CONTACTS 
0201 - Corps of Engineers, SFD            415 744 3033 fax 3449
020101 - Mr. Thompson F. Keesling; Architect =415 744 3033
020102 - Construction - Operations Division

SUBJECTS
SDS, Marketing, Sales, Proposal, Contract & Support
Corps of Engineers, SFD
Initiating Contract

0705 -    ..
0706 - Summary/Objective
0707 -
070701 - Follow up ref SDS 12 0000, ref SDS 11 0000.
070702 -
070703 - Reviewed draft scope of services from discussions yesterday. Received
070704 - ref DRT 1 line 30, including detailed cost estimates.  Set plan to
070705 - meet Monday on contract admin, so Welch can start 960213.
070706 -
070707 - Analysis following meeting with COE indicates possible errors in
070708 - calculation of hours for meetings on moving COE to new location. Hours
070709 - for research and collaboration need further consideration.  The CPM
070710 - effort may need more thought.  Consideration is needed for the Subject
070711 - Index and Contacts data bases to organize the SDS record.
070712 -
070713 -
070714 -
070715 -
070716 -  ..
0708 -
0709 -
0710 - Discussion
0711 -
071101 - Scope of Services
071102 -
071103 - Tom and I met with Max in Max's office.  Tom submitted a handwritten
071104 - draft of contract language. ref DRT 1 0001  This document is intended
071105 - to be awarded through the SBA to a levee contractor, PSC, who will
071106 - then subcontract the Communication Metrics aspects of the scope to
071107 - Welch.
071108 -
071109 - Tom said he reviewed my letter submitted this morning on our
071110 - discussions yesterday, ref DIP 4 8849, and used some of the language
071111 - in it to develop the contract. ref DRT 1 0001   Tom found and
071112 - corrected some errors in the calculations we made yesterday on total
071113 - hours, ref SDS 12 EY4O  Tom submitted a new schedule of hours shown
071114 - under "Cost Estimate of Services," at ref DRT 1 0085
071115 -
071116 -      [After meeting with Tom and Max, analysis of these budgeted hours
071117 -      may have encountered additional errors, see below. ref SDS 0 9940
071118 -
071119 -        [See follow up on this at ref SDS 14 line 49.]
071120 -
071121 - Tom and/or the SBA has spoken with the levee contractor about working
071122 - with Welch.  Tom feels this is the best way to obtain the services COE
071123 - needs expeditiously.  The next step is for SBA to contact PSC, and
071124 - then PSC will contact Welch to get my hours and rate.  The contractor
071125 - will submit a proposal to COE and we will meet to negotiate a final
071126 - agreement.
071127 -
071128 - I asked if Tom and COE have worked with this contractor under similar
071129 - circumstances?  Tom said COE has used this contractor in a similar
071130 - manner previously and the contractor proved to be reliable.
071131 -
071132 - We need to see DOD General Conditions and Standard Conditions on
071133 - payments.
071134 -
071135 -
071136 -
071137 -    DMMO
071138 -    ----
071139 -
071140 -        Meeting Notes
071141 -
071142 -        Tom shows a total of 168 hours. ref DRT 1 0093
071143 -
071144 -
071145 -         ..
071146 -        DMMO Charter (MOU)
071147 -
071148 -        Tom shows total of 24 hours. ref DRT 1 0093  We talked about
071149 -        this.  My guess is we will need more time because it likely
071150 -        will not get completed by the end of February.  Even if
071151 -        finalized by DMMO it will be bounced back by the upper level.
071152 -
071153 -
071154 -        DMMO History - Research
071155 -
071156 -        There are no hours for the research task called out in the pe
071157 -        at Section A, ref DRT 1 007O, and deliverables in Section E.
071158 -        ref DRT 1 006X  We could easily use 1 hour a day on this, or 5
071159 -        hours per week, say 20 hours per month, so 120 hours for 6
071160 -        months.
071161 -
071162 -        I called Tom below on this. He added 16 hours for DMMO research
071163 -        and the same for the Move.
071164 -
071165 -                              120  - 16   =  104
071166 -
071167 -
071168 -
071169 -
071170 -        Hours
071171 -
071172 -        DMMO Meetings                    168
071173 -        DMMO Research                     16  *
071174 -        MOU Review                        24
071175 -                                        -----
071176 -                                         208 / 6 mos. = 35 hrs/mo.
071177 -
071178 -
071179 -       *  time added for research per phone call with Tom below.
