15 FAM 670
building MANAGEMENT PROGRAMS AND SUPPORT
(CT:OBO-135; 04-28-2023)
(Office of Origin: OBO/CFSM/FAC)
15 FAM 671 OVERVIEW
(CT:OBO-135; 04-28-2023)
a. The Office of Facility Management within the Directorate of Construction, Facilities, and Security Management in the Bureau of Overseas Buildings Operations (OBO/CFSM/FAC) provides technical support and consultation services to other OBO offices and posts across the following programs:
(1) Mechanical and Elevator Systems Management:
(a) Heating, Ventilating, and Air Conditioning (HVAC);
(b) Building Management System (BMS), including elevator controls, fuel controls, power monitoring, and building automation system (BAS);
(c) Environmental Security Protection Systems (ESPS); and
(d) Elevator System testing, commissioning, and acceptance;
(2) Hazardous Materials (HAZMAT) and Environmental Protection Systems Management:
(a) Indoor Air Quality;
(b) Wastewater Treatment;
(c) Water Quality and Treatment;
(d) Asbestos;
(e) Underground Fuel Storage Tanks; and
(f) Fuel Distribution Systems;
(3) Classified Project Support;
(4) Roof and Façade Management;
(5) Electrical Infrastructure:
(a) Generators;
(b) Uninterruptible Power Systems (UPS) and Automatic Voltage Regulators (AVR);
(c) Electric Power Transformers, Switchgear, Switchboards, Voltage Regulators, Power Quality and Protection Equipment, and Electric Distribution Panel Boards; and
(d) MeterNet as an automated utility data collection tool that tracks real-time utility use;
(6) International Maintenance Assistance Program (IMAP);
(7) Facility Management Standards Program;
(8) Global Maintenance Management System (GMMS);
(9) Annual Facility Condition Survey (AFCS); and
(10) Locally Employed (LE) Facility Management Staffing Recommendations.
b. Responsibilities: OBO/CFSM/FAC is responsible for the sustainment and restoration of the Department's real property, systems, and equipment. Building management programs (Sustainment and Restoration) ensure building systems are capable of providing reliable, safe, healthy, energy-efficient, and effective performance to meet their designated purpose throughout their life cycle. The respective program directs, develops, and delivers operational guidance, and resources to sustain the effective functioning of system infrastructure. The Modernization Program is completed in concert between OBO/PDCS/DE and OBO/CFSM/FAC.
c. Authorities: OBO is accountable for administering the programs listed under paragraph a. above, and OBO/CFSM/FAC is the responsible office for the sustainment and restoration of existing system infrastructure and systems, unless otherwise noted. The managers of these programs are responsible for verifying and maintaining current building asset data; compliance testing and inspection; and assessing and improving intended service life.
15 FAM 672 ELEVATOR SYSTEMS MANAGEMENT PROGRAM
(CT:OBO-135; 04-28-2023)
15 FAM 672.1 Scope and Authority
(CT:OBO-135; 04-28-2023)
The Elevator Systems Management Program, managed by the Program Support Division (OBO/CFSM/FAC/PS), is the designated authority having jurisdiction for Sustainment, Restoration, and Modernization (SRM) of elevators. This includes the design, certification, operation, and safety of the following conveyance systems: elevators, escalators, dumbwaiters, material lifts, platform lifts, and chair lifts. Compliance, application, and interpretation of design, standards, code, and policy as it relates to vertical transportation must be reviewed and approved by the Elevator Systems Management Program.
15 FAM 672.2 Responsibilities
(CT:OBO-135; 04-28-2023)
The Elevator Systems Management Program is responsible for providing vertical transportation engineering, and technical and administrative support related to conveyance systems of elevators, escalators, dumbwaiters, material lifts, platform lifts, and chair lifts to ensure vertical transportation systems operationally comply with Overseas Security Policy Board mandates, OBO requirements, and U.S. and/or host nation code compliance. These are implemented through:
(1) Routine safety inspections and testing;
(2) Maintenance evaluations and conditioning surveys;
(3) Guidance and technical support for maintenance, repairs, and emergencies;
(4) Elevator safety compliance certifications for all restoration and modernization projects;
(5) Design and construction reviews, commissioning, final inspection and acceptance, and warranty support;
(6) Preventive Maintenance Service Contracts and maintenance contract support; and
(7) Mishap investigations.
15 FAM 672.3 Post Responsibilities
(CT:OBO-135; 04-28-2023)
Post must ensure that:
(1) Elevators and other vertical conveyance systems are operated properly, maintained, and tested periodically per manufacturer recommendations and OBO requirements;
(2) Post maintenance staff whose duties require the management of elevator systems shall complete Foreign Service Institute training course PA535, Elevator Maintenance Management;
(3) The Facility Manager (FM) reports all issues that cannot be addressed locally to the Elevator Systems Management Program for support; and
(4) Elevator maintenance, repair, modernization, and/or new construction shall be performed by qualified elevator contractors.
15 FAM 672.4 Standards
(CT:OBO-135; 04-28-2023)
a. The U.S. Standards published by the American Society of Mechanical Engineers (ASME) A17.1, A17.3, A18.1, QEI-1, as adopted by OBO's Elevator Systems Management Program, provide the minimum elevator safety standards for conveyance systems. Standards are reviewed annually and, with further input provided by the Elevator Systems Management Program, published in the OBO Design Standards in accordance with current policy.
