19GE5026Q0025_Attachment 4 - Unscheduled Work Orders Historical Data.pdf

Combined Synopsis/Solicitation 19GE5026Q0025

Building Maintenance, U.S. Consulate Osaka-Kobe, Japan

Attachment 4 – Unscheduled Work Orders Historical Data

SBU - CONTRACTING AND ACQUISITIONS

The following examples are derived from actual service tickets submitted between

January 1, 2024, and December 31, 2025. These are organized by category to provide additional context regarding the typical volume, scope, complexity, and frequency of these requests.

1. Meeting Room Setup / Arrangements

Event-related room setups represent one of the highest recurring workload categories. The raw data shows frequent MPR configurations for monthly staff meetings, town halls, award ceremonies, job interviews, and multi-day events.

These tasks occur throughout the year and often require coordinated setup and teardown within specific time windows.

• Table and chair setup for meetings or training

• Room configuration changes (e.g., classroom, rectangle, conference style)

• Setup and teardown services

• Time-specific/event-driven preparations

• Large staff meeting arrangements

• Multi-purpose room (MPR) configurations

• Residential event setup (CGR, Mansfield House)

• Community event setup (e.g., tent installation, seasonal events, BBQ/Hanami, holiday décor)

• Furniture return to original layout post-event

• Recurring MPR setups for monthly staff meetings, town halls, award ceremonies, job interviews, and multi-day events

• Event setups typically require 1–3 technicians for 1–6 labor hours depending on configuration and teardown requirements

• Some events require same-day or next-day turnaround based on mission needs

2. Furniture Moving and Relocation

Furniture moves and relocations occur frequently throughout the year and represent a major portion of the Non-Maintenance workload. The raw data shows regular multi-floor moves of desks, cabinets, monitors, dividers, boxes, and office equipment, often tied to office reconfigurations, turnover, vendor coordination, or administrative needs. Many of these tasks require multiple technicians and must be completed within specific time windows.

• Office furniture moves between floors

• Desk and workstation relocations

• Cabinet and bookshelf moves/additions

• Safe relocation

• Office reconfiguration for layout changes

• EXPO furniture relocation

• Moves to/from Consulate General Residence (CGR)

• Furniture transitions during office turnover

• Umbrella stand and minor furniture moves

• Frequent multi-floor moves of monitors, dividers, cabinets, and boxes

(e.g., 5F to 10F, 5F to van, 9F HU)

• Many moves require two or more technicians due to weight, maneuvering constraints, or coordination with office occupants

• Some moves are time-sensitive due to office turnover, vendor schedules, or reconfiguration deadlines

• Historical data shows furniture relocations represent a significant portion of annual Non-Maintenance workload

3. Wall Mounting and Installation

Wall-mounting and installation tasks occur regularly throughout the year and include hanging artwork, official portraits, bulletin boards, award frames, and signage. The raw data shows these tasks are typically short-duration but frequent, often requested in connection with office reorganizations, new staff arrivals, or event preparation. Some installations require coordination with office occupants or precise placement to meet representational or safety standards.

• Hanging artwork, official portraits, and photos

• Award frame installation

• Challenge coin display mounting

• Green board installation

• Hook installation (restrooms/offices)

• Securing cabinets and bookcases to walls

• Earthquake bracing for furniture

• Divider/partition installation

• Frequent requests to hang bulletin boards, signage, and office identification materials

• Some tasks involve safety-related anchoring or bracing to meet seismic requirements

• Many installations require accurate placement to meet representational or safety expectations

• Historical data shows these tasks are generally low-duration but occur consistently throughout the year

4. Equipment and Technology Handling

Equipment and technology handling tasks occur regularly and include relocating TVs and monitors, assisting with sound systems, moving or replacing office equipment, and coordinating disposal of outdated devices. The raw data shows frequent requests to move or troubleshoot shredders, printers, monitors, and other office equipment, often tied to office reorganizations, vendor visits, or event preparation. These tasks vary from simple relocations to coordination with external vendors for equipment replacement.

