Advanced Me
tering Infrastructure Program Management for Burbank Water & Power Scope of Work
MeterSYS, LLC
Program Management Responsibilities: Under this engagement, MeterSYS, LLC (Consultant) will serve as Program Manager for all facets of the Burbank Water and Power (BWP) Advanced Metering Infrastructure (AMI) implementation, including financial oversight, project progression management, network inst allation and performance, multi‐systems interfacing, field installation and data management, internal/external communications, and organizational change management. Consultant has assigned responsibility for each of these critical categories to the consulting team members who will provide both experience and expertise through all phases and tasks of the program of work.
Consul
tant Baseline Responsibilities
Lead communication planning and execution for internal and external audiences Develop a work plan on what should occur during Phase 1 (NTP + 30 Days) outlining actions to support a successful AMI implementation
Establish and maintain a comprehensive Quality Program Develop of a Covid Contingency Plan ali gned with BWP requirements Establish Program Goals for BWP and alignment of Key Performance Indicators to ensure that the Program is completed on schedule, on budget, and within scope. Provide issue resolution among Project Stakeholders as detailed in the project charter Provide a project lead to serve as the point of contact for all project activities and tasks associated with the contracted services
Manage project meetings, including scheduling, stakeholder engagement, weekly progression calls, sub‐ team assignments and on‐demand work sessions
Provide weekly progression updates
Analyze and process change requests from stakeholders and Installer Negotiate changes to the contrac
t
Review and approve monthly progress invoices from the Prime Contractor Continuously collaborate with and inform key project stakeholders The Scope of Work outlines the general responsibilities of each step for implementation, but considering the dynamic nature of the project, is not intended to be all‐inclusive. Consultant professional services will incorporate emerging responsibilities in the implementation of AMI as part of its responsibility as a partner to the Utility for providing a seamless conversion of BWP metering and billing systems through fixed‐base reading technology.
Section 1. Scope of Work for AMI Implementation
Specifically, Consultant will represent the interests of BWP in the installation of AMI transmitters, a city‐wide AMI network, and the interface of the Headend System (HES) with Siemens Meter Data Management System (MDMS).
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City of Burbank AMI Program Management Scope of Work‐ November 2022
1.1 Project Setup and Kickoff
This step serves as the official start of the implementation project and the critical foundation for an effective deployment and for future system operation. It involves engaging BWP Staff, the meter vendor, the installer, and the Consultant’s project team, through collaborative project planning, milestone scheduling, roles and responsibilities defining, and general pr oject “housekeeping.” Upon authorization to proceed, the Consultant’s Program Manager and project team will initiate the work plan that will provide the baseline for development of the draft project plan. The results of the discovery session will involve:
A. Drafting of the project charter and program management workbook (project schedule, project financials tra
cking/pay application, team contacts) with input by BWP project team and prime meter vendor; charter will contain all standard elements of documentation including roles and responsibilities, project organizational structure, project plan, SLAs, RACI chart, KPIs, financial summaries with payment processing standards
B. Program management application setup and training ‐ Consultant utilizes Zoho Projects, a web‐based application providing proj
ect plan progression, document retention, schedule of key activities, internal project team messaging, and customized reporting. As an alternative to BWP, SharePoint may be made available as the primary platform for program management.
C. Project Kickoff Meeting ‐ Following successful completion of the Discovery Session, Consultant will, in cooperation with the project team, pla
n and facilitate the Project Kickoff Meeting that involves all stakeholders of BWP AMI Implementation Program
D. QA/QC and Quality Plan ‐ The Consultant’s Program Manager will have responsibility for the overall Quality Plan in close coordination with the Utility Project Manager and Project Team to fa cilitate activities and a fundamental commitment to quality of performance and process including, but not limited to:
Conducting periodic field audits of Vendors’ QA/QC activities Checking contractor supplied documentation
Witnessing contractor operations, inspections, and tests Performing independent inspections and tests using data and onsite validation to verify adherence to the Quality Plan
Facilitati
ng a full CIS data download for quality reviews and data management clean‐up in coordination with BWP Customer Service, Utility Billing, and the Meter Shop.
