• Project Title:
  • Leased Facility Maintenance
  • Start Date:
  • Monday, August 5, 2019
  • Estimated Report Release Date:
  • February 2020

Landlords have a duty to ensure buildings they rent are in good condition. The responsibilities are usually outlined and agreed upon when a renter enters into a lease agreement. The Postal Service operates more than 20,000 post offices and processing plants at leased facilities. The cost of maintenance and repair totals millions of dollars; however, some of these costs are the responsibility of the landlord. The Postal Service must then recover from the landlord any payments made for those costs.

We are conducting this audit to determine if the Postal Service paid for maintenance and repair costs that are the landlord’s responsibility.

  • What should the Postal Service do to ensure landlords pay for all maintenance and repair costs that are their responsibility?
  • Are you aware of any needed repairs at leased Postal Service facilities that go unattended by landlords?
  • How can the Postal Service improve the process to ensure landlords address maintenance repair requests directly or pay for all expenses incurred by the Postal Service on their behalf?

Comments (18)

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  • anon

    Mount Vernon Post Office 30445 owner/manager is a little slow in getting response on issues that need fixing. Uvalda Post Office 30473 is very hard to get items fixed properly and maintance on facility is in bad shape. I am getting ready to do a full write up on everything wrong to see about getting it all fixed or asking for new facility. Ailey Post Office 30410 is very proud of their office and is very quick to get things fixed.

    Sep 16, 2019
  • anon

    Inglis and Yankeetown have very pro-active landlords. Every time I've had an issue, they were both quick to respond.

    Sep 13, 2019
  • anon

    Landlord for Ellaville Post Office is the local BOC and the county manager is always quick to respond to any issue. Usually has repairs made the same day he is called. He has a maintenance schedule and does repairs before they are needed. Within the past year we have had new roof, new ceilings on the workroom floor, new outside lights in the rear of the building, new bathroom fixtures, and the lobbies have new paint. No complaints here.

    Sep 13, 2019
  • anon

    I initially reported a roof leak at the back dock overhang back on November 9, 2018. The portion of roof has broken away from the overhang and causes water to pour onto the ramp lift were the driver unloads and loads the equipment whenever it rains. We've experienced a increase of rainfall this year. So over the last 10 months the leak has gotten to were pieces of the roof overhang have fallen onto the dock. I have contacted FSO on numerous occasions requesting updates. Every time I get the same answer there waiting on estimates. Granted there have been companies out to quote the job but seem to be unqualified for the dock overhang rebuild. As an organization it just seems that we drag our feet on situations until someone gets hurt. I've expressed my safety concerns to FSO on a couple of occasions. I just want the damage repaired before someone gets hurt.

    Sep 12, 2019
  • anon

    Homosassa Post Office is very Lucky to have a landlord that is very cooperative and when something needs fixing he has it done.

    Sep 12, 2019
  • anon

    This is a leased facility but we are responsible for our own maintenance. The landlord was responsible when there was damage from Hurricane Ivan and the previous Postmaster said that they took care of everything with no issues. They were also responsible when a car drove into this building after I came here. They did take care of the repairs but we were in a mobile unit for four months. They said there were issues with the insurance company but the length of time was detrimental to our business. It happened on December 3, 2007, and our Christmas Season that year was greatly impacted. After that, we had to rebuild our customer base. A lot of our previous customers had seen the building boarded up and thought that the office had been closed. I have not had any issues that they were responsible for since that time.

    Sep 11, 2019
  • anon

    Morriston Post Office is very fortunate, we have a landlord that is very cooperative and always responds promptly.

    Sep 11, 2019
  • anon

    The landlord does the minimum of what is required and takes his time in completing any work. I am currently waiting for the building to be painted per the contract. He came in to tell me he would look into my recent issue but that it would be several weeks. We should start billing the landlord for the time it takes to complete the job, maybe that would get there attention. it took 8 months to fix holes in both the employee and customer parking lots.

    Sep 11, 2019
  • anon

    Landlord here at the Pace facility 32571 which is Alyssa's has been instrumental since my arrival on 7/5/2019. she as fixed all and any addressed issues I have had.

    Sep 11, 2019
  • anon

    Almost annually, my customer parking lot develops pot holes. The building is in a warm weather climate. The pot holes develop as water pools in lower lying areas of the parking lot. As soon as a depression of twelve inches or more forms, I notify Facilities. This now begins a minimum of a three month process waiting for repairs. The Landlord does not make these repairs timely. In most cases, USPS pays for the repairs and invoices the Landlord. This results in these small depressions becoming large and deep pot holes, that my customers have to navigate to exit this facility. They are a hazard, as these holes will fill with water, making them harder to see. Also, it is unsightly, truly not the image I want to present to our customers and to our community. There should be a way to withhold leasing fees until repairs are made.

    Sep 11, 2019
  • anon

    You should look into our office. It’s a leased building and every time we have requested repairs, they have been sent to “landlord enforcement”. I’ve been able to see the work orders and what has been paid out to contractors who have performed the work and you would be amazed and the exorbitant charges for things that were never even done. Contact me via email and I could provide a lot more details. I’m glad I saw this because I had already thought about contacting the OIG when I saw some of the invoices.

