Recommendations

Management Assistance Report: Improper Installation of Key Components of U.S. Embassy Kabul, Afghanistan’s Fire Alarm System Needs Prompt Attention

AUD-MERO-18-32 April 2018

Recommendation Number

1

Closed Acceptable Alternative

OIG recommends that the Bureau of Overseas Buildings Operations’ Office of Fire Protection, in coordination with Embassy Kabul, take immediate action to establish a separate redundant path for the fire alarm system that will allow operational capability to continue in the event of damage to one part of the network, in accordance with National Fire Protection Association requirements.
Recommendation Number

2

Closed Not Implemented

OIG recommends that the Bureau of Overseas Buildings Operations’ Office of Fire Protection, in coordination with Embassy Kabul, take immediate action to determine whether the seven fire alarm control panels currently connected to a guard post on the east side of the embassy compound should instead be connected to Post One and take appropriate action to correct all identified deficiencies.

Inspection of Embassy San Jose, Costa Rica

ISP-I-18-13 April 2018

Recommendation Number

1

Closed Implemented

Embassy San Jose, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should implement a plan to mitigate risks to bureau funded projects in the event it is unable to secure approval to hire maritime and aviation advisors.
Recommendation Number

2

Closed Implemented $540,077

Embassy San Jose, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should implement a plan to use or dispose of video surveillance equipment purchased with bureau funds.
Recommendation Number

3

Closed Implemented

Embassy San Jose should award public diplomacy grants through open competition, in accordance with Department standards.
Recommendation Number

4

Closed Implemented

Embassy San Jose should comply with Department standards for crisis preparedness.
Recommendation Number

5

Closed Implemented

Embassy San Jose should reconfigure its Consular Section space so managers can visually observe activities in all adjudicating areas in accordance with Department standards.
Recommendation Number

6

Closed Implemented

Embassy San Jose should intersperse cubicles for consular officers among those for locally employed staff throughout the Consular Section.
Recommendation Number

7

Closed Implemented

Embassy San Jose, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Consular Affairs, should provide a wheelchair-accessible interview window for consular applicants
Recommendation Number

8

Closed Implemented

Embassy San Jose, in coordination with the Bureau of Overseas Buildings Operations and the Bureau of Diplomatic Security, should provide accommodations for visa applicants in accordance with Department standards.
Recommendation Number

9

Closed Implemented

Embassy San Jose should implement an annual acquisition plan.
Recommendation Number

10

Closed Implemented

Embassy San Jose, in coordination with the Bureau of International Narcotics and Law Enforcement Affairs, should establish a memorandum of understanding defining General Services Office support to the International Narcotics and Law Enforcement Section.
Recommendation Number

11

Closed Implemented

Embassy San Jose should require all Contracting Officer’s Representatives to administer their contracts in accordance with Department standards.
Recommendation Number

12

Closed Implemented

Embassy San Jose should implement a corrective action plan to bring all professional drivers and incidental operators under Chief of Mission authority into compliance with the Department’s Motor Vehicle Safety Management Program for Overseas Posts.
Recommendation Number

13

Closed Implemented

Embassy San Jose should implement a system to store, issue, and return keys for official vehicles in accordance with Department standards.
Recommendation Number

14

Closed Implemented

Embassy San Jose should revise and enforce its mishap reporting policy to include disciplinary actions when embassy drivers fail to report vehicle mishaps in accordance with Embassy and Department standards.
Recommendation Number

15

Closed Implemented

Embassy San Jose should implement a comprehensive fuel control program that complies with Department standards.
Recommendation Number

16

Closed Implemented

Embassy San Jose should bring all living quarters allowance residences into compliance with Department standards
Recommendation Number

17

Closed Implemented

Embassy San Jose should conduct spot checks of its expendable and nonexpendable property in accordance with Department standards.
Recommendation Number

18

Closed Implemented $67,283

Embassy San Jose should clear all outstanding travel advances in accordance with Department standards.
Recommendation Number

19

Closed Implemented

Embassy San Jose should pay invoices in compliance with the Prompt Payment Act and Department standards.
Recommendation Number

20

Closed Implemented

Embassy San Jose should require authorizing officials to approve employee overtime requests in advance, in accordance with Department guidance.
Recommendation Number

