1 Item 14
VALLEY CLEAN ENERGY ALLIANCE
Staff Report - Item 14
TO: Board of Directors
FROM: Mitch Sears, Chief Executive Officer
Edward Burnham, Director of Finance & Internal Operations Rebecca Boyles, Director of Customer Care and Marketing SUBJECT: Approve Amendment 2 to SMUD Agreement Task Order 8 (Consulting Services) for customer program support services
DATE: February 13, 2025
RECOMMENDATIONS
Approve Task Order Amendment (2) with Sacramento Municipal Utilities District (SMUD) for implementation and support of the customer program services in an amount not to exceed $207,036.
BACKGROUND
On April 13, 2023 the VCE Board approved Item 11 for the 5-year extension of VCE’s Master Services Agreement with the Sacramento Municipal Utilities District (SMUD).
The support services provided by SMUD, including customer support and billing services, are extremely important for VCE’s operations, customer retention, and receivables management.
The partnership VCE has established with SMUD through the Master Services Agreement has been instrumental in VCE’s current and future success. This amendment is to expand SMUD’s scope of services using the customer relationship management (CRM) software (Salesforce) for an integrated platform to include support for VCE in implementing customer programs in areas such as program processes and documentation, third-party engagement, training personnel, reporting, customer marketing and outreach.
FISCAL IMPACT
The requested Customer Program Support services expenditures are accounted for in VCE’s 2025 budget. Future VCE programs and program expansions that require these support services will be approved individually and include any required budget amendments.
ATTACHMENTS
1. Resolution 2025-XXX
2. Amendment 2 to SMUD Task Order 8
Item 14
1 VALLEY CLEAN ENERGY ALLIANCE
RESOLUTION NO. 2025 - ___
A RESOLUTION OF VALLEY CLEAN ENERGY ALLIANCE APPROVING AMENDMENT 2 TO TASK ORDER 8 – CONSULTING SERVICES OF THE SACRAMENTO MUNICIPAL UTILITIES
DISTRICT PROFESSIONAL SERVICES AGREEMENT AND AUTHORIZING THE EXECUTIVE
OFFICER IN CONSULTATION WITH LEGAL COUNSEL TO FINALIZE AND EXECUTE AMENDMENT 2 TO TASK ORDER 8.
WHEREAS, The Valley Clean Energy Alliance (“VCE”) was formed as a community choice aggregation agency (“CCA”) on November 16, 2016, Under the Joint Exercise of Power Act, California Government Code sections 6500 et seq., among the County of Yolo, and the Cities of Davis and Woodland, to reduce greenhouse gas emissions, provide electricity, carry out programs to reduce energy consumption, develop local jobs in renewable energy, and promote energy security and rate stability in all of the member jurisdictions. The City of Winters, located in Yolo County, was added as a member of VCE and a party to the JPA in December of 2019; and, WHEREAS, on August 31, 2017, the VCE Board considered a proposal by the Sacramento Municipal Utilities District (“SMUD”) to provide program launch and operational services and subsequently directed VCE staff to negotiate a services agreement between VCEA and SMUD for consideration and action by the VCEA Board; and,
WHEREAS, on September 21, 2017, the SMUD Board of Directors authorized its CEO to enter into a contract with VCE to provide Community Choice Aggregate (CCA) support services; and, WHEREAS, on April 13, 2023, the VCE Board approved Amendment 1 to the Master Services Agreement (MSA) extending the term of the MSA through December 31, 2028; approved Amendment 32 to Task Order 3 (Wholesale Energy Services) reducing the scope of work; and, approved Task Order 7 (Data Management and Customer Call Center Services), Task Order 8 (Consulting Services); and Task Order 9 (Debt Collection Services) with an expiration date of December 31, 2028; and,
WHEREAS, on April 11, 2024, the Board approved Amendment 1 to Task Order 8 (Consulting Services) providing Concierge Service to assist with enhanced customer service offerings for customer electrification support through December 31, 2025, with a not-to-exceed amount of $184,234; and.
NOW, THEREFORE, the Board of Directors of the Valley Clean Energy Alliance resolves as follows:
1. Approve Amendment 2 to Task Order 8 (Consulting Services) to assist with enhanced customer service offerings for customer programs support service, with a not-to-exceed amount of $207,037; and,
Item 14
2 2. Authorize the Chief Executive Officer in consultation with legal counsel to finalize and execute Amendment 2 to Task Order 8 (Consulting Services) for customer program support service.
