CHA Consulting, Inc Bid Document (8)

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PAGE 86 | RFQ 26-07-01; CITY OF SUNNY ISLES BEACH CONTINUING PROFESSIONAL ARCHITECTURAL AND ENGINEERING CONSULTING SERVICES (CCNA) TAB 4 - APPROACH AND METHODOLOGY PRIORITIZING ACCESSIBILITY AND AVAILABILITY: CHA’s Doral office, located less than an hour from the City of Sunny Isles Beach, enables our team to be readily available for both scheduled and impromptu meetings with city personnel and stakeholders. Our team will utilize digital tools and platforms for effective communication, including shared calendars for scheduling, video conferencing for virtual meetings, and instant messaging for quick coordination. We will maintain open lines of communication for constant accessibility for the city representatives and the community. Our approach includes regular reporting to the city's project manager and preparing comprehensive meeting minutes to verify all stakeholders are well- informed. CHA prides itself on providing strong project management on all its projects and is experienced in ensuring high-quality work within budget and on time. Arnelio, our dedicated contract manager, will ensure the consistent availability of resources and serve as a single point of contact for the city, streamlining communication and decision-making. The following is a description of our approach to schedule control, cost control, and quality control: CONTROL OF PROJECT BUDGET: Maintaining the established budget is a critical aspect of project management, encompassing both design and construction phases. Our comprehensive strategy for budget control starts at the very beginning, with a focus on verifying the most efficient use of resources and minimizing unnecessary expenditures. In the design phase, budget control begins at the scoping and negotiation stage by creating a detailed scope of work and identifying potential optional services early on. A kickoff meeting with the design team sets the stage to review scope elements, identify future design challenges, and develop alternative designs. Early design acceptance is prioritized to prevent the need for costly redesigns and to keep the project within budget. Vigilance against “scope creep” is practiced to confirm all work remains within the agreed scope of services. Assigning the right staff for each assignment ensures the efficient use of resources, while making use of available data, such as traffic counts and existing conditions information, helps to minimize data collection costs. For construction budgeting, we establish a baseline by reviewing and updating the engineer’s estimates to confirm the construction budget. Special attention is paid to items with significantly rising costs, such as steel and asphalt. Collaboration with contractors and the utilization of tools like the FDOT Historical Cost spreadsheet are key strategies for tracking unit costs accurately, leading to more precise estimates. Additionally, contingencies are included for unforeseen and risky items during the design phase, aiming for the bid price to meet or be slightly below the projected cost. Identifying fatal flaws early in the process of evaluating alternative improvements and performing thorough field reviews to document existing conditions are also crucial steps. These measures help avoid unnecessary use of contract resources and construction cost increases due to missing design scope items. This comprehensive approach to cost control, from the initial stages of design through to the completion of construction, allows us to effectively manage and control budgets throughout the entire project lifecycle. Local Office: 8935 NW 35th Lane, Suite 200 Doral, FL 33172 Less than an hour from the City of Sunny Isles Beach, enabling rapid response and on-site support