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1...COE should respond to this concern about differing site conditions
2...RWQCB, per ref DRT 2 line 39.
3...These protocols need to be clarified and issued to the Contractor.
4...There is an attached listing of Dutra documents which COE needs to
5...Need to review quantity overruns was discussed with Max Blodgett
0201 - Corps of Engineers, SFD O-00000632 0201
020101 - Mr. Max R. Blodgett, II, P.E., L.S.
020102 - Chief
0202 - Corps of Engineers, SFD O-00000632 0202
020201 - Mr. Thompson F. Keesling, Architect; Assistant Chief
020202 - Construction Operations Division
0203 - Corps of Engineers, SFD O-00000632 0401
020301 - Mr. Thomas Benero; Chief
Welch Closeout Contract, 970111
Port of Richmond
0805 - ..
0806 - Summary/Objective
080701 - Follow up ref SDS 52 0000, ref SDS 50 0000.
080703 - Submitted letter on COE management needs, ref DIT 2. Learned that
080704 - Communication Metrics was presented to DE; discussed impact of losing
080705 - key people (e.g., Keesling, Stout -- reduced staffing causes increased
080706 - reliance on dialog in meetings, calls and email, but dialog causes
080707 - mistakes, per meeting with Max on 960105 re the "implosion of
080708 - management" in the New World Order, ref OF 2 7501, discussed with Max
080709 - on 960105. ref SDS 10 7488 Reviewed with Marc recent project
080710 - documents. Tom White asked for pending Action Items, issued recently
080711 - to Max. Finalized completion issues of Welch contract.
080716 - ..
0810 - Progress
081101 - ..
081102 - Dutra Cure Notice Increases Demand for COE Management Support
081104 - Prepared ref DIT 2 line 30 notifying COE of increased demand for
081105 - management support on the Oakland Harbor project as a result of the
081106 - recent Cure Notice per analysis at ref SDS 50 line 100 which was
081107 - included with the letter. This reflects Tom Keesling's comment about
081108 - the need for pro-active meeting management arising from COE executives
081109 - having too little time, ref SDS 50 line 194. Marcus Tikotsky's ideas
081110 - were highlighted at ref SDS 50 line 332. Included record from
081111 - yesterday setting out management needs, ref SDS 52 line 137.
081114 - ..
0814 - 0850 visited with Max
081501 - ..
081502 - COE Beginning Procurement for Communication Metrics Support
081504 - Submitted ref DIT 2 line 30, per above. Max asked me to review it
081505 - with Marc for follow up on the current Welch procurement being re-
081506 - submitted per Marcus Tikotsky's ideas, ref SDS 50 line 341. He will
081507 - examine the letter later today.
081509 - [Talked to Marc below on this, and discussed with Max the
081510 - following Monday, ref SDS 54 line 47.]
081513 - ..
081514 - Increased Communication Requires Command & Control of Record
081516 - I mentioned the key point that COE needs command and control of the
081517 - record for decision support, ref DIT 2 line 154, submitting analysis
081518 - at ref SDS 52 line 156.
081520 - [See follow up where Marc asked Tom White to develop inventory of
081521 - project documents, ref SDS 56 line 328.]
0019 Remove concentrated debris Todd and
Hazard Analysis, Accident Prevention
Waste Discharge Requirements for Galbraith
Character Materials in Todd/Schnitzer,
Protocols, 30 Day Floating Average
Time Extension Delayed Delivery Antone
Failure to Perform
Port Criticism of COE Management
Mud Budket in Todd, Schnitzer, IC 10 - 12,
1914 - 0912 visited with Marc McGovern
191501 - ..
191502 - Received New Documents on Dutra Claims
191504 - Marc asked me to examine a variety of new documents and comment based
191505 - on the SDS record.
191507 - The District Engineer ended this support on 961226. ref SDS 43 0549
191508 - Pro bono support was provided through 970106 in order to accomplish a
191509 - smooth transition on pending issues. Marc requested additional help
191510 - on that basis.
191512 - ..
191513 - The documents presented today require careful analysis, as explained
191514 - in the letter to Max sent today, ref DIT 2 0000 transmitting analysis
191515 - on 970109. ref SDS 52 6482.
191516 - ..
191517 - Following observations need timely attention...
191519 - Below, Tom White requests Action Items. ref SDS 0 7768
191522 - ..
191523 - Dutra Fails to Proceed with Todd/Schnitzer, Galbraith Work
191525 - Marc submitted COE letter #0126 dated 961231, ref DIT 1 0000, which
191526 - responds to Dutra serial letter #0212 dated 961220, ref DRT 1 0000.
191528 - Dutra's serial letter #0212 dated 961220 confirms its request at
191529 - the Contract Admin meeting on 961219, ref SDS 40 0640, that COE
191530 - meet with Dutra's bonding company, insurance carrier, the Port and
191531 - environmental consultants to develop a "work plan" for dealing
191532 - with alleged hazardous materials in Todd and Schnitzer, ref DRT 1
191533 - 0740.
191535 - ..
191536 - COE's response in serial letter #0126 appears consistent with the
191537 - SDS record for Contract Admin meeting on 961230. ref SDS 45 7402
191539 - [On 970224 COE met with Dutra and its agents, developed ideas
191540 - to manage risk exposure. ref SDS 67 9963]
191541 - ..
191542 - COE's serial letter #0126 notifies Dutra that material
191543 - encountered in the Todd and Schnitzer Wings is similar to what was
191544 - expected, and that Dutra has not identified material that is more
191545 - toxic or hazardous than shown by prior reports. These points
191546 - generally reflect understandings from meetings over the past
191547 - several months, most recently on 970106. ref SDS 47 0588
191550 - ..
191551 - Dutra Cites Bioassy Tests as Only Evidence of Hazardous Materials
191553 - Marc provided Dutra's serial letter #0229 dated 970107, which
191554 - responds to COE serial letter #0126.
191556 - Dutra objects to COE request for evidence that material in
191557 - Todd/Schnitzer is different from what was expected, but cites only
191558 - failed bioassy tests as grounds for its position, ref DRT 3 9630.
191560 - ..
