Section 4 - Budget and Timelnes_for CD4.1 WILLINGNESS TO MEET TIME AND BUDGET
A key element in successfully executing this project is to have a proven Project Manager with a strong technical background. Our proposed Project
Manager, Mr. Cesar Borges, PE has over 12 years of experience and will serve as the focal point of contact with the City on all assignments and will be supported by our in-house multi-disciplinary
team and subconsultant staff to ensure compliance with the City’s expectations in terms of scope, budget, quality and schedule. This group will be unified under the direction of ADA’s
Project Manager into an efficient, capable, and well-integrated unit.
Upon authorization of the project, Mr. Borges will develop a Project Management Plan (PMP) tailored for the project,
in coordination with the Task Managers, Peer Reviewers, core group team members and the City Project Manager.
The PMP is comprised of the following key elements:
Project description
Scope
of work
Work breakdown structure
Team organization and responsibilities
Communication protocols
Budget and cost control plan
Schedule of deliverables and schedule control procedures
Document
control protocols
Quality Assurance and Control Plan
The PMP also defines protocols to ensure that the team operates as a unit to provide the best work products to the City. ADA’s
Project Manager will track compliance with the PMP at a minimum on a monthly basis. Task managers will prepare bi-monthly progress reports for each assignment based on input from all
disciplines and subconsultants. The bi-monthly reports will be reviewed and compiled by ADA’s Project Manager and will be provided to the City’s Project Manager for review. In the event
that unforeseen difficulties arise during project execution, appropriate adjustments will be made to the PMP in coordination with the City’s Project Manager.
ADA has successfully implemented
this approach on the stormwater management master plan projects included in the beginning of this Section to meet the project budget and schedule.
Several of the key elements of the
PMP are described in more detail hereinafter.
Schedule Control
The ADA Team is committed to meeting the schedule and budget requirements for this project. In order to meet established
deliverable dates, the ADA Team will develop a detailed schedule for the project in Primavera P3E or Microsoft Project and incorporate the schedule as part of the project PMP. A preliminary
schedule has been developed for this project as in the included Project Schedule in this section. Our preliminary schedule for this project shows that the ADA Team will be able to complete
this study in six (6) months from notice-to-proceed. This schedule allows for one week review periods for each Technical Memorandum. It should also be noted that in addition to each
individual Technical Memorandum’s review period, the Draft SWMP will also have its own review period where the City will be able to address any additional comments that may have arisen
during the SWMP development process.
This detailed project schedule will be revised and refined after the scoping meeting by the ADA Team Project Manager, task leaders and senior management in collaboration with the City’s
Project Manager as needed. The project schedule will be based on task and milestone delivery dates anticipated for the project and will identify the critical path issues and tasks that
drive the final deliverable dates. To facilitate timely execution and progress monitoring of each task, responsibility codes are added to identify members of the project team and/or
City staff with primary responsibility for timely completion of each task. The project schedule is incorporated into the Integrated Schedule and Budget and Management (ISBM) graph,
which is a key element of the PMP. The ISBM is used to track budget and schedule progress on a single graph. The Project Manager will be responsible for:
Tracking the schedule throughout
the project,
Preparing bi-monthly or monthly progress reports,
Updating the schedule as needed, and
Taking appropriate corrective actions to maintain the defined deliverable and key
project completion dates.
Budget and Cost Control
In order to meet funding constraints, the right balance must be achieved between the project scope and available funding. There must
also be a good definition and understanding of the scope of work coupled with accurate budget estimating procedures. Once the scope of the work is adequately defined, budget estimates
are prepared and compared to the available funding budget.
The key to a successful budget estimate is the thorough understanding of the intended scope of work and key goals for the
project. The ADA Team has recently completed numerous similar stormwater management master plans and has a thorough understanding of the level of effort associated with each task to
be performed as part of a stormwater management master plan. The designated staff proposed for this project has also been involved on these master planning efforts, which will minimize
the level of effort required for project execution. ADA’s Project Manager will develop a detailed budget that will include the level of effort and cost for each work element of the
project. This budget will be provided to the City’s Project Manager and staff for review and comment.
The Project Management Plan also includes protocols to monitor the project budget
to assure that the project design funding constraints are also met. ADA has in place financial systems, including VISION to govern financial accountability of each team member, invoicing,
cost control and monitoring, and procurement. This approach is implemented for each project, and ADA’s successful project performance is a testament to the effectiveness of these protocols.