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HomeMy WebLinkAboutResolution - 2018-R0195 - TMG Utility Advisory Services - 06/14/2018Resolution No. 2018-RO195 Item No. 7.15 June 14, 2018 RESOLUTION WHEREAS, the City of Lubbock is contemplating the acquisition and installation of advanced electric and water metering infrastructure and is in need of professional services related to, among other matters, implementation of the advanced metering infrastructure; WHEREAS, TMG Utility Advisory Services, Inc. ("TMG") possesses experience in providing such professional services; WHEREAS, the Electric Utility Board and the City Council of the City of Lubbock, possess joint jurisdiction over the contracting for the subject services due to the inclusion of both electric and water metering infrastructure; WHEREAS, the City of Lubbock and TMG now desire to enter into a Professional Services Agreement providing for such services; NOW THEREFORE: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute, for and on behalf of the City of Lubbock, that certain Professional Services Agreement ("PSA"), by and between the City of Lubbock and TMG Utility Advisory Services, Inc., in the form attached hereto and incorporated herein for all purposes, along with any necessary documents related thereto. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT this Resolution shall be null and void if the Electric Utility Board shall not likewise authorize and direct the Chairman of the Electric Utility Board to execute the PSA within thirty (30) days of the date hereof. Passed by the City Council this 14th day of June , 2018. DANIEL M. POPE, MAYOR ATTEST: Beckkgorza, City Secretar Resolution No. 2018-RO195 PROFESSIONAL SERVICES AGREEMENT STATE OF TEXAS § COUNTY OF LUBBOCK § This Contract (the "Contract" or "Agreement"), effective as of the 1A_ day of .Tune , 2018 (the "Effective Date"), is by and between the City of Lubbock, a Texas home rule municipal corporation, acting by and through its City Council and Electric Utility Board ("LP&L" or "City of Lubbock Utilities"), and TMG Utility Advisory Services, Inc., a Texas corporation ("TMG' or "Consultant") WITNESSETH WHEREAS, LP&L desires to obtain professional consulting services related to implementation of the Advanced Metering Infrastructure ("AMI"), Customer Information System ("CIS"), Meter Data Management ("MDM") and Mobile Workforce Management ("MWFM") project (the "Activities" or "Project"); and WHEREAS, Consultant has a professional staff experienced and is qualified to provide professional consulting services related to the Activities, and will provide the Services, as defined below, for the price provided herein, said price stipulated by LP&L and Consultant to be a fair and reasonable price; and WHEREAS, LP&L desires to now contract with Consultant to provide professional consulting services related to the Activities and Consultant desires to provide the Services related to same. NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Contract, LP&L and Consultant hereby agree as follows: ARTICLE I. TERM The term of this Contract commences on the Effective Date and continues without interruption for a term of thirty (30) months. If the Consultant determines that additional time is required to complete the Services, the Director of Electric Utilities, or his designee, may, in his discretion, execute an agreement to grant up to an additional twelve (12) months of time so long as the amount of the consideration does not increase. An amendment to this Agreement resulting in an increase in the amount of the consideration Professional Services Agreement— TMG Consulting Services, Inc. 1 APPROVED AS TO CONTENT: Andy Burcham Assistant Director/Chief Financial Officer APPROVED AS TO FORM: Richard K. Casner General Counsel — LP&L must be approved by LP&L, acting through the body wherein jurisdiction of this Agreement, as amended, lies. ARTICLE II. SERVICES AND COMPENSATION A. Consultant shall conduct all activities and within such timeframes as set forth in the Statement of Work (herein so called), as attached hereto as Exhibit "A" (the "Services") B. Consultant shall receive consideration, on a time basis, to be paid for the performance of the Services, an amount not exceed the amount for each Phase of the Services as set forth in the Statement of Work. The sums due shall be invoiced to LP&L as the Services are performed by Consultant, based on the rates as provided in the Statement of Work. C. Except as provided below, the total sum to be paid hereunder shall not exceed, in any circumstance, the sum of Three Million Four Hundred Sixteen Thousand Seven Hundred and No/100 Dollars ($3,416,700.00). In the event the optional Services related to water module installation are requested by LP&L, as are identified in the Statement of Work, the total sum to be paid hereunder shall not exceed the sum of Three Million Eight Hundred Forty -Three Thousand and No/100 Dollars ($3,843,000.00). ARTICLE III. TERMINATION A. General. LP&L may terminate this Contract, for any reason or convenience, upon thirty (30) days written notice to Consultant. In the event this Agreement is so terminated, LP&L shall only pay Consultant for services actually performed by Consultant up to the date Consultant is deemed to have received notice of termination, as provided herein. B. Termination and Remedies. In the event Consultant breaches any term and/or provision of this Contract, LP&L shall be entitled to exercise any right or remedy available to it by this Contract, at law, equity, or otherwise, including without limitation, termination of this Contract and assertion of an action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any right or remedy and all rights and remedies shall be cumulative. Professional Services Agreement —TMG Consulting Services, Inc. z ARTICLE IV. NON - ARBITRATION LP&L reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, LP&Lshall not be subject to any arbitration process priorto exercising its unrestricted right to seekjudicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this Agreement, this provision shall control. ARTICLE V. REPRESENTATIONS AND WARRANTIES A. Existence. Consultant is a corporation, duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. B. Power. Consultant has the power and authority to enter into and perform this Contract in accordance with the terms hereof, and lawfully perform all activities contemplated hereby. C. Authorization. Execution, delivery, and performance of this Contract and the activities contemplated hereby have been duly and validly authorized by all requisite action on the part of Consultant. This Contract constitutes legal, valid, and binding obligations of the Consultant and is enforceable in accordance with the terms hereof. D. Consultant. Consultant maintains a professional staff and employs, as needed, other qualified specialists experienced in providing the Services, and is familiar with all laws, rules and regulations, both state and federal, including, without limitation, the applicable laws, regarding the Activities contemplated hereby. E. Performance. Consultant will and shall conduct all activities contemplated by this Contract in accordance with the standard of care, skill and diligence normally provided by a professional person in performance of similar professional consulting services, and comply with all applicable laws, rules, and regulations, both state and federal, relating to professional consulting services, as contemplated hereby. F. Use of Copyrighted Material. Consultant warrants that any materials provided by Consultant for use by LP&L pursuant to this Contract shall not contain any proprietary material owned by any other party that is protected underthe Copyright Act or any other law, statute, rule, order, regulation, ordinance Professional Services Agreement —TMG Consulting Services, Inc. 3 or contractual obligation relating to the use or reproduction of materials. Consultant shall be solely responsible for ensuring that any materials provided by Consultant pursuant to this Contract satisfy this requirement and Consultant agrees to indemnify and hold LP&L and the City of Lubbock harmless from all liability or loss caused to LP&L and/or the City of Lubbock or to which LP&L and/or the City of Lubbock is exposed on account of Consultant's failure to perform this duty. ARTICLE VI. SCOPE OF WORK Consultant shall accomplish the following: Professional Consulting Services related to the Services, as provided in the Statement of Work, as