CONTACTS 
0201 - Corps of Engineers, SFD            415 977 8400 fax 8483
020101 - Mr. Thompson F. Keesling, Architect; Assistant Chief =415 977 8473
020102 - Construction Operations Division   =415 977 8480
0202 - Corps of Engineers, SFD            415 977 8400 fax 8483
020201 - Mr. John Azeveda; Chief, Operations Branch
020202 - Construction Operations Division   =415 977 8480

SUBJECTS
Corps of Engineers, 970115
Planning, Consultant Support
Oakland Claims Management, 970723
Sole Source Justification

1206 -    ..
1207 - Summary/Objective
1208 -
120801 - Follow up ref SDS 23 0000, ref SDS 21 0000.
120802 -
120803 - Demonstrated how SDS tracks Action Items to support Communication
120804 - Metrics.  Discovered record of quantity errors in Dutra's schedule
120805 - submission on 961213.  John requested a copy of this for his current
120806 - work.  He liked the Executive Summary SDS provides.  John wants to
120807 - start Welch with a modest contract to evaluate application to his
120808 - needs.  Tom developed a scope of services based on prior work for Task
120809 - Order 2 on Richmond.  John will review contracting procedures with
120810 - John Eft for getting the support discussed with Max and Merry
120811 - yesterday.
120812 -
120813 -     [See follow up submitting copy of spreadsheet analysis of
120814 -     quantities, ref SDS 24 line 141.]
120815 -
120816 -     [Scope of services developed at ref SDS 25 line 51.]
120817 -
120818 -
120819 -
1209 -
1210 -
1211 - Progress
1212 -
121201 - When I arrived John was meeting with Max and a visiting counsel.
121202 -
121203 - I met briefly with John about 0920 in his Claim Team conference room
121204 - after he finished his meeting with Max, and he introduced me to John
121205 - E. Lally, who is a consultant the Corps has hired from Seattle,
121206 - Washington.  John is a coastal engineer employed by Hartman Consulting
121207 - Corporation.  Hartman consults on waterway, dredging and environmental
121208 - work.  John also introduced Mark _______, who is a Corps of Engineers
121209 - employee who will be assisting John.  Sounded like he will be working
121210 - with Marc McGovern to respond to Contractor claim letters.
121211 -
121212 -     Hartman Consulting Corporation
121213 -     810 Third Avenue, Suite 408
121214 -     Seattle, Wa  98104  206 382 0388, lallyj@accensone.com
121215 -
121216 -
121217 -  ..
121218 - COE is Reconciling Original Bid Quantities and Final Pay Quantities
121219 -
121220 - John said he is preparing an analysis of project quantities and said
121221 - the record seems incomplete on certain matters.  He asked if Welch
121222 - Company has any information on this?  Tom Keesling and Rick Oleniczak
121223 - began this work on 961216, ref SDS 4 line 55.  I explained having
121224 - submitted to Tom Keesling in February analysis of the project schedule
121225 - based on changes between the pre-dredge survey and the survey
121226 - performed in October 1996.  I recalled this document was given to
121227 - Marc.
121228 -
121229 -      [See submission to John of prior report given to Marc, ref SDS 24
121230 -      line 155.]
121231 -
121232 - I then went and set up the computer for the meeting with John.  He
121233 - came about 0940 and said he only has a few minutes because he has
121234 - another meeting at 1030.
121235 -
121236 -
121237 -  ..
1213 -
1214 -
1215 - Discussion
1216 -
121601 - Justification Sole Source Award, Exigent Procurement
121602 -
121603 - When John Azeveda joined us, Tom and I reviewed Chief District Counsel
121604 - John Eft's concerns, including whether Communication Metrics is a
121605 - uniqe service that is not available from firms who provide ordinary
121606 - litigation support, ref SDS 5 line 169, and understandings that these
121607 - concerns were favorably resolved, ref SDS 8 line 811.
121608 -
121609 - We did not review Marcus Tikotsky's ideas for preparing this
121610 - procurement, ref SDS 6 line 356, and prospects of getting Marcus to
121611 - initiate the documents, based on his prior work.
121612 -
121613 - John indicated this morning that he has not seen other programs that
121614 - can support Communication Metrics (discussed below), in the manner and
121615 - with the effectiveness of SDS.
121616 -
121617 - Steps to expedite preparation of procurement and minimize time of COE
121618 - staff, per Max ref SDS 22 line 185.
121619 -
121620 -     John asked Tom to prepare a draft of a contract based on Task
121621 -     Order 2.
121622 -
121623 -     Tom suggested that he and John meet with John Eft about his
121624 -     concerns and noted that John Eft may have some direct interest in
121625 -     supporting this procurement since he has 3 people working on the
121626 -     Oakland claim matter.
121627 -
121628 -         [See follow where Tom wants Max to work with John Azeveda on
121629 -         meeting with John Eft, ref SDS 26 line 77; see discussion with
121630 -         Max and Tom, ref SDS 26 line 119.]
121631 -
121632 -
121633 -     Tom will get prior procurement docs from Monti for review with
121634 -     John Eft on procedure, and to provide format for estimating cost
121635 -     of Communication Metrics, per discussion yesterday, ref SDS 21
121636 -     line 400.
121637 -
121638 -         [See follow up where Tom is working on this, ref SDS 26 line
121639 -         83.]
121640 -
121641 -     Concerns that SDS is not a Windows 95 program, ref SDS 13 line
121642 -     227, can be resolved by pointing out that the Corps of Engineers
121643 -     is not letting a contract to buy SDS, but rather is obtaining
121644 -     Communication Metrics services needed to perform work to avoid a
121645 -     $60M loss, better and faster than any other means.
121646 -
121647 -         [See discussion with Max on 970725, ref SDS 26 line 188.]
121648 -
121649 -  ..
121650 - Oakland Claims Management Needs Immediate Action - $60M Exposure
121651 -
121652 - Followed up work at ref SDS 21 line 141.
121653 -
121654 - I gave John a printed set of this record showing the agenda for our
121655 - meeting, and, also, submitted notes for the meeting yesterday, ref SDS
121656 - 21 line 114.
121657 -
121658 - Review Welch letter to Max on claim management planning dated 970703,
121659 - ref DIP 3 line 43.
121660 -
121661 -
121662 -     Responding to Contractor Correspondence - 50 +- Pending Letters
121663 -
121664 -     Followed up work at ref SDS 21 line 166.
121665 -
121666 -     How much time per letter.
121667 -
121668 -     How much follow up on each response?
121669 -
121670 -          This task alone is 2 months of work.
121671 -
121672 -
121673 -
121674 -     Schedule/Budget for Claims Management
121675 -     -
121676 -     See letter to Max on 970703, ref SDS 17 line 136.
121677 -
121678 -         A CPM schedule and WBS needs to be prepared for John's claim
121679 -         analysis and negotiation process.
121680 -
121681 -         This is a couple of weeks work.
121682 -
121683 -
121684 -
121685 -
1217 -

