C.A.P. Engineering, Inc. Bid Document (3)

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For significant or time-sensitive matters, CAP's Project Manager will communicate directly with the City's Project Manager by telephone or other appropriate means to ensure that the City is informed promptly rather than waiting for the next regularly scheduled project meeting or progress report. Investigation and Corrective Action: CAP will promptly investigate the underlying cause of the complaint and coordinate with the appropriate project personnel to develop a practical and effective resolution. Corrective actions will be prioritized based on the severity and potential impact of the issue. CAP will work collaboratively with the City's Project Manager to evaluate available alternatives and, when appropriate, obtain the City's direction before implementing actions that may affect the project scope, schedule, budget, or established design criteria. Resolution and Follow-Up: CAP's Project Manager will remain responsible for monitoring the issue through final resolution. The City will receive appropriate progress updates throughout the process, including notification of significant developments, outstanding actions, and anticipated resolution dates. Once corrective measures have been completed, CAP will confirm that the issue has been addressed and will coordinate with the City's Project Manager to ensure that the resolution is satisfactory. Continuous Improvement: Following the resolution of any significant complaint, project concern, or recurring issue, C.A.P. Engineering, Inc. (CAP) will conduct an appropriate internal review to evaluate the circumstances surrounding the matter and identify opportunities to improve future project performance. The purpose of this review will be to determine the underlying or root cause of the issue, evaluate whether the appropriate procedures were followed, and identify whether modifications to project management practices, communication protocols, technical coordination, documentation procedures, or quality-control measures are warranted. CAP will consider whether the issue resulted from incomplete information, design coordination, field conditions, communication gaps, changes in project requirements, scheduling constraints, or other factors. This review will allow CAP to address not only the immediate concern but also the underlying conditions that may contribute to similar issues in the future. Where appropriate, the Project Manager will communicate relevant findings and lessons learned to the CAP project team and applicable discipline leads. Corrective or preventive measures may include enhanced internal reviews, additional coordination meetings, improved documentation, earlier identification of information requirements, increased communication with City staff, or modifications to the sequencing of project activities. For recurring concerns, CAP will place particular emphasis on identifying trends and implementing preventive measures before similar issues affect future work. Lessons learned will be incorporated into subsequent phases of the assignment and, when applicable, into future task orders performed for the City of Sunny Isles Beach. This continuous-improvement approach reinforces CAP's commitment to learning from project experience and continually strengthening the quality and efficiency of its services. RFQ No. 26-07-014.2 - Overall Project Organization RFQ No. 26-07-01 Q: How will CAP organize its project team, resources, responsibilities, and coordination to successfully complete assignments for the City? C.A.P. Engineering, Inc. 91