set forth in Exhibit "A", attached hereto and made a part hereof. ARTICLE VII. INDEPENDENT CONTRACTOR STATUS Consultant and LP&L agree that Consultant shall perform the duties under this Agreement as an independent contractor and shall be considered as independent contractor under this Agreement and/or in its activities hereunder for all purposes. Consultant has the sole discretion to determine the manner in which the Services are to be performed. During the performance of the Services under this Agreement, Consultant and Consultant's employees and/or approved sub -consultants, will not be considered, for any purpose, employees or agents of LP&L and/or the City of Lubbock within the meaning or the application of any federal, state or local law or regulation, including without limitation, laws, rules or regulations regarding or related to unemployment insurance, old age benefits, workers compensation, labor, personal injury or taxes of any kind. ARTICLE VIII. INSURANCE Consultant shall procure and carry, at its sole cost and expense through the life of this Agreement, except as otherwise provided herein, insurance protection as hereinafter specified, in form and substance satisfactory to LP&L and City of Lubbock (as used in this Article VIII, collectively, the "City"), carried with an insurance company authorized to transact business in the State of Texas, covering all aspects and risks of loss of all operations in connection with this Agreement, including without limitation, the indemnity obligations set forth herein. Consultant shall obtain and maintain in full force and effect during the term of this Agreement, and shall cause each approved Sub -consultant of Consultant to obtain and maintain in full force and effect during the term of this Agreement, commercial general liability, professional liability Professional Services Agreement —TMG Consulting Services, Inc. and automobile liability coverage for non -owned and hired vehicles with insurance carriers admitted to do business in the state of Texas. The insurance companies must carry a Best's Rating of A-VII or better. Except for Professional Liability, the policies will be written on an occurrence basis, subject to the following minimum limits of liability: Commercial General Liability: Per Occurrence Single Limit: $1,000,000 General Aggregate Limit: $2,000,000 Professional Liability: Combined Single Limit: $1,000,000 Automobile Liability: Combined Single Limit for any auto: $1,000,000 Per Occurrence Consultants ha I Ifurther cause any approved Sub -consultant to procure and carry, during the term of this Agreement, the identical insurance coverage required of Consultant herein, including without limitation, Professional Liability coverage, protecting City against losses caused by the professional negligence of the approved Sub -consultant. The City shall be listed as a primary and noncontributory additional insured with respect to the Automobile Liability and Commercial General Liability and shall be granted a waiver of subrogation under those policies. Consultant shall provide a Certificate of Insurance to the City as evidence of coverage. The Certificate shall provide 30 days' notice of cancellation. A copy of the additional insured endorsement and waiver of subrogation attached to the policy shall be included in the Certificate. Consultant shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, Consultant shall maintain said coverage throughout the term of this Agreement and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Consultant maintains said coverage. The Consultant may maintain Occupational Accident and Disability Insurance in lieu of Worker's Compensation. In either event, the policy must be endorsed to include a waiver of subrogation in favor of the City. If at any time during the life of the Agreement or any extension hereof, Consultant fails to maintain the required insurance in full force and effect, Consultant shall be in breach hereof and all work under the Agreement shall be discontinued immediately. Professional Services Agreement — TMG Consulting Services, Inc. 5 Notwithstanding anything contained herein to the contrary, the professional liability policy shall be maintained at Consultant's (and approved Sub -consultant's, as applicable) sole cost and expense. The retroactive date shall be no later than the commencement of the performance of this Contract and the discovery period (possibly through tail coverage) shall be no less than 10 years afterthe completion of the Services provided for in this Contract. The provisions of this Article VIII shall survive the termination or expiration of this Agreement. ARTICLE IX. RETAINING OF CONSULTANTS Consultant may retain consultants, contractors, or other third parties (any of which are referred to herein as "Sub -consultant"), to perform certain duties of Consultant, as set forth on Exhibit "A", attached hereto, under this Contract, provided that LP&L approves the retaining of Sub -consultants. Consultant is at all times responsible to LP&L to perform the Services as provided in this Agreement and Consultant is in no event relieved of any obligation under this Contract upon retainage of any approved Sub -consultant. Any agent or Sub -consultant retained by Consultant shall be required by Consultant to carry, for the protection and benefit of the City (as defined in Article VIII, above) and Consultant and naming said third parties as additional insureds, insurance as described above required to be carried by Consultant in this Contract. ARTICLE X. CONFIDENTIALITY Consultant shall retain all information received from or concerning or related in any way to LP&L and LP&L's business in strictest confidence and shall not reveal such information to third parties without prior written consent of LP&L, unless otherwise required by law. ARTICLE XI. INDEMNITY CONSULTANT SHALL INDEMNIFY AND SAVE HARMLESS LP&L, THE CITY OF LUBBOCK AND THEIR ELECTED AND APPOINTED OFFICIALS, OFFICERS, ATTORNEYS, AGENTS, AND EMPLOYEES FROM AND AGAINST ALL SUITS, ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY KIND, CHARACTER, TYPE, OR DESCRIPTION, INCLUDING WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY'S FEES, FOR INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, RECEIVED OR SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, TO THE EXTENT ARISING OUT OF, RELATED TO OR OCCASIONED BY, THE NEGLIGENT ACTS Professional Services Agreement —TMG Consulting Services, Inc. 6 OF CONSULTANT, ITS AGENTS, EMPLOYEES, AND/OR SUB -CONSULTANTS, RELATED TO THE PERFORMANCE, OPERATIONS OR OMISSIONS UNDER THIS CONTRACT AND/OR THE USE OR OCCUPATION OF CITY OF LUBBOCK OWNED PROPERTY. THE INDEMNITY OBLIGATIONS PROVIDED HEREIN SHALL SURVIVE THE EXPIRATION OR TERMINATION OF THIS AGREEMENT. ARTICLE XII. COMPLIANCE WITH APPLICABLE LAWS Consultant shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Contract, and any amendments thereto. ARTICLE XIII. NOTICE A. General. Whenever notice from Consultant to LP&L or LP&L to Consultant is required or permitted by this Contract and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand (in which case such notice shall be effective upon delivery); (2) facsimile (in which case such notice shall be effective upon delivery); or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. B. Consultant's Address. Consultant's address and numbers for the purposes of notice are: TMG Utility Advisory Services, Inc. Attn: Jana Marek 388 Feathergrass Drive, Buda, TX 78610 Telephone: (512) 993-6331 Facsimile: (512) 312-9958 Professional Services Agreement —TMG Consulting Services, Inc. 7 C. LP&L's Address. LP&L's address and numbers for the purposes of notice are: Lubbock Power & Light Attn: Jamie Cook 1301 Broadway Lubbock, Texas 79401 Telephone: (806) 775-3426 Facsimile: (806) 741-1069 D. Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party as provided herein, referring specifically to this Contract, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. ARTICLE XIV. LP&L-PROVIDED DATA AND RESPONSIBILITIES A. Provision of Data. LP&L may furnish Consultant non -confidential studies, reports and other available data in the possession of LP&L pertinent to Consultant's Services, so long as LP&L is entitled to rely on such studies, reports and other data for the performance of Consultant's Services under this Contract (the "Provided Data"). Consultant shall be entitled to use and rely, so long as such reliance is reasonable, upon all such Provided Data. ARTICLE XV. MISCELLANEOUS A. Captions. The captions for the articles and sections in this Contract are inserted in this Contract strictly for the parties' convenience in identifying the provisions to this Contract and shall not be given any effect in construing this Contract. B. Audit. Consultant shall provide access to its books and records to LP&L. LP&L may audit, at its expense and during normal business hours, Consultant's books and records with respect to this Contract between Consultant and LP&L. Professional Services Agreement—TMG Consulting Services, Inc. 8 C. Records. Consultant shall maintain records that are necessary to substantiate the Services provided by Consultant. LP&L. D. Assignability. Consultant may not assign this Contract without the prior written approval of E. Successor and Assigns. This Contract binds and inures to the benefit of LP&L (and the City, as applicable) and Consultant, and in the case of LP&L and the City, their respective successors, legal representatives, and assigns, and in the case of Consultant, its permitted successors and assigns. F. Construction and Venue. THIS CONTRACT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THIS CONTRACT IS PERFORMABLE IN LUBBOCK COUNTY, TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE SOLE AND EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF COMPETENT JURISDICTION OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS CONTRACT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstance, the remainder of this Contract and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Contract, and duly authorized and executed by Consultant and LP&L. I. Entire Agreement. This Contract, including Exhibit "A", attached hereto, contains the entire agreement between LP&L and Consultant, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. J. No Joint Enterprise. Nothing contained herein shall be construed to imply a joint venture, joint enterprise, partnership or principal — agent relationship between Consultant and LP&L. Professional Services Agreement —TMG Consulting Services, Inc. 9 K. Documents Owned by Consultant. Any and all documents, drawings and specifications prepared by Consultant as part of the Services hereunder, which contains TMG Intellectual Property, whether copyrighted or not, shall remain the property of Consultant and Consultant hereby grants LP&L the perpetual right to use those work products for their own internal use. All other documents prepared by Consultant as part of the Services hereunder, shall become the property of LP&L when Consultant has been compensated as set forth in Article II, above. The Consultant shall make copies of any and all work products for its files. Intellectual Property means: The Sabre-7'm methodology and its components. These include the Business Process Templates, Change Management Templates, Data Conversion Workbooks and Mapping Documents, Quality Assurance Report Template, and Lessons Learned Template. LP&L internal use: LP&L has the right to use any documents produced by Consultant but cannot distribute that document to any external agency or company without prior approval from Consultant. Consultant will not withhold that approval without reasonable justification and clear explanation to LP&L as to the reason. L. Notice of Waiver. A waiver by either LP&L or Consultant of a breach of this Agreement must be in writing and duly authorized to be effective. In the event either party shall execute and deliver such waiver, such waiver shall not affect the waiving party's rights with respect to any other or subsequent breach. M. Third Party Activities. Nothing in this Agreement shall be construed to provide any rights or benefits whatsoever to any party other than LP&L and Consultant. N. Non -Appropriation. All funds for payment by LP&L under this Contract are subject to the availability of an annual appropriation for this purpose by the City of Lubbock. In the event of non - appropriation of funds by the City Council of the City of Lubbock for the services provided under the Contract, LP&L will terminate the Contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the services covered by this Contract is spent, whichever event occurs first (the "Non -Appropriation Date"). If at any time funds are not appropriated for the continuance of this Contract, cancellation shall be accepted by the Consultant on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and LP&L shall not be obligated under this Contract beyond the Non -Appropriation Date. Professional Services Agreement —TMG Consulting Services, Inc. 10 0. Non -Boycott of Israel. Consultant warrants that it is in compliance with Chapter 2270, Subtitle F., Title 10, of the Texas Government Code by verifying that 1) it does not boycott Israel; and 2) it will not boycott Israel during the term of this Agreement EXECUTED as of the Effective Date hereof. TMG UTILITY ADVISORY SERVICES, INC., Texas Corporation mole Name: Tim Almond Title: President CITY OF LUBBOCK, TEXAS A home rule m nicipal corporation DANIEL M. POPE, MAYOR ATTEST: Rebe a G rza, City Secretary APPROVED AS TO CONTENT: 414 �& L= Andy Burcham, Assistant Director/Chief Financial Officer APPROVED AS TO F M: Richard Casner, General Counsel Professional Services Agreement —TMG Consulting Services, Inc. 11 ELECTRIC UTILITY BOARD OF THE CITY OF LUBBOCK, TEXA GREG TA OR lillol RMAN ATTEST: yzln� ca� Ja s Conwright, Board Secretary APPROVED AS TO CONTENT: I� Andy Burcham, Chief Financial Officer APPROVED AS TO FORM: Richard Casner, General Counsel-LP&L Professional Services Agreement — TMG Consulting Services, Inc. 12 Exhibit A Statement of Work CIS, M DM, MWFM and AM I Implementation Services EXECUTIVESUMMARY.........................................................................................................................16 OVERVIEW.......................................................................................................................................... 16 SUMMARY OF TMG'S RESPONSIBILITIES......................................................................................18 1. PROGRAM AND PROJECT MANAGEMENT...............................................................................19 ACTIVITY 1.1: QUALITY ASSURANCE OVERSIGHT.......................................................................19 TASK 1.1.1: DELIVER QUALITY ASSURANCE SERVICES........................................................... 19 ACTIVITY 1.2: PROJECT MANAGEMENT - AMI IMPLEMENTATION .......................................... 19 TASK 1.2.1: AMI START-UP ACTIVITIES — PLANNING.............................................................20 TASK 1.2.2: AMI START-UP ACTIVITIES — PREPARATION......................................................20 TASK 1.2.3: IMPLEMENTATION ACTIVITIES — PROJECT MANAGEMENT, PILOT................20 TASK 1.2.4: IMPLEMENTATION ACTIVITIES — PROJECT MANAGEMENT, FIELD INSTALLATION................................................................................................................................ 21 ACTIVITY 1.3: PROJECT MANAGEMENT — CIS/MDMS/MWFM IMPLEMENTATION ..............21 TASK 1.3.1: CIS/MDMS/MWFM START-UP ACTIVITIES — PLANNING..................................21 TASK 1.3.2: CIS/MDMS/MWFM IMPLEMENTATION ACTIVITIES — PROJECT MANAGEMENT............................................................................................................................... 