15 FAM 630
MAINTENANCE, REPAIR, AND CUSTODIAL RESPONSIBILITIES
(CT:OBO-59; 04-13-2017)
(Office of Origin: OBO)
15 FAM 631 GENERAL
(CT:OBO-37; 12-05-2013)
The chief of mission (COM), or the single real property
manager (SRPM) as the COMs designee, is responsible for ensuring that the
preventive, routine, and special maintenance programs are implemented and that
all properties occupied by employees serving under the COM are free of
hazardous conditions that could affect the health or safety of people. For
U.S. Agency for International Development (USAID) property, the USAID executive
officer is responsible for establishing and implementing preventive, routine,
and special maintenance programs.
15 FAM 632 RESPONSIBILITIES OF U.S.
GOVERNMENT AND OCCUPANT
15 FAM 632.1 U.S. Government
Responsibilities
15 FAM 632.1-1 U.S. Government-Owned/Capital Lease (GO/CL) Nonresidential and Residential Properties
(CT:OBO-47; 12-24-2014)
The U.S. Government is primarily responsible for
maintenance and repair of U.S. Government-owned/capital lease (GO/CL) real
property. Funding responsibilities for the following items are in 15 FAM 620 (Definitions and Funding Guidance), 15 FAM 640
(Approvals Required for Repairs and Improvements), and 15 FAM 120
(Building Operating Expenses):
(1) Clean, service, repair, and restore plumbing
systems, swimming pools, electrical and mechanical systems, heating and
air-conditioning systems, and other major building systems (e.g., elevators,
fire protection systems);
(2) Maintain interiors and exteriors of buildings and
structures, including painting, patching, replacing windows, caulking, etc.;
(3) Perform repairs required due to reasonable wear
and tear;
(4) Perform repairs of damage to residential property
except for occupant responsibilities (see 15 FAM 632.2-2,
paragraph b); and
(5) Clean and air vacant residential units and keep
their exterior grounds in readiness for future occupancy.
15 FAM 632.1-2 Operating Lease
Nonresidential and Residential Properties
(CT:OBO-37; 12-05-2013)
The single real property manager (SRPM) is responsible for
ensuring lessor and U.S. Government compliance with custodial, maintenance, and
repair provisions of lease terms, excluding private leases under living
quarters allowance/overseas housing allowance programs (LQA/OHA). Operating
leases must include maintenance requirements as the landlords responsibility,
unless an exception has been approved by OBO. The USAID executive officer is
responsible for USAID property.
15 FAM 632.2 Occupant
Responsibilities
15 FAM 632.2-1 U.S.
Government-Owned or Leased Nonresidential Properties
(CT:OBO-37; 12-05-2013)
Agencies occupying U.S. Government-held nonresidential
space are responsible for following good housekeeping practices and for
notifying the SRPM of needed repairs, maintenance, and service. For leased
properties, the post contracting officer is responsible for coordination with
the landlord.
15 FAM 632.2-2 U.S. Government-Owned or Leased Residences
(CT:OBO-37; 12-05-2013)
a. Occupants of U.S. Government-held residences are
responsible for maintaining them in presentable condition and returning them to
the U.S. Government in clean and habitable condition. Posts must issue, as part
of the post housing guide, uniform rules detailing these responsibilities. The
responsibilities should conform to what is normally expected of an occupant who
leases residential quarters in the United States. Posts should prepare a
written statement of employee responsibilities to be signed upon occupancy (see
also 15 FAM 247).
b. Occupants are responsible for activities such as
light bulb replacement, routine daily user care of swimming pools (chemicals,
water PH (percentage of hydrogen), cleaning, filling, etc.), seasonal care of
walks and driveways (e.g., snow removal), and periodic cleaning of window
air-conditioning filters, and appliances (e.g., refrigerators, freezers,
ranges). Occupants are responsible for repairs required by deliberate acts or
by the negligence of the occupant, family, guests, employees, or other members
of the employees household (see 15 FAM 240).
See 15 FAM
632.3 for grounds care responsibilities.