21

Closed Implemented

Embassy San Jose should inform all employees and family members assigned to housing with community pools about the hazards and provide them with copies of the Department’s swimming pool safety standards
Recommendation Number

22

Closed Implemented

Embassy San Jose, in coordination with the Bureau of Overseas Building Operations, should install a fire alarm system in the current Marine Security Guard Residence that meets Department fire safety standards.
Recommendation Number

23

Closed Implemented

Embassy San Jose should notify the Bureau of Overseas Buildings Operations of its justification to lease high-rise apartments that do not meet Department fire standards and brief embassy occupants regarding fire evacuation risks
Recommendation Number

24

Closed Implemented

Embassy San Jose should require that Information Systems Security Officers perform information security duties in accordance with Department guidance.
Recommendation Number

25

Closed Implemented

Embassy San Jose should implement a call accounting system and procedures to accurately bill for monthly telephone services.
Recommendation Number

26

Closed Implemented

Embassy San Jose should implement knowledge management procedures for capturing, sharing, transferring, and retaining information related to its information management programs.
Recommendation Number

27

Closed Implemented

Embassy San Jose should test the information technology contingency plans for unclassified and classified networks in accordance with Department guidance.
Recommendation Number

28

Closed Implemented

Embassy San Jose should implement a plan for conducting initial and annual refresher information technology contingency training for employees with information technology contingency planning responsibilities.

Inspection of the Bureau of Information Resource Management’s Office of Governance, Resource, and Performance Management

ISP-I-18-15 April 2018

Recommendation Number

1

Closed Implemented

The Bureau of Human Resources, in coordination with the Bureau of Information Resource Management, should conduct an organizational assessment of the Office of Governance, Resource, and Performance Management, including a review of its organizational structure, roles, and responsibilities, and reallocate or reprogram resources as necessary.
Recommendation Number

2

Closed Implemented

The Bureau of Information Resource Management, in coordination with the Bureau of Human Resources, should update all employee-supervisor assignments to reflect current roles and responsibilities within the Office of Governance, Resource, and Performance Management.
Recommendation Number

3

Closed Implemented

The Bureau of Information Resource Management should require the Office of Governance, Resource, and Performance Management to review its internal control structure and develop corrective action plans or implement mitigation measures for any deficiencies.
Recommendation Number

4

Closed Implemented

The Bureau of Administration, in coordination with the Bureau of Information Resource Management, should review contracting activities in the Office of Governance, Resource, and Performance Management, and bring them into compliance with Department standards.
Recommendation Number

5

Closed Implemented

The Bureau of Administration, in coordination with the Bureau of Information Resources Management, should assign additional Contracting Officer’s Representatives and Government Technical Monitors to oversee the contracts managed in Office of Governance, Resource, and Performance Management and transfer relevant contract files to those individuals.
Recommendation Number

6

Closed Implemented

The Bureau of Information Resource Management should require that Contracting Officer’s Representatives in the Office of Governance, Resource, and Performance Management receive proof of receipt of goods from overseas posts prior to approving invoices for payments.
Recommendation Number

7

Closed Implemented

The Bureau of Information Resource Management should require the Office of Governance, Resource, and Performance Management to maintain Contracting Officer’s Representative files in compliance with Department standards.
Recommendation Number

8

Closed Implemented

The Bureau of Information Resource Management should implement a tool to centrally track information technology software acquisitions Department-wide.
Recommendation Number

9

Closed Implemented

The Bureau of Information Resource Management should implement procedures to centrally authorize and register Dedicated Internet Networks.
Recommendation Number

10

Closed New Report

The Bureau of Information Resource Management should implement procedures to ensure regularly scheduled reviews and updates to the Department’s information technology management policies and procedures in Volume 5 of the Foreign Affairs Manual and its associated Foreign Affairs Handbooks.
Recommendation Number

11

Closed Implemented

The Bureau of Information Resource Management should revise and promulgate the bureau process for timely handling of responses to U.S. Government Accountability Office recommendations.
Recommendation Number

12

Closed Implemented

The Bureau of Information Resource Management should update all Department guidance to reflect the Office of Governance, Resource, and Performance Management’s responsibility for the Information Technology Configuration Control Board.
Recommendation Number

13

Closed Implemented

The Bureau of Information Resource Management should require the Office of Governance, Resource, and Performance Management to perform its bureau records coordinator responsibilities in accordance with Department standards.
Recommendation Number

14

Closed Implemented

The Bureau of Information Resource Management should implement standard operating procedures for process management working groups that include guidance on collaboration, documentation, and performance measures.

