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HomeMy WebLinkAboutAgenda Report - June 19, 2019 C-18AGENDA ITEM c-l g Crrv on Loor CouNcrr-, CovrMUNrcATroN AGENDA TITLE: MEETING DATE: June 19,2019 PREPARED BY: Electric Utility Director Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement for Outage Management System and lnteractive Voice Response Software and Service with MilSoft Utility Solutions of Abilene, Texas ($170,600) RECOMMENDED ACTION Adopt a resolution authorizing the City Manager to execute a professional services agreement for Outage Management System (OMS) and lnteractive Voice Response (lVR) software and service with MilSoft Utility Solutions of Abilene, Texas in an amount not to exceed $170,600. BACKGROUND INFORMATION: Presently, when unplanned system outages occur, Lodi Electric Utility (LEU) is dependent on customer calls to inform them of an outage. After a number of calls come in, the Electric Distribution Operator (Operator) estimates the location and extent of the outage using paper maps. After a sufficient number of calls have been received, the Operator can usually deduce the affected area, but this takes time and speculation. Also, once the affected area is identified, there is no way to inform the remainder of the affected customers that LEU is aware of the outage and there is no longer a need to call in. Thus, as restoration plans are being developed to address the outage, calls continue to come in causing a continuous distraction to the Operator. On April 15, 2009 the City of Lodi engaged consulting firm RW Beck to map the City's electric distribution system. On May 20,2009, the City Council approved by Resolution 2009-59 the sole source of MilSoft Utility Solution's WindMill circuit analysis tool to be used by RW Beck for this work. Once mapped, the WindMilltool provided an effective mechanism for LEU to perform internal electrical system analysis when necessary. MilSoft offers an OMS Software solution that leverages the electrical accuracy of the circuit model to aid in managing outage events. Staff is recommending procuring this software module to assist in managing outage events. LEU can use the MilSoft OMS tool to very quickly identify outage impact, the suspected cause of the outage and the quickest way to restore power to affected customers. They can also use the lnteractive Voice Response (lVR) system to ultimately identify and automatically answer the phone and notify subsequent callers reducing the volume of distraction calls and enabling the Operations team to focus on restoring power. The Outage Management System seamlessly integrates with a number of services that can send notification texts with outage information - a feature planned to be added at a later date. The proposed contract and associated costs include initial set up, training and site license for the first year. Subsequent annual licensing and services are estimated at $54,000 and will be included in future year annual operating budgets. APPROVED , City Manager This proposed purchase is exempt from bidding per Lodi Municipal Code Section 3.20.070 which reads "Bidding shall be dispensed with only when the commodity can be obtained from only one vendor due to a product standardization by resolution of the City Council." This project is in accordance with EU's Strategic Plan whereby EU will design, operate, and maintain the distribution system to ensure reliable electric service. FISCAL IMPAGT: Not to exceed $170,600. FUNDING AVAILABLE uded in LEU FY 2019120 Budget. Andrew C Deputy City Director ISSA lnterim Electric Utility Director PREPARED BY: Jules L Marchesseault, PE Engineering and Operations Manager RESOLUTTON NO. 2019-104 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT FOR OUTAGE MANAGEMENT SYSTEM AND INTERACTIVE VOICE RESPONSE SOFTWARE AND SERVICE WITH SOLE-SOURCE VENDOR, MILSOFT UTILITY SOLUTIONS, OF ABILENE, TEXAS WHEREAS, Lodi Electric Utility (LEU) is dependent on customer calls to inform them in the event of unplanned outages, and as calls are received from affected parties, the Electric Distribution Operator estimates the location and extent of the outage using paper maps. Once the affected area is identified, there is no way to inform the remainder of the affected customers that LEU is aware of the outage and there is no longer a need to call in, resulting in continuous incoming calls which distract the Operator developing restoration plans; and WHEREAS, in 2009 the City of Lodi engaged consulting firm RW Beck to map the City's electric distribution system; and the City Council approved the sole source of MilSoft Utility Solution's WindMill circuit analysis tool to be used by RW Beck for this work; and WHEREAS, the WindMill tool provided an effective mechanism for LEU to perform internal electrical system analysis when necessary; and WHEREAS, MilSoft offers an Outage Management System (OMS) Software solution that leverages the electrical accuracy of the circuit model to aid in managing outages; and WHEREAS, LEU recommends use of the MilSoft OMS tool, which can quickly identify outage impact, the suspected cause of the outage, and the quickest way to restore power and can also use the lnteractive Voice Response (lVR) system to identify and automatically answer the phone and notify subsequent callers; and WHEREAS, pursuant to Lodi Municipal Code Section 3.20.070, bidding shall be dispensed with when the commodity can be obtained from only one vendor due to a product standardization by resolution of the City Council; and WHEREAS, this project is in accordance with the LEU Strategic Plan whereby LEU will design, operate, and maintain the distribution system to ensure reliable electric service. NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute a Professional Services Agreement for Outage Management System and lnteractive Voice Response software and service with the sole-source vendor, MilSoft Utility Solutions, of Abilene, Texas, in an amount not to exceed $170,600. Dated: June 19,2019 I hereby certify that Resolution No. 2019-104 was passed and adopted by the City Council of the City of Lodi in a regular meeting held June 19,2Q19, by the following vote: AYES: COUNCIL MEMBERS - Johnson, Kuehne, Mounce, and Nakanishi NOES: COUNCIL MEMBERS - None ABSENT: COUNCIL MEMBERS - Mayor Chandler ABSTAIN: COUNCIL MEMBERS - None NIFER City Clerk 2019-104 FERRAIOLO