HomeMy WebLinkAboutAgenda Report - October 5, 2022 C-11CITY OF
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C A L I FORNIA
COUNCIL COMMUNICATION
AGENDA ITEM JC4R r 1
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Confirmation No. 0269 Under
Northern California Power Agency Support Services Program Agreement for After Hours
Answering and Dispatch Services for Electric Utility and Public Works Departments for a
Period of Three Years ($281,460)
MEETING DATE: October 5, 2022
PREPARED BY: Electric Utility Director
Public Works Director
RECOMMENDED ACTION- Adopt a resolution authorizing the City Manager to execute Confirmation No.
0269 under the Northern California Power Agency (NCPA) Support Services
Program Agreement for after hours answering and dispatch services for the
Electric Utility and Public Works Departments for a period of three years in an
amount not -to -exceed $281,460.
BACKGROUND INFORMATION: In March 2020, the City Council authorized Lodi Electric Utility (LEU) and
Public Works (PW) to contract with NCPA through their Support Services
Program Agreement (SSPA) and use the services of Cooperative Response
Center, Inc. (CRC) to provide after hours answering and dispatch services.
Authorized by Resolution 2016-162, the 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.
All funds under the existing Confirmation for CRC's services approved in 2020 are expected to run out by the end of
September 2022 and staff are therefore requesting to renew the agreement with CRC through NCPA for a period of
three years.
CRC is a nationwide, cooperatively owned and operated, 24/7 contact center and answering service provider who
specializes in utilities, including round-the-clock dispatch and customer care. They currently serve over 500
members in 47 states, representing over 10 million consumers. CRC continues to provide a valuable service to Lodi
residents and businesses outside of normal business hours.
Estimated annual cost for these services is approximately $84,000. Actual costs could be higher depending on call
volume and number of after hours emergencies. Costs are shared amongst LEU and PW. Including NCPA contract
administration fees, staff are requesting approval for a three-year agreement not -to -exceed $281,460.
FISCAL IMPACT: Not to exceed $281,460 over three years.
APPROVED;
Stephen Schwabauer, City Manager
Adopt Resolution Authorizing City Manager to Execute Confirmation No. 0269 Under Northern California Power Agency Support Services Program Agreement for After Hours
Answering and Dispatch Services for Electric Utility and Public Works Departments for a Period of Three Years ($261,460)
October 5, 2022
Page 2
FUNDING AVAILABLE: Funds available in Fiscal Year 2022/23 in Account No. 50061000.72499 (LEU),
53053001.72499 (PW), and 56052001.72499. Future years will be budgeted for
accordingly as part of the annual budget planning process.
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
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Jeff Berkheimer
Electric Utility Director
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Charlie Swim ley (Sep 21, 2022 J
Charles E. Swimley
Public Works Director
Signature: Ojm� Xzv6i
Email: akeys@lodi.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 $275,000.00 for the Cooperative Response Center, Inc. (CRC) services
described in paragraph 3. This is not a guarantee that the full amount will be paid to CRC but is
merely a limit of potential expenditures for services under this Confirmation.
3. CI'TY 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 energy
dispatch services proposal, copy attached. The services under this Confirmation are estimated to
begin in early October 2022 and continue for a period of 36 -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 $6,460.00 ($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 Mended under this Confirrnation
w¬ exceed S281-460.00.
D. A Security Account deposit is not required for this Confirmation.
Date:
Participating Member:
CITY OF LODI
Date:
NORTHERN CALIFORNIA PO'%T-RAGENCY
By its Designated Representatives: By:
Stephen Schwabauer, City Manager
And
Janice D. Magdich, City Attorney
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Randy S. Howard, General Manager
Attest:
Cary A. Padgett, Assistant Secretary to Commission
ES-AGY-2016-001 Confirmation No. 0269
Attest:
Olivia Nashed, City Clerk
Approved as to form:
Jane E. Luckhardt, NCPA General Counsel
ES-AGY-2016-001 Confirmation No. 0269
CRC
'ooperative Response Center, Inc.