191561 - Dutra does not cite results of its own tests as showing material
191562 - is different from what was represented in the bid documents, which
191563 - is the issue. This record seems consistent with COE's position to
191564 - demand that Dutra proceed with the work on the basis that there is
191565 - no evidence the work is different from what was contemplated in
191566 - the bid documents with respect to hazardous and contaminated
191567 - materials, per the Contract Admin meeting on 970106, last Monday.
191568 - ref SDS 47 0668
191571 - ..
191572 - Dutra Claims Conditions in Todd/Schnitzer Differ from Spec Scope
191574 - An explanation is offered to distinguish conditions encountered in
191575 - the Todd/Schnitzer Wings from the scope contemplated by contract
191576 - section 02480 para 9 entitled "Debris," and RFP #19 is cited to
191577 - support this explanation. ref DRT 3 6829
191579 - ..
191580 - COE should respond to this concern about differing site conditions
191581 - in Todd/Schnitzer.
191583 - ..
191584 - Port Provides Technical Analysis of Toxic/Hazardous Issue
191586 - Marc submitted draft remarks from Lynn Cardoza at Port of Oakland to
191587 - assist in responding to Dutra's serial letter #0229. It provides
191588 - details of testing performed by the government and findings that toxic
191589 - and hazardous materials have not been found in concentrations that
191590 - warrant special handling, which is claimed by Dutra, ref OF 5 line 64,
191591 - reflecting analysis from Contract Admin meeting with Dutra on 970106,
191592 - ref SDS 47 line 347. POO's draft calls for Dutra to provide this
191593 - information to its bonding and insurance companies, and that
191594 - directions from those organizations to Dutra be submitted to COE,
191595 - ref OF 5 line 93.
191597 - ..
191598 - POO's draft offers direction to Dutra to claim for extra expense in
191599 - Todd and Schnitzer due to encountering concentrated debris, which is
191600 - the graveman of RFP #19, responding to Dutra's 961007 letter.
191601 - ..
191602 - Marc submitted a draft response he prepared for Tom Benero's
191603 - signature to Dutra's serial letter #0229 dated 970107 concerning
191604 - alleged hazardous materials in the Todd and Schnitzer Wings. It seems
191605 - to reflect in large measure the ideas submitted by POO's draft,
191606 - ref OF 5 line 11, as discussed at the Contract Administration Meeting
191607 - on 970106. ref SDS 47 0588
191611 - ..
191612 - Galbraith Protocols; Cause of Bioassy Failures Unknown
191614 - Marc submitted letter from the Port of Oakland prepared by Rob Andrews
191615 - on 970103, ref DRT 2 0000, responding to the Galbraith site situation.
191617 - The Port's letter refers to COE letter dated 961223, which is not in
191618 - the SDS record, but reflects work at ref SDS 34 0000. The Port agrees
191619 - the cause of bioassy failures of decant water at Galbraith has not
191620 - been established, ref DRT 2 0000, and maintains its letter to COE
191621 - dated 961204, received at ref SDS 29 line 153, reflects such
191622 - conclusion in the Port's 970103 letter at ref DRT 2 0000.
191624 - ..
191626 - ..
191627 - PO cites "sloppy operation" of Galbraith site, but does not identify
191628 - examples, nor cite reports of "sloppy operation," ref DRT 2 0000.
191629 - POO's letter reflects complaint at 961126 Progress Meeting, ref SDS 25
191630 - line 361.
191632 - [On 970321 report that POO was fined for failing to comply with
191633 - permit, ref SDS 70 8492.]
191635 - ..
191636 - POO submits a technical report documenting compliance with the RWQCB
191637 - Abatement Order No. 96- 148, ref DRT 2 line 33. Marc did not provide
191638 - any of the attachments, so it is unclear if this is the report POO was
191639 - required to make to RWQCB, per ref SDS 33 line 571.
191640 - ..
191641 - POO cites a request dated 961118 by RWQCB to COE on creosote
191642 - piles floating in the estuary, and requests copy of report issued to
191643 - RWQCB, per ref DRT 2 line 39.
191645 - The 961118 document is not in the SDS record. The problem of
191646 - floating piles relates to RFP #19 and Dutra's claim dated 961007
191647 - where they performed work with the Antone instead of a clamshell
191648 - mud bucket, ref SDS 22 line 468, ref SDS 19 line 144, and this
191649 - caused floating piling because Dutra failed to use a floating boom
191650 - to contain "floaters." ref SDS 20 line 94, ref SDS 21 line 353.
191652 - ..
191653 - Galbraith is "first of its kind" disposal site in Western US, ref DRT
191654 - 2 line 44.
191656 - Generally, it might be expected that "first of its kind" endeavors
191657 - would be expected to encounter some difficulties.
191658 - ..
191659 - POO contends COE is reluctant to take positive control of
191660 - Galbriath work. ref DRT 2 line 57. POO argues COE should require
191661 - Dutra to comply with POO permit and the abatement order, ref DRT 2
191662 - line 59. This does not address whether the abatement order constitutes
191663 - a change to Dutra's contract.
191665 - ..
191666 - POO contends Galbraith has been given less attention by COE than was
191667 - given to Sonoma Baylands, and that the latter suffered fewer problems
191668 - than has Galbraith. ref DRT 2 line 61, POO cites no instances of poor
191669 - attention. The clamshell mud bucket is an example that was corrected
191670 - when the matter was recognized, ref SDS 18 line 131. POO seems to
191671 - imply COE rather than POO should be responsible for establishing
191672 - discharge protocols under its permit. ref DRT 2 line 65
191674 - [On 970321 report that Port was fined by RWQCB for failing to
191675 - comply with permit. ref SDS 70 8492]
191676 - ..
191677 - Port submits a table of protocols, ref DRT 2 line 75,
191678 - supplementing its submission last month, ref SDS 32 line 73. These
191679 - were not provided by Marc today.
191681 - These protocols need to be clarified and issued to the Contractor.
Time Extension Delayed Delivery Antone
2626 Form, Unsatisfactory Evaluation
Schedule for Construction, 52.236-15
Time Extenstion 1 CD/8K CY
Delayed Delivery Antone
281101 - ..
281102 - Dutra Claims Entitlement to 513 Days Time Extension
281104 - Marc submitted a copy of Dutra's serial letter #0231 dated 970109,
281105 - see ref DRT 4 line 24, which Marc mentioned yesterday was received,
281106 - ref SDS 52 5833.
