Thoughts on March 10th meeting with Bill Greenland

[Joe Mack]

Let's treat this meeting as the first of several. Start at a high altitude: Stay on agenda and not have six lines of questions coming from all of us that are not connected to the same area (for example, Tim asks about finance, I ask about temporary use etc....). Bill will be swimming and we will get little done and he will be wary and frustrated and I wouldnt blame him.

I think it very important that we do NOT inundate Bill with specific contract questions scatter shot from all of our readings straight out of the chute. We should set our expectations on walking out of the meeting with:

1. a clear understanding of Bill's role and any gaps in with out of scope work within the contract:

• TKE only
  
• TKE and GC separate:
  
• if separate, a discussion around who secures the GC, how they will work together
• a discussion around COA governance to ensure no surprises etc...
• a discussion with Bill (at a high altitude please) on what Bill thinks of the contract and what he will do in the contract negotiations

2. an understanding of the TOTAL COST of the project and if he is unable to provide that in THIS meeting, then perhaps a SWAG (for example, most projects of this kind, are approximately 2X (or whatever) the cost of the TKE work alone AND, should Bill be the GC for the whole project, we send him off with the action item to bring in total cost before we sign any contract

3. A sense of timeline, assuming he does not yet have a complete Gantt Chart yet


4. a sensce of the process he wants to use to interact with COA, how he will keep us updated, how we provide input (for example, what 'optional' items or requrements we want, how often we meet, how we will work to get our questions re contract etc...

My view, pls challenge if you think I'm wrong, is THIS meeting will not be about contract details. I think it very important that we do NOT inundate Bill with specific contract questions scatter shot from all of our readings straight out of the chuteThat will be another meeting unless we have time to dig in. We can ask him his perspective of the contract and can let him know, we see a lot of problems with it but that is NOT the agenda for this first meeting.



Stay on agenda:

• Intros
• Role
• Engagement model
• Process
• Timeline / Cost
• Next steps

If we walk out of meeting with these understood (or Bill will get for us), this will be a successful one. We will be PARTNERS with him and he must feel valued and, for the most part, unencumbered outside of a defined engagement model.

Your thoughts?

thanks

Joe

[Tim Ackley]

Excellent points, Joe. I agree. This meeting should be a high-level discussion followed by more detailed working sessions.

This seems like a project kick-off meeting to me where the topics focus on:

• project manager identification and role,
• project scope & total estimated project cost, 
• general timeline/duration, 
• roles & responsibilities, and 
• a communication plan & status update process.

Joe covered these topics using different wording.

I envision future meetings to drill down into areas such as:

• TKE contract specifics (exclusions, legal considerations),
• elevator cab/function options, 
• additional resource needs (beyond TKE), 
• task dependencies,
• a detailed plan with time estimates,
• possible timeline compression options (e.g., concurrent build and/or installation),
• specific total project cost projection, and
• probably more.

A project manager (Bill or a GC?) should provide starting points for review and discussion in our meetings. The Gantt chart Jerry created is an excellent starting point.

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

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