15 FAM 600
facility operations, sustainment, restoration, and modernization (SRM) of U.S.
government diplomatic real property abroad
15 FAM 610
Scope, authority, and general policies
(CT:OBO-121; 04-19-2023)
(Office of Origin: OBO/PRE)
15 FAM 611 SCOPE and authority
(CT:OBO-121; 04-19-2023)
a. The policies in 15 FAM 600 apply to all U.S. Government-owned and leased real property abroad for the Department of State and all foreign affairs agencies under chief of mission (COM) authority represented at posts acquired under the authority of the Foreign Service Buildings Act of 1926, as amended, and codified in 22 U.S.C 291 through 22 U.S.C.306, especially 22 U.S.C 296a: Maintenance management of overseas property.
b. The policies pertain to Sustainment, Restoration, and Modernization (SRM) of functional and residential overseas facilities and structures, as well as building systems and equipment, as listed in UNIFORMAT II Classification of Building Elements, such as systems for fire protection, conveyance (elevator), power, fuel, lighting, HVAC, water treatment, plumbing, roofing, and other specialty systems:
(1) Sustainment, previously referred to as Routine Maintenance and Repair, is the work required to preserve and maintain a facility in such condition that it may be effectively used for its designated functional purpose;
(2) Restoration, previously referred to as repairs or in-kind replacements, is the work required to restore a real property facility, system, or component to such a condition that it may effectively be used for its designated functional purpose; and
(3) Modernization is the work required to alter or replace facilities and/or building systems to implement new or higher standards, to accommodate new functions, or to replace building components that typically last more than 50 years (such as the framework, foundation, or façades). Modernization work generally falls within the Minor Construction and Improvement (MCI) Program. See 15 FAM 640 for more information on the MCI Program.
c. The Security Equipment Responsibilities Matrix designates SRM responsibilities for security systems among the Bureau of Diplomatic Security (DS), the Bureau of Overseas Buildings Operations (OBO), and post.
NOTE: This policy is not applicable to U.S. Agency for International Development (USAID)-owned or -leased facilities acquired under USAID's independent authority.
NOTE: This policy does not cover the installation, assembly, or SRM of collateral equipment (i.e., equipment, furniture, and appliances not permanently affixed to the building) or for facilities and equipment not owned or managed by the Department of State (14 FAM 410, Personal Property Management).
15 FAM 612 POLICY
(CT:OBO-121; 04-19-2023)
a. OBO, as the Department's Single Real Property Manager (SRPM), employs a full life-cycle facility management approach to effectively maintain and improve the sustainable long-term management of the Department's overseas real property portfolio per 15 FAM 113.2.
b. Each mission must establish and implement a comprehensive SRM program covering all facilities and major support systems using the Facility Management Guide. The Guide provides standard operating procedures that should be followed for establishing maintenance programs and for the continuous evaluation of post's maintenance needs. Facility managers (FM) must seek prior approval from OBO's Office of Facility Management (OBO/CFSM/FAC) to deviate from the Guide.
c. Post must survey and inspect each building and its support systems annually and must document and maintain the findings on file:
(1) Post must conduct an Annual Facility Condition Survey (AFCS) and record completion in the Global Maintenance Management System (GMMS) by September 30 each year; and
(2) The FM must prepare an Annual Inspection Summary (AIS) following the procedures in 15 FAH-1 H-116.3 and submit it to OBO in GMMS by September 30th of each year.
15 FAM 613 ADMINISTRATION AND RESPONSIBILITIES
15 FAM 613.1 Office of Facility Management (OBO/CFSM/FAC)
(CT:OBO-121; 04-19-2023)
The Department of State, through OBO's Construction, Facility, and Security Management (CFSM) Directorate, Office of Facility Management (OBO/CFSM/FAC), is responsible for establishing and implementing all policies and procedures governing the Sustainment and Restoration of the Department's overseas facilities, building systems, and equipment. OBO/CFSM/FAC, through its four divisions and the OBO Regional Support Centers (ORSC), is responsible for delivering effective, efficient, long-term facility management support.