281108 - This letter cites COE serial letter #0015 dated 961119 which
281109 - concerns COE unsatisfactory evaluation using form 2626. The main
281110 - purpose of Dutra's serial letter #0231 is to assert entitlement to
281111 - 513 days time extension, but the letter does not seem to support
281112 - the claim with competent evidence.
281114 - ..
281115 - There is an attached listing of Dutra documents which COE needs to
281116 - examine. It erroneously cites serial letter #0231 as dated 970108
281117 - when it is actually dated 970109, ref DRT 4 line 143.
281119 - [Met with Max on 970121 about this matter, ref SDS 58 line
281120 - 165; again at ref SDS 63 line 125, ref SDS 63 line 168.]
281121 - ..
281122 - Dutra cites "constructive notice of entitlement..." based on
281123 - "...schedules, correspondence and common awareness." This is
281124 - ordinarily not dispositive where there is an affirmative duty of
281125 - notice and a requirement to justify a change in contract time
281126 - and/or payment.
281128 - ..
281129 - Dutra cites its serial letter #0182 dated 961108 requesting 113
281130 - days.
281132 - ..
281134 - Dutra seeks for the first time time 150 days for the Antone, see
281135 - ref DRT 4 7492, which appears weak since the Antone was not
281136 - identified in their bid submittal for equipment and Dutra
281137 - evidently failed to give notice of delays that would have
281138 - otherwise permitted the government to mitigate the damage. Dutra
281139 - should seek recovery from the manufacturer for late delivery of
281140 - the Antone. Dutra cites its letter dated 961205 as a request for
281141 - 245 days. Presumably this is Dutra's serial letter #0201, which
281142 - sets out an item called "quantity overruns" in the amount of 195
281143 - days, ref DRP 1 line 78. Dutra says this includes an amount for
281144 - infill material, but does not show a calculation nor justification
281145 - that otherwise permits a determination by COE of entitlement to
281146 - additional time. These defects reflect Dutra's presentation on
281147 - 961101, ref SDS 16 line 282, which failed to describe an adequate
281148 - claim for additional time.
281150 - ..
281152 - Need to review quantity overruns was discussed with Max Blodgett
281153 - on 961206, ref SDS 30 0603, and is being reviewed by Tom Keesling
281154 - with Rick Oleniczak in preparing a spreadsheet of quantities and
281155 - time extensions, ref SDS 41 0000. These efforts should be pursued
281156 - diligently to make a determination of time extensions and thereby
281157 - avoid and/or mitigate claims for additional payment to accelerate,
281158 - as set out in the record on 961227. ref SDS 44 0492
281160 - ..
281161 - [On 970202 Welch submitted analysis of this. ref SDS 64 0000]
Sewer Line Installation
Navy Sewer Line, UPRR, 970115
Facilitate Meetings, Use SDS Record
320601 - ..
320602 - Planning Scope and Details of 970115 Meeting with UPRR and Dutra
320604 - We reviewed the status of meeting with UPRR and Dutra on 970115. I
320605 - explained the objectives and steps needed to maintain progress on the
320606 - Navy Sewer Line work.
320608 - Marc advised that he has reviewed the submittals from Dutra received
320609 - on 970107 and found them to be adequate. ref SDS 48 9750
320611 - ..
320612 - Marc called Kevin Ehrenrich and confirmed the schedule to meet at
320613 - UPRR's offices in Oakland on 970115. Marc called Leonard and
320614 - coordinated these matters. It was not clear who was to notify Dutra
320615 - to release the submittals to UPRR in preparation of the meeting on
320616 - 970115; however, the aim of the meeting was for UPRR to have this
320617 - information in time for Joel to review it with various people before
320618 - the meeting on 970115.
320620 - [On 970115 meeting with UPRR delayed. ref SDS 56 7306]
Port of Richmond Procurement
Extend Welch Initial Contract
Conventional Management Not Enough Time to
360601 - ..
360602 - Procurement Communication Metrics Support for Richmond Project
360604 - Discussed Max's objective for Marc to coordinate with Tom Benero on
360605 - continuing Communication Metrics on the Oakland Harbor project. Gave
360606 - Marc a copy of the letter to Max. ref DIT 2 0000
360608 - I suggested that he obtain the procurement prepared by Tom Keesling
360609 - which was disapproved on 961226, and use it as a guide to develop a
360610 - scope of services.
360612 - ..
360613 - Marc said he expects to visit with Tom Benero on Monday about this.
360614 - He is too busy today.
360616 - [See follow up following Tuesday, ref SDS 55 line 106.]
360618 - [See similar problem on 970731, ref SDS 79 line 113.]
Closeout Welch Support for Oakland Harbor
Facilitate Meetings, Demonstrate
Be Prepared SDS Provides 80% of Preparation
4406 - 1015 visited Ofell re signing Welch closeout contract
440701 - ..
440702 - Finalizing Welch Closeout Modification
440704 - Ofell said Tom Benero wants to see me. His door was closed. Ofell
440705 - said he is meeting with someone, and may be free in about 10 to 15
440706 - minutes.
440708 - I came back later and he had begun a meeting with Tom White and Rick
440709 - Oleniczak with Gahagan & Bryant.
440711 - ..
440712 - Tom said he needs information from Tom Keesling on who authorized
440713 - Welch to perform an additional $25K of work, which more than doubled
440714 - the original procurement? He also needs information on the training
440715 - that has been performed.
440716 - ..
440717 - Tom asked me to visit with him in about an hour.
440720 - ..
4410 - 1038 called Max
441101 - Advised of Tom Benero's concerns and asked if Max would meet with him
441102 - since Tom Keesling is now on vacation, and he reported yesterday that
441103 - Tom Benero had all the information COE needs to finalize this matter,
441104 - ref SDS 51 8552.
441106 - ..
441107 - Max said he is too busy now, but may have some time during lunch.
441108 - ..
441109 - Prepared background to facilitate the meeting with Tom Benero
441110 - and Max, covering the meeting with Ofell yesterday, ref SDS 51 5309.
441111 - ..
441112 - Prepared a copy of the invoice and highlighted the tasks where
441113 - some of the training was provided for Communication Metrics. [This is
441114 - applied below to facilitate the meeting with Tom Benero and Max.
