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Appendix A—Jakarta Detailed Comparisons. Motorpool Details Motorpool—Activities Motorpool Vehicles Vehicles Not Counted in Motorpool Motorpool Infrastructure Motorpool Service Characteristics Motorpool Survey Results – Jakarta Comments about Motorpool – Jakarta State/ICASS
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Motorpool Details Motorpool—Activities Motorpool Vehicles Vehicles Not Counted in Motorpool Motorpool Infrastructure Motorpool Service Characteristics Motorpool Survey Results – Jakarta Comments about Motorpool – Jakarta State/ICASS Comments about Motorpool – Jakarta USAID Motorpool Cost Comparison Statistics Motorpool Costs Comparisons Property Management Details Property Management—Warehousing General Property Management—Warehousing Personnel Property Management—Inventories Property Management—Warehouse Inventory Property Management—Inventory Control Property Management Survey Results – Jakarta Comments about Property Management – Jakarta State/ICASS Comments about Property Management – Jakarta USAID Property Management Costs Comparison Statistics Property Management Costs Comparisons Appendix A – Contents
Residential Maintenance Details Residential Maintenance—Personnel Residential Maintenance—Personnel Residential Maintenance—Description Residential Maintenance—Service Levels Residential Maintenance Survey Results - Jakarta Comments about Residential Maintenance – Jakarta State/ICASS Comments about Residential Maintenance – Jakarta USAID Residential Maintenance Costs Comparison Statistics Residential Maintenance Costs Comparisons Leasing Details Leasing Leasing Survey Results – Jakarta Comments about Leasing – Jakarta State/ICASS Comments about Leasing – Jakarta USAID Leasing Costs Comparison Statistics Leasing Costs Comparisons Appendix A – Contents (Cont’s)
Non-ICASS Vehicles Armored BMW—Ambassador Armored Ford LTD—DCM Armored Suburban—motorpool 2 Armored Cherokees—motorpool 1 Armored Landcruiser—MSG use 1 Armored GMC van—MSG 1 Armored GMC van—motorpool use 2 Armored vehicles—Regional 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 Vehicles Not Counted in Motorpool
0% 0% 17% 25% 58% 0% 0% 4% 25% 71% 0% 0% 0% 50% 50% 0% 0% 8% 38% 54% 0% 0% 0% 25% 75% 0% 4% 4% 38% 54% 0% 0% 0% 33% 67% 0% 0% 8% 29% 63% 0% 0% 8% 33% 58% 5% 10% 29% 38% 19% 0% 8% 0% 33% 58% 5% 5% 18% 36% 36% 0% 0% 0% 33% 67% 0% 0% 8% 29% 63% 0% 20% 40% 60% 80% 100% 0% 20% 40% 60% 80% 100% Strongly Disagree Disagree Neutral Agree Strongly Agree Motorpool Survey Results – Jakarta State/ICASS (n=18) USAID (n=24) Mean Mean 1a. Vehicles are well maintained and clean. 4.67 4.42 1b. Motorpool services are provided on time. 4.46 4.50 1c. Drivers are familiar with the local traffic patterns, laws and customs and deliver you to your destination safely and on time. 4.42 4.75 1d. Motorpool (drivers) staff are well trained and courteous. 4.54 4.67 1e. The motorpool policy is written, available, and appropriate. 3.57 4.50 1f. You are kept informed of the status of your vehicle & driver requests. 3.95 4.42 1g. Overall, you are satisfied with the motorpool operation. 4.54 4.67 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.
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.
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.