Inspection of Embassy Copenhagen, Denmark

ISP-I-18-23 April 2018

Recommendation Number

1

Closed Implemented

Embassy Copenhagen, in coordination with the Bureau of European and Eurasian Affairs, and the Bureau of the Comptroller and Global Financial Services, should reprogram at least one Diplomatic and Consular Program-funded Information Management position to an International Cooperative Administrative Support Services-funded position.
Recommendation Number

2

Closed Implemented

Embassy Copenhagen should conduct an annual utilization survey of its personal property inventory.
Recommendation Number

3

Closed Implemented

Embassy Copenhagen, in coordination with the Bureau of European and Eurasian Affairs, Bureau of Administration, and Bureau of Overseas Buildings Operations, should determine the most cost effective option of meeting its residential furniture requirements.
Recommendation Number

4

Closed Implemented

Embassy Copenhagen, in coordination with the Bureau of Overseas Buildings Operations, should implement a preventive maintenance program that complies with Department standards.
Recommendation Number

5

Closed Implemented

Embassy Copenhagen, in coordination with the Bureau of Overseas Buildings Operations, should implement an action plan to resolve the embassy’s fire protection deficiencies and bring the program into full compliance with Department standards.
Recommendation Number

6

Closed Implemented

Embassy Copenhagen should perform Information System Security Officer duties in accordance with Department standards.
Recommendation Number

7

Closed Implemented

Embassy Copenhagen, in coordination with the Bureaus of Diplomatic Security and Overseas Buildings Operations, should complete the installation of the mail screening facility and implement a procedure for processing incoming local mail in accordance with Department standards.
Recommendation Number

8

Closed Implemented

Embassy Copenhagen should establish a records management program in accordance with Department guidance.

Inspection of Embassy Djibouti, Djibouti

ISP-I-18-14 April 2018

Recommendation Number

1

Closed Implemented

The Bureau of African Affairs, in coordination with Embassy Djibouti, should restructure the staffing of the Political-Economic Section to more effectively support the embassy’s Integrated Country Strategy goals
Recommendation Number

2

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of African Affairs and the Bureau of International Information Programs, should implement a social media strategy.
Recommendation Number

3

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of International Information Programs, should implement an annual resource development and programming plan for its American Space.
Recommendation Number

4

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of Administration, should prepare risk assessments and monitoring plans for all Public Affairs Section grants.
Recommendation Number

5

Closed Implemented

The Bureau of Consular Affairs, in coordination with the Bureau of Human Resources, should reclassify the grade levels of the Consular Section chief position and one of the First- and Second-Tour consular officer positions in Embassy Djibouti.
Recommendation Number

6

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of Consular Affairs and the Bureau of Overseas Buildings Operations, should renovate the Consular Section to expand consular processing capabilities, improve management controls, and accommodate anticipated increased staffing.
Recommendation Number

7

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of Administration and the Bureau of African Affairs, should bring the embassy’s property program into full compliance with Department standards.
Recommendation Number

8

Closed Implemented

Embassy Djibouti should implement a comprehensive residential fuel delivery program that complies with Department standards.
Recommendation Number

9

Closed Implemented

Embassy Djibouti should comply with the Department’s Motor Vehicle Safety Management Program policy on vehicle operator duty limits.
Recommendation Number

10

Closed Implemented

Embassy Djibouti should update its vehicle policy to be compliant with Department standards.
Recommendation Number

11

Closed Implemented

Embassy Djibouti should require all mission drivers to comply with the Overseas Motor Vehicle Safety Management Program.
Recommendation Number

12

Closed Implemented

Embassy Djibouti should prohibit locally employed staff mechanics from repairing personally owned vehicles on U.S. Government property or with U.S. Government equipment.
Recommendation Number

