Advanced_Metering_Infrastructure_("AMI")_Consulting_and_Program_Management_Services_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSALS

ADVANCED METERING INFRASTRUCTURE ("AMI")

CONSULTING AND PROGRAM MANAGEMENT SERVICES

FOR THE

WATER & POWER DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Advanced Metering Infrastructure ("AMI") Consulting and Program Management Services Release Date: Friday, September 13, 2024

Attachments:

A - Master Services Contract B - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION (27)

D - DISQUALIFICATION_DISCLOSURE (4)

E - CONFLICT_OF_INTEREST (5)

F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) H - DESIGNATED REPRESENTATIVESdocx

Release Date: Friday, September 13, 2024

1. Introduction

1. Summary

The City of Pasadena (“City”) is seeking proposals from qualified firms with demonstrated capabilities in consulting and program management services for the Advanced Metering Infrastructure ("AMI") project. The objective of this RFP is to identify a company that can effectively support the City in planning, implementing, supporting, training, and managing the AMI project. This includes providing strategic advice, communication initiatives, technical expertise, and project oversight to ensure successful deployment and integration of AMI technologies across Pasadena City. The selected firm will play a crucial role in managing the complexities of AMI implementation, concentrating on improving operational efficiencies and enhancing service and communication delivery. This initiative will support the City's efforts to provide value to residents and promote greater sustainability.

2. Background

The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years.

There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.

Release Date: Friday, September 13, 2024

The City of Pasadena is an ethnically diverse community that is home to approximately 141,029 people. Pasadena is the ninth-largest city in Los Angeles County and is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years.

In addition, there are over 100,000 jobs in a wide variety of industries in the City of Pasadena.

The City provides the full range of municipal services, including, among others, police and fire protection, library services, parks and recreation, and street maintenance. The City also provides sewer and solid waste services to the City of Pasadena’s residents and businesses. Moreover, the City owns and operates a municipal electric public utility (“Electric System”) and a municipal water public utility (“Water System”). The City’s utilities serve approximately 68,000 electric accounts and ~37,000 water accounts. Pasadena Water and Power (“PWP”), a department of the City, is responsible for both the Electric System and the Water System. It provides water and electric services to virtually all customers within the City limits, and also provides water service to some customers outside the City limits.

PWP is responsible for billing services for electricity, water, sewer, and refuse utilities and several key utility-related taxes. The majority of electric and water services provided by PWP are metered (except for a small number of pole-mounted telecommunication devices, unmetered electric services for Southern California Gas, and some water unmetered fire services), and the monthly or bi-monthly usage serves as the basis for the amount of the bill. Utility billing services for electric, water, sewer, and solid waste include field services (meter reading and service work), billing services (data upload and bill generation), and customer service and payment processing.

In April 2022, the City launched and implemented Customer Information System (“CIS”), a key initiative to improve automation and operational technology. PWP then selected the Oracle Customer to Meter (“C2M”) solution, which included a Meter Data Management System (“MDMS”) hosted in the Oracle Cloud Infrastructure (“OCI”) environment as a measure to help the City achieve its business objectives, long-term goals, and future technology advancements.

Additional contracts were awarded for System Implementation services, Electronic Bill Payment and Presentment services, and a Customer Self Service portal.

The new CIS included: improved control over user usage and bills, enhanced outage management and system planning and support for customer requests with real-time information. This new CIS supports time-based, complex rates, which will be needed to handle the anticipated influx of data flowing from the future Advanced Metering Infrastructure (“AMI”) implementation. The CIS also combines multiple data sources into an integrated whole, and provides insightful information to consumers efficiently.

With the CIS system in place, the City plans to move forward with implementing an AMI system.

The AMI system will consolidate and integrate multiple data sources into a secure and user-friendly platform, enhancing both the consumer's and the City’s ability to act on the newly available information. The CIS system was an initial investment to prepare for anticipated

Release Date: Friday, September 13, 2024 changes in the electricity grid, including electrification, decentralization, and digitization.

Additionally, the data collected by the AMI system will improve the tracking of conservation efforts by incorporating smart meters and a meter data management system, enabling two-way communication between PWP and its customers’ meters.