• TV/monitor relocation

• Computer and PC equipment moves between floors

• Sound system delivery and setup

• Office shredder relocation or replacement

• Equipment disposal coordination

• Minor office equipment installation

• Frequent requests to troubleshoot or relocate shredders, printers, and other small office equipment

• Some tasks occur during equipment delivery or replacement cycles

• Equipment handling often supports office reconfigurations or event setups

• Historical data shows these tasks occur consistently throughout the year with varying levels of effort

5. HVAC/Climate Control

HVAC and climate-control requests show strong seasonal patterns and represent one of the most time-sensitive categories in the workload. The raw data shows a large spike in April for switching residential units from heating to cooling, and another spike in November for switching back to heat. Additional requests include troubleshooting temperature issues, addressing airflow alarms, cleaning AC units, and responding to heating failures in residences. Many of these tasks require skilled technicians and must be completed quickly due to comfort, habitability, or safety concerns.

• Temperature adjustment requests (areas too hot/cold)

• Switching between AC and heating modes

• Seasonal HVAC system adjustments

• HVAC operational troubleshooting

• Air conditioner cleaning and mold inspection

• Airflow alarm response and filter replacement

• High volume of seasonal mode-switch requests in April and November, especially in residential units

• Frequent residential heating and cooling failures requiring urgent response

• Some tasks require skilled troubleshooting of split units, fan coils, or thermostatic controls

• Historical data shows HVAC-related requests are among the most time-sensitive and seasonally concentrated categories

6. Electrical/Lighting

Electrical and lighting requests occur steadily throughout the year and include troubleshooting localized power outages, replacing bulbs and fluorescent tubes, and addressing minor electrical safety issues. The raw data shows frequent light-bulb and fixture replacements in office areas, occasional power loss at individual workstations, and periodic requests for weatherproofing or sealing exterior outlets. Most tasks are low-duration but require prompt response to maintain safe and functional workspaces.

• Localized power outage troubleshooting

• Exterior outlet sealing/weatherproofing

• Electrical safety corrections

• Standard light bulb replacement

• Fluorescent tube replacement

• Light fixture servicing above workstations

• Frequent requests for light bulb and fixture replacement across multiple office floors

• Occasional workstation-specific power loss requiring troubleshooting

• Some tasks require coordination with office occupants to access work areas

• Historical data shows electrical and lighting tasks are generally low-duration but occur consistently throughout the year

7. Plumbing

Plumbing requests occur frequently across residential units and occasionally within the office building. The raw data shows recurring issues such as clogged toilets, slow drains, leaking fixtures, and water intrusion from bathrooms or skylights. Many plumbing tasks require urgent response due to habitability concerns, especially in residences. Several requests involve repeated or follow-up visits, indicating that plumbing issues can be persistent or require more extensive troubleshooting.

• Clogged toilet service

• Slow drain (sink/shower/bath)

• Hot water supply deficiency

• Water leak repair (interior or roof-related intrusion)

• Frequent residential plumbing issues requiring same-day or next-day response

• Recurring slow-drain and clog issues in specific units, sometimes requiring multiple visits

• Occasional water intrusion from skylights or bathroom areas requiring coordinated repair

• Historical data shows plumbing tasks are among the most urgent categories due to habitability and sanitation impacts

8. Appliance Repairs

Appliance repair requests occur frequently in residential units and include issues with washing machines, dryers, refrigerators, ovens, and stovetops. The raw data shows recurring failures such as dryers not heating, refrigerators leaking or producing condensation, stovetop burners not functioning, and washing machines requiring repair. Many of these tasks require skilled troubleshooting and often need prompt attention due to their impact on daily living. Several requests involve repeat visits or follow-up work, indicating that appliance issues can be persistent or require parts replacement.

