THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700
January 15, 1997 04 00065 97011502
Mr. Marc McGovern
Construction Operations Division
U.S. Army Corps of Engineers
San Francisco District
333 Market Street; Room 806A
San Francisco, CA 94105 1905
Subject: Communication Metrics Scope of Service
- Meeting Marc/Rod Jan 15, 1997
- Welch letter re Oakland Project Staffing, Jan 10, 1997
- Welch letter re Comm Metrics Applications, Jan 8, 1997
Attached is a draft of how a scope of service might appear in an advertisement
for bids, or possibly in a detailed bid package. It provides support for the
RE in Sausalito and at the Oakland Project Office, and more generalized support
in the District, as discussed with Max and in the Welch letter to Max dated
January 8, 1997, ref c. It gains control of the project record, discussed with
Max, letter dated January 10, 1997, ref b, and our meeting this morning. It
accomplishes your objective for Construction Management and Claims Team
support. This draft suggests showing examples of "records" to illustrate the
level of effort and what is described as "linking" so bidders can estimate cost
and assess the talent needed to perform the work.
This scope has been performed from the inception of the Welch contract in
September 1996. Added staffing incorporates the prior job record and enables
more thorough management of daily activity that impacts project success which
occurs at multiple locations. It also permits transitioning of Communication
Metrics skills to COE staff more rapidly.
THE WELCH COMPANY
- Max Blodgett
- Tom Keesling
2 D R A F T
5 January 16, 1997
7 Request for Bids
9 Scope of Services for Communication Metrics
12 Contractor shall provide Communication Metrics for daily decision support by
13 the US Army Corps of Engineers (COE) on the Oakland Harbor project, an
14 approximate $50M public works job begun in 1995 and scheduled to be completed
15 in November 1997. Services are to be provided at the Oakland Project office, at
16 the Resident Engineer's office in Sausalito, CA, at the Corps of Engineer's
17 District office in San Francisco, and at the Contractor's offices.
19 Contractor shall furnish all hardware, software and professional communication
20 specialists to provide automated management support as follows:
22 re and maintain in an electronic data base daily diary records of
23 communications from events and documents so the chronology of daily
24 understandings is clear, see Appendix A for level of effort.
26 se alignment of communications and electronically link to prior
27 events and requirements in contracts, laws, regulations, policies,
28 procedures and commitments, Appendix B
30 ate and track Action Items linked to diary context, Appendix C
32 ule daily tasks to accomplish required actions; tasks must be
33 electronically linked to daily diary history, see Appendix D
35 op and maintain in conjunction with COE management an organic
36 subject structure, and apply it to organize and retrieve the project
37 record from the electronic data base.
39 ain record of correspondence issued and received, and status of
40 documents pending response, for on-line access.
42 ain record of publications impacting project by chronology, by
43 author, by publication and by subject content, for on-line access.
45 t in crafting correspondence and link to project record, contract
46 requirements, laws, regulations, policies, procedures and commitments.
48 re Corps personnel for meetings, based on project record
50 itate meetings, based on project record
52 r COE in acquiring Communication Metrics capability
54 de and configure software to COE manager responsible for
55 supervising this contract; train and support COE manager in applying
58 The aim of this contract is to aid and to show in the record Corps performance
59 of requirements for the Oakland Harbor project in an orderly, timely manner,
60 and to identify deviations through a continual process of "aligning
61 communications" so that timely corrective action can be taken before mistakes
62 occur that cost money and delay the work. These services support Construction
63 Management to avoid claims, and support Claims analysis, if necessary.
65 This contract requires "automated integration" of time, information, people,
66 and documents using an organic subject structure to capture the record,
67 organize it, link it backward and forward in time to identify cause and effect,
68 and assemble portions of the record on a daily basis for COE decision support.
70 The "record" includes daily dialog from meetings, calls, discussions,
71 correspondence, email, memos, reports, spreadsheets, magazine articles, books,
72 specifications, drawings and all other "documents" that impact the work. The
73 "record" shall be stored on computers so it can be accessed and assembled to
74 show chronology of events by each organic subject element. The "record" shall
75 be susceptible of being viewed in Executive Summaries for major events where
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76 each "talking point" in a summary is linked for instant access its detailed
77 history. Bidders shall demonstrate use of proposed software in comparable
78 business settings. Bidders' price shall include the cost of hardware and
79 software for the automated support described herein.
