THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700


S U M M A R Y


DIARY: April 4, 1997 08:00 AM Friday; Rod Welch

Meeting with Max, Tom and Leonard on Richmond/CSB organization.

1...Summary/Objective
2...Organizational & RMS Implementation Planning - Need More Research
.....1...What are the organizational requirements to accomplish mission
.....2...What are hardware/software requirements to implement RMS
.....3...What planning and support is needed to adequately perform
3...RMS Flow Chart Shows Improvement; Need Revision to Control Points
4...Organizational Job Descriptions Need Improvement
5...Follow up Meeting
6...Schedule Review Shows Expedited Support Required
7...Communication Metrics Support Helpful, Marketing Demonstration
8...COE Will Develop Office Facilities
9...A-E Needs to Commence Research, Planning, Training, Mobilization
10...RMS Research Field Trips to Develop Information Flow
11...Government Estimates and Audit
12...Bid Quantity Research Reconciliation
13...Petaluma or Humbolt Small Project Needs BCR on Bid Documents
14...COE Counsel Request Support for Dutra Litigation Research

ACTION ITEMS.................. Click here to comment!

1...There was no discussion of the method for signing-off on these reports

CONTACTS 
0201 - Corps of Engineers, SFD            415 977 8400 fax 8483
020101 - Mr. Max R. Blodgett, II, P.E., L.S.
020102 - Construction Operations Division   =415 977 8480
0202 - Corps of Engineers, SFD            415 977 8400 fax 8483
020201 - Mr. Thompson F. Keesling, Architect; Assistant Chief =415 977 8473/8701
020202 - Construction Operations Division   =415 977 8480
0203 - Corps of Engineers, Sausalito      415 331 0404 fax or 800...
020301 - Mr. Leonard SooHoo, P.E.; Chief; Construction Service Branch
0204 - Corps of Engineers, Sausalito      415 331 0404 fax or 800...
020401 - Mr. Mike Murphy; Project Engineer
020402 - Construction Service Branch =Telephone/fax
0205 - Corps of Engineers, SFD            415 977 8400 fax 8483
020501 - Mr. Ken Kuhn; Chief, Civil Design Branch =415 977 ____
020502 - Engineering Division
0206 - Corps of Engineers, SFD            415 977 8400 fax 8483
020601 - Mr. Chris Shields; Civil Design Branch =415 977 ____
020602 - Engineering Division
0207 - Corps of Engineers, SFD            415 977 8400 fax 8483
020701 - Ms. Merry Goodenough, ESQ; Office of Counsel =415 977 8647
0208 - Corps of Engineers, SFD            415 977 8400 fax 8483
020801 - Mr. Ted Bruch; Construction Manager =415 977 ____
020802 - Construction Operations Division   =415 977 8480

SUBJECTS
Richmond Scope of Services, 970225
COE Staffing
Staffing of Project
Construction Services Branch