As an effort to plan for the AMI project, PWP contracted to perform an AMI Needs Assessment, Business Case and Roadmap. Working alongside the contracted Firm, the City was able to collect essential data, project realistic timelines, and identify organizational needs and gaps. This preliminary needs exploration phase was crucial in laying the groundwork for the AMI project by documenting and addressing many of the potential challenges and requirements.

Now that the needs assessment is complete, the City will begin working towards the procurement phase with the assistance of professional consulting and program management services. These industry experts will offer expert consultation for procurement, implementation, and integration, establish a project management team to provide oversight, and develop Organizational Change Management (OCM) strategies. Working closely with the City, they will lead in the development of a project plan, the procurement of an AMI system, staff training, system testing and oversee the implementation of meters, network equipment and software.

This structured approach sets a strong foundation for the City to successfully achieve its strategic objectives and maximize the benefits of the proposed AMI system.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, October 3, 2024, prior to 2:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Procurement Contact:

Antonio Watson awatson@cityofpasadena.net

(626) 744-8382

Jirair Kaprelian Management Analyst IV Email: jkaprelian@cityofpasadena.net Phone: (626) 744-4005 Ext: 4734 Department:

Water & Power Department

4. Timeline mailto:jkaprelian@cityofpasadena.net tel:(626)744-4005;ext=4734

Release Date: Friday, September 13, 2024

Release Project Date September 13, 2024

Pre-Proposal Meeting (Non-Mandatory) October 3, 2024, 10:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00 YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40threa d.v2/0?context=%7b%22Tid%22%3a%2282d9fc 00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb8 7cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d

Question Submission Deadline October 3, 2024, 2:00pm

Proposal Submission Deadline October 24, 2024, 3:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb87cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb87cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb87cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb87cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb87cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb87cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM2YWU4ODMtZWIzYi00YmNkLTk3NmQtZTg3ODBmNDFmYjYy%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22fb87cdc3-142b-4b9a-8d15-372ee9043ff4%22%7d

Release Date: Friday, September 13, 2024

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 3:00 pm on Thursday, October 24, 2024. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

Proposals received after the Proposal Deadline may not be accepted by the City.

3. Separation of Technical, and Price Proposals

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/107716/document?section=981722 https://procurement.opengov.com/portal/pasadena/projects/107716/document?section=981728 https://procurement.opengov.com/portal/pasadena/projects/107716/document?section=981722

Release Date: Friday, September 13, 2024

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

Reference SAMPLE PRICE PROPOSAL.

Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

• all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

performance of each and every portion of the work

• all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

https://procurement.opengov.com/portal/pasadena/projects/107716/document?section=981722 https://procurement.opengov.com/portal/pasadena/projects/107716/document?section=981728 https://procurement.opengov.com/portal/pasadena/projects/107716/document?section=981722

Release Date: Friday, September 13, 2024

• all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

• all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

• all other costs needed or incurred to complete the Project.

4. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

5. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

https://procurement.opengov.com/portal/pasadena/projects/107716/document?section=981725

Release Date: Friday, September 13, 2024

3. Scope of Work

1. Planning/Procurement

Kick-Off Introduction Meeting:

• The City will host a meeting to bring stakeholders together, clarifying the channels of authority and collaboration between the City and the chosen firm.

Review of Needs Assessment

• Vendor will review the results with City staff from the Needs Assessment Phase to reaffirm the including;

o Project Schedule o Project Budget o Business Case o Goals and Objectives

Informational QA Session:

• Schedule an informational QA between the firm and relevant city departments to review proposed AMI project and address any questions, concerns, or updates o Session Details:

▪ Review current AMR solution, discuss existing challenges (e.g., limitations, geographic landscape), and define project objectives.

▪ Evaluate software and network integration requirements for existing systems.

▪ Assess hardware needs for meters (replacement, retrofit, upgrades), the headend system, and other miscellaneous items required for AMI deployment.

▪ Propose and present implementation schedule for both pilot and mass deployment phases.

▪ Outline initial training and vendor engagement strategies.

Technology Evaluation:

• The Firm will evaluate existing AMI technology solutions across all component, identifying shortfalls, optimal configuration, integration, and functionality.

Optimized AMI Recommendations:

• Provide optimized recommendations for each part of the AMI solution (software, hardware, implementation), accompanied by an AMI roadmap detailing the timeline and checklist for each requirement mentioned in this RFP.

