HomeMy WebLinkAboutAgenda Report - June 15, 2022 C-13CITY OF
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COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Confirmation 0249 Under the
Support Services Program Agreement with Northern California Power Agency for Income
Verification and Recertification Services $92,170
MEETING DATE: June 15, 2022
PREPARED BY: Business Development Manager
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute Confirmation
0249 under the Support Services Program Agreement with Northern
California Power Agency (NCPA) for income verification and
recertification services in an amount not -to -exceed $92,170.
BACKGROUND INFORMATION: Lodi Electric Utility (LEU), under its SHARE Program, provides income -
eligible customers a 30 percent discount on monthly electric charges.
Currently, 2,065 customers are enrolled in the program and benefit from the discount, funded in part by LEU's
Public Benefits Fund. New enrollees vary between 100 and 200 per month.
The SHARE Program has historically been administered by City staff, but has been limited to enrolling new
applicants. Recertification of existing applicants has not been consistent due to the time and effort associated
with gathering and reviewing applicant information. After a thorough review of the recertification and income
verification process, management staff has determined the process can be more efficiently and effectively
administered by a third -part administrator with expertise managing similar processes for other agencies.
Authorized by Resolution 2016-162, the Shared Services Program Agreement (SSPA) with NCPA provides an
opportunity for Lodi to use pre -approved vendors and contracts for services by executing a Confirmation for
those specific services. Resolution 2016-162 appointed the City Manager, Electric Utility Director, together
with the City Attorney as designated representatives under the SSPA and authorized the delegated authorities
for amounts not to exceed $20,000 and $15,000, respectively. The amount of this request exceeds the
authorization of Resolution 2016-162 and therefore requires City Council approval. The proposed income
verification and recertification services includes $85,710 in direct services and $6,460 in administrative
program costs.
Income -eligibility determination is an important part of ensuring Public Benefits Funds are being
APPROVED: Steve Schwabauer
Stephen Schwabauer, City Manager
Adopt a resolution authorizing the City Manager to execute Confirmation 0249 under the Support Services
Program Agreement with Northern California Power Agency (NCPA) for income verification and recertification
services in an amount not -to -exceed $92,170.
used in accordance with existing State regulations. Using a third -party administrator will streamline client
access to resources when applying for and submitting required documents for the program, improve accuracy
rates and reduce incorrect benefit determinations, modernize technology to allow for better responsiveness to
program changes, leverage centralized data processes, and improve service delivery by providing a scalable
solution that links authenticated data with the account holder.
The specific vendor to be used for these services through the SSPA is Central Coast Energy Services, Inc. It
is staff's recommendation to execute a Confirmation under the SSPA with NCPA who has conducted a search
and vetted firms in the business of providing this service for utilities and other government agencies offering
income -eligible services. The proposed services will run through June 2025.
FISCAL IMPACT: Not to exceed $92,170 over three years, including administrative fees.
FUNDING AVAILABLE: As it was anticipated Year 1 of this program would start in Fiscal Year 2022, staff
are requesting a rollover of funds in the amount of $30,000, which when added to
the proposed Fiscal Year 2023 budget, will provide sufficient funds in Account No.
50465300-72450 for Year 1 services. Future year program costs will be budgeted
as part of the annual budget planning process.
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
EATmpomieks
Astrida Trupovnieks
Business Development Manager
Signature: QObdrE&,r XVG W Signature:
Email: akeys@lodi.gov Email: sschwabauer@todi.gov
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
amount of not -to -exceed $85,710.00 for the Central Coast Energy Services, Inc. services
described in paragraph 3.
3. CITY OF LODI requests the following described Support Services in the dollar
amount specified above. NCPA agrees to provide the following Support Services to the
Participating Member through its Multi -Task Consulting Services Agreement with Central Coast
Energy Services, Inc. dated August 25, 2021.
Central Coast Energy Services, Inc. shall provide income verification and recertification
services for Lodi Electric Utility Single Household Alternative Rate for Energy (SHARE)
discount rate program and other financial rate assistance and income qualified customer
programs, as more specifically described in the Central Coast Energy Services' proposal
prepared for Lodi Electric Utility, dated May 11, 2022, copy attached as Exhibit "A".
