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City of Pleasanton Consulting Services - AMI Feasibility Study 6 | P a g e personnel have various priorities and work collaboratively to book meetings/agendas that work for all parties. As the project progresses, we will maintain and update the schedule as required (minimum monthly). We will work with all key stakeholders to ensure all considerations are reviewed. This process will include the overall project milestones with review and verification of the services and deliverables, stakeholder responsibilities, and anticipated scheduling. Progress meetings are fundamental to keeping the overall program on track and to facilitating communication between the various stakeholders. Diameter will drive this process and schedule meetings with key stakeholders which may vary depending on what capacity they contribute to the discussion or meeting topic. Meetings are typically performed using MS Teams. We will issue agendas, track all actions and decisions ensuring there is a documentation trail and meeting minutes. Our project management approach is designed to place the “heavy lift” with Diameter resources while engaging the City primarily through efficiently facilitated workshops to ensure City stakeholder voices are considered. We can offer a variety of options that allow for flexibility in the timing and approach to workshops to be respectful of City staff workloads. Steering Committee meetings are strategically booked to engage with upper management to allow for timely project progress updates. A project of this nature impacts many areas across the organisation, and these touch points allow for executive input and course correction if needed. Typically, these meetings are one hour long and occur twice throughout the engagement. Deliverables/Tasks: • Coordination activities and project management services • Pre-kick off and kick-off meetings • Bi-weekly progress meetings • Workshop coordination • Provide agenda prior to meetings and meeting minutes • Action log and management • Preparation and support for Steering Committee meetings 1.2.2. Information Request Approach: As a starting point to the Design Stage, Diameter Services will initiate an information request using a customized and comprehensive survey to collect data and information about the City of Pleasanton’s current water meter population, organizational structure, meter reading equipment, current business practices related to meter reading, billing and maintenance, and existing software (CIS, GIS, work order management, and level of integration). Collecting this information prior to the workshops will ensure meetings are productive and efficient for all involved. Some of the items that will be requested in our initial request for information will include: • Database of all water customer accounts • Water/wastewater rate structure • Pleasanton’s financial budget and actuals for 2023 and 2024 • Work Order database • CIS and meter reading software and equipment • Current businesses processes for water billing, meter reading and maintenance • Organization chart and staffing costs • Water loss balance Docusign Envelope ID: A02F5956-6338-44A0-AD2F-17F98C437CB8