24Q0070 - Attachment A - Chancery Building New Office Furniture.pdf

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Chancery Building New Office Furniture
Solicitation number
19PM0724Q0070
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This document is a Request for Quotations (RFQ) for the replacement of office cubicle furniture at the U.S. Embassy located in Panama City, Panama. The U.S. Government is seeking a contractor to provide and install new office cubicle furniture and hardware according to the detailed Performance Work Statement.

The key requirements include: delivering the furniture within 120 days of the Notice to Proceed and completing the installation within 45 days after delivery; providing furniture that meets ergonomic and safety standards; and adhering to specific size and layout requirements for the supervisor and general worker cubicles. The contractor shall also inspect and warrant the overall functionality of the new furniture. Quotations are due by the date specified in the General Information and must be submitted electronically to the provided email address. The Government intends to award a contract/purchase order to the responsible company submitting the lowest acceptable quote, without holding discussions.

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Chancery Building New Office Furniture July 2024

Performance Work Statement Chancery Building New Office Furniture

Post Location: Panama, Panamá

Address: Ave. Demetrio Basilio Lakas, Clayton

Prepared By:

Preparation Date:

Facility Section Panama City

July 2024

General

1.1. The U.S. Embassy located in Panama City requires the replacement of office cubicle furniture. The Contractor shall provide and install office cubicle furniture and hardware as described in this Statement of Work. The Contractor shall also perform further evaluation/inspection to ensure and warrant the overall functionality of the furniture, addressing concerns and inputs provided by the Facility Manager (FM) and Facility Maintenance

Staff (FMS).

1.2. All work shall be accomplished in a manner that conforms to the intent of all applicable IBC, NFPA/NEC, U.S. EPA, and DOS policies, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these tasks;

and leaves the areas safe for occupancy.

2. Period of Performance

2.1. The period of performance:

Delivery of time should be no more than 120 days from Notice to Proceed. Installation shall be no more than 45 days after delivery of material.

3. Pre-Implementation

3.1. General

3.1.1. A site inspection must be performed by the Offerors and take all measurements to submit a proposal as per the layout attached in this document. All information shall be incorporated into the proposal to ensure compliance with safety and health standards and to support the operation of personnel according to the furniture design.

3.1.1.a. Layout definition:

The layout is the drawing that will define the established distribution of all the workstation. This layout will give the contractor a schematic definition of what is intended for the furniture distribution and space.

3.1.1.b. Furniture Assembly option definition

The Furniture Assembly Option is the way of how the contractor will present the workstation features, with their own set of panes measurements, but always following the material standards. Also, this assembly could modify the given Layout in this PWS, but not the space definition, because Embassy requirements. The contractor shall present three options where they show different cabinets distributions or overhead cabinets, or they simply can use the specify distribution shown in the drawings.

3.1.2. The executive furniture will not be included in this PWS and not be considered by this proposal.

3.2. Scheduling

3.2.1. The Contractor shall indicate the order of activities to be performed during the execution of the furniture replacement.

3.2.2. The schedule and furniture design shall be discussed and approved by the Agency

Head and COR prior any installation.

3.2.3 The Contractor shall estimate a time lapse of one (1) or two (2) days per cubicle for electrical and data furniture disconnection and new furniture connection. The time frame shall be discussed during the pre-construction meeting.

3.2.4. The time frame for electrical and data connection shall be separated from the old disassembly process and the new furniture assembly process.

3.2.5. If the portion of space require carpet replacement, this activity shall be added in the contractor buffer time given to the Embassy personnel. This activity shall increase 2 days minimum to the furniture reassembly.

3.3. Delivery Checklist

3.3.1. The Contractor shall deliver a catalog of furniture options and technical data during the evaluation process. (Technical data sheet)

3.3.2. The Contractor shall provide a final layout drawing, including the final layout in case of any last-minute changes.

3.3.3. The Contractor shall provide a delivery timeline for both the furniture and the installation.

3.4. Implementation

3.4.1. The Contractor shall install the furniture following the approved layout by the COR and the head of section, done in the Pre-implementation process.

3.4.2. The contractor shall provide a project schedule (bar chart) indicating the furniture and electrical connection assembly. This schedule will be done with the expected time frame mentioned in the section 3.2.