Action Item Status
Big Picture Hides Little Deviations that
Summary Disconnected from Details Causes
It's No Fun to Work on Small Problems
Slippery Slope to Ignore Good Practices,
Big Picture/Bottom Line Disconnected from
5109 - 1153 visited with Tom White
511001 - ..
511002 - Action Item Status to Expedite the Work
511004 - Tom White asked for a list of pending Action Items. He wants a
511005 - summary linked to explanations of source and context so he can focus
511006 - on major tasks to complete the project as occurred at the meeting with
511007 - the Contractor and the Port of Oakland on 961126. ref SDS 26 6388
511009 - ..
511010 - He said not to list every small problem of missed contract provisions,
511011 - as discussed on 961105, ref SDS 19 6121, and the Navy Sewer Line.
511012 - ref SDS 19 8188 He feels this is a sore subject with the contractor.
511013 - Tom wants to avoid alienating the contractor, so that everyone can
511014 - work together to expedite solutions to the big problems.
511016 - ..
511017 - This reflects management practice, reported at the PMI conference at
511018 - Alilomar on 940611. ref SDS 4 1763 Previously on 890324 the Engineer
511019 - expedited work on Broadwater Dam. ref SDS 1 6399
511020 - ..
511021 - I advised that an Action Item report was submitted to Max
511022 - yesterday. see ref DIP 10 8573 issued on 970107. ref SDS 50 9999.
511024 - ..
511025 - Briefed Tom on discusson with Marc on new matters. ref SDS 0 7482
511027 - [On 981013 Tom called to return a magazine. ref SDS 87 0000]
511029 - [On 981104 Tom submitted evalation of Communication Metrics
511030 - delivered on the Internet. ref SDS 89 0207]
Time Managers Mostly Talk and Listen, Need
Management Imploding, Fewer People Chasing
Closeout Welch Support for Oakland Harbor
Not Enough Time to Succeed
Not Enough Time to Write Everything Down,
Time - Too Busy Being Busy
6409 - 1210 visited Tom Benero and Max
641001 - ..
641002 - Support and Authority for Increasing Welch Budget
641004 - Tom asked what work was performed by Welch for the period from 961111
641005 - to 961226. He expressed concern that the added cost doubles the price
641006 - of the original procurement. We examined the Welch invoice showing in
641007 - the attached detail a total of 121 tasks performed for various COE
641008 - managers, e.g., Tom Keesling, Max Blodgett, Herb Cheong, Marc
641009 - McGovern, Tom Benero, Tom White, Leonard SooHoo.
641011 - [See Tom Keesling's evaluation of Communication Metrics answering
641012 - this question, ref SDS 72 3368.]
641014 - ..
641015 - Tom asked who authorized the work to be performed?
641016 - ..
641017 - I explained the background with respect to the contract
641018 - modification procurement that was begun oa 961022, approved on 961101,
641019 - again on 961206 and later disapproved on 961226. I advised that Welch
641020 - assumes the risk of performance without specific authorization for
641021 - these 121 tasks. I reported that responsible COE staff did their best
641022 - to carry out applicable requirements based on available time and
641023 - understandings of what needed to be done.
641025 - [COE counsel Jim Stout asked same questions, ref SDS 53 5849.]
641027 - ..
641028 - There was no discussion of who will perform 121 tasks for the period
641029 - ahead, nor how the record will be applied to support future decisions,
641030 - nor who will follow up on pending Action Items.
641032 - [On 970722 report of $1M overpayment to Dutra. ref SDS 77 5839.]
641033 - ..
641034 - Tom advised that Welch should have notified COE of the need for
641035 - a new procurement at the time funding expired on 961110.
641037 - ..
641038 - I explained having attempted to give COE notice beginning on 961022,
641039 - ref SDS 15 4482. We recalled the meeting with Tom Benero, Herb Cheong
641040 - and Tom Keesling on 961101, ref SDS 17 4839, which was one of many
641041 - "notices" that timely action was needed (see as well the meeting with
641042 - Tom Benero on 961212, ref SDS 35 5839). But, not-with-standing the
641043 - record of actual notice, Welch accepts responsibility for any
641044 - inadequacy of notice and so offered today to withdraw the invoice,
641045 - since it reflects work intended to help COE management, and instead
641046 - has become a burden, taking up valuable time needed on other matters,
641047 - e.g., 30+ pending Action Items, per letter to Max at ref DIP 10 line
641048 - 340.
641049 - ..
641050 - There was consideration of Tom Keesling's efforts in this
641051 - matter, and concern about whether appropriate people were kept
641052 - "informed." I explained my sense that Tom Keesling at all times acted
641053 - correctly, with integrity and dispatch, based on available
641054 - information. This record reflects the article in PM Network, May
641055 - 1996, describing how everybody wants to be kept informed, but in the
641056 - New World Order nobody has time to understand, ref OF 2 line 151.
641059 - ..
641060 - Not Enough Time Using Conventional Management to Succeed
641062 - Welch holds that all COE staff did their best to develop a proper
641063 - procurement for follow-on Communication Metrics support, but there
641064 - wasn't enough time using conventional methods of "guess and gossip,"
641065 - dialog, documents and human memory to accomplish this goal, similar to
641066 - problems at Intel, ref SDS 9 5002; previously on Todd/Schnitzer RFP
641067 - #19. ref SDS 39 5790
641069 - ..
641070 - As a result, Contracting Officer, Tom Benero, is unaware of work
641071 - performed and authorization, despite having personally authorized such
641072 - work. ref SDS 0 5893
641074 - ..
641075 - Communication Metrics aims to fix this, but there wasn't enough time
641076 - to complete the task in 3 months, which was the purpose of the follow
641077 - on contract cancelled by the CO. It was difficult to judge how often
641078 - to remind staff and to what level of detail to present needed action,
641079 - under existing management practice. However, at all times, each
641080 - manager made a strong effort; and, so, it cannot be said that anyone
641081 - erred or failed to perform. Therefore, any shortfall was Welch's fault
641082 - and Welch is willing to withdraw the invoice for the period at issue,
641083 - since in particular the ultimate service to be delivered was not
641084 - successful: Communication Metrics could not accomplish an orderly,
641085 - timely replication of itself.