    Sep 11, 2019
  • anon

    The Montmorenci SC offices landlord is very prompt with any repairs. I am very satisfied.

    Sep 11, 2019
  • anon

    I have recently become Postmaster at a leased postal facility. One of the first things I did was try and get the facility to NOT look like an abandoned building. The appearance of our postal facilities is extremely important to our brand and our customers outlook on us as a service. I followed the chains and submitted all the work that was the landlord's responsibility. It was all approved in facilities and turned over to the contract lease coordinators. It has been almost a year now and NONE of these repairs have been completed by the landlord. I have made several attempts to contact the servicing coordinator with them giving me the same response, they can't or wont make the landlord fix these serious repairs. I have even went as far as turning them into safety to see if they could assist in getting the repairs complete. They also had no support from the lease coordinators. We pay an extremely high rate to rent these facilities. I almost think we are gouged because we are the postal service. I know my facility alone has almost had no repair or upkeep in nearly 30 years. 1. If the landlord does not take responsibility, instead of just taking the rent money, and perform up keep and repairs we should STOP paying the rent and notify them that the money will be put in an escrow account until the repairs are complete. We also need competent leasing coordinators to follow through pushing to get the work done. NOT just sitting back saying there is nothing they can do to get these serious repairs complete. 2. I am aware of almost all the leased buildings needing more from the landlords when it comes to upkeep and repair of the leased buildings. This is including my facility in Wewahitchka Florida. I have an endless trail of paperwork where I have been trying to get my landlord to make dire repairs to my facility. These repairs stem from asbestos in my flooring and the floors need to be replace because they are breaking and in very poor condition to the lobby doors are falling off the frame to painting the outside and inside of the facility . Most of the repair request are a huge safety concern that is being neglected by the landlord. This is putting the postal service at a liability if one of our customers or employees were to be injured. 3. We can make sure that we have competent employees handling the process when the repairs come in. We need to be able to act on the urgency of these repairs. We need to make sure they are tracked and have an SOP for the process from start of the call to the finish of the repair. We need to make sure the SOP is being followed. We need follow up and follow thru consistently. We need to make sure the case managers don't drop the ball on getting the services complete. WE NEED TO HOLD THE LANDLORDS ACCOUNTABLE TO GET THE REAPAIR AND MAINTENANCE COMPLETE.

    Sep 11, 2019
  • anon

    I contacted the facilities page about a roof repair I needed. They replied back that it was a land lord issue. They were supposed to contact the landlord to enforce the lease agreement. They did not. The land lord came in about 3 weeks later and I asked her if she had heard from facilities and she said no. She had someone out the same day to repair my roof leak.

    Sep 11, 2019
  • anon

    I have a spreadsheet of all Landlord repairs back to 2014 that have not been completed. Please contact me and I can send them to Inspector General's office. My department covers over 1,000 offices most of which are leased buildings.

    Sep 11, 2019
  • anon

    I never hear from my landlord until it is time to renew the lease. Also the postal service should require landlords make updates to older buildings to meet the demands of the new technology.

    Sep 11, 2019
  • anon

    our landlord is very responsive to our needs he fixes things in little wait time . Jeffersonville APO Ga 31044 and the Allentown RMPO owned by the city of Allentown 31003 does a great job also .

    Sep 11, 2019
  • anon

    I work at the USPS Wichita Customer Care Center in Wichita, Kansas, and we have had issues with our landlord since we moved into the building. We were supposed to have a functioning backup generator but the landlord refused to purchase the batteries to make it functional. Numerous items have either went unrepaired or the repair was really slow and partial in nature. The parking lot has huge cracks in it and the landlord uses a small, local contractor for the repair. This "contractor' is an old family friend of the landlord and has done little repair over the past 3 years and also leaves their big equipment in the parking lot creating an eyesore and a hazard. On the west side of the building, a huge hole is in the wall covered by a piece of wood and has been there for over a year. This is near our facility IT hub, just inside the wall. This is not just an infrastructure hazard but also a safety hazard. There are often lights out in the parking lot that are not maintained and takes forever to get repaired. The bathroom ventilation system has been disabled and the landlord refuses to repair it. The upstairs of the building (2 stories) should be cleaned but since USPS moved in on the first floor and only leases the first floor, the second floor has went uncleaned now for 5 years. USPS Facilities seem to have little influence over this landlord, even though issues have been reported multiple times by local management. I feel that when this building was chosen by facilities, they did a very poor job in researching this landlord's maintenance history, which by reputation is very poor in the community. USPS Facilities also fails to act right away when they are notified of issues involving the landlord and often dismisses local management's concerns. The landlord's strategy is to see how long he can wait to make repairs so that he doesn't have to pay for the repairs, even though he has been paid to do so through lease agreement. Often, Management is forced to address and pay for maintenance issues because the landlord is so slow or often non-responsive and Management is forced to act due to grievances over health and safety issues related to the landlord's lack of response. USPS management needs a local ombusman to address issues with local landlords and to hold landlords accountable to their contracts. Often, local Management doesn't have the time to deal with troublesome landlords and will just pay for repairs to mitigate safety and grievance activities.

    Sep 10, 2019

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