The services are estimated to begin on July 1, 2022, or soon thereafter, and continue for
a period of three -years through June 30, 2025 (Fiscal years 2023 through 2025).
4. The CITY OF LODI agrees to pay for the Support Services in the not -to -exceed
amount specified in'paragraph 2 above; plus, the Administrative Cost of not -to -exceed $6,460.00
(calculated at $685.00 to develop the Confirmation and first month of administration plus
$165.00 per month for each additional month administrative costs are actually incurred), in
accordance with the provisions of the Support Services Program Agreement. The total amount
expended under this Confirmation will not exceed $92.170.00.
5. A Security Account deposit is not required for this Confirmation.
Date:
Participating Member:
Date:
CITY OF LODI NORTHERN CALIFORNIA POWER AGENCY
By its Designated Representatives: By:
Randy S. Howard, General Manager
Stephen Schwabauer, City Manager
ES-AGY-2016-001 Confirmation No. 0249
And
Janice D. Magdich, City Attor
Attest:
Attest:
Cary A. Padgett, Assistant Secretary to Commission
Approved as to form:
By: By:
Olivia Nashed, City Clerk Jane E. Luckhardt, NCPA General Counsel
ES-AGY-2016-001 Confirmation No. 0249
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Income Verification Services for SHARE Program
Central Coast Energy Services through
Northern California Power Agency
Through an approved procurement and agreement with the Northern California Power Agency
(NCPA), Central Coast Energy Services (CCES), a longtime Low -Income Home Energy Assistance
Program (LIHEAP) services provider in six California counties, will be the provider of income
verification services utilizing an industry -proven web -based, secure platform. This web -based
platform will reduce the initial start-up costs and timeframe needed to develop the income
verification program. In addition to reducing costs, the web -based approach will streamline
client access to resources when applying for and submitting required documents to qualify for
the SHARE program, help improve accuracy by reducing incorrect benefit determinations,
respond quicker to program changes, and improve service delivery.
Income Verification Services — New Applications Verification A basic workflow to income
verification services for new applications is given below.
➢ Asa result of outreach efforts, customer requests an application for enrollment
in either the SHARE or Fixed Income discount program. The customer may also
apply and submit documentation online.
➢ Customer returns the application with required documents.
➢ Within one week, the application and documents are reviewed and there are 3
possible outcomes
a the application and documents are complete, income is verified by CCES
for eligibility and the customer is enrolled.
the application and documents are complete, income is unable to be
verified by CCES for eligibility and the customer is sent a notice citing the
reasons for denial.
the application and/or documents are not complete and the customer is
notified of what is needed for a complete list income is verified by CCES
for eligibility and the customer is enrolled.
➢ CCES notifies customers of continuation or termination of participation in the
program, as applicable. CCES will provide LEU with a "mirrored" tracking system
that will allow customer concerns to be addressed without delay.
➢ CCES provides LEU with a report of customer compliance or noncompliance.
Income Verification Services — Existing Enrollee Re -verification
A basic workflow to income verification services for re -verification of existing enrollee program
eligibility is given below.
➢ LEU provides CCES with an Excel report containing contact informationfor
customers who receive the discount.
5/11/2022
➢ CCES notifies customers of LEU's need to review qualifications for the program
using mutually agreed to format and content.
➢ CCES specifies the necessary documents for customers to provide to continue
receiving the discount.
➢ Customer provides CCES with the required documents. CCES reviews customer
documents for eligibility.
➢ CCES provides LEU with a report of customer compliance or noncompliance.
➢ CCES notifies customers of continuation or termination of participation in the
program, as applicable.
➢ CCES repeats the process of notification at least one more time if no response
received. Here, CCES is required to identify the number of repeats which in his/her
experience contributes to a higher compliance rate.