13

Closed Implemented

Embassy Djibouti should implement a housing program that is fully compliant with Department standards.
Recommendation Number

14

Closed Implemented

Embassy Djibouti, in coordination with Bureau of African Affairs, should implement a comprehensive program for updating locally employed staff position descriptions in accordance with Department standards.
Recommendation Number

15

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of Human Resources, should update and translate (into relevant languages) its Locally Employed Staff Handbook.
Recommendation Number

16

Closed Implemented

Embassy Djibouti should implement a comprehensive policy outlining the requirements for vehicle third party liability coverage in accordance with Department standards.
Recommendation Number

17

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of Administration, should submit updated post consumables and retail price surveys.
Recommendation Number

18

Closed Implemented

Embassy Djibouti should charge agencies and personnel appropriately for official and personal phone calls.
Recommendation Number

19

Closed Implemented

Embassy Djibouti should use electronic funds transfer for taxi and medical reimbursements over $25 to local employees.
Recommendation Number

20

Closed Acceptable Alternative Significant

The Bureau of Overseas Buildings Operations, in coordination with Embassy Djibouti, should implement a plan to evaluate all residences in the embassy housing pool for seismic risks and take action to address the deficiencies.
Recommendation Number

21

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of Overseas Buildings Operations, should train its local staff in preventive maintenance or establish appropriate preventive maintenance contracts.
Recommendation Number

22

Closed Implemented

Embassy Djibouti, in coordination with the Bureau of Overseas Buildings Operations, should establish and implement a plan to appropriately store flammable materials.
Recommendation Number

23

Closed Implemented

Embassy Djibouti should reassign Information System Security Officer responsibilities to comply with the Department’s separation of duties requirement.
Recommendation Number

24

Closed Implemented

Embassy Djibouti should complete and record Information Systems Security Officer tasks as required by Department standards.
Recommendation Number

25

Closed Implemented

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

Audit of the Administration and Oversight of Fuel Contracts at U.S. Embassy Amman, Jordan

AUD-MERO-18-33 March 2018

Recommendation Number

1

Closed Implemented

OIG recommends that the Procurement Executive at the Bureau of Administration, Office of the Procurement Executive, examine fuel purchases to determine if ratification is warranted and, if so, implement ratification procedures in accordance with Department of State Acquisition Regulations 601.602-3-70, “[Ratification] Procedures,” for purchase orders SJO10014M0242, SJO10014M0317, SJO10015M0346, and SJO10015M0771 and delivery order SJO10016F0091, which were used to purchase diesel fuel and gasoline between January 15, 2014, and July 24, 2016.
Recommendation Number

2

Closed Implemented

OIG recommends that the Procurement Executive at the Bureau of Administration, Office of the Procurement Executive, examine fuel purchases to determine if ratification is warranted and, if so, implement ratification procedures in accordance with Department of State Acquisition Regulations 601.602-3-70, “[Ratification] Procedures,” for purchase orders SJO10015M0659, SJO10016M0914, and SJO10017M0001, which were used to purchase fuel through the fuel card program between June 4, 2015, and October 23, 2016.
Recommendation Number

3

Closed Implemented

OIG recommends that Embassy Amman (1) review all purchase orders and delivery orders from October 1, 2012, to January 31, 2017, that relate to diesel fuel and gasoline purchases, as well as fuel card expenditures, to determine whether any additional unauthorized commitments occurred and (2) provide all results to the Procurement Executive at the Bureau of Administration, Office of the Procurement Executive, for review and possible ratification.
Recommendation Number

4

Closed Implemented

OIG recommends that the Procurement Executive at the Bureau of Administration, Office of the Procurement Executive, review all unauthorized commitments provided by Embassy Amman as a result of Recommendation 3 and, as needed, ratify the unauthorized commitments in accordance with Department of State Acquisition Regulations 601-602-3, “Ratification of Unauthorized Commitments.”
Recommendation Number

5

Closed Implemented

OIG recommends that Embassy Amman develop and implement procedures that safeguard Embassy Amman against unauthorized commitments when processing all types of requests for fuel.
Recommendation Number

