Negotiation Response - Communication Plan.pdf

ADOT On-Call Diamond Grinding Contract - Subcontractor Management and Communication Plan

Sunland Asphalt & Construction LLC

Overview

Subcontractor Communications Management Plan (SCMP) for the ADOT On-Call Diamond Grinding contract is designed to ensure clear, effective, and timely communication between ADOT, weekends and night freeway closures across Phoenix, it is essential to streamline coordination, quality control, and cost management while minimizing traffic disruptions. Our CMP is structured to maximize safety ensure, efficiency, and deliver superior surface quality.

1. Subcontractor Communication Plan

Pre-Construction Communication

Kickoff Meeting: A meeting will be held Between Sunland, ADOT and subcontractors to establish communication protocols, review project scope, and define reporting expectations.

Scope Clarification: Any ambiguities in project scope will be clarified early to prevent scheduling conflicts and cost overruns.

Traffic control will be set per the approved TCPs.

Proper permitting will be in place for adjacent municipalities well in advance of the scheduled work.

Officers will be used at key locations noted on TCPs.

Continuous monitoring of closures and detours will be scheduled and assigned to the traffic control supervisor prior to shift start.

Strategic planning for staging additional traffic control devices will take place at the time of preconstruction.

Traffic control technicians will have cell phones and closed-circuit radios for communication.

Ongoing Project Communication

Daily Coordination: The Project Superintendent will conduct check-ins with subcontractors before each shift begins to confirm readiness and address concerns. These check-ins will continue throughout the shift.

Progress Reports: Real-time reports will be provided to ADOT and key Sunland personnel detailing work completed, upcoming tasks, and challenges.

Traffic control supervisor will communicate to the 24-hour dispatcher on as need bases for any help that may be needed with upcoming tasks.

Issue Resolution

Subcontractor Concerns: If any conflicts with scheduling or resource allocation arise, they will be escalated to the Project Manager immediately.

Urgent Field Issues: If immediate adjustments are needed, the Project Superintendent, Kenny Wells or the Project Engineer will coordinate directly with ADOT and subcontractors to prevent delays.

Traffic control supervisor will be on site or driving detours for maintenance opportunities.

All issues will be documented and relayed to the proper manager.

2. Quality Control & Smoothness Verification

Real-Time Straightedge Testing: Throughout diamond grinding operations, the Project Engineer will oversee real-time smoothness testing using a straightedge to ensure compliance with

Quality Reports: Reports documenting smoothness test results, defect corrections, and any compliance metrics will be submitted to ADOT.

Subcontractor Compliance: Any non-compliant grinding or finishing work will be addressed immediately in the field to prevent rework and delays.

Final Inspection & Verification: Upon shift completion, a final check for smoothness will be conducted by driving the entire work area with Sunlands Project Engineer or Superintendent and Subcontractor supervisor before roadway reopening.

Traffic control will be continuously monitored to ensure safe and quality closures and detours.

3. Communication Systems and Tools

Project Management Software: Sunland will use B2W project management software for scheduling and reporting internally as well as documentation, ensuring real-time project visibility.

Scheduling externally, Sunland will utilize Microsoft Excel, Project or P6, whatever ADOT prefers.

Our subcontracting partners are familiar with all of these scheduling programs.

Document Control System: A secure digital system will store all project reports, smoothness test results, meeting notes, and change orders for accessibility and compliance.

Email and Phone Communication:

o All key personnel will be accessible via email and phone to ensure rapid response times.

o Critical updates will be documented via email for record-keeping.

o Sunland also utilizes closed circuit radios for instant communication on site. These are shared with our subcontractors while they are on site as well.

4. Reporting System

Daily Reports: Submitted by the Project Engineer detailing completed work, potential risks, and smooth testing results.

Weekly Quality Reports: Include summaries of smoothness testing, subcontractor performance, and any corrective actions taken.

Final Compliance Report: Submitted upon project completion, detailing overall performance, quality metrics, and lessons learned.

Conclusion

-Call Diamond Grinding contract is designed to optimize efficiency, minimize disruptions, and maintain strict quality control with detailed planning and clear concise communication. With our proven expertise in freeway rehabilitation, skilled personnel, advanced testing methods, and real-time communication strategies, we are well-for the traveling public.