PASSED, APPROVED AND ADOPTED, at a special meeting of the Valley Clean Energy Alliance, held on the ________ day of ______ 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________________
_________________________, VCE Chair
__________________________________
Alisa M. Lembke, VCE Board Secretary
Attachment:
1. Amendment 2 to SMUD MSA Task Order 8 (Consulting Services) for customer program support service.
VCE-SMUD Task Order 8 Amendment 2
AMENDMENT 2 TO EXHIBIT A: SCOPE OF SERVICES Task Order 8 – Consulting Services
Concierge Service
The Sacramento Municipal Utility District (SMUD) and Valley Clean Energy (VCE) agree to the following services, terms and conditions described in this Amendment 2 to Task Order 8 the provisions of which are subject to the terms and conditions of the Master Service Agreement (MSA) between the Parties. If any specific provisions of this Amendment 2 to Task Order 8 conflict with any general provisions in the MSA, Task Order 8, or any preceding Amendments to Task Order 8, the provisions of this Amendment to Task Order 8 shall take precedence.
Capitalized terms used in this Amendment which are not defined in this Amendment will have the respective meanings ascribed to them in the MSA.
The Effective Date of this Task Order 8 is the date of last signature below.
Section 1, SCOPE OF WORK is amended to include:
1.1 Perform the following services:
Task Hours 2025 Rate Sum
Create program documentation 50.5
Develop business rules 4 $ 183.46 $ 733.85
Develop participant journey map 4 $ 183.46 $ 733.85
Develop participant application form 4 $ 183.46 $ 733.85 Develop participant agreement 4 $ 183.46 $ 733.85
Develop participant claim form 4 $ 183.46 $ 733.85
Develop qualifying equipment 4 $ 183.46 $ 733.85
Develop equipment specifications 4 $ 183.46 $ 733.85
Develop incentive levels 4 $ 183.46 $ 733.85
Develop low-income eligibility criteria 4 $ 183.46 $ 733.85 Develop participant email templates 4 $ 183.46 $ 733.85 Develop participant survey 4 $ 183.46 $ 733.85
Send documentation 0.5 $ 183.46 $ 91.73
Adjust documentation 4 $ 183.46 $ 733.85
Finalize documentation 2 $ 183.46 $ 366.93
Create MF and Com documentation 36.5
Develop business rules 4 $ 183.46 $ 733.85
Develop participant application form 4 $ 183.46 $ 733.85 Develop participant agreement 4 $ 183.46 $ 733.85
Develop participant claim form 4 $ 183.46 $ 733.85
Develop qualifying equipment 4 $ 183.46 $ 733.85
Develop equipment specifications 4 $ 183.46 $ 733.85
VCE-SMUD Task Order 8 Amendment 2
Develop incentive levels 2 $ 183.46 $ 366.93
Develop participant survey 4 $ 183.46 $ 733.85
Send documentation 0.5 $ 183.46 $ 91.73
Adjust documentation 4 $ 183.46 $ 733.85
Finalize documentation 2 $ 183.46 $ 366.93
Create processes 52.5
Create eligibility verification process 4 $ 183.46 $ 733.85 Program application form 4 $ 183.46 $ 733.85
Program claim form 4 $ 183.46 $ 733.85
Set up email box 4 $ 183.46 $ 733.85
Set up phone number 8 $ 183.46 $ 1,467.71
Set up payment account 4 $ 183.46 $ 733.85
Set up payment processing 8 $ 183.46 $ 1,467.71
Set up VCE billing 4 $ 183.46 $ 733.85
Create processes flow map 8 $ 183.46 $ 1,467.71
Send process flow map 0.5 $ 183.46 $ 91.73
Adjust process flow map 2 $ 183.46 $ 366.93
Finalize process flow map 2 $ 183.46 $ 366.93
Develop dealership engagement 116
Determine dealership targets 8 $ 183.46 $ 1,467.71