Implementation and Administration
Customer Experience
LEU customers start the application verification process at their convenience. Both CCES and LEU
may use a shared secure application to send either paper or digitized, fillable form applications
and instructions/requirements in response to inquiries made by phone or email. Entry of mailing
data is optional for LEU staff.' Customers may also be directed to an online application service. To
use this service, customers would start a secure access account, enter their application
information just as required on paper, then could upload the income and other documents
necessary to determine eligibility of the household for enrollment in the program(s). Confirmation
of receipt of the application would be received within one week, excluding holidays. Inquiries into
status of applications can be answered by either LEU or CCES through the use of the shared web -
based application.
LEU Role
New Applications
1. LEU staff would respond to requests for applications by the following possible alternatives:
a. Mail out hand/other addressed application packets (containing an application and
requirements with instructions)
b. Enter customer and contact information into the shared web -based application.
The application could then be mailed automatically by either LEU or CCES as
agreed.
2. Applications and documents (complete or otherwise) received by LEU staff would be
scanned and sent to CCES through their Secure Online System (SOS). The system has been
in use by CCES partners for many years. This is a secure document transfer tool different
than the shared web -based application. CCES confirmation of receipt of the application
would be sent within one week, excluding holidays.
3. It maybe necessary to establish an account number check for new applications.
4. Deficient (incomplete) and Denied applications may be tracked by LEU staff using the
' Entry would be made into a shared web -based application. Responses, emails or mail -outs may then be made either
by LEU or CCES staff as agreed.
5/11/2022
shared web -based application.
5. Eligible application data will be sent in a data exchange to LEU and confirmation of
enrollment in the LEU system will need to be returned. The application record will then be
updated in the shared web -based application.
Re -verification Program
1. SHARE enrollment data dated 05/11/2022 reflect the following:
a. There are 2065 total accounts enrolled.
L 993 account records have a start date of 12/30/1899 (Group 1).
ii. 1072 account records have a start date between 10/1/2016 latest and
05/11/2022 (Group 2).
b. New applications are based on the average number enrolled between 2016 and
2018. Pandemic 2020 and 2021 numbers are not representative of a "normal" year.
Reverifications for currently enrolled 2065 households would start in FY 2022-2023 with
the oldest applications (Group 1, 993 count) being verified in FY 2022-2023. The newer
applications (Group 2, 1072 count) will be verified in FY 2023-2024. New applications
from 2022 and in following years would be reverified at the projected numbers indicated
below. The number of new applications is provided in the budget projection below:
CCES Role
New Applications
CCES staff will respond to requests for applications by customers by phone, email or mail and/or
through LEU requests made through the shared web -based application. The application packet
would be mailed or emailed or a referral to the online application system will be made.
Applications and documents from the online application system appear in the shared web -based
application at the end of the day on which they are entered. CCES confirmation of receipt of the
application would be sent within one week, excluding holidays. Application status is updated as it
changes in the online system and the applicant receives automatic email updates accessible
through their online accounts.
Applications and documents received will be reviewed for program eligibility within one week
excluding holidays to determine one of three statuses;
1. Application and documentation are complete and the household account is eligible to be
enrolled in the program.
a. Records for eligible accounts will be transmitted to LEU.
5/11/2022
Fiscal Years July 1 through the following June 30
Service Projection
Year 12022-2023
Year 2 2023-2024
Year 3 2024-2025
Totals
Total Re -Verifications of Existing
Enrolled
993
1072
100
2165
Total New Apps for Enrollment
Verified
100
198
198
496
Total Verifications
1093
1270
298
2661
Startup Costs NTE billed @
$140/hour
$5,880.00
$
$
$5,880.00
Verification @$30
$32,790.00
$38,100.00
$8,940.00
$79,830.00
Total Year
$ 38,670.00
$38,100.00
$ 8,940.00
$85,710.00
CCES Role
New Applications
CCES staff will respond to requests for applications by customers by phone, email or mail and/or
through LEU requests made through the shared web -based application. The application packet
would be mailed or emailed or a referral to the online application system will be made.
Applications and documents from the online application system appear in the shared web -based
application at the end of the day on which they are entered. CCES confirmation of receipt of the
application would be sent within one week, excluding holidays. Application status is updated as it
changes in the online system and the applicant receives automatic email updates accessible
through their online accounts.
