CONTACTS 

SUBJECTS
Increase Budget, Port of Oakland
Tom Keesling, Modify Welch Contract
Contract DACW07-96-P-0705

0705 -    ..
0706 - Summary/Objective
0707 -
070701 - Followed up work at ref SDS 8 0000, ref SDS 5 0000.
070702 -
070703 - Per discussion with Tom Keesling on Friday, ref SDS 8 8888, here is a
070704 - first look at budgeting for the next 6 months or so to accomplish the
070705 - scope requested by USACE.  The total amount is $172K. ref SDS 0 W23O
070706 - The Welch contract runs for something less than 5 months, since the
070707 - original period was 180 days, ref DRP 1 M4FY, and we have done a month
070708 - and a half.  The 6 month period is selected based on Dutra contract
070709 - completion of 970427; of course that date is likely to be exceeded by
070710 - at least another 6 months.
070711 -
070712 -      [On 961202 USACE changed amount to $100K for 4 months to fit
070713 -      expedited contract procedure that avoids calling for public bids.
070714 -      ref SDS 11 0001
070715 -
070716 -      [...submitted revised proposal. ref SDS 12 0001
070717 -
070718 -      [On 961206 Com Metrics extension of services approved.
070719 -      ref SDS 13 0001
070720 -
070721 -
070722 -
070723 -
0708 -
0709 -
0710 - Budget Review
0711 -
071101 -  ..
071102 - Justification for Welch Contract Modification
071103 -
071104 - Additional contract management support hours have resulted from
071105 - proliferation of problems caused by the Contractor's failure to
071106 - perform its contract requirements, e.g., progress meeting on 961029.
071107 - ref SDS 6 8471  This has led to increased exposure to the government
071108 - from new claims (e.g., piling/debris removal; shoaling,
071109 - acceleration/delay) which require increased support in assisting the
071110 - government to obtain contract compliance at a reasonable cost and in
071111 - an expeditious time.  An example on 961104 is the draft letter on
071112 - scheduling completion of the project, ref SDS 9 0000.  COE has added
071113 - formalized Action Item reviews through consultant's specialized
071114 - methods called "Communication Metrics."  Increased oversight of
071115 - project scheduling will arise in the period ahead which the Welch
071116 - contract can support.
071117 - ..
071118 - There are three main elements to a possible increase in Welch
071119 - scope and consequent budget:
071120 -
071121 -
071122 -  1.  Communication Metrics that produces and maintains the "knowledge
071123 -      space" to position COE for timely accurate decision making, and
071124 -      meeting Action Item objectives.
071125 -
071126 -             [This is the leadership aide, intelligence role, discussed
071127 -             with General Hatch last April, ref SDS 1 3229.]
071128 -
071129 -             [See letter to COE on unique character of Communication
071130 -             Metrics provided by Welch, ref SDS 10 7749.]
071131 -
071132 -      Experience on the project shows the following level of effort is
071133 -      typically entailed on a weekly basis:
071134 -
071135 -
071136 -          Prepare for meetings,
071137 -
071138 -      1      Review the record
071139 -      1      Clarify understandings from others
071140 -      1      Prepare Agendas, objectives, highlight key information
071141 -      1      Develop strategies/tactics
071142 -
071143 -      2   Attend meetings,
071144 -
071145 -      1      Travel
071146 -             Clarify comments and representations by attendees
071147 -             Align COE communications with the record
071148 -             Confirm Action Item scope and target dates
071149 -
071150 -      1   Brief others and gather impressions
071151 -          ..
071152 -          Analyse meetings, calls, discussions, documents
071153 -
071154 -      3      Write (Clear, Concise, Complete), ref SDS 2 line 307
071155 -             Protect interests of the customer
071156 -             Link the record, Integrate with existing record
071157 -      2      Capture external documents, scan, identify
071158 -      1      Verify understandings and integrate into notes
071159 -             Action Items, Develop
071160 -      1      Headlines, Craft
071161 -             Document Log, Maintain
071162 -      1      Subject Index, Maintain
071163 -             Contacts, Maintain
071164 -
071165 -          Schedule Follow Up
071166 -
071167 -             Controllable action items linked to history/diary
071168 -
071169 -          Obtain Comments
071170 -
071171 -      1      Print and/or distribute the record via internet
071172 -      2      Visit parties to convey impressions, alert Action Items
071173 -             Obtain edits
071174 -      1      Enter edits
071175 -             Determine desired distribution
071176 -      1      Print and/or distribute the record via internet
071177 -             Coorelate conflicting edits, impressions
071178 -    ----
071179 -     21
071180 -
071181 -
071182 -  2.  Management Support to Align Communications
071183 -
071184 -      2   Draft proposed communications that convey management
071185 -          objectives in a way that recognizes the record and contract
071186 -          requirements.
071187 -
071188 -
071189 -      3   Collaborate on strategy and implementation tasks to maintain
071190 -          alignment of management actions with organizational
071191 -          objectives based on the daily interaction among affected
071192 -          staff.
071193 -     ---
071194 -      5
071195 -
071196 -
071197 -      26 Hrs per mtg, assume 1.5 mgts/week   39 x 4 x 6 = 936  93600
071198 -
071199 -          [Tom the 1.5 is of course arbitrary.  We are thinking of
071200 -          doing Action Item reviews, which could increase these hours.]
071201 -
071202 -
071203 -  3.  Training COE staff to apply the record using the SDS software
071204 -      program.
071205 -
071206 -      2   Initially this is providing orientation of the methodology to
071207 -          create awareness that software and technology can directly
071208 -          support communications that comprise the majority of a
071209 -          manager's time.
071210 -
071211 -      2   Provide SDS record for use by COE.
071212 -
071213 -      2   Provide training to permit staff to acquire knowledge of the
071214 -          technology at a pace commensurate with their schedule and
071215 -          needs.
071216 -
071217 -     ---
071218 -      6    x 4 x 6                                        144  14400
071219 -
071220 -
071221 -          Note the goal is institutionalize training, which requires
071222 -          significantly more time, but that can likely occur after the
071223 -          6 months of the Oakland completion.
071224 -
071225 -          One approach is to farm it out to Golden Gate University,
071226 -          George Washginton or some other place that does executive
071227 -          training.
071228 -
071229 -
071230 - A fourth possible element is:
071231 -
071232 -  4.  Administration support
071233 -
071234 -      This person would perform the document scanning and some logging,
071235 -      some data entry, so Welch can focus on the ideas and building the
071236 -      linkages that comprise the knowledge space that is the ultimate
071237 -      deliverable of Communication Metrics.  A key advantage is to
071238 -      perform daily Action Item and Doc Log status for more thorough
071239 -      follow up.
071240 -
071241 -      170 hours per month at $60 x 6                           61200
071242 -                                                            ---------
071243 -                                                              169200
071244 -
071245 -           Contractor's hourly rates include office
071246 -           expense, insurance, computer equipment
071247 -
071248 -  ..
071249 -      Telephone         200   x   6                             1200
071250 -      Travel            300   x   6                             1800
071251 -      Supplies                   L.S.                            500
071252 -                                                              -------
071253 -                                                                3500
071254 -
071255 -                                                            $172,700
071256 -
071257 -
071258 -      [...submitted revised proposal. ref SDS 12 0001
071259 -
071260 -      [On 961206 Com Metrics extension of services approved.
071261 -
071262 -
071263 -
071264 -
071265 -
0713 -