E. Program Finance Management ‐ Consultant will provide financial oversight and quality control throughou
t the entirety of the program of work to protect the Utility’s interest and fiscal responsibility.
Consultant has developed a Project Financials Management Workbook that is compatible with each vendor’s invoicing system. As invoices are received, they are validated against the contract and inventory to ensure compliance with pricing and budgeted line ite ms. Consultant will provide transparency into what comprises the invoices by highlighting pertinent information and extracting relevant data for monthly accounting. These reports include the state of the financials for the entire project budget including system improvements, program management, third‐party vendors, and contingencies.
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In the role of liaison, Consultant will address any discrepancies with the vendor prior to approving payment. Consultant will track and itemize how contingency funding is spent and ensure adherence to project budgets and constraints for una nticipated, but necessary expenditures. As part of project closeout, Consultant will reconcile planned vs. actual spend across Utility allotments and help the Utility budget for planned maintenance and future state expenditures.
F. Consultant will utilize their network site assessment tool (mobile application) for locations referenced by the prime vendor for ne twork infrastructure and require development of SOWs for each network device site including detailed responsibilities, network installation schematics (gateway, cables, electrical, backhaul, attachment specifications), materials summary, and summary of site responsibilities.
G. Consultant will work with BWP to establish inventory controls (including chain of custody) during Project Initiation. Consultant will hold eac h Vendor responsible for inventory control and it is expected that Vendors’ efforts will consist of plans and procedures to ensure:
Equipment lead times and orders are properly managed to prevent program delays, shortages, or overages
Vendor representatives are onsite to receive and verify all incoming equipment Reconcile received shipme
nts with Consultant and the Project Team
Properly secure and maintain accountability of all equipment
1.2 Communications
The overall objective of an AMI Communications Plan is to promote the success of a project by meeting the information needs of all project stakeholders. Consultant will work with the Utility Communications Manager/PIO to establish best practices in metering communications that defines the methods of information collection and distribution. Through effective plan ning and engagement of communication and marketing SMEs the plan will aid in defining the actions and processes necessary to facilitate effective communications for Utility staff and external audiences. Consultant will create and maintain open communications among all stakeholders and vendors throughout the Program timeline.
External Collaboration
For external audiences, Consultant will work with Utility project team members to develop a detailed external communications strategy that includes general project information, customer service key messaging, information sheets, web‐site resources, social media posts, a customer toll‐free phone line for inquiries, project progression information (install map, route schedule) and media r eleases.
Internal Collaboration
The primary communications among the project team will be the status meetings, monthly reports, and the project management site, Zoho, however it is essential to collaborate with other internal audiences that are not a part of the project team on the benefits and timing of the project. Additionally, the Consultant will provide various information chan
nels to BWP staff to inform on the basics of AMI and engage other departments that may benefit from the data deriving from the AMI system with a focus on resource conservation and customer engagement.
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1.3 Alpha Testing Phase
Considered the most critical point of the project, this step engages the responsibilities and the roles of each team member, creates the foundation for compliance with project contract service levels through field operations, establishes effective integrations, and demands proper equipment lead time management.
A key responsibility during the Alpha Phase will be the coordinatio n of the System Integration planning approach between BWP’s internal divisions and the third‐party vendors. The deliverable will be an integration testing plan with clear targets for achievement to secure sign‐off and move forward with the deployment. As part of the services scope, Consultant will be engaging a systems expert to pro vide additional expertise on BWP’s software integration and to consult on system and process improvements that will fully leverage features and functionality.
Coinciding with System Integration, construction of the network will be coordinated between the prime contractor, the Utility, and third‐party site managers for the assessment and build‐out of co llector infrastructure and associated power and data access. Because the Network Testing Phase generally requires multiple sub‐ contractors early in the process, the management requirements for this coordination are significant and crucial.