641087 - [See similar problems of not having enough time to remember at
641088 - ref SDS 65 7777.]
641090 - ..
641091 - [On 970910 professional event reports executives do not have
641092 - enough time to think. ref SDS 80 2139]
641094 - ..
641095 - [Not enough time for procurement on 970128, ref SDS 59 5839;
641096 - again on 970722, ref SDS 77 3855.]
641098 - ..
641099 - [See COE report on Communication Metrics at ref SDS 71 4433,
641100 - received on 970418. ref SDS 72 3368]
641102 - ..
641103 - [See example from CBD procurement on 970516, ref SDS 73 4411.]
641104 - ..
641105 - Tom seemed to indicate that it is appropriate for the government
641106 - to pay for the services at issue, as previously indicated by Tom
641107 - Keesling relating a discussion with John Eft on 961226, ref SDS 43
641108 - 5723.
641110 - ..
641111 - Tom advised that Tom Keesling entered handwritten adjustments to the
641112 - procurement documents prepared by Ofell, yesterday. He asked why that
641113 - was done? Tom said he will have to meet with Tom Keesling, when he
641114 - returns from vacation in two weeks, to correct these documents, so the
641115 - Welch invoice can be processed. He explained having just had a chance
641116 - to review them, and, as a result, he discovered shortcomings.
641118 - ..
641119 - We reviewed the SDS record showing the meeting yesterday between Ofell
641120 - and Tom Keesling, in which Ofell asked Tom to make adjustments to
641121 - correlate with the Welch invoice, ref SDS 51 5309. Tom Benero
641122 - indicated this is sufficient explanation to satisfy his needs, so the
641123 - procurement can be processed without further delay.
641124 - ..
641125 - Tom expressed concern about how to prepare the procurement. He
641126 - would like to get an email from COE counsel, Jim Stout, to support the
641127 - method of preparing the documents. Tom asked me to meet with Jim on
641128 - Monday, because Tom will be out of the office that day, and Monday is
641129 - Jim's last day on the job. He is retiring. I suggested that Tom
641130 - write out instructions and/or questions for me to review with Jim.
641132 - [See where I met with Jim the following Monday, ref SDS 53 5849.]
641134 - ..
641135 - Max asked why legal counsel must pass on an increase in the amount of
641136 - an existing contract? He asked if the budget has been authorized?
641138 - ..
641139 - Tom advised that funding has been allocated.
641141 - ..
641142 - Max offered an example of contracting to have a door hung, if
641143 - thereafter, COE can modify the contract to hang more doors? Tom
641144 - seemed to indicate that this can be done up to $100K.
641145 - ..
641146 - There was discussion that Tom might be able to reach Jim Stout
641147 - at home today, to alert him to this task, which is needed on his last
641148 - day on the job, in order to approve the Welch procurement. Otherwise
641149 - Jim may be too busy to consider this and to provide the memo Tom
641150 - needs, which could lead to further delay. Tom will try to do this
641151 - later today.
Sole Source Justification
Increase Budget 4 months on Oakland Harbor
Port of Oakland Says Not Needed
DE Advises Terminate Welch
Port of Richmond
DE Objects to Welch
Comedy of Errors, Management by
Accountability is Avoided
Para Legal Aide to Collaborate Research Prepare Case
Law Use Com Metrics for Writing Support
771301 - ..
771302 - Welch May Qualify as Sole Source Vendor for Communication Metrics
771304 - We then considered briefly whether an alternate procurement would be
771305 - successful in meeting Max's objective to continue using Communication
771306 - Metrics on the Oakland Harbor project, per Marcus Tikotsky's ideas
771307 - advanced yesterday for correcting the procurement documents, ref SDS
771308 - 50 5838.
771310 - ..
771311 - Tom said he needs to review John Eft's memo on 961220, which he has
771312 - seen, but cannot recall in detail. He indicated a need to visit with
771313 - John about his legal concerns in order to evaluate whether Marcus'
771314 - ideas would be successful.
771316 - ..
771317 - We therefore examined the SDS record analysing John's memo, ref SDS 42
771318 - 5839, which I brought to this meeting to facilitate discussion.
771320 - ..
771321 - Tom was able to see where each of John's points is analysed relative
771322 - to other information. He noticed the Executive Summary enabled him to
771323 - quickly grasp John's points, and how these summary points are linked
771324 - into the detail for deeper analysis and understanding, if needed. We
771325 - looked at the memo for Tom Keesling to meet with John about his
771326 - concerns, ref DIP 8 line 33.
771328 - ..
771329 - Tom Benero then recalled that Tom Keesling met with John, and that
771330 - John seemed to withdraw his position that Communication Metrics is
771331 - ordinary litigation support that is widely available, ref SDS 42 5839.
771333 - ..
771334 - Tom remembered that John raised the idea that para legals could
771335 - perform Communication Metrics, and Tom Keesling asked him to call one
771336 - and ask them for their system to align communications that build and
771337 - maintain shared meaning using an electronic data base to produce a
771338 - knowledge space integrating time, information, people and documents.
771339 - This is the explanation of sole source justification, ref SDS 42 1762,
771340 - in the Welch letter which is in the procurement materials submitted to
771341 - John, ref SDS 42 8492, but which he had not reviewed in forming his
771342 - initial opinion. John Eft could not think of anyone the Corp could
771343 - call for this support.
771345 - [On 970131 clarification that Tom Keesling concurred that John
771346 - Eft changed his opinion, but Tom Benero advises he did not
771347 - attend the meeting and was only reporting here what he gathered
771348 - from a discussion with Tom Keesling. ref SDS 63 7306]
771350 - ..
771351 - [See COE report on Communication Metrics ref SDS 72 3369.]
771353 - ..
771354 - [Max reports on 970731 that John Eft approved sole source
771355 - procurement for Welch ref SDS 78 8402.]
771357 - ..
771358 - Accordingly, since Welch can provide Communication Metrics, based on
771359 - work at COE the past 3 months, it may be possible to meet the
771360 - standards for sole source procurement standards, if COE wishes to use
771361 - this method.
771364 - ..