1006 -    ..
1007 - Summary/Objective
1008 -
100801 - Followed up ref SDS 6 8494, ref SDS 3 8333.
100802 -
100803 - More work is needed on position-descriptions for expanding CSB. Made
100804 - further edits on RMS Information Flow chart. Planned field trips to
100805 - research RMS usage at other COE installations.  Reviewed Schedule on
100806 - Richmond.  Interim assignments may be needed for Project Engineer and
100807 - Inspectors.  Interim AE Inspection support will be investigated from
100808 - Engineering Division's AE contract.  Need to reconcile recent survey
100809 - results with specified bid quantities.  CON OPS will perform BCR on a
100810 - small project so it can be bid to maintain funding for the overall
100811 - project.  Legal Division needs support on the Oakland/Dutra matter.
100812 -
100813 -
100814 -
100815 -
100816 -
1009 -
1010 -
1011 - 0R11 Discussion
1012 -    ..
1013 -
101301 - Organizational & RMS Implementation Planning - Need More Research
101302 -
101303 - Follow up ref SDS 6 line 357.
101304 -
101305 - Distributed and reviewed notes, ref DIT 2 line 32. of meeting on
101306 - 970320, ref SDS 8 line 88.
101307 -
101308 - Tom reviewed the subjects to cover in the meeting this morning, from
101309 - our meeting on 970320:
101310 -
101311 -  ..
101312 -
101313 -     1.  What are the organizational requirements to accomplish mission
101314 -         of managing contracts using COE procedures (e.g., CCA Guide)
101315 -         based on the work load of the Construction Services Branch
101316 -         over the next few years, and in particular to prepare for the
101317 -         4 major projects that will be started this year?
101318 -
101319 -  ..
101320 -         ..
101321 -     2.  What are hardware/software requirements to implement RMS
101322 -         for the organization needed under point 1?
101323 -
101324 -     3.  What planning and support is needed to adequately perform
101325 -         steps 1 and 2?
101326 -
101327 - Mike Murphy submitted an updated chart he prepared to support RMS. The
101328 - chart contains changes discussed at the meeting on 970320, ref SDS 8
101329 - line 127.  It includes a node for the Humbolt project.
101330 -
101331 -
101332 -  ..
101333 - RMS Flow Chart Shows Improvement; Need Revision to Control Points
101334 -
101335 - The chart does not expressly identify "control points" discussed on
101336 - 970320, ref SDS 8 line 136, however, these can be inferred from the
101337 - information flow shown in the chart.
101338 -
101339 -     Project Engineer is the primary control from each project.
101340 -
101341 -        AE Inspection reports for each of the three work shifts are
101342 -        reviewed by COE inspectors and assembled for approval by
101343 -        Project Engineer.  Tom noted the need to add a flow line for
101344 -        Quality Control reports from General Contractor to COE
101345 -        Inspectors, who will resolve differences between GC and AE
101346 -        reports.
101347 -     ..
101348 -     RMS Manager is control point to organize daily record.
101349 -
101350 -     Resident Engineer is control point for release of information
101351 -     from Construction Services Branch to CON OPS.
101352 -
101353 - There is a node for Resident Office RMS Workstation.  The chart shows
101354 - a flow from the RMS Manager to the Resident Office RMS Workstation.
101355 - There is also a connection between this workstation and the Resident
101356 - Engineer.  There is also a dual flow line from the Resident Engineer
101357 - and a node for RMS TM Q/A Construction.  Mike explained this is his
101358 - workstation.  The chart appears to indicated that information would be
101359 - released from the Construction Services Branch from this node to CON
101360 - OPS.
101361 -
101362 - Mike explained the RMS TM Q/A Construction node is his assignment.
101363 - ..
101364 - It appears that the RMS Net Manager is intended to represent a
101365 - computer server.
101366 -
101367 - Max suggested that Mike should manage the RMS Net Server, as Tom
101368 - Keesling's Technical Manager.  He can draw support from District IMO,
101369 - as shown on the chart.  The Office Engineer and the Contract
101370 - Administrator will perform review of information from projects to
101371 - prepare it for signature by the Resident Engineer, Leonard, or his
101372 - designee, usually the Office Engineer.
101373 -
101374 - This scenario seems to mean that the Resident Office RMS Workstation
101375 - is unnecessary, or is otherwise accomplished by the RMS Net Manager
101376 - server station, and by Mike's role as Technical Manager, as RMS TM Q/A
101377 - Construction Manager.
101378 - ..
101379 - There was discussion that on each project the A/E Inspection
101380 - Service node should include the General Contractor's Quality Control
101381 - operations as well.  Three shifts of information need to be assembled
101382 - into a single report that is reviewed and approved by the Project
101383 - Engineer, as discussed at the meeting on 970320, ref SDS 8 line 157.
101384 -
101385 - There was no discussion of the method for signing-off on these reports
101386 - using the electronic signature card, per the discussion on 970320, ref
101387 - SDS 8 line 139.
101388 -
101389 - It appears that the Office Engineer can be the backup signature for
101390 - the Resident Engineer.  The Construction Manager should also be in
101391 - this chain to ensure uninterrupted information flow in the face of
101392 - absences, per the meeting on 970320, ref SDS 8 line 146.
101393 - ..
101394 - Discussion at the meeting today on office organization, below,
101395 - did not directly address the number of Office Engineers that may be
101396 - needed to adequately perform the reviews of daily information flows
101397 - from the projects, as discussed on 970320, ref SDS 8 line 163.  One
101398 - may be enough for 3 projects or 10 projects, but at some point,
101399 - further support is needed.
101400 -
101401 - There was no discussion of the number and configuration for servers to
101402 - control release of information, as considered on 970320, ref SDS 8
101403 - line 149.
101404 -
101405 - There was no discussion on release of information from CON OPS, which
101406 - is the originating source, to PPMD and CEFMS, per ref SDS 8 line 174.
101407 -
101408 -
101409 -  ..
101410 - Organizational Job Descriptions Need Improvement
101411 -
101412 - Max advised that COE Personnel review staff in Sacramento have
101413 - requested more expansive descriptions for the new positions needed for
101414 - the Construction Services Branch, per discussion on 970328, ref SDS 13
101415 - line 332.
101416 -
101417 -     [See follow up getting approval of position descriptions, ref SDS
101418 -     22 line 126.]
101419 -
101420 - Tom recalled submitting a report to Max on re-organizing the
101421 - Construction Services Branch.  He explained the need to revise the job
101422 - descriptions to meet requirements posed by the Sacramento COE staff.
101423 - ..
101424 - Max indicated a letter is needed to Guy.  There was discussion
101425 - relating to Debbie.
101426 -
101427 - There was no specific review of the organizational chart discussed at
101428 - the meeting on 970320, ref SDS 8 line 187.
101429 -
101430 -     [See follow up preparing organization chart, ref SDS 23 line 74.]
101431 -
101432 -
101433 -  ..
101434 - Follow up Meeting
101435 -
101436 - We will meet next on 970424 at 0800 to review progress.
101437 -
101438 -     [Confirmed schedule for meeting at ref SDS 18 2105.]
101439 -
101440 -
101441 -
1015 -