6

Closed Implemented $259,631

OIG recommends that Embassy Amman review all purchase orders for gasoline and diesel fuel awarded between October 2012 and August 2016 and follow the procedures outlined in Federal Acquisition Regulation, Part 4.804, “Closeout of Contract Files,” to close all purchase orders and deobligate all funds remaining on those purchase orders, including the $259,631 OIG identified.
Recommendation Number

7

Closed Implemented

OIG recommends that Embassy Amman review its procedures within its procurement functions and immediately adopt and implement necessary changes so that all future contracts can be properly closed and funds timely deobligated in accordance with Federal Acquisition Regulation, Part 4.804, ”Closeout of Contract Files.”
Recommendation Number

8

Closed Implemented

OIG recommends that Embassy Amman develop and implement training on contract file retention requirements as defined in Federal Acquisition Regulation 4.805, “Storage, Handling, and Contract Files,” and the Foreign Affairs Handbook (FAH), 14 FAH-2 H-573.3, “Government Contract Files,” and provide this training annually to all personnel within the General Services Office.
Recommendation Number

9

Closed Implemented

OIG recommends that Embassy Amman, to the extent practicable, identify and recreate all contract files that were destroyed prior to expiration of the 6-year retention requirement in accordance with Federal Acquisition Regulation 4.805, “Storage, Handling, and Contract Files,” and also create an electronic copy of all recreated contracts on a shared drive for administrative ease according to the Foreign Affairs Handbook (FAH), 14 FAH-2 H-573.3, “Government Contract Files.”
Recommendation Number

10

Closed Implemented

OIG recommends that Embassy Amman develop and implement a quality assurance surveillance plan for contract SJO10015D0003 based on the contract’s performance work statement and incorporate procedures to (1) test gasoline for water content and sediment and (2) require contractors to certify that delivered gasoline is 95 octane, as required in the contract.
Recommendation Number

11

Closed Implemented

OIG recommends that Embassy Amman develop and implement a quality assurance surveillance plan for contract SJO10016D0017 based on the contract’s performance work statement and incorporate procedures to test diesel fuel for water content and sediment.
Recommendation Number

12

Closed Implemented

OIG recommends that Embassy Amman establish and implement procedures in the quality assurance surveillance plans for contracts SJO10015D003 and SJO10016D0017 that require oversight personnel to (1) independently verify the quantity of fuel delivered using embassy-owned flow meters and (2) detail the process that should be followed if fuel does not meet quality standards or if the volume of fuel measured by the embassy’s flow meters does not match the contractor’s flow meters.
Recommendation Number

13

Closed Implemented

OIG recommends that Embassy Amman assign Government Technical Monitors that are Level II Federal Acquisition Certification for Contracting Officer’s Representatives certified to accept gasoline for contract SJO10015D0003 and to accept residential diesel fuel for contract SJO10016D0017 on behalf of the Contracting Officer’s Representatives.
Recommendation Number

14

Closed Implemented

OIG recommends that Embassy Amman establish and implement procedures and corresponding checklists that require Contracting Officer’s Representatives (CORs) to maintain all pertinent documentation in the COR files in accordance with the Bureau of Administration, Office of the Procurement Executive Procurement, Information Bulletin 2014-10, “Contract Files and COR File Checklist (Updated June 4, 2015).”
Recommendation Number

15

Closed Implemented

OIG recommends that Embassy Amman direct its Contracting Officers to immediately review the Contracting Officer’s Representatives’ files for contracts SJO10015D0003 and SJO10016D0017 for completeness and include in the contract files the results for this review.
Recommendation Number

16

Closed Implemented

OIG recommends that Embassy Amman establish and implement procedures to have its Contracting Officers review the Contracting Officer’s Representatives’ files for contracts SJO10015D0003 and SJO10016D0017 on an annual basis, including a requirement to annotate the results of the review, such as findings and recommended actions, in the file.
Recommendation Number

17

Closed Implemented

OIG recommends that Embassy Amman develop and implement procedures to obtain Contracting Officer’s Representative (COR) files, including contracts SJO10015D0003 and SJO10016D0017, from the CORs upon completion or termination of the contracts to be retained in the Contracting Officer’s official contract file.
Recommendation Number