81 This contract requires Communication Manager skills in Construction Management,
82 Litigation Support, writing clear, concise and complete records of meetings,
83 calls and analysis, writing business correspondence, facilitating meetings at
84 all levels of organizational structure, e.g., executives, commanders, senior
85 managers, engineers. The skill set shall include use of software and hardware
86 to capture, link and apply the record for daily, real-time, support of COE
87 management. Bidders shall demonstrate ability to develop an organic subject
88 structure, and prepare meaningful headnotes summarizing detailed records of
89 major events into Executive Summaries.
91 The Oakland Harbor project has been underway for approximately 2 years. For
92 bidding purposes this record is assumed to approximate 2,000 documents and
93 about 2 GB of data. This includes contract specifications and FAR regulations.
94 The Contractor must incorporate this record by scanning or other means into the
95 continuing daily stream of documents, so that the full job record is on-line,
96 and available to be integrated into decision making analysis of the daily diary
97 through automated linking. COE will maintain a conventional record set of
98 project documents. The Contractor shall support COE in managing the work using
99 the electronic data base created and maintained as prescribed in this contract.
101 Contractor shall furnish following minimum staffing:
103 Communication Manager
105 Responsible manager for Contractor's activities. Provides primary
106 Communication Metrics support described in this request for bids.
108 There is a major meeting each week which lasts from 1 - 3 hours, and
109 another hour for travel. It requires about an hour of preparation, and
110 2 hours of debriefing, more time may be needed occasionally to prepare
111 COE managers in advance of meetings and to verify understandings
112 following meetings. From 2 - 4 people require post meeting consultation
113 of from 10 - 30 minutes each. From 3 - 6 hours are needed to prepare 4
114 - 10 pages of notes that measure understandings against prior events and
115 documents, identify and assign new subjects, if needed, craft headnotes
116 and assemble into an Executive Summary, and make distribution via
117 Internet and printed copy to about 15 COE staff for review and edits.
118 From 2 - 3 hours are needed to acquire edits by phone, hard copy or by
119 email, discuss and determine the most agreeable alignment of conflicting
120 recollections and language, incorporate these edits and distribute to
121 COE management as the official job record. The edit history is
122 maintained in the diary, linked to the official record published for
125 This major weekly meeting typically spawns 1 to 3 other meetings during
126 the week which require a lessor but similar range of actions by the
127 Communication Manager.
129 Action Items are reviewed daily, at the major weekly meeting and once a
130 month in a formal review meeting with the prime contractor. This formal
131 Action Item review with the prime contractor is preceded by an internal
132 review meeting by COE management. These meetings fall within the 1 to 3
133 meetings spawned by the major meeting and so generally do not increase
134 the work of the Communication Manager.
136 Meetings and receipt of correspondence result in the need to prepare
137 drafts of correspondence for COE consideration that reflect the project
138 record. From 2 to 4 documents a week require this support; each take
139 about 3 hours to research, prepare, consult and finalize for COE action.
141 This totals approximately 33 hours per week. The remaining 7 hours per
142 week should be allocated to oversight of team members and integration
143 with COE daily management instructions.
146 Communication Agent
148 Assists Communication Manager responsible for performance of this
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151 Ensures daily record developed by Communication Manager and
152 Communication Aides and information from all COE sources impacting the
153 project is captured in the electronic data base so it is available to
154 the Communication Manager to analyse and advise COE on alignment of
155 understandings, status of Action Items, and issuing correspondence. This
156 position will coordinate to ensure a full record set of documents is
157 maintained and that efforts are not duplicated in accomplishing that
158 objective. Automated storage and transfer will be used to avoid the
159 proliferation of printed documents.
161 The project is currently experiencing increased management demands due
162 to contract and other conditions. It is expected there will be increased
163 Communication Metrics support required, an example is updating the
164 project schedule and responding to claims and other contract variables.
166 This position will be full time and will perform work from increased
167 management demands for meetings and related activity under supervision
168 of the Communication Manager.
171 Communication Aide for Oakland Project Office
173 Supports COE Project Engineer in capturing the record from the past two
174 years into the computer data base, and maintaining current record of
175 daily dialog and documents exchanged in the Oakland Project office.
176 Assists in preparing responses to correspondence.
179 Communication Aide Resident Engineer's Office
181 Supports Construction Service Branch in managing the contract record and
182 assists Resident Engineer in communicating between the Oakland Project
183 Office and the District office in San Francisco, to implement COE
184 Contract Administration procedures.
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