771365 - DE Disapproves Communication Metrics on Oakland Harbor Project
771366 - Communication Metrics to be Used on Richmond Project
771368 - Tom advised that this point is mute, because the District Engineer
771369 - confirmed in a meeting within the past few days that he wants to
771370 - advertise for bids to perform Communication Metrics on the Richmond
771371 - project, but to discontinue Welch support on the Oakland Harbor
771372 - project because the Port of Oakland is opposed to the method. This
771373 - seems to reflect concerns by Tom White reviewing meeting notes on
771374 - 961202, ref SDS 27 3399, recommendations on 970108, ref SDS 50 2748,
771375 - and Welch letter issued on 970107, ref DIP 10 7277 at ref SDS 49 4752.
771377 - [See follow up procurement with Marc McGovern, ref SDS 56 6277;
771378 - submission of proposed scope of services, ref SDS 56 5287]
771380 - ..
771381 - [See confirmation that Len Cardoza and Gail Staba object to using
771382 - Communication Metrics on Oakland. ref SDS 57 6288.]
771384 - ..
771385 - [See Herb Cheong advises Port of Oakland approved Communication
771386 - Metrics. ref SDS 66 7269.]
771388 - ..
771389 - [On 970131 Tom Benero affirmed DE will not approve Communication
771390 - MEtrics because of opposition by Port of Oakland. ref SDS 61 6905
771392 - ..
771393 - [See need for determination on procurement of Communication
771394 - Metrics on Port of Richmond, possible support for Port of Oakland
771395 - project, ref SDS 58 6377.]
771397 - ..
771398 - [On 970624 meeting with DE who said that Communication Metrics is
771399 - not cost effective. ref SDS 76 7388.]
771401 - ..
771402 - [On 981027 Com Metrics saved money for government, it was a
771403 - miracle. ref SDS 88 7315]
771406 - ..
771407 - Port's Position on Communication Metrics Needs Clarification
771409 - Tom seemed to express confusion on the reasoning with respect to
771410 - discontinuing Communication Metrics on the Oakland Harbor job which is
771411 - in trouble and needs immediate support, while arranging to use it on a
771412 - future project for which the need is less acute. He underscored,
771413 - however, the primary point that the DE disapproves of Communication
771414 - Metrics support on the Oakland Harbor project.
771416 - ..
771417 - Max indicated having recently met with Rick Ferrin and other senior
771418 - Port managers, and drawing an understanding that they do not oppose
771419 - Communication Metrics on the Oakland Harbor project.
771421 - [On 970115 initiative to get confirmation of Port's position on
771422 - using Communication Metrics on Oakland. ref SDS 56 0704]
771424 - ..
771425 - [On 970117 report that Len Cardoza and Gail Staba maintained
771426 - that Communication Metrics is not needed on the Oakland Harbor
771427 - project. ref SDS 57 6288]
771429 - ..
771430 - [On 970131 report that Port will not support using Communication
771431 - Metrics on Oakland Harbor project.
771433 - ..
771434 - [On 970213 Herb Cheong advises that the Port of Oakland approved
771435 - usng Communication Metrics. ref SDS 66 7269]
Orientation Comm Metrics, SDS
Managing is Complex, Takes Time to Learn
Quantum Leap in Work Practice Change Needs Support
Talking Seems Fast and Easy Knowledge,
Leadership is Talking People into Doing
Talking & Listening Inadequate, Need
841001 - ..
841002 - New Methods Require Consistent Exposure and Reinforcement
841004 - Perhaps more is needed to assist Command awareness of the power
841005 - Communication Metrics adds to "commanding," characterized by General
841006 - Hatch as automating the military "intelligence" function, ref SDS 11
841007 - line 679. This reflects the cultural challenge of introducing new
841008 - methods, here, the distinction between "knowledge" and "information"
841009 - set out in the New World Order paper, ref OF 2 line 518, described
841010 - also by Lynn Conway in George Gilder's book, "Microcosm," on the
841011 - history of the mircroprocessor, ref SDS 12 line 259; Ms. Conway...
841013 - "How can you take methods that are new, methods that are not in
841014 - common use and therefore perhaps considered unsound methods, and
841015 - turn them into sound methods?"
841017 - "I was very aware of the difficulty of bringing forth a new
841018 - system of knowledge by just publishing bits and pieces of it
841019 - among traditional work and then waiting until after it has all
841020 - evolved and someone writes a book about it."
841023 - ..
841024 - DE reported at a meeting on 961118 having read General Hatch's remarks
841025 - equating Communication Metrics with "automated"intelligence,
841026 - ref SDS 23 line 85. Reading and verbal assurances from colleagues,
841027 - however, only convey information. "Knowledge" of Communication Metrics
841028 - requires experience, as COE staff have experienced it. The current
841029 - decision posture prevents others from gaining the experience needed to
841030 - "know" what Communication Metrics means.
841032 - ..
841033 - This circumstance gives rise to the recommendation in the letter to
841034 - Max yesterday, with a copy to Tom Benero, ref DIP 10 line 33, issued
841035 - at ref SDS 49 line 95. We have to work every day to educate those who
841036 - do not know, until they have the opportunity to experience the new
841037 - system of knowledge, called Communication Metrics, that meets the new
841038 - realities of managing at the dawn of the 21st century. It requires
841039 - persistent, steady effort to surmount 5,000 years of culture that says
841040 - managing means communicating and communicating means talking and
841041 - giving orders. The Information Highway raises the ante: we now need
841042 - dedicated effort to align what is understood today against what was
841043 - understood previously, and how it aligns with objectives, in order to
841044 - avoid drifting off course, discussed with Max a year ago, on 960105,
841045 - ref SDS 10 line 201. The continuous process of measuring human
841046 - understanding gives rise to the name "Communication Metrics."
Learning by Observing/Experiencing Benefits
870601 - ..
870602 - Welch Training in Communication Metrics
870604 - Tom asked for an explanation of training Welch has provided to COE on
870605 - Communication Metrics, following up prior discussions with Max at
870607 - Initially, we recalled that this question was asked and answered
870608 - during procurement to budget Communication Metrics for another four
870609 - months, ref SDS 35 MI9O, which was cancelled on 961226. We looked at
870610 - the invoice to closeout the Welch contract. Tom recalled seeing this
870611 - document. We examined records listed in the invoice showing where
870612 - training was performed. The meeting today is an example of training
870613 - in Communication Metrics, showing how to use the SDS record to conduct
870614 - business meetings, rather than rely on personal recall, and how this
870615 - helps busy executives make better decisions that improve productivity.