b. For Design, Security, and Construction: OBO/CFSM/FAC/PS must certify elevator safety compliance for the design, installation, alteration, and operation of conveyance systems:
(1) Design: New installation, alteration, or replacement of elevator systems require design approval from the Elevator Systems Management Program. Designs must be developed by a qualified elevator design professional. It is the elevator design professional’s responsibility to develop specifications that comply with the OBO design standards when specifying a local standard. Where local products are not available to comply with OBO design standards, a written waiver request must be submitted to the Elevator Systems Management Program via email elevatorsupport@state.gov.;
(2) Security: Design of elevator systems must comply with current OBO security and Elevator Systems Management Program standards and codes which can be found on the OBO/PDCS/DE SharePoint site. Exception(s) require a written waiver from the Elevator Systems Management Program via email at elevatorsupport@state.gov; and
(3) Construction: New installation, alteration, or replacement of elevator systems require submittal review, progress inspections, and final acceptance inspection and testing by an Elevator Systems Management Program representative.
c. For Operations and Maintenance (O&M) Management, Repair and Alteration: The post FM must ensure standards are enforced:
(1) Standards for maintenance personnel, qualifications, and certifications: Only qualified personnel may design, install, maintain, repair, operate, or inspect the systems. This is applicable to post staff and contractors;
(2) Local elevator standards and codes must be specified for new installations when:
(a) The equipment is scheduled to be maintained by a local contractor; and
(b) The Elevator Systems Management Program has approved the proposed local elevator standard; and
(3) Minimum O&M Requirements:
(a) Equipment/system should be operated within the standards set by the manufacturer specifications; and
(b) Equipment/system should be maintained in accordance with the manufacturer maintenance recommendations for personnel qualifications, service frequency, procedures, parts, and materials requirements.
15 FAM 672.5 Elevator Personnel Certifications
(CT:OBO-135; 04-28-2023)
Only qualified personnel may design, install, maintain, repair, operate, or inspect elevator systems:
(1) Elevator consultant: A person engaged in consultation, design, inspection, investigation, or supervision of vertical transportation systems independently, or persons employed by companies who provide these services under contract and do not manufacture, sell, distribute, install, repair, or maintain vertical transportation systems or components and are not affiliated with companies that do;
(2) Mechanic/technician: A qualified elevator mechanic, employed by a vertical transportation manufacturing and/or maintenance contractor, is someone trained and certified in the maintenance, repair, construction, testing, and safety of elevator systems;
(3) Safety inspector: Safety inspectors and inspection supervisors must be certified by an organization accredited by a national regulatory agency, or substantially comply with ASME QEI-1, as determined by the Elevator Systems Management Program; and
(4) Authorized personnel: Persons who have been instructed in the operation of the elevator equipment and designated by the Single Real Property Manager (SRPM) or post FM to use the equipment.
15 FAM 672.6 Safety Inspections and Test Types
(CT:OBO-135; 04-28-2023)
a. Routine inspection and test: Equipment in the operations phase must be routinely certified safe for operation. Tests must not exceed the manufacturer’s specifications. Frequency of safety inspection and testing:
(1) Annual no-load safety test and inspection (ASME Category 1 equivalent);
(2) 5-year full-load safety test and inspection (ASME Category 5 equivalent); and
(3) Annual pressure relief test and inspection (ASME equivalent).
b. Acceptance inspection and test: Equipment that is newly acquired, newly installed, or has received major alterations must satisfy acceptance safety inspection and test requirements prior to being placed into service. Conformance to applicable safety standards is validated using the Elevator Systems Management Program's approved procedures and documentation. Equipment must not operate until all life safety requirements have been satisfied.
c. Procedure for performing inspection and test:
(1) Elevator service contractor: The person(s) maintaining, altering, or installing the equipment must perform all of the required safety tests in the presence of the elevator inspector;
(2) Elevator inspector: Inspection and tests must be witnessed by an inspector employed by the authority having jurisdiction or by an inspector employed by an accredited elevator inspection company with equivalent credentials to those required by ASME QEI-1 as determined by the Elevator Systems Management Program; and
(3) Post facility management is responsible for coordinating the inspection and timing of test personnel.
d. Documentation of inspection and testing: Equipment which complies with applicable codes, standards and contract requirements is documented, in English, for conformance using the Elevator Systems Management Program's approved documents and procedures including:
(1) Elevator inspection and test form: Itemized record of individual code requirements and empirical test data;
(2) Certificate of Use: Required for all equipment in the operations phase. This document, issued by the Elevator Systems Management Program, results from successful testing and inspection that is free of deficiencies or code violations;
(3) Notice of Unsafe Equipment: A Notice of Unsafe Equipment is issued when an inspection/test reveals an unsafe condition where there is substantial probability that death or serious physical harm could result from its continued use; and
(4) Variance: This document, issued by the Elevator Systems Management Program, recognizes the existence of a non-life safety code violation that is deemed impractical to remediate by OBO.
15 FAM 672.7 Reporting Elevator Safety Compliance
(CT:OBO-135; 04-28-2023)
OBO requires elevator safety requirement reporting for each property ownership type (i.e., Government-Owned/Capital Leased, Operating Leased).
15 FAM 672.7-1 Reporting Requirements for U.S. Government-Owned or Capital Leased (GO/CL) Properties
(CT:OBO-135; 04-28-2023)
The SRPM or post FM must report to the following elevator safety compliance information to elevatorsupport@state.gov:
(1) Date of elevator certification;
(2) Responsible national entity;
(3) Regulation and year;
(4) Inspection type;
(5) Next inspection due date;
(6) Next inspection type; and
(7) Deficiencies noted as a result of inspection.
15 FAM 672.7-2 Reporting Requirements for Operating Leased (OL) Properties
(CT:OBO-135; 04-28-2023)
For residential and nonresidential operating leased properties, the SRPM must ensure that:
(1) Landlord(s) must annually provide a copy of the elevator safety certificate from a local, licensed, independent, and accredited elevator authority for elevators, escalators, dumbwaiters, material lifts, platform lifts, and chair lifts;
(2) Where a notified body is not present, the elevator service contractor must inspect and test the elevator for full compliance with the elevator manufacturer standards; and
(3) The contractor must provide in writing a description of the inspection and test and confirm the elevator complies with the manufacturer’s standards.