Major tasks for this phase include:
Complete site plan analysis and Scope of Work docu mentation Coordinate with BWP and the prime contractor for site upfit approvals Complete Utility required power and data (as required) connectivity for each site Ensure Radio Frequency (RF) sweeps are performed according to manufacturer’s requirements Test RF signal strength and review network data for issues with “reach” and to reconfigure a lerts/alarms as appropriate
Provide oversight for activities associated with the Head End System (HES) interface with the City’s Meter Data Management System (Siemens eMeter), Customer Information System (Oracle Customer Care & Billing) and the Customer Engagement Platform (WaterSmart) Review Import/Export file requirements between HES and MDMS Evaluate sample files (CIS Export, Swap File, Read/Bill File) Evaluate meter swap inter
face
Oversee installation field tool configuration, testing, and acceptance Coordinate installation checklist finalization and acceptance Provide network device installation support. BWP will be responsible for installation of network devices following standards prescr ibed by the Installer.
Validate proper data collection, transmission, and processing for both the register/transmitter and field installation
1.4 Beta Testing Phase
Once the systems integrations, field installation tool configurations, and network construction tasks are completed, the Program Manager and team execute a limited Beta Testing period to validate that all contributing components of the AMI system are fully operational. This period of limited installation production is considered the final validation prior to authorizi ng full‐scale meter installation work. Each member of the project team will validate the results of the testing period prior to authorizing the installation contractor to proceed with full AMI deployment.
Consultant will provide the following Program Management services during the Beta Testing Phase:
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Manage deployment and integration of the AMI head‐end system (HES) and MDMS with CIS. Lead the functional testing and data validation efforts on behalf of BWP. Consultant will lead the functional testing and data validation eff orts on behalf of BWP and work closely with the integration SME and BWP IT staff to execute the task.
Lead system health tracking and troubleshooting and will monitor and update the project team on milestones met or issues identified. Having Consultant augment vendor support and installation efforts will ensure the proper mon
itoring of progress made on the network installation and systems integration.
Consultant Program Manager will be responsible for validating field and systems work and will use the ongoing project status calls and reports to share updates and progress made with the team. Enforce vendor contract compliance, w hich will be further enabled through the clear identification of roles and responsibilities as described and agreed to in the Project Charter. Update Program Work Plan, including Risk Mitigation Plan. The Consultant Program Manager will be responsible for maintaining the Program Work Plan as a living document, updating as necessary to accommoda
te changes and impacts that affect the project plan and timeline. Consultant will provide a Risk Mitigation Plan that outlines the recommended identification of key risks and best practices to avoiding, resolving, or managing them and will work with the Project Team to further tailor to BWP’s deployment as neede d.
Lead the data validation efforts, including parallel reads, in coordination with the installation team and with support as needed from the Utility Billing sub‐team. The goal is to make sure the meter replacement and integration work has no negative impact on BWP’s reading and billing process.
Adequate testing database
s and back‐ups help protect BWP’s data and create assurances that data is clean, and all files are correct before being pushed to production. Data validation efforts are also a key component for quality control and help accommodate for the inevitable mistake and human error factor.
Facilitate trai ning as needed/recommended. A key area of focus for Consultant in this stage is to provide role‐specific how‐to documents that are much more focused and digestible for BWP staff. Consultant will also facilitate training by handling logistics, creating agendas, and coordinating the vendor trainers and training material on beh alf of BWP along with creating opportunities for staff to shadow vendors and providing one‐on‐one training sessions with key BWP staff as needed. Oversee the Installer’s configuration of the WOMS and its integration into the CIS. Consultant has designed its own installation WOM tool and has extensive experience managi ng the data capture form, process, data validation, and integration into CIS and GIS and will help shape all elements of this activity to ensure all expectations of BWP for install data capture are met. Create a Utility Billing sub‐team to focus on the integration and interface work with proper assignment of roles and r
esponsibilities utilizing a RACI matrix. Having a dedicated group comprised of key BWP staff involved in the systems, IT, the utility billing integration SME, and Consultant Project Manager that has extensive integration management experience. Conducting the necessary due diligence of data scrubbing and standardization, planning th e interfaces to ensure the proper flow and mapping of data between systems, and building the interfaces to best accommodate for future functionality and flexibility are core activities of the integration work. Testing, documentation, and validation will all be managed by Consultant.