071180 -
071181 -
071182 -
071183 -    District Relocation to New Offices
071184 -
071185 -
071186 -        CPM Schedule
071187 -
071188 -        Tom shows 64 hours
071189 -
071190 -           This seems unrealistic.  Given the status of the project and
071191 -           the stakes, risk management should allocate at least 5 days
071192 -           to complete an initial CPM, and then 10 hours per month for
071193 -           maintenance.
071194 -
071195 -                   5 x 8 =     40
071196 -                  10 x 6 =     60
071197 -                             -----
071198 -                              100  - 68   =   36
071199 -
071200 -           Actually, we might want to allocate several meetings with
071201 -           the lessor, and/or others in order to bring to their
071202 -           attention the level of effort needed to accomplish the
071203 -           objective.  This is a primary benefit of the exercise.
071204 -
071205 -
071206 -        Meeting Notes
071207 -
071208 -        Tom shows 288 plus 48 for follow ups, or a total of 336, per
071209 -        ref DRT 1 line 104.
071210 -
071211 -
071212 -            Possible Error
071213 -
071214 -            There seems to be an error in the calculations for drafts,
071215 -            finals and COE review.  Each is shown as:
071216 -
071217 -                    2 x 2 = 4 x 4 x 6  =  64
071218 -
071219 -                [Fixed this at ref SDS 14 line 70.]
071220 -
071221 -            This calculation is actually  =  96, or 32 hours more than
071222 -            shown.  That is a total of 96 more hours for all three
071223 -            items at ref DRT 1 line 105.
071224 -
071225 -           ..
071226 -           Follow Up - Build/Maintain Shared Meaning
071227 -           
071228 -           "Follow up" which entails the process of building and
071229 -           maintaining "shared meaning" discussed with Max at ref SDS 6
071230 -           line 243, may be light.
071231 -
071232 -              [See later contract scope, ref SDS 15 line 113.]
071233 -
071234 -           We show a calculation of 2 x 4 x 6, ref DRT 1 line 111. This
071235 -           seems to be 2 hours per week.  If there are 2 meetings per
071236 -           week, then 1 hour of follow up per meeting per week may be
071237 -           inadequate.  A better estimate seems like 2 hours per
071238 -           meeting, or a total of 4 hours per week. Some of this time
071239 -           would of course be "collaboration," but we don't have a
071240 -           budget for that.
071241 -
071242 -        I think the time for meeting notes per se in toto is close to
071243 -        okay, with the math correction shown above.
071244 -
071245 -        Where are meeting agendas?  Should we allocate an hour for each
071246 -        one?
071247 -
071248 -                    2 x 1 = 2 x 4 x 6  =  32
071249 -
071250 -
071251 -        Relocation Binders
071252 -
071253 -        No hours are allocated for this.  This could take about 1 week
071254 -        support, say 40 hours.
071255 -
071256 -
071257 -                               40  -  0   =   40
071258 -
071259 -
071260 -        Hours
071261 -
071262 -        CPM                              64
071263 -        Meetings                        336
071264 -        Relocation Binders                0
071265 -        Research                         16  *
071266 -                                      -------
071267 -                                        416  / 6 mos. = 69 hrs/mo.
071268 -
071269 -
071270 -       *  time added for research from phone call below.
071271 -
071272 -
071273 -     ..
071274 -    Collaboration
071275 -
071276 -    At this time it is difficult to estimate the level of collaboration
071277 -    required to incorporate into the SDS record daily phone calls,
071278 -    email, documents and other new information received each day that
071279 -    impacts specified Welch scope for DMMO and the District Move,
071280 -    discussed yesterday at ref SDS 12 line 252, and earlier with Max in
071281 -    our meeting on 960105, per ref SDS 7 line 153.  The COE review of
071282 -    meeting notes may cover some of this.  Experience at PG&E indicates
071283 -    that collaboration time can escalate because a wide range of tasks
071284 -    are impact performance and so need to be captured, integrated and
071285 -    aligned as they occurs.  An hour per day of interaction plus an
071286 -    hour per day of writing it up and interaction is a good estimate to
071287 -    start the project:
071288 -
071289 -              [See later contract scope, ref SDS 15 line 113.]
071290 -
071291 -                 2 x 5 x 4 x 6 = 240
071292 -
071293 -    I believe 20% of this may be covered by Research and another 20% by
071294 -    hours assigned to interact on specific deliverables for meetings.
071295 -
071296 -                  .2 + .2  =    .4
071297 -
071298 -                 .4 x 240  =    96
071299 -
071300 -                 240 - 96  =   144
071301 -
071302 -    Need to clarify this point with Tom.
071303 -
071304 -         [Did this at ref SDS 14 line 81.]
071305 -
071306 -     ..