15 FAM 672.7-3 Reporting Elevator Mishaps
(CT:OBO-135; 04-28-2023)
The SRPM and/or the post FM must immediately report any elevator mishaps to OBO's Office of Safety, Health, and Environmental Management (OBO/OPS/SHEM) in accordance with 15 FAM 964. In addition to the requirements listed in 15 FAM 964, the following actions must be performed:
(1) Rescue passengers following emergency rescue procedures (provided by manufacturer);
(2) Attend to passenger(s) medical needs;
(3) Remove the elevator from service using lock-out tag-out procedures;
(4) Do not restore elevator service in the event of a serious injury or equipment malfunction without the clearance of OBO's Elevator Systems Management Program;
(5) Notify elevatorsupport@state.gov immediately and provide a description of the situation;
(6) Request service provider to inspect the elevator system and provide a written report of findings; and
(7) Restore elevator service with the approval of the Elevator Systems Management Program.
15 FAM 673 HAZARDOUS MATERIALS (HAZMAT) AND ENVIRONMENTAL PROGRAM
(CT:OBO-135; 04-28-2023)
15 FAM 673.1 Overview
(CT:OBO-135; 04-28-2023)
The Hazardous Materials (HAZMAT) and Environmental Management Program, in coordination with other OBO offices, is responsible for Sustainment and Restoration including specialized surveys, remediation, and project funding for issues linked to:
(1) Environmental quality;
(2) Water quality and treatment;
(3) Fuel distribution systems; and
(4) Ground contamination.
15 FAM 673.2 Environmental Quality
(CT:OBO-135; 04-28-2023)
a. The HAZMAT and Environmental Management Program is responsible for environmental assessments, abatement of conditions impacting environmental quality, and consulting services related to the Sustainment and Restoration of environmental quality, including:
(1) Asbestos management and abatement;
(2) Mold abatement;
(3) Lead management and abatement;
(4) Polychlorinated Biphenyl (PCB) management and abatement; and
(5) Project consulting.
b. The program administers the Asbestos Management Database in FAC APPS, manages asbestos inspector certifications, and performs design maintainability review of new and rehabilitation projects.
15 FAM 673.3 Water Quality and Treatment Program
(CT:OBO-135; 04-28-2023)
The HAZMAT and Environmental Management Program is responsible for technical consulting, training, water testing, and O&M management support related to potable, mechanical water systems, and wastewater at post. Its purpose is to ensure that water supplies at post are safe and suitable for their intended use in accordance with U.S. and/or host nation code compliance, as well as with FAH and FAM requirements including 15 FAM 957.5. The Water Quality and Treatment Program also provides certification that water discharged from U.S. Government held properties is safe and complies with OBO and host country standards for quantity and quality. The program includes the following functions:
(1) Potable water system certificate to operate program;
(2) Potable water treatment operator training;
(3) Potable water system administrator training;
(4) Wastewater system operator training;
(5) Mechanical water system operator training;
(6) Water-quality testing database (FAC APPS);
(7) Water storage tank assessment and maintenance;
(8) Water quality and treatment; and
(9) Design maintainability reviews.
15 FAM 673.4 Fuel Distribution Systems
(CT:OBO-135; 04-28-2023)
a. The HAZMAT and Environmental Management Program provides technical consulting, operations support, and incident response services for fuel distribution systems sustainment and restoration, including:
(1) Spill response services;
(2) Tank inventory and closures;
(3) System design maintainability review;
(4) Fuel tank replacements; and
(5) Fuel management system replacements.
b. The program also administers the underground storage tank (UST) inventory database within FAC APPS.
c. OBO is not responsible for the procurement, delivery, or daily/monthly inventory of diesel/gasoline fuels.
15 FAM 674 cLASSIFIED PROJECT SUPPORT PROGRAM (CPSP)
(CT:OBO-135; 04-28-2023)
a. Overview: Within the scope of Sustainment and Restoration (as defined in 15 FAM 611), the Classified Project Support Program (CPSP) provides engineering management, technical expertise, design/build services, and cleared American labor for the Sustainment and Restoration of facility spaces and building systems (mechanical, electrical, architectural) for Controlled Access Area (CAA) and Post Communications Center (PCC) spaces.
b. Responsibilities: CPSP is responsible for PCC prioritization, assignment, processing and monitoring of requests, requirements, projects, and project funding regardless of executing entity (functional program or post). In addition to ensuring requests are captured, assigned, and tracked throughout their lifespan, CPSP provides technical and administrative support. Additionally, CPSP provides Sustainment and Restoration for shielded enclosures and supporting equipment worldwide; and serves as OBO’s Sustainment and Restoration liaison with tenant agencies.
c. Authority: CPSP is the authority and provides subject matter experts (SME) for Sustainment and Restoration projects and activities on building systems within PCCs and post CAA/CORE spaces at U.S. Government facilities worldwide. The Airgram A-77, as amended by 21 STATE 23103 assigns the Department and Area Telecommunications Office facility management support responsibilities by post.
15 FAM 675 ROOF AND FAÇADE MANAGEMENT PROGRAM
(CT:OBO-135; 04-28-2023)
a. Overview: The Roof and Façade Management Program is responsible for Sustainment, Restoration, and (for roofing only) Modernization (SRM) related planning, design, construction, and maintenance of building envelope waterproofing and industry standard compliance requirements.
b. Subject Matter Expert: The Roof and Façade Management Program representative is the designated SME for building envelope systems, roofs, façades, and below-grade waterproofing to include roof and wall-mounted equipment waterproofing interface.
c. Scope: All building envelope systems located on or above U.S. Government-owned or leased diplomatic facilities abroad.
