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CARA
Construction Management, Inc. is a diverse construction management firm
based on sound principles established by its owner and founder, Celeste
A. Ramirez-Amalfitano. Ms. Amalfitano has received a number of awards
for her distinguished service, and for her participation in the successful
completion of major projects. Furthermore, her experience in construction
management and community revitalization encompasses sound methods and
techniques that have proven successful in private and public sectors.
Over the
years, Ms. Amalfitano has worked closely with architects, general contractors,
subcontractors and project managers to complete the design and construction
of new facilities. As the principal of Cara Construction Management, Inc.,
Ms. Amalfitano and her team of professionals offer clients a wide range
of services during the various phases of a project: scope, design, construction
and close-out.
MANAGEMENT
SERVICES
The following pages/links
illustrate in greater detail the services provided by Cara CM with a high
standard of quality, performance and integrity.
› Project
Oversight/Management Consulting
› Project Controls
› Project Research and Studies
› Operational Analysis Support
› Process Re-engineering
› Development of Project Literature (graphics,
etc.)
› Proposal and Contract Development
› Contract Administration & Management
› Procurement Services
› M/WBE/DBE Compliance and Monitoring
› Expediting Services
› Seminars & Training Development
› Public/Community Relations and Outreach
› Business Development
› Document Control
PROJECT OVERSIGHT / MANAGEMENT CONSULTING
THE PROBLEM
Uncompleted tasks, poor planning and inadequate
communication.
THE SOLUTION
Development of detailed Action Plans, Policies and Procedures to
ensure adequate planning and phasing, and improved communication among
stakeholders.
OUR ROLE
To avoid failures and loss of resources, Cara CM will identify risks
and deficiencies with new and/or existing projects. In consultation with
the owner(s), contractors and others who are dependent upon or directly
affected by the projects, Cara CM will develop an Action Plan that would
address and correct those deficiencies. The Plan will provide specific
recommendations on how to bring those projects back on schedule and ultimately
complete them successfully. With respect to new projects, Cara CM will
identify possible risks and other dependencies that could prevent the
work from moving forward as scheduled.
We recognize that every construction project is unique.
Therefore, we will conduct the required due diligence during every phase
of the project and develop a thorough Communication Plan that is useful
to the owner(s) and stakeholders. This Plan will provide and serve as
a progress report providing the necessary data to keep all parties informed.
PROJECT CONTROLS
THE PROBLEM
The successful completion of any project can
be greatly jeopardized due to scheduling delays and inadequate budget
management.
THE SOLUTION
Because every project is unique, upon identification of a scope of
work, it is essential that all tasks be identified to ensure that the
work is executed and managed within a defined schedule, and that a detailed
fiscal management plan is in place.
OUR ROLE
To ensure that projects are completed on time and within budget,
Cara CM will develop a detailed project work plan that categorizes and
identifies the utilization of resources, level of effort/hours, cost expenditures,
forecasts, and schedules of submittals, deliverables, and milestones.
Cara CM understands the need for prompt and efficient reporting. Therefore,
using the latest software technology, we will prepare detailed and accurate
cost estimates and schedules that can identify the completion or deviation
of critical path elements. We will employ Critical Path Method schedules
showing each activity in proper sequence from contract award to completion
of the Work. In addition, Cara CM will oversee and monitor the work of
the contractors and coordinate all phases of the work to ensure that projects
are completed in accordance with the approved construction schedule.
Cara CM’s method of cost control and monitoring
is designed to give stakeholders an indication of the progress and problems
associated with the project(s). While keeping the end in mind, the proper
control of costs and activities will increase the chances of a successful
project completion – on time and on budget!
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PROJECT RESEARCH AND STUDIES
THE PROBLEM
Unforeseen site conditions, expired easements,
and outdated data can result in unanticipated delays and high costs.
THE SOLUTION
To ensure that completion of all components of the work are feasible
with the least amount of disruption. In addition, obtaining and tracking
the most current data is one of the most critical elements of the planning
and design phase.