870616 - We demonstrated how the Communication Manager role assists COE
870617 - executives in applying the record, as I am doing today.
870619 - ..
870620 - Tom requested a letter explaining this point to support approval of
870621 - the Welch closeout procurement.
870623 - [On 970130 sent another letter. ref SDS 60 0000
870625 - ..
870626 - He asked me to meet with him in his office.
870628 - ..
870629 - At Tom's office, he called Jim Stout at home but Jim was not in. He
870630 - called Ofell into his office and explained he would like to get a memo
870631 - from Jim on Monday to support the form and authority for closing the
870632 - Welch contract. Tom asked me to remind Ofell on Monday to contact Jim
870633 - about this.
870635 - ..
870636 - There was brief discussion of a recent exchange among Tom, Max and the
870637 - DE on managing the Oakland Harbor project without Welch, Jim Stout and
870638 - Tom Keesling. Tom seemed to indicate having explained to DE that this
870639 - situation presents a challenge to the project that will require action
870640 - soon. I advised Tom of my recommendation to Max that COE hire Jim
870641 - back for dedicated legal counsel to support the project, and that
870642 - Communication Metrics be increased. Tom seemed to concur with this
870643 - assessment.
Schedule Review, Dutra, Port of Oakland,
Communication Manager Ensures Time Invested in Intellectual Capital
Examples of Needs and Requirements
Prepare Record on 961213 Meeting
Tasks Performed by Welch Unattended by
Knowledge Worker Communication Manager
Decision Support USACE Management Team Cannot Remember Reasons Why C
A210 - 1324 Monti advised Max needs report
A21101 - ..
A21102 - Report needed for schedule review meeting on 961213
A21104 - I visited briefly with Monti in the elevator while leaving the
A21105 - building, after talking to Tom Benero, per above. ref SDS 0 0492
A21107 - ..
A21108 - Monti mentioned that in a department meeting on 970107 Max reported a
A21109 - major problem occurred from conflicts with the contractor on
A21110 - understandings and commitments from an earlier meeting on 961213 to
A21111 - review the project schedule. ref SDS 36 0000
A21113 - This matter was reviewed with Max the morning of 970107.
A21114 - ref SDS 49 6037
A21116 - ..
A21117 - Monti related Max's concern on the meeting on 970107 that conflicts
A21118 - about what Dutra presented and USACE's agreements and commitments at
A21119 - the earlier meeting on 961213, may cause $Millions of dollars in extra
A21120 - cost to the government.
A21122 - ..
A21123 - An example is 513 days time extension, see above, ref SDS 0 3572
A21125 - [On 981027 District Counsel advised that Dutra was paid $30M above
A21126 - the contract price to settle claims. ref SDS 88 9152]
A21128 - [On 020217 DOD program manager related value of SDS for tracking
A21129 - source of changes in contracts that come from meetings and daily
A21130 - discussions. ref SDS 92 1332
A21132 - ..
A21133 - Monti advsied that everyone at the meeting had different recollections
A21134 - about Dutra's presentation on 961213. Max asked the staff to pool
A21135 - their notes in order to assemble a record of what transpired at that
A21136 - meeting with Dutra and the Port of Oakland. see ref SDS 36 5467
A21138 - On 961218 similar problem with RFP #19. ref SDS 39 5790
A21140 - ..
A21141 - On 950301 Morris had similar problem at Chips concerning a meeting
A21142 - in France. ref SDS 8 3333 Frustration of difficulty remembering
A21143 - during meetings was cited on 950228. ref SDS 7 1994
A21145 - ..
A21146 - This problem reflects the follow up Schedule Review meeting held on
A21147 - 970106 in which Bob Johnston reported that Bill Dutra presented the
A21148 - "Work Plan" exhibit as an alternate schedule, rather than as an
A21149 - implementation of Dutra's schedule identified by Dutra's exhibits
A21150 - dated 961213. see the record at ref SDS 46 8445
A21152 - ..
A21153 - On 961217 it was recommended that CESPN review Dutra's submission on
A21154 - 961213 and consult counsel in order to respond effectively. However,
A21155 - concern was raised about not having enough time to make a thorough
A21156 - review. ref SDS 38 8449
A21158 - ..
A21159 - On 961218 not having enough time to align decision on RFP #19 with the
A21160 - SDS record, i.e., organizational memory, turned out later to require
A21161 - more time and money to fix problems caused by conflicts with the
A21162 - record. ref SDS 39 5790
A21164 - ..
A21165 - Monti said today that discussion on 970107 revealed the project team
A21166 - had relied on Communication Metrics for capturing the record and
A21167 - adding alignment with contract requirements, because Com Metrics was
A21168 - found over many months to be effective for improving collaboration
A21169 - within USACE, and with the contractor and the Port of Oakland. As a
A21170 - result, nobody has notes of the meeting with Dutra on 961213.
A21172 - ..
A21173 - Max pointed out that Welch was not used for that meeting because the
A21174 - Port of Oakland objected, see on 961206. ref SDS 31 5002
A21176 - [...below, an SDS record was created of the meeting. ref SDS 0
A21177 - 9483
A21179 - ..
A21180 - Monti related that Max asked everyone at the meeting on 970107 to
A21181 - write up as best they can what they recalled happened at the meeting
A21182 - with Dutra on 961213, and submit their notes to Tom Keesling, so the
A21183 - District can support decisions that were issued following the meeting.
A21185 - ..
A21186 - This record reflects experience in other industries where lack of
A21187 - organizational memory cripples management from making effective
A21188 - decisions. On 950303 engineers could not remember important
A21189 - informtion from a meeting in Paris, France. ref SDS 8 3333 On
A21190 - 941211 PG&E could not remember, etc. ref SDS 5 6488
A21192 - ..
A21193 - Monti said that she has not had time to do this, and she is concerned
A21194 - that others have the same problem. She is afraid nobody can remember
A21195 - very much that is helpful, and asked if I could visit with Max about
A21196 - this even though the Commander has refused Max's request to continue
A21197 - Com Metrics, reported on 961226. ref SDS 43 0549
A21199 - [On 970321 CESPN managers frustrated they do not have enough time
A21200 - to handle information flow. ref SDS 69 8266]
A21202 - ..
