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Equal Opportunity/Affirmative Action Employer D. PROJECT APPROACH & UNDERSTANDING City of Sunny Isles Beach | RFQ No. 16-12-01 Professional Planning and Zoning Consulting Services, including Civil and Traffic Engineering Printed on paper 2 It is also important to maintain comprehensive documentation throughout the project. All project files, reports, plans, permits and correspondence are maintained for future reference purposes. Our electronic filing system allows for easy recovery and if desired, we can create a complete digital copy of the project files and provide them to the City. For task-based contracts, we have one contract manager who will oversee the overall contract. Heidi Siegel, AICP will be the contract manager for this project. When tasks are identified, Heidi will coordinate with the City to estimate the internal staffing needs and allocate personnel accordingly. Our goal is to put the right people in the right place, based on the nature of the task and specific expertise required. Our process for developing the scope and fee for task assignments is shown below: ¬Pre-Task Meeting - Key team members will meet with the City representative to discuss the intent of the task as well as the schedule and budget requirements. The purpose of the meeting is to make sure we understand the City’s desires and expectations. ¬Pre-Task Site Visit - Key team members will then visit the project site to identify site specific issues that will need to factored into development of the scope and fee, if applicable. The goal here is to identify all planning and design issues and eliminate any surprises. This can typically be done the same day as the pre-task meeting. ¬Develop Scope, Fee, and Schedule - Based on the pre-task meeting and site visit, we will develop a preliminary scope, fee and schedule to address the needs of the City and the constraints of the project. We’ve found this process to be very helpful in making sure all questions are answered up front and everyone begins the project sharing the same expectations. On any project, getting started on the right foot is key. Once a task is identified, a task manager will be assigned. This person will oversee that specific task and see it through to completion. The task manager is selected, with concurrence from City staff, as the best professional suited to handle that particular task. The goal is to make sure the specific expertise is applied where it’s needed. Project Control Good communication is key to the success of any project. This is especially true on projects involving multiple disciplines, departments and funding sources. As your consultant, our team is committed to keeping everyone on the same page and ensuring that any funding requirements are satisfied. We pride ourselves on quick responses to your needs and concerns. While working for City of Sunny Isles Beach, your interests and project are our main priority. Project Schedule Project scheduling is critical to successful operations and requires considerable flexibility. Each project schedule will be tailored to meet the needs of the City for that project. Realizing each project has its own characteristics, schedules will be determined on a project by project basis. Once a specific project scope has been agreed upon, a schedule of tasks will be provided to City staff. From there, an initial critical path method (CPM) schedule will be developed to identify the milestones necessary for successful project completion. As the project commences, the CPM schedule will be continually monitored for logic and accuracy. Throughout the project incremental deliverable submittals will be provided so City staff can confirm the work is proceeding per their vision and schedule. With each phased submittal, we also recommend a face to face project submittal meeting. In this meeting, we will present the submittal along with an explanation of where we are and how we arrived there. We will present our criteria and base