15 FAM 1000
planning for CAPITAL SECURITY/MAINTENANCE COST SHARING PROJECTS
OVERVIEW, SCOPE, Authority, AND General POLICY
(CT:OBO-162; 04-10-2025)
(Office of Origin: OBO/CSM and OBO/PDCS)
15 FAM 1011 OVERVIEW
(CT:OBO-162; 04-10-2025)
a. The Bureau of Overseas Buildings Operations (OBO), funded through the Embassy Security, Construction, and Maintenance (ESCM) appropriation, directs the worldwide building and maintenance programs for the Department of State and U.S. Government agencies with direct-hire personnel assigned at a diplomatic or consular facility abroad under chief of mission (COM) authority.
b. OBO maintains a high level of coordination with various Department bureaus such as the Bureau of Diplomatic Security (DS), the Bureau of Diplomatic Technology (DT), the Bureau of Consular Affairs (CA), the Office of Management Strategy and Solutions (M/SS), the Office of Global Operations (A/GO), the Office of Global Acquisition (A/GA), the Office of Foreign Missions (OFM), regional bureaus, the Interagency Facilities Council (IFC), co-located agencies, and other stakeholders during the process of planning, designing, constructing, and rehabilitating diplomatic facilities.
c. Diplomatic facilities are designed and constructed in accordance with Department codes, policies, and standards, which include requirements from the interagency Overseas Security Policy Board (OSPB), the Bureau of Diplomatic Security (DS), OBO Design Standards, and other construction and facility security requirements.
15 FAM 1012 SCOPE
(CT:OBO-162; 04-10-2025)
The provisions of this subchapter pertain to new capital construction, rehabilitation of existing buildings or facilities, and lease fit-out projects executed by OBO, including all security and non-security related projects that are congressionally notified for funding.
15 FAM 1013 AuthoritIES
(CT:OBO-162; 04-10-2025)
· Foreign Service Buildings Act of 1926, as amended (22 U.S.C. § 292 et seq.)
· State Department Basic Authorities Act of 1956, Section 13;
· Omnibus Diplomatic Security and Antiterrorism Act of 1986 (Public Law 99-399;) (22 U.S.C. 4801, et seq.);
· Secure Embassy Construction and Counterterrorism Act (SECCA) of 1999, as amended;
· Consolidated Appropriations Act of 2005 which established the Capital Security Cost Sharing (CSCS) Program; and
· National Defense Authorization Act (NDAA) of 2022.
15 FAM 1014 General Policy
(CT:OBO-162; 04-10-2025)
15 FAM 1014.1 Identification and Selection of Projects
(CT:OBO-162; 04-10-2025)
a. To address new facility and rehabilitation needs, OBO prioritizes, plans, evaluates, and executes capital investment projects across the functional and residential real property portfolios.
b. The National Defense Authorization Act (NDAA) of 2022 granted the Department greater flexibility in meeting setback and collocation requirements for new diplomatic facilities overseas and propelled OBO to transition from the previous security-driven Top 80 prioritization method, used to determine construction of new facilities at the most vulnerable posts, to a more robust capital planning prioritization method now used to determine the best overall facility solution at posts worldwide.
(1) The Capital Planning Process (CPP) leverages data to evaluate functional facility assets (office buildings, annexes, warehouses, workshops, medical facilities) and identify facility assets with the greatest recapitalization needs. Recapitalization is an investment strategy that indicates rehabilitation or construction activities (including facility replacements) are needed to keep existing facilities modern and relevant in an environment of changing standards and evolving missions. CPP assesses facility deficiencies through four performance metrics: resilience against natural hazards, facility condition, effectiveness of the mission configuration to best serve the conduct of diplomacy, and security compliance. Through this multicriteria-based evaluation method, OBO prioritizes functional facility assets that are eligible for recapitalization and develops optimal strategies for those assets, as opposed to the former single default solution of new construction; and
(2) Each prioritized facility asset is evaluated annually through a high-level Business Case Evaluation (BCE), analyzing strategies, cost benefits, and trade-offs. The annual capital planning cycle culminates in a multi-year Real Property Capital Plan with a corresponding Capital Plan schedule for capital investments. The Capital Plan schedule includes project types formerly included in the Capital Security Construction Program (CSCP) and Maintenance Cost Sharing Program (MCS) schedules (New Embassy Compound/New Consulate Compound, Lease Fit-Outs, and Rehabilitations).