3.4.3. The Contractor shall uninstall the existing furniture using professional methods to ensure the good condition of each furniture piece.

3.4.4. The Contractor shall store all disassembled furniture during the day and, according to COR/head of section instructions, plan for the final disposal or relocation.

3.4.5. The Contractor shall consider the necessary time to FAC personnel for doing electrical and data disconnection, and carpet replacement (if applicable).

3.4.6. The Contractor shall provide and install new furniture according to the requirements of the Embassy Office Furniture. See Exhibit A.

3.4.7. The Contractor shall provide furniture with an in-built electrical system, including a power flexible connection strip and all accessories necessary to connect power from the wall to the cubicle outlet. Similar or better to existing assembly.

3.4.8. All power connections shall be UL listed.

3.4.9. All furniture shall include the option to be lockable, including overhead cabinets or under-desk drawers.

3.4.10. All furniture shall be flammable resistant

3.4.11. All electrical and data outlets shall be inspected after the completion of the furniture installation by the Contractor to ensure proper functionality.

3.4.12. Furniture color Scheme: Provide color options that will go with the color scheme within the building. Final decision of color options will be made at time of award from

COR. Cubicle panels shall be fabric from bottom to top.

3.4.13 Contractor shall follow plan configuration and match square footage or larger. As follow:

• Supervisor Cubicle: shall be 3.64 mts x 2.29 mts or similar, with a minimum area of 8.3 sq. m

• General Worker Cubicle: shall be 2.6 mts x 2.29 mts or similar, with a minimum area of 5.9 sq. m.

3.4.14 Contractor shall provide detail measurement of cubicle in bid.

3.5. Deficiency Reporting

3.5.1. Any unseen problems, issues, failures, etc., related to the furniture installation or other situations associated with this installation discovered by the Contractor while performing any of the work described shall be considered deficiencies. All deficiencies (open or closed) shall be documented in the final installation report.

4. Exclusions, Purchase Orders, and Modifications

4.1. Purchase Orders and Modifications

4.1.1. Works outside the scope of the New Office Furniture Installation must be approved by the Contracting Officer (CO) prior to performance. The Contractor shall prepare a proposal, including pricing, for any additional repair service work and submit it to the

Government for approval and acceptance as a separate Purchase Order or as a

Modification to the Contract.

4.1.2. The Government reserves the right to accept, reject, or defer action on the

Contractor’s proposal for work outside the current repair contract services statement of work and may choose to obtain similar work from other competitive sources.

5. Government Responsibility

5.1. General

5.1.1. The Government will provide access to all identified areas where work will be performed.

5.1.2. The Government will provide the Contractor with the name and phone number of at least one person at the Post with the authority to be contacted.

5.1.3. Any escort responsibilities shall be arranged and provided by the Post Facility

Manager at no expense to the Contractor.

5.1.4. The Government will provide data and power feeders from the server room or electrical panel up to the wall area next to the furniture.

EXHIBIT A

1. Department of State Design Standards

The U.S. Department of State has its own design and construction guidelines which specify requirements for office spaces, including cubicles. These standards ensure that the office environment meets functional, ergonomic, and safety needs

The Contractor shall meet the needs of all U.S. Embassy employees by ensuring a high standard of quality in the work environment. This includes adhering to ergonomic best practices from the department of state agencies, and Institute for Occupational Safety and Health and ensuring barrier-free accessibility within work area elements.

2. General Services Administration (GSA) Guidelines

The GSA provides general guidelines that are often adopted by federal agencies, including the Department of State. According to GSA standards:

• Typical Cubicle Size: The GSA recommends a minimum of approximately 6' x 6' (1.8m x 1.8m) or 36 square feet (3.3 square meters) per workstation for cubicles. However, larger sizes are often used to provide additional comfort and functionality.