OUR
ROLE
In coordination with owners, developers and management personnel, Cara
CM will conduct the necessary research to ensure that information pertinent
to the project is available, current and accurate. Cara CM provides independent
studies and collection of data for various components such as technical
specifications, easements, covenants, municipal /community restrictions
and real estate acquisitions, just to name a few. In addition, Cara CM will
develop and manage a real estate program to facilitate the timely acquisition
of properties, and obtain required easements. Cara
CM is very familiar with the “red tape” issues associated
with gathering information. As such, Cara CM will employ all its available
resources and many years of associations to ensure that information obtained
is accurate and current. In addition, we will establish and maintain relationships
with local communities and governmental agencies during various phases
of the project(s). Furthermore, we will coordinate other outreach efforts,
such as public hearings and media relations.
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OPERATIONAL ANALYSIS SUPPORT
THE
PROBLEM
The
overall development and financial viability of construction projects depend
highly on various processes, such as accurate accounting and documentation.
The lack of accurate financial and accounting data - while not necessarily
a cause of delay in the construction schedule - could result in unnecessary
claims, untimely payments and contract close-out.
THE SOLUTION
The development of a fiscal management system that tracks receipts
from funding sources, expenditures, cash flow projections, budgets reconciliations,
payment controls and invoice processing.
OUR ROLE
From a general ledger financial accounting system to a simple accounts
payable and receivable system, Cara CM provides support services dedicated
to preparing invoices and tracking project payments and receipts. In addition,
our support staff is equipped to augment the client’s operational
management including preparing analysis and reports on the financial status
of the project. Additionally, Cara CM’s staff will develop and provide
invoice-processing procedures that are effective.
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PROCESS RE-ENGINEERING
THE
PROBLEM
The
effective management of a project requires a sound and well developed
plan. However, during the actual construction, many factors can adversely
affect the desired outcome resulting in a waste of resources.
THE SOLUTION
Identify all aspects of a process (such as change orders, requests
for information [RFI], and document review/approval) that can create wasteful
and inefficient results. Next, track down disconnects in these processes
and implement streamlined procedures.
OUR ROLE
As an independent and objective entity that uses review methods which
are effective, Cara CM will interview individuals involved in every step
of the process, create maps to identify disconnects and recommend a streamlined
procedure that will be presented for approval by all stakeholders. The
advantage of this service is to identify and correct wasteful and abusive
processes that can affect the successful completion of projects. Our win-win
approach is to create processes that will work through collaboration with
stakeholders and other affected parties. Routine workshops and group sessions
will provide the opportunity for personnel to learn how their own processes
can affect the project, directly and indirectly. We will map out every
possible solution to ensure effective results. The ultimate goal of process
re-engineering is to eliminate wasteful practices and to maximize resources
for a successful project completion.
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DEVELOPMENT OF PROJECT LITERATURE (GRAPHICS, ETC)
THE
PROBLEM
Reports,
proposals, slide presentations and public information that lack professionalism
and esthetics often lack credibility and result in negative first impressions.
THE SOLUTION
Produce streamlined, easy-to-read informational mediums that are
professional and presentable.
OUR ROLE
Using state-of-the-art information software, Cara CM will prepare slides,
charts, graphs, and graphic designs to produce impressive forms, brochures,
reports, and presentations, including executive summaries, schedules and
illustrations. Always keeping our “audience in mind”, we are
committed to producing presentation materials that command attention.
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PROPOSAL AND CONTRACT DEVELOPMENT
THE
PROBLEM
The
lack of resources and non-responses to requests for proposals (RFP) and
invitations to bid (IB) often lead to missed opportunities.
THE SOLUTION
A clear understanding of the level of effort required to pursue contracting
opportunities, careful review of all contractual requirements, scope requirements
and development of a work plan that will produce results. Furthermore,
create a matrix of divisions of responsibility, analyze requirements and
milestones, and determine the necessary resources to optimize work performance.
OUR ROLE
As part of your team, Cara CM will assist in reviewing requests for
proposals (RFP’s) to determine the most optimum and profitable proposal
options (i.e. prime or sub contracting opportunities). In addition, Cara
CM will assist in assessing staffing levels, financial viability, bonding/insurance
requirements and bid/no-bid decisions. With respect to RFPs and ITBs,
Cara CM will assist in interpreting contract requirements, gathering required
data, completing required forms, including 254’s & 255’s
and developing M/W/DBE utilization plans. For the less formal RFP’s,
Cara CM will assist in producing the most effective, comprehensive and
professional proposal.
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CONTRACT ADMINISTRATION & MANAGEMENT
THE
PROBLEM
Contract
disputes and inadequate documentation can result in arduous legal issues
and lengthy contract claims.
