A-5 MotorpoolActivities ActivityState/ICASSUSAID Opportunities/ Comments Drive19 drivers Drivers work 2 overlapping shifts that cover 6 a.m. to 6 p.m. State employs 2 drivers on 12-hour shifts at night and on weekends (3.5 FTE for nights and weekends) 13 drivers (includes Directors driver who drives for motorpool approximately 30 % of the time) Drivers work 2 overlapping shifts that cover 6 a.m. to 6 p.m. USAID does not have drivers on night or weekend shift Both motorpools have capacity that handles the most extreme peaks of demand Consolidation of motorpools could reduce numbers of drivers and vehicles required to handle peak demand periods while maintaining these very high service levels ScheduleScheduling can be coordinated FuelEmbassy pumps (shared) Consolidation may reduce record keeping effort MaintainMinor maintenance is conducted in house by 3 maintenance personnel More major maintenance is performed at 3 different garages, one for each type vehicle Drivers inspect and clean Maintenance is performed by 1 garage for all vehicles Drivers inspect and clean vehicles Consolidation of garage contract maintenance would reduce total administrative effortfewer contacts, records, and payment vouchers
A-6 MotorpoolActivities (Contd) ActivityState/ICASSUSAID Opportunities/ Comments DispatchSupervisor and 2 dispatchers (dispatchers also perform administrative duties during overlap of shiftsonly one dispatcher on duty at any one time) Supervisor/dispatcher and 1 dedicated dispatcher Only 1 dispatcher is required to handle volumes Consolidation of motorpools could: uReduce 1 dispatcher uReduce total vehicle and driver requirements through coordination of trips Trip logs are not used to manage scheduling or capacity planning Logs could be maintained electronically and used to plot peak demand requirements and need for drivers and contractors Detailed accounting of service usage could enable billing based on usage enabling more prudent use by service customers
A-7 MotorpoolActivities (Contd) ActivityState/ICASSUSAID Opportunities/ Comments RecordsTrip logs and cumulative reports are paper-based Trip logs are paper-based and transcribed to an Excel spreadsheet Records entered into the computer should be maintained and used (see dispatch) Selection and installation of a better log system could provide automated reports for scheduling, maintenance, capacity planning, and dispatching Clean/maintain facilities Janitorial contract Use best contract reducing contract administration TrainNo planned training 5 drivers have received DS training Supervisors, all drivers, and the dispatcher have received DS training Develop and administer common training program MeetingsMeetings are accomplished ad hoc, less than 1 hour per week Few meeting, supervisor meeting once per week
A-8 MotorpoolActivities (Contd) ActivityState/ICASSUSAID Opportunities/ Comments Manage drivers1 supervisor and GSO for transportation part-time Vehicle policies are not written 1 supervisor, DEXO (10 %), and EXO (5 %) Vehicle policies are written Consolidated operations would likely require 2 supervisors. Overhead management could be reduced by one part-time manager Plan resourcesNo observations Order vehicles, parts, & supplies No observations Expedite airport arrivals Daily Daily pouch pickup at airport DailyCoordinate airport runs Manage special events/visits 5 per year on average4 special delegation support per year on average Consolidate resources to support events/visits Answer complaints No observations Handle breakdowns No observations Accident reports5 per year on average4 in the past 12 months Estimate 2 hours per accident
A-9 MotorpoolVehicles VehiclesState/ICASSUSAID Opportunities/ Comments Vehicles3 vans 4 light SUV (Toyota Kijang) (2x4) 11 Sedans 2 vans 8 light SUV (Toyota Kijang and Kresta) (2x4) 1 sedans (1 Camry dedicated to the Mission Director, new Camry just arrived) ICASS and USAID use mostly similar types of vehicles. Vehicle utilization appears to be low in both ICASS and USAID. Vehicle inventories could be reduced with consolidation. Other motorpools on post include: DAO (4 vehicles) ODC (1 vehicle) FAS (1 vehicle) FCS (2 vehicles) NAMRU (6 vehiclesoff compound) Vehicles could be consolidated into one motorpool reducing requirements/costs without adversely impacting service Special use vehicles/ others 2 9-pax and 2 10-pax buses 12 warehouse, 11 residential maintenance???? 1 Mission Director, 3 maintenance (1 4x4, 2 vans), 3 warehouse (pickup, 2 vans), 4 disposal (2 Jeeps, 2 vans) Disposal vehicles should be eliminated Total vehicles18 total vehicles (excl special)11 motorpool vehicles