18

Closed Implemented

OIG recommends that Embassy Amman provide training to Contracting Officers regarding their obligations to verify that all Contracting Officer’s Representative (COR) candidates are certified at the appropriate level of the Federal Acquisition Certification for Contracting Officer’s Representatives prior to appointing candidates as a COR.
Recommendation Number

19

Closed Implemented

OIG recommends that Embassy Amman establish and implement procedures requiring Contracting Officer’s Representative (COR) delegations to be reviewed by the Contracting Officer’s supervisor to ensure that all COR delegations are executed in accordance with the Department’s Procurement Information Bulletin 2012-15.
Recommendation Number

20

Closed Implemented $1,900,000

OIG recommends that Embassy Amman review all invoices submitted by fuel contractors from October 2012 through January 2017 for contracts SJO10013D0001, SJO10015D0003, and SJO10016D0017 to (a) determine whether the $1.9 million paid against those invoices and identified by OIG as unsupported costs are allowable, and (b) recover any costs determined to be unallowable.
Recommendation Number

21

Closed Implemented $6,400,000

OIG recommends that Embassy Amman review all invoices submitted by fuel contractors from October 2012 through January 2017 for contracts SJO10013D0001, SJO10015D0003, and SJO10016D0017 to (a) determine whether the $6.4 million paid against those invoices and projected by OIG as unsupported costs are allowable, and (b) recover any costs determined to be unallowable.
Recommendation Number

22

Closed Implemented

OIG recommends that Embassy Amman develop and implement invoice review procedures and corresponding checklists that require, at a minimum, voucher examiners to review submitted invoices for (1) all proper elements that are required by Federal Acquisition Regulation 32.905, “Payment Documentation and Process,” (2) the translation of key words if the invoice is in a foreign language as required by the Foreign Affairs Handbook (FAH) under 4 FAH-3 H-422, “Invoices,” and (3) evidence that the Contracting Officer’s Representatives certified the validity of the costs claimed and that the goods and/or services had been received.
Recommendation Number

23

Closed Implemented

OIG recommends that Embassy Amman develop and implement invoice review procedures that require, at a minimum, all fuel contractor invoices to be (1) stamped with the date they are received, (2) tracked throughout the review and approval process, and (3) automatically paid, with the interest penalties due to the contractor if the invoice is paid late, so that contractor payments can be made consistent with the requirements of the Prompt Payment.
Recommendation Number

24

Closed Implemented

OIG recommends that Embassy Amman review all invoices paid against contracts SJO10013D0001, SJO10015D0003, and SJO10016D0017 and (a) determine the dates by which to start the prompt payment clock, (b) compare those dates to the dates the invoices were paid, (c) calculate interest penalties for those invoices that were paid after the 30-day requirement, and (d) determine if interest penalties should be paid to the contractors in accordance with prompt payment requirements in 5 Code of Federal Regulations § 1315.
Recommendation Number

25

Closed Implemented

OIG recommends that Embassy Amman modify contracts SJO10015D0003 and SJO10016D0017 to (a) clarify procedures for contractors to submit invoices directly to the Financial Management Office according to the provisions and clauses section of those contracts, and (b) replace language that requires the contractor to provide Contracting Officer’s Representatives with the invoices at the time of delivery with a requirement to provide bills of lading at the time of delivery.
Recommendation Number

26

Closed Implemented

OIG recommends that Embassy Amman issue letters to the fuel contractors for contracts SJO10015D0003 and SJO10016D0017 directing them to submit proper invoices to Embassy Amman’s Financial Management Office in accordance with the clauses section of the respective contracts.
Recommendation Number

27

Closed Implemented

OIG recommends that Embassy Amman establish and implement invoice review procedures and corresponding checklists for Contracting Officer’s Representatives (CORs) assigned to contracts SJO10015D0003 and SJO10016D0017 that require the CORs to (1) verify quantities of fuel received, unit prices paid, and the total cost of the invoices against contractual terms and supporting documentation, in accordance with the Foreign Affairs Handbook (FAH) under 14 FAH-2 H-142, “Responsibilities of the Contracting Officer’s Representative (COR),” and 4 FAH-3 H-425, “Voucher Prepayment Examination;” and (2) certify invoices with an authorized signature, in accordance with the Foreign Affairs Manual (FAM) under 4 FAM 424, “Voucher Approval.”
Recommendation Number

28

Closed Implemented

OIG recommends that Embassy Amman (1) perform a reconciliation of all invoices submitted and paid against contracts SJO10013D0001, SJO10015D0003, and SJO10016D0017 to determine whether the contractors were overpaid or underpaid, and (2) either pursue reimbursement or pay any additional amounts owed to the contractors.