THE SOLUTION
Reduce risks and liabilities by developing contract and procurement
procedures to select consultants and contractors required to complete
tasks in a timely manner.
OUR ROLE
As your representative, Cara CM will prepare scope of work documents as
needed. We will propose procedures to pre-qualify consultants and recommend
processes for the approval and selection of contractors and sub-contractors.
As a method of providing added value to the project(s), Cara CM will offer
support in the preparation of contract documents and correspondence. In
addition, we will implement/monitor modifications throughout the duration
of the contract.
In collaboration
with owners, developers and other stakeholders, Cara CM will create strategies
for various types of contracts (fixed price, cost plus fixed fee and unit
price). Those strategies will include procurement plans/schedules that
meet local, state and federal standards and practices. This plan will
identify MBE/WBE/DBE opportunities, labor, materials, system components,
warranty tracking, long-lead items and equipment for all project phases.
When appropriate, we will recommend innovative contracting methods and
strategies (i.e. design/build, milestone incentives, etc.).
Throughout
the duration of the project, Cara CM will manage change orders –
review scope changes, prepare estimates, schedule analysis, proposals
(and requests for proposals), support in negotiations, and monitor authorizations.
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PROCUREMENT SERVICES
THE
PROBLEM
Poorly
planned purchasing practices, careless spending and misappropriation of
project funds can result in additional costs that are not reflected in
the final, approved budget(s).
THE SOLUTION
Obtain as much technical information available for all procurement
requirements and use sound purchasing methods to ensure fair and reasonable
market pricing.
OUR ROLE
Acting as our client’s purchasing agent, Cara CM will be responsible
for the overall purchasing of various commodities, including industrial
equipment, general supplies and other services such as information technology
(IT) and facility maintenance. We will provide technical assistance in
the review, analysis and editing of specifications for competitive bidding,
and process purchase requisitions. Using a variety of resources, we will
conduct vendor and manufacturer sourcing for pricing/availability, quotations
and proposals. Using the latest IT software, Cara CM will prepare cost/price
analysis on detailed spreadsheets, issue purchase orders and track all
procurement activity to ensure vendor compliance with purchase agreements.
Additionally, Cara CM will coordinate material deliveries with work in-progress
schedules.
Cara CM will,
in good faith, negotiate and monitor low-volume and high-volume purchase
agreements on behalf of the client. Furthermore, Cara CM will ensure that
goods and services are obtained at a competitive rate, but are of the
highest quality.
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MBE/WBE/DBE COMPLIANCE AND MONITORING
THE
PROBLEM
It
is the policy of many federal, state and local government agencies, as
well as large corporations, to afford minority business enterprises (MBE),
women business enterprises (WBE) and economically disadvantaged business
enterprises (DBE) the maximum opportunity to participate in the performance
of contracts. In most cases, this is achieved by identifying subcontract
opportunities and incorporating goals (percentage of the total scope of
work) into each prime contract. Unfortunately, the inability to identify
uniquely qualified and certified firms can result in non-compliance with
contract goals. Likewise, the inability to properly monitor subcontract
awards and ongoing subcontract progress during the term of the contract
can result in contract penalties and possible exclusion from future contract
opportunities.
THE SOLUTION
Establish an MBE/WBE/DBE program to ensure that every effort is made
to comply with the established MBE/WBE/DBE goals.
OUR ROLE
Upon reviewing the scope of work and corresponding contract goals,
Cara CM will establish and monitor an MBE/WBE/DBE program for each project
and assist in the development of subcontract participation. We will ensure
that MBE/WBE/DBE programs are in compliance with federal, state and local
government regulations and that tracking and reporting of MBE/WBE/DBE
participation meets the requirements of each government agency. Elements
of the program can include but not be limited to (a) identifying products,
services and trade requirements that can be accomplished through MBE/WBE/DBE
participation, (b) interfacing with subcontractors to encourage participation
from qualified and certified firms and (c) monitoring commitments and
payments to ensure compliance with MBE/WBE/DBE participation goals.
Cara CM will
develop close working relationships with various community organizations
to promote project awareness and create the maximum practicable opportunities
for MBE/WBE/DBE firms. In this endeavor, Cara CM can conduct project information
conferences, publish project information in various media targeting minority
firms, and coordinate and assist in the pre-qualification of certified
firms.