A-10 Vehicles Not Counted in Motorpool Non-ICASS Vehicles Armored BMWAmbassador Armored Ford LTDDCM Armored Suburbanmotorpool 2 Armored Cherokeesmotorpool 1 Armored LandcruiserMSG use 1 Armored GMC vanMSG 1 Armored GMC vanmotorpool use 2 Armored vehiclesRegional affairs 5 trucks and 1 SUV dedicated to warehouse 8 trucks and 1 SUV dedicated to maintenance USAID vehicles dedicated to other purposes Camry (CD 12-05) Director Van (B 76100-12) Warehouse Van (B 75739-12) Warehouse Ford Ranger (B 75219-12) Warehouse Kijang (CD 12-134) Maintenance Van (B 75741-12) Maintenance Van (B 75742-12) Maintenance 4 other vehicles slated for disposal
A-11 MotorpoolInfrastructure InfrastructureState/ICASSUSAID Opportunities/ Comments FacilitiesDriver waiting area and a separate dispatch area on the compound Dispatch and waiting areas are shared with 4 other motorpools Facility is located adjacent to parking lot Driver waiting area and a separate dispatch area on the compound Facility is located on opposite side of building from the parking lot Facilities could be combined and reconfigured Miscellaneous motorpools (DAO, FCS, etc.) could be moved into current USAID facilities and charged for the space, or All motorpools could be consolidated into a single motorpool space CommunicationsAll motorpools on compound use a common communications system This system could easily be used to coordinate trips and reduce overall requirements Computers/ software Use MS Outlook application for trip request Use Excel spreadsheet for recording dispatches and compiling trip reports Use MS Outlook application for trip requests A consolidated motorpool should maintain dispatch information on a computer and use software to analyze demand trends for efficient scheduling and capacity planning
A-12 MotorpoolService Characteristics Service CharacteristicsState/ICASSUSAID Opportunities/ Comments Service areasGreater Jakarta area including significant activity in south Jakarta Greater Jakarta area, including outlying areas Consolidation of motorpools could provide better coordination of trips in this high density traffic area ShuttlesHome to office and office to home 5 shuttles/drivers in the morning/ 5 shuttles/drivers in the afternoon Shuttles go to all major housing compounds and some individual houses (same areas for ICASS and USAID) Home to office and office to home 8 vehicles/drivers required each morning and each evening Shuttles go to all major housing compounds and some individual houses (same areas for ICASS and USAID) ICASS and USAID shuttles duplicate one another. Consolidation could significantly improve service levels and/or reduce the shuttle vehicle and driver requirements. Though further investigation is needed, estimate 3 to 4 drivers and vehicles and fuel could be saved. Service levelsRequests for cars and drivers are almost always filled except in the case of rare last minute requests Individuals can use official drivers and vehicles for personal trips within 30 days of arrival/departure (including weekends) Requests for cars and drivers are almost always filled except in the case of rare last minute requests Individuals can use official drivers and vehicles for personal trips within 30 days of arrival/departure (including weekends) Service levels are extraordinarily high High service levels can be maintained through consolidation while reducing drivers and vehicles
A-13 MotorpoolService Characteristics (Contd) Service CharacteristicsState/ICASSUSAID Opportunities/ Comments CoordinationICASS and USAID rarely request to share vehicles, but are willing to do so The mission has a quota for 25 imported vehicles. Imported vehicles typically have unique capabilities, but the agencies at post have not coordinated the requirements Decide at a higher level the appropriate priorities for quotas Special requirements 4 buses are on the compound that are used infrequently to support VIP delegations Replace the buses with smaller, less obtrusive vehicles Contract out capacity that is seldom needed