Citation:

U.S. General Services Administration. (n.d.). Design Guide: Office Space Planning. Retrieved from GSA’s official website.

https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/templates-for-mas-offerors-to-use/specs-standards-and-purchase-descriptions-for-furniture-and-furnishings

3. ANSI/BIFMA Standards https://www.gsa.gov/ https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/templates-for-mas-offerors-to-use/specs-standards-and-purchase-descriptions-for-furniture-and-furnishings https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/templates-for-mas-offerors-to-use/specs-standards-and-purchase-descriptions-for-furniture-and-furnishings https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/templates-for-mas-offerors-to-use/specs-standards-and-purchase-descriptions-for-furniture-and-furnishings

The ANSI/BIFMA (American National Standards Institute/Business and Institutional Furniture Manufacturers Association) X5.1-2017 standard provides general recommendations for desk dimensions and workspace ergonomics:

• Minimum Desk Depth: The standard recommends a minimum desk depth of 24 inches (610 mm) to ensure adequate space for work materials and equipment.

Citation:

• ANSI/BIFMA. (2017). ANSI/BIFMA X5.1-2017: Office Furniture - General Purpose Desks.

Business and Institutional Furniture Manufacturers Association. Retrieved from BIFMA’s official website.

4. Ergonomic and Comfort Considerations

The contractor shall use the provided layout to set all spaces for all workstations and consider this annotation as a reference and not to be use for a workstation.

Furniture should be easily reconfigured without the need for specialized installation crews. New furnishings must support reliability and sustainability, have Business and Institutional Furniture Manufacturer's Association (BIFMA) Level 2 certification, and be composed of durable, cleanable finishes and materials.

• Individual space and task chairs should accommodate a wide range of human dimensions not minimum of and comfortable surface

• Where practical, all individual work surfaces should be user-adjustable and include ergonomic keyboard trays and monitor arms.

• Handles and pulls should be readily operable with prosthetics.

• Designs should integrate IT cabling and power controls into furniture selections, including schedule timer power strips and/or occupancy sensors for task lights and convenience outlets to maximize energy conservation and sustainable practices.

• Desk areas should be deep enough to accommodate a monitor placed at least 20 inches away from the eyes.

• Under-desk space should provide sufficient clearance for legs in various sitting positions.

The minimum clearance depths should be 17.6 inches for knees and 24 inches for feet, with a minimum clearance width of 20.8 inches and 20 inches for knee height.

• Desktops should have a matte finish to minimize glare. Avoid glass tops.

• Avoid sharp leading edges where arms contact work surfaces. Rounded or sloping surfaces are preferable.

• Task lighting should have a large base and articulated supports that allow for a range of positions or extensions. It should include a hood to direct light to a specific area and may feature a diffuser to reduce the harshness of the light or to provide general illumination.

https://www.bifma.org/ https://www.bifma.org/

Corridors Between Office Cubicles

The minimum corridor width shall not be less than 44 inches (1118 mm).

Exceptions:

1. Twenty-four inches (610 mm): For access to and utilization of electrical, mechanical, or plumbing systems or equipment.

2. Thirty-six inches (914 mm): For corridors with an occupant capacity of less than 50.

3. Thirty-six inches (914 mm): Within a dwelling unit.

4. Seventy-two inches (1829 mm): In Group E with a corridor having a required capacity of

100 or more.

5. Seventy-two inches (1829 mm): In corridors and areas serving gurney traffic in occupancies where patients receive outpatient medical care, which impacts the patient's capability for self-preservation.

6. Ninety-six inches (2438 mm): In Group I-2 areas where required for bed movement.

5. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Pages

Performance Threshold

Services.

Performs all Chancery Building New

Office Furniture services set forth in the scope of work.

_2_ thru _8_

All required services are performed and no more than one (1) customer complaint is received per month.

1. SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

2. STANDARD. The performance standard is that the Government receives no more than one (1) [Note to Contracting Officer: Insert other number if desired] customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 2001), if any of the services exceed the standard.

