Recommendations

Management Assistance Report: Outstanding Construction Deliverables and Deficiencies Need Attention at New Embassy Compound The Hague, the Netherlands

AUD-CGI-19-38 September 2019

Recommendation Number

1

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with Embassy The Hague, prior to issuing the Certificate of Final Acceptance, verify completion of the two outstanding punch list items (tie-in to the main roadway and correcting bench seat lighting) related to construction of the New Embassy Compound in The Hague.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with Embassy The Hague, prior to issuing the Certificate of Final Acceptance, obtain from Caddell Construction Company, Inc., all contractually required spare parts for major building systems to facilitate maintenance of embassy systems at Embassy The Hague.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with Embassy The Hague, correct the deficiency in the irrigation system (pumping and filtration) and report to OIG the amount expended to correct the defect.
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with Embassy The Hague, correct the deficiency identified in the walkway lighting and report to OIG the amount expended to correct the defect.
Recommendation Number

5

Closed Implemented

OIG recommends that, before issuing the Certificate of Final Acceptance, the Bureau of Overseas Buildings Operations, in coordination with Embassy The Hague, prior to issuing the Certificate of Final Acceptance, (a) verify whether the stainless-steel façade applied to the exterior of the New Office Building and the Main Compound Access Control facility at Embassy The Hague was Type 316 stainless steel, as required by the contract, and (b) if determined that the material is not in compliance with contract specifications and material substitution occurred without approval, determine whether the contractor is liable, recover all applicable/appropriate costs, and report to OIG the amount recovered.

Audit of the Bureau of Overseas Buildings Operations Commissioning of Diplomatic Housing at U.S. Embassy Kabul, Afghanistan

AUD-MERO-19-37 August 2019

Recommendation Number

1

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations, in conjunction with the Bureau of Administration, Office of Acquisitions Management, develop and implement a policy stating that construction contract solicitations and the terms and conditions of the awarded contract require only the delivery of documents needed to support the purpose of the contract and the commissioning process.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations, in conjunction with the Bureau of Administration, Office of Acquisitions Management, assess the required frequency of commissioning agent contract deliverables to determine whether an adjustment to the frequency is needed and, if so, revise the commissioning agent's scope of work.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations update all commissioning plans to reflect the modifications made to construction contracts as a result of implementing the recommendations pertaining to the delivery of documents needed to support the purpose of the contract and the commissioning process and the frequency of the contract deliverables (Recommendations 1 and 2).
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations develop and implement tailored terms and conditions for construction contracts involving multiple buildings requiring necessary documents and deliverables, such as Operations and Maintenance manuals, to be provided for each individual facility at Substantial Completion, Beneficial Occupancy, and building turnover.
Recommendation Number

5

Closed Implemented

OIG recommends that the Bureau of Overseas Buildings Operations (OBO) review all active construction contracts that were awarded prior to the 2015 and 2016 Construction Alerts to determine whether they have been modified to require Integrated Systems Tests. If not, OBO should ensure that the contracts are modified to include them.

Inspection of the Bureau of Consular Affairs, Kentucky Consular Center

ISP-I-19-36 August 2019

Recommendation Number

1

Closed Acceptable Alternative

The Bureau of Diplomatic Security, in coordination with the Bureau of Consular Affairs, should modify the performance rating structure for the Diplomatic Security Investigative Unit supervisor to include the Kentucky Consular Center Director as the rater or reviewer.
Recommendation Number

2

Closed Implemented

The Bureau of Consular Affairs should require the Kentucky Consular Center to centralize all Contracting Officer’s Representative files for the prime labor contract and provide file access to all Contracting Officer’s Representatives and Government Technical Monitors designated on the contract.
Recommendation Number

3

Closed Implemented

The Bureau of Consular Affairs should require the Kentucky Consular Center to implement standard operating procedures for invoice reviews to clearly delineate the roles of the Contracting Officer’s Representative and the quality assurance contractors, in accordance with Department standards.
Recommendation Number

4

Closed Implemented

The Bureau of Consular Affairs should require the Kentucky Consular Center to track and pay invoices in accordance with the Prompt Payment Act and Department standards.
Recommendation Number

5

Closed Implemented

The Bureau of Consular Affairs should require the Kentucky Consular Center to conduct oversight of the quality assurance contract in accordance with Department standards.
Recommendation Number

6

Closed Implemented

The Bureau of Consular Affairs, in coordination with the Bureau of Administration, should conduct a space utilization study of the Kentucky Consular Center's Appalachian Processing Center and implement a plan for its cost-effective use or repurposing.

