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) ) ) ) } ) ) ) ) REQUEST FOR QUALIFICATIONS RFQ No.: 11-11-02 CITY OF SUNNY ISLES BEACH CIVIL ENGINEERING TO DESIGN STREET AND DRAINAGE IMPROVEMENTS PROJECTS COMPLETED ON TIME AND BUDGET The following narrative describes the CH Perez Teams approach to ensure that projects assigned to the team are completed on time and within budget. PROJECT MANAGEMENT APPROACH ) ) - ) ) The P&A Team has developed a proactive approach that will address the project issues, meet the goals of the City and deliver a quality product. P&A's Project Manager Derrick Lewis, PE will be responsible for the overall management, coordination and quality control. He will serve as a single point of contact with City's Project Manager. The following management process will be followed: Proiect Work Plall: P&A develops a Project Work Plan (PWP) before any work commences. It provides a full description of the scope of services, and unique issues such as permit requirements, list of deliverables, schedule, budget, and lines of communication. It also identifies the staff that will perform the design and quality control functions for the project as well as the City staff. The PWP will list these commitments and will be distributed to all staff at the kick-off meeting. Kick-off Meeti/lf!.' Once NTP is obtained, a kick-off meeting will be held with the key project staff and the City Project Manager. The agenda items will include the key project issues as well as review and acceptance of the PWP. Tasks and task managers will be identified. Coordination Meetillf!s.' Derrick Lewis will conduct bi-weekly coordination meetings with the task managers. During these meetings, work progress will be discussed and any issues that need to be resolved will be addressed. Mr. Meitin will keep the City project manager informed of all key project issues and any other issues to the extent that he wishes. Other coordination that will be performed as part of our services will consist of ensuring that all stakeholders are kept aware of the project, including its schedule. CONTROL OF PROJECT SCHEDULE The project schedule is an integral part of the Project Work Plan. Upon NTP, our Project Manager, Derrick Lewis, PE, will submit a full detailed schedule including all project activities including QA/QC activities for City approval. Four weeks will be allowed for City review of each submittal including typical section packages, pavement designs, drainage reports, etc. Mr. Meitin will meet with the City Project Manager to ensure that all parties are in agreement with the schedule and the relationships between project tasks. On a monthly basis, Mr. Lewis will update the project schedule with input from the design task managers and submit it to the City Project Manager. The project progress and completion dates will be monitored against the baseline master schedule. Mr. Lewis will monitor the progress of the design and review scope changes that could affect production. CONTROL OF PROJECT BUDGET (Thousands' "5" Curve FM :4180878.1,52.01 An essential goal to a successful project is to keep the scope within miIil the construction budget, while ensuring that the project integrity is mE not compromised. The P&A Team will prepare, at every submittal, miZi1 a construction cost estimate based on the most recent construction Wil'il costs to confirm that the project is within budget, any cost changes gJ will be coordinated with the City. EfliIi] f1il The design budget will be monitored through the use of our cost D C 6 mI m m m m m accounting software and the use of a production monitoring i~i:";.r.:.iiiiiiii=IOF.lr.mF.TiiTiil Months spreadsheet that provides a visual graph (S-Curve), tracking the actual project expenditures versus calculated expenditures. To further monitor and control design costs, Mr. Lewis will utilize the earned value method to compare project expenditure to progress on a real time basis to ensure compliance with task budgets. At weekly intervals, each task manager will evaluate the progress of their task(s) and designate the progress as a percentage of the task's budgeted value, resulting in an 'earned value' for this task. The earned value of each task will then be compared to the actual cost expended on that task to accurately determine the relationship between the level of effort expended to achieve the progress and the status of plans production. This comparison will allow our team to adjust our resources and task C H Perez & Associates