15 FAM 675.1 Administrative and Technical Support
(CT:OBO-135; 04-28-2023)
a. Planning: Selecting waterproofing materials with a minimum service life of: 40 years for roofing, 75 years for façades, and 100 years for below-grade systems ensures long-term performance of building envelope systems.
b. Design: New installations, replacements or repairs of building envelope systems require design review from OBO/CFSM/FAC/PS. Waterproofing design selections are based on building function, climatic region, and local material procurement support. Qualified building envelope design professionals develop designs and specifications.
c. Permits: Permits shall be obtained from OBO/PDCS/DE for any proposed roofing or façade system that is not an in-kind replacement.
d. Construction: For building envelope systems being constructed within major projects (NEC, NCC, NOX or major rehabs), and as part of the Integrated Design Review (IDR) process, OBO/CFSM/FAC/PS supports and approves specifications and designs of the roof and façade systems. OBO/CFSM/FAC/PS reviews envelope-related submittals and confirms compliance with the contractual requirements, performs progress inspections, witnesses testing, and recommends final acceptance to the Project Director.
e. Maintenance: Building envelope systems' service life includes warranty enforcement, periodic preventative maintenance & repair, condition assessment and inspection by qualified personnel.
15 FAM 675.2 Standards
(CT:OBO-135; 04-28-2023)
Roofing and other building envelope industry standards are reviewed, edited with input from the Roof and Façade Management Program, and published annually in the OBO Design Standards.
15 FAM 675.3 Qualifications
(CT:OBO-135; 04-28-2023)
International professional and industry standard certifications are required to plan, design, install, warrant, maintain, repair, or inspect building envelope systems. Companies who provide these services must be under contract to protect the U.S. Government's interest.
15 FAM 675.4 Roof and Façade Project Management Support
(CT:OBO-135; 04-28-2023)
OBO's Roof and Façade program will provide the following support services:
(1) Condition Assessment and Tests: Visually survey and conduct physical tests to assess the condition of building envelope components and miscellaneous equipment associated with waterproofing deficiencies and develop a plan to remedy the deficiencies;
(2) Scope of Work Development: Produce contract documents that consist of detailed drawings, specifications, scheduling, and cost estimates reflecting the proposed means of construction, construction contractor support services, and security requirements for a building envelope waterproofing project;
(3) Contract Administration: Act in the capacity of the Contracting Officer's Representative (COR) to provide technical review and analysis of assessment reports, proposed design documents, cost proposals, construction submittals, construction progress, and proposed changes by the building envelope contractors. Provide on-site quality assurance inspection and written reporting during building envelope construction;
(4) Preventative Maintenance: Periodically review the building envelope predicted service life cycle of waterproofing system conditions in order to schedule material procurement, maintenance and repair, and warranty enforcement visits. Depending on the severity of the condition, leak or damage, the Roofing and Façade Management Program may recommend further actions; and
(5) Requests for administrative, technical, and project management support and consultation may be directed to roofprogram@state.gov.
15 FAM 675.5 Other Requirements
(CT:OBO-135; 04-28-2023)
a. All rooftop work including, but not limited to, installation/relocation of antennas, penetrations, or other roof system or structure alterations/ modifications require OBO approval. Before any work commences, OBO/CFSM/FAC's Roof and Façade Management Program must review the proposed work and provide its concurrence in writing. This is to ensure that the building envelope retains its integrity against water infiltration. This includes replacement of or alterations to roof structure including placement or erection of any structures, equipment, or devices on the roof, and construction of any facility or placement of any heavy equipment on roofs or on balconies.
b. This section does not apply to adjustment of or maintenance on rooftop equipment and systems.
c. Posts without resident FMs should refer rooftop work proposals to the regionally assigned FM.
d. Posts without a resident or regional FM should refer rooftop work proposals to the OBO/CFSM/FAC Roof and Façade Management Program.
e. Tenant agencies with work proposals that alter rooftop-building systems must follow procedures delineated in their respective Memorandum(s) of Understanding and in accordance with 15 FAM 643. Department of State copies of these MOUs are located in OBO/OPS/AM.
f. For all rooftop work on areas above Controlled Access Areas (CAA) and Post Communications Centers (PCC), post should also process a Construction Security Plan (CSP).
g. All rooftop work must be coordinated with the Post Occupational Safety and Health Officer (POSHO) to ensure that potential safety and health hazards are identified, and that appropriate safety procedures are implemented. Post is instructed to initiate rooftop safety procedures if it does not have them already in place. For assistance and information on how to develop rooftop safety procedures, post should contact OBO/OPS/SHEM.
h. All work proposed to existing roofs and building envelopes of heritage structures must be coordinated with and approved by OBO/OPS/CH prior to commencing work (see 15 FAM 770 and OBO's list of significant properties).
15 FAM 676 ELECTRICAL INFRASTRUCTURE PROGRAM
(CT:OBO-135; 04-28-2023)
a. Overview: The Electrical Infrastructure Program is responsible for providing technical support and supplemental funding for the Sustainment and Restoration of chancery compound power systems and residential generators.
b. Responsibilities: The Electrical Infrastructure Program provides technical SME support to ensure that post's most critical systems remain functional and effective throughout their life expectancy:
(1) Sustainment and restoration: For existing equipment (such as generators, automatic voltage regulators, transformers, switchgear, automatic transfer switches, electrical distribution panel boards, uninterruptible power supply, power factor correction capacitor and other electrical equipment). This includes the scheduled/planned overhaul and complete rebuild of equipment;
(2) Technical support: Conduct technical assessments, project management tasks such as surveys, analyze power quality data, troubleshoot to resolve capacity and power quality issues to determine if equipment repairs or replacement is necessary; and
(3) Reliability centered maintenance (RCM): Identify technical or support actions that reduce the probability of failure and are the most cost-effective. RCM seeks the optimal mix of condition-based actions, time- or cycle-based actions, Modernization, or run-to-failure.