Review of Allegations of Politicized and Other Improper Personnel Practices in the Bureau of International Organization Affairs

ESP-19-05 August 2019

Recommendation Number

1

Closed Implemented Significant

The Under Secretary for Political Affairs should within 60 days develop a corrective action plan to address the leadership and management deficiencies within the Bureau of International Organization Affairs.
Recommendation Number

2

Closed Implemented

The Under Secretary for Political Affairs should consider whether disciplinary action is appropriate for the conduct described in this report.

Inspection of Embassy Tirana, Albania

ISP-I-19-26 August 2019

Recommendation Number

1

Closed Implemented

Embassy Tirana, in coordination with the Bureau of Consular Affairs, should adapt the work spaces of all Fraud Prevention Unit employees to allow for required line-of-sight supervision.
Recommendation Number

2

Closed Implemented

Embassy Tirana, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Consular Affairs, should provide a wheelchair-accessible interview window for consular clients as required by Department standards.
Recommendation Number

3

Closed Implemented

Embassy Tirana, in coordination with the Bureau of Consular Affairs, should post adequate signage for the embassy’s public areas to assist and direct consular clients.
Recommendation Number

4

Closed Implemented

Embassy Tirana should establish internal controls to safeguard and control the Facility Management Office’s expendable supplies in accordance with Department standards.
Recommendation Number

5

Closed Implemented

Embassy Tirana should secure and account for all leftover construction materials in accordance with Department standards.
Recommendation Number

6

Closed Implemented

Embassy Tirana, in coordination with the Bureau of Overseas Buildings Operations, should perform seismic evaluations of embassy residential properties in accordance with Department standards.
Recommendation Number

7

Closed Implemented

The Bureau of Overseas Buildings Operations, in coordination with Embassy Tirana, should provide a mitigation plan to address seismic concerns with at-risk embassy compound buildings.
Recommendation Number

8

Closed Implemented

Embassy Tirana should work with landlords to mitigate vulnerabilities with community swimming pools at its leased residential compounds.
Recommendation Number

9

Closed Implemented

Embassy Tirana should dismantle and remove its shipping containers and portable structures in accordance with Department requirements.
Recommendation Number

10

Closed Implemented

Embassy Tirana, in coordination with the Bureau of Human Resources, should update its local compensation plan to reflect current Government of Albania labor law.

Inspection of Embassy Nassau, The Bahamas

ISP-I-19-19 August 2019

Recommendation Number

1

Closed Implemented Significant

The Bureau of Western Hemisphere Affairs, in coordination with Embassy Nassau, should assign a temporary duty Deputy Chief of Mission of appropriate rank to the embassy to normalize the Front Office structure until a confirmed ambassador arrives.
Recommendation Number

2

Closed Implemented

Embassy Nassau, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should comply with metrics, monitoring, and reporting requirements for Bureau of International Narcotics and Law Enforcement Affairs-funded projects.
Recommendation Number

3

Closed Implemented

Embassy Nassau should conduct the required joint evaluation reviews with the Government of The Bahamas for Bureau of International Narcotics and Law Enforcement Affairs-funded projects.
Recommendation Number

4

Closed Implemented

Embassy Nassau should comply with end use monitoring and recordkeeping requirements mandated in Bureau of International Narcotics and Law Enforcement Affairs guidance.
Recommendation Number

5

Closed Implemented

Embassy Nassau should bring its public diplomacy grants program into compliance with Department standards.
Recommendation Number

6

Closed Implemented

Embassy Nassau, in coordination with the Bureau of Administration, should seek to ratify its unauthorized commitments in accordance with Department standards.
Recommendation Number

7

Closed Implemented

Embassy Nassau should delegate a contracting officer’s representative for health insurance contract SBF50016D0002.
Recommendation Number

8

Closed Implemented

Embassy Nassau should implement standard operating procedures for the use of all official vehicles, in accordance with Department standards.
Recommendation Number

9

Closed Implemented

Embassy Nassau should implement local vehicle life-cycle schedules for official vehicles, in accordance with Department standards.
Recommendation Number

10

Closed Not Implemented $244,533

Embassy Nassau should verify and document that vehicle maintenance and repair costs of $244,533 were necessary and recover any funds that were not used for the intended purposes.
Recommendation Number

11

Closed Implemented

Embassy Nassau should bring all professional drivers and incidental operators into compliance with the Department’s Overseas Motor Vehicle Safety Management Program.
Recommendation Number

12

Closed Implemented

Embassy Nassau should establish a comprehensive corrective action plan and certify all residences for occupancy in accordance with Department standards.
Recommendation Number

13

Closed Implemented

Embassy Nassau should bring its two living quarters allowance residences into compliance with Department standards.
Recommendation Number

14

Closed Implemented

Embassy Nassau should comply with Department standards for handling and storage of property.
Recommendation Number