A21203 - [On 970603 Dave Vannier cited difficulty using good management
A21204 - practices consistenly at Intel. ref SDS 74 5803]
A21206 - ..
A21207 - [On 970624 report to District Counsel lost and was resubmitted.
A21208 - ref SDS 75 9045]
A21210 - ..
A21211 - [On 970926 HQUSACE communication problem. ref SDS 81 9539]
A21213 - ..
A21214 - [On 971229 management training film shows "problem handling" is
A21215 - always happening. ref SDS 82 1501]
A21217 - ..
A21218 - [On 980307 Andy Grove's book says says analysis essential for good
A21219 - management. ref SDS 84 3668 Good management takes leadership, see
A21220 - ref SDS 84 4485
A21222 - ..
A21223 - [On 980807 article on managers do not having enough time because
A21224 - of information overload. ref SDS 85 2426]
A21226 - ..
A21227 - [On 980808 Ross cited "problem handling" situations occuring at
A21228 - IBM. ref SDS 86 1125; feels information overload problem is solved
A21229 - by hard work. ref SDS 86 3379]
A21231 - ..
A21232 - [On 990126 snafu in HQUSACE communication. ref SDS 90 3402]
A21234 - ..
A21235 - [On 051130 article in AIA Architect - during the past quarter
A21236 - century, documentation has grown significantly; projects that
A21237 - required only a few file boxes in the 1980s result in many times
A21238 - that amount today. ref SDS 93 Z16L
Meetings Com Manager Need Not Attend Every Meeting One Com Manager Su
Schedule Review, Dutra, Port of Oakland, 961213
Meetings Calls Docs Capture Organizational Memory Convert to Intellig
Capture Organizational Memory Meetings and Communications
Com Manager Need Not Attend Every Meeting to Capture Organizational M
Capture Record Organizational Memory
AE0901 - ..
AE0902 - Meetings Need Not be Attended by Com Manager
AE0903 - Intelligence Accumulates without Attending Meetings
AE12 - 1338 visited Max
AE15 - ..
AE1501 - I offered to submit the SDS record for the meeting on 961213 with
AE1502 - Dutra and the Port of Oakland, per Monti's report, above, ref SDS 0
AE1503 - 2487, saying that Max needs to know what happened at that meeting,
AE1504 - which he and others attended.
AE1506 - ..
AE1507 - Max said hadn't thought there would be an SDS record since I was asked
AE1508 - on 961213 not to attend the meeting. He asked today how there could
AE1509 - be an SDS record, without the Communication Manager having attended,
AE1510 - similar to Morris' question about how the record was prepared on the
AE1511 - Asilomar Conference last July without a Communication Manager having
AE1512 - attended? ref SDS 13 0072
AE1514 - [On 010517 similar issue at SRI. ref SDS 91 T16I
AE1516 - ..
AE1517 - We reviewed Communication Metrics theory of "Knowledge Space" that
AE1518 - empowers people to make better decisions through command and control
AE1519 - of the record. ref OF 2 4212 That is how Communication Managers
AE1520 - improve management productivity, which is the purpose of the Welch
AE1521 - contract with COE issued on 960913. ref SDS 14 7734
AE1523 - ..
AE1524 - The meeting on 961213 was regularly scheduled in the SDS record based
AE1525 - on prior work setting up the event, as shown in the meeting with Dutra
AE1526 - on 961121. ref SDS 24 8599
AE1528 - ..
AE1529 - Since I did not attend the 961213 meeting, per COE instructions not to
AE1530 - use Communication Metrics with the Port, the record of the meeting was
AE1531 - captured over the ensuing days and weeks from discussions with those
AE1532 - who did attend, including Max, other USACE staff, people with Dutra,
AE1533 - and the Port who draw on momentary memory to relate information from
AE1534 - that meeting in varous other settings. Piecing this all together, in
AE1535 - relation to what has been said in varous documents that allude to the
AE1536 - meeting, provide a fairly good understanding of what actually happened
AE1537 - at the meeting on 961213.
AE1539 - ..
AE1540 - SDS adds value to daily management from what people recall, say and
AE1541 - do, by adding alignment with objectives, requirements and commitments,
AE1542 - which are in the record, but which people cannot remember, because the
AE1543 - human mind can only maintain alignment for about a minute, reported on
AE1544 - 950204. ref SDS 6 0550 The result is a body of intelligence that
AE1545 - enables the group to understand correlations, implicaitons and nuance
AE1546 - needed for effective management to carry on the work, i.e., follow up
AE1547 - on getting things done correctly, on time and within budget. This is
AE1548 - commonly called "listening," which is a big need for leadership,
AE1549 - reported on 890809. ref SDS 3 CJ9J
AE1551 - ..
AE1552 - It would have been faster, better and cheaper (TQM) to capture the
AE1553 - record if Communication Metrics had been used during the meeting. But
AE1554 - the job of the Communication Manager is to gather the best evidence of
AE1555 - what happened, and so this was done in order to perform the Welch
AE1556 - contract to empower COE management with command and control of the
AE1557 - record, i.e., knowledge is power (see "POIMS, the Art of Automated
AE1558 - Management in the 21st Century," ref OF 1 0001).
AE1560 - ..
AE1561 - Max said the SDS record for the meeting on the 961213, ref SDS 36
AE1562 - 0000, would be very useful to those who attended the meeting, but have
AE1563 - not yet had a chance to jot down their recollections, as set out in
AE1564 - the New World Order paper. ref OF 2 0645 He recalled our meeting on
AE1565 - 960924 when he asked what steps leadership can take to empower people
AE1566 - with the benefits of good management practice.
AE1568 - ..
AE1569 - This information is in Tom Keesling's computer and I have it, if USACE
AE1570 - needs support, as noted by Monti.
AE1572 - ..
AE1573 - The Communication Manager role uses skills to draw the record so it
AE1574 - can empower management, as called out in the Welch contract with COE.
AE1575 - Sometimes this requires a extra effort to help people gain experience
AE1576 - with this new method. The Communication Manager can do this, and is
AE1577 - helped by strong leadership.
Distribution. . . . See "CONTACTS"