Appendix B
Briefings to the Committee and Discussions

OPEN COMMITTEE MEETINGS

February 28, 2005

Opening Comment

Tom Weimer, Department of the Interior, Water and Science, acting assistant secretary

John W. Keys III, Bureau of Reclamation, commissioner


History of Reclamation

Brit Storey, Bureau of Reclamation, Office of Program & Policy Services, senior historian


Reclamation Today—John Keys and selected staff

Mark Limbaugh, Bureau of Reclamation, director, external and intergovernmental affairs and deputy commissioner

Bill Rinne, Bureau of Reclamation, director of operations, and deputy commissioner

Bob Wolf, Bureau of Reclamation, director of program and budget

  • Organization

  • Reclamation role, core mission, and self image

  • Reclamation budget and factors that determine the budget

  • Overview of Reclamation facilities and infrastructure

  • Major construction



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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation Appendix B Briefings to the Committee and Discussions OPEN COMMITTEE MEETINGS February 28, 2005 Opening Comment Tom Weimer, Department of the Interior, Water and Science, acting assistant secretary John W. Keys III, Bureau of Reclamation, commissioner History of Reclamation Brit Storey, Bureau of Reclamation, Office of Program & Policy Services, senior historian Reclamation Today—John Keys and selected staff Mark Limbaugh, Bureau of Reclamation, director, external and intergovernmental affairs and deputy commissioner Bill Rinne, Bureau of Reclamation, director of operations, and deputy commissioner Bob Wolf, Bureau of Reclamation, director of program and budget Organization Reclamation role, core mission, and self image Reclamation budget and factors that determine the budget Overview of Reclamation facilities and infrastructure Major construction

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation Relationships with stakeholders for water and power (other federal agencies, Congress, environmental groups, public interest groups, and states) High-profile issues April 6-7, 2005 Welcome and Introductions Fred Ore, Operations, deputy director Delivering Water and Generating Power Robert Johnson, Lower Colorado Region, regional director Brian Person, Eastern Colorado Area Office, area manager Security Safety and Law Enforcement Larry Todd, Security Safety and Law Enforcement, director Bruce Muller, Dam Safety Office, chief Policy Management and Technical Services Michael Gabaldon, Policy, Management, and Technical Services (PMTS), director Technical Service Center Michael Roluti, Technical Service Center (TSC), director Bureau of Reclamation Laboratory tour and discussion Michael Roluti, TSC, director Cliff Pugh, Water Resources Research Laboratory Group, manager Project Cost Overview (flow of money) Ephraim Escalante, Finance and Accounting System, manager Administrative Requirements (Centralized Management, A-76) Elizabeth Harrison, Management Services Office, director Acquisition and Contracting Karla Smiley, Acquisition and Assistance, manager Roundtable Discussions on Case Studies and Site Visits of the Colorado–Big Thompson Project Brian Person, Eastern Colorado Area Office, manager Mike Applegate, Northern Colorado Water Conservancy District, president

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation Eric Wilkinson, Northern Colorado Water Conservancy District, general manager June 22-24, 2005 Roundtable Discussion to Determine Organizational and Operating Models and to Identify Good Practice Tools and Techniques for Infrastructure Management Donald Basham, U.S. Army Corps of Engineers, Engineering and Construction, chief Janet C. Herrin, Tennessee Valley Authority, River Operations, senior vice president Leslie F. Harder, California Department of Water Resources, Division of Flood Management, director Reclamation Customer Roundtable Discussion on Reclamation Strengths, Weaknesses, Opportunities, and Threats Dan Keppen, Family Farm Alliance Tom Donnelly, National Water Resources Association Discussions with Senate Energy and Natural Resources Committee Staff Kellie A. Donnelly Michael L. Connor Nathan Gentry August 16, 2005 Roundtable Discussion of Environmental Issues that Affect the Design, Construction, Operation, and Maintenance of Reclamation Facilities and Infrastructure and the Bureau’s Organization Thomas J. Graff, Environmental Defense, regional director COMMITTEE DISCUSSIONS AND SITES VISITED AT RECLAMATION REGIONS Two- to three-member delegations from the committee visited Reclamation regions between April 8, 2005, and June 10, 2005. The visits involved meetings with regional office managers; regional division managers for the environment, operations and maintenance, construction, engineering design, planning, contracting and finance, and human resources; area office and project managers; and representatives of Reclamation power and water customers and contractors. The meetings addressed discussion questions (listed below) developed by the committee,

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation but they were loosely structured to encourage a free exchange of ideas and opinions. The meetings also provided the committee an opportunity to ask follow-up questions regarding Reclamation’s written response to the committee’s request for background data (listed below). Meetings were conducted with the following Reclamation offices and customer organizations: Animas–La Plata Project Office Boise Board of Control Lower Colorado Dams Office Central Utah Project Central Valley Project Water Association Colorado River Commission-Nevada Eastern Colorado Area Office Lower Colorado Regional Office Mid-Pacific Regional Office Northern California Power Agency Pacific Northwest Regional Office Provo Area Office Provo Water District San Juan Water Commission San Luis and Delta Mendota Water Authority Snake River Area Office Upper Colorado Regional Office Upper Colorado area offices Utah Reclamation Mitigation and Conservation Commission The sites visited included the following facilities: Arrowrock Dam Boise Diversion Davis Dam Deer Creek Dam Hoover Dam Jordanelle Dam environmental restoration Parker Dam Tracey Fish Collection Facility Tracey Pump Facility Meetings were conducted with the following organizations via conference calls:

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation Bonneville Power Authority Colorado River Energy Distributors Association Great Plains Regional Office Navajo Nation Southern Ute Department of Natural Resources DISCUSSION QUESTIONS The following questions were used to guide informal discussions between Reclamation personnel and committee site visit groups and between Reclamation customers and contractors and the committee site visit groups. Overarching question What do you see changing over the next 5, 10, 25 years, and what will you need to do to address these issues? How do you rate the performance of the Reclamation Technical Service Center on a scale of 1 to 10, with 10 being excellent and 1 being totally unacceptable? responsiveness, quality of service, and cost What is your interpretation of Reclamation’s mission, and how does it apply to the work in your region/area? What do you see as the greatest obstacle to achieving your mission now and in the future? If you could change one Reclamation policy or requirement, what would it be and how would you change it? What additional engineering and construction activity do you think your office could absorb effectively and easily? What do you see other organizations (public and private) doing that if adopted by Reclamation would make your job easier? BACKGROUND DATA QUESTIONS The regional offices were requested to provide written responses to the following questions:

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation Human Resources 1. (a) How many employees are there in your regional and area offices? (b) What are Reclamation’s personnel resources and how are they distributed in the regional and area offices (percentages of staff are more important than actual numbers)? Location Design Other Technical Construction O&M Management Support Legal Regional offices   Area offices 1   Area offices 2   Area offices etc.   2. What disciplines and specialties are included under “Other Technical” personnel (e.g., biologists)? Where are these disciplines located? 3. Are personnel allocated according to mission elements (power, water, other operations) or are the same technical experts available for all the mission elements? 4. What are the major differences in required skills and technologies for building dams versus rehabilitating or rebuilding them? 5. Do regional and area offices have the personnel resources (numbers and skills) needed to undertake the mission now? In the future? If shortages exist, what skills and in what specific areas? 6. What difficulties, if any, have the regional and area offices faced in recruiting personnel with the required engineering or other technical expertise? 7. What percentage of staff is projected to retire in the next 5 years? What skills will they represent? How might this affect the future composition of the workforce? What strategies are in place to retain staff? to recruit new talent?

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation 8. What personnel career development and training programs do the regional and or area offices have in place? How are they funded and at what level? How are these programs implemented? How are the staff who participate in these programs recognized and rewarded? 9. What processes or systems are in place to capture the regional and area offices’ institutional memory? Workload Location Number of Projects Number of Irrigation Facilities Number of Power Facilities O&M Budget O&M Backlog Number of Construction Projects Value of Constr. Projects Area offices 1   Area offices 2   Area offices etc.   Total for region   10. What are the critical issues regarding execution of the workload? What is the projected workload for the next 5-10 years? 11. What are the critical issues regarding compliance with regulatory responsibilities (e.g., the 1982 Reclamation Act, the Endangered Species Act, Native American water rights)? 12. What impacts have requirements for increased security had on the workload, budget, personnel allocation, and methods of operation? 13. Are there any elements of the current workload that are decreasing and could go away in the future? Are there any anticipated new elements? 14. How are operations and maintenance activities and costs changing as the infrastructure ages?

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation Contracting Environment 15. What services/functions are currently being outsourced? How are these services/functions distributed—that is, is there greater use of outsourcing in some areas than others? If so, what might be driving these differences? 16. What core competencies (knowledge, skills, and abilities) are required in-house for Reclamation to effectively manage outsourced activities? Are these skills available now? 17. Does Reclamation measure the results/performance of its outsourced activities? If so, how? 18. Given that regional and area offices have the option of using Reclamation’s Technical Service Center or outsourcing, what are the historical trends? What reasons have been given for selecting one option or the other? 19. What projects and activities include customer pay-for-service and co-pay of expenses? How are they included in the budget? What are the mechanisms for repayment? Asset Management 20. How are projects currently managed (as a portfolio, regionally, for river basins, or as individual entities)? Are there any plans to change current management practices? If so, what are they? What is driving the changes? What outcomes are expected? 21. What decision-making processes and procedures are used to prioritize construction projects? O&M activities? Is there documentation for these processes/procedures? 22. Does Reclamation apply adaptive management techniques? What has been the experience? 23. What types of internal and external reviews (management and technical) are routinely conducted and how are the results used? 24. What performance measures are used for asset management? 25. What internal or external benchmarking activities are undertaken?

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Managing Construction and Infrastructure in the 21st Century Bureau of Reclamation Operations 26. What are the regional and area office relationships with other organizations, including the Army Corps of Engineers, Bonneville Power, Western Area Power Administration, Nature Conservancy, Natural Resources Defense Council, Western Governors’ Association, Council of State Governments West? Others of import? 27. How smooth are the working relationships between TSC, the regions, and the area offices? What works well? What doesn’t? What are your suggestions for improvement? Construction 28. Are construction project management policies and procedures from inception through preproject planning, design, construction, and commissioning determined by Denver or by the regional or area offices? 29. How are construction project teams structured (types of expertise; inhouse staff or contractors)? 30. How are accountability and responsibility assigned? Who signs off on a project? Who is responsible for any failures? Who has administrative and technical responsibility? How is performance assessed? 31. What contracting and delivery methods are used for construction projects? Are any new methods being considered for future use? If so, what training might be required? Research and International Activities 32. What research activities are undertaken at the regional or area office to exchange/gather information on issues of science and technology? 33. What other issues, challenges, operating procedures should the committee be aware of in conducting this study?