Management Assistance Report: Contract Administration Practices Involving the Construction of the New Office Compound Taipei, Taiwan, Require Attention

AUD-SI-18-34 March 2018

Recommendation Number

1

Closed Implemented

OIG recommends that the Office of Acquisitions Management develop a plan to issue an annual reminder to Contracting Officers that, if a contractor requests the issuance of a Limited or final Notice to Proceed, the Contracting Officer should consult with the Contracting Officer’s Representative and formally respond to the contractor’s request by either authorizing the construction project to proceed or notify the contractor in writing the reasons why the Notice to Proceed is being withheld and the actions the contractor needs to complete before the Notice to Proceed can be granted.
Recommendation Number

2

Closed Implemented

OIG recommends that the Office of Acquisitions Management develop and implement a process that notifies Assessing Officials and Assessing Official Representatives when contractor performance evaluations are due and ensures the evaluations are recorded and approved in the Contractor Performance Assessment Reporting System in accordance with the Federal Acquisition Regulation.

Inspection of Yemen Affairs Unit

ISP-I-18-21 March 2018

Recommendation Number

1

Closed Implemented Significant

The Bureau of Near Eastern Affairs, in coordination with the Office of Management Policy, Rightsizing, and Innovation and the Yemen Affairs Unit, should assess the Yemen Affairs Unit’s location, functions, and staffing. In doing so, it should consider lessons learned since the Yemen Affairs Unit opened in 2015 and expected future requirements to meet U.S. foreign policy objectives in Yemen.
Recommendation Number

2

Closed Implemented $23,500,000 Significant

The Bureau of Near Eastern Affairs, in coordination with the Bureaus of Overseas Buildings Operations and Diplomatic Security and the Yemen Affairs Unit, should (a) conduct a cost-benefit analysis to determine whether the Department should continue to lease, maintain, and secure the Diplomatic Transit Facility and, (b) if the Bureau of Near Eastern Affairs does not continue to lease, maintain, and secure the Diplomatic Transit Center, it should put $23.5 million in projected future costs to run the facility to better use.
Recommendation Number

3

Closed Implemented $4,890,000 Significant

The Yemen Affairs Unit should review Embassy Sanaa’s balance of $4.89 million in unliquidated obligations and validate or de-obligate the funds to put them to better use as applicable.

Inspection of Embassy Managua, Nicaragua

ISP-I-18-12 March 2018

Recommendation Number

1

Closed Implemented

Embassy Managua should implement strategic planning and evaluation mechanisms to assess the performance of its American Space.
Recommendation Number

2

Closed Implemented

Embassy Managua should perform required annual inspections of all office work areas and semi-annual inspections of increased risk work areas and operations.
Recommendation Number

3

Closed Implemented

The Bureau of Overseas Buildings Operations, in coordination with the Bureau of Western Hemisphere Affairs, should conduct a cost-benefit analysis of Energy Savings Performance Contract SAQMMMA13F1607 prior to exercising contractual options for a second-phase expansion under the contract.
Recommendation Number

4

Closed Implemented

Embassy Managua should require that all drivers assigned to operate armored vehicles receive required training.
Recommendation Number

5

Closed Implemented

Embassy Managua should require that all chauffeurs and incidental drivers under Chief of Mission authority receive Smith Safety driver training.
Recommendation Number

6

Closed Implemented

Embassy Managua should require that Information Systems Security Officers perform information security duties in accordance with Department guidance.
Recommendation Number

7

Closed Implemented

Embassy Managua should update and test information technology contingency plans for unclassified and classified networks in accordance with Department standards.
Recommendation Number

8

Closed Implemented

Embassy Managua should implement a plan for conducting initial and annual refresher information technology contingency training for employees with information technology contingency planning responsibilities.

