15 FAM 730
RESIDENTIAL DESIGN & FURNISHINGS PROGRAM FOR
REPRESENTATIONAL RESIDENCES
(CT:OBO-88; 06-18-2019)
(Office of Origin: OBO)
15 FAM 731 Policy
15 FAM 731.1 General Policy
(CT:OBO-71; 05-14-2018)
The Office of Residential Design and Furnishings,
Directorate for Operations, Bureau of Overseas Buildings Operations
(OBO/OPS/RDF) is responsible for the interior design and the furniture,
furnishings, and equipment (FF&E) as outlined in this subchapter for the
following officers designated representational residences:
Ambassador;
Deputy Chief of Mission (DCM);
Consul General (when Principal Officer);
U.S. Interest Sections PO; and
U.S. Ambassador to an international organization abroad.
NOTE: The above mentioned
residences are collectively referred to here as representational residences.
Additionally, the designated residences must also be
long-term leased, U.S. Government-owned (GO), or restricted Government-owned
(RGO). (See 15
FAM 732, paragraph b, for policy on DCM residences at posts with less than
35 U.S. direct hire desk employees.)
The FF&E includes the following official
representational supplies: official china, glassware, flatware, hollowware,
kitchenware, and other items approved by the Bureau of Overseas Buildings
Operations (OBO) or the parent agency. Allocations are based on program
requirements, individual residence facilities, particular circumstances, and
budget realities. These residences may also have items from the Departments
cultural heritage collection, including antiques, works of art, and items that
are rare or of historic significance.
15 FAM 731.2 Detailed Policy
(CT:OBO-88; 06-18-2019)
a. Interior design for representational residences: OBO/OPS/RDF does the
following: (a) provides FF&E listed in 15 FAM Exhibit
732(A) and the interior design for the
representational residences of the Ambassador, DCM, and CG (when PO); (b) funds
the acquisition of FF&E listed in 15 FAM Exhibit
732(A); and (c) supports the
FF&Es installation, maintenance, and preservation.
(1) OBO/OPS/RDF reviews residences on a rotational
basis and develops an interior design plan for each residence. The interior
design plan includes functional space planning, new furniture and furnishings,
furniture reuse, interior architectural finishes, accessibility requirements
(ADA compliance), and fire and life safety coordination. Furniture and
furnishings must last until the next scheduled review, which may be several
occupants later. RDF maintains the residence review schedule. OBO senior
management approves each fiscal years schedule, taking into account available
funding and resources;
(2) For representational residences in capital
construction projects, RDF directs the programming, space planning and design,
and major renovations. RDF interior designers participate in the Integrated
Design Review (IDR) process, using major renovation funds to select and
purchase the projects furniture and furnishings;
(3) RDF supports and funds requests for unscheduled
replacement of furniture and furnishings. RDF is the final authority on
granting such requests. Decisions are based on available resources;
(4) RDFs interior designers must approve the
planning, design, and execution of renovations and interior changes to all the
residences' spaces. Staff at post will implement these changes;
(5) The occupants personal taste or style does not
factor into interior design support and approvals. (For more information on
using design services from a private designer, see 15 FAM 733 and 2 FAM 960,
Solicitation and/or Acceptance of Gifts by the Department of State);
(a) If a private designers services are not approved as
permanent donations, the occupant must:
(i) Remove the donated design elements from the
residence; and
(ii) Restore both the residences original layout and
FF&E prior to their departure from post. This restoration and removal will
be at their own expense;
(b) Occupants are personally responsible for the proper
use and care of U.S. Government property while serving at post. Damage to
structures, grounds, or furnishings by pets, children, or blatant disregard for
proper care of furniture and furnishings is not normal wear and tear; the
occupant bears personal financial responsibility for these damages. (See 15 FAM 245. For
furniture and furnishing removal, see 15 FAM 245.1, paragraph c);
(6) OBO/OPS/RDF designates which furniture and
furnishings are not intended for reuse in a scheduled project. Post must
immediately sell all such furniture and furnishings and submit all sale
proceeds to OBO/OPS/RDF. Post may not sell FF&E that post deems damaged or
unusable without OBO/OPS/RDFs approval. Post must document all sale proceeds
with a DS-132 and submit the proceeds to OBO/OPS/RDF.
b. Representational supplies:
(1) Only ambassadorial representational residences
receive crested china and crested crystal glassware from OBO/OPS/RDF. The
following receive uncrested china and uncrested crystal glassware:
The DCMs representational residence, if at a post with 35 or
more U.S. direct hire desk positions; and
The Consul Generals (CG) state table, if the CG is serving as
PO.