Release Date: Friday, September 13, 2024

• Include a market survey, listing qualified vendors and estimated pricing, comparing technical capabilities, lifecycle costs, risks to implementation, and long-term support quality.

• Final AMI solution selection contingent upon City approval.

Needs/Assessment Requirements Update:

• Collaborate with the City to update and review all stages necessary for the successful execution of a comprehensive AMI project from start to finish.

• Provide continuous communication and documentation throughout the project to keep all involved parties informed of updates, changes, and developments.

Validation Criteria Matrix:

• Create a matrix outlining the validation criteria for AMI solutions post-installation.

Preliminary Public Communication and Guidelines Plan:

• Develop preliminary guidelines and a public communication plan for AMI pilot and mass deployments, contingent upon City approval.

Long-term Support and Staffing Plan:

• Formulate a preliminary plan for supporting and staffing AMI implementations.

Consultation for RFP Development:

• Provide specialized consultation to assist the City in creating detailed solicitation packages tailored to the specific needs of the AMI Project.

• Conduct in-depth research to identify potential vendors with the qualifications and capabilities necessary to meet the technical and operational demands of the project.

• Offer guidance on the organization and structuring of the solicitation package documents to maximize clarity and completeness in the requests being made.

• Provide ongoing support throughout the process to help the City make informed decisions that align with project goals.

2. AMI - Integration/Pilot

Program Management of Pilot-Scale AMI Meter Deployment & Complete System Integration

Pilot Program Management:

• Establish and oversee the program management activities for deploying pilot-scale AMI meters, including coordinating project timelines, resource allocation, vendor communication, work crew scheduling, and ongoing updates to city departments.

Release Date: Friday, September 13, 2024

• Continuously assess and adjust the pilot implementation schedule based on real-time results and integration milestones to align with overall project objectives.

• Document and communicate any adjustments to the pilot program strategy to all relevant parties for transparency and informed decision-making throughout the project lifecycle.

• Engage in regular review sessions with the City to analyze pilot updates, using these insights to adjust and refine future phases of deployment.

Training Plan Development:

• Develop a comprehensive training plan for personnel involved in AMI deployment and integration, covering all critical areas from technical installation to system management.

o Plan should encompass complete lifecycle of AMI implementation, from planning and installation to operational management and future upgrades.

• Identify and deploy a knowledgeable trainer as point of contact who specializes in AMI systems, focusing on business processes, meter data management, meter upkeep, maintenance, and overall system optimization.

• Prepare best-practices guidelines for usage and troubleshooting for City staff to be able to tackle both routine and complex issues.

• Incorporate hands-on sessions and real world simulations to reinforce learning and practical understanding of the AMI system.

• Assign a dedicated point of contact for all training-related requests and needs to provide the City with consistent and reliable support.

Pilot System Validation:

• Validate the deployment of the pilot AMI systems to ensure seamless integration of all data streams (e.g. billing, analytics, and business processes) with existing systems.

• Conduct thorough testing and performance assessments to confirm the reliability and accuracy of the AMI systems under various operational conditions.

• Compile assessments detailing the outcomes of these validations, highlighting key findings and areas for improvement.

o Adjusting system configurations and integration strategies to better enhance established workflows.

• Maintain documentation of the validation process for reference and planning of subsequent project phases.

3. AMI - Mass Deployment

Full-Scale AMI Meter Deployment and Validation

Mass Deployment Management:

Release Date: Friday, September 13, 2024

• Evaluate results from the pilot deployment and continue to oversee the program management activities for mass deployment, including full-scale deployment of AMI meters, managing project timelines, resource allocation, and vendor coordination.

Ongoing Training Program:

• Design and implement an ongoing training program for city staff, focusing on system operation, maintenance, and troubleshooting.

• Continually update training material and modules to reflect the latest enhancements and operational insights, maintaining alignment with industry standards and technological advancements.

• Schedule regular training sessions to address the evolving needs of the City staff and the system.

• Maintain support structure, including point of contact to provide ongoing assistance and resources to City staff as needed.

Technical Support and Maintenance Plan:

• Develop and finalize a detailed response plan to address ongoing technical support and maintenance post-deployment, establishing agreements for periodic maintenance checks, system updates, and emergency response services.

System Validation and Reporting:

• Conduct ongoing validation of the full-scale AMI meter deployment, ensuring all components meet or exceed operational standards and generate validation reports.