15 FAM 676.1 Generators
(CT:OBO-135; 04-28-2023)
General requirements for generators:
(1) Generator installations shall use electronic governors and automatic start with automatic transfer switches for unattended automatic operation. If local conditions cannot accommodate this requirement, please seek a waiver and prior approval for the installation from OBO/CFSM/FAC's Electrical Infrastructure Program; and
(2) Gasoline-fueled generators are prohibited from being installed at posts abroad. Only diesel-fueled engine generators are authorized for installation.
15 FAM 676.1-1 Nonresidential Generator Program
(CT:OBO-135; 04-28-2023)
a. Overview: Generators support mission-critical systems and facility security systems, enabling post electrical loads to operate if city power supply is unreliable or fails. OBO/CFSM/FAC's Electrical Infrastructure Program is responsible for the Sustainment and Restoration of the generator program and in consultation with other OBO offices supports the Modernization of large, multi-phased generator projects for post.
b. Scope: The OBO Generator Program funds specific, OBO-approved, residential, and nonresidential generator projects. For each project, the OBO Generator Program is responsible for funding the following:
(1) Survey and design for a new generator project;
(2) Modification or construction of a room, structure, or housing for the generator for nonresidential generators, including associated fixtures and fittings;
(3) Crating, shipping, and installation of a generator and all ancillary equipment, including concrete pads;
(4) Replacement of electrical equipment connected to the generator if increased output capacity is necessary;
(5) Purchase generator set and all required accessories, including manufactured and third-party options, panel boards, breakers, cables, fuel pump, batteries and charger, fuel (day) tanks, and sound-attenuated winterized enclosures;
(6) Purchase or replace automatic transfer switch (ATS) and generator controls;
(7) Provide new or larger fuel storage tank and fuel lines, pumps, filters, etc. for nonresidential generators only. For residential generators, the main storage tank is paid for by the occupying agency as part of the make-ready process;
(8) Taxes, export packing, shipping costs, and storage (short-term);
(9) Installation and testing for commissioning of complete generator sets provided by OBO/CFSM/FAC or post;
(10) Initial set of spare parts (2000 hours) for new generator set installations; and
(11) Analytical and lab services for generator fluids, including engine oil, in response to post requests for support and program equipment reliability testing.
c. Funding: OBO funds the purchase of equipment, installation, major equipment overhauls, and replacement for nonresidential Department of State-held, U.S. Government-owned/capital leased (GO/CL), or Department of State-occupied operating leased property. Post Diplomatic & Consular Program (D&CP), International Cooperative Administrative Support Services (ICASS), or occupying agency funds must be used for spare parts, and operating expenses such as fuel and filters. Preventive maintenance contracts are funded through Preventive Maintenance Service Contracts (PMSC) per 15 FAM 630. Funding availability does not allow for immediate implementation of post requests.
d. Approvals:
(1) Requests for generators should be submitted to OBO/CFSM/FAC's Electrical Infrastructure Program. Requests for program support are evaluated and ranked based on the condition of city power supply and post’s assessment of the physical security implications of unreliable power equipment, including generators; and
(2) OBO must approve any purchasing, scrapping, installing, selling, connections to buildings/utilities, or transferring of generators. This applies to all generators that connect to electrical systems in Department-owned or leased facilities and utilities, regardless of residential or nonresidential use. Proceeds from generator sales must be reimbursed directly to OBO as a “proceeds of sale” transaction. These transactions are reported using function code 7561 and revenue source AAAG. For appropriate procedures, contact the post financial management officer or OBO's Office of Financial Management (OBO/COMP/FM):
(a) Emergency Requests: Post must submit emergency power requirements to OBO/CFSM/FAC/PS for review, approval, and funding. 15 FAM Exhibit 670, Generator Inventory Data Sheet, lists the information needed for requests for new or replacement equipment and upgrades. The Electrical Infrastructure Program determines whether its engineers or a contracted commercial firm conduct an onsite systems assessment and if any design effort is needed to implement the project. All residential generator requests are made through the Residential Generator Management System (RGMS); and
(b) USAID: Generator purchases may be authorized by the mission director; no prior USAID/W approval is required.
e. Reporting Requirements: Whenever there is a change of equipment, post must submit an updated generator inventory list to OBO/CFSM/FAC/PS via GMMS.
15 FAM 676.1-2 Residential Generator Program
(CT:OBO-135; 04-28-2023)
a. Overview: The OBO/CFSM/FAC/PS Electrical Infrastructure Program operates a separate Residential Generator Program that assists overseas posts to maintain reliable residential electrical power.
b. Scope: The purpose of the Residential Generator Program is to help post obtain and safely install reliable electrical power so that critical systems are not adversely affected. The range of assistance offered by OBO includes such services as: generator sizing, acquisition support, funding, maintenance consulting, and disposal assistance. This program aims to be efficient, cost-effective, and fair across all agencies involved. OBO understands that conflicts and problems may occur in the management and ownership of residential generators. This is especially true, given the complexity of the generator program, number of agencies/funding sources involved, creation of new positions, etc. When such problems occur, post contacts OBO/CFSM/FAC/PS, who coordinates with post and ICASS personnel to assure a fair, reasonable, and equitable solution.
c. Criteria: The Residential Generator Program provides residential generator support to all posts that demonstrate a legitimate need. Generators are considered "legitimately needed" when, over the course of twelve months, one or more of the following factors is significantly and adversely affected by the lack of generators:
(1) Life/health/safety protection;
(2) Security integrity;
(3) Property damage protection; and
(4) Post operational capability.