c. With respect to the Consular Affairs (CA) spaces, if a rehabilitation or a move to new quarters is envisioned, CA’s Executive Director (CA/EX) will work with post and OBO to develop a design conducive to efficient consular operations utilizing established consular section design guidelines and requirements and prioritize the project into the Capital Plan. See 7 FAH-1 H-280 for more information.
d. Post is notified by OBO prior to the commencement of capital, rehabilitation, and major lease fit-out projects at the early planning and development stages or prior to the start of site search for land acquisition or a new leased space.
e. Post must not incur obligations or make commitments to landowners, architects, engineers, contractors, landlords or other parties in connection with proposals and recommendations for rehabilitation or capital construction projects without specific prior written authorization from OBO.
15 FAM 1014.2 Project Planning and Controlling Change in the Design Development of Diplomatic Facilities
(CT:OBO-162; 04-10-2025)
a. The Bureau of Overseas Buildings Operations, through the Directorate of Project Development, Coordination, and Support (OBO/PDCS), manages the project development for new facility construction, rehabilitation, and lease fit out projects. The assigned project manager is the contracting officer’s representative (COR) during project development. The post and other interested parties are notified of any project proposed for that post. Exceptions to these project manager assignments are the physical security upgrades and forced-entry/ballistic-resistant (FE/BR) repair and replacement projects that are routinely managed by the Office of Security Management, in the Directorate of Construction and Security Management (OBO/CSM/SM), unless circumstances dictate PDCS involvement.
b. The Office of the Director of Management, Strategy and Solutions (M/SS) provides rightsizing review staffing projections through the Overseas Presence Reviews (OPR) that are used as the basis for space requirements program staffing for construction projects. As changes to staffing requirements affect the project scope, post must notify OBO immediately of any staffing changes since the last rightsizing review. Factors such as where the project is in the development process, whether a budget and building size have been set, etc., as well as associated project costs, will determine whether the change can be incorporated into the project scope. In addition, CSCS charges may be affected.
c. Once the design of a new building or rehabilitation has reached the end of the development stage, its location, appearance, size, configuration, and functions are fixed, and the space is allocated. At that time, electrical, communications, heating, air conditioning, and security systems are determined and identified as part of the overall building layout. Any changes made after this stage and during the design and construction phases are costly. For this reason, after completion of the development stage, changes in project design will not be considered unless there is a major change in requirements or circumstances. Any subsequent changes that affect scope, schedule, or budget must be approved by OBO and may require a Congressional notification.
15 FAM 1014.3 Construction Security
(CT:OBO-162; 04-10-2025)
a. Under Section 160 of the Foreign Relations Authorization Acts for FY 1988 and 1989, as amended, and 12 FAM 360, before construction begins, the Department of State must confirm and certify appropriate and adequate security for new construction or rehabilitation projects in foreign facilities intended for classified activities. Because the construction, rehabilitation, and maintenance of Department facilities results in a wide range of project types with varying costs, timeframes, and security considerations, the Department established a multi-tiered program to account for these differences while enabling the Department to make the required security certifications in a timely and informed manner.
b. For all projects that impact upon a Controlled Access Area, 12 FAM 360 must be consulted to determine applicability and specific requirements based on the project type.
c. The Office of Security Management, in the Directorate of Construction and Security Management (OBO/CSM/SM), or Office of Special Projects Coordination, in the Directorate of Project Development, Coordination, and Support (OBO/PDCS/SPC), depending upon geographical project location, develops a construction security plan (CSP):
(1) OBO/CSM/SM or OBO/PDCS/SPC provides the CSP to DS, who initiates the certification process if required; and
(2) New construction or rehabilitation projects requiring certification are subject to the requirements of 12 FAM 361.3 prior to the commencement of any work associated with the project. Any permits required by 15 FAM 640 must be received prior to commencement of any work associated with the project (if applicable).