A-14 Motorpool Survey Results – Jakarta Strongly Disagree DisagreeNeutralAgreeStrongly Agree Mean State/ICASS (n=18) USAID (n=24) Note: Questions within a shaded box (1e) indicate that the difference between the means of State/ICASS and USAID is statistically significant at 0.05. 0% 8% 0% 8% 0% 17% 33% 25% 50% 25% 67% 58% 67% 75% 50% 58% 0%20%40%60%80%100% 1g. Overall, you are satisfied with the motorpool operation. 1f. You are kept informed of the status of your vehicle & driver requests. 1e. The motorpool policy is written, available, and appropriate. 1d. Motorpool (drivers) staff are well trained and courteous. 1c. Drivers are familiar with the local traffic patterns, laws and customs and deliver you to your destination safely and on time. 1b. Motorpool services are provided on time. 1a. Vehicles are well maintained and clean. 0% 5% 0% 5% 10% 0% 4% 0% 8% 18% 29% 8% 4% 8% 4% 29% 36% 38% 29% 38% 25% 63% 36% 19% 63% 54% 71% 0%20%40%60%80%100% 4.42 4.50 4.75 4.67 4.50 4.42 4.67 4.46 4.42 4.54 3.57 3.95 4.54
A-15 Comments about Motorpool – Jakarta State/ICASS The drivers are always courteous and punctual and get me where I need to go. We have our own drivers so I don't ever use. They appear to be knowledgeable. ODC is not a member of the Embassy Motorpool. It is noticed that some of our DS personnel are being provided home to office and office to home transportation without paying for the service. I agree that the Duty Officer for the week should be allowed to drive the office car but not that everyone I am Agency head of Naval Medical Research unit 2 (NAMRU2) located 3 miles from the Embassy and we have our own motor pool, both vehicles and drivers, under the umbrella of the US Embassy.
A-16 Comments about Motorpool – Jakarta USAID Great drivers - all of them (USAID) On occasion a request for pickup has been misunderstood, i.e., wrong time, wrong place. Vehicle selection is poor (locally-produced Toyota Kijangs). Extremely high levels of pollution are introduced into the vehicle cabins due to inadequate equipment (lack of "recirculate" feature on A/C and vents forces outside air to be blown in) Motorpool services are provided by USAID for only USAID employees. No ICASS motorpool services are currently provided. Motorpool staff are courteous, friendly, helpful and very professional. I would point out I'm the EXO and have a motorpool that comprises 14 drivers, a motorpool dispatcher and supervisor. I personally do not use the motorpool a great deal but monitor it's performance closely thru staff assigned to oversee its operation. The USAID motorpool does an excellent job of maintaining records. For example, I once asked if an employee had taken the shuttle on a particular day. They were able to immediately locate the record and tell me yes and the time of day USAID and State maintain separate motorpools are our Mission (Indonesia). My responses pertain only to the USAID motorpool. Could not function without a dedicated USAID Motorpool. Having drivers and staff under the Mission is imperative to being able to function.
A-19 Property ManagementWarehousing General FactorState/ ICASSUSAID Opportunities/ Comments FacilitiesTemporary facility while permanent GO facility is being renovated Renovation expected to be completed in April 2005 Temporary facility is spacious with storage, shops, and maintenance areas Remote warehouse facility One large bay with one minor bay off of large 2 offices Carpet and other items in a storage area Other small areas in back OBO renovation of ICASS warehouse did not consider space requirements of USAID USAID is looking for another facility ICASS may require still more space Coordinate single facility to meet both requirements for additional space Climate controlled areas Welcome kit area Office areas Office supply area Liquids and other items storage area Welcome kit area Records area 1 climate controlled bay Square meters4930 net square meters in temporary facility ???? Available in permanent facility under renovation 1,207 net square meters
A-20 Property ManagementWarehousing General (Contd) FactorState/ ICASSUSAID Opportunities/ Comments CustomersPosts: Jakarta, Dili, Surabaya, Medan Agencies: State, Library of Congress, FBIS, ODC, Foreign Agricultural Service, ATO, Commerce, Justice, NAMRU, MSG, SSP, Public Affairs Section, DAO Posts: Jakarta, Dili Agencies: USAID CommunicationsPhones are adequatePoor phone lines VPN to post Vehicles5 trucks 1 SUV 2 vans 1 pickup [2 Jeep Cherokees (not useddisposal); 1 sedan/ 1 van (not useddisposal)] Consolidation of warehouses could reduce the need for at least 2 vehicles
