Moffatt & Nichol Bid Document (5)

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APProACH / MetHoDoLoGy 77P261925RFQ # 26-07-01 • CONTINUING PROFESSIONAL ARCHITECTURAL AND ENGINEERING CONSULTING SERVICES (CCNA) To meet the requirements of the City of Sunny Isles Beach and deliver each project with the utmost quality and ensure each project is on schedule and within the negotiated budget, a carefully devised plan for managing each project is required. In our view, five factors are central to the development of an effective management plan: 1. Assigning experienced personnel with proven management and technical capabilities. 2. Establishing a schedule for deliverables and adhering to it. 3. Establishing early and consistent coordination with City of Sunny Isles Beach staff and other relevant stakeholders. 4. Establishing and strictly adhering to adequate procedures to effectively coordinate engineering activities; produce contract deliverables in accordance with the quality control plan for the project; and effectively handle all administrative matters. 5. Deploying veterans of construction contracts to execute the documents, explore the proposals of the contractor, verify the approach by the contractor is a familiar methodology, participate in the progress meetings and team coordination meetings, and avail ourselves to the builder to make sure there are no delays or problems with implementing the project proposals. Approach to Task Coordination: Effective task coordination is essential to maximizing staff resources and achieving schedule and cost efficiencies. Our approach ensures clear communication and alignment between the City of Sunny Isles Beach’s Project Manager and the consultant design team regarding the goals, objectives, priorities, and specific requirements of each assignment. Through proactive coordination, defined responsibilities, and consistent communication, the project team will efficiently manage resources, identify potential challenges early, and deliver quality solutions that meet the City’s expectations for schedule, budget, and performance. We recognize that the City’s Project Manager is often responsible for managing multiple projects simultaneously. Our approach is designed to provide efficient support, timely information, and the flexibility needed to facilitate collaborative decision-making. Our goal is to keep the City fully informed, proactively address potential issues, and avoid surprises while providing the appropriate level of detail without creating unnecessary administrative burden. Our experience delivering similar projects for municipal clients will enhance coordination, streamline communication, and support successful project execution. Early in the project, we will establish clear protocols for coordination, communication, reporting, and decision-making to ensure expectations are aligned. Our recommended approach is as follows: Moffatt & Nichol’s Project Manager will serve as a single point of contact to Sunny Isles Beach. Our Contract Manager will then disseminate information to the appropriate team members. This process will keep Sunny Isles Beach staff fully informed on the work progress and minimize the City Project Manager’s time supporting the project coordination effort. To the extent possible, this process will include the appropriate information exchange between Sunny Isles Beach and other agencies. In addition to emails, online meetings and telephone calls, we are happy to meet in-person with Sunny Isles Beach staff. Meeting minutes will be provided for all primary team discussions, shared with the team, yet compiled concisely with action items, responsible person, and due date. This will facilitate tracking of the efforts and monitoring of progress timeliness. We will coordinate all project activities with Sunny Isles Beach at the intervals required in each individual assignment. In practice, contact between the Moffatt & Nichol Project Manager and Sunny Isles Beach will be frequent and provide ample opportunities for discussing coordination issues. When less active project periods occur, the monthly progress meeting or monthly written project reports will be used to update coordination activities, as needed. Their proposed approach is innovative and effective... Moffatt & Nichol is continually looking for funding and grant opportunities... We have been impressed in their ability to combine existing efforts into an overall implementation strategy. They certainly have an eye for getting projects built rather than simply studying them. I would not hesitate in recommending Moffatt & Nichol.” – Steve Wilson, Former President of the Pontchartrain Levee District, regarding the Lake Pontchartrain Shoreline Protection and Enhancement project