15 FAM 632.3 Grounds Maintenance
Responsibilities and Funding
15 FAM 632.3-1 U.S.
Government Responsibilities
(CT:OBO-37; 12-05-2013)
a. Full grounds care services for the periodic and
seasonal care of lawns, swimming pools, gardens, walks, driveways, and grounds
for nonresidential buildings and common-use areas of residential apartment
buildings, whether U.S. Government-owned or leased, are funded as specified
below:
(1) Nonresidential buildings and common-use areas of
residential apartment buildings occupied by multiple agencies are funded by
post-held International Cooperative Administrative Support Services (ICASS)
funds;
(2) Nonresidential buildings and common-use areas of
residential apartment buildings occupied solely by the Department of State are
funded by post-held Diplomatic and Consular Programs (D&CP) funds;
(3) Nonresidential buildings and common-use areas of
residential apartment buildings occupied solely by a foreign affairs agency are
funded by the occupying agency; and
(4) USAID funds costs related to USAID properties,
except when other agencies occupy USAID properties and seek guidance regarding
swimming pools from USAID/W (M/MS/OMD).
b. Full grounds care for residences are funded as
follows:
(1) Residences occupied by the chief of mission (COM),
deputy chief of mission (DCM), principal officer (PO) of constituent posts,
U.S. representative to an international organization abroad (when PO), and
Marine security guards are funded by post-held D&CP funds; and
(2) Residences occupied by the senior representatives
of the foreign affairs agencies (USAID, Foreign Agricultural Service (FAS) and
U.S. and Foreign Commercial Service (US&FCS)) and the Defense Intelligence
Agency Defense attach (DIA-DATT) are specifically approved and funded by the
parent agency.
15 FAM 632.3-2 Non-Senior
Representative Occupant Responsibilities
(CT:OBO-37; 12-05-2013)
The occupant is responsible for periodic and seasonal care
of lawns, gardens, and open space up to 720 square meters (8,000 square feet)
for single family dwellings and 1,440 (720 per residential unit) square meters
(16,000 square feet) for duplexes (exclusive of walks, driveways, and areas
covered by buildings or structures). The SRPM may approve payment for the
periodic and seasonal care of grounds of U.S. Government-held single family or
duplex residential property in excess of 720 or 1,440 square meters,
respectively, exclusive of walks, driveways, and areas covered by buildings or
structures. If approved, the additional cost for residences is funded by the
agency or agencies occupying the residence(s).
15 FAM 632.4 Maintenance
Responsibility for Marine Security Guard (MSG) Residences
(CT:OBO-37; 12-05-2013)
a. The Marine security guard (MSG) detachment is a
unique component of a post, with equally unique housing requirements.
Recognizing the important role of the MSG detachment and their irregular hours,
the Department of State assumes responsibility for most custodial and
maintenance and repair activities for MSG residences that are not otherwise
covered in lease agreements, including:
(1) Cleaning and servicing heating and
air-conditioning systems;
(2) Performing repairs due to normal wear and tear;
(3) Performing repairs of damage not attributed to the
negligence or deliberate acts of the occupants;
(4) Performing other customary maintenance and repair
services at post for U.S. Government-owned/capital lease (GO/CL) property; and
(5) Performing yard work and seasonal care of walks,
driveways, and swimming pools.
b. The Marine security guard detachment is responsible
for daily housekeeping and maintenance of residences. Occupants may, at their
expense, repaint and otherwise decorate individual bedrooms with the
concurrence of the SRPM and the detachment commander. The occupant must
restore his or her residences to original condition upon vacancy.
c. DOS provides, with reimbursement from USMC, for all
routine maintenance not covered in the lease agreement for all MSG operating
leases. This funding should be requested from the Office of Facility
Management, in the Directorate for Construction, Facility and Security Management,
in the Bureau of Overseas Buildings Operations (OBO/CFSM/FAC) under function
code 7907. Building Operating Expenses (BOE) (as defined in 15 FAM 121
Definitions), for U.S. Government-owned and capital lease residences occupied
by MSG personnel, are charged to post-held D&CP funds with the exception of
those areas specifically identified on the Funding Support Matrix (e.g.,
utilities, household cleaning supplies, paper products, pest control). Routine
maintenance and repair of U.S. Government-owned and capital lease residences
occupied by MSG personnel are charged to OBO function code 7901.3.
15 FAM 633 ELEVATOR SAFETY INSPECTION
AND TEST REQUIREMENTS
(CT:OBO-37; 12-05-2013)
Posts are responsible for elevator safety inspections,
following the procedures in 15 FAM 660.
15 FAM 634 AIR CONDITIONERS
15 FAM 634.1 Policy
(CT:OBO-37; 12-05-2013)
Air-conditioning units may be provided when the SRPM and
the interagency housing board (IAHB) determine they are necessary, funds are
available, and occupying agency approval has been secured.
