AGENDA
MUNICIPAL SERVICES COMMITTEE
MEETING NOTICE
AUGUST 23, 2022
PUBLIC MEETING 4:00 P.M.
MEMBERS
Andy Wilson, Chair/Vice Mayor, District 7
Tyron Hampton, Councilmember, District 1
Felicia Williams, Councilmember, District 2
Jessica Rivas, Councilmember, District 5
STAFF
Jeffrey Kightlinger, Interim General Manager
Lisa Hosey, Assistant City Attorney
Garrett Stevenson, Recording Secretary
MISSION STATEMENT
The City of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consistent
with our history, culture and unique character.
In compliance with the Americans with Disabilities Act of 1990, Assistive Listening Devices are available from the City Clerk’s Office with a 24-hour advance notice.
Please call (626) 744-4124 to request use of a listening device.
Language translation services are available for this meeting by calling (626) 744-4124 at least 24 hours in advance.
Habrá servicio de interpretación disponible para éstas juntas llamando al (626) 74
4-4124 por lo menos con 24 horas de anticipación.
Items on the agenda may not be called in order listed.
Agendas and supporting documents are available on the Internet at http://ww5.cityofpasadena.net/commissions/city-council-municipal-services-committee/ Materials related to an item on this Agenda submitted to the Municipal Services Committee after distribution of the agenda packet will be posted online and listed as: “Supplemental Agenda Material Received after the Posting of the agenda”.
THE MUNICIPAL SERVICES COMMITTEE MEETING FOR AUGUST 23, 2022, AT 4:00 P.M. WILL TAKE PLACE SOLELY BY
VIDEOCONFERENCE/TELECONFERENCE.
TO ACCESS THE MEETING:
http://pasadena.granicus.com/MediaPlayer.php?publish_id=9 AND
WWW.PASADENAMEDIA.ORG
In order to facilitate public participation at meetings held solely by electronic means, the City will accept public comment in the following manner:
1. During the meeting, members of the public may provide live public comment by submitting a speaker card prior to the start of public comment on that item, at the following webpage:
www.cityofpasadena.net/commissions/public-comment
After submitting a public speaker card, join the virtual meeting at the published start time with a computer, other electronic device, or by telephone. The same name or telephone number on the Speaker Card must be used for the virtual meeting in order to locate and unmute the speaker.
Computer or electronic devices, join the meeting at:
h
ttps://us02web.zoom.us/j/161482446
Telephone only dial-in: 1-669-900-6833, Meeting ID: 161 482 446
2. Members of the public may submit correspondence of any length prior to the start of the meeting, at the following email address:
g
[email protected]
C
orrespondence will be forwarded to the legislative body prior to the start of the meeting.
3. If assistance is needed by phone, please call the City Clerk's Office at:
(626) 744-4124.
IF
YOU NEED A REASONABLE MODIFICATION OR ACCOMMODATION
PURSUANT TO THE AMERICANS WITH DISABILITIES ACT
BECAUSE YOU ARE UNABLE TO PARTICIPATE ELECTRONICALLY AS SET FORTH ABOVE, CONTACT THE CITY CLERK’S OFFICE
AS SOON AS POSSIBLE AT (626) 744-4124
OR [email protected].
CITY OF PASADENA
MEETING OF
THE MUNICIPAL SERVICES COMMITTEE
AUGUST 23, 2022
PUBLIC MEETING: 4:00 PM
PASADENA CITY HALL, COUNCIL CHAMBER
100 NORTH GARFIELD AVENUE, ROOM S249
N
ote to the Public: City Hall is closed to the public until further notice.
N
OTICE IS HEREBY GIVEN that the regular meeting of the Municipal Services Committee will be held by videoconference/teleconference on Tuesday, August 23, 2022 at 4:00 p.m., to discuss matters on the attached agenda.
A
ndy Wilson, Chair
Municipal Services Committee
I HEREBY CERTIFY that this agenda in its entirety, was posted on the Internet at https://www.cityofpasadena.net/commissions/city-council-municipal-services-committee/ and on the Council Chamber Bulletin Board, Room S249, and the Bulletin Board in the rotunda area; City Hall, 100 North Garfield Avenue, this August 18th by 6:30 p.m. and that copies hereof were faxed, emailed or delivered to each member of the City Council and to each local newspaper of general circulation, radio or television station requesting notice in writing, all of which recipients are identified on the distribution herein below.