15

Closed Implemented

Embassy Nassau should establish internal controls for the administration and disbursement of Facility Management stock and supplies in accordance with Department standards.
Recommendation Number

16

Closed Implemented

Embassy Nassau should calibrate its fuel tanks in accordance with Department guidelines.
Recommendation Number

17

Closed Implemented

Embassy Nassau should perform occupational safety, health, and environmental inspections of work areas in accordance with Department standards.
Recommendation Number

18

Closed Implemented

Embassy Nassau, in coordination with the Bureau of Overseas Buildings Operations, should establish a plan for the future use of the Chief of Mission residence and the Deputy Chief of Mission residence.
Recommendation Number

19

Closed Implemented

Embassy Nassau should bring its cashier operations, including management oversight of those operations, into compliance with Department standards.
Recommendation Number

20

Closed Implemented $2,300,000

Embassy Nassau should review its unliquidated obligations in accordance with Department guidelines and put up to $2.3 million to better use.
Recommendation Number

21

Closed Implemented

Embassy Nassau should conduct annual International Cooperative Administrative Support Services performance assessment surveys as required by Department guidelines.
Recommendation Number

22

Closed Implemented

Embassy Nassau, in coordination with the Bureau of Overseas Buildings Operations, should use the proper funding source to pay utility costs for the new embassy compound, in accordance with Department guidance.
Recommendation Number

23

Closed Implemented

Embassy Nassau should review and document the locally employed staff certifying activities in accordance with Department guidelines.
Recommendation Number

24

Closed Implemented

Embassy Nassau should implement procedures to suspend the hardship differential in accordance with Department standards.
Recommendation Number

25

Closed Implemented

Embassy Nassau, in coordination with the Regional Information Management Center Ft. Lauderdale and the Bureau of Western Hemisphere Affairs, should remediate the embassy’s computer network infrastructure to improve network performance.
Recommendation Number

26

Closed Implemented

Embassy Nassau should require that the Information Systems Security Officer perform information systems security duties in accordance with Department standards.
Recommendation Number

27

Closed Implemented

Embassy Nassau should conduct annual information technology contingency plan testing on its unclassified and classified networks in accordance with Department standards.
Recommendation Number

28

Closed Implemented

Embassy Nassau should regularly test the emergency communications equipment in accordance with Department standards.
Recommendation Number

29

Closed Implemented

Embassy Nassau should implement standard operating procedures for account management operations.
Recommendation Number

30

Closed Implemented

Embassy Nassau should implement standard operating procedures for its unclassified pouch and diplomatic post office that comply with Department guidance.
Recommendation Number

31

Closed Implemented

Embassy Nassau should establish a records management program in accordance with Department standards.

Inspection of Embassy Ljubljana, Slovenia

ISP-I-19-25 August 2019

Recommendation Number

1

Closed Implemented

Embassy Ljubljana should comply with Department standards for reviewing locally employed staff certifying activity.
Recommendation Number

2

Closed Implemented

Embassy Ljubljana should record all embassy vehicle usage in the Fleet Management Information System, as required by Department standards.
Recommendation Number

3

Closed Implemented

Embassy Ljubljana, in coordination with the Bureau of Overseas Buildings Operations, should install a central fire alarm system at its Marine Security Guard residence to meet Department fire safety standards.
Recommendation Number

4

Closed Implemented

Embassy Ljubljana should establish adequate controls for the administration and disbursement of Facility Management expendable supplies, in accordance with Department standards.
Recommendation Number

5

Closed Implemented

Embassy Ljubljana should submit the Retail Price Schedule Survey to the Bureau of Administration’s Office of Allowances in accordance with Department guidelines.
Recommendation Number

6

Closed Implemented

Embassy Ljubljana, in coordination with Regional Information Management Center Frankfurt, should install the high-frequency radio at the embassy’s alternate command center.

Evaluation of the Bureau of Diplomatic Security's Aegis Construction Contract at Camp Eggers, Afghanistan

ESP-19-04 July 2019

Recommendation Number

1

Closed Implemented Significant

OIG recommends that the Office of the Undersecretary for Management review the Bureau of Diplomatic Security’s construction capabilities and adopt a policy that identifies the specific circumstances under which the construction clause in the Worldwide Protective Services (WPS) contract may be used for construction projects and that includes the designation of formal roles of the Bureau of Diplomatic Security, the Office of Acquisitions Management, and the Bureau of Overseas Buildings Operations with respect to such projects.
Recommendation Number

2

Closed Implemented

OIG recommends that the Bureau of Administration develop policies requiring the inclusion of Division 1 General Requirements in all future contracts that include a construction component.
Recommendation Number

3

Closed Implemented $103,200,000 Significant

OIG recommends that the Under Secretary for Management review the decision to expend $103.2 million on the Camp Eggers project and make a determination as to whether the expenditure was necessary or reasonable considering the lack of benefit to the Department of State.