On behalf of the client, Cara CM will conduct all record-keeping and prepare
all required MBE/WBE/DBE reports. Additionally, we will routinely notify
our clients on the current status and trends (goals vs. performance) of
the MBE/WBE/DBE program.
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EXPEDITING SERVICES
THE
PROBLEM
The
Inability to determine the necessary requirements for the prompt execution
of projects.
THE SOLUTION
Understand and identify early in the process what the appropriate requirements
are for the execution of the projects.
OUR ROLE
Cara CM will ensure that for every project the appropriate permits and
paperwork are in place prior to the start of the work. With respect to
new projects, it is critical that all relevant applications are filed
with the appropriate regulatory agencies in order to obtain the necessary
permits pertinent to the projects, including Temporary and Final Certificates
of Occupancy (TCO/COO). With respect to existing facilities and modernization
projects, Cara CM will coordinate the inspection of various systems, including
HVAC, electrical, etc. by working with the appropriate agencies. Furthermore,
on behalf of the owners, contractors and architects, Cara CM will work
with those agencies to clear existing violations that might exist in order
to avoid costly fines.
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SEMINARS & TRAINING DEVELOPMENT
THE
PROBLEM
Inconsistent
work processes or the failure to disseminate pertinent information can
lead to inefficient work performance and a breakdown in communication.
THE SOLUTION
Establish and maintain a project plan to provide training on a regular
basis for various procedures and conduct periodic seminars and project
team meetings.
OUR ROLE
Within our own area of expertise or as a facilitator, Cara CM will
organize and administer training sessions and information sharing seminars
to disseminate pertinent project information and keep stakeholders informed.
Cara CM can assist clients in preparing agendas, curriculum, handouts,
and audio & visual aides. More importantly, we will manage all logistical
requirements and ensure that all matters are well-organized. Additionally,
Cara CM will monitor performance and follow up with supplemental training
as deemed necessary.
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PUBLIC/COMMUNITY RELATIONS AND OUTREACH
THE
PROBLEM
The
inability to communicate effectively the intent and the benefits of the
project to the affected community results in significant disruptions and
delays.
THE SOLUTION
Meet on a regular basis with elected officials, local community based
organizations and other stakeholders to seek their support for the project.
In addition, provide forums that will allow the community to ask questions
and submit comments or suggestions.
OUR ROLE
As the project and client representative, Cara CM will assist with
public/community relations and conduct outreach efforts. These services
include organizing public meetings, preparing correspondence and attending
community board meetings to provide progress reports. More importantly,
we will work closely with clients and stakeholders to ensure that the
projects proceed as scheduled.
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BUSINESS DEVELOPMENT
THE PROBLEM
Keeping
abreast of contract opportunities for construction projects can be an
arduous task and can result in fruitless marketing efforts.
THE SOLUTION
The
construction industry is very diverse and highly competitive. Therefore,
the most critical element of business development is to research construction
markets that are relevant and to aggressively pursue contract opportunities
that are attainable, achievable and profitable.
OUR ROLE
As
a client representative or joint venture partner, Cara CM will seek all
possible contract opportunities by conducting extensive marketing efforts.
We will develop a strategic plan to aggressively target all achievable
contract opportunities and assist in the bidding/proposal process. In
this effort, Cara CM will provide networking services, conduct presentations
and perform market data research.
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DOCUMENT CONTROL
THE PROBLEM
A
decentralized document management system can result in a loss of relevant
project documentation or distribution of outdated information. Additionally,
the inability to retrieve readily prepared documents, such as templates,
boilerplate documents and commonly used correspondence can result in duplication
of efforts and loss of productivity.
THE
SOLUTION
Establish
and maintain centralized project documentation records in accordance with
project procedures and contract/scope of work requirements.
OUR ROLE
Using
the latest information technology software, Cara CM will implement a centralized
document coordination, approval, control, and distribution process for
all policies, procedures, and contract documentation.
In this effort,
we will:
1. Control
all project drawings and submissions (electronic and paper copies)
2. Work with stakeholders to develop and implement policies and procedures
for document standards and controls. This includes procedures for control
and maintenance of electronic files, distribution, drawing number system
and a database for all baseline documents and reports.
3. Establish and maintain document review schedules.
4. Reproduce and distribute project documentation, such as design review
packages at major milestones.
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