SUBJECTS
Facilitate Meetings, Use SDS Record
Orientation Presentations, SDS, Communication Metrics
Communication Metrics Requested by District
Summaries Connected to Details for John
Dutra Complete Project
Schedules, Calendars, To-Do Lists, Action Items
Command and Control of the Record
Details Linked to Summary
Command & Control Determines Meaning and

3012 -
301201 - Demonstrated SDS Program Support for Communication Metrics
301202 -
301203 - John asked to see how the SDS program can help him manage the Oakland
301204 - Claim Team.
301205 -
301206 -      ..
301207 -     Proactive Management Needed to Protect Government Interests
301208 -
301209 -     Followed up work at ref SDS 21 line 183.
301210 -
301211 -     Schedule and budget to complete actual work, Dutra needs to be
301212 -     directed to perform this, and then needs supervision, and he fails
301213 -     to perform, then the analysis is still needed.
301214 -
301215 -     John advised he is hopeful Dutra can complete the Oakland Harbor
301216 -     Deepening project with constructive, proactive management to meet
301217 -     current financial difficulties.  This reflects our meeting on
301218 -     970702, ref SDS 15 line 124, as set out in my letter to Tom on
301219 -     970703, ref DIP 2 line 63, issued at ref SDS 16 line 156.
301220 -
301221 -         [See $500K payment witheld from Dutra, ref SDS 26 line 257.]
301222 -
301223 -     See recommendations by Max for Welch to provide proactive support
301224 -     to facilitate meetings, ref SDS 7 line 200, and Marc reporting
301225 -     Welch practive meeting support is effective, ref SDS 7 line 217.
301226 -
301227 -
301228 -          Command and Control of Record Essential for Claims Management
301229 -
301230 -          Followed up work at ref SDS 21 line 193.
301231 -
301232 -              "... proactive inquiry to "dig out of the system"
301233 -              information and correlations that impact success." ref
301234 -              DRP 1 line 574.
301235 -
301236 -          John asked about getting a log of project documentation?
301237 -
301238 -
301239 -          Meeting Notes Give Corps Command and Control of the Project
301240 -
301241 -          Followed up work at ref SDS 21 line 221.
301242 -
301243 -          Herb Cheong wants Communication Metrics support which will
301244 -          relate to claim support, ref DRP 1 line 797.
301245 -
301246 -          John asked if SDS summarizes management details in notes of
301247 -          long, complex meetings?  Tom advised this is accomplished, as
301248 -          seen in the letter to Max of the discussions on 970723, ref
301249 -          DIP 6 line 59.  John reviewed a copy of those notes prior to
301250 -          the meeting with Max yesterday, ref SDS 21 line 135.  John
301251 -          recalled that he saw the Executive Summary and said that is
301252 -          what he wants, reflecting Herb Cheong's objective in his memo
301253 -          endorsing the Corps of Engineers' report on Communication
301254 -          Metrics, see Appendix A, ref DRP 1 line 785.
301255 -
301256 -
301257 -           ..
301258 -          Action Item Follow Up Support Needed for Claims Team
301259 -
301260 -          Followed up work at ref SDS 21 line 290.
301261 -
301262 -          Demonstrated how SDS tracks Action Items.  We reviewed the
301263 -          record on 960919 of the meeting with Tom Keesling when he
301264 -          directed Tom White to prepare calculations of quantities,
301265 -          which John now needs. ref SDS 1 5008
301266 -
301267 -          We examined the record on 970211 where Marc reported having
301268 -          received the spreadsheet analysis of Dutra's schedule and
301269 -          project quantities from Tom, ref SDS 9 8069.  Tom said Rick
301270 -          has a lot of spreadsheet analysis on this matter.
301271 -
301272 -          John requested a copy of the report I gave to Tom and Marc.
301273 -
301274 -             [On 970724 prepared report. ref SDS 24 0000.]
301275 -
301276 -
301277 -          John wants SDS to track his schedule and Action Items in the
301278 -          manner reviewed this morning.
301279 -
301280 -             [On 970731 there wasn't enough time to prepare the
301281 -             contract for this support.
301282 -
301283 -
301284 -
3013 -