3. PROCEDURES.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the

COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

3RD FLOOR LAYOUT

Corridors measures and exceptions

PROC

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MGTE OFFICE OFFICE DISTRIBUTION

SCALE 1:100

1.00m

[391 2"] 1.00m

[391 2"]

1.78m

[701 8"]

2.18m

[855 8"]

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m

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WORK SURFACE LAYOUT

SCALE 1:75

1.00m

[391 2"] 1.00m

[391 2"]

1.78m

[701 8"]

2.18m

[855 8"]

1.

m

[4 61 2"]

1.

m

[5 33 4"]

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[59"]

2.

m

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2.59m

[102"]

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m

[8 7"

2.29m

[90"]

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[1381 8"]

2.

m

[8 9"

3.16m

[1241 4"]

2.

m

[1

1 4"]

3.

m

[1

1 8"]

2.21m

[87"]

3.33m

[1311 4"]

4.

m

[1

1 2"]

4.

m

[1

1 2"]

3.34m

[1313 8"]

UNDER DESK FILE CABINET 36"

UNDER DESK DRAWER CABINET 17"

Sheet NumberDate

Classification

Project Number

Checked By

Drawn By

DOS/OBO Contract Number

CADD File Name

OBO Project Number Drawing Scale

Phase

MGTE - NEW OFFICE

FURNITURE

PROJECT NAME

MGTE - NEW OFFICE FURNITURE

U.S Embassy Panama City

United States Department of State

OVERSEAS BUILD OPERATIONS

1/3 United States Department of State

OVERSEAS BUILD OPERATIONS

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20.7 SM

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OFFICE

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CORRIDOR

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FINAL

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CD

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DD

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XXXXX

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SENSITIVE BUT UNCLASSIFIED

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AS-BUILT

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F.NICOSIA

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MGTE-OFFICESUITE362

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SCALE

GSO FLOOR PLAN - EXISTING LAYOUT

SCALE 1:50

HRO

HRO

GSO OFFICE GENERAL FLOOR PLAN PROPOSAL

SCALE 1:75

HRO

PROC

SUPERVISOR

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PROC 1

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HOU 2

FILE CABINETS /

SUPPLIES

SHIP 1

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HOU 3

HOU 1

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1.

26 1.00 1.47

1.56 1.08

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5.68m

[2235 8"]

3.62m

[1421 2"]

TYPICAL GENERAL WORK AREA CUBICLE

SCALE 1:25

OVERHEAD STORAGE OVERHEAD STORAGE

(OPTIONAL IF REQUIRED)

36" UNDERDESK

FILE CABINET

UNDERDESK DRAWER CABINET

66" WORK SURFACE

36" WORK

SURFACE

HERMAN MILLER

AERON CHAIR

66" WORK SURFACE

CUBICLE WALL PARTITION

EACH GENERAL AREA WORKSTATION CUBICLE WOULD INCLUDE THE FOLLOWING:

· (2) 66" WORK SUFACES

· (1) 36" WORK SURFACE

· (1) UNDERDESK FILE CABINET

· (1) UNDERDESK DRAWER UNIT

· (1) 30" OVERHEAD STORAGE UNIT

· (1) 36" OVERHEAD STORAGE UNIT (ADDITIONAL IS OPTIONAL)

· MINIMUM OF 18ft OF CUBICLE PARTITION WALLS

· TOTAL AREA PER CUBICLE = 6 m2 - 64 sqft

.7 6m

[3 0"

.92m

[36"]

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[36"]

.76m

[30"]

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[2 4"

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.9 2m

[3 6"

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[24"]

1.07m

[42"]

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[2 4"

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[6 6"

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[78"]

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[24"]

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[2 4"

.9 2m

[3 6"

TYPICAL GENERAL WORK AREA CUBICLE

SCALE 1:25

TYPICAL SUPERVISOR CUBICLE

SCALE 1:25

EACH GENERAL AREA WORKSTATION CUBICLE WOULD INCLUDE THE FOLLOWING:

· (1) 66" WORK SUFACES

· (1) 72" WORK SURFACE

· (1) 60" x 30" WORK SURFACE

· (1) UNDERDESK FILE CABINET

· (1) UNDERDESK DRAWER UNIT

· (1) 30" OVERHEAD STORAGE UNIT

· (2) VISITOR CHAIRS

· MINIMUM OF 18ft OF CUBICLE PARTITION WALLS

· TOTAL AREA PER CUBICLE = 8 m2 - 86 sqft

66" WORK SURFACE

OVERHEAD STORAGE

72" WORK SURFACE

CUBICLE PARTITION WALL

UNDERDESK STORAGE

60" X 30" WORK SURFACE

UNDER DESK FILE CABINET 36"

UNDER DESK DRAWER CABINET 17"

1.05m

[413 8"]

.91m

[36"]

.92m

[36"]

.76m

[30"]

.9 2m

[3 6"

.7 6m

[3 0"

.6 1m

[2 4"

.6 1m

[2 4"

.9 2m

[3 6"

.7 6m

[3 0"

1.