Provide a robust System Acceptance Testing (SAT) measu re that goes further to protect the utility’s interests and hold vendors accountable for providing full functionality from the system. In addition, network optimization efforts provide the utility with the assurance that the performance and maintenance of the network is a top priority.
Perform end‐to‐end testing with a variety of met er sizes and correlated data. The Consultant database SME will spearhead this quality control and end‐to‐end testing using industry best practices to uncover inconsistencies, duplicates, and other data disconnects to allow for the targeted resolution of any ATTACHMENT 3
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City of Burbank AMI Program Management Scope of Work‐ November 2022
discrepancies between systems. Consultant will also work with BWP and the Utility Billing sub‐team to build in ongoing database maintenance responsibilities to ensure these systems and underlying data is maintained post‐project.
The QA/QC meter install ation and network performance activities Consultant has developed were designed to reduce the risk and exposure of BWP and hold vendors and their employees accountable to the standards laid out in the contracts and Project Charter. This task will be supported by the robust, cloud‐based WOM tool that provides doc umentation of field and network support activities and findings that Consultant developed specifically for this purpose. Work with BWP to develop policies for handling issues that will occur as part of the full deployment, including contingency plans. The project plan and Charter will accommodate for issue and risk management activities and conta ct list with designated Point of Contact clearly identified. Policy support will also be addressed in the Change Management Plan, will be a key consideration in the Business Process Re‐Engineering effort, and will be addressed in the Communications Plan as well for how to respond externally.
Lead the system healt h tracking and troubleshooting efforts. These tasks will be clearly documented and fall under the vendor management responsibilities, providing BWP with confidence that the AMI system is operating as it should in advance of authorizing the full deployment.
Organizational Change Management
Based on a foundation of public administration, Consultant progra m team members will work with key functions within BWP to identify organizational change management needs at various milestones throughout the project timeline. While the priority is the successful implementation of AMI across the service territory, Consultant experiences with organizational change during testing and full implementation phases have necessitated a best practi
ce of establishing organizational change management components as part of the AMI rollout. Pre‐ planning will aid in the natural and successful transition of manual metering tasks to an automated environment seamlessly and predictably.
1.5 Full Deployment
Once the system functionality and new business processes have been tested, verified, and accepted, deployment of meters and meter interface units (MIUs) may begin on a large scale. Full system functionality will be available to BWP for reading and billing purposes based on a route by route installation process and Consultant will work with BW P staff to ensure they are taking full advantage of the system and automation of reads throughout the “Hybrid State”. Full Deployment is typically managed like a formal construction project with oversight on project communications, production, financial tracking, QA/QC, inventory controls, installation SOPs and system training. The Consultant Program Managemen t team will be responsible for providing direct daily interaction with the Prime Vendor and installation team with the intent to minimize interruption to daily operations.
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Consultant has developed a best
practice installation planning
workbook that provides clear
production standards for both the
installation team and the utility
billing and customer service team.
The installation plan incorporates
work times, holidays, and other
factors that would im
pede route
installation and reading
requirements.
Consultant Program Management
Team Members are experienced in
overseeing installation performance and quality controls through remote system monitoring and comparative data analysis. Consultant analysts have developed a data quality check process comparing sync files and field data tools to ensure all relevant field da ta is being passed and captured properly in the system of record (Utility Billing/GIS). The defined process throughout full deployment has resulted in highly accurate data within critical utility systems and has reduced workorders associated with field verification and corrective actions.