SUBJECTS
Activity Flow
Project Engineer, Assign
Instructions to Field, CM, EM
Objectives/Requirements
Schedule

1508 -
150801 -  ..
150802 - Schedule Review Shows Expedited Support Required
150803 -
150804 - The team examined and discussed the construction launch schedule
150805 - identified as file 970331 dated today, ref OF 4 line 10.
150806 -
150807 - Mike suggested changing the description of WBS activity BBDH from
150808 - Engineering Report to "Instructions to Field," since that is a
150809 - standard term in the Corps of Engineers.
150810 -
150811 -      [This was done in a schedule update, ref SDS 15 0000.]
150812 -
150813 -
150814 - Max noted the need to acquire interim inspection support from the
150815 - Engineering Division AE contract in case the Luster contract cannot be
150816 - concluded in time for them to support construction launch activities.
150817 -
150818 -      [It was later decided not to do this.]
150819 -
150820 - ..
150821 - There was discussion that an interim Project Engineer should be
150822 - assigned to begin work on planning identified by WBS activity BCD:
150823 -
150824 -            Plans & Specs
150825 -            EIR
150826 -            Project Management Plan
150827 -            PCA
150828 -
150829 -    ...and to commence preparation of a Construction Management Plan,
150830 -    per discussion with Tom and Leonard on 970225, ref SDS 2 line 213.
150831 -
150832 -       [See follow up deciding not to assign interim Project Engineer,
150833 -       ref SDS 22 line 177.]
150834 -
150835 -  ..
150836 - Communication Metrics Support Helpful, Marketing Demonstration
150837 -
150838 - Max noted that the Construction Launch Schedule was well done, and
150839 - that COE should pay for it.  There was discussion that the schedule
150840 - was prepared as a marketing aid to demonstrate the meaning of "organic
150841 - subject structure," which is part of Communication Metrics support
150842 - being considered for Task Order 2 on Richmond, see para 3a(5), ref OF
150843 - 1 line 120.  Some COE staff have associated this with conventional
150844 - subject indexing and document control, ref SDS 8 line 369, so to
150845 - illustrate the difference and value added of using Communication
150846 - Metrics, it was necessary to prepare an example based on actual work.
150847 -
150848 -     [See follow up on developing procurement ref SDS 19 line 83.]
150849 -
150850 -     [See concern about "marketing" support at ref SDS 21 line 112.]
150851 -
150852 -
150853 -
1509 -