Applications and documents received will be reviewed for program eligibility within one week
excluding holidays to determine one of three statuses;
1. Application and documentation are complete and the household account is eligible to be
enrolled in the program.
a. Records for eligible accounts will be transmitted to LEU.
5/11/2022
b. LEU will confirm enrollment through a data exchange and CCES will notify the
applicant of enrollment and start date.
c. CCES will enter updates in the shared web -based application for access by LEU
staff.
d. Customers will be notified of status through LEU approved letters and notices.
e. Eligible households will be referred to LEU incentive programs for Electric Vehicle
incentives, electrification incentives, and energy efficiency incentives as well as
applicable state energy efficiency incentive programs.
f. Applicants potentially eligible Low -Income Home Energy Assistance Program
(LIHEAP) and not currently enrolled will be referred directly to the program at the
San Joaquin County HSA.
Application and documentation are incomplete (deficient) and not sufficient to determine
eligibility.
a. CCES will request missing information or documents from the applicant with at
least one additional reminder sent.
b. A denial may be sent after 60 days.
c. CCES will enter updates in the shared web -based application for access by LEU
staff.
d. Customers will be notified of status through LEU approved letters and notices.
3. Application and documentation are complete and the household account is not eligible to
be enrolled in the program and will be denied.
a. CCES will enter updates in the shared web -based application for access by LEU
staff.
b. Customers will be notified of status through LEU approved letters and notices.
5/11/2022
RESOLUTION NO. 2022-156
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE CONFIRMATION 0249 UNDER THE SUPPORT
SERVICES PROGRAM AGREEMENT WITH NORTHERN CALIFORNIA POWER
AGENCY FOR INCOME VERIFICATION AND RECERTIFICATION SERVICES
WHEREAS, Lodi Electric Utility (LEU), under its SHARE Program, provides income -
eligible customers a 30 percent discount on monthly electric charge; and
WHEREAS, the SHARE Program has historically been administered by City staff and
recertification of existing applicants has not been consistent due to the time and effort
associated with gathering and reviewing applicant information; and
WHEREAS, after a thorough review of the recertification and income verification
process, management staff has determined the process can be more efficiently and effectively
administered by a third -party administrator with expertise managing similar processes for other
agencies; and
WHEREAS, authorized by Resolution No. 2016-162, the Shared Services Program
Agreement (SSPA) with Northern California Power Agency (NCPA) provides an opportunity for
Lodi to use pre -approved vendors and contracts for services by executing a Confirmation for
those specific services; and
WHEREAS, Resolution No. 2016-162 appointed the City Manager, Electric Utility
Director, together with the City Attorney, as designated representatives under the SSPA and
authorized the delegated authorities for amounts not to exceed $20,000 and $15,000,
respectively; and
WHEREAS, the amount of this request exceeds the authorization of Resolution
No. 2016-162 and therefore requires City Council approval; and
WHEREAS, the proposed income verification and recertification services includes
$85,710 in direct services to be provided by Central Coast Energy Services, Inc., and $6,460 in
NCPA administrative program costs through June 2025; and
WHEREAS, income -eligibility determination is an important part of ensuring Public
Benefits Funds are being used in accordance with existing State regulations and using a third -
party administrator will streamline the process and provide for operational efficiencies.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Confirmation 0249 under the Support Services Program
Agreement with Northern California Power Agency (NCPA) for income verification and
recertification services in an amount not to exceed $92,170; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the
rollover of funds from Account No. 50465300.72450 in the amount of $30,000 from Fiscal Year
2022 to Fiscal Year 2023; and
BE IT FURTHER RESOLVED, pursuant to Section, 6.3q of the City Council Protocol
Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make minor revisions to
the above -referenced document(s) that do not alter the compensation or term, and to make
clerical corrections as necessary.
Dated: June 15, 2022
I hereby certify that Resolution No. 2022-156 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 15, 2022 by the following votes:
AYES: COUNCIL MEMBERS — Hothi, Khan, Kuehne, and Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Nakanishi
ABSTAIN: COUNCIL MEMBERS — None
OLIVIA NASHED
City Clerk
2022-156