0% 5% 14% 45% 36% 24% 6% 24% 41% 6% 5% 5% 20% 35% 35% 19% 13% 25% 38% 6% 0% 4% 9% 57% 30% 21% 0% 21% 29% 29% 0% 9% 27% 41% 23% 14% 7% 14% 36% 29% 7% 20% 13% 47% 13% 4% 0% 17% 52% 26% 0% 13% 20% 47% 20% 4% 13% 13% 39% 30% 12% 0% 6% 29% 53% 0% 5% 5% 45% 45% 12% 0% 6% 35% 47% 0% 14% 23% 27% 36% 6% 18% 12% 65% 0% 4% 21% 17% 38% 21% 0% 0% 38% 63% 0% 5% 9% 23% 50% 14% Strongly Disagree Disagree Neutral Agree Strongly Agree 0% 12% 12% 59% 18% 4% 4% 25% 46% 21% 0% 20% 40% 60% 80% 100% 0% 20% 40% 60% 80% 100% Property Management Survey Results – Jakarta State/ICASS (n=18) USAID (n=24) Mean Mean 3a1. All items in your residence have bar code labels indicating they are in the non-expendable property inventory. 4.14 3.00 3b1. You have been provided with the annual inventory & reconciliation of records report and it was done in a timely manner. 3.90 3.00 3a2. All items in your office have bar code labels indicating they are in the non-expendable property inventory. 4.13 3.43 3b2. The annual inventory & reconciliation of records was completed in a timely manner. 3.77 3.57 3a3. Your work orders for furniture and equipment are dealt with correctly and in a timely manner. 3.96 3.40 3b3. Furniture, appliances and equipment are reasonably up-to-date and well maintained. 3.73 3.78 3a4. The welcome kit was available and delivered on time. 4.32 4.12 3.86 4.06 3b4. The welcome kit was complete and serviceable. 3a5. You are kept informed of the status of your requests for service. 3.50 3.35 3b5. The residential furniture & appliance policy is written, available, and appropriate. 3.59 3.63 3o. Overall, you are satisfied with the furniture, appliance & equipment operation. 3.75 3.82 Note: Questions within a shaded box indicate that the difference between the means of State/ICASS and USAID is statistically significant at 0.05.
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
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.
19% 13% 13% 25% 31% 7% 7% 14% 50% 21% 17% 17% 0% 39% 26% 13% 17% 9% 43% 17% 29% 35% 6% 24% 6% 26% 43% 4% 22% 4% 0% 25% 0% 63% 13% 4% 22% 26% 39% 9% 6% 6% 24% 59% 6% 0% 22% 35% 22% 22% 17% 33% 17% 22% 11% 17% 35% 13% 22% 13% 8% 17% 13% 54% 8% 0% 12% 18% 59% 12% 5% 33% 5% 48% 10% 0% 6% 0% 41% 53% 18% 14% 32% 27% 9% 0% 0% 12% 35% 53% 0% 0% 11% 67% 22% 0% 0% 20% 53% 27% 0% 6% 33% 44% 17% 9% 26% 26% 30% 9% 0% 0% 60% 27% 13% 9% 23% 32% 32% 5% 6% 31% 19% 38% 6% Strongly Disagree Disagree Neutral Agree Strongly Agree 8% 13% 29% 33% 17% 0% 13% 56% 25% 6% 0% 20% 40% 60% 80% 100% 0% 12% 35% 35% 18% 0% 20% 40% 60% 80% 100% Residential Maintenance Survey Results - Jakarta State/ICASS (n=18) USAID (n=24) Mean Mean 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. 3.38 3.39 4b1. Residential maintenance staff promptly corrected any problems identified during your move-in. 3.71 3.35 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 2.41 2.35 3.26 3.63 4a2. Routine maintenance repairs are performed correctly the first time. 3.43 3.53 4b2. Work orders are responded to in a timely manner. 4c2. You are routinely asked to provide written or verbal feedback on the quality of repairs made. 2.78 2.78 3.38 3.71 4d2. The work crews routinely clean up the work area after completion. 4a3. The residential maintenance office notified you in advance, of scheduled maintenance activities. 3.24 4.41 4b3. Preventative maintenance is done regularly and the area is cleaned up afterwards. 2.95 4.41 4a4. Emergency repairs are done quickly so as to minimize damage and inconvenience. 4.11 4.07 4b4. There is a clear and published definition of what “emergency maintenance” means. 3.72 3.53 3.04 3.06 4a5. You are kept informed of the status of your requests for service. 4b5. The residential maintenance policy is written, available, and appropriate. 3.00 3.25 4o. Overall, you are satisfied with the residential maintenance services provided. 3.38 3.59 Note: Questions within a shaded box indicate that the difference between the means of State/ICASS and USAID is statistically significant at 0.05.
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.
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.
0% 14% 7% 21% 57% 13% 8% 13% 42% 25% 10% 0% 30% 10% 50% 0% 13% 29% 38% 21% 9% 18% 9% 0% 64% 0% 4% 46% 29% 21% 0% 20% 40% 60% 80% 100% 0% 20% 40% 60% 80% 100% Strongly Disagree Disagree Neutral Agree Strongly Agree Leasing Survey Results – Jakarta State/ICASS (n=18) USAID (n=24) Mean Mean 2a. Your residence is the appropriate size and layout for your family’s needs and MORE or LESS comparable in size and layout to others at post regarding seniority and family size. 4.21 3.58 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. 3.90 3.67 2c. Overall, you are satisfied with the leasing office. 3.67 3.91 Note: There are no statistically significant differences between the means of State/ICASS and USAID for Leasing, Jakarta
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.
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.