A-21 Property ManagementWarehousing General (Contd) FactorsState/ ICASSUSAID Opportunities/ Comments Numbers of households supported ?22 DHs 16 PSCs Special servicesuUpholster furniture uRefurbish furniture uClean drapes uProvide and deliver water under contract uPropane gas is contracted uFire extinguishers are provided by OBO uUpholster furniture uRefurbish furniture uClean carpets uProvide water under contract, but deliver water directly uPropane gas is contracted uUSAID provides own fire extinguishers Determine highest value approaches and adopt as best practice Equipment2 forklifts (1 additional to be ordered) 1 Caterpillar forkliftAn additional facility will be required after completion of ICASS warehouse renovation Split forklifts between two future facilities
A-22 Property ManagementWarehousing General (Contd) FactorsState/ ICASSUSAID Opportunities/ Comments ObservationsSimilar household items are managed independently for several agencies 12 sets of washers/ dryers in warehouse 36 ceiling fans stocked Large number of excess lamps PaymentsSome space is made available on request to agencies for special purposes Projects do not pay for space used in warehouse To reduce build-up of warehouse inventories, set up system whereby all users must pay for use of warehouse capacity
A-24 Property ManagementInventories FactorState/ ICASSUSAID Opportunities/ Comments Warehouse Inventory items/ value Total: 21,242 with value of $ 11 million (total of all agencies) with value of $ 7.68 millions Warehouse: 3,801 with value of $ 908,295 Total: 12,858 with value of $ 4.82 millions Warehouse: 3,519 with value of $ 1.1 millions Total inventory can be reduced significantly with furniture, appliance, and equipment pools Types of inventory by funding State program, PAS Program, ICASS equipment Operating expense, RHUDO, trust funds, project funds (Child Survival, Development Assistance) Purpose of inventory Property for disposal and stocks on hand Supplies for offices, residential maintenance and vehicle maintenance Property for disposal and stocks on hand Supplies for offices
A-25 Property ManagementWarehouse Inventory FactorState/ ICASSUSAID Opportunities/ Comments Prominent items of inventory uResidential appliances uResidential furnishings uAdministrative supplies uOffice furniture uOffice equipment uIT/telecom equipment uFans and air conditioning equipment uVehicle parts uTools uResidential maintenance supplies uPAS program computer equipment uResidential appliances uResidential furnishings uAdministrative supplies uOffice furniture uOffice equipment uIT/telecom equipment uFans and air conditioning equipment uWater filters uProgram and administrative/ financial management records Appliance and furniture inventories should be reduced through formation of furniture, appliance, and equipment pools Pools would reduce the total per capita requirements for on hand stocks to ensure availability when needed In combination with a housing pool, movement of furniture, appliances, and equipment would be reduced resulting in less wear and tear on all and reducing need for staff and equipment to store and move items
A-26 Property ManagementInventory Control FactorsState/ ICASSUSAID Opportunities/ Comments NEPA criteriaInventory most items All items that have serial number is barcoded All items valued at greater than $ 50 (AID 500 Regulation) Consolidation of inventory would require rationalization of inventory criteria Volume of services30,722 items inventoried in FY2003 (all agencies) 12,858 items inventoried in FY2003 Records systems in use NEPA systemBarScan system 4 barcode readers Adopt best system and process Accuracy of physical inventories 3 % not reconciled in FY2003 Care of goodsuFurniture is wrapped uClean carpets uClean furniture uClean and store curtains uFurniture is wrapped uClean carpets uCover furniture in lieu of cleaning uEmployees pay for curtains from allowance Adopt best practice for both operations
A-27 Property ManagementInventory Control FactorsState/ ICASSUSAID Opportunities/ Comments Welcome kitsMake up 50 kits during moving season Kits include TV/VCR 12 welcome kitsFurther investigate advantages of each system and adopt best practice DisposalConduct auctions twice per quarter How conducted? Conduct annual auction In house sealed bid auction Follow through on plans to reduce items in ICASS warehouse by 50 % Develop consolidated auction reducing level of effort Conduct auction soon to reduce inventories in both warehouses