15 FAM 1014.4 Construction Management
(CT:OBO-162; 04-10-2025)
a. OBO assigns a full-time, onsite project director (PD) and technical support staff for capital construction and rehabilitation projects from OBO/CSM/CM or OBO/PDCS/SPC, depending upon the project's location. The PD is responsible for the construction management and engineering oversight of the project and is the COR. The Office of Global Acquisition in the Bureau of Administration (A/GA) may appoint the PD as an administrative contracting officer (with defined limits) and send the warrant appointment certificate to post explaining the extent of the PD’s authority. The PD will coordinate all communications between the post and OBO that relate to the project.
b. A/GA may give authority to the PD to execute change orders for modifications to assigned Department of State construction contracts. This authority will be provided in writing and will include the specific limits determined by the Department of State. The contract modification limitations, which are unique to each project, may not be used to change the scope or design intent of the contract.
c. Small construction projects, physical security upgrades, and FE/BR repair and replacement projects may be managed by an assigned PD, but may also be managed regionally from another large OBO project nearby, or managed by a construction executive from Washington, D.C. in OBO/CSM/CM.
15 FAM 1015 POST ADMINISTRATIVE RESPONSIBILITIES
(CT:OBO-162; 04-10-2025)
15 FAM 1015.1 Project Development
(CT:OBO-162; 04-10-2025)
a. The project manager, Office of Project Development and Coordination, OBO/PDCS/PDC, or OBO/PDCS/SPC, may request post support during the project development phase. Post support may include: providing data and other input concerning local customs, business practices, etc.; arranging meeting places; assisting with travel arrangements; and participating in project development meetings and workshops (both at post and in Washington, D.C.). Post may be requested to assist and participate during project development (i.e., site acquisition; space programming; design; projection of the ongoing costs of maintaining new facilities including materials, utilities, and maintenance staffing; conducting due diligence on landlords/property owners, and construction phasing).
b. During the initial phase of due diligence for a project, the PM sends a cable to post with the collocation requirements for the project in accordance with SECCA, as amended (Div. I Title XCIII, Public Law 117-263).
(1) Post, in coordination with OBO and DS, is requested to validate compliance with all SECCA and OSPB requirements. Post is then required to submit any necessary waivers and/or exception requests with proposed mitigations to DS for those offices that do not plan to collocate and/or facilities that will not meet setback and/or other OSPB requirements; and
(2) If the construction will result in the closure or collocation of a public diplomacy facility, the affected COM must consult with the Bureau of Educational and Cultural Affairs (ECA) to conduct an assessment and recommendations of potential impacts to public diplomacy programming. If necessary, ECA will prepare an action memorandum to the Secretary with recommendations on the most effective location for a public diplomacy facility.
15 FAM 1015.2 Contract Acquisition
(CT:OBO-162; 04-10-2025)
a. Post may be requested to provide local assistance during the procurement phase of a project. This support may include local advertising, setting up meetings with local authorities and contractors, arranging for meeting space, assisting with travel arrangements, and other items. The regional security officer may be asked for assistance with security-related issues, such as perimeter access control and contractor security background investigations .
b. No post official has the authority to modify contracts awarded by the Office of Global Acquisitions in the Bureau of Administration (A/GA) for OBO projects.
15 FAM 1015.3 Construction
(CT:OBO-162; 04-10-2025)
a. The costs of U.S. citizen employees assigned abroad in support of an OBO project, including regular salary, differential, benefits, premium compensation, and post assignment transfer costs, are funded domestically by OBO. OBO issues allotments to post to cover educational allowances and local costs such as housing and related expenses, travel, supplies and materials, consultant fees, and the salaries and benefits of locally hired employees or personal services contractors.
b. If required, OBO will provide vehicles for the project director (PD) and PD staff. This requirement is satisfied either by sending funds to the PD for the local procurement of vehicles or by transferring vehicles from the continental United States or another project abroad. OBO/CSM ensures that the provided vehicles are added to the Integrated Logistics Management System The vehicles are for the exclusive use of the PD and PD staff for official travel during their assignment to the project for their 24-hour response to the job site. These vehicles belong to OBO and may not be included in the post motor pool. However, all business use and other authorized use is subject to chief of mission guidance under 14 FAM 430.
c. Except under exceptional circumstances, ICASS is the service provider of choice for the PD and PD staff. (See the ICASS Handbook, 6 FAH-5 H-410, covering the treatment of distinctive costs for OBO PDs and other related project personnel.) The PD and PD’s U.S.-hired staff are usually assigned to operating lease quarters (commensurate with their grades and family sizes) and provided furniture, furnishings, appliances, and equipment (FFA&E) for residences, both funded out of OBO project supervision funds. Selection of housing for the PD and PD staff will be consistent with 15 FAM 200, 15 FAM 300, and the individual post housing policy.
15 fam 1016 through 1019 unassigned