15 FAM 613.1-1 The Facility Management and Administration Division (OBO/CFSM/FAC/FMA)
(CT:OBO-121; 04-19-2023)
The Facility Management and Administration Division (OBO/CFSM/FAC/FMA) manages the Facility Manager Program consisting of U.S. direct hires (USDH), personal services contractors (PSC), Reemployed Annuitant/When Actually Employed (REA/WAE), and locally employed facility managers (LE FM) worldwide. The FM is OBO’s representative at post for SRM and supports the post's SRPM.
15 FAM 613.1-2 The Maintenance Support Division (OBO/CFSM/FAC/MS)
(CT:OBO-121; 04-19-2023)
The Maintenance Support Division (OBO/CFSM/FAC/MS) formulates and administers policy and standards for the Sustainment and Restoration of overseas facilities and building systems/equipment. OBO/CFSM/FAC/MS is made up of two branches, Maintenance Management (MM) and Maintenance Assistance (MA):
(1) The MM Branch is responsible for OBO’s Sustainment and Restoration budget management and GMMS; and
(2) The MA Branch is responsible for the International Maintenance Assistance Program (IMAP) and the Facility Management Standards Program. See 15 FAM 670 for program descriptions.
15 FAM 613.1-3 The Program Support Division (OBO/CFSM/FAC/PS)
(CT:OBO-121; 04-19-2023)
The Program Support Division (OBO/CFSM/FAC/PS) provides subject matter expert professional and technical support to develop and implement maintenance plans and Sustainment and Restoration programs and to assist in prioritizing Sustainment and Restoration projects.
15 FAM 613.1-4 The Asset Management and Transitions Division (OBO/CFSM/FAC/AMT)
(CT:OBO-121; 04-19-2023)
The Asset Management and Transitions Division (OBO/CFSM/FAC/AMT) coordinates operations and maintenance delivery in the early planning and development stages of an OBO capital security project:
(1) During the early planning phase, OBO/CFSM/FAC/AMT’s involvement includes supporting the development of early planning documentation inclusive of Overseas Presence Reviews for the Office of Management Strategy and Solutions (M/SS) and the initial Space Requirements Program (SRP) in support of the Interior Design Division (OBO/PDCS/DE/ID);
(2) OBO/CFSM/FAC/AMT manages OBO/CFSM/FAC’s Consolidated Review between the OBO/CFSM/FAC divisions in sequence with the Integrated Design Review (IDR) to ensure that proper systems maintenance strategies are developed during the iterative design process;
(3) OBO/CFSM/FAC/AMT supports key project milestones during the transitional phase from construction activities to facility occupancy through collaboration with the construction project director, post FM, and the operations and maintenance technical coordinator (OMTC);
(4) After the project transitions to the occupancy phase, OBO/CFSM/FAC/AMT continues assisting the post FM with warranty management support and AFCS data, which is used with the Sustainment Management System to project future required costs to operate the facility over its lifetime; and
(5) OBO/CFSM/FAC/AMT manages the FAC Lessons Learned program.