• Washing Machine Malfunction

• Dryer Heating Failure

• Refrigerator/Freezer Leak & Shelf Damage

• Stove Burner Failure

• Office Equipment Repair (Shredder)

• Frequent residential appliance failures requiring skilled troubleshooting and occasional parts replacement

• Some repairs require urgent response due to habitability or food-safety concerns

• Historical data shows appliance repairs are a steady portion of the residential maintenance workload

9. Facility Maintenance

Facility maintenance requests occur steadily throughout the year and include repairs to doors, locks, gates, screens, and exterior features. The raw data shows recurring issues such as misaligned doors, gate lock malfunctions, sliding screen door installations, and minor structural concerns like roof vegetation or barrier repairs. Several tasks require prompt attention due to security, access, or safety implications. Many of these requests originate from residential units, but a notable portion also comes from the office building and compound areas.

• Door repair and alignment (hinges/frames)

• Gate lock malfunction

• Sliding screen door reinstallation

• Roof vegetation removal

• Barrier/chain repair

• Occasional repairs to skylights, sunrooms, or other areas associated with water intrusion

• Periodic response to exterior noise or vibration issues originating from roof or mechanical areas

• Some tasks require coordination with security or residents due to access or safety considerations

• Historical data shows facility maintenance tasks vary in complexity and occur consistently across both residential and office areas

10. Safety / Security

Safety and security-related requests appear periodically throughout the year and are generally low-duration but high-priority. The raw data shows recurring needs such as replacing fire alarm batteries, installing anti-slip materials, anchoring furniture for seismic safety, and addressing minor security barrier issues. These tasks often require prompt attention due to safety implications and may involve coordination with residential occupants or security personnel.

• Fire Alarm Battery Replacement

• Anti-Slip Tape Installation

• Furniture Anchoring

• Security Barrier Repair

• Historical data shows safety and security tasks occur intermittently but typically require timely response due to their impact on occupant safety

11. Property Disposal and Removal

Property disposal and removal tasks appear periodically throughout the year and are typically tied to office cleanouts, residential turnovers, or the replacement of damaged or obsolete items. The raw data shows recurring requests to remove broken furniture, dispose of large items, and clear out storage or office areas. These tasks vary in scale—from single-item removal to multi-item disposal runs—and often require multiple technicians due to item size or volume.

• Outdated equipment disposal

• Old phone/device disposal

• Furniture and partition disposal

• Removal of unused cables

• Property removal from office floors

• Periodic disposal runs involving multiple large or damaged items

• Frequent removal requests tied to office reorganizations or residential turnovers

• Historical data shows disposal tasks occur intermittently but can require multiple technicians depending on item size and volume

12. Miscellaneous Services

Miscellaneous service requests appear intermittently across the dataset and cover tasks that do not fit neatly into other categories. These include administrative support actions, signage updates, minor office adjustments, and small one-off tasks tied to office operations or representational needs. The raw data shows that these requests are generally low-duration, low-complexity, and often involve simple fixes, minor adjustments, or administrative support actions. They occur irregularly and do not form a large portion of the overall workload, but they do appear consistently throughout the year.

• Garage organization and cleanup

• Carpet cleaning coordination

• Bicycle servicing

• Minor fixture installations

• General labor support requests

• Pest control treatment

• Garden equipment handling

• These tasks occur irregularly and represent a small but steady portion of the overall workload

• Many involve simple fixes or adjustments that do not require specialized skills

• Historical data shows these requests are typically low-duration and resolved quickly

Summary:

1. Expected Monthly Volume: 17 tickets/month average (409 tickets over 24 months, combining Unscheduled and Non-Maintenance work orders

2. Peak Planning: approximately 30 tickets/month during seasonal HVAC transitions and periods of increased event and furniture activity

3. Location Distribution:

o Consulate Office Building: ~70% of tickets (about 12 tickets/month) o Residential Units: ~30% of tickets (5 tickets/month) o CGR: ~2% of tickets (minimal)

4. Staffing Considerations:

o Need capacity to handle 17 tickets/month on average, with flexibility to absorb short-term spikes to approximately 30 tickets/month o Must scale up during April and November for seasonal HVAC transitions o Residential plumbing issues require immediate response capability o Office building requires flexibility for event setup/furniture moving

5. Response Time Requirements: Based on ticket urgency indicators in descriptions, approximately:

o 30% require same-day or next-day response o 50% require response within 2-3 days o 20% are non-urgent and can be scheduled flexibly