SUBJECTS
Facilities

1604 -
160401 -  ..
160402 - COE Will Develop Office Facilities
160403 -
160404 - Max left the meeting and brought Ted Bruch into the meeting, since he
160405 - will be the Construction Manager.  Tom Keesling provided a copy of the
160406 - construction Launch Schedule.
160407 -
160408 - There was discussion of Ted expediting coordination with the Port of
160409 - Richmond to identify the facilities for the Project Office.
160410 -
160411 - Leonard will send a LAN to the Port on status of facilities.
160412 -
160413 - Tom Keesling wants to inspect the proposed office to ensure there is
160414 - sufficient space for the 5 or 6 people who will be assigned there.
160415 -
160416 -       [See follow up on 970424, ref SDS 22 line 194.]
160417 -
160418 -
1605 -

SUBJECTS
A-E Consultant, Luster
RMS Research, Field Trips
Planning Time
RMS Review, CPM, CTM

2007 -
200701 -  ..
200702 - A-E Needs to Commence Research, Planning, Training, Mobilization
200703 -
200704 - Max noted the availability of AE support in the Engineering Division
200705 - that could be used, if the Contracting Division is unable to make
200706 - Luster available to perform the work in Task Order 1, ref OF 2 line
200707 - 225, in time to meet the schedule for starting construction.
200708 -
200709 - Work is needed on the deliverables specified in Task Order 1
200710 - checkpoint 4, ref OF 2 line 420, in order for COE to prepare the
200711 - Construction Management Plan.
200712 -
200713 -     1.  Review of Construction Contract Administration (CCA) Guide
200714 -     2.  RMS Implementation Plan
200715 -     3.  Joint Automation Plan
200716 -     4.  Safety Plan
200717 -     5.  Quality Assurance Plan
200718 -
200719 -    [Tom met with Luster on 970422 ref SDS 20 line 62, reported on
200720 -    970424 another meeting scheduled for oa 970430 to identify items
200721 -    Luster can perform, ref SDS 22 line 217.]
200722 -
200723 -
200724 -  ..
200725 - RMS Research Field Trips to Develop Information Flow
200726 -
200727 - Followed up work at ref SDS 6 line 240.
200728 -
200729 - Mike and Leonard plan to visit next week a COE installation where RMS
200730 - is being used.  Tom Keesling will try to join them.
200731 -
200732 -      [This visit was deferred to week of 970428, ref SDS 22 line 229.]
200733 -
200734 - There was discussion that research by exposure to daily implementation
200735 - is needed in order to learn the practicalities of using various parts
200736 - of RMS. Merely watching someone pull up forms on a screen and hearing
200737 - an explanation of how something could or is being used, does not
200738 - provide a foundation to design a system nor the implementation of a
200739 - system that can be used for daily management support.  Interviews with
200740 - inspectors and AE consultants performing daily input is helpful.
200741 - Following a chain of events from inception through the information
200742 - flow to release at control points will show how to design a system for
200743 - the San Francisco District that can be successful, including the level
200744 - of support needed to avoid and solve problems.
200745 -
200746 -      [This visit was deferred to week of 970428, ref SDS 22 line 229.]
200747 -
200748 -
200749 -
2008 -
2009 -

SUBJECTS
Cost, Audit
Sponsor Review

2305 -
230501 -  ..
230502 - Government Estimates and Audit
230503 -
230504 - Followed up work at ref SDS 6 0800.
230505 -
230506 - Leonard advised there has been no review as yet with the sponsor on
230507 - approving the budget for Communication Metrics, as discussed on
230508 - 970320.
230509 -
230510 - There was no report of scheduling this review.
230511 -
230512 -
230513 -
2306 -