• Detailed assessment highlights performance metrics, integrations success, and any discrepancies or issues encountered during the mass deployment phase.

• Establish a rigorous monitoring checklist to continuously asses the performance of the AMI network post-deployment.

• Maintain clear and frequent communication with City and all relevant stakeholders, providing updates to validation activities and outcomes.

4. AMI - Project Closeout

Project Completion and Transition

Project Review and Documentation:

• Conduct thorough reviews of the entire AMI deployment process, documenting outcomes, challenges, and key insights.

Feedback Evaluation and Strategy Development:

• Organize post-implementation meetings to gather feedback and discuss potential improvements or adjustments and evaluate feedback to prepare strategies for future enhancements.

Release Date: Friday, September 13, 2024

Support Team Setup:

• Establish a dedicated support team to handle all post-deployment inquiries, training, and support.

5. Project Management Overview

The Consultant will be a representative of the City, managing the project management services from the City’s perspective and in the City’s best interests. The services to be provided shall include, but is not limited to, the following:

A. Manage project activities, both functional and technical, ensuring all project milestones are performed according to project schedule.

B. Manage project expenditures (actual and forecasted remaining) against budget and project schedule; Verify project invoices and ensure proper accounting of project charges.

C. Provide skill-specific resource forecasting.

D. Prepare all significant project correspondence, deliverables, and documents. Attend key project meetings and interview project, user and stake holder personnel to observe, understand, and report on project activities, issues and risks.

E. Accept and sign-off on project deliverables, reviewing each to ensure that the intent as stated in the scope of work is achieved.

F. Verify project invoices and provide sufficient information for proper accounting of project.

G. Develop and execute a plan for effective communication to and between project participants including Executive Sponsor, Executive Steering Committee, Information Technology Manager, Core Team, and other participating departments.

H. Provide updates and reports to the PWP Information Technology Manager on a weekly basis, or as frequently as necessary, reporting any issues, observations, recommendations for discussion, resolution, and management. This may include personnel issues, including adequacy of project and contract staff.

I. Schedule and moderate regular status meetings with team leads, Executive Sponsor, Executive Steering Committee, and others as needed.

J. Create and update status reports, issues and escalation logs on a regular basis.

K. Create and present Change Request documents to the PWP Information Technology Manager.

L. Manage Business Process Change communication and implementation plan.

M. Maintain and update Project SharePoint site (collaboration platform).

N. Assess the Project Charter and the project implementation budget for best business practice approach.

Release Date: Friday, September 13, 2024

O. Work with the City's Executive Steering Committee, IT Manager, and Project Management Team to develop a comprehensive project plan which should include, but is not limited to, the following:

o Project Scope and Methodology o Communications Plan o Project Team Structures (team roles and responsibilities) o List of Key Decisions and Action Items o Risk Identification and Mitigation o Project Schedule o Staffing Plans o FIT / Gap Analysis o Infrastructure Environment and Security o Modification Reduction Analysis o Software Configuration and Set-Up Specifications o Modification Specifications o Systems Integration Plan o Reporting Specifications o Business Process Change Communication & Implementation Plan o Training Approach, Plan and Delivery o Systems Testing Plan and Tests (in coordination with Test Manager) o Production Operations / Stabilization Plan o Organizational Readiness Assessment o Cutover Plan o Project Assumptions and Constraints o Budget Control Plan o Scope Management Plan o Schedule Control Plan

6. OCM

Change Assessment and Strategy Development:

Release Date: Friday, September 13, 2024

• Collaborate with the AMI project team and System Integrators (SI) to understand high-level As-Is and To-Be processes.

• Develop an OCM strategy reflecting the change impacts, focused on improving adoption and retention through the implementation phases.

• Conduct a comprehensive change management assessment to review organizational structure, impact by stakeholder groups, readiness for change, and to identify potential resistance or change issues.

• Develop risk mitigation strategies and methods for tracking outcomes, providing strategic oversight to the City's Information Technology Manager, Project Management Team, and Executive Steering Committee.

• Define specific metrics and evaluation criteria upfront to measure the effectiveness of the OCM activities and overall readiness of the organization for the new system.

• Prepare a detailed stakeholder engagement plan that identifies key stakeholders, their influence and interest levels, and specific engagement strategies tailored to each group.

Change Readiness Planning:

• Define activities, milestones, and expectations for OCM engagement during the AMI implementation phases.