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[6 6"

.6 1m

[2 4"

1.22m

[48"]

.76m

[30"]

TYPICAL SUPERVISOR CUBICLE

SCALE 1:25

3.64m

[1433 8"]

Sheet NumberDate

Classification

Project Number

Checked By

Drawn By

DOS/OBO Contract Number

CADD File Name

OBO Project Number Drawing Scale

Phase

MGTE - NEW OFFICE

FURNITURE

PROJECT NAME

MGTE - NEW OFFICE FURNITURE

U.S Embassy Panama City

United States Department of State

OVERSEAS BUILD OPERATIONS

2/3 United States Department of State

OVERSEAS BUILD OPERATIONS

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18.5 SM

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CONFERENCE

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44.1 SM

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TRAINING RM.

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13.5 SM

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OFFICE

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11.3 SM

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OFFICE

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12.1 SM

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EQP.

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3.1 SM

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STORAGE

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10.8 SM

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WORK ROOM

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23.8 SM

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CONFERENCE

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6.7 SM

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CORRIDOR

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81.2 SM

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CORRIDOR

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13.0 SM

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WORK ROOM

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11.6 SM

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STORAGE

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733.8 SM

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OFFICE

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12.1 SM

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OFFICE

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RECESSED ELEC. FLOOR BOXES

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RECESSED ELEC. FLOOR BOXES

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AutoCAD SHX Text C

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TV

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AutoCAD SHX Text F

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AutoCAD SHX Text C

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CO

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AutoCAD SHX Text C

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81.2 SM

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CORRIDOR

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11.3 SM

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OFFICE

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12.1 SM

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EQP.

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10.8 SM

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WORK ROOM

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23.8 SM

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CONFERENCE

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6.7 SM

AutoCAD SHX Text 355A

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CORRIDOR

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81.2 SM

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11.6 SM

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STORAGE

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12.1 SM

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OFFICE

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RECESSED ELEC. FLOOR BOXES

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FINAL

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CD

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DD

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XXXXX

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SENSITIVE BUT UNCLASSIFIED

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AS-BUILT

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MGT-OFFICESUITE362

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SCALE

AutoCAD SHX Text 8-12, 2024

F.NICOSIA

JANITORIAL

EFM

P

P

P

SH

FACFACFAC

NEC RES HOUSING

INSPECTOR A-POSHO

FAC

FAC

FAC OFFICE GENERAL FLOOR PLAN PROPOSAL

SCALE 1:50

Sheet NumberDate

Classification

Project Number

Checked By

Drawn By

DOS/OBO Contract Number

CADD File Name

OBO Project Number Drawing Scale

Phase

MGTE - NEW OFFICE

FURNITURE

PROJECT NAME

MGTE - NEW OFFICE FURNITURE

U.S Embassy Panama City

United States Department of State

OVERSEAS BUILD OPERATIONS

3/3 United States Department of State

OVERSEAS BUILD OPERATIONS

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AutoCAD SHX Text P

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FINAL

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CD

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DD

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XXXXX

AutoCAD SHX Text xxxxxxxxx

AutoCAD SHX Text

SENSITIVE BUT UNCLASSIFIED

AutoCAD SHX Text

AutoCAD SHX Text

AS-BUILT

AutoCAD SHX Text

FAC-OFFICESUITE120

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SCALE

AutoCAD SHX Text 8-12, 2024

F.NICOSIA

24Q0070 - Attachment A - Chancery Building New Office Furniture
24Q0070 - Attachment A - Plans
MGTE OFFICE SUITE 362 - FMC- HR HOJA 1
Sheets and Views
FMC - HR HOJA 1
MGTE OFFICE SUITE 362 -GSO HOJA 2
Sheets and Views
GSO -HOJA 2 (2)
MGTE OFFICE SUITE 120 -FAC -HOJA 3
Sheets and Views
FAC -HOJA 3

File details come from the government source that posted it. Updated .