071307 -    Subject Index
071308 -
071309 -    Welch has been remiss in not explaining this effort which requires
071310 -    input from Tom and possibly Max to develop an organizing structure
071311 -    for DMMO and the Move project.  It will take 2 - 4 days to create
071312 -    an initial structure, from dialog with Tom and/or Max; then about 5
071313 -    hours per month to maintain it.  For 6 months this is 38 hours.
071314 -    There will be some false starts that require going back and
071315 -    recoding some initial stuff, because the structure initially
071316 -    perceived will turn out not to work as well as hoped.
071317 -
071318 -
071319 -              [See later contract scope, ref SDS 15 line 113.]
071320 -
071321 -                               38  -  0   =   38
071322 -
071323 -     ..
071324 -    Contacts
071325 -
071326 -    We also need time to set up initial COE contacts in the SDS data
071327 -    base.  This can take 4 - 8 hours for the initial effort, then 2
071328 -    hours per month.  Actually, it seems to me we have enough hours to
071329 -    take care of this, but COE management needs to know this step has
071330 -    to be done along with the Subject Index as part of mobilization.
071331 -
071332 -              [See later contract scope, ref SDS 15 line 113.]
071333 -
071334 -
071335 -    Budget analysis
071336 -
071337 -    DMMO ...Tom's original hours........192
071338 -    Relocation ...Tom's hours...........400
071339 -                                      ------
071340 -                                        592  / 6 mos. =  97 hrs/mo.
071341 -
071342 -      DMMO research, per below           16
071343 -      Move research, per below           16
071344 -                                      ------
071345 -                                        620  / 6 mos. = 103 hrs/mo.
071346 -
071347 -                                     $62,000
071348 -
071349 -
071350 -        Possible Additional Hours
071351 -
071352 -        DMMO - Research                      104
071353 -        Move - Meetings math correction       96
071354 -        Move - CPM                            36
071355 -        Move - Binders                        40
071356 -        Collaboration                        144
071357 -        Subject Index & Contacts              38
071358 -                                           ------
071359 -                                             458 / 6 mos. = 76 hrs/mo.
071360 -
071361 -                                     $45,800
071362 -
071363 -           [See follow up on budget analysis at ref SDS 14 line 117.]
071364 -
071365 -
071366 -    Contract language
071367 -
071368 -    We reviewed the language Tom has in mind.  I asked him to include
071369 -    the phrase "Communication Metrics" so we can begin getting it
071370 -    incorporated into the business lexicon.
071371 -
071372 -    Tom added it to para 3 under deliverables section E, at ref DRT 1
071373 -    line 77.
071374 -
071375 -         Comment
071376 -
071377 -         Upon further consideration I need to suggest we move this term
071378 -         from Section E and add it as part of the explanation of
071379 -         traceability under Section A, ref DRT 1 line 47.
071380 -
071381 -             [See follow up at ref SDS 14 line 88.]
071382 -
071383 -    Office Space/Computer
071384 -
071385 -    I told them I will bring in my own machine, per discussions
071386 -    yesterday, ref SDS 12 line 348.
071387 -
071388 -
071389 -    Corps of Engineer's Responsibilities
071390 -
071391 -    I mentioned the need for scanner support.  Tom said COE can provide
071392 -    this as necessary, per ref SDS 12 line 358, They have a scanner in
071393 -    the building.
071394 -
071395 -
071396 -    Mobilize
071397 -
071398 -    Tom wants me to start 960213.  He feels the contracting steps can
071399 -    be accomplished in time to do this.  He wants me to attend the
071400 -    meeting DMMO subgroup meeting next Wednesday, so he can introduce
071401 -    me per our discussion yesterday, ref SDS 12 line 215.
071402 -
071403 -
071404 -
071405 - Follow Up
071406 -
071407 - I should get a call from PSC and then quote my hours and rate, per
071408 - above scheme approved by Tom.
071409 -
071410 - Tom wants to have a meeting on Monday or Tuesday which is the start
071411 - date, 960213, with the prime contractor to finalize the contract.
071412 -
071413 -
071414 -
071415 -
071416 -
0715 -
0716 -
0717 - 1432 called Tom
0718 -
071801 - Left message for Tom to call.
071802 -
071803 -
0719 -
0720 -
0721 - 1454 Tom called back
0722 -
072201 - I told him about the requirement for research in the scope of service,
072202 - ref DRT 1 line 76, and there is no budget for it.  I feel the budget
072203 - he has identified is adequate to start the project but want to draw
072204 - his attention to a possible audit issue.  He decided to add a line
072205 - item of 16 hours each for DMMO and for the Move.
072206 -
072207 -
072208 -
072209 -