22 2. TEST MANAGEMENT....................................................................................................................23 ACTIVITY 2.1: DELIVER TEST MANAGEMENT CONSULTING......................................................23 3. SOLUTIONS DEVELOPMENT........................................................................................................24 ACTIVITY 3.1: AMI INTEGRATION TO BANNER............................................................................24 ACTIVITY 3.2: LOAD METER EXCHANGE ARTIFACTS FOR USE BY CIS/MDMS/MWFM VENDOR..............................................................................................................................................24 ACTIVITY 3.3: DATA CONVERSION.................................................................................................25 TASK 3.3.1: CIS DATA ANALYSIS.................................................................................................25 TASK 3.3.2: CONVERSION GOVERNANCE.................................................................................25 TASK 3.3.3: EXTRACT, TRANSFORM AND LOAD(ETL)............................................................25 TASK 3.3.4: STAGING, VALIDATION, RECONCILIATION AND BALANCING .........................26 TASK 3.3.5: DATA CONVERSION QUALITY ASSURANCE.........................................................26 TASK 3.3.6: DEPLOYMENT...........................................................................................................26 TASK 3.3.7: PRODUCTION STABILIZATION...............................................................................26 4. ORGANIZATIONAL CHANGE MANAGEMENT("OCM")..........................................................27 Professional Services Agreement — TMG Consulting Services, Inc. 14 ACTIVITY 4.1: ASSESS READINESS FOR CHANGE.........................................................................27 ACTIVITY 4.2: ASSESS ORGANIZATIONAL IMPACTS....................................................................27 TASK 4.2.1: ASSESS CUSTOMER SERVICE.................................................................................28 TASK 4.2.2: ASSESS FIELD SERVICES AND DISPATCH.............................................................28 TASK 4.2.3: ASSESS METER READING.......................................................................................28 TASK 4.2.4: ASSESS BILLING & COMMERCIAL SERVICES (COLLECTIONS)..........................28 TASK 4.2.5: ASSESS METER SHOP..............................................................................................28 ACTIVITY 4.3: MANAGE AND COMMUNICATE.............................................................................29 ACTIVITY 4.4: PERFORM BUSINESS PROCESS REVIEW..............................................................29 ACTIVITY 4.5: DELIVER BUSINESS PROCESS REENGINEERING ("BPR") CONSULTING SERVICES............................................................................................................................................. 30 S. FORECASTED HOURS BY MONTH (AMI — ELECTRIC, MWFM, CIS).....................................31 6. OPTIONAL - FORECASTED HOURS BY MONTH (AMI — WATER ONLY)..............................32 7. COST DETAIL..................................................................................................................................33 8. OPTIONAL - COST DETAIL (AMI - WATER ONLY)...................................................................35 Professional Services Agreement— TMG Consulting Services, Inc. 15 OVERVIEW City of Lubbock Utilities plans to implement the following solutions over the next few years. 1) Advanced Metering Infrastructure (AMI) Solution — Initial Installation. The AMI solution is estimated to begin in June 2018. The first phase of the AMI solution includes the installation of the network, installation of approximately 500 electric meters and 500 water modules, and the installation of the headend (collectively, the "Initial Installation"). Within the scope of the Initial Installation of the AMI solution, TMG will build a two-way interface between the selected AMI vendor and the current Customer Information System (CIS), also known as "Banner". This interface will provide monthly data to Banner for billing. The AMI / Banner interface will continue to be utilized until the new CIS system is put into production. After the Initial Installation passes system acceptance, the AMI installation will continue with the electric mass deployment by route ("Field Installation"). 2) AMI Solution — Electric Field Installation. Mass deployment will install approximately 98% of the electric meters over a 12-month period with a multi -month ramp down which completes the final 2% over time. 3) AMI Solution — Water Field Installation (Optional). Mass deployment will install approximately 98% of the water modules over an 18-month period with a multi -month ramp down which completes the final 2% overtime. Water Field Installation is not scheduled at this time, however, has been included as an option within this Statement of Work (SOW). Water Field Installation will be scheduled once it is decided if this option will be exercised. The City is provided 24 months to exercise this option. 4) Customer Information System / Meter Data Management / Mobile Workforce Management (CIS/MDMS/MWFM) Vendor Solution. Once the AMI Initial Installation has completed system acceptance, the CIS/MDMS/MWFM project is scheduled to begin. The duration of this implementation is expected to be approximately 18 months with 2 months of post - implementation support. The full scope of this effort is to replace the Banner CIS; replace the V- net Mobile Workforce Management system, and manual processes; implement a new Meter Data Management system; and replace the current interfaces to other external systems. All systems will be modified and tested before the formal cut -over is completed. Professional Services Agreement—TMG Consulting Services, Inc. 16 The expected duration of this program is 26 months, but this timeframe will be adjusted as project planning is finalized. Following is a representation of the timeline for AMI and CIS/MDMS/MWFM for electric only: Council Approval 6 mo. 18 mo. 26 mo. 0 mo. AMI Full Electric Deployment Figure 1 - Project Alignment 20 mo. For planning purpose, the water mass deployment would begin approximately 6 months after electric and continue through in parallel. The water mass deployment would extend past the electric by approximately 12 months based on the difference in deployment times — electric 12 months while water is 18 months. These timeframes will be adjusted as project planning and approval is finalized. Following is a representation of the timeline for AMI deployment for water only: 0 mo. 6 mo. 0-24 mo. Decision ar Ap royal AMI Full Water Deployment - Water 18 mo. Approval Figure 2 - Water Deployment Timeline Professional Services Agreement — TMG Consulting Services, Inc. 17 SUMMARY OF TMG'S RESPONSIBILITIES During the implementation of these solutions, TMG will assume the following roles and responsibilities: 1. Program Management a. Project Management for the CIS, AMI, MDM and MWFM implementation projects b. Quality Assurance oversight of the entire program 2. Test Management a. Strategy, Planning and Management of all testing phases b. Mentoring and management of City of Lubbock Utilities testing resources c. Management of issue and defect resolution 3. Solutions Development a. Conversion of data from legacy systems into new CIS/MDM/MWFM systems b. Integration of AMI with Banner c. Import of AMI installation data (e.g. digital photographs) to new MDM system. 4. Organizational Change Management a. Analysis, recommendation, and implementation of changes to business processes that interact with City of Lubbock Utilities. b. Identification and implementation of organizational changes to accommodate new systems Professional Services Agreement—TMG Consulting Services, Inc. 18 TMG will provide a Project Management Office ("PMO") that will operate as part of City of Lubbock Utilities overall governance structure. Our PMO will provide project management services for the individual projects and management and oversight across the entire program. ACTIVITY 1.1: QUALITY ASSURANCE OVERSIGHT TMG's Quality Assurance (QA) Oversight consultant will work with City of Lubbock Utilities executive management to ensure success of the entire program by focusing on the mitigation of risks to individual projects and the program as a whole. TASK 1.1.1: DELIVER QUALITY ASSURANCE SERVICES TMG utilizes a proven Independent Validation and Verification (IV&V) process for QA reviews. This monthly procedure involves the review of project artifacts, confidential interviews with project stakeholders (e.g., Customer Service, Application Support, Field Services) and team members, monitoring project communication and the verbal and written presentation of findings. During each IV&V review, TMG will conduct project team interviews to: • Evaluate project progress in reference to the project schedule, budget, scope and quality plan; • Evaluate vendor performance in reference to the contract; • Identify missed milestones or milestones at risk; • Identify impact of any missed milestones; • Identify current or potential risks to project and program success; and • Provide Risk Mitigation recommendations. TMG will also at times interview the City of Lubbock Utilities end users to verify that the project impact and staff expectations are being clearly communicated to the users and that the users are coming up to speed for production use of the solution. The information obtained from these interviews is then