Posts that would like to be included in the Residential Generator Program must first coordinate their requirements directly with OBO/CFSM/FAC/PS.
d. Funding: Each agency is required to fund the cost of the purchase, shipping, and installation of the initial generator for each residential property it occupies in the ICASS-managed post housing pool via the process outlined in this section's subparagraph i(3). For residential generators, the main storage tank is paid for by the occupying agency as part of the make ready process. For Department of State (including ICASS) positions, the program office provides the funding for the initial residential generator.
e. Proceeds of sale: When any generator is sold, proceeds of sale are returned to OBO and applied to OBO/CFSM/FAC's Residential Generator Program. The Residential Generator Program uses these funds for the subsequent purchase and installation of replacement generators in the support of the post housing pool, regardless of the occupying agency.
f. Approvals: All residential generators for non-designated housing and in the housing, pool are considered grouped and under the direction and ownership of OBO. The purchase, operation, transfer, relocation, connection, donation, or disposal of residential generators requires specific authorization from the OBO/CFSM/FAC/PS Residential Generator Program as outlined elsewhere in this section.
g. Request Requirements: Post requests all new/replacement residential generators and internal generator movements within the housing pool through RGMS. RGMS is a web-based tool that is designed to streamline the generator request process. Using RGMS assures a post that they are remaining in compliance with 15 FAM 676.1, because RGMS automatically incorporates requirements under 15 FAM 676.1. RGMS also ensures that post effectively communicates, and documents generator needs to OBO, greatly reducing the procurement cycle time.
h. Reporting: The post FM, or GSO in the absence of an FM is responsible for recording and maintaining the inventory of all residential generators in RGMS.
i. Generators for new positions: When new positions are created through the NSDD-38 process, the cost for the purchase, shipping, and installation of a new residential generator at designated generator posts must be included in the basic start-up costs for the new position. The portion of these start-up costs related to generator requirements must be provided directly to OBO as outlined in this section's subparagraph f(3). For new Department of State positions including ICASS, OBO/CFSM/FAC/PS Residential Generator Program funds this requirement. The generator costs are assessed to all new positions, irrespective of the projected housing assignment for the new employee (e.g., the employee for the new position may be assigned to an existing property in the pool because of timing or family size):
(1) Waivers: OBO waives the generator start-up costs for new positions from all agencies that result from reprogramming of existing positions. The existing position must already have paid the generator start-up costs. The reprogramming must result in no net position increases at the Department of State level for that agency. Reprogramming from one position to another must be accomplished within a 12-month period. It is the agency’s responsibility to inform OBO, in advance of any pending reprogramming, to obtain OBO approval of the waiver. Also, OBO considers accepting ownership of a suitable generator that is transferred from another agency for the buy-in of a new position from that agency;
(2) Start-up costs: The generator start-up costs reported by post in the NSDD-38 cable should be in line with recent, historical generator purchases (including shipping and installation) for a standard size, single-family residence in the post housing pool. Post must annually consult with OBO to ensure their average generator costs reported in NSDD-38 cables are realistic;
(3) Funding requirements: Upon approval of a new position, the funding agency must follow the interagency agreement process and send funding to OBO for the generator start-up costs. This funds collection is accomplished in Washington, DC at the headquarters level and does not involve any transfer of generator funding directly to the post from the agency unless the agency has previously worked out an arrangement with OBO for alternate means of transfer. The funding agency must send funding to OBO using Department of Treasury interagency agreement Form 7600A/Form 7600B. Contact OBO/CFSM/FAC/PS Residential Generator Program for fillable 7600A/B form templates. Upon collection of these funds by OBO, the agency will have met its buy-in requirement for the generator program, regardless of the actual generator purchase, shipping, and installation cost. Any shortfall in the actual purchase, shipping, and installation cost will be funded by OBO, and will result in a review of post's standard generator start-up costs; and
(4) Generator purchase: Upon receipt of funding, OBO either establishes a domestic contract action or sends an allotment to post to purchase the generator.
j. Unusual circumstances: When a single generator is required to power an apartment building or multi-house compound, questions may arise as to how such a generator is funded. That's especially true if the apartment building (or compound) is assigned to employees of recently created (NSDD-38) positions from different agencies. Similar types of questions may arise from other, more complicated arrangements. In fairness to all agencies at post and recognizing that assignments will change over time, the sponsoring agency of each new position is assessed the cost of a standard size, single generator (including shipping and installation charges) as described in this section's subparagraph f(2), adjusted by using a formula that recognizes the configuration of the post's housing pool (i.e., percentage of apartments, multi-house compounds, separate houses, landlord-supplied generators, etc.). The OBO/CFSM/FAC/PS Residential Generator Program works with posts to calculate an appropriate buy-in amount.
k. Generator relocation: The OBO/CFSM/FAC/PS Residential Generator Program funds the movement of existing generators within the post housing pool under certain circumstances (e.g., cancellation of a lease). However, OBO discourages any movement of a generator, except for the most compelling reasons. Generators are sized to a specific residence and should remain with that residence for the lifecycle of the generator and/or residence. A generator cannot be moved without prior authorization from the OBO/CFSM/FAC/PS's Residential Generator Program.
l. Maintenance, repair, and replacements: The OBO/CFSM/FAC/PS Residential Generator Program can provide technical assistance for proper maintenance of generators, if requested by post. OBO requires post to maintain residential generators in a manner that ensures the maximum life and lowest life-cycle cost. Post should work with the Residential Generator Program to replace residential generators before they reach the end of their useful life. Due to funding limitations, post needs to plan a phased generator replacement schedule. Phasing generator replacements eases the burden on the OBO-managed generator budgets. When pooled generators are replaced, the Residential Generator Program funds the replacement. All proceeds from sold generators are credited to OBO.
m. Maintenance and repair funding: Repairs and spare parts for generators within the residential generator program are funded from post's Sustainment budget. Costs for residential generator service contracts may be direct charged to customer agencies or budgeted in ICASS in the residential building operations cost centers and shared by all agencies. If a post provides generator maintenance with locally employed (LE) staff, the cost for those employees would be spread through their time allocation to the residential building operations cost centers. When using ICASS resources, post must ensure that it budgets in a way that only those agencies that require generator maintenance are invoiced for this service (e.g., use a sub-cost center).
