Contract Award to TMG Utility Advisory Services, Inc Contract Award to TMG Utility Advisory Services, Inc. Project Management and Quality Assurance Services for the CIS Project Item # 16 December 3, 2018

Staff Recommendation Proposed action is not a project subject to the California Environmental Quality Act (“CEQA”) Authorize the City Manager to enter into a services contract with TMG Utility Advisory Services, Inc. for the CIS, CSS, EBPP Project Project management and quality assurance services Optional testing support services Total not-to-exceed contract amount of $2,747,510

CIS Project – Get It Right the First Time Complex – Highly Visible – High Cost – High Stakes Multi functional - several software systems Interface with Tyler Munis Financial, OMS and other City Systems Correct customer billing from Day 1 Large revenue collection – approximately $300 million annually Water, Electric, Refuse, Sewer, Taxes Change management, training and acceptance by staff and customers Resource Intensive – personnel and capital Requires experience of specialized consultants California expertise Utility CIS implementation focused

Background: CIS, CSS, EBPP PWP (lead), DoIT, Finance and Public Works Project Management, Quality Assurance, Testing (optional with TMG)

Ongoing City Business Operations Field Services, Metering City Staff Resources Ongoing City Business Operations PWP Customer Service Billing & Collections Finance Cashiering Field Services, Metering Public Works Refuse, 311 CIS Project

Consultant's Roles & Expertise Project Manager Develop project plan Ensure a cohesive and complete solution Assist staff with management of multiple contracts Manage schedule and budget Quality Assurance Define, measure and mitigate risks to project Complete independent review, evaluation, assessment of project Perform organizational readiness assessment

Consultant's Roles & Expertise Testing Services (Optional with TMG) Prepare, validate, and execute testing plan Coordinate test schedule and environments Report testing results and defect reports to City staff Include proposed corrective actions Support and assist with test completion

PM/QA Procurement Competitive Selection balances cost and specialized experience The RFP was published on PlanetBids Downloaded by 90 registered vendors (10 local) 8 proposals received in response by 8/24/2018 4 responses did not meet RFP requirements 4 responses evaluated

PM/QA RFP Evaluation Phases Phase 1 Evaluation Phase 2 Evaluation Company Experience and Expertise Similar Project Experience Onsite Demo Reference Checks Methodology and Scope of Work Proposed Project Staff Cost Local Business Small/Micro Business Local Business Small/Micro Business Phase 1 required a minimum 85% score to advance to Phase 2

PM/QA RFP Proposals Scoring Recommended Phase 1 Scoring AAC Columbia, SC Intoollect Austin, TX SDI Carmichael, CA TMG Buda, TX Experience & Expertise 63% 84% 88% 94% Methodology & SOW 64% 79% 61% 86% Project Experience 58% 40% 90% Project Staffing 50% 100% Local Business 0% Small/Micro Business Indicates 85% minimum score

TMG Utility Advisory Services TMG’s clients were awarded “Best CIS Implementation” for 4 consecutive years Current clients include:

Proposed Contract Amount Project Management & Quality Assurance Optional Test Support Services Total not-to-exceed contract amount of $2,747,510 Project Support Services Hours Proposed Total Cost Project Management 5,850 $1,267,100 Quality Assurance 1,800 $442,800 Total PM & QA 7,650 $1,709,900 Project Support Services Hours Proposed Total Cost Test Support Services 6,285 $1,037,610

Staff Recommendation Proposed action is not a project subject to the California Environmental Quality Act (“CEQA”) Authorize the City Manager to enter into a services contract with TMG Utility Advisory Services, Inc. for the CIS, CSS, EBPP Project Project management and quality assurance services Optional testing support services Total not-to-exceed contract amount of $2,747,510