A-28 Property Management Survey Results – Jakarta 3o. Overall, you are satisfied with the furniture, appliance & equipment operation. 3b5. The residential furniture & appliance policy is written, available, and appropriate. 3a5. You are kept informed of the status of your requests for service. 3b4. The welcome kit was complete and serviceable. 3a4. The welcome kit was available and delivered on time. 3b3. Furniture, appliances and equipment are reasonably up-to-date and well maintained. 3a3. Your work orders for furniture and equipment are dealt with correctly and in a timely manner. 3b2. The annual inventory & reconciliation of records was completed in a timely manner. 3a2. All items in your office have bar code labels indicating they are in the non-expendable property inventory. 3b1. You have been provided with the annual inventory & reconciliation of records report and it was done in a timely manner. 3a1. All items in your residence have bar code labels indicating they are in the non-expendable property inventory. Mean Strongly Disagree DisagreeNeutralAgreeStrongly Agree Mean State/ICASS (n=18)USAID (n=24) Note: Questions within a shaded box indicate that the difference between the means of State/ICASS and USAID is statistically significant at 0.05. 3.00 3.43 3.57 3.40 3.73 4.12 4.06 3.35 3.63 3.82 4.14 3.90 4.13 3.77 3.96 3.78 4.32 3.86 3.50 3.59 3.75
A-29 Comments about Property Management – Jakarta State/ICASS Luckily, I am a non-State agency and so have furniture and some appliances from our own pool. Maintenance/repair requests are very confusing--there is some sort of automated system and you often receive confirmation for the last request that you made. The GSO Warehouse operation does not employ the NEPA system and I have as yet to get an inventory of my residence. It has now been 5 months since I have arrived at post. The GSO office does a good job at Preventive Maintenance for the homes under its jurisdiction. They advise you of the dates the workers will be arriving for PM well ahead of time and they service the house very well and will try to take care
A-30 Comments about Property Management – Jakarta USAID Frequent errors in NXP record keeping. Equipment and furniture listed as being provided to residence when it was not. Welcome kit was very basic compared to others I have seen. The last NXP inventory has not been fully reconciled. Items at my residence were not included on the listing provided after the physical inventory done last year. Requests for service are dealt with in a haphazard manner - sometimes immediate Quality of USAID Mission's furniture is exceptional. USAID Warehouse staff very responsive to individual Mission members' needs. Apartment fully furnished by landlord. It would be good to be able to lease a small refrigerator from USG (as only one standard size refrigerator fits it in apartment), however, no small refrigerators are available for lease. Welcome kit when I arrived in 1999 was inadequate. Sheets/towels old and nasty. Cookware cheap and burnt food. This may have been changed by now, but was unsatisfactory upon my arrival at post.
A-33 Residential MaintenancePersonnel FactorsState/ ICASSUSAID Opportunities/ Comments Personnel uManagerial5 Total 2 OBO facilities maintenance managers (paid by OBO) S/GSO (? %) Admin (? %) EXO (5%) DEXO (10%) Local hire American, Operations Specialist (Dili) (50/25% ST/LT) Residential maintenance could be consolidated and would save work Further investigation is required to determine staff reduction opportunities, but the following should be considered: uForeman7 uClerical4Secretary (50%) uDrivers8 uJanitorial1 uTradesmen66
A-35 Residential MaintenanceDescription FactorsState/ ICASSUSAID Opportunities/ Comments Management systems Windows for Workorders (PASS system that is linked to ILMS) MicroSoft Outlook forms with macrosable route work orders Select and implement best system and processes Properties supported 68 STL 68 GO properties, of which, 15 are stand alone properties 36 STL 4 GO stand alone Consolidate residential maintenance operations to reduce overall workload, take advantage of OBO FMS, and share extensive skills/specialties FacilitiesCarpenter shop Sheet metal/ welding shop Air conditioning shop Plumbing shop Using GO house for storage Use GO house for maintenance Use an existing GO house as contract management site Extensive shops and capabilities of ICASS operations could absorb requirements for USAID with some additions Vehicles8 trucks and 1 SUV with drivers 1 light SUV (disposal) 2 Mitsubishi Vans (1 slated for disposal) Consolidation could reduce need 1 to 2 vehicles