Susana Castro
DISTRIBUTION:
MSC Committee Members Central Library General Manager Pasadena Weekly City Council City Clerk Director of Planning and Permitting Pasadena Star-News City Manager Director of Public Works Los Angeles Times Pasadena Now City Attorney Public Information Officer La Opinion Pasadena Journal In compliance with the Americans with Disabilities Act of 1990, listening assistive devices are available from the City Clerk's Office with a 24-hour advance notice.
Please call (626) 744-4124 to request use of a listening device. Language translation services may be requested with 24-hour advance notice.
Habra servicio de interpretacion disponible para estas juntas llamando al (626) 744-4124 por lo menos con 24 horas de anticipación.
MEETING AGENDA
MUNICIPAL SERVICES COMMITTEE
AUGUST 23, 2022
Public Meeting: 4:00 P.M.
Council Chamber, Pasadena
City Hall 100 North Garfield Avenue, Room S249
APPROVAL OF MINUTES
1. CUS
TOMER INFORMATION SYSTEM UPDATE
2. R
ESIDENTIAL SOLAR BUSINESS MODELS
3. O
RGANICS PROGRAM
PUBLIC MEETING - 4:00 P.M.
ROLL CALL
PUBLIC COMMENT
INFORMATION ONLY
ADJOURN
NEW BUSINESS
1 ITEM #1
2 PASADENA WATER AND POWER
MEMORANDUM
August 23, 2022
TO: M
unicipal Services Committee
FROM: Jeffrey Kightlinger
Interim General Manager
S
UBJECT: Customer Information System Project Update
T
he Water and Power Department (“PWP”) completed the implementation of the new Customer Information System (“CIS”) on April 4, 2022, including the modern customer portal that allows customers to access online services and account information. The replacement of the CIS is the foundation for the City of Pasadena’s commitment to modernizing technology and automating processes to provide excellent customer service.
M
igration from the previous system to the new CIS was a complex process that occurred around the clock during the weekend of March 31 – April 4, 2022, in order to minimize customer impact. The important work completed during the cutover weekend included staff from Public Works, Finance, Department of Information Technology (“DoIT”), PWP, and multiple vendors.
S
taffing levels were temporarily increased to support critical areas during the weeks following the cutover for the warranty and stabilization period, primarily in customer service and system administration. This ensured a timely response to the increase in customer inquiries about the new system and the accuracy of the first customer bills prepared in the new system. A technical support team was established to quickly triage and correct system defects.
A
fter ninety (“90”) days of operation, the stabilization period has ended. Over 34,000 customers have signed up for the new portal, and over 10,000 have enrolled in the paperless billing option. During the first 90 days of billing, all customers have been billed at least one time, and less than 1% of bills were estimated. Support for the CIS has shifted from the implementation vendors to the managed services team.
S
ubsequent to the conclusion of the CIS implementation project, staff will prioritize the deployment of the Advanced Metering Infrastructure (“AMI”) Project. An AMI Steering Committee has been formed with representation from multiple City departments. The deployment of AMI and CIS will provide much improved customer service and the ability to adopt modern rate structures to align with customer usage. 3 Municipal Services Committee – August 23, 2022
Customer Information System Project Update
Through June 16, 2022, total actual CIS project expenses are $22.7 million, with a total project budget of $27.4 million. Some significant expenses have yet to be incurred that are related to contract closures, and the project is expected to be completed within the approved budget.