analyzed to determine and document the status of the project in four analytical areas: Scope, Schedule, Budget, & Quality. In addition to face-to-face interviews, TMG will also review project artifacts and attend project meetings to verify that the status of the project is consistent with our findings in the interviews. Based on our findings during each month's review TMG will provide a QA Report in which TMG will describe and assess risks and issues and make recommendations to City of Lubbock Utilities for their mitigation. TMG will provide this report to the Steering Committee and where possible, attend the monthly Steering Committee meeting. TMG will work collaboratively with the executive management of City of Lubbock Utilities and vendor partners to mitigate risk as soon as it's identified. Deliverable: Written Quality Assurance report including identified risks and recommendations for mitigation ACTIVITY 1.2: PROJECT MANAGEMENT - AMI IMPLEMENTATION Professional Services Agreement —TMG Consulting Services, Inc. 19 TASK 1.2.1: AMI START-UP ACTIVITIES — PLANNING TMG will participate in the project planning with the selected AMI vendor and their approved sub- contractors in order to develop the Master Project Plan. This will determine City of Lubbock Utilities final staffing expectations, project facility requirements, and the project phases with their timelines, and entry and exit criteria for acceptance. Planning activities will include but not limited to: • Change management planning • Customer communication planning • Project scope • Issue / problem management • Cost/budget management Deliverable: Master Project Plan. TASK 1.2.2: AMI START-UP ACTIVITIES — PREPARATION Once the Master Project Plan is completed, the preparation for the Initial Installation will begin. This step will begin the work to execute the project plan. TMG will lead these efforts with the vendor and facilitate the discussions and decisions that need to be made by City of Lubbock Utilities. Preparation Activities will include but will not be limited to: • Network deployment preparation • Head -End Configuration • Acceptance Test Planning • Integration to Banner • Training Deliverable: Network design verification, Integration and interface plan, Training Plan, System Acceptance Test Plan. TASK 1.2.3: IMPLEMENTATION ACTIVITIES — PROJECT MANAGEMENT, PILOT The Initial Installation stage will consist of the following project tasks: • Install of a small quantity of AMI endpoints (approximately 500 electric and 500 water) • Installation of network collectors, to support the Initial Installation • Exercise all aspects of the AMI system in accordance with System Acceptance Testing (SAT) plan • "Go -live" of network and head -end. TMG will provide leadership, management, and industry/product expertise that will ensure a successful implementation process for City of Lubbock Utilities. Implementation Activities by TMG will include but will not be limited to: • TMG will dedicate its time to provide services through the Initial Installation phase as shown in Table 1 • Detailed project planning and project auditing • Monitoring progress against deliverables and milestones • Managing the preparation of plans (e.g., training plan, cutover plan, etc.) • Scheduling • Progress reports Professional Services Agreement—TMG Consulting Services, Inc. 20 • Meeting minutes • Project team management • Issue tracking between the vendor and City of Lubbock Utilities • Formal and informal communication on all relevant events • Participation in staff meetings to insure information sharing, problem solving and decision making • Manage and document issue resolution activities TMG will provide project advice and recommendations to the City of Lubbock Utilities project staff and Steering Committee. Deliverable: Project Management during the 'Initial Installation stage". [TASK 1.2.4: IMPLEMENTATION ACTIVITIES — PROJECT MANAGEMENT, FIELD INSTALLATION The Field Installation stage will consist of the following project tasks for the Electric deployment and optionally for the Water deployment: • Perform the remainder of the installation of AMI endpoints • Installation of the remainder of network collectors • Ordering, Delivery, Warehousing & Inspection • Disposal of used meters • Quality assurance • Exercise final testing of the AMI in accordance with SAT plan TMG will provide leadership, management, and industry/product expertise. Implementation Activities will include but will not be limited to: • TMG will dedicate its time to provide services through the Initial Installation phase as shown in Table 1 • Detailed project planning and project auditing • Monitoring progress against deliverables and milestones • Managing the preparation of plans (e.g., training plan, cutover plan, etc.) • Scheduling • Progress reports • Meeting minutes • Project team management • Issue tracking between the vendor and City of Lubbock Utilities • Formal and informal communication on all relevant events • Participation in staff meetings to insure information sharing, problem solving and decision making • Manage and document issue resolution activities • Provide project advice and recommendations. Deliverable: Project Management during the "implementation stage" ACTIVITY 1.3: PROJECT MANAGEMENT — CIS/MDMS/MWFM IMPLEMENTATION TASK 1.3.1: CIS/MDMS/MWFM START-UP ACTIVITIES — PLANNING TMG will participate in the initial project planning with the vendor to determine City of Lubbock Utilities staffing expectations, project facility requirements, the project phases with their timelines, and entry and exit criteria for acceptance. Professional Services Agreement—TMG Consulting Services, Inc. 21 Deliverable: High-level Project Plan. TASK 1.3.2: CIS/MDMS/MWFM IMPLEMENTATION ACTIVITIES — PROJECT MANAGEMENT TMG staff will provide leadership, management, and industry/product expertise that will ensure a successful implementation process for City of Lubbock Utilities. Implementation Activities will include but will not be limited to: • TMG will dedicate its time to provide services through the Initial Installation phase as shown in Table 1 • Detailed project planning and project auditing • Monitoring progress against deliverables and milestones • Managing the preparation of plans (e.g., training plan, conversion plan, cutover plan, etc.) • Scheduling • Progress reports • Meeting minutes • Project team management • Issue tracking between the CIS/MDMS/MWFM vendor and City of Lubbock Utilities • Formal and informal communication on all relevant events • Participation in staff meetings to insure information sharing, problem solving and decision making • Manage and document issue resolution activities • Provide project advice and recommendations throughout. Deliverable: Project Management during the "implementation stage" and a Successful Implementation. Professional Services Agreement—TMG Consulting Services, Inc. 22 The AMI implementation vendor is responsible for delivering, installing and configuring the infrastructure based on a client's specific requirements. TMG will develop integration between AMI and City of Lubbock Utilities Banner system and the AMI Vendor's Work Order Management System and Banner. TMG refers to the final work products of these efforts collectively as the AMI solution. The CIS/MDMS/MWFM vendor is responsible for delivering, configuring and enhancing the software application based on a client's specific functional and technical requirements. In the cloud implementation, the CIS/MDMS/MWFM vendor will be responsible for the provisioning, set-up, and configuration of the hardware and supporting system software (such as operating systems and databases). In addition, TMG will develop the data conversion from Banner into CIS/MDMS/MWFM software. TMG refers to the final work products of these efforts collectively as the CIS/MDMS/MWFM solution. Before City of Lubbock Utilities can go -live on each solution, it must accept the solution. Acceptance means that the solution operates according to the specifications agreed to between the respective vendors and the City of Lubbock Utilities, it is error free and performs according to agreed benchmarks. The point at which acceptance occurs is the trigger for the next stages of the project: cut -over preparations, cut -over, production support and in the case of AMI, mass deployment. In orderto achieve acceptance, the solution must be extensively tested, typically using a strategy of different and generally increasingly complex test approaches. This process dominates the