(2) OBO/OPS/RDF provides sterling silver for the state
table only. The following receive silver-plated flatware (up to 36 place
settings), silver-plated hollowware, and other necessary tableware:
Ambassadorial representational residences;
DCM representational residences at posts with 35 or more U.S.
direct hire desk positions; and
The CGs representational residence, if the CG is serving as the
PO.
(3) OBO/OPS/RDF provides sets of kitchen cookware and
kitchen utensils to:
Ambassadorial representational residences;
DCM representational residences at posts with 35 or more U.S.
direct hire desk positions; and
The CGs representational residence, if the CG is serving as the
PO.
(4) Retired U.S. Ambassadors may purchase crested
china and glassware at their own expense. OBO/OPS/RDF must approve all
requests.
c. Heritage Collection Items in
Representational Residences: The Office of Cultural Heritage,
Directorate for Operations, Bureau of Overseas Buildings Operations
(OBO/OPS/CH) provides guidance and support (including funding) for identifying,
preserving, and monitoring the Department's heritage collection items located in
representational residences and elsewhere at post. (See 15 FAM 770 for
policy, procedures, and guidelines on antiques, works of art, and other
cultural heritage items.)
d. Art: The Office of Art in
Embassies, Directorate for Operations, Bureau of Overseas Buildings Operations
(OBO/OPS/ART) is responsible for loaned artworks in representational spaces of
representational residences. (See 15 FAM 740.)
Occupants are responsible for all other artwork and accessories, such as vases,
clocks, plants, etc.
15 FAM 732 Funding
(CT:OBO-88; 06-18-2019)
a. Other agencies: Each agency
funds the requirements of its personnel.
b. Department of State:
(1) OBO/OPS/RDF funds and
procures furniture, furnishings, and equipment (FF&E) outlined in 15 FAM Exhibit 732(A) for designated representational residences.
This includes residences for the Ambassador, the DCM (for posts with at least
35 U.S. direct hire desk positions), the CG (when PO), and U.S. Ambassadors to
international organizations abroad. OBO/RDF does not provide either support or
funding for DCMs at posts with less than 35 U.S. direct hire desk positions.
If an embassy grows to be greater than 35 U.S. direct hire desk positions, the
DCMs residence becomes an officially designated residence. (See 15 FAM 235.2.)
Once a residence is officially designated and the DCM receives official
residence expense (ORE) funding, post may request OBO/OPS/RDF support for
interior design and new FF&E for the DCMs residence (with the concurrence
of its regional bureau). A scheduled review and support are subject to
availability of funding and resources.
(2) 6 FAH-5 H-520 outlines commissioning activities for new
residences. Regional bureaus use funding from the Diplomatic & Consular
Program (D&CP) for commissioning activities for operating leased designated
residences. For designated residences acquired through capital lease,
construction, or sales acquisition, OBO funds commissioning activities. The
construction project funds commissioning activities for constructed designated
residences; likewise, funding for purchased designated residences
commissioning expenses comes from the same source as the property acquisition.
(3) OBO/OPS/RDF funds small appliances costing more
than $250, including associated shipping costs (see
paragraph a in 15 FAM Exhibit 732(A)).
(4) OBO/OPS/RDF does not provide funding or support
for the following equipment: air purifiers/filters, air conditioners less than
36,000 BTU, interior portable heating appliances, transformers/adapters, voltage
regulators/power stabilizers, water tanks/pumps, or water treatment equipment.
Post provides these items using D&CP funding.
(5) OBO/OPS/RDF funds the initial sets and
replacements for the representational supplies listed in paragraph b in 15 FAM Exhibit 732(A).
