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

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RFQ No. 26-07-014.5 - Complaint Handling & City Project Manager Notification Q: How will CAP receive, document, address, and communicate complaints or project issues to the City's Project Manager?RFQ No. 26-07-01 CAP will also maintain regular communication with the City throughout the assignment. As work progresses, the Project Manager will communicate significant developments, upcoming milestones, required City decisions, outstanding information, and potential schedule concerns. City comments and requested revisions will be evaluated promptly and incorporated into the work plan as appropriate. When a decision or clarification is required from the City, CAP will clearly identify the information needed and, when practical, provide recommendations or alternatives to facilitate timely decision-making. This continuous coordination helps prevent communication gaps and allows both CAP and the City to address issues while there is still sufficient time to maintain the established schedule. Proactive Schedule Risk Management If a potential schedule risk arises, CAP will promptly evaluate its cause, significance, and potential effect on the assignment. The Project Manager will determine whether the issue can be resolved through routine coordination or whether additional resources, technical expertise, or City direction may be required. Corrective measures may include adjusting work priorities, reallocating personnel, increasing coordination, assigning additional technical staff, advancing tasks that can proceed concurrently, or modifying the sequence of activities. If the issue has the potential to materially affect the City's required completion date. This proactive approach allows CAP to maintain project momentum while continuing to deliver complete, accurate, and timely work products. Rather than waiting until a deadline is approaching to identify schedule concerns, CAP will continuously monitor project performance and take action when risks first become apparent. The Project Manager's direct involvement throughout the assignment provides the City with a consistent point of accountability and ensures that schedule management remains an active component of the project rather than an administrative task performed only at the beginning or end of an assignment. Typical Assignment Workflow: Notice to Proceed → Confirm Scope & Schedule → Assign Personnel → Establish Milestones → Perform Technical Work → Monitor Progress → Internal Coordination & QA/QC Review → City Coordination → Address Comments/Final Revisions → Final Delivery This workflow provides a clear framework for managing assignments while allowing sufficient flexibility to accommodate the unique requirements of individual City projects. By combining disciplined planning, experienced project management, continuous monitoring, proactive communication, and integrated quality control, CAP will provide the City of Sunny Isles Beach with a reliable and responsive approach to meeting project deadlines. Once the appropriate course of action has been established, CAP will coordinate and implement the corrective measures, monitor the resolution, and maintain communication with the City until the matter has been satisfactorily addressed. C.A.P. Engineering, Inc. 94