final half of the Initial Installation phase (for AMI) and the final half of the CIS/MDMS/MWFM implementation phase. ACTIVITY 2.1: DELIVER TEST MANAGEMENT CONSULTING TMG will provide a structured methodology for all aspects of client testing (including functional, system, integration, stress, user acceptance, and parallel testing) for the entire program which will include oversight and management of the entire testing process. Specifically, for each project TMG will provide: • Authoring the test strategy document which describes the entire test process for each project; • Authoring plans for each test phase (describing the what, when, who, how, where, exit and entry criteria for each activity); • Mentoring and management for the creation of test scripts, scenarios, and cases; • Detailed scheduling of test execution (including assignment of work per test resource, per day); and • Management of each test execution phase including tracking forecast vs. actual progress, issue and defect resolution, environment control (code and configuration release management). Deliverable: Test Management leading to System Acceptance. Professional Services Agreement—TMG Consulting Services, Inc. 23 TMG will assume responsibilities for the construction of various parts of the CIS/MDMS/MWFM and AMI solutions as described below. TMG employs industry standard practices for all aspects of the software development lifecycle: functional and technical specification authoring, code development, unit testing, deployment, and issue resolution. ACTIVITY 3.1: AMI INTEGRATION TO BANNER The intent of the overall program is to complete the AMI Initial Installation before beginning the CIS implementation. The AMI mass -deployment will continue in parallel throughout the CIS project. Therefore, as meters are exchanged and commissioned, there is a need for a two-way communication between the AMI headend and Banner CIS to enable billing from these meters. TMG will: • Create an interface between Banner CIS and AMI headend in the AMI headend format which will request a meter read for a specific meter to enable monthly billing. • Create an interface between AMI headend and Banner CIS in the Banner CIS format that will send meter reads to Banner CIS for a specific meter to enable monthly billing. In addition to supporting the deployment of meters throughout the project, there is a need for an interface between Banner and the AMI vendor's Work Order Management System (WOMS). City of Lubbock Utilities will identify the routes within a cycle where the meter should be replaced. This enables City of Lubbock Utilities to control the deployment based on a business requirement such as: areas that need the most attention, areas where maintenance is in progress, high consumption customers, etc. TMG will: Create a program which raises a service order for every meter within a specified route within Banner CIS. Create a file that can be used by WOMS to indicate which meter number and address of the meter to be replaced. • Create a program to process a file from WOMS that includes the old meter # and out read, new meter # and in read, GPS location of the meter and any meters that could not be exchanged. Close the service order created by the previous process. Update the GPS location on the Service Point. Deliverable: Interface — Banner Read Request Interface — Banner Read Results Program — Service Order creation and exchange file Program — Service Order update ACTIVITY 3.2: LOAD METER EXCHANGE ARTIFACTS FOR USE BY CIS/MDMS/MWFM VENDOR As the AMI installation vendor replaces the customer meters, pictures will be taken. These images can be stored in CIS for reference. TMG will: Create a program which extracts images created during the AMI meter/endpoint installation (minimum of 2 before and 2 after) and stores the images on a new table in the CIS/MDM/MWFM database. • Update a meter characteristic with the link to each image. Deliverable: Upload program from AMI installation vendor's work order system into new CIS Professional Services Agreement—TMG Consulting Services, Inc. 24 ACTIVITY 3.3: DATA CONVERSION TASK 3.3.1: CIS DATA ANALYSIS TMG will work with the vendor to review the current data available from AM I and identify potential issues. Issues will be documented, and a plan put into place to remedy the issues. TMG will review the current Banner system data to identify potential quality issues. Issues will be documented and separated into pre -conversion, conversion, or post -conversion activities. Deliverable: Documented Data Issues and Remedy Recommendations. TASK 3.3.2: CONVERSION GOVERNANCE Data Conversion begins at the start of the project and continues through go -live and beyond. It is a combination of sound communications and control. A separate governance document will include: • CONVERSION STRATEGY DOCUMENT - The conversion strategy document identifies the approach and guidelines that will drive the migration of data from Banner to the new CIS. The document includes information on the migration order and module interdependencies, the responsibility associated with the migration tasks, audit and checkpoint procedures, and signoff protocol for acceptance of migration. • DATA ISSUES — A real time Dashboard which will be used for identifying, reporting and tracking data issues and their resolution progress. • DATA CLEANSING WORK PLAN —A location to track data cleansing decisions, responsibilities and resolution status. • DATA MAPPING DOCUMENT- This document is the result of data mapping workshops which will lag the new CIS vendor workshops. This key document identifies the specific data that will be extracted from Banner, translated and loaded into the new CIS based on workshops and the configuration worksheet. • CONVERSION STATUS REPORT —Summary and detailed report of all conversion related items. Deliverable: Conversion Strategy Document Data Cleansing Work Plan Data Mapping Document Monthly Conversion Status Report TASK 3.3.3: EXTRACT, TRANSFORM AND LOAD (ETL) Once system configuration is complete, the data transformation can begin. Each ETL includes a logical progression of stages with successful completion or attention required notification(s): A. Resets target staging table of tables B. Selects data based on keys found in identification stage C. Transforms and loads data into target staging area D. Analyzes the table for the new CIS statistics. Deliverable: Extracted data loaded into staging tables Professional Services Agreement—TMG Consulting Services, Inc. 25 TASK 3.3.4: STAGING, VALIDATION, RECONCILIATION AND BALANCING Foundational areas are the first to be migrated. The conversion process loads based on data dependencies. Data migration is done in a prescribed hierarchy based on how information is expected by the new CIS. It is an iterative process which allows the project to begin viewing converted data within the new CIS in each phase of the project. Each successive iteration incorporates refinements in scope, functionality and business process design configuration as the project advances through the analysis, assembly, acceptance, deployment and stabilization phases. For each load, validation, record reconciliation and financial balancing is completed. Deliverable: Data reconciled between original system and receiving system. TASK 3.3.5: DATA CONVERSION QUALITY ASSURANCE A. The first step collects statistics and summary information for what has been extracted and not extracted for top down validation. B. The second step involves the City of Lubbock Utilities' first look at converted data using a defined representative subset. C. The third and final step of data conversion testing is mock testing as outlined below: a) Each mock test will have its own testing plan specifying the data to be tested, test database identification, critical focus areas, roles, responsibilities, assignments and schedule. b) Conversion defects are posted by test occurrence to the project SharePoint. c) A primary objective of mock testing is to compare converted data and values in the new CIS to the same data and values in the legacy system. d) A minimum of (3) specifically mock test runs are done as outlined below: 1) Mock 1- fundamental foundation testing. 2) Mock 2 - primary business processes. 