1. 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

2. 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

3. 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

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

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

12. 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

13. 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