15 FAM 733 Guidelines for Interior
Design, Furnishings, Furnishings, and Equipment
(CT:OBO-71; 05-14-2018)
a. Representational residences showcase American
furniture and reflect a high standard for quality, style, and functionality.
Material selections are aesthetically conscious of local architecture, climate,
culture, and maintenance ease.
b. OBO/OPS/RDF maintains a master list of all official
residences and a schedule of planned FF&E refurbishment. OBO/OPS/RDF
interior designers brief incoming occupants on their future residences current
condition. Occupants may work with RDF regarding special requests based on
functional requirements, such as family size and representational entertaining
style. RDF will advise occupants regarding their responsibility for specific
personal needs.
c. During the turnover make-ready time period and with
RDFs approval, occupants may repaint the family living areas only. This does
not apply to family spaces that are part of the historical fabric of a culturally
significant property. In such cases, both OBO/OPS/RDF and OBO/OPS/CH must
approve any proposal to change any existing finishes in writing. Posts may use
routine maintenance and repair funds for painting supplies. (See 15 FAM 640,
Approvals Required for Repairs and Improvements; 15 FAM 230,
Allocating Residential Space; and 15 FAM 240,
Using Residential Space.)
d. If a nonfederal source donates services and/or
projects for embassy refurbishment, post must comply with the guidance outlined
in 2 FAM 962.6-2.
Additionally, OBO must review any third party designs and private donations of
furniture and furnishings, and must coordinate with L/BA for approval before
accepting. Occupants and post must then follow 2 FAM 960,
Solicitation and/or Acceptance of Gifts by the Department of State.
15 FAM 734 CLOSINGS and Evacuations
15 FAM 734.1 Post Closings
(CT:OBO-71; 05-14-2018)
a. Before a post closes, the post must request
instructions from OBO/OPS/RDF for transferring, selling, or disposing of
representational supplies, furniture, furnishings, and equipment. Do not leave
these items with other agencies without complete inventories and OBO/OPS/RDFs
approval.
b. The post must request instructions from OBO/OPS/CH
for protecting and transferring cultural heritage assets. (See 15 FAM 770.)
15 FAM 734.2 Post Evacuations
(CT:OBO-71; 05-14-2018)
Evacuating posts must make an effort to safeguard sterling
silver flatware. If a secure location is not available at the official
residence, post may store flatware in the chancery safes. Post Emergency
Action Plans should contain protocols for safeguarding these objects in an
emergency. When directed by OBO/OPS/RDF, post must pack and ship sterling
flatware and hollowware back to:
U.S. Department of State
OBO/OPS/RDF
SA-6, Room 1201
ATTN: Representational Supplies/703-875-6612
1701 N. Fort Myer Drive
Arlington, VA 22209
15 FAM 735 PROCEDURES FOR Annual
Inventories
15 FAM 735.1 State Department
(CT:OBO-71; 05-14-2018)
a. Annual inventories of GO items are an integral part
of property accountability systems. (See 14 FAM 414.)
OBO requires inventories for all chief-of-mission (COM), DCM, CG, and PO
residences furnished by OBO/OPS/RDF. Each post must submit annual inventories
using the Integrated Logistics Management System (ILMS) Asset Reports Physical
Inventory Reports. If a residence is unoccupied, the Accountable Property
Officer should sign the form. Post must ensure that all updates (additions,
deletions, and changes in condition) are incorporated into the new inventory
report and presented to the occupant for review and signature. Discrepancies
must be indicated on form DS-132, Property Disposal Report, using the asset
class numbers. Include the DS-132 report when submitting the inventory reports
to the email mailboxes noted below. Inventories must cover the calendar year
(January through December). Submit all annual inventories between January 1
and March 15 of the next calendar year.
b. Submit an annual inventory to OBO/OPS/RDF of all GO
property from the following residences:
The ambassador;
The DCM;
The CG (if acting as the PO);
The U.S. Interest Sections PO; and
The U.S. representative to an international organization.
(1) Submit furniture, furnishings, and equipment
(FF&E) inventory results via email to: OBO-RDF-Furniture@state.gov. In
ILMS Asset Management, use the Inventory Listing by Location format and the
agency code OBO/RDF. Signatures on the last page must include the printed
name of the signing official and date of signature.
