KWAN HENMI
I am in receipt of your October 27, 1998 memorandum to Robert Rudeen and Ivan Romero (printed October 29, 1998) that outlines your understanding of the 50% General Package due dates. Like you, I am concerned that our office and yours are not on the same page regarding project schedule and the project leadership's expectations of completeness and coordination of the construction documents.
In an effort to reconcile these concerns a meeting was held at your office on October 13, 1998 with Art Gensler, Denis Henmi, Sylvia Kwan and myself. At that meeting, a number of project issues were discussed including team morale, leadership communication issues, retention of valued team members, and the Kwan Henmi project work plan and schedule. Immediately after that meeting, Denis met with you to discuss the issues presented and conclusions reached. It was Denis' understanding that the two of you were in agreement with the assessment of the current status of the documentation, the projected schedule, and Kwan Henmi's priorities. The following information should clarify for you the issues discussed and we understand were agreed to at the October 13, 1998 meetings.
Status of Construction Documents
Ivan Romero prepared a work plan based on the status of existing documentation and an evaluation of your expectations in combination with his knowledge and professional experience regarding what constituted a 50% construction document package. Ivan’s assessment was that the interior documentation package would be more accurately defined as 25% complete at the 10/30/98 deadline. It was accepted at these meetings that the exterior documentation and shell work was more omplete than the interior documentation package. It was your assessment that the average ompletion of the combined package was 50%.
Ivan projected that a complete, coordinated, and valid 50% interior package as outlined in his work plan, would be achieved by mid-December (on or about 12/16/98).
It was agreed that a fully coordinated 100% general package would be delivered on 3/17/99.
Project Schedule and Priorities
It was agreed that the highest priority was completing background files for consultant documentation and to facilitate project coordination. The scheduled release date was 10/19/98. We stated that the backgrounds would not be fully documented until 10/26/98, one week later.
To meet consultant expectations, you directed our team to issue backgrounds on 10/19/98 with the understanding that they would not be complete until 10/26/98 and that the 50% printing would not be fully coordinated with the architectural backgrounds.
The second priority was to make as much progress as possible on the interior documentation package for the 50% general package printing scheduled 10/30/98. It was agreed that the 10/30/98 printing deadline must be adhered to because of Client expectations.
It was understood that the interior documentation would more closely reflect 25% completion, as outlined above. Our work was printed on schedule, Friday, 10/30/98 as agreed.
After the 50% deadline, it was agreed that our next priority was to coordinate with the Michael Willis team regarding all interfaces between the exterior “early skin package” and the general package. This coordination effort is scheduled to commence Monday, 11/2/98.
The interior documentation package will be 50% complete by mid-December, as outlined above. We intend to print progress sets of our work on 12/3/98 (75% general package printing), 1/15/98 (90% general package printing), and 2/15/98 (100% general package printing).
As discussed at the 10/13/98 meetings, it is our firm commitment to work with you and the Michael Willis team to provide a complete and coordinated set of construction documents on the March 17, 1999 deadline.
The Kwan Henmi project team is proceeding with its work on this basis and will continue to do so unless the partners deem it necessary to revise this approach. In the mean time, Robert Rudeen and Ivan Romero have the task of coordinating and prioritizing the work of the Kwan Henmi team. Going forward, should you have similar concerns regarding overall project schedule compliance or issues regarding project team staffing please express those concerns directly to Denis Henmi or myself.
Sincerely,
KWAN HENMI ARCHITECTURE & PLANNING
William N. Long, AIA
Architect
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