15 FAM 634.2 Funding
(CT:OBO-44; 04-21-2014)
a. Units 36,000 BTUs and greater:
OBO funds units for U.S. Government-owned or leased nonresidential and
residential properties from repair and improvement (R&I) funds. Submit
requests to the Office of Area Management, in the Directorate for Operations,
in the Bureau of Overseas Buildings Operations (OBO/OPS/AM) for approval in
accordance with 15
FAM 640. Units for operating lease (OL) facilities are generally the responsibility
of the landlord (see 15 FAM 632.1-2).
b. Units smaller than 36,000 BTUs:
Each agency is responsible for funding the requirements of its personnel either
directly or through an ICASS appliance pool. The requirements of Department of
State personnel are funded by post-held D&CP funds and ICASS personnel by
ICASS funds. (See 6 FAH-5, ICASS Handbook.)
15 FAM 635 Emergency Generators,
Uninterruptible Power Systems (UPS), vOLTAGE rEGULATORS, AND eLECTRICAL
tRANSFORMERS
15 FAM 635.1 Emergency Generators
15 FAM 635.1-1 Policy
(CT:OBO-59; 04-13-2017)
OBO/CFSM/FAC supports critical power needs for all
Department of State facilities abroad, including funding, equipment, and
technical and systems maintenance assistance. Diesel engine generators support
mission-critical systems and facility-security systems, enabling post
electrical loads to operate when city power supply is unreliable or fails.
Funding availability generally does not allow for immediate implementation of
post requests. Requests for program support are evaluated and ranked by
OBO/CFSM/FAC based on the condition of city power supply and posts assessment
of the physical security implications of unreliable power equipment, including
generators. Implementation may be phased over multiple fiscal years.
OBO/CFSM/FAC may undertake generator projects or allot funds to post for this
purpose (see 15
FAM 645.3). Analytical and lab services for generator fluids, including
engine oil, also will be funded by OBO/CFSM/FAC in response to post requests
for support and program equipment reliability testing.
15 FAM 635.1-2 Funding and
Approval
(CT:OBO-48; 01-22-2015)
a. Department of State:
OBO/CFSM/FAC funds the purchase of equipment, its installation, major equipment
overhauls, and replacement for Department of State-held, U.S.
Government-owned/capital lease (GO/CL) or Department of State-occupied
operating lease property. Post D&CP, ICASS, or occupying agency funds must
be used for spare parts, and operating expenses such as fuel and filters.
Preventive maintenance contracts are Building Maintenance Expenses funded in
accordance with 15
FAM 623. Requests for generators are to be submitted to OBO in accordance
with 15 FAM
645.3.
b. USAID: Generator purchases
may be authorized by the mission director; no prior USAID/W approval is
required.
15 FAM 635.2 Uninterruptible Power
Systems (UPS)
(CT:OBO-44; 04-21-2014)
a. Department of State:
OBO/CFSM/FAC is responsible for providing uninterruptible power systems (UPS)
equipment when conditions at a post make it necessary to support sensitive
mission-critical equipment. UPS equipment provides a highly stable, no-break
source of power for a short period immediately after the main power source
fails. Only sensitive mission-critical equipment generally requires connection
to UPS. Loads more commonly suffer from voltage fluctuations from the nominal
values expected from the host-country city power supply (see 15 FAM 635.3 for voltage regulator equipment). Costly UPS
equipment requires that posts have maintenance capabilities consistent with
those of the United States. Users must demonstrate that power supplies and
specific loads with low power quality tolerance cannot operate without UPS
power. UPS procurement or installation may not take place without OBO/CFSM/FAC
approval (see 15
FAM 645.3).
b. USAID: The mission director
may authorize UPS purchases without prior USAID/W approval.
15 FAM 635.3 Electrical Power
Transformers, Switchgear, Switchboards, Voltage Regulators, Power Quality and
Protection Equipment, and Electric Distribution Panel Boards
(CT:OBO-55; 12-22-2016)
a. To sustain reliable post operations, OBO/CFSM/FAC
provides technical assessment, analysis, and engineering support for
modification and replacement of main electrical utility equipment that
includes, but is not limited to, main electrical power transformers,
switchgear, switchboards, power plant transfer schemes, voltage regulators,
power quality and protection equipment, and electric distribution panel boards.
b. After determination that the local power supply is
inadequate for post operations, OBO provides equipment at nonresidential
properties to control and regulate the power supply so that voltage is
compatible with post-selected loads. Posts should contact OBO/CFSM/FAC for
guidance and support. See 15 FAM 645.3.
c. OBO does not fund residential voltage regulators.
Posts should contact OBO/CFSM/FAC for guidance and support for selecting
voltage regulator equipment for any type of facility, including residential
properties. See 15
FAM 645.3.
15 fam 636 through 639 unassigned