SUBJECTS
Bid, Quantities
Plans & Specs
Engineering Report, CM, EM

2706 -
270601 -  ..
270602 - Bid Quantity Research Reconciliation
270603 -
270604 - The Chief of Engineering Divison and the Principal Engineer for the
270605 - Richmond project came into the meeting and asked Max to interrupt the
270606 - discussion so they could review with Max and Mike Murphy differences
270607 - in calculations on bid quantities for Richmond.
270611 -
270612 -      [On 970405 analysis of bid quantity issue. ref SDS 14 0000]
270613 -
270614 - Mike had evidently submitted a report via email that showed there is
270615 - more material to be dredged than is set out in the bid documents, and
270616 - Mike's report is based survey information that is more recent than
270617 - that used to establish the bid quantities.
270618 - ..
270619 - Chris explained defects he perceived in Mike's figures that
270620 - indicate the bid quantities should be changed by several hundred
270621 - thousand cubic meters.  This seems to be similar to the shoaling
270622 - matter that occurred on Oakland.  Chris showed Mike calculations and
270623 - compilations on documents he brought which Chris urged indicated the
270624 - currently published bid quantities are within 5% of the most recent
270625 - survey results.
270626 -
270627 - Chris and Ken expressed surprise that the bid quantities would have
270628 - remained constant from the date of the original survey, evidently
270629 - taken several years ago.
270630 -
270631 - Mike explained why he believed his memo to the Engineering Division
270632 - was correct and that consideration should be given to adjusting the
270633 - bid quantities.
270634 -
270635 -     [On 970418 report that bid date was extended, ref SDS 17 2176.]
270636 -
270637 -     [On 980613 reviewed article on scope creep that indicates
270638 -     communication is primary cause of management problems, ref SDS 24
270639 -     4302]
270640 -
270641 -
270642 -
270643 -
270644 -
2707 -

SUBJECTS
Petaluma, 970404

2804 -
280401 -  ..
280402 - Petaluma or Humbolt Small Project Needs BCR on Bid Documents
280403 -
280404 - Ken Kuhn advised that Engineering needs the Build and Constructability
280405 - Review by CON OPS to release a portion of one of these project for
280406 - early bid in order to meet funding deadlines.  Engineering has created
280407 - a project that will cost about $1M which can be let for bids and this
280408 - will preserve funding for the rest of the project later in the year.
280409 -
280410 - Plans and specs are in Max's office.
280411 -
280412 - Leonard and Max will perform this review to meet Engineer's target
280413 - date for bidding the project.  There was discussion this may require
280414 - some weekend work to
280415 -
280416 -
280417 -
280418 -
2805 -

SUBJECTS
Oakland Harbor Project
Dutra Bankruptcy Filing Chapter 11
Litigation Support, Oakland
Legal Support
Legal Help on Oakland

3308 -
330801 -  ..
330802 - COE Counsel Request Support for Dutra Litigation Research
330803 -
330804 - Follow up ref SDS 1 8839.
330805 -
330806 - Merry Goodenough came into the meeting and ask Max to interrupt the
330807 - discussion so she could introduce COE's counsel from the Portland
330808 - office who is assisting the San Francisco District on the Dutra
330809 - Bankruptcy matter.
330810 -
330811 - Merry and her colleague explained they need assistance preparing a
330812 - physical inventory on Dutra's equipment to distinguish what they own
330813 - from equipment they are using and may list in bidding the Richmond
330814 - project.  This information will be used to assess a bid that might be
330815 - submitted by a Dutra entity, other than the organization performing
330816 - the Oakland Harbor project.  COE is concerned that Dutra will bid the
330817 - project under a different name and claim assets that are part of the
330818 - bankruptcy proceeding.  They want to perform this research to enable
330819 - COE to disqualify Dutra's bid if it is not supported by sufficient
330820 - assets.
330821 - ..
330822 - Merry asked Mike Murphy if he could assist counsel in taking
330823 - this inventory.
330824 -
330825 - Mike said he does not have enough time.
330826 -
330827 - Mike explained his schedule is dedicated to CSB Operations and new
330828 - projects for the next number of weeks.
330829 -
330830 - There was no follow up on this matter scheduled during the meeting.
330831 -
330832 -     [On 970417 Merry requested SDS record. ref SDS 16 6828]
330833 -
330834 -     [On 970417 not have enough time to issue contract to obtain
330835 -     Communication Metrics support. ref SDS 16 9004]
330836 -
330837 -     [On 970722 Merry advised Communication Metrics support would aid
330838 -     District's litigation on Oakland.
330839 -
330840 -
330841 -
3309 -
3310 -
Distribution. . . . See "CONTACTS"