15 FAM 613.1-5 OBO Regional Support Centers (ORSC)
(CT:OBO-121; 04-19-2023)
The OBO Regional Support Centers (ORSC) provide regional support to Department of State missions overseas to maintain facilities that represent the best in U.S. sustainability, design, engineering, technology, art, and culture. The ORSC Director reports directly to the Office Director of Facility Management (OBO/CFSM/FAC). ORSC responsibilities are:
(1) Manage and coordinate technical resources for Controlled Access Area (CAA) and General Work Area (GWA) support at post through the coordination of regionally deployed contractors and technicians for CAA and general facility equipment;
(2) Enhance and reinforce facility management programs through services such as Improved Post Operations, Project Development & Management, Data Management & Analytics, and Regional Resources for Operational Support;
(3) Provide comprehensive assistance to posts without permanently assigned FMs and provide mentorship and guidance to posts with entry-level FMs, LE FMs, and PSC FMs;
(4) Review and approve Regional Work Orders (RWO) submitted through Global Maintenance Management System (GMMS) and route RWOs to the appropriate offices within OBO;
(5) Support OBO/CFSM/FAC with human resources functions related to the USDH, Expanded Professional Associates Program (EPAP), and LE FM programs;
(6) ORSCs can provide remote assistance and periodic visits to posts experiencing long term FM staffing vacancies. However, ORSCs do not provide “gap coverage,” i.e., full-time TDY support. For TDY FM assistance, contact OBO/CFSM/FAC/FMG; and
(7) Approve the permanent assignment of staff (USDH, PSC, and Third-Party Contractor (TPC)) to the ORSC and coordinate the space requirements and associated financial requirements to accommodate those positions with post. NOTE: Assignments to the ORSC must be approved by the ORSC Director and OBO/CFSM/FAC Office Director in advance of assignment. All organizations outside of OBO/CFSM/FAC approved to permanently assign staff to ORSC space are responsible for all costs associated with establishing and maintaining that position.
15 FAM 613.2 Post Responsibilities
15 FAM 613.2-1 Single Real Property Manager (SRPM)
(CT:OBO-121; 04-19-2023)
a. The SRPM is the post authority on all real property program issues and the liaison with OBO on all real property management matters. Without written delegation of authority from the chief of mission (COM), the senior management officer assumes the authority and responsibility of the SRPM.
b. At missions with constituent posts, the SRPM will coordinate activities of constituent post SRPMs. See 15 FAM 113.3 , Single Real Property Manager (SRPM).
15 FAM 613.2-2 Facility Manager
(CT:OBO-121; 04-19-2023)
The facility manager is:
(1) Responsible for planning, prioritizing, organizing, controlling, reporting, and evaluating Sustainment, Restoration, and Modernization programs covering all real property including, but not limited to, buildings, facilities, and major support systems at posts abroad;
(2) Conducts annual inspection surveys of buildings, facilities, and major support systems and provides annual reports including, but not limited to, the AFCS and AIS;
(3) Directs and trains LE staff in the operation, Sustainment, and Restoration of technically sophisticated building systems;
(4) Checks the Department's existing supplies and suitable excess personal property of U.S. Government agencies as the first source of supply prior to approving all purchases for materials and services ordered against FM budgetary responsibilities;
(5) Requests operations and maintenance and repair funding within specified deadlines;
(6) Writes building maintenance expense (BME) maintenance and repair service contract requirements while developing a timeline that allows for approval, permits posts to initiate procurement actions, and enables contract award and placement within specified deadlines;
(7) Manages and coordinates a continuous fire prevention program;
(8) When appointed by post leadership, manages and coordinates Safety, Health, and Environmental Management (SHEM) programs as the post occupational safety and health officer (POSHO) 15 FAM 930;
(9) Manages and coordinates energy conservation programs;
(10) Manages and coordinates environmental control and abatement programs;
(11) Coordinates security practices, procedures and systems maintenance and repair with the regional security officer (RSO);
(12) Supports cultural heritage properties and key aspects of the Art in Embassies program;
(13) Supports the transition process to a new embassy compound (NEC) and/or new consulate compound (NCC); and
(14) Manages and coordinates regional responsibilities by making scheduled visits to constituent posts, as requested.
NOTE: The FM is not responsible for the installation, assembly, or SRM of collateral equipment (i.e., equipment, furniture, and appliances not permanently affixed to the building) or for facilities and equipment not owned or leased by the Department of State. However, the FM must be informed prior to the procurement of any collateral or non-OBO equipment to ensure there is no conflict with existing building systems.
15 FAM 614 THROUGH 619 UNASSIGNED