Attachment A – Customer Information System Project Update Presentation 4 Pasadena Water and Power
Customer Information System
Project Update
Municipal Services Committee
August 23, 2022
Pasadena Water and Power
Agenda
•Production Volumes
•Executive Summary
•Operations Update
•CIS Project Budget
•AMI Components
•AMI Benefits
•AMI Timeline
•Next Steps
2 5
Pasadena Water and Power
CIS Production Volumes
3 Bills Generated 249,420
Payments Processed 203,619
Web Enrollment 34,033 (40% Adoption)
Autopay Enrollment 20,873 (25% Enrollment)
E-Bill Sign-up 10,656 (13% Enrollment)
• As of end of business Monday, August 15, 2022
Pasadena Water and Power
Executive Summary
• System Go-Live
> The new CIS launched Monday, April 4, 2022
> Cutover participants included Public Works, Finance, DoIT, Accelerated Innovations, Infosend, Red Clay, TMG and PWP • Stabilization Phase
> Defects have been identified but quickly addressed
> Every successful project has challenges but they were addressed quickly
• Post go-live support
> The transition from stabilization to steady-state is completed 4 6
Pasadena Water and Power
Operations Update
5 • Project staff embedded in the business units during stabilization to provide added support
• As anticipated, call volume was higher than usual at launch > Customers requested assistance registering their accounts > Call volume back to near normal levels
• All customer bill cycles/routes have billed at least once • Over 190K bills generated and less than 1% were estimated > Similar to pre-launch levels
• Currently relying on consultants to perform some of the work of vacant positions
> Active recruitments underway – high level of turnover in some areas Pasadena Water and Power
CIS Project Budget
6 Total Expenditures:
as of 07/19/2022 $22,662,210
AB C D E F
Expense Category Total Life-to-Date
Budget Change Orders Total Life-to-Date
Expenses
Project Balance as
of 7/19/2020
(B + C - D)
Percentage of
Budget Spent
(D/(B+C))
Major Contracts $16,507,781 $1,575,687 $14,246,411 $2,261,370 86% Needs Assessment & Procurement (#30967) $285,120 $284,200 $920 100% Project Mgmt & Quality Assurance (#31367) $2,747,510 $2,709,547 $37,963 99% Oracle CIS (#31483) $1,392,903 $1,195,417 $197,486 86%
CIS, CSS, EBPP Implementation Services (#31589) $8,209,048 $780,687 $8,267,061 $722,674 92% Org Change Management (#31635) $1,123,200 $1,087,330 $35,870 97% Master Service Agreement $750,000 $795,000 $702,856 $842,144 45% Project Contingency $2,000,000 $1,575,687 $424,313 79%
Project Resources $7,676,918 $5,906,317 $1,770,601 77%
PWP Project Team Personnel $5,416,918 $4,661,556 $755,362 86% Support Services $2,260,000 $1,244,761 $1,015,239 55%
Other Services & Supplies $3,324,762 $2,509,482 $815,280 75% Rent and Tenant Improvements $878,397 $843,678 $34,719 96% Technology $2,446,365 $1,665,804 $780,561 68%
$27,509,461 $1,575,687 $22,662,210 $4,847,251 82%
7 Pasadena Water and Power
CIS is the Foundation
7 CIS
Customer
Portal
AMI
Electronic
Bill Print
Payment
Processing
Oracle Field
Service (OFS)
Outage
Management
System
Pasadena Water and Power
Smart Metering Technology
8 Advanced Metering Infrastructure (“AMI”)
uses a wireless network to provide detailed
data that is easily accessible online by
customers and staff
City staff can access data
and more detailed reports about
electric and water usage in the City
Customers
can access data
from the web portalAdvanced electric and water
meters transmit usage over a
wireless network
8 Pasadena Water and Power
Smart Metering Benefits
• Customers can manage consumption (or surplus power)
> Make changes from phone/computer
• Improves customer service
> More information and tools for customers
> Remote connect disconnect for electricity services
• Smart meters provide alerts such as water leak detection • Power meter data will lead to fewer and shorter outages • More frequent reads will result in shorter billing cycles • Ability to implement modern rate structures to align with customer usage
9 Pasadena Water and Power
Timeline to Smart Metering
10 CIS, OFS,
CSS and
EBPP
AMI
2020 2021 2022 2023 2024 2025 2026
Implementation
Stabilization
Needs Assessment & Business Case
Procurement
Implementation & Deployment
9 Pasadena Water and Power
AMI Next Steps
• Substantial resource commitment $45-65 million
total estimated costs
• AMI Steering Committee established
• Needs Assessment, Business Case, and Roadmap
> Determine hardware and software options
> Estimate project schedule and budget
• Customer education and outreach
• Maximize benefits and reduced costs of improved
technology
11 10
ITEM #2
11 PASADENA WATER AND POWER
MEMORANDUM
Augu
st 23, 2022
To: Munic
ipal Services Committee
From: J
effrey Kightlinger
Interim General Manager
Subje
ct: Residential Solar Business Models
This
report is for information only.
