Calvin, Giordano & Associates, Inc. Bid Document (32)

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Calvin, Giordano & Associates, Inc. A SAFEbuilt Company City of Sunny Isles Beach, FL | RFQ # 26-07-01 | Continuing Professional Architectural and Engineering Consulting Services (CCNA) | 116 Proprietary Project Management Systems CGA utilizes SAFEtime and SAFEbill, which are proprietary time tracking and project management systems that allow real-time tracking of project budgets. These elegant tools will save the City money because they are included in the cost of the contract. These innovative state-of-the-art systems allow CGA to track current and projected resource requirements and help ensure that projects are completed on time and within budget. We recommend at least weekly communication between CGA’s project manager and a project manager designated by the City to track progress and anticipated project needs. Monitoring and Staying within Budget The CGA Team will communicate with the City’s Project Manager to identify the project budget early on. CGA will work with the City to understand the basis of the budget number to help ensure that additional scope is not added without consideration on how this affects the budget. A preliminary opinion of project cost will be prepared at the 30% document submittal milestone and will be updated and refined at each subsequent milestone submittal. The initial cost estimate will include sufficient contingencies to offset minor budget escalation at future updates due to market conditions. CGA keeps a database of unit prices that is updated after each project bid tabulation is created in order to stay current with the market’s unit prices. If a project is in jeopardy of being over budget, immediate attention is provided to address why and determine what steps need to be taken. At CGA, we prioritize transparency, responsiveness, and open communication to ensure the successful delivery of all projects for the City of Sunny Isles Beach. Our protocol for handling complaints and ensuring their prompt resolution is as follows: 1. Identification and Documentation Upon the identification of a complaint or concern—whether voiced by City staff, stakeholders, or identified internally by our team— it is immediately documented. This ensures that every issue is tracked from the moment of inception until final resolution. 2. Immediate Escalation to the City’s Project Manager We recognize that the City’s Project Manager must remain fully informed of all project-related issues. Therefore, any complaint received will be brought to the immediate attention of the City’s Project Manager via direct communication (phone and email) within 24 hours of being logged. This notification will include: • The nature and scope of the complaint. • The impact on the project timeline, budget, or quality. • Our proposed immediate corrective action. 3. Investigation and Resolution Following the notification of the City’s Project Manager, CGA will: • Conduct a thorough investigation to determine the root cause of the complaint. • Develop a formal Action Plan to address the issue, which will be submitted to the City’s Project Manager for review and approval. • Implement the approved solution with a focus on mitigating any negative impact on the project deliverables. 4. Follow-up and Verification Once the corrective action is completed, CGA will verify the resolution with the City’s Project Manager to ensure it meets the City’s standards and satisfaction. We will provide a summary report of the incident and the steps taken to prevent recurrence, ensuring full transparency throughout the remainder of the contract term. Approach to Handling Complaints