3) Mock 3 -full data conversion operational testing for User Acceptance Testing (UAT) to begin. TASK 3.3.6: DEPLOYMENT In accordance with the project deployment and cut over plans and based on the conversion strategy document, deployment will include: A. Go -Live Dress Rehearsals B. Go Live / Cut Over TASK 3.3.7: PRODUCTION STABILIZATION In accordance with the project stabilization plan, final data conversion activities will include: data issues assessment and final data issues clean up. Professional Services Agreement—TMG Consulting Services, Inc. 26 TMG's change management features a holistic view of the City of Lubbock. It aligns front-line changes with high-level business strategies and goals. TMG, working cooperatively with management will: • Work with the various project work streams to direct, assist and monitor their specific change needs. • Work closely with the City of Lubbock Utilities to monitor the overall progress and change within City. Throughout the projects, TMG will: • Provide a consistent approach to managing change across the all affected departments; • Assess and manage change capacity over the course of the program; • Develop and assess the operational readiness of impacted department; and • Build internal OCM capabilities. TMG will address the change needs for all impacted personnel including front -office, back -office and field staff. TMG will assist the City of Lubbock in identifying "change agents" within the organization, typically key management and supervisory staff, who are critical to the adoption of change and sustained improvement beyond implementation. ACTIVITY 4.1: ASSESS READINESS FOR CHANGE TMG will assess the readiness for change at key milestones within the projects. Readiness assessments determine where stakeholder groups are within the Change Acceptance process. This includes measuring knowledge and skills required for the new solution. Communication and sponsorship are the primary mechanisms used to develop awareness. Training and performance support build on the communication and sponsorship messages and are particularly effective when stakeholders try out the change and get hands-on experience. On -going proactive communication, sponsorship, training and performance support activities ultimately help users reach a level of acceptance and readiness to operate in the new/changed environment. ACTIVITY 4.2: ASSESS ORGANIZATIONAL IMPACTS TMG understands how individuals and groups respond to change and will tailor its approach to fit the staff within the City of Lubbock. TMG will guide staff through each activity. The scope of TMG's organizational change management approach includes the following activities: • Identifying and documenting process changes; • Identifying and documenting change impacts (including knowledge/skill requirements, job design impacts, new terminology, new concepts, etc.); • Planning and delivering stakeholder communications; • Enabling job design and responsibility changes; • Supporting and enabling change leadership and sponsorship activities; • Designing, developing and delivering performance support tools; • Assessing business change readiness; and • Planning and implementing post -implementation user support processes. Specifically, the following groups will be examined and will be subject to the activities noted above: Professional Services Agreement — TMG Consulting Services, Inc. 27 TASK 4.2.1: ASSESS CUSTOMER SERVICE In general, as the solutions are deployed, it is likely Customer Service will experience an increase in call times. TMG will examine the impact of the introduction of AMI, MDM, CIS and MWFM and extrapolate expected increases based on its prior experience. Business process, procedures and policy may change in the following areas: • Resolution of billing complaints may be made easier by the availability of interval readings, for example, allowing CSRs to hone in on short periods of high usage that may have contributed to a high bill. Customer Service may be trained to proactively seek irregular usage. Training the CSR as to how to train certain customers to actively check their own interval data may reduce some of the "new system" delays. The integrated systems will enable Customer Service to have a better view of what is happening on a customer's account. Training and new business processes will be key to the Customer Service area to take full advantage of the complete solution as it evolves. TASK 4.2.2: ASSESS FIELD SERVICES AND DISPATCH Field Crews and their dispatches will be affected in many ways: • Deployment of AMI equipment in the field may interfere with the normal course of their work. AMI installation crews generally work systematically, route by route, street by street and when performing their work. It will be inevitable that they encounter City of Lubbock field crews performing field activities, generated by Banner CIS (e.g. cut for non-payment, meter exchanges, check reads, etc.). • New equipment will need to be replaced and maintained in the future. The training of field personnel in the maintenance and replacement of communication modules, meters and possibly collectors will be part of the scope of change management. The way in which work is routed to them will change in the future. Field Activities will be automatically raised by events/alerts sent by AMI equipment, CIS or other Mobile Workforce users. [TASK 4.2.3: ASSESS METER READING The manual reading of meters will continue but will slowly be phased out for AMI meters. TMG will work with City of Lubbock Utilities to train meter readers utilizing the new solution to continue to provide readings as/after AMI installation has occurred. TASK 4.2.4: ASSESS BILLING & COMMERCIAL SERVICES (COLLECTIONS) AMI will be a powerful tool used by collections in disputes over high bills and usage. Theft may also be indicated by AMI data. Back office staff will require training to identify and use data in their investigation of such issues. 1 TASK 4.2.5: ASSESS METER SHOP Professional Services Agreement—TMG Consulting Services, Inc. 28 Meter equipment will require different assembly and maintenance in future. TMG will work with City of Lubbock Utilities to provide relevant training to City of Lubbock meter technicians. ACTIVITY 4.3: MANAGE AND COMMUNICATE Management: This activity focuses on managing the overall change process and working with change agents to facilitate the change process. TMG will focus on building executive support for the objectives defined within the change process and measuring the organization's progress. Sustained sponsorship for the implementation project is required for success: • Making decisions regarding changes that are required • Communicating new priorities to the organization • Providing reinforcement and support to ensure successful change Change readiness checkpoints will be conducted at the end of each phase to understand where the organization is in terms of preparedness for the change. The key checkpoint will be conducted prior to go - live to ensure that the organization is prepared for the new system. Communication: The "why," "what," "how," and "who" of the communication effort necessary to support the new changes. TMG will develop change context and the communication objectives. Tactics that the project team will employ will be defined. TMG will work with City of Lubbock to highlight those who will receive the communication and support those who will develop, review and deliver the information. There are three components to communications: 1. Messages: themes and key content that will be delivered through all communications. Every communication must have a purpose that brings the audience to a specific level of awareness or understanding about the project, or to announce reaching a major project milestone. Each message communicated must be customized for its target audience. This will ensure that the information is relevant. 2. Vehicles: methods used to deliver messages to stakeholders. The vehicles used can be as informal as a telephone conversation or as formal as a prepared presentation or a newsletter. The vehicles used will differ depending on the stakeholder group and the message being delivered. 