V3 Architectural Group, Inc. Bid Document (12)

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City of Sunny Isles Beach | RFQ 26-07-01 Continuing Professional Architectural and Engineering | Architects 57 Communication Protocol and Complaint Resolution The V3 Project Manager assigned to each task order is the City’s single point of contact for any question, concern, or complaint regarding that assignment. Complaints may be raised verbally at a progress meeting or in writing at any time; in either case, the Project Manager logs the concern the same day it is received, along with the name of the City staff member who raised it and the nature of the issue. • Any complaint involving schedule, budget, or scope is escalated in writing to the City’s Project Manager within 24 hours of being logged, along with V3’s proposed resolution. • Complaints involving the performance of HBC or TLC are addressed directly with that subconsultant’s Engineer of Record by the V3 Project Manager, who remains accountable to the City for the outcome. • Any complaint that cannot be resolved at the Project Manager level is escalated immediately to V3’s Principal-in-Charge, who will contact the City’s Project Manager directly. • Every complaint and its resolution are documented in the task order’s communication log and reviewed at the next progress meeting to confirm the City’s satisfaction with the outcome. This process ensures that no concern raised by the City goes unaddressed or unacknowledged, and that the City’s Project Manager always has a clear, current picture of any open issue and how our team is resolving it. Construction Administration and Project Closeout During construction, our team attends weekly site meetings, responds to Requests for Information, reviews material submittals and shop drawings, and reviews monthly payment applications and schedules of values before issuing Certificates for Payment. Any component of the design found not to meet applicable codes at the time of construction is redesigned by our team at no additional cost to the City. At project closeout, V3 coordinates final inspections and certification paperwork across all disciplines, incorporates contractor- provided field as-builts, and compiles warranty documentation, delivering the City a complete, revised set of record drawings reflecting all changes made from the bid set through construction completion. Community Engagement Where a task order involves a publicly visible facility or space, our team is prepared to support the City with public-facing presentations, renderings, and material or finish selections that help residents and stakeholders understand a project before construction begins. V3 has represented project teams before homeowners associations, civic groups, and public boards on prior municipal assignments, and applies the same commitment to transparent, responsive communication when representing the City of Sunny Isles Beach. V3 Architectural Group, together with HBC Engineering Company and TLC Engineering Solutions, offers the City of Sunny Isles Beach a single, fully coordinated architecture / engineering team built around the methodology described above: a task-order work plan suited to the full range of assignments this contract may generate, a clear organizational structure with one point of accountability, disciplined cost and schedule control, an interdisciplinary quality program, and a transparent process for keeping the City’s Project Manager informed at every step. We look forward to bringing this approach to work for the City of Sunny Isles Beach.