Management Assistance Report: Cost Controls for Food Services Supporting Department of State Operations in Iraq Require Attention

AUD-MERO-18-31 March 2018

Recommendation Number

1

Closed Not Implemented $3,550,000 Significant

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management (a) determine whether the $3.55 million in questioned basic daily food allowance costs that OIG identified under the base year of Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 was allowable per the contract terms and conditions, and (b) recover all costs determined to be unallowable.
Recommendation Number

2

Closed Not Implemented $37,400,000 Significant

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management (a) determine whether the $37.4 million in questioned basic daily food allowance costs paid to PAE Government Services, Inc. during option years 1, 2, and 3 of Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 as identified by OIG are allowable, and (b) recover any costs determined to be unallowable.
Recommendation Number

3

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management perform price reasonableness determinations prior to the exercise of future option years and bridge contracts for Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 to ensure that the Department receives a fair and reasonable price on food services in Iraq.
Recommendation Number

4

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management establish and implement internal procedures for Contracting Officers to perform price reasonableness determinations prior to exercising each option year and use that analysis as a tool for negotiating price on the associated option year. The policy should also require the Contracting Officer to maintain the documentation and associated analyses in the contract file.
Recommendation Number

5

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management instruct all Contracting Officers that they must comply with Federal Acquisition Regulation 17.207, “Exercise of Options,” prior to the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management exercising all future option years or bridge contracts under Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721.
Recommendation Number

6

Closed Implemented

OIG recommends that the Bureau of Near Eastern Affairs, in coordination with the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management and U.S. Embassy Baghdad, perform a viability assessment on the implementation of a point-of-sale cafeteria system under Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 at Department of State sites in Iraq.
Recommendation Number

7

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management modify Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 to update the requirement for a point-of-sale cafeteria system in pertinent contractual documentation, once the results of the viability assessment from Recommendation 6 are determined.
Recommendation Number

8

Closed Implemented Significant

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management use contractual remedies under Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 and seek adjustment from PAE Government Services, Inc. for relieving them of the requirement to implement the point-of-sale cafeteria system, pending the viability assessment from Recommendation 6.
Recommendation Number

9

Closed Implemented Significant

OIG recommends that the Bureau of Near Eastern Affairs, in coordination with the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management and the U.S. Embassy Baghdad, determine whether it shall (a) establish controls that limit physical access to dining facilities by local national employees and individuals not serving under chief of mission authority to one meal per work day in accordance with Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 or (b) appropriately modify the contract.
Recommendation Number

10

Closed Implemented

OIG recommends that the Bureau of Near Eastern Affairs, in coordination with the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, establish controls that deter and prevent local national employees from removing food items from Department of State dining facilities in Iraq in accordance with Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721.
Recommendation Number

11

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management establish a contractual requirement for PAE Government Services, Inc. to maintain records of dining facility access by individuals not serving under chief of mission authority in Iraq.
Recommendation Number

12

Closed Implemented $4,100,000 Significant

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management (a) determine whether the $4.1 million in questioned costs for unauthorized meals paid to PAE Government Services, Inc. under Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 as identified by OIG are allowable and (b) recover any costs determined to be unallowable.
Recommendation Number

13

Closed Implemented Significant

OIG recommends that, if the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management does not seek reimbursement for $4.1 million in unauthorized meals paid to PAE Government Services, Inc. in response to Recommendation 12, the Procurement Executive at the Bureau of Administration, Office of the Procurement Executive implement ratification procedures in accordance with Department of State Acquisition Regulations 601.602-3-70, “[Ratification] Procedures,” for Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721.
Recommendation Number

14

Closed Implemented

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management inform all Contracting Officer’s Representatives, Alternate Contracting Officer’s Representatives, Bureau of Near Eastern Affairs officials, and Mission Iraq management officials involved with the Baghdad Life Support Services contract SAQMMA13D0120 food services task order SAQMMA14F0721 that they are not authorized to negotiate with or otherwise deal with the contractors on contracting actions, and that the Contracting Officer is the authorized agent with sole authority to negotiate, award, administer, modify, or terminate contracts on behalf of the Department.

444

$15,045,004

134

$0

416

$218,173,822

0

$0

36

$0

0

$0