3. Feedback: Feedback must be gathered and evaluated in order to monitor, check, and improve communications. Feedback checks that the key messages are reaching their target audiences and provides a means of "tuning" communications to meet the needs of audiences. Feedback may include the development of questionnaires and surveys as well as management debriefs after communications events. Deliverables: Communications Approach and Plan, Communications Materials, Communications Feedback/Results, Change Agent Network Plan, Change Readiness Surveys, Change Readiness Results ACTIVITY 4.4: PERFORM BUSINESS PROCESS REVIEW As part of project start-up activities, TMG will review the existing business processes in preparation for the new system and document recommendations for best practices that are to be considered for implementation as part of the project. Professional Services Agreement—TMG Consulting Services, Inc. 29 AMI: TMG will review the existing Meter Shop, Meter Read, Meter Replacement and affected Banner business processes. CIS/MDMS/MWFM: TMG will review Customer Service, Field Service, Dispatch and Finance business processes. Included in this review will be a review of the information needed from AMI to MDM. This review will document impacts to any existing in -bound or out -bound integration to other internal or external products. Deliverable: Documented Process Change Recommendations. ACTIVITY 4.5: DELIVER BUSINESS PROCESS REENGINEERING ("BPR") CONSULTING SERVICES A major component of the City of Lubbock Utilities implementation will be the definition and/or updating of your business processes and procedures. "As -is" process and procedure definition is the starting point for the "to -be", which in turn is the basis for testing, training, and business process improvements. Our BPR Services include: • Identify and recommend changes to business processes (and policies and ordinances where necessary) based on best practices; • Document (in both flow diagram and written form) changes to business processes and responsibilities (including hand-off points); • Assist City of Lubbock Utilities team in the construction of new procedures (that will work with the new applications being implemented). Deliverable: New business processes Professional Services Agreement—TMG Consulting Services, Inc. 30 Lubbock Power & Light Statement of Work Issued 22-May-18 5. FORECASTED HOURS BY MONTH (AMI — ELECTRIC, MWFM, CIS) & a &.-A Forecasted Hours by Month Month AMI Startup AMI Initial Installation AMI Electric Field Installation AMI Test MWFM Startup MWFM PM MWFM Test CIS Startup CIS PM CIS Test BPR / OCM QA Data Conversion AMI/Banner Integration Total Mthly Hours June-18 175 - - - - - - 175 July-18 - 175 - - - - 40 - 160 375 August-18 175 - - - - 40 - 200 415 September-18 175 - - - 40 - 200 415 October-18 175 175 - - - - 40 - 40 430 November-18 175 175 - - - 40 - 40 430 December-18 - 175 175 - - - 40 - 40 430 Yearly Total 175 1,050 - 525 - - - - - - - 240 - 680 2,670 January-19 - - 175 - 85 90 - 40 - - 390 February-19 90 - 60 1 - 80 1 80 - 310 March-19 175 - 175 175 80 80 175 860 April-19 90 - - 175 175 80 80 175 775 May-19 90 - 175 95 80 80 175 695 June-19 90 - 175 95 80 80 175 695 July-19 60 - - 175 95 80 80 175 - 665 August-19 - 60 - - 175 175 80 80 175 - 745 September-19 - 60 - - 175 175 80 80 175 - 745 October-19 - 60 - 85 - - 90 175 80 80 175 - 745 November-19 - - 60 - - 85 - - 90 175 80 80 175 120 865 December-19 - - 60 - - 85 - - 90 175 80 80 175 20 765 Yearly Total - - 1,070 - 85 255 - 90 1,555 1,510 880 920 1,750 140 8,255 January-20 - 60 - 85 85 - 90 175 80 80 175 20 850 February-20 - 60 85 85 90 175 80 80 175 20 850 March-20 - 90 85 85 90 175 80 80 175 - 860 April-20 - 175 85 - 90 80 80 175 685 May-20 - 60 85 90 - 80 80 175 570 June-20 - - 85 - 90 80 40 175 470 July-20 - - - - 175 80 40 175 470 August-20 - - - - - 175 80 40 - 295 September-20 - - - - 175 - 80 40 - - 295 October-20 - - - - - - - Yearly Total - 445 - - 510 255 - 1,065 525 720 560 1,225 40 5,345 Total 175 1,050 1,515 525 85 765 255 90 2,620 2,035 1,600 1,720 2,975 860 16,270 Table 1 TMG Consulting Services, Inc Page 31 of 35 Lubbock Power & Light Statement of Work Issued 22-May-18 If Electric and Water Field deployment overlap in timing, there will savings in both project management and CIA costs. The cost savings is based on the fact that both deployments can be managed and monitored by one Project Manager and a combined AMI CIA report will be created. The table below shows the additional hours needed if the water deployment follows behind the electric deployment. Note: dates are estimated and will be corrected once approval is given. Forecasted Hours by Month Month AMI Water Field Installation QA Total Monthly Hours June-18 175 40 215 July-18 175 40 215 August-18 60 40 100 September-18 60 40 100 October-18 60 40 100 November-18 60 40 100 December-18 60 40 100 Yearly Total 650 280 930 January-19 60 40 100 February-19 60 40 100 March-19 60 40 100 April-19 60 40 100 May-19 60 40 100 June-19 60 40 100 July-19 60 40 100 August-19 60 40 100 September-19 60 40 100 October-19 60 40 100 November-19 60 40 100 December-19 - - - Yearly Total 660 440 1,100 Total 1,310 720 2,030 Table 2 Professional Services Agreement —TMG Consulting Services, Inc. 32 Lubbock Power & Light Statement of Work Issued 22-May-18 The following table provides the projected cost for the services identified in this SOW. Est. Standard Estimated Total Phase/Activities Hours Hourly Cost Rate AMI Consulting Services AMI Start Up Activity 4.4: Business Process Review Task 1.2.1: Planning 175 $ 210.00 $ 36,750.00 Task 1.2.2: Preparation Task 3.3.1: Data Analysis AMI Implementation Task 1.2.3: AN Project Management, Initial Installation 1,050 $ 210.00 $ 220,500.00 Task 1.2.4: AMI Project Management, Electric Field 1,515 $ 210.00 $ 318,150.00 Deployment Activity 2.1: Test Management 525 $ 210.00 $ 110,250.00 Total AMI Implementation 3,265 $210.00 $ 685,650.00 MWFM Consulting Services MWFM Start Up Activity 4.4: Business Process Review 85 $ 210.00 $ 17,850.00 Task 1.3.1: Planning Task 3.3.1: Data Analysis MWFM Implementation Task 1.3.2: Project Management 765 $ 210.00 $ 160,650.00 Activity 2.1: Test Management 255 $ 210.00 $ 53,550.00 Total MWFM Implementation 1,105 $210.001 $ 232,050.00 CIS/MDMS Consulting Services CIS/MDMS Start Up Activity 4.4: Business Process Review 90 $ 210.00 $ 18,900.00 Task 1.3.1: Planning Task 3.3.1: Data Analysis CIS/MDMS Implementation Task 1.3.2: Project Management 2,620 $ 210.00 $ 550,200.00 Activity 2.1: Test Management 2,035 $ 210.00 $ 427,350.00 Total CIS Implementation 4,745 $210.00 $ 996,450.00 Data Conversion Data Conversion Task 3.3.2: Conversion Governance Task 3.3.3: Extract Transformation and Load 2,975 $210.00 $624,750.00 Task 3.3.4: Staging, Validation, Reconciliation and Balancing Task 3.3.5: Data Conversion Quality Review Task 3.3.6: Deployment Task 3.3.7: Production Stabilization Total Data Conversion 2,975 $210 $624,750.00 Professional Services Agreement —TMG Consulting Services, Inc. 33 Lubbock Power & Light Statement of Work Issued 22-May-18 Est. Standard Estimated Total Phase/Activities Hourly Hours ost Cost Organizational Change Management Activity 4.1: Assess Readiness for Change Activity 4.2: Assess Organizational Impact 1,600 $210.00 $336,000.00 Activity 4.3: Manage and Communicate Activity 4.5: Deliver Business Process Reengineering Total Organizational Change Management 1,600 $210.00 $336,000.00 Integration Tasks 680 $210.00 $142,800.00 Activity 3.1: AMI to Banner Integration Activity 3.2: Meter Exchange Artifacts to 180 $210.00 $ 37,800.00 CIS/MDMS/MWFM Total Integration Tasks 860 $210.00 $180,600.00 Independent Quality Assurance Services Activity 1.1: AMI (May 2018 - Nov'18) 240 $ 210.00 $ 50,400.00 Activity 1.1: AMI - Mass Deployment (Dec'19-Apr'20) 680 $ 210.00 $ 142,800.00 Activity 1.1: CIS/MDMS/MWFM Review (Dec'18—Aug'20) 800 $ 210.00 $ 168,000.00 Total Quality Assurance Services 1,720 $210.00 $ 361,200.00 Total Services 16,270 $ 3,416,700.00 Professional Services Agreement— TMG Consulting Services, Inc. 34 Lubbock Power & Light Statement of Work Issued 22-May-18 The following table provides the projected cost for the optional services identified in this SOW. Est. Standard Estimated Total Phase/Activities Hours Hourly Cost Rate Optional - AMI Consulting Services Task 1.2.4: AMI Project Management, Water Field Deployment Total Optional AMI Implementation 1,310 $210.00 $ 275,100.00 Independent Quality Assurance Services Activity 1.1: AMI - Mass Deployment Total Quality Assurance Services 720 $210.00 $151,200.00 Total Water Only 1 2,030 $ 426,300.00 For performing the Services, the Consultant shall be paid as follows: (a) The parties agree that the hourly rate includes all direct, indirect, and fixed fees for the project. (b) Consultant will invoice City of Lubbock Utilities on the 1st and 151h day of each month during the term of this Agreement detailing the Services and deliverables provided. (c) Payment for an invoice will be made to the TMG Consulting within thirty (30) calendar days of receipt of the invoice. Professional Services Agreement— TMG Consulting Services, Inc. 35