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<br />CITY OF SUNNY ISLES BEACH
<br />SECTION FOUR: ApPROACH/METHODOLOGY
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<br />informed of all communications via fax, telephone, minutes
<br />of meetings, etc., and will be responsible for keeping a well-
<br />updated and organized project file. As soon as a task order
<br />is executed, Mr. Hall will develop a project management
<br />plan that will include the project schedule, team mem'ber
<br />assignments and responsibilities, list of contact names and
<br />telephone numbers, procedures for documentation of
<br />contacts, correspondence, calculations/analysis procedures,
<br />Q/ A, etc.
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<br />The City project manager will be kept fully aware of every
<br />issue that could impact the project. This information will be
<br />compiled and chronicled in a monthly project status report.
<br />Our team will coordinate all contacts with outside agencies
<br />as authorized by the City project manager. To maintain
<br />control of the project, communication between the K&S
<br />team and the City will be primarily through the K&S
<br />contract manager. Documentation of discussions will be
<br />made and distributed to the K&S team and the City project
<br />manager. We will also document all contact with outside
<br />parties, whether conducted by K&S or its subconsultants.
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<br />Additionally, K&S will maintain good communication
<br />between the members of the consultant team and ensure
<br />that the proper information is provided to those who make
<br />decisions. We will implement the following procedures in
<br />order to ensure the effective flow of information. First,
<br />the K&S project manager will conduct an internal kick-
<br />off meeting with all parties assigned to the project. This
<br />meeting will ensure that all individuals are aware of their
<br />responsibilities within the scope of the project,and everyone
<br />understands and accepts the requirements of the project
<br />schedule. Second, K&S will conduct progress meetings on
<br />a regular basis to review the status of each activity and
<br />quality of the product. Third, K&S will conduct meetings
<br />with Key technical staff to review decisions prior to
<br />scheduled submittals. Finally, our team will schedule formal
<br />design reviews with the City project manager to provide
<br />the City with a complete understanding of the decision
<br />making process. K&S will prepare minutes of each meeting,
<br />which will be forwarded to the City project manager within
<br />five (5) days of the meeting. Upon approval, all members of
<br />the team will receive copies.
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<br />COST CONTROL
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<br />The cost management policies and procedures that we
<br />utilize at K&S are designed to ensure that our projects
<br />are always completed within the approved budget. Internal
<br />budgetary problems are avoided by clearly establishing the
<br />cost and scope of the work at the start of the project and
<br />by anticipating and budgeting for unforeseen contingencies.
<br />Close communications will also contribute to the prevention
<br />of cost overruns.
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<br />In order to provide an efficient design for the construction
<br />and the life of the project, our team will present design
<br />alternatives to City staff, i ncl udi ng the mai ntenance managers,
<br />during progress meetings.These alternatives will be reviewed
<br />for long- and short-range cost-savings, maintenance
<br />capabilities, life-cycle cost, durability, and reduced impacts
<br />to the environment.At each step of the plan's development,
<br />we will submit our Opinion of Construction Costs, which
<br />will be developed by comparing the current and historic
<br />bid prices of our other projects, reviewing available public
<br />construction pricing, and consulting with local contractors
<br />and manufacturers.
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<br />We provide cost estimates for our projects to ensure they
<br />are within budget. We are able to review with citizens
<br />of the community and City staff the cost of options and
<br />alternatives during the design phase. Additionally, we will
<br />provide preliminary life cycle cost analysis, if requested for
<br />design elements. Careful analysis with key staff members
<br />will result in a refined Opinion of Construction Costs.
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<br />The corrective action process for proposed improvements
<br />exceeding the forecasted budget will be addressed in the
<br />following manner: identify the reason for increased cost,
<br />evaluate alternative remedies, review alternatives with the
<br />City Project Manager, and implement a consensus remedy.
<br />Based on the nature of the increase, the procedures outlined
<br />below will be implemented.
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<br />Existing Site Study and present alternative
<br />Conditions design or construction methods
<br />Material Consider substitution of material
<br /> or reduce quantity
<br />Quantity Prioritize applications to reduce
<br /> quantities and or substitute
<br /> material
<br />Design Develop concepts solutions and
<br /> implement the Departments
<br /> preferred option
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<br />SCH EDULE CONTROL
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<br />As described previously, our monthly project management
<br />meeting agendas include progress updates of schedules
<br />and budgets. If a team member's task begins to get behind
<br />schedule, the cause will be immediately identified. The
<br />course of corrective action will be based on the cause.
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<br />P AG E 48
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<br />RFP #11-11-02
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