SUBJECTS
Litigation Support Found Effective
District Counsel Approves Communication

3205 -
320501 - District Counsel Finds Communication Metrics Useful
320502 -
320503 - Follow up ref SDS 21 3218.
320504 -
320505 - Merry and other District counsel will make demands for use of
320506 - Communication Metrics, ref SDS 11 0000, and ref SDS 12 8445.
320507 -
320508 - How do we estimate how much this will require?
320509 -
320510 - Tom feels this point may make it easeir to get John Eft to support
320511 - finding language to get this procurement approved.
320512 -
320513 -
320514 -
320515 -
3206 -

SUBJECTS
Construction Services Branch, Sausalito
Organization Changes to CESPN
Contract Administration Manual
Benkavitch, Bill
CSB Construction Services Branch
Task Order 2, Communication Metrics

4609 -
460901 -  ..
460902 - Contract Administration at Construction Services Branch
460903 -
460904 - Follow up ref SDS 21 8966.
460905 -
460906 - Schedule meeting with Bill Benkavitch.
460907 -
460908 - We did not have time to discuss background from the meeting on 961204,
460909 - ref SDS 2 8951, on 961206, ref SDS 3 1204, and meeting with Leonard
460910 - and Tom on 970225 to prepare Task Order 2. ref SDS 10 8440
460911 -
460912 - When Tom and I did the edits on Task Order 2 (below) to prepare scope
460913 - of services for this contract, Tom decided to eliminate para 3b per
460914 - understandings from meeting yesterday that Max wants to defer CSB
460915 - support for awhile, ref SDS 21 8966, modifying the goal from Tuesday
460916 - for immediate support. ref SDS 20 6048
460917 -
460918 -    [On 970725 introduced Bill to Tom and Max, ref SDS 26 8044]
460919 -
460920 -
460921 -
460922 -
4610 -

SUBJECTS
Cost Communication Metrics
Litigation Support, Oakland
Oakland Claim Support, 970702
Review Scope of Services