n. Surplus generators: In some cases, agencies may have surplus generator sets beyond those required for existing residences and any initial buy-in needs. Agencies have the option to:
(1) Dispose of or redistribute this surplus property in accordance with applicable regulations (see 14 FAM 417.2);
(2) Transfer the generator to the generator pool in the current post; or
(3) Transfer the generator to another post. All costs associated with the sale or transfer to another post are direct charged to the owning agency.
o. Construction: Construction of new rooms or buildings to house a residential generator is accomplished in consultation with other OBO offices and requires a separate project for such residential installations. Post must submit a request for a new project request through GMMS for construction of new generator rooms or buildings. Permits for new rooms or structures to house residential generators shall be obtained from OBO/PDCS/DE.
p. USAID unique requirements: There are situations where USAID owns generators outside of OBO authority. Other than the exceptions below, USAID and OBO have determined that all other USAID residential properties will be included in the generator pool, irrespective of whether a particular house is dedicated. Also, the generator buy-in process for new USAID positions is slightly different, as explained below:
(1) USAID-owned housing: USAID generators installed in USAID-owned housing remain outside of the generator pool. Ownership remains with the original owning agency;
(2) Trust fund: USAID has small holdings of USAID trust-funded residential property in some missions that are not part of the post housing pool. Generators for these properties fall outside of the scope of OBO's generator pool purchase program;
(3) Alternate service provider: Where USAID is the principal provider of services for an embassy or consulate via an alternate service provider (ASP) arrangement, OBO operates within the constraints of the existing ASP arrangement concerning the residential generators; and
(4) New position buy-in: Since USAID uses mission funding to cover the costs of new NSDD-38 positions, USAID transfers funds from the mission through their respective post's ICASS budget and finance office to OBO. The reimbursement from post to OBO is made using the Department of Treasury Form 7600A/B, with appropriate information from the post filled in.
15 FAM 676.2 Uninterruptible Power Systems (UPS) and Automatic Voltage Regulators (AVR)
(CT:OBO-135; 04-28-2023)
15 FAM 676.2-1 Uninterruptible Power Systems (UPS)
(CT:OBO-135; 04-28-2023)
a. Overview: OBO/CFSM/FAC/PS Electrical Infrastructure Program, in consultation with other OBO offices, is responsible for providing 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.
b. Criteria: Certain mission-critical electronic equipment (demonstrated as subject to damage during power fluctuations or periods of transfer from one power source to another) may be approved by the Electrical Infrastructure Program for uninterruptible power systems equipment. Only sensitive mission-critical equipment generally requires connection to uninterruptible power systems. Loads more commonly suffer from voltage fluctuations from the nominal values expected from the host-country city power supply (see 15 FAM 676.3 for voltage regulator equipment). Costly UPS equipment requires that post has 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.
c. Approvals: If it is necessary to install an UPS, post must contact OBO/CFSM/FAC/PS Electrical Infrastructure Program and provide a list of mission-critical equipment, security systems, communications, and other electronic equipment. UPS procurement or installation may not take place without Electrical Infrastructure Program approval. For USAID: The mission director may authorize UPS purchases without prior USAID/W approval.
d. Responsibility: OBO/CFSM/FAC/PS Electrical Infrastructure Program:
(1) Validates actual need at each designated load;
(2) Determines the type and size of equipment/load;
(3) Provides technical and design support in consultation with other OBO offices;
(4) Determines whether conditions warrant multiple-zone type UPS; and
(5) Funds any approved central UPS system 10 KVA and above. Systems smaller than 10 KVA and any point-of-use systems are funded by occupying agencies as equipment.
15 FAM 676.2-2 Automatic Voltage Regulators (AVR)
(CT:OBO-135; 04-28-2023)
a. Overview: The AVR is designated to provide stable voltages within prescribed ranges to protect the proper operation of post's mission-critical electronic equipment. The FAC/PS Electrical Infrastructure Program is responsible for the Sustainment and Restoration of AVR systems.
b. Approvals: If it is necessary to replace an automatic voltage regulator, post should contact OBO/CFSM/FAC/PS Electrical Infrastructure Program and provide a list of mission-critical equipment, security systems, communications, other electronic equipment, and local utility power quality data.
c. Scope: OBO/CFSM/FAC/PS Electrical Infrastructure Program:
(1) Validates actual need at each designated load;
(2) Determines the type and size of equipment/load;
(3) Provides technical and design support for Sustainment and Restoration; and
(4) Determines whether conditions warrant multiple-zone type AVRs.
d. Residential electrical protective equipment:
(1) OBO/CFSM/FAC/PS Electrical Infrastructure Program may provide technical guidance to post. However, OBO does not fund residential AVRs;
(2) Post is discouraged from purchasing residential AVRs until other, more cost-effective forms of power control and protection, such as surge protection devices (SPD), have been investigated and coordinated through OBO/CFSM/FAC/PS Electrical Infrastructure Program; and
(3) Residential power protection equipment is for government-owned equipment only. Residential occupants should provide their own electrical protection equipment for personally owned equipment.
15 FAM 676.3 Electric Power Transformers, Switchgear, Voltage Regulators, Power Quality and Protection Equipment, and Electric Distribution Panel Boards
(CT:OBO-135; 04-28-2023)
a. To sustain reliable and safe post operations, the OBO/CFSM/FAC/PS Electrical Infrastructure Program provides technical assessment and analysis for the Modernization of main electrical utility equipment that includes, but is not limited to, main electrical power transformers, switchgear, 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, the Electrical Infrastructure Program, in consultation with other OBO offices, provides equipment at nonresidential properties to control and regulate the power supply so that voltage is compatible with post-selected loads. Post should contact the OBO/CFSM/FAC/PS Electrical Infrastructure Program for guidance and support.
c. OBO does not fund residential voltage regulators. Post should contact the OBO/CFSM/FAC/PS Electrical Infrastructure Program for guidance and support for selecting voltage regulator equipment for any type of facility, including residential properties.