• Assess departmental preparedness and readiness for each phase, creating remediation plans where necessary.

• Facilitate strategic planning sessions to align with broader City initiatives, using these sessions to further refine the OCM strategy.

• Align the OCM strategy with other ongoing or upcoming change initiatives within the city to prevent change fatigue and maintain consistent management across all changes.

Leadership and Staff Engagement:

• Develop leadership coaching and training programs to support the Executive Steering Committee, IT Manager, and Project Management Team.

• Identify and support staff within the City who are important to the successful adoption of change, providing relevant training and resources to facilitate their roles.

• Establish a formal support network consisting of project experts to aid in the communication and quick resolution of issues, detailing the process for identifying, training, and empowering future employees.

• Document the strategic outcomes of training and coaching sessions to continuously refine and improve the leadership development efforts.

Implementation:

• Execute the OCM strategy, including relevant communication, training, and coaching initiatives.

Release Date: Friday, September 13, 2024

• Host engagement encounters to encourage ongoing feedback and participation from all stakeholder groups throughout the implementation process.

• Collaborate with the City's Communication Team. Working alongside the internal marketing team, the Firm will provide industry experience and insights to help develop a Public Communication Plan tailored specifically to the City's needs. This plan will address external stakeholder engagement and public awareness.

• Monitor and adjust the implementation of change management activities based on real-time feedback and predefined success metrics.

• Specify the frequency, channels, and methods of communication to keep all parties informed and engaged throughout the project lifecycle.

Sustainment and Reinforcement:

• Provide ongoing support and enablement to employees, making sure new behaviors and processes are fully adopted and utilized.

• Track change management successes through Key Performance Indicators (KPIs) and adjust strategies as necessary to maintain momentum and support.

• Outline activities focused on post-implementation reviews, ongoing optimization efforts, and continuous training programs to address any unexpected challenges once the system is operational.

Conclusion and Transfer:

• Transition process-ownership and ongoing change management activities to the City's internal teams.

• Complete closure tasks and provide a comprehensive overview to the Executive Steering Committee, Information Technology Manager, and Project Management Team, summarizing the transitions, outcomes, and strategic insights gained through the process.

o Include proactive measures and contingency plans to address potential risks or resistance that might impact the project timeline or success.

o Document key learnings and recommendations to guide and enhance future change management efforts.

Release Date: Friday, September 13, 2024

4. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

Release Date: Friday, September 13, 2024

This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

4. SAMPLE CONTRACT

A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal https://procurement.opengov.com/governments/portal/pasadena/projects/107716/document?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

Release Date: Friday, September 13, 2024

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

10. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

https://invoice.cityofpasadena.net/PortalGuide.pdf

Release Date: Friday, September 13, 2024

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

11. PAYMENT OF A CITY-WIDE MINIMUM WAGE

If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.

12. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

13. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

14. Taxes

Price bid or Price Proposals shall include all federal, state, local and other taxes.

15. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbit.ly%2F3o3SHMh&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819490734%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=zhx6795nsAtQnJvmzYHL5q2Lzw%2FdOCl95da3qPj4Duw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Fca%2Fpasadena%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DTIT5BULIRE_ARTIGE_CH5.02PACIDEMIWA&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819500215%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AX1DEPBi2FxNNRsdiRGGB1whWvtl2jG%2FQ7SO5QsB%2Fac%3D&reserved=0

Release Date: Friday, September 13, 2024

16. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the response being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

17. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsivness.

18. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]

This section is only applied when buying paper products.

Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

All vendors providing Paper Products and Printing and Writing Paper shall:

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.

• Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.

19. Compliance with the Levine Act (Government Code Section 84308)

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

20. AVAILABILITY OF FUNDS

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayText.xhtml%3FlawCode%3DPCC%26division%3D2.%26title%3D%26part%3D3.%26chapter%3D3.5.%26article%3D&data=05%7C01%7Cawatson%40cityofpasadena.net%7C307f17457fcb49d363c108dbba309d38%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638308490511442074%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kSzPLWUdh6HYJTjfSaMqzITXO6TDf1tcUTo%2BcAV5SJw%3D&reserved=0

Release Date: Friday, September 13, 2024

The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.

21. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Advanced Metering Infrastructure ("AMI") Consulting and Program Management Services in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

The…