BAC
KGROUND:
Pasad
ena Water and Power (“PWP”) is pleased to update the Municipal Services Committee and the public regarding Residential Solar Business Models.
As par
t of the presentation, PWP will provide a summary of solar adoption in Pasadena, the utility’s role to assist customers with their projects, various business models in the industry, and a brief discussion on utility solar rates.
Attac
hment – Residential Solar Business Models
12 Pasadena Water and Power
Residential Solar
Utility Models
Municipal Services Committee
Pasadena Water and Power
8/
23/2022
Pasadena Water and Power
Introduction
• Pasadena community solar adoption
• Customer confidence/Utility Role
> Various business models
• What about:
> Community Solar
> Solar on City Buildings and Solar Shade Structures
• Compare PWP and SCE Solar Rates
2 13
Pasadena Water and Power
Solar Adoption in Pasadena
• 2004 Solar Systems in Pasadena (1/1/22)
• Added 250 installations in 2021, Expect 300 in 2022.
3 -
5.00 10.00
15.00 20.00
25.00 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Mega Watts
Calendar Year
Installed DER Capacity (MW)
Solar PV (Accumulative)
Pasadena Water and Power
Utility Role - Education
• Customer Education:
> General Information
How rooftop solar works?
How to pick a contractor?
> Utility solar expert for general questions
• Possible: Pasadena based solar contractor
bulletin board w/ customer reviews
• Not recommended: City provided link to
approved contractors who can perform work in
Pasadena
4 14
Pasadena Water and Power
Big Box: Costco Solar/Home Depot
Costco Solar:
• Receive a 10% Costco Shop Card on qualifying
residential solar purchases
Home Depot:
• Average Cost of Solar Panel Installation for 5kW
system ranges from $11,100-$22,400
• Home Depot offers financing for the cost of
system installation to customers
5 Pasadena Water and Power
Utility Direct Install (Rent-A-Roof)
Other Utility Programs:
• LADWP (Los Angeles) Low Income Roof Rental & Feed-In-Tariff • CPS Energy (San Antonio) Rent Roof, Feed-In-Tariff
• Arizona Public Service (Phoenix): Low Income Roof Rental • Glendale Water & Power: Virtual Power Plant
(Recently Switched to City Only Property)
• Typical Customer Reimbursement is $30 - $50 per month 6 15
Pasadena Water and Power
Issues with Utility Solar Direct Install
• Utility Direct Install (Rent-A-Roof)
> Educating customers about the program and benefits
> Finding A Good Roof
> Cost of Installation
> Length and Cost of Lease/Rental
> Cost of Maintenance
> Building Code Compliance
> Legal Matters (when a customer sells his/her home)/Home Insurance > Availability of trained staff
> ROI to PWP
> Incentives to Customers
7 Pasadena Water and Power
Community Solar
• Community Solar Models:
> Solar System built in City
> Customers purchase or lease panels, Co-Op shares, or
Energy Blocks (Similar to Green Power Program)
> Energy Credits passed to “owner” based on production
PWP 2018 Study:
> Hard to site solar in Pasadena >500kW-1MW minimum
> High administrative cost
> Economics impractical or infeasible
> Needed different business model
8 16
Pasadena Water and Power
Solar on City Property
• Typical Solar Construction Costs:
Covered parking lots may cost between $15-$18/W
Systems on Building Roofs:
» Typically$7/watt for >100KW systems
Comparisons:
$3.28/watt for basic residential
$1/watt for large utility scale solar
9 Pasadena Water and Power
Rates Illustration
• PWP currently pays
nearly the equivalent of
the full system average
retail rate for excess
customer solar.
• PWP’s costs are higher
to provide power after
sundown.
• SCE TOU rate charges
more for power after
sundown.
10 17
Pasadena Water and Power
Moving Forward
• Review on-line customer solar information
> Ensure information is accurate and up-to-date
> Ensure practical guidance is provided for
customers interested in solar
• Begin development of new Net Energy
Metering (NEM) rate
> Need cost-of-service study to develop cost-based
NEM rate
• Determine feasibility of bulletin board
for Pasadena-based installers
11 Pasadena Water and Power
Questions?
12 18
ITEM #3
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