ECF Engineering Consultants Bid Document (27)

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29 CONTINUING PROFESSIONAL ARCHITECTURAL & ENGINEERING CONSULTING SERVICES (CCNA) RFQ 26-07-01-0-2026C 4.2 Task-Order Mobilization and Responsiveness The continuing contract will succeed or fail on the first several days of each assignment. ECF will not wait for a formal design kickoff to identify missing information. The Project Manager will review each request immediately, identify the decision-maker and operating contact, and advise the City of any scope, access, utility, permitting, or schedule issue that could prevent a reliable proposal. •Acknowledge each task request within one business day. •Identify the proposed Project Manager, technical lead, and QA/QC reviewer in the task-order proposal. •Provide a clear deliverable list and milestone schedule rather than a broad narrative scope. •Identify information required from the City and the date it is needed. •Flag FPL, permitting, easement, outage, procurement, or third-party dependencies at scoping. •Mobilize the field team promptly after authorization and site-access confirmation. •Use senior staff for technical decisions and routine production staff for appropriate drafting and documentation so the City receives the right level of effort. 4.3 Cost Control ECF will manage each assignment to the authorized task-order fee and the City’s applicable individual billing-rate cap. Cost control starts with a complete scope and a staffing plan that matches the complexity of the work. Senior engineers will lead design decisions, utility coordination, and quality review; routine production will be completed at the appropriate staff level. The Project Manager will review labor against the task budget throughout the assignment and will not allow scope growth to accumulate without discussion with the City. •Prepare a task-based labor budget tied to specific deliverables and review milestones. •Track actual labor and percent complete by task, not only by overall fee spent. •Maintain an assumptions and decisions log so a change in direction can be identified before it becomes redesign. •Prepare phase-appropriate construction-cost estimates using quantities, current South Florida pricing, allowances, escalation, and contingency appropriate to the design level. •Update estimates at agreed milestones and reconcile significant changes to scope, quantity, equipment selection, or market conditions. •Present alternates or value-management options with operating, maintenance, resilience, and lifecycle implications, not simply first-cost reductions. •Notify the City promptly when an external condition, concealed condition, agency directive, or requested scope change affects the authorized fee or schedule. 4.4 Scheduling Discipline Each task order will have a schedule that identifies ECF activities, City reviews, required decisions, FPL and agency interfaces, and construction or procurement constraints. ECF will distinguish between dates controlled by the design team and dates dependent on third parties. This is particularly important for