5007 -
500701 -  ..
500702 - Set Preliminary Budget Targets at $50K - 90 Days
500703 -
500704 - Follow up ref SDS 21 7302.
500705 -
500706 - We reviewed the budget developed by Tom Keesling for the modification
500707 - in December, ref DIP 1 0000, showing an amount of $100K, ref DIP 1
500708 - line 343.  Tom explained the idea was to budget for 3 to 4 months
500709 - while developing a CBD procurement to cover the entire District.
500710 -
500711 - John suggested setting an initial budget of $20K for several weeks to
500712 - evaluate Communication Metrics.
500713 -
500714 - I explained that Communication Metrics has been tested and the Corps
500715 - of Engineers found it saves time and money, ref DRP 1 line 148.
500716 -
500717 - Max, Marc, Leonard, Herb, Merry and others have found it useful, per
500718 - Appendix A of the Communication Metrics report, ref DRP 1 line 708.
500719 - Therefore preliminary evaluation of Communiation Metrics has been
500720 - accomplished.
500721 -
500722 - John suggested an amount below $100K would be easier to get approved
500723 - and he would expect to increase the amount by modification later.  I
500724 - explained our experience that setting the amount too low results in
500725 - everybody having to immediately start on a procurement and so there is
500726 - no time to do the work.
500727 - ..
500728 - We decided to set a start up budget of $50K and 90 days.
500729 -
500730 - John asked Tom and I to work out the scope of services and submit it
500731 - tomorrow.
500732 -
500733 -     [On 970724 prepared submission. ref SDS 25 5830.]
500734 -
500735 - John said he did not have enough time to review the scope of services
500736 - because he had to go to another meeting at 1000.
500737 -
500738 - He asked Tom and I to develop a scope of services for review by Max
500739 - tomorrow.
500740 -
500741 -     [On 970725 there was not have enough time to review and approve
500742 -     contract. ref SDS 26 5938]
500743 - ..
500744 - Tom and I edited the scope of services for Richmond so it can be
500745 - used on Oakland, per John's request.
500746 -
500747 -   •  Changed title to "Scope of Services" for Communication Metrics
500748 -      and Contract Administration and Claims Management.
500749 -
500750 -      Tom wants to omit citing the Oakland project in the title.  I
500751 -      called him later to verify this point.  He wants to mention
500752 -      Oakland only in the body of the document, which occurs in para 1.
500753 -
500754 -   •  Defined Construction Manager as the only contact between
500755 -      Communication Metrics A-E and the Corps of Engineers.  This is
500756 -      done at the end of para 1 on page 1.
500757 -
500758 -      Tom wants to change all references to Contracting Officer in the
500759 -      Scope of Services so there is a single point of contact and that
500760 -      person is to be John.  He asked me to figure out how to preapre
500761 -      the first draft of the description.  I called Max later and asked
500762 -      if John is the Claims Manager in the work description for John's
500763 -      assignment which Max showed me in our meeting on 970625, ref SDS
500764 -      14 line 156.  Max said John's title for the Claims Team assignment
500765 -      is "Construction Manager."  So that is what will be used in the
500766 -      Welch contract, per Tom.
500767 -
500768 -   •  Change all references to "subcontractor" to simply "A-E."
500769 -
500770 -      This probably needs more thought, because Welch is neither an
500771 -      architect nor an engineer.  Welch is a contractor for
500772 -      Communication Metrics services.
500773 -
500774 -   •  We eliminate references to and requirements for work on a "joint
500775 -      automation" plan, para 3c(10) and 5c, even though that work is
500776 -      needed and will not be performed, unless I do it for free or
500777 -      otherwise boot-strap it. I explained the intent to load SDS onto
500778 -      John's computer.  Tom thinks John is sufficiently computer
500779 -      literate to use it, but he will not have time to learn anything,
500780 -      as occurred with Tom.
500781 -
500782 -      We deleted para 3a(10).
500783 -
500784 -   •  Deleted support for Construction Services Branch, para 3b even
500785 -      though this is critical to effective claims work and completing
500786 -      the Oakland project and least cost, as John wants to do, ref SDS
500787 -      15 line 124.  Eliminating this support means a much greater
500788 -      effort by Welch because CSB needs immediate support, ref SDS 20
500789 -      line 358.
500790 -
500791 -   •  Changed references from Richmond to Oakland and/or District
500792 -      office.
500793 -
500794 -   •  Made duration for 90 days to correlate somewhat with $50K
500795 -      preliminary budget.
500796 -
500797 -      Change references from "Task Order" to "contract."
500798 -
500799 -   •  Added provision that A-E proposed schedule can be prepared by
500800 -      Open Plan or approved software.  This lets us use Microsoft
500801 -      Project.
500802 -
500803 -   •  Tom changed checkpoint 5 (actually now checkpoint 4) to be a
500804 -      general requirement to attend meetings and conferences as
500805 -      directed by Construction Manager. This is a shot at dealing with
500806 -      Port of Oakland objections.
500807 -
500808 -   •  Eliminated checkpoint 9 para 5f(4) to submit a report evaluating
500809 -      the contractor upon job completion, since this Welch contract is
500810 -      only for 90 days and so does not last to completion of Oakland
500811 -      project.
500812 -
500813 -   •  Decided to eliminate para 6, per discussion with Monti earlier.
500814 -
500815 -   •  Considered eliminating para 8c(2)(b) which explains automated
500816 -      management stuff being implemented this year.  Decided to leave
500817 -      it because it clarifies the complexity of the management
500818 -      environment.  There is no real work in connection with it unless
500819 -      Construction Manager directs stuff be stored on RMS and so forth.
500820 -
500821 -   •  Added Communication Metrics report to Technical Publications as
500822 -      a source A-E should be familiar with.
500823 -
500824 -
500825 -
500826 -
500827 -
500828 -
500829 -
500830 -
500831 -
500832 -
500833 -
500834 -
500835 -
500836 -
500837 -
500838 -
500839 -
500840 -