HomeMy WebLinkAboutAgenda Report - March 4, 2020 C-06AGENDA ITEM Comb
"• CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Shared Services
Agreement with Northern California Power Agency for After Hour Answering
Services for Electric Utility and Public Works Department for a Period of Two Years
($154,480)
MEETING DATE: March 4, 2020
PREPARED BY: Electric Utility Director
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute shared
services agreement with Northern California Power Agency (NCPA)
for after hour answering services for Electric Utility and Public
Works Department, for a period of two years from April 30, 2020 to
April 30, 2022 in an amount not to exceed $154,480.
BACKGROUND INFORMATION: The after hour answering services for Lodi Electric Utility (LEU) and
Public Works (PW) are currently provided by a small local company
that provides call center and answering services for local small
businesses including medical answering, building maintenance,
customer service, etc.
The existing contractor's lack of utility experience has created a number of service problems for the
utilities. Staff proposes to terminate the existing contract and obtain the same services from Cooperative
Response Services, Inc. (CRC). It is a nationwide, cooperatively owned and operated, 24/7 contact
center and answering service provider who specialize in utilities, including round-the-clock dispatch and
customer care. They currently serve over 450 members in 45 states, representing over 8 million
consumers. Their customers include, among others Oklahoma Electric Cooperative of Oklahoma,
Lyntegar Electric Corporation of Texas, Lane Electric Co-op in Oregon and Sussex Rural Electric Co-op
in New Jersey. NCPA member, Alameda Municipal Power, is also in the process of obtaining their
services. CRC's services are available to LEU and PW under NCPA's Shared Services Agreement
approved by the City Council by Resolution 2016-162.
The current contract annual cost is $13,200, depending on call volume, compared to an annual cost with
CRC of $77,240.
This project is in accordance with LEU's Strategic Plan to achieve and maintain a high level of customer
satisfaction rating as measured by biannual survey.
FISCAL IMPACT: Not to exceed $154,480.
FUNDING AVAILABLE: Costs included in FY 19/20, 20/21 and 21/22 Budget.
Adopt Resolution Authorizing City Manager to Execute Shared Services Agreement with Northern California Power Agency for After Hour Answering Services for
Electric Utility and Public Works Department for a Period of Two Years ($154,480)
March 4, 2020
Page 2
)�J r
Andrew C. Keys
Deputy City Manager/Internal Services Director
JKa6tkfieimer
lectric Utility Director
(71'-'-A)�w
harles . Swim y
Public Works Director
PREPARED BY: Hasan Shahriar PE; Engineering and Operations Manager
CONFIRMATION UNDER THE NCPA SUPPORT SERVICES PROGRAM
AGREEMENT
1. This is a Confirmation pursuant to the Support Services Program Agreement and
subject to the terms and conditions of that agreement, except as expressly provided in this
Confirmation. All capitalized terms have the meaning given to them in the Support Services
Program Agreement.
2. The Participating Member for this Confirmation is the CITY OF LODI in the total
amount of not -to -exceed $150,000.00 for the Cooperative Response Center, Inc. services
described in paragraph 3.
3. CITY OF LODI requests the following described Support Services in the dollar
amount specified. NCPA agrees to provide the following Support Services to the Participating
Member:
Cooperative Response Center, Inc. to provide after-hours answering services and energy
dispatch services for the City of Lodi/Lodi Electric Utility, as outlined in the CRC proposal,
copy attached. Services shall commence in early 2020 and continue for a period of 24 -months.
4. The CITY OF LODI agrees to pay for the Support Services in the amount set forth
in paragraph 2 above; plus the administrative fees in the amount not -to -exceed $4,480.00 ($685
for development of the Confirmation and first month's processing, plus $165 per month for
each additional month administrative costs are actually incurred) in accordance with the
provisions of the Support Services Program Agreement. Billing to the CITY OF LODI for said
services will be through a Special Invoice. The total amount expended under this Confirmation
will not exceed 5154,,480.00.
5. A Security Account deposit is not required for this Confirmation.
Date:
Participating Member:
CITY OF LODI
By its Designated Representatives:
Stephen Schwabauer, City Manager
And
Janice D. Magdich, City Attorney
Attest:
Date:
NORTHERN CALIFORNIA POWER AGENCY
By:
Randy S. Howard, General Manager
Attest:
Cary A. Padgett, Assistant Secretary to Commission
Approved as to form:
By: By:
I ;S -ACHY -2016-001
Jane E. Luckhardt. NCPA General Counsel
Confirmation No. 0157
RESOLUTION NO. 2020-37
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE A CONFIRMATION UNDER SHARED
SERVICES AGREEMENT WITH NORTHERN CALIFORNIA POWER
AGENCY (NCPA) FOR AFTER HOUR ANSWERING SERVICES FOR
ELECTRIC UTILITY AND PUBLIC WORKS
WHEREAS, the after hour answering services for Lodi Electric Utility (LEU) and Public
Works are currently provided by a small company that provides call center and answering
services for local small businesses, including medical answering, building maintenance, and
customer service; and
WHEREAS, the existing contractor's lack of utility experience has created a number of
service problems for the utilities; and
WHEREAS, LEU is proposing to engage the services of CRC, a nationwide,
cooperatively owned and operated, 24/7 contact center and answering service provider who
specialize in utilities, including round-the-clock dispatch and customer care; and
WHEREAS, CRC's services are available to LEU under NCPA's Shared Services
Agreement approved by the City Council by Resolution No. 2016-162; and
WHEREAS, this project is in accordance with LEU's Strategic Plan to achieve and
maintain a high level of customer satisfaction rating.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a Confirmation under the Shared Services Agreement
with Northern California Power Agency, for after hour answering services from CRC, in an
amount not to exceed $154,480 for a period of two years from April 30, 2020 to April 30, 2022.
Dated: March 4, 2020
I hereby certify that Resolution No. 2020-37 was passed and adopted by the City
Council of the City of Lodi in a regular/special joint meeting held on March 4, 2020 by the
following vote:
AYES: COUNCIL MEMBERS — Chandler, Mounce, Nakanishi, and Mayor Kuehne
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
PAMELA M. FARRIS
Assistant City Clerk
2020-37