EAC Consulting, Inc. Bid Document (6)

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RFQ #26-07-01 | 126 4.5 Project Contracting Approach EAC has worked directly with municipal and public-sector clients for many years and understands the contracting procedures that will be used for these projects. We understand that, if selected for this contract, our firm will be subject to a non-exclusive Professional Services Agreement (PSA) for comprehensive engineering services for the City of Sunny Isles Beach, which may co-exist with other engineering services agreements the City may have in place, currently or in the future. We are familiar with the diverse scope of these contracts and have the personnel with the relevant expertise and resources to address the City’s needs. Our availability and resources are such that we can have a member of our team available to the City at a moment’s notice. Services under this contract are expected to be miscellaneous, task-driven, and variable in nature and complexity. Our team will serve as an extension of the City’s staff throughout the process. EAC will utilize successful project management and quality control guidelines beginning with matching the most qualified expertise to each task. We understand that the diverse range of services to be requested by the City under this PSA contract may support both long- term capital improvement needs and immediate project requirements, and we are well-equipped to tailor our response accordingly. Our team has extensive experience executing assignments under Professional Service Agreements (PSAs) for municipal and public-sector clients. We are comfortable operating within that contractual framework and, because of that experience, we understand both the process and the larger system within which these contracts are fulfilled. We understand that as the City identifies needs for services from our team, City staff will request those services, which may entail assistance with defining the scope and design criteria or may involve advancing an already-defined scope into implementation. In either case, EAC would be expected to submit a scope and fee proposal, including a summary of hours by personnel category. Upon negotiation and approval, the City will issue a task authorization that establishes the contract sum and basis for engaging on the assignment. Our understanding of the key elements of the contracting process is summarized as follows: Notification of Project Assignment: The City notifies EAC of a project assignment. The notification will typically be provided by telephone, email, or correspondence to our Project Manager, who will begin gathering the information needed to develop the scope of services. Scope of Services: Project assignments are generally unique and may not have a fully defined scope at the outset. EAC will work with the City’s assigned Project Manager to finalize an acceptable scope of services. Fee Proposal and Negotiation: Our team will determine the appropriate staff hours applicable to the approved scope and develop a fee proposal structure based on those hours. The fee proposal will be limited to the services defined in the scope and will typically be accompanied by an estimated schedule. The fee proposal and schedule will then be negotiated with the City’s Project Manager to arrive at a mutually acceptable agreement. Notice to Proceed: Once a Notice to Proceed (NTP) and executed task authorization are received from the City, our team will begin delivering the required services. 4.6 Schedule Management Approach Our Team is equipped to meet project deadlines effectively. EAC will create a tailored schedule based on the approved scope and timeline for project development and implementation. Project milestones will be established, and timelines will be allocated for associated tasks. Schedule control begins by creating a realistic and well-thought-out schedule that recognizes opportunities to expedite tasks and using such opportunities to assist in schedule recovery efforts, if needed. Effective and realistic schedule control includes the following: • Utilizing the appropriate scheduling methods - Critical Path Method (CPM) or Critical Chain Method (CCM) • Developing schedules with input from all Team experts, including construction personnel • Allocating resources - The right resources in the right quantities will be assigned to tasks in order to meet milestone schedules. Personnel assignments will be based on experience and expertise • Estimating task durations that include project risks • Effective sequencing of work • Utilizing schedule compression techniques • Utilizing a proactive early permitting approach that allows relevant jurisdictions to provide early input into the design and implementation processes • Incorporating float time to handle unforeseen conditions, and for review and comment incorporation • Monitoring and updating project schedule bi-weekly and adjusting the schedule for each task to reflect project events EAC uses industry-standard scheduling software, including Microsoft Project and Primavera P6, to develop, manage, and control project schedules. Our experienced project schedulers are dedicated to preparing realistic, achievable schedules that support timely completion of each assigned project.