Consultant will lead the data utili zation and analytics efforts, including alarm events and exceptions, working with BWP staff to build system use and alert response into their daily activities and workflows. Contract compliance enforcement will be a responsibility of Consultant to confirm service levels and milestones are achieved. Making sure the project is meeting bud get and timeline expectations is a core function of the project manager. Routine deliverables like the monthly project status report and the weekly project status calls, will highlight any action items or issues. Consultant will facilitate training sessions with vendors. Consultant training support, including documentation and the advocacy for on e ‐on‐one and job shadowing opportunities, will provide BWP staff with frequent and ongoing training opportunities. The goal of the Consultant project management support is to ensure that by the time the deployment is complete, the utility is fully utilizing the system, the data and alerts are already incorporated into dai ly operations, and maintenance activities are routine, with staff comfortable using the technology and managing all aspects of the new system. The Consultant program manager will ensure the Program Work Plan and the Risk Mitigation Plan is updated. Version control will be maintained, and any new drafts will be distrib uted and stored on the secure project sites for easy reference throughout the project. In addition to weekly production calls with the project team and monthly onsite program meetings, Consultant will develop a monthly progression report that covers all critical elements of the program of work including installation status, program finan cials, network performance, inventory summaries, system integration and training updates, communications summaries, and other elements of importance specific to BWP.
Refinement of system configurations, often shifting from default settings, is a priority during the early stages of full deployment. Consultant will coordinate the proper design of system generated alerts and other notifi
cations with a goal to minimize false positive alerts and alarms, align settings to unique user accounts, and promote customer self‐service through the customer portal.
1. Meter Installation Production Calendar
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City of Burbank AMI Program Management Scope of Work‐ November 2022
1.6 Project Substantial Completion and Closeout
To ensure the Utility is capturing the return on its AMI investment, a Project Closeout program is implemented to track the benefits the organization is realizing from the AMI system as well as track project financials and deliverables against the Vendor agreements. This program will inform on the performance of the organi zation and the system, identifying strengths and areas for improvement. The Department can then utilize this information to make operational adjustments to ensure performance.
Develop / Implement Performance Measurement System
Translate performance goals and objectives into refined and sustainable KPIs Define KPI collection and transfer process
Develop appropriate PMS dashboard/reporting system
Analysis of Resul
ts
Provide periodic review and analysis of the system performance and operational results Provide recommended corrective action to facilitate achievement of goals and objectives Develop a Results Analysis Report that will incorporate:
Overall utility goals and objectives achievement
Network performance and managem ent requirements
Proficiencies assessment resulting from training and AMI system utilization Return on Investment (ROI) analysis and results
Consultant will work with BWP to review the possible future state scenarios, prioritizing solutions that provide maximum ROI and have a positive impact. This program will inform on the perf ormance of the organization and the system, identifying strengths and areas for improvement. The Utility can then utilize this information to make operational adjustments to ensure performance. Actions performed during this phase include:
Installation data archiving
Training proficiency reviews
Updated field and back‐office workflows verifications BWP policies and ordinan ces analysis based on new business processes resulting from read automation
Section 2. Project Organization and Key Personnel
The MeterSYS® Commitment to Service Excellence ‐ Properly Balancing Resource Expertise with Accountabilities Consultant approaches each AMI program of work as a reflection of their team culture with a focus on AMI value, maintenance of public trust, and operational sustainability. Each of their skilled consultants and field technicians are cross‐trained to support the ne eds of each key category of work to ensure BWP will receive continuity and quality of service expected and required.
For BWP, Consultant will dedicate a highly trained team of professionals skilled with unique areas of focus customized to the goals and objectives of the utility. Consultant pre‐selects and staffs th e team based on their validated capacities to deliver the scope of work effectively within their defined areas of expertise for the entirety of the project. Consultant has the combined program management expertise to oversee these variables and will be responsible for ensuring the necessary solutions are implemented th rough effective program management. By combining Consultant’s industry knowledge and Project Management Institute (PMI) approaches, Consultant will reduce the organization’s overall program risk.