(2) Each post must submit an annual inventory of all
representational supplies in the residences of the Ambassador, Deputy Chief of
Mission (DCM), Consul General (CG) when PO, U.S. Interest Section PO, and U.S.
representative to an international organization abroad. Submit
representational supplies inventory via email to:
OBO-RDF-RepSupplies@state.gov. In ILMS, create the report by selecting
"OBO Inventory" from the asset reports menu. Where possible,
indicate quantities for both the current and previous years inventory for
flatware, chinaware, and glassware.
c. For Overseas Staffing Model (OSM) posts in
categories one and two, post must conduct and submit a new inventory if there
is an occupant change in a representational residence.
d. If there is no change in occupant in the year
following a complete inventory, post can update the original inventory and
submit all updated inventories by March 15 to the appropriate office. If there
are no changes, the occupant or Property Management Officer must submit a
memorandum to OBO/OPS/RDF.
e. OBO/OPS/RDF will not process requests for additional
items for any representational residences without receiving and reviewing
current inventories.
f. Post must provide high-quality photographs of
representational residences for both the archives and for briefing future
occupants on residence conditions. Post must provide a minimum of four photos
per room, plus exterior shots of the entire residence. Shots should show each
room from all angles. Contact OBO/OPS/RDF for details on uploading files to
SharePoint.
15 FAM 736 through 739 unassigned
15 FAM Exhibit 732(A)
Furniture, Furnishings, and Equipment (FF&E) for U.S. Government-Furnished
Representational Residences
(CT:OBO-71; 05-14-2018)
REPRESENTATIONAL ITEMS
a. OBO/OPS/RDF provides the following items for the
representational residences of ambassadors, DCMs, CGs (when POs), and U.S.
ambassadors to international organizations abroad, as needed:
Bed coverings, duvets, pillow shams, and bed skirts;
Bedroom furniture (master/guest/additional bedrooms): headboard,
nightstand, dresser, lamps, mirrors, wardrobes as needed;
Chandeliers and decorative lighting;
Dining room furniture: table, chairs, china cabinet;
Dishwashers;
Distillers, water (see note below);
Dryers, clothes;
Fans, ceiling;
Floor rugs, carpeting;
Food warmers;
Freezers, chest or upright;
Ice machines;
Living room/family room furniture: sofas, chairs, tables,
bookcases, lamps;
Mangle irons;
Mattress sets and bedframes;
Microwave ovens;
Ovens, convection or professional;
Patio furniture and heaters;
Piano (for Ambassadors and CGs (when POs));
Refrigerators;
Stoves and cooking ranges, electric/gas and
residential/commercial grade;
Smart television and stereo system (one each per residence, for
representational space only);
Table linens, to include table cloths, placemats, napkins (for
State dining table only);
Table and floor lamps;
Vacuum cleaners;
Vacuum packaging machines, food sealers; and
Washing machines, clothes; and
Window treatments.
NOTE: OBO/OPS/RDF will only
fund water distillers if they are connected to freezers and/or ice machines and
are necessary to make large quantities of safe ice for representational events.
HOUSEHOLD EQUIPMENT/SMALL APPLIANCES
Coffee/cappuccino/espresso makers;
Fireplace accessories;
Food processors;
Ice cream makers;
Meat slicers;
Mixers/blenders; and
Smoothie makers.
b. OBO/OPS/RDF provides the following items for the
representational residences of ambassadors, DCMs, CGs (when POs), chiefs of
liaison offices, U.S. Interest Section POs, consuls (when POs), and U.S.
representatives to international organizations abroad, as needed:
Bread trays;
Butter dishes;
Candelabras;
Casserole dishes, covered and uncovered;
Chafing dishes;
China;
Glassware;
Hurricane lamps;
Ice buckets and ice tongs;
Kitchen utensils and cookware;
Place card holders;
Revere bowls with liners;
Silver-plated flatware;
Silver chest;
Silver cleaning supplies;
Sterling silver flatware;
Tea and coffee service;
Trays, small/medium/large; and
Water pitchers.