Audit of the Department of State’s Local Configuration Control Boards

AUD-IT-19-36 July 2019

Recommendation Number

1

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management require that all IT configuration changes approved by the Local Configuration Control Boards at overseas posts be tested before implementation, in accordance with Federal requirements and Department of State policies.
Recommendation Number

2

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management require Local Configuration Control Boards to perform and document security impact analyses on all configuration change requests before approval, in accordance with National Institute of Standards and Technology guidance.
Recommendation Number

3

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management provide guidance to Local Configuration Control Boards on the documentation regarding IT configuration change requests that must be retained at a post.
Recommendation Number

4

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management develop and issue standard operating procedures for overseas posts’ Local Configuration Control Boards to follow when reviewing, approving, and implementing IT configuration change requests. These standard operating procedures should establish and implement a process that provides for the evaluation, approval, and documentation of IT change requests in accordance with Department of State policies and National Institute of Standards and Technology requirements.
Recommendation Number

5

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management develop and implement a methodology to oversee Local Configuration Control Board (LCCB) activities, including LCCB approval of IT configuration change requests at the local level. This methodology should include specific procedures for verification of the LCCB’s testing of approved changes, security impact analyses, and retention of required documentation.
Recommendation Number

6

Closed Implemented Significant

OIG recommends that the Bureau of Information Resource Management (IRM) formally designate oversight responsibility for Local Configuration Control Board activities to a specific position or office within IRM and establish a formal mechanism for communicating the oversight roles and responsibilities.

Inspection of Embassy Paramaribo, Suriname

ISP-I-19-20 July 2019

Recommendation Number

1

Closed Implemented

Embassy Paramaribo, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should comply with metrics and monitoring requirements for International Narcotics and Law Enforcement-funded projects in accordance with Department guidance.
Recommendation Number

2

Closed Implemented

Embassy Paramaribo should conduct the required joint evaluation reviews with the Government of Suriname for Bureau of International Narcotics and Law Enforcement Affairs-funded projects.
Recommendation Number

3

Closed Implemented

Embassy Paramaribo should comply with Department standards for its purchase card program.
Recommendation Number

4

Closed Implemented

Embassy Paramaribo should comply with the Department’s Overseas Motor Vehicle Safety Management Program policy regarding driver working hours.
Recommendation Number

5

Closed Implemented

Embassy Paramaribo should manage keys for official vehicles in accordance with Department standards.
Recommendation Number

6

Closed Implemented

Embassy Paramaribo should comply with Department standards for tracking residential fuel deliveries.
Recommendation Number

7

Closed Implemented

Embassy Paramaribo should implement controls for handling and storage of property in its warehousing program in accordance with Department guidance.
Recommendation Number

8

Closed Implemented

The Bureau of Overseas Buildings Operations, in coordination with Embassy Paramaribo, should address the roof leaks in the new embassy compound and mitigate the resulting health hazards within 180 days.
Recommendation Number

9

Closed Implemented Significant

Embassy Paramaribo should eliminate the safety hazards at the new embassy compound warehouse in accordance with Department guidance.
Recommendation Number

10

Closed Implemented

Embassy Paramaribo, in coordination with the Florida Regional Center, should implement a new annual agreement of regional service goals.
Recommendation Number

11

Closed Implemented

Embassy Paramaribo, in coordination with the Bureau of Human Resources and the Bureau of the Comptroller and Global Financial Services, should calculate locally employed staff benefit entitlements in accordance with the local compensation plan.
Recommendation Number

12

Closed Implemented

Embassy Paramaribo, in coordination with the Bureau of Human Resources, should correct the deficit in the locally employed staff pension plan in accordance with Department guidance.
Recommendation Number

13

Closed Implemented

Embassy Paramaribo should conduct unannounced quarterly reviews of locally employed staff certifying activity in accordance with Department guidelines.
Recommendation Number

14

Closed Implemented

Embassy Paramaribo should implement standard operating procedures for information management operations.
Recommendation Number

15

Closed Implemented

Embassy Paramaribo should perform Information Systems Security Officer duties in accordance with Department standards.
Recommendation Number

16

Closed Implemented

Embassy Paramaribo should comply with Department security standards for wireless local area networks.
Recommendation Number

17

Closed Implemented

Embassy Paramaribo should conduct annual information technology contingency plan testing of the unclassified and classified networks in accordance with Department standards.
Recommendation Number

18

Closed Implemented

Embassy Paramaribo should provide its locally employed telephone technician with Foreign Service Institute training course number YW331, Cisco Unified Communications Manager Administration.

444

$15,045,004

134

$0

416

$218,173,822

0

$0

36

$0

0

$0