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City of Sunny Isles Beach | RFQ 26-07-01
<br />Continuing Professional Architectural and Engineering | Architects
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<br />Each task order opens with a joint kickoff meeting among V3, HBC, TLC, and the City’s Project Manager to confirm scope, roles,
<br />and schedule. The team then holds coordination meetings at a frequency matched to the task order’s complexity typically weekly
<br />during active design phases and bi-weekly during permitting and construction supported by a shared, cloud-based project
<br />document platform and coordinated Revit modeling so that architectural, structural, and MEP information stays synchronized
<br />in real time rather than being reconciled at submittal deadlines.
<br />Work Plan and Ability to Meet Established Deadlines
<br />Immediately upon receipt of a Notice to Proceed or Purchase Order, V3 issues a task-order-specific work plan and schedule
<br />identifying every milestone required by this RFQ’s General Deliverables the Study Report, 30/60/90/100% design reviews,
<br />permitting submittal, and construction administration with durations scaled to the size and complexity of the assignment.
<br />Schedules are maintained in Microsoft Project, tracked against City-approved milestones, and shared with the City’s Project
<br />Manager so progress is visible at every stage rather than only at submittal.
<br />Our project management approach, consistent across V3’s continuing-service contracts with other Florida municipalities,
<br />includes weekly or bi-weekly progress meetings, a shared communication log between the City, V3, and our subconsultants,
<br />and proactive issue tracking so that any emerging risk to schedule is identified and escalated before it affects a deadline. On
<br />a recent municipal roadway and infrastructure engagement, this approach allowed our team to identify a permitting bottleneck
<br />early, front-load submittal of the long-lead review items, and hold the original 100% design milestone despite the delay — the
<br />same discipline we bring to every task order issued under this contract.
<br />V3’s Doral, Florida office is located within Miami-Dade County, giving our Principals and staff rapid access to project sites
<br />throughout Sunny Isles Beach for field verification, City meetings, and construction-phase site visits. Our current workload
<br />and staffing plan (detailed in Section 3, Staffing) are structured to keep capacity available for City task orders throughout the
<br />term of this contract, so that a new assignment can be mobilized without delay.
<br />Cost Control
<br />V3 develops a Total Project Cost estimate at the Study and Report phase, based on industry-recognized cost data and
<br />comparable South Florida construction pricing, and updates that estimate at every subsequent milestone — Preliminary Design,
<br />and the 60%, 90%, and 100% Construction Document submittals — so the City always has a current cost picture rather than
<br />a single estimate fixed at the start of the project. Typical accuracy ranges tighten as design develops: approximately ±15–20%
<br />at the Study/Preliminary Design stage, ±10% at 60% Construction Documents, and ±5% at 100% Construction Documents,
<br />consistent with the level of design detail available at each stage.
<br />Where an early cost estimate exceeds the City’s budget for a task order, our team applies value engineering before the design
<br />is finalized rather than after bids are received. On V3’s recent parking structure and municipal building work, this has included
<br />evaluating alternate storefront systems, hardscape and finish materials, and structural systems to identify cost-effective
<br />substitutions that preserve design intent and code compliance while bringing the project back within budget — the same
<br />approach HBC and TLC will apply to structural and MEP systems on Sunny Isles Beach task orders.
<br />Scheduling
<br />Each task order schedule is built around the City’s General Deliverables checkpoints (30/60/90/100% design reviews) and
<br />maintained as a living document, updated whenever a decision, comment cycle, or field condition affects a milestone. Our team
<br />tracks schedule performance at weekly or bi-weekly coordination meetings and communicates any variance to the City’s Project
<br />Manager immediately, along with a recovery plan, rather than waiting for the next scheduled submittal to disclose a delay.
<br />A recurring scheduling challenge on public-sector work is permitting review time, which is often the least predictable component
<br />of a project schedule. Our team addresses this by identifying long-lead permits — such as those requiring DERM or DEP review
<br />— at the earliest possible milestone, submitting fully coordinated document sets to minimize the number of review cycles, and
<br />assigning a team member to track every comment to closure within three business days of receipt. This approach has allowed
<br />V3 and our engineering partners to hold committed design and construction milestones on fast-tracked public projects even
<br />when permitting review times ran longer than anticipated.
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