Below is a snap shot of the one-time fees and also the monthly recurring costs projected while utilizing
"Energy Dispatch" service solutions provided by and Associate Membership to CRC.
As a refresher - Energy Dispatch sorvices include (briefly) managing In & out hound customer calls which
may be outage and non -outage related (account balance & office inquiries etc. for all depts.) after hours or
during the day as needed -- an demand 24/71365 along with (either) CRC offering line crew assembly and
dispatching of crews or connecting with a Lodi staffer to dispatch crews after hours, if CRC is dispatching
this w 11 also include timed safety checks while crews are in the held - dispatching dirties Carr always be
talren back by the utility as needed far large outage events etc.
This proposal reflects / breaks down the one-time fees and monthly recurring fees along with some inbound
& outbound call data offered by Lodi for both electric & water depts.
One Time Fees
N/A - Initial Associate Membership — Already' F?aid
N/A — CRCLink Account Set Up — Ailready'pnld
N/A — On -Site at Lodi, CRCLink Training t Orientation (plus any related travel expenses) — Alretatiy Nal(f
Ibt,�nthly lieaurreir{Fea�:
$4,405.20 - Base Meter Fee of $0.15 x 29,368 Active Electric meters /Water meters are N/C
$552 — CIS / Customer Information System Interface —10 CRCLink User Licenses
$143.75 — OMS I Outage Management System Interface
$900 which equates to 400 live agent calls x $2.25 per Inbound / Outbound calls for Electric Dept
$900 which equates to 400 live agent calls x $2.25 per Inbound / Outbound calls for Water Dept.
"TBD - $0.104 per Inbound Dynamic Greeting
*TBD - $0.253 per Inbound Front -End Automated Greeting
"TBD - $0.104 per Outbound Automated Call
$6,900.95 Estimated Monthly Invoice (Which includes monthly call volume provided by Lodi Electric)
*Any remaining monthly invoice is driven strictly by call volume and are a per call basis, so not all calls as
described above may be a live agent call thus lowering the overall monthly invoice - TBD
RESOLUTION NO. 2022-236
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE CONFIRMATION NO. 0269 UNDER
NORTHERN CALIFORNIA POWER AGENCY SUPPORT SERVICES
PROGRAM AGREEMENT FOR AFTER HOURS ANSWERING AND DISPATCH
SERVICES FOR ELECTRIC UTILITY AND PUBLIC WORKS DEPARTMENTS
WHEREAS, in March 2020, the City Council authorized Lodi Electric Utility (LEU) and
Public Works (PW) to contract with NCPA through their Support Services Program Agreement
(SSPA) and use the services of Cooperative Response Center, Inc. (CRC) to provide after
hours answering and dispatch services; and
WHEREAS, authorized by Resolution 2016-162, the 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; and
WHEREAS, all funds under the existing Confirmation for CRC's services approved in
2020 are expected to run out by the end of September 2022 and staff are therefore requesting
to renew the agreement with CRC through NCPA for a period of three years; and
WHEREAS, CRC is a nationwide, cooperatively owned and operated, 24/7 contact
center and answering service provider who specializes in utilities, including around-the-clock
dispatch and customer care and they currently serve over 500 members in 47 states,
representing over 10 million consumers; and
WHEREAS, estimated annual cost for these services is approximately $84,000, not
including NCPA administrative fees. Actual costs could be higher depending on call volume and
number of after hours emergencies. Costs for these services are shared by LEU and PW.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council does hereby
authorize the City Manager to execute Confirmation No. 0269 under the Northern California
Power Agency (NCPA) Support Services Program Agreement for after hours answering and
dispatch services for the Electric Utility and Public Works Departments for a period of three
years in an amount not to exceed $281,460.
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: October 5, 2022
I hereby certify that Resolution No. 2022-236 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held October 5, 2022 by the following votes:
AYES: COUNCIL MEMBERS — Hothi, Khan, Kuehne, Nakanishi, and
Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
OLIVIA NASHED
City Clerk
2022-236