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<br />City of Sunny Isles Beach | RFQ 26-07-01
<br />Continuing Professional Architectural and Engineering | General Civil Engineer
<br />technical quality.
<br />4.6 COMMUNICATION AND PROJECT DOCUMENTATION
<br />Robert Ross serves as the City’s primary project-level contact, providing one coordinated source of
<br />information. Technical personnel participate in meetings and correspondence when their specialized
<br />input is required, but project direction, decisions, and commitments are coordinated through Robert.
<br />Communication is scaled to the assignment and may include kickoff meetings, regular progress
<br />meetings, written status reports, meeting minutes, action-item logs, design-decision records, permit
<br />logs, utility-coordination records, review-comment logs, RFI and submittal logs, field reports, schedule
<br />updates, and cost-estimate updates. Ross documents significant decisions, responsible parties, required
<br />actions, and due dates, and distributes meeting minutes promptly so misunderstandings are corrected
<br />before they affect the work. Matters requiring City direction are clearly identified rather than allowed to
<br />remain unresolved.
<br />The project file maintains the information necessary to demonstrate the history and current status of
<br />each assignment, including correspondence, field observations, agency comments, calculations, plans,
<br />permit documentation, construction records, and closeout materials, with dedicated documentation
<br />support for meeting notes, permit tracking, submittals, RFI logs, field reports, and closeout records.
<br />4.7 COMPLAINT AND ISSUE RESOLUTION
<br />Ross recognizes that complaints may originate from City staff, residents, businesses, property owners,
<br />contractors, utilities, permitting agencies, or other stakeholders, and may involve drainage, traffic, access,
<br />noise, construction operations, utility service, safety, schedule, communication, property impacts, or the
<br />quality of consultant services. Ross handles every complaint through the same accountable procedure
<br />and always brings it to the attention of the City’s Project Manager.
<br /> »Receipt and documentation. Any complaint received by a Ross team member is forwarded promptly
<br />to Robert and entered into an issue log recording the date, complainant, project location, nature of the
<br />concern, potential safety or service implications, assigned investigator, required response, status, and
<br />final disposition.
<br /> »Notification to the City. Robert brings the matter to the City’s Project Manager. Conditions involving
<br />public safety, flooding, utility interruption, traffic hazards, potential property damage, regulatory
<br />noncompliance, or significant public impact are communicated immediately by telephone or another
<br />agreed emergency method, followed by written documentation. Routine concerns are reported
<br />promptly, generally within one business day.
<br /> »Investigation. Ross reviews the relevant plans, calculations, permits, field records, photographs,
<br />inspection reports, contractor documentation, correspondence, and site conditions, conducting a
<br />field visit when needed to determine the cause and extent of the issue.
<br /> »Recommended action. Ross provides the City’s Project Manager with its findings, the apparent cause,
<br />any immediate measures already taken, available corrective actions, cost or schedule implications,
<br />responsible parties, and recommended follow-up. Ross does not commit the City to additional cost,
<br />time, liability, or contractual changes without authorization.
<br />Resolution and closeout. Following City direction, Ross coordinates the approved action, documents its
<br />completion, updates the issue log, and confirms closure with the City’s Project Manager. Recurring concerns
<br />are reviewed for trends, and lessons learned are incorporated into subsequent design, communication, or
<br />construction procedures. This ensures complaints are documented, investigated, communicated to the
<br />City, and resolved through an accountable procedure rather than handled informally or without follow-
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