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Home My WebLink AboutAttch1 NCPA Commsn Staff Rpt EE DatabaseAttachment 1 651 Commerce Drive A IHUu AHNcl Roseville, CA-95678 CPAphone (916) 781-3636 NORTHERN CALIFORNIA POWER AGENCY fax (916) 783-7693 web www.ncpa.com Commission Staff Report AGENDA ITEM NO.: ) q Date: February 16, 2012 To: NCPA Commission Subject: Consulting Services Agreement Between NCPA and crmOrbit, Inc. and Member Services Agreement with Contracting Members Proposal NCPA is proposing a consulting services agreement with crmOrbit to develop a database that will allow seven NCPA members to better manage the information related to their respective energy efficiency programs, thereby improving their operational effectiveness. The seven participating NCPA members, the cities of Alameda, Biggs, Healdsburg, Lodi, Lompoc, as well as Plumas-Sierra REC, and Truckee Donner PUD, will execute a member services agreement with NCPA by which they would agree to pay for the services. Background As is the case for many of the smaller public power utilities throughout California, there are limited resources available to build and. utilize a database management system that will support the level of complexity needed to track energy efficiency programs and meet the ever- expanding need for regulatory reporting and data storage. As we near the end of our sixth year of collaborative energy efficiency reporting, members of the NCPA Public Benefits Committee in Summer 2011 identified the value of developing a joint, web -based database platform that would allow NCPA members to better manage the many facets of their respective energy efficiency programs: Specific objectives include the following: • improving customer access to program information via on-line rebate application portals, • allowing members to manage their programs more effectively by allowing them to efficiently track program information; and • meeting local and regulatory reporting requirements. ----- - -. - - - - ---. __ _ _. -- _ - ..... __... _... ------ ---- On July 25, 2011, NCPA released a formal Request for Proposal (RFP) to identify a vendor that could provide these services. Eight organizations responded to the RFP by the August 24, 2011, deadline. Upon further review of these proposals, including individual interviews with each of the potential vendors, the Public Benefits Committee supported the selection of crmOrbit, Inc. as the company best qualified to perform the desired services. The contract attached to this staff report is the product of this effort. Attachment 1 Consulting Services Agreement Between NCPA and crmOrbit, Inc. February 16, 2012 Page 2 The contract up for consideration is intended to achieve our objectives by automating numerous manual data entry in the administration of these programs; thus decreasing staff time and administrative costs, increasing accuracy; decreasing evaluation costs, improving customer service, and allowing for faster access to program information. Phase 1 of the project will last until this summer and entail the development of a centralized database platform in which future data entry will be easily accessible to members, along with the development of data templates that can be used for easy -to -access analysis. Phase 2 includes a five-year license agreement which begins on July 1, 2012. The license will allow members to access varying levels `of technical ,support from the contractor and the NCPA project manager to development additional analytical tools. Roseville Electric is also working on a parallel effort, having approved a similar arrangement with crmOrbit on February 1, 2012. As well, NCPA's efforts to support this project have led to the pursuit of a similar agreement among several members of the Southern California Public Power Authority (SCPPA). The result will be much more effective management of and reporting on these programs by California's public power systems. As this project moves forward;. it will be a highlighted best practice in the upcoming energy efficiency report that will be submitted to the California Energy Commission on March 15, 2012. The approval of this contract will be contingent upon the approval of a separate Member Services Agreement between NCPA and the seven participating members. Each member will either bring the Member Services Agreement before its respective city council or board for approval. In the case of Healdsburg, the agreement will be brought to the City Manager for approval. In the case of Plumas-Sierra, it General Manager has that authority: The timelines associated 'with 'those approvals` are as follows: • Alameda — February 27 • Biggs — February 27 • Healdsburg - City Manager Approval (by February 29) • Lodi - March 7 (tentatively scheduled) Lompoc February 21' • Plumas-Sierra - General Manager Approval (by February 29) • Truckee Donner — March 7 The Member Services Agreement will be signed by NCPA's General Manager once all of the member approvals for the Member Services Agreement are realized. Fiscal Impact _ The _total, cost associated. with this project is $_43$,87t63.._All costs will be borne the seven NCPA members participating in the project, shown in the table below. The allocation factors associated with these costs were based on a simple average of the most recently available information regarding energy delivered in kilowatt hours, number of energy efficiency rebates provided to customers, and energy efficiency budgets. SR: 115:'12 Attachment 1 Consulting Services Agreement Between NCPA and crmOrbit, Inc. February 16, 2012 Page 3 ,�r""4 -•, a �• � e • �. •o.' a .