Attachment 1- Statement of work.pdf

Attachment 1- STATEMENT OF WORK Consular Section Densification B building / Ground floor RFQ 19FR6325Q0045 July 18, 2025

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Project Title:

Phased Carpet Replacement in Office and Breakout Spaces Location:, Rooms B9 & B15, Building B, American Embassy, Paris Date: July 18, 2025

Department of State

STATEMENT OF WORK

Consular Densification: Replacement of carpet

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I. GENERAL NOTES

The US Embassy, Paris-France requires the densification of two separate zones of the Consular Section (CA), B- Building, at the Embassy of the United States, 2 Avenue Gabriel, 75008 Paris. The works shall be done as per drawings, scope of work, specifications and general contract conditions. This project requires an experienced contractor to execute the works.

The Contractor shall provide all labor, material, tools, equipment, daily supervision and other related items required to complete the works as per scope of work, specifications and attached drawings. Contractors are advised to visit the site and verify the existing site conditions to develop their proposal.

The Property shall be occupied during the works and the contractor shall take all necessary measures to avoid disturbances and nuisances to occupants.

The working hours shall be from 9:00 to 12:00 and from 13:00 to 17:00 - Monday to Friday.

During American and French holidays, the Property shall be closed.

All work shall be performed in accordance with:

1. The safety requirements of the EM-385-1-1 http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf;

2. The safety requirements within the Occupational Safety and Health Standards https://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_numbe r=1910;

3. Local French occupational safety and health requirement laws and regulations;

4. When there is a difference with the minimum requirements, the more stringent requirement shall be followed.

For all kind of work, a “Safety and health protection plan” (or PP SPS – Plan particulier de sécurité et de protection de la santé) shall be provided. All work shall comply with all applicable French and European building regulations.

Important note: prior to any work, the Contractor shall submit, for approval, all detailed drawings and products data requested by the Contracting Officer Representative (COR)

The COR for these works will be the Embassy Architect http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf https://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_number=1910 https://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_number=1910

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II - INTRODUCTION

This Scope of Works (SOW) outlines the requirements for the phased removal of the existing carpet and the phased installation of the new carpet tiles within designated office of the Consular Services, rooms B9 & B15, including all breakout spaces at the State Department's Paris Embassy. All work shall be conducted in a secure environment, minimizing disruption to ongoing Embassy operations and adhering to the highest standards of quality, security, and safety.

The project objective is:

➢ To replace existing worn carpets with new, high-performance carpet tiles.

➢ To ensure a seamless, phased transition with minimal impact on embassy personnel and operations.

➢ To provide a durable, aesthetically pleasing, and functional flooring solution.

➢ To include provision for future maintenance and replacement of stained tiles.

III- CARPET TILES MATERIAL SPECIFICATION

The Contractor shall install new carpet tiles type Heuga 530 II Color Dove Blue by Interface OR EQUAL, as per the provided specification and details in Attachment 3- Carpet tiles technical sheet.

The contractor shall provide carpet tiles with the following key characteristics:

✓ Construction: Tufted, structured loop pile carpet tile (Velours tufté bouclé texturé uni)

✓ Fiber Type: Solution-dyed polyamide, containing recycled elements

✓ Standard Backing: CQuest™Bio

✓ Dimensions: 50cm x 50cm

✓ Total Thickness: 6.5 mm ±0.5mm

✓ Performance Classification: EN 1307:33 (Professional use, heavy traffic)

✓ Installation Method: Compatible with TacTiles or a similar system, with connectors for glue-free installation and limited VOC emissions.

Note: References to specific brand names, in the Scope of Work, establish a standard of quality and performance, but equivalent products may be proposed if they meet or exceed these standards. Offerors shall provide evidence, such as technical specifications or certifications, to demonstrate that proposed alternatives have the same salient features and meet all required characteristics. The COR shall evaluate and approve equivalent products based on their compliance with salient specifications and suitability for the intended purpose. Offerors are responsible for ensuring compatibility with existing systems and adherence to applicable standards and regulations

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IV- DETAILED SCOPE OF WORKS

The work shall include, but not be limited to, the following:

4.1. Phased Planning and Coordination

The Contractor shall provide a phased planning and coordination as follows as part of Phase 1 of the project:

✓ Detailed Phasing Plan: The Contractor shall develop a comprehensive, multi-phase plan in coordination with the Consular Services facility management, outlining specific areas, timelines, and access protocols to minimize disruption. This plan shall include:

o Identification of work zones and their sequence.

o Proposed working hours.

Note: The contractor shall be able to perform the work during business hours from Monday to Friday.

o Logistics for furniture movement and storage.

Note: Furniture shall be removed by the US Embassy and space shall be ready for work o Security clearance procedures for all personnel.

✓ Communication Protocol: The Contractor shall establish clear communication channels with embassy staff for daily updates, issue resolution, and schedule adjustments.

✓ Site Protection: The Contractor shall implement robust protection measures for all adjacent areas, walls, doors, and existing furniture not being moved, including dust barriers and floor protection. Site shall be cleaned at the end of each working day.