15 FAM 677 INTERNATIONAL MAINTENANCE ASSISTANCE, standards, and global maintenance management PROGRAMs
(CT:OBO-135; 04-28-2023)
15 FAM 677.1 International Maintenance Assistance Program (IMAP)
(CT:OBO-135; 04-28-2023)
The International Maintenance Assistance Program (IMAP) operates under OBO and the Office of Facility Management.
15 FAM 677.1-1 International Maintenance Assistance Program Responsibilities
(CT:OBO-135; 04-28-2023)
a. Provides Facility Maintenance and Repair services where qualified local or regional services are not available.
b. Provides Cleared American skilled labor to service critical maintenance systems on a routine and unscheduled basis.
c. Provides secure logistic support that includes procurement and shipping to all posts.
d. Provides program administration for travel coordination, hiring skilled personnel, GMMS data management, supervision, and quality control.
15 FAM 678 MECHANICAL SYSTEMS MANAGEMENT
(CT:OBO-135; 04-28-2023)
Mechanical systems management refers to technical and administrative support related to the Sustainment and Restoration of mechanical systems infrastructure that ensures safe building mechanical systems operationally comply with Overseas Security Policy Board mandates, OBO requirements, U.S. and/or host nation code compliance and minimize operations, maintenance costs, and system down time.
15 FAM 678.1 Environmental Security Protection Systems (ESPS) Technical and Operations and Maintenance Support
(CT:OBO-135; 04-28-2023)
ESPS operations and maintenance support includes:
(1) Overseas Security Policy Board mandated filter change-out and challenge testing;
(2) In consultation with OBO/PDCS/DE, review of the design and construction maintainability of new and replacement ESPS systems;
(3) Existing ESPS enhanced filtration modification; and
(4) Procurement and logistic support for renewable filters.
15 FAM 678.2 Heating, Ventilating, and Air Conditioning (HVAC) Technical, Operations, and Maintenance Support
(CT:OBO-135; 04-28-2023)
HVAC technical, operations, and maintenance support includes:
(1) Refrigerant phase out;
(2) Major system Modernization replacements;
(3) In consultation with PDCS/DE, review of the design and construction maintainability of replacement HVAC systems;
(4) Troubleshooting and maintenance support;
(5) Preventive Maintenance Service Contract and maintenance contract support; and
(6) On-site HVAC operations and maintenance training.
15 FAM 678.3 Building Management System (BMS) Technical and Operations and Maintenance Support
(CT:OBO-135; 04-28-2023)
BMS, formerly known as Building Automation System (BAS), technical and operations and maintenance support includes:
(1) Major system Sustainment and Restoration;
(2) In consultation with OBO/PDCS/DE, design, and construction maintainability reviews of replacement BAS systems;
(3) Troubleshooting and maintenance support;
(4) Software upgrades; and
(5) Preventive Maintenance Service Contract and maintenance contract support
15 FAM 678.4 Annual Facility Condition Survey (AFCS)
(CT:OBO-135; 04-28-2023)
a. The standardized AFCS is an assessment of facilities conditions performed by technically qualified personnel to identify and document deficiencies (items which require maintenance, repair, or replacement).
b. Refer to 15 FAH–1 for procedures to follow.
15 FAM 678.5 Locally Employed (LE) Facility Management Staffing Recommendations
(CT:OBO-135; 04-28-2023)
OBO/CFSM/FAC/AMT will perform a facility management staffing assessment and author a Staffing Recommendations for Post Facility Management report. The primary objective of the report is to serve as an early planning tool to assist posts in transitioning into new facilities, from the construction phase to the operations and management phase. The report:
(1) Provides the basis for hiring appropriate locally employed (LE) facility management personnel; and
(2) Is based on an analysis of post’s current Facility Management LE Staff’s documented activities in comparison to the projected skillsets required to properly maintain the sensitive mission critical equipment and building systems at CSCP or MCS projects.
15 FAM Exhibit 670
Generator Inventory Data Sheet
(CT:OBO-135; 04-28-2023)
The information listed below should be completed for each generator, including stored units and those supporting non-Department of State facilities. Send information to the Office of Facility Management, in the Directorate for Construction, Facility and Security Management, in the Bureau of Overseas Buildings Operations (OBO/CFSM/FAC) via cable, GMMSHelpdesk@state.gov, or pouch to the Electrical Infrastructure Program Office, SA-6, Suite 1202, WASHDC 20522-0601. All correspondence on generator matters must include OBO/CFSM/FAC and program TAGS “KPWR.”
A. LOCATION
A.1 Post
A.2 Facility name
A.3 Facility property number
A.4 Facility lease type (GO, CL, OL/DOS, OL/NON-DOS)
A.5 Areas of building served (if not entire building)
A.6 Occupant of building (if Department of State is not present)
B. GENERATOR SET
B.1 Manufacturer
B.2 Model number
B.3 Serial number
B.4 Prime or continuous rating in kilovolt Amp (KVA)
B.5 Prime or continuous rating in kilowatts (KW)
B.6 Standby rating in KVA
B.7 Standby rating in KW
B.8 Number of phases (single- or three-phase)
B.9 Output voltage (phase-phase)
B.10 Output voltage (phase-neutral)
B.11 Frequency (50 or 60 Hertz (Hz))
B.12 Engine fuel type (diesel, gasoline, etc.)
B.13 Installation date (if known)
B.14 Run-time hours and date of reading
B.15 Estimated annual run-time hours
B.16 General assessment of condition (good, fair, poor, etc.)
C. TRANSFER SWITCH
C.1 Automatic or manual transfer switch (ATS or MTS)
C.2 TS manufacturer
C.3 TS model number
C.4 TS serial number
C.5 TS ampere rating (maximum rated amps)
C.6 TS voltage rating (maximum rated volts)
C.7 TS number of poles (one, three, or four)