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City of Burbank AMI Program Management Scope of Work‐ November 2022
Consultant Project Team
Project Role Consultant Name
Program Manager Andy Honeycutt
Project Manager Lauren Brown
Systems Lead Stan Harris
Network Specialist/QA QC Lead Cassius Williams
AMI Data/QC Analyst Carol Mikovich
Project Consultant/Communications Lead Kristi Schmitt
Field Technician Derek Hines
Program Consultant/Finance Analyst Kahne Kraft
GIS Specialist Jennifer Grego
Project Team Roles, Assignments and Availability
Project Team Member Consultant
Name Key Task Responsibilities
Resource Availability
Verified Compliant to
Scope of Work and
Timeline
Program Manager Andy Honeycutt
Responsibility for all elements of Program
Management delivery; Provides executive
oversight of program plan, financials,
communications, contractual compliance,
and administrative reporting
YES
Project Manager/Integration
Lead Lauren Brown
Responsibility for facilitation and execution
of the tasks and milestones of the program
management plan and serves as the senior
consultant in responsible charge of full
systems integration/interfacing
YES
Integration SME (Contract
Resource) Stan Harris
Provides direct guidance and technical
professional services for all aspects of data
management and interfacing with MDMS
YES
Network Specialist‐Lead
Consultant for QA/QC Cassius Williams
Provides field representation for network
and meter installation SOWs, safety
compliance, and QA/QC efforts
YES
Field Quality Control
Technician Derek Hines
Supports the Field Manager in QA/QC and
safety compliance during full deployment
YES
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City of Burbank AMI Program Management Scope of Work‐ November 2022
Project Team Member Consultant
Name Key Task Responsibilities
Resource Availability
Verified Compliant to
Scope of Work and
Timeline
Project
Consultant/Communications
Lead
Kristi Schmitt
Leads and maintains program management
resources including workbooks, program
management plans, program charter, and
program management application; serves as
document controller; responsible for
training content validation and delivery;
responsible for job aides and procedural
documentation; leads internal/external
messaging
YES
AMI Data/QC Analyst Carol Mikovich
Performs data synchronization and quality
analysis (CIS/GIS/WOM/MDMS), MDMS
configurations; supports business key
business process documentation and KPI
development and tracking
YES
Project Finance
Administrator Kahne Kraft
Collects and evaluates all pay applications
and conducts comparative analysis with
inventory data and program
progression/task completion; ensures all
financial documents are accurate before
issuance to BWP for processing
YES
GIS Specialist Jennifer Grego
Provides technical support in geospatial
data management for network and field
WOMS.
YES
Section 4. Fees
Proposed fees for program management services provided by Consultant over the entirety of the 30‐month implementation plan are summarized below and detailed in the attached table. Fees are based on time allocations anticipated for the successful delivery of tasks and milestones and may be adjusted to meet the priorities of BW P.
Phase ID Phase Phase Fee
1.1 Project Setup and Kickoff $24,075
1.2 Communications (Ongoing) $7,345
1.3 Alpha Phase‐ Systems and Network Testing $70,885
1.4 Beta Phase‐ Systems, Network, and Installation Process Testing $72,570
1.5 Full Deployment $127,555
1.6 Project Substantial Completion and Closeout $58,045
Subtotal $360,475
Other Project Costs $18,024
Total $3
78,499
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Section 5. Program Key Milestones and Deliverables
The following details the key milestones and deliverables according to the respective key activity phase. The percentage of project upon completion identifies the allocation of the project total each key activity comprises.
Consultant invoices monthly based on project progression of the proceeding month’s activities and completion and submission of deliverables.
