.
Dated: October 15, 1997
I hereby certify that Resolution No. 97-174 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held October 15, 1997 by the following
vote:
AYES: Council Members — Land, Mann, Sieglock, Warner and Pennino
(Mayor)
NOES: Council Members - None
ABSENT: Council Members - None
ABSTAIN: Council Members - None
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ALICE M. REIMCHE
City Clerk
97-174