4.2. Existing Carpet Removal (Phased)

Carpet removal shall be done in phases and shall include:

✓ Existing Carpet Removal:

The Contractor shall:

o Thoroughly remove all existing carpet, carpet tiles, and any underlying adhesive or padding.

o Utilize appropriate tools and techniques to ensure complete removal without damaging the subfloor.

✓ Subfloor Preparation:

o Inspect the subfloor for any damage, unevenness, or debris.

o Clean the subfloor meticulously, ensuring it is free of dust, dirt, grease, and any residual adhesive.

5 | P a g e 7 o Repair any minor imperfections on the subfloor (cracks, holes, uneven surfaces) using appropriate patching compounds to create a smooth, level, and clean surface suitable for new carpet tile installation.

✓ Waste Management:

o Collect all the removed carpet and debris.

o Properly bag and dispose of all waste materials in accordance with local regulations and embassy environmental policies, providing appropriate certificate of proper disposal o Ensure all waste and all underfloor materials are removed from the premises discreetly and efficiently, maintaining security protocols.

4.3. New Carpet Tile Installation (Phased)

New carpet tiles installation shall be done in phases and shall include:

✓ Acclimatization: The contractor shall ensure carpet tiles are acclimatized to the room temperature and humidity for at least 48 hours prior to installation, as per manufacturer guidelines.

✓ Layout Planning:

In consultation with the Architect, the Contractor shall respect the optimal layout pattern for the Manufacturer’s carpet tiles(or equivalent) tiles. The "Coupe de pierre" (stone cut) and "Recouvrement" (overlap) methods indicated in the manufacturer’s specification shall be considered with this product or the equivalent.

✓ Adhesive Application (TacTiles or similar):

The contractor shall:

o Utilize Interface TacTiles or equivalent, with connectors for a glue-free installation. This method involves placing adhesive squares at the corners of the tiles to connect them to each other, forming a floating floor.

o Ensure proper placement and adhesion of TacTiles or equivalent as per the manufacturer's installation guide, ensuring strong, stable connections between tiles.

o This method shall minimize VOC emissions, which will improve indoor air quality in a secure office environment.

✓ Tile Placement:

o Lay the carpet tiles precisely, ensuring tight seams and consistent patterns.

6 | P a g e 7 o Corner and Edge Fitting: For all corners and edges of office spaces, ensure the precise cutting and fitting of carpet tiles are paramount.

▪ Utilize a sharp utility knife and a straight edge to achieve clean, accurate cuts.

▪ Measure and cut tiles to fit snugly against walls, columns, and door frames, ensuring no gaps.

▪ For irregular shapes or complex corners, create templates to ensure precise cuts.

▪ Where necessary, use a knee kicker or stretcher to ensure tiles are fully engaged and flat, preventing buckling or lifting.

▪ Ensure the pile direction is consistent with the chosen layout pattern throughout the installation.

4.4. Quality Control and Handover

Quality control and handover shall include:

✓ Post-Installation Inspection: The Contractor shall conduct a thorough inspection of the installed carpet tiles to ensure:

o All tiles are properly seated and adhered (via TacTiles or equivalent).

o Seams are tight and unremarkable.

o Patterns are consistent.

o Edges and corners are neatly finished.

o Overall appearance meets the highest quality standards.

✓ Cleaning: The Contractor shall perform a final cleaning of the newly installed carpet and the surrounding work areas, removing any debris or dust.

✓ Walk-Through: The Contractor shall conduct a joint walk-through with the COR representative to confirm satisfactory completion of all works.

V- PROVISION FOR FUTURE REPLACEMENT (RESERVE STOCK)

The Contractor shall provide a reserve stock of carpet tiles for possible future replacement

✓ Reserve Stock: A reserve stock of " Heuga 530 II Couleur Dove Blue " (or equivalent) carpet tiles, equivalent to 5% of the total installed area, shall be provided to the State Department. This stock is intended for future replacement of stained, damaged, or worn tiles, ensuring continuity of the flooring system without the need for immediate reordering.

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✓ Storage: This reserve stock shall be clearly labeled and delivered to a designated, secure storage location within the embassy.

VI- SECURITY AND SAFETY

✓ All personnel working on-site must undergo and pass the necessary security background checks as required by the State Department and the Paris Embassy.

✓ All work shall adhere strictly to Embassy security protocols, including escort requirements, restricted access areas, and material handling procedures.

✓ Adherence to all relevant health and safety regulations (local and international) is mandatory. This includes, but is not limited to, proper use of Personal Protective Equipment (PPE), dust control measures, and emergency procedures.

VII- PROJECT TIMELINE

The contractor shall commence work within 60 calendar days after receipt of contract award.

The Contractor shall complete the work within 210 calendar days after contract award.

VIII- DELIVERABLES

Expected deliverables for this project are as follows:

✓ Detailed Phasing Plan.

✓ Completed carpet tile removal and disposal.

✓ Prepared subfloor.

✓ Installed " Heuga 530 II Couleur Dove Blue " OR EQUAL carpet tiles throughout designated areas.

✓ Reserve stock of carpet tiles (5% of total installed area).

✓ Post-installation inspection report.

✓ Final cleaned work areas.