Develop engagement plan 8 $ 183.46 $ 1,467.71
Draft email copy 4 $ 183.46 $ 733.85
Develop email templates 4 $ 183.46 $ 733.85
Develop training plan 8 $ 183.46 $ 1,467.71
Develop training materials 8 $ 183.46 $ 1,467.71
Develop dealership application 4 $ 183.46 $ 733.85
Draft dealership participation agreement 4 $ 183.46 $ 733.85 Develop dealership claim form 4 $ 183.46 $ 733.85
Draft dealership survey 4 $ 183.46 $ 733.85
Develop dealership webpage 4 $ 183.46 $ 733.85
Develop a dealership journey map 4 $ 183.46 $ 733.85
Train dealerships (10) 40 $ 183.46 $ 7,338.54
Develop address lookup tool 8 $ 183.46 $ 1,467.71
Develop program database 4 $ 183.46 $ 733.85
Train personnel 52.5
Develop training plan 8 $ 183.46 $ 1,467.71
Send training plan 0.5 $ 183.46 $ 91.73
Adjust training plan 2 $ 183.46 $ 366.93
Finalize training plan 2 $ 183.46 $ 366.93
VCE-SMUD Task Order 8 Amendment 2
Develop training materials 24 $ 183.46 $ 4,403.13
Deliver training (staff and VCE) 16 $ 183.46 $ 2,935.42 Develop reporting 12.5
Develop weekly report and dashboard format 8 $ 183.46 $ 1,467.71 Send report formats 0.5 $ 183.46 $ 91.73
Adjust report formats 2 $ 183.46 $ 366.93
Finalize report formats 2 $ 183.46 $ 366.93
Develop marketing plan 58
Develop marketing plan and metrics 24 $ 183.46 $ 4,403.13 Send marketing plan 0.5 $ 183.46 $ 91.73
Adjust marketing plan 4 $ 183.46 $ 733.85
Finalize marketing plan 2 $ 183.46 $ 366.93
Develop web copy 16 $ 183.46 $ 2,935.42
Translate web copy 8 $ 183.46 $ 1,467.71
Send web copy 0.5 $ 183.46 $ 91.73
Adjust web copy 2 $ 183.46 $ 366.93
Finalize web copy 1 $ 183.46 $ 183.46
Manage program 99.3
Manage customer inquiries (5 min @ 52) 4.3 $ 183.46 $ 795.01 Process customer surveys (10 min @ 52) 8.7 $ 183.46 $ 1,590.02 Manage dealership inquiries (5 min @ 20) 1.7 $ 183.46 $ 305.77 Engage dealerships bi-monthly (15 min @ 5) 1.3 $ 183.46 $ 229.33 Process applications (15 min @ 75) 18.8 $ 183.46 $ 3,439.94 Process claims (15 min @ 52) 13.0 $ 183.46 $ 2,385.03
Process dealership surveys (10 min @ 10) 1.7 $ 183.46 $ 305.77 Produce reports weekly 26 $ 183.46 $ 4,770.05
Update program documentation 1 hr 1 $ 183.46 $ 183.46
Provide program recommendations 1 hr 1 $ 183.46 $ 183.46 Perform other tasks as assigned 10 hrs 10 $ 183.46 $ 1,834.64 Meet with SVCE staff monthly 12 $ 183.46 $ 2,201.56
Design, Development, Admin Total 441.3 $87,665.02
Design and mange two additional programs 650.7 $ 119,371.31 VCE-SMUD Task Order 8 Amendment 2
Section 4.2, Optional Service Fees, is added to include:
Task # Task Title Hours Total
1 Create program documentation 50.5 $9,264.91
2 Create MF and Com documentation 36.5 $6,696.42
3 Create processes 52.5 $9,631.84
4 Develop dealership engagement 116 $21,281.78
5 Train personnel 52.5 $9,631.84
6 Develop reporting 12.5 $2,293.30
7 Develop marketing plan 58 $10,640.89
8 Manage program 99.3 $18,224.05
9 Develop and manage two additional programs 650.7 $ 119,371.31 Total 1128.5 $ 207,036.33
[Signature Page follows]
VCE-SMUD Task Order 8 Amendment 2
SIGNATURES
The Parties have executed this Task Order 8 Amendment 2, and it is effective as of the date of last signature below.
Valley Clean Energy
By
Name
Title
Date
Approved As To Form N/A
Sacramento Municipal Utility District
By
Name Tracy Carlson
Title Director Community Energy Services
Date 1.29.2025
Approved As To Form