Key Activity Activity Description Project Deliverables PROGRAM MANAGEMENT‐ IMPLEMENTATION
1.0. Project Initiation:
Implementation Program
Management
Project Setup: Discovery Session, Project
Charter, Program Management Tools,
Historical Data Collection and Analysis
Project Charter
Financials Workbook
Project Work Plan
RACI Chart
Communications Plan
Project Management Platform (Zoho,
MS Project) Setup/Access
Systems Topology Mapping
CIS/GIS Data Quality Assessment
Quality Syste
m Plan‐ QA/QC
Network Detailed Site Plan (All
Locations)
Large Meter Survey
2.0 Communications
Comprehensive Internal/External
Communications Strategy to Address all
Phases of Project Implementation
Communications Plan
Related Collateral Material
2.0. Implementation
Initiation and Testing
Testing Phase: Infrastructure Planning,
Installation, and Testing
Comprehensive Work Plan Updates
Systems Integration Plan
Quality System Plan Update
Communications Plan Update
Progression Reporting
Vendor Financial Management and
Reporting
Field Installation Application
Configuration
Technology and Security Needs
Assessment
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City of Burbank AMI Program Management Scope of Work‐ November 2022
Key Activity Activity Description Project Deliverables
3.0. Data Management
Through Integration and
Testing
Systems (Software) Integration Management:
Includes GIS, Work Order Management, and
Customer Portal as Outlined in Specifications
Systems Integration Sub‐team Work
Plan
Finalized Training Program (Field
Operations, Systems Configuration,
User Job Aides)
RACI Chart‐ Integration
System Acceptance Testing Plan
Help Desk Su pport and Tiered
Response Plan
Communications Plan Updates
4.0. System‐Wide Meter
Conversion to AMI
Full Deployment (Field Inspections QC/QA,
Systems Performance Management, Field and
Software Training)
QA/QC Compliance Reporting (Field
Inspections, Systems Validation,
Inventory Controls)
Field Audits
Data Quality Assessments‐ By Route
Installation Calendar & Installation
Production Worksheet
System Configurations Refinement
(Alerts, Alarms, Settings)
User Traini
ng (System Configuration
and System Performance)
Progression Reporting
5.0 AMI Program
Management Finalized
Project Closeout, Financials Reconciliation,
Reporting and Acceptance
Program Closeout Plan
System Acceptance Document
AMI Systems Sustainability Plan
Contract Compliance
Release Full Program Documentation
KPI Reporting Updates
Ordinance & Policy Assessment
Training Proficiency Reviews
Updated Field and Back‐office Ke
y
Process Workflows Charting
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City of Burbank AMI Program Management Scope of Work‐ November 2022
Level of Effort by Task
Task No. Task Description Total
Consulting
Hours
1.1 Project Setup and Kickoff‐ NTP
1.101 Project Charter Drafting, Project Team and Sub‐teams Establishment (Communications, Network/Installation, Systems/Software) established, and Integrated Project Plan Finalized in Coordination with City, Prime Contractor, and PM
11 1.102 Project Management Systems Setup (MS Projects, Zoho Reporting); Team Access
11 1.103 Project Kickoff and Orientation‐ Project Team; Roles and Responsibilities Review, Project Reporting and Project Charter with Roles and Responsibilities Finalized
41 1.104 Project Financials Management Workbook Developed in Cooperation with City Finance; Payment Schedules and Pay Request Templates Finalized
13 1.105 Quality Plan (QA/QC)Developed for Network, Interfacing, and Installation 46
1.106 Phase Program Management and Reporting (Team Meetings, Reports, and Communications)
14 SUBTOTAL 136
1.2 Communications (Ongoing)
1.201 Determine Communications Plan for Internal/External Audiences 16
1.202 Develop Key Messages and Collateral Material for Customer Information on AMI
10 1.203 Conduct Public Outreach Efforts and Internal Staffing Communications as Outlined in Plan
15 SUBTOTAL 41
1.3 Alpha Phase‐ Systems and Network Testing
1.301 Network Site Survey, Site Plan Management, Power and Backhaul Systems Detailed Installation Planning