•� Environmental Analysis This activity would not result in a direct or reasonably foreseeable indirectchange in the physical environment and is therefore not a "project" for purposes of Section 21065 the California Environmental Quality Act. No environmental review is necessary. Recommendation Staff recommends the Commission Approve Resolution 12-09 authorizing the General Manager or his designee to enter into on behalf of NCPA: 1) the Consulting Services Agreement Between NCPA and crmOrbit for Energy Efficiency Database Program Services (including License and Maintenance Services) subject to the approval of the Member Services Agreement for the Energy Efficiency Database Program by each of the seven NCPA members participating in this project, and; 2) the Member Service_ s Agreement for the Energy Efficiency Data Program once all participating NCPA members approve the Member Services Agreement: Respectfully submitted, Prepared by: z i / (N 6 JPE JANE CIRRINCIONE eneral Manager Assistant General Manager Legislative & Regulatory Affairs Attachments (3) — Resolution 12-09 .. _._ - -Consulting-Services-Agreement-between NCPA and crmOrbit; Inc. - Member Services Agreement for the Energy Efficiency Data Program SR: 115:12 Attachment 1 RESOLUTION 12-09 RESOLUTION OF THE NORTHERN CALIFORNIA POWER AGENCY APPROVAL CONSULTING SERVICES AGREEMENT BETWEEN NCPA AND crmOrbit, Inc. AND MEMBER SERVICES AGREEMENT BETWEEN NCPA AND PARTICIPATING MEMBERS (reference Staff Report #115:12) WHEREAS, NCPA and public power utilities are required to submit information to the California Energy Commission regarding energy efficiency programs, consistent with the statutory requirements of Senate Bill 1037 (2005) and Assembly Bill 2021 (2006); and WHEREAS, seven NCPA members participating in the NCPA Public Benefits Committee (the cities of Alameda, Biggs, Healdsburg, Lodi, Lompoc, as well as Plumas- Sierra REC, and Truckee DonnerPUD) identified a need to develop a database that will: 1) improve customer access to -program information via on-line rebate application portals, 2) allow members to manage their programs more effectively by allowing them to efficiently track program information, and 3) meet local and regulatory reporting requirements; and WHEREAS, on July 25, 2011, NCPA released a formal Request for Proposal (RFP) to identify an organization that could provide such services; and WHEREAS, eight organizations responded to the RFP by the August 24, 2011, _.deadline; -and . WHEREAS, upon further review of these proposals, including individual interviews with each of the potential vendors, the NCPA Member Services Manager and the Public Benefits Committee selected crmOrbit, Inc. as the organization best qualified to perform the desired services WHEREAS, NCPA is proposing a contract with crmOrbit to provide the above mentioned services, which will improve the operational effectiveness of the NCPA members participating in the project and their abilities to provide regulatory reports; and WHEREAS, the approval of this contract is contingent upon the approval of a Member Services Agreement between NCPA and the participating members, with individual member approvals expected by mid -March, and WHEREAS, the_envi.r_on_.mentaI impact s_addr_essed_i❑_Staff._Repor_t_#_115j_1.2.;_and_ NOW, THEREFORE BE IT RESOLVED, by the Commission of the Northern California Power Agency as follows: 1. That it approves the Consulting Services Agreement Between NCPA and crmOrbit for Energy Efficiency Database Program Services, including License and Attachment 1 Maintenance Services, and authorizes the General Manager or, his designee to execute it on behalf of the Agency, subject to the prior approval and receipt of executed copies of the associated Member Services Agreement for the Energy Efficiency Database Program.by each of the seven NCPA members participating in this project; and 2. Approves the Member Services Agreement.for the Energy Efficiency Database Program and authorizes the General .Manager to execute it on behalf of the Agency, subject to the prior approval and receipt of executed copies of it from each of the seven NCPA members participating in the project. Attachment 1