A-36 Residential MaintenanceService Levels FactorsState/ ICASSUSAID Opportunities/ Comments Special capabilitiesAir conditioning refurbishment Locksmith Furniture refinishing Carpet installers Petty cash operation Key making operationUSAID take advantage of ICASS capabilities Work load3300 work orders at annual cost of $ 48,000 2 to 3 work orders per day Service LevelsEmergency work orders are worked the same day Other work orders are completed within approximately 5 days Make ready always completed in one week No work order backlog Emergency work orders assessed and worked immediately Routine requests worked in 2- 3 days, but almost always less than one week Residents contact contractor directly DEXO is called and approves/ disapproves immediate work Employ best practices to achieve highest service levels Operating hoursOn call 24/7
A-37 Residential Maintenance Survey Results - Jakarta Note: Questions within a shaded box indicate that the difference between the means of State/ICASS and USAID is statistically significant at 0.05. 4o. Overall, you are satisfied with the residential maintenance services provided. 4b5. The residential maintenance policy is written, available, and appropriate. 4a5. You are kept informed of the status of your requests for service. 4b4. There is a clear and published definition of what emergency maintenance means. 4a4. Emergency repairs are done quickly so as to minimize damage and inconvenience. 4b3. Preventative maintenance is done regularly and the area is cleaned up afterwards. 4a3. The residential maintenance office notified you in advance, of scheduled maintenance activities. 4d2. The work crews routinely clean up the work area after completion. 4c2. You are routinely asked to provide written or verbal feedback on the quality of repairs made. 4b2. Work orders are responded to in a timely manner. 4a2. Routine maintenance repairs are performed correctly the first time. 4c1. Upon your arrival at your new residence, you were given verbal and/or written instruction on how to operate and clean appliances – alarms, generators, location of circuit breakers and water cut-off valves 4b1. Residential maintenance staff promptly corrected any problems identified during your move-in. 4a1. Upon your arrival at post, your residential unit was ready for move-in, with the utilities on, repairs & painting completed and the unit thoroughly cleaned. Strongly Disagree DisagreeNeutralAgreeStrongly Agree Mean State/ICASS (n=18)USAID (n=24) 3.38 3.71 2.41 3.63 3.53 2.78 3.71 4.41 4.07 3.53 3.06 3.25 3.59 3.39 3.35 2.35 3.26 3.43 2.78 3.38 3.24 2.95 4.11 3.72 3.04 3.00 3.38
A-38 Comments about Residential Maintenance – Jakarta State/ICASS I find myself putting in the same requests regarding my A/Cs. They should probably be replaced. Also the problem with the stairwell ceiling is ongoing. Security upgrades created a hothouse and the ceiling paint always chips off. On balance I am neutral. My earlier experiences were not positive. As I said, the new FMU team has arrived and they are excellent--so I guess we are hoping this positive wave to continue!! Too many times I have to go back and request the maintenance be done.
A-39 Comments about Residential Maintenance – Jakarta USAID X is very responsive, but on a number of occasions it has taken multiple visits and a very long time to correct simple problems, I.e, air conditioning and internet/cable problems. Residential maintenance workers inevitably arrive without the necessary equipment or supplies to accomplish the required service. Two, three, even four return visits are usually required to get the job done. No apparent oversight or quality control Regular routine maintenance is mentioned in the maintenance contract but is not carried out. For example, no one cleans/maintains the air conditioners or air cleaners unless you specifically request it and even then, they do not always perform My unit is leased and not owned by USAID. All maintenance is done by the management of the complex. I am not happy with their maintenance record at all. They seem to never be able to fix anything correctly the first time; it takes a long time The USAID Mission staff earns my kudos for a job well done. Residential maintenance done by landlord. Neutral means: most of the time, but I cannot consistently agree as it does vary. Maintenance crews often leave area dirty, especially with cigarette butts, wrappings, etc. Clean up not always good.
