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Identification and Documentation of Concerns:
<br />CAP will maintain a proactive and systematic process for identifying, receiving, and documenting complaints, concerns,
<br />questions, and other project-related issues throughout the duration of each assignment for the City of Sunny Isles Beach.
<br />Any concern received from City staff, project stakeholders, contractors, consultants, utility representatives, regulatory
<br />agencies, or other authorized parties will be promptly acknowledged and communicated to CAP's designated Project
<br />Manager. The Project Manager will ensure that the concern is properly documented, including the date and time
<br />received, source of the concern, nature and description of the issue, affected project element, relevant correspondence
<br />or supporting information, and any immediate actions that may be required.
<br />CAP understands that effective documentation is particularly important for municipal projects where multiple parties,
<br />disciplines, approvals, and project activities may be involved. Accordingly, concerns will be tracked through an organized
<br />process that allows the Project Manager to monitor their status from initial receipt through investigation, corrective action,
<br />and final resolution. Significant matters will be incorporated into project coordination discussions and status updates as
<br />appropriate, allowing the City of Sunny Isles Beach to remain informed regarding outstanding issues and their potential
<br />implications. This approach will provide a consistent record of actions taken and decisions made while supporting
<br />effective communication among the City, CAP, contractors, consultants, and other stakeholders.
<br />Initial Evaluation and Internal Escalation:
<br />Upon receiving and documenting a concern, CAP's Project Manager will conduct an initial evaluation to determine the
<br />nature, urgency, significance, and potential consequences of the matter. The evaluation will consider whether the issue
<br />could affect the project's scope, schedule, budget, design requirements, constructability, quality, permitting, public safety,
<br />contractual obligations, or overall project objectives. This structured approach ensures that concerns are evaluated
<br />objectively, assigned the appropriate level of attention, and addressed through a timely and accountable process.
<br />Notification to the City's Project Manager:
<br />CAP will maintain open and direct communication with the City's Project Manager throughout the resolution process. The
<br />City's Project Manager will be notified as soon as practical when a complaint or issue has the potential to affect project
<br />deliverables, schedule, cost, quality, coordination, or the City's expectations. The notification will identify, to the extent
<br />known:
<br />The nature and source of the concern;
<br />The circumstances surrounding the issue;
<br />The potential impact to the project;
<br />The immediate actions taken by CAP;
<br />The proposed corrective action and responsible personnel; and
<br />The anticipated timeframe for resolution.
<br />RFQ No. 26-07-014.2 - Overall Project Organization
<br />RFQ No. 26-07-01
<br />Q: How will CAP organize its project team, resources, responsibilities, and
<br />coordination to successfully complete assignments for the City?
<br />C.A.P. Engineering, Inc.
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