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City of Pleasanton Consulting Services - AMI Procurement and Program Management 9 | P a g e consistency across Vendors as well as accuracy, completeness, and quality. We will also provide valuable insights and feedback based on our specialized knowledge and experience to ensure an appropriate rate of progress toward work completion is achieved. Documentation and Record Keeping We are committed to ensuring effective documentation and record keeping as part of our contract administration efforts. Utilizing Microsoft Teams Premium AI features, we enhance meeting minutes for improved accuracy and efficiency. This streamlines our process to maintain accurate and accessible records throughout the contract lifecycle. During the startup phase in the program governance workstream, we determine the necessary documents, such as contracts, amendments, correspondence, invoices, compliance reports, and performance evaluations, and ensure they are properly documented by leveraging a structured digital filing system within Teams that is easy to navigate and allows for quick retrieval of information. Risk Identification and Issue Resolution Diameter utilizes a RAID log to detail all (Risks, Actions, Issues, and Decisions) throughout the program as a key management tool. This log will be used to centralize key information around the identified risks, mitigation strategies for each risk identified, action items and those responsible for completing them, what is to be delivered and by when, any risks that have been escalated to issues and the plan to resolve them, and finally all key decisions made throughout the program. Contract Amendments and Modifications During contract administration, if/when changes are required, Diameter will follow a structured change control process. This involves initiating and documenting change requests, reviewing and approving them with Pleasanton, providing careful analysis and recommendations on how to proceed, issuing formal change orders, and implementing the approved changes. This task will also address any supplemental documentation or work descriptions requested by Pleasanton in connection with emergency work or change order requests. Any adjustment to the contracts, whether through emergency work allowances or contract change orders, will be updated in the Contract change log for future reference. Vendor Evaluations Over the course of Diameter’s implementations, we have learned the importance of monitoring performance in a quantifiable way to ensure that key activities and tasks are being delivered by the Vendors are on time and in line with contractual requirements. Diameter has developed objective, contract requirements-based performance tracking documents to assess vendor performance. Diameter will adapt our existing evaluation template or utilize a template requested by Pleasanton to be used during quarterly evaluations with the vendors. Contract Closeout Process The Diameter team will oversee the closeout process of each vendor contract. We will document and confirm the completion of open items by vendors, resolve any disputed work, and maintain accurate calculations of invoices and payments. This includes preparing a final calculation of payments and work performed, analyzing cost and payment variances, and conducting a final true-up calculation if required. Diameter has developed a robust Closeout checklist and supporting plan that ensures a smooth and efficient contract closeout, maintaining high standards of quality and compliance. This will include closeout meetings, system acceptance and a project closeout report. 1.3.4. Program Governance Introduction: Effective program governance is crucial for ensuring alignment with organizational policies and strategic objectives. By enhancing accountability and transparency within the program, Diameter programs experience improved decision-making. Through Diameter’s robust governance practices, we EXHIBIT A Docusign Envelope ID: 134A9AB7-298B-4C3D-A5CB-AF281D5118F0