A-42 Leasing ActivityState/ ICASSUSAID Opportunities/ Comments CustomersPosts: Jakarta, Dili, Agencies: State, Agriculture, Commerce, DAO, Interior, Justice, Library of Congress, NAMRU, Office of Defense Cooperation Posts: Jakarta, Dili Agencies: USAID Initiate housing pool to improve quality of housing and share Government owned housing Maximize advantages of OBO funds and programs Leases68 STL residential 1 STL warehouse 36 STL residential 1 STL warehouse WorkloadAverage of 15 new leases per year Renewal of approximately 20 leases per year (check these workload stats!!!) Average of 12 new leases per year Renewal of approximately 20 leases per year (check these workload stats!!!) Consolidate lease operations simplifying administration and improving average availability of leases Reduce potential for competition for leases between ICASS and USAID through consolidation Personnel1 American LES housing assistant (80%) 1 A/GSO Contracting Officer (20%) 1 S/GSO (5%) 1 FSN Leasing Agent full time (80%) EXO (5 %) DEXO (15 %) 1 Leasing FSN (60 %) Reduce staff Share knowledge, and best practices
A-43 Leasing (Contd) ActivityState/ ICASSUSAID Opportunities/ Comments Identify propertiesAdvertisements Personal contacts Housing board Spouse Share information with USAID Advertisements Personal contacts Housing board Share information with ICASS Improve morale by applying common standards for housing Negotiate leasesSite visit Pre-lease inspection Negotiation by contracting officer Schedule occupancy Site visit Preliminary negotiation by FSN Final negotiation by DEXO Pre-lease inspection Lease accomplished by procurement office Schedule occupancy Negotiate as one organization reducing contacts with landlords and reducing potential for State and USAID unintentionally competing against one another
A-44 Leasing (Contd) ActivityState/ ICASSUSAID Opportunities/ Comments Arrange payments1 year in advance Paid out of Bangkok to entities inside and outside of the country Payments are almost always late due to delays in the system Generates volume of questions that must be answered by leasing FSN Offshore payments waiver Reduce total administrative efforts by consolidating payment administration Maintain recordsFSN maintains all lease records Consolidate record keeping and reporting Renew leasesLease renewal involves review of maintenance and negotiation of price Consolidate renewals
A-45 Leasing Survey Results – Jakarta 2c. Overall, you are satisfied with the leasing office. 2b. The leasing office ensures that the landlord of your residence expeditiously resolves problems with the residence OR the required repairs are made by staff in accordance with the terms of the contract. 2a. Your residence is the appropriate size and layout for your familys needs and MORE or LESS comparable in size and layout to others at post regarding seniority and family size. Strongly Disagree DisagreeNeutralAgreeStrongly Agree Mean State/ICASS (n=18) USAID (n=24) Note: There are no statistically significant differences between the means of State/ICASS and USAID for Leasing, Jakarta 9% 10% 0% 18% 0% 14% 9% 30% 7% 0% 10% 21% 64% 50% 57% 0%20%40%60%80%100% 4.21 3.90 3.91 3.58 3.67 0% 13% 4% 13% 8% 46% 29% 13% 29% 38% 42% 21% 25% 0%20%40%60%80%100%
A-46 Comments about Leasing – Jakarta State/ICASS In my first residence--a large house in Menteng, the Embassy's leasing office (GSO)was not very efficient when dealing with repairs. There were many things wrong with the house--water heater, electricity, security alarm, etc. The living quarters are fine but it is actually government owned. There are times that the property maintenance leaves room for improvement. Not adequately supervised to see that the maintenance items are handled properly. My biggest problem with housing is that the military and State Dept cultures tend to clash here. Some housing issues are very contentious and the Embassy housing board has only 2 or 3 military reps.
A-47 Comments about Leasing – Jakarta USAID New security issues in Indonesia require all staff to be in either compounds or apartments. USAID is complying with this 100%, thus, the Mission Director is now living in a non-representational apartment. State, however, still has 35% of their staff. Extremely poor oversight of maintenance. Security including inspection of vehicles and use of barriers (both gates and fences) needs to be periodically tested to maintain the vigilance and attentiveness of the guards. House is seriously short on storage space. AID handles its own leasing thru my office. We do a good job! I have heard rumors about kickbacks but have no proof. The maintenance office does not always notify the landlord about needed repairs or maintenance; for example, painting of residence before a new person/family moves in. As a result of the evacuation in 2002/2003, the Mission has been forced to move to "clustered" housing, which means most people live in apartments. This is unfortunate; not only from a security point of view, but also from a quality of living point of view. Again, autonomous control of maintenance of housing by USAID Mission has proven essential to avoid being lost in the numbers under a greater Embassy scheme. Residence does not have enough storage space. Don't care for the housing; do not like being in a compound.