28 1.302 Establish process and data tracking for lid management/lid replacement 67
1.303 Route Acceptance Process Finalized 17
1.304 Configure HES to MDMS Interface and Configuration for Proper Design Supporting Full Deployment
91 1.305 Network Site Plans Finalized and Approved 23
1.306 Network Installation Management‐ Site Preparation and Oversight 13
1.307 Finalize Work Order Database for Field Transmitter Exchange 49
1.308 Finalize Staging Area and Material Management 20
1.309 Meter Data Approach for Conservation and Asset Management 22
1.310 Test Meter Installs Complete and Assessment of Reporting on MDMS‐ Quantity 100
36 1.311 Alpha Training Complete‐ Network Operations, Field Installation, HES/WOMS Basic
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1.312 Phase Program Management and Reporting (Team Meetings, Reports, and Communications)
34 SUBTOTAL 424
1.4 Beta Phase‐ Systems, Network, and Installation Process Testing
1.401 Base Station, Antenna, Electrical and Backhaul Installation and RF Performance Checks (RF Sweep, RSSI Validation)
21 1.402 Beta Testing Phase Transmitters Installed‐ 5% of System 40
1.403 Handheld and Field Tool Training/Job Shadowing 18
1.404 Network and Install Mitigation Based on Testing 31
1.405 Establish Install Schedule (Reading, Billing, Blackout Days, Progression) 12
1.406 WaterSmart Integration, Configuration, and Process Management for Utilization of New Meter Data
34 1.407 Install Checklist Developed/Approved 24
1.408 HES/MDMS Training and Initial Alert Configuration 41
1.409 Test and Accept Transmitter Swap File 13
1.410 Updated Interface Testing & Signoff 9
1.411 Quality Program Finalized‐ Inspections, System Performance, Customer Complaints, RTU, RTI, RMA
18 1.412 Organizational Change Management‐ Determination of Resources and Roles from Migration to Operation
83 1.413 Beta Training Complete‐ Alerts, Systems Settings, Key Reports, Network and Meter Troubleshooting, New Key Business Processes
22 1.414 Phase Program Management and Reporting (Team Meetings, Reports, and Communications)
57 SUBTOTAL 423
1.5 Full Deployment
1.501 Quality Program Management‐ Non‐Standard Installation Management; Skips Management; Scheduling
50 1.502 Customer Engagement Management‐ Call Center Tracking and Response 20
1.503 Data Quality Management 178
1.504 Field Inspections and Installation QC/Inventory Controls 138
1.505 Job Aides Development and Adoption 51
1.506 Production Rate and Installation Schedule Management 60
1.507 Phase Program Management and Reporting (Team Meetings, Reports, and Communications)
262
SUBTOTAL 759
1.6 Project Substantial Completion and Closeout
1.601 Meter Transmitter Punch list / Clean up 46
1.602 Project Installation Final Inspections 51
1.603 HES/MDMS Training‐ Review 36
1.604 System Optimization‐ Alerts, Notifications, Customer Thresholds 26
1.605 Network Optimization‐ Pit and Transmitter Modifications for Performance
44 1.606 Project Financials Final Reconciliation 26
1.607 System Management and Support Program Finalized 14
1.608 Equipment RMA Process Check and Service Support Post Installation 20 ATTACHMENT 3
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City of Burbank AMI Program Management Scope of Work‐ November 2022
Planning
1.609 Infrastructure Acceptance (Collectors, Transmitters) 13
1.610 Project Acceptance and Sign‐off; Transfer of Project Materials 14
1.611 Phase Program Management and Reporting (Team Meetings, Reports, and Communications)
49 SUBTOTAL 339
TOTALS 2122
Section 6 Project Phase Schedule
Consultant estimates the project, dependent on proper availability of supplies by the Prime Contractor, will require 20 months. This includes one (1) month for project initiation, four (4) months for Alpha Testing, three (3) months for Beta Testing, nine (9) months for full deployment, and three (3) months for Project Closeout.
Consultant will take all pre
cautions and proactive actions in working with the Prime Contractor to have dedicated equipment available aligned with the project schedule.
ATTACHMENT 3
A3-15