Second Floor Office Furniture Replacement – U.S. Embassy Madrid, Spain Solicitation 19SP5026Q0026

STATEMENT OF WORK

U.S. DEPARTMENT OF STATE

OBO FACILITIES MANAGEMENT DIVISION

Attachment 1. SPECIFICATIONS

U.S. Embassy Madrid Spain

1. INTRODUCTION / SUMMARY OF WORK

The U.S. Embassy in Madrid requires the replacement of office furniture on the 2nd floor of the Chancery in accordance with the OBO Interior Workplace Planning Strategy. The objective is to enhance operational efficiency, meet ergonomic and safety requirements, and maintain a professional appearance consistent with Department of State standards. All walkways must maintain 42" clearance for wheelchair access. All desks shall have two monitors and be adjustable height; task lighting is not required.

The project includes supply and installation of new furniture, electrical modifications for sit-stand desks, and adjustments to ensure proper workstation orientation.

Project Location: Calle de Serrano, 75, 28006 Madrid, Spain

The Department of State/OBO requires systems furniture uniquely suited to diplomatic facility security requirements, infrastructure delivery, and extended life cycle. The Contractor shall provide high-quality, low-maintenance systems furniture that adapts with minimal effort as the facility evolves. Furniture shall have a modern appearance with finish options at various grade levels, and shall include both panel-based and freestanding systems utilizing a spine wall for power/telecommunications distribution, with integrated lighting, storage, technology support, and ergonomic/adjustable-height features.

2. SCOPE OF WORK

2.1 Prior to Implementation

• Site Visit and Survey (Required): The Contractor shall research existing conditions affecting cost or performance, and should attend a site visit to confirm measurements and survey the existing layout prior to submitting a Bill of Materials (BOM) and quotation. Measurements provided by the Government are approximate; the Embassy is not responsible for inaccurate dimensions.

Document Submittal Package (Prior to Award):

1. Product Data — Manufacturer's data sheets for each product, including concept/material samples and manufacturer's installation instructions (preparation, storage, handling).

2. Shop Drawings — Complete layout, location, and required clearances; typical assembly, erection, and anchorage details.

3. Selection Samples — Two complete sets of color chips per finished product, representing the manufacturer's full range.

4. Verification Samples — Two samples per finished product (minimum 1-3/4" x 2-1/4") representing actual product, color, and pattern.

5. Design & BOM — Materials must be approved before prefabrication and installation.

6. Complete Work Plan — Including a Critical Path Method (CPM) schedule.

Document Submittal Package (Within 15 Days of Notice to Proceed):

1. Activity Hazard Analysis (AHA) — Detailed safety plan for implementation.

2.2 Implementation

1. The Contractor shall provide a plan for isolating and restricting access to the work area.

2. Work shall be performed only by staff with the requisite technical knowledge, always complying with security rules.

3. PROJECT DETAILS

3.1 Planning

The Contractor shall develop a furniture layout in compliance with:

• OBO Interior Workplace Planning Strategy guidelines.

• Department of State security requirements for consular operations.

• EU, Spain, and U.S. building/safety codes, including EM 385-1-1, OSHA, and NEC standards.

Layout drawings and specifications require COR review and approval prior to procurement. Shall incorporate ergonomic and accessibility considerations, including adjustable sit-stand desks and storage solutions.

3.2 Furniture Supply & Installation — General

The Contractor shall supply all new furniture, including but not limited to:

• Electrically powered sit-stand desks.

• Storage cabinets and lateral files.

• Meeting tables and guest seating, as required.

All finishes shall be durable, low-VOC, and consistent with OBO design guidelines. The Contractor shall provide electrical modifications to power sit-stand desks, including routing/installation of outlets, cable management, and circuit protection compliant with NEC and EU electrical codes. All cubicles must include a USB outlet for device charging.

3.3 Technical Product Specifications

3.3.1 Workstations (Systems Furniture)

Panels

• Finished panels, connecting assemblies, and components shall be uniform in quality, style, material, and workmanship, free from defects affecting appearance, serviceability, or safety.

• Panels shall accept structural stacking elements.

• Tile finish options: paint, tackable/acoustical, wood, vinyl, laminate, marker board, safety/plexi-glass, and pass-through. All glass must be tempered; alternates must be shatterproof.

• Panel fabric shall be seamless (no sewn/glued seams), installed with concealed edges to prevent fraying, free of snags/wrinkles, and stretched straight of grain. Fabric shall meet ANSI/BIFMA panel system standards.

• Fixed central spine must be self-supporting for a minimum run of 24'-0" without requiring perpendicular panel supports, and must accommodate electrical/telecom requirements for a maximum of 8 workstations.

• Panels shall allow a full range of panel-mounted components at varying heights; trim, fillers, and exposed panel ends shall be covered with hard-surface finished trim, hardware included.

• Hardware shall allow repeated assembly, disassembly, and reconfiguration without specialized tools.

• Panels shall accommodate hanging components on either side without requiring load balancing, with matching finish covers for knockouts/access points.

• Tool/accessory rail option flush-mounted in panel frame (paper trays, vertical organizers, shelves, pencil tray, binder bins, divisional sorters).

Panel Heights

• Wheelchair access range: 30"–36"

• Transaction/worksurface privacy range: 42"–45"

• Seated privacy range: 54"–60"

• Full standing privacy: 72"

Worksurfaces

• Lengths shall align with panel widths and span 60" unsupported without deforming.

• Wood veneer, printed substrate, and plastic laminate surfaces shall have a balance sheet to minimize warping/bowing.

• Worksurface thickness shall not exceed 1¾", constructed of medium-density core or steel-reinforced material; surfaces over 47" wide require steel reinforcement.

• Privacy screens (full/partial height) shall be removable and field-interchangeable.

• All worksurfaces shall be non-handed, finished on all sides, and accept a removable modesty panel.

• Finish options: wood veneer, plastic laminate (HPL or LPL/Melamine disclosed), and paint, with square-edge finishing and fully integrated edge banding.

• Integrated height-adjustable worksurface (at or perpendicular to spine wall) with extended range adjustability meeting ANSI/BIFMA requirements. 220V power options, UL listed, NEMA 6-20R or 5- 20R plug, 12ft minimum cord length. No converters or pneumatic cylinders accepted.

• Base shall support a minimum of 68kg (150lbs), controlled pneumatically or electrically. Electric controllers shall not have Bluetooth capability and must support memory presets for height.

Storage

• Minimum components:, open/enclosed cabinets with adjustable shelving, credenza, and file pedestal — fully accessible from a seated position.

• Finish options: wood veneer, MFC

Pedestals

• Mobile, fixed, and freestanding file pedestal options (box/box/file and file/file); freestanding units require full-extension drawers and counterbalance weights.

• Finishes: wood veneer, MFC , with optional upholstered seat.

• Available in various depths matching worksurface depths.

• Drawers require anti-rebound safety mechanisms, leveling glides, letter/legal filing capability, and pencil drawer/accessory tray.

Keying: Individual components (wardrobes, file pedestals) per workstation shall be keyed alike, with master keys provided.

Ergonomic Capability

• Adjustable single/dual monitor arm support (grommet and clamp mounted), rated for 34" monitors up to 11.5 lbs.

Acoustics: Panels/screens shall have acoustical properties for noise control and reduction.

3.3.2 Private Office Furniture

Modular kit of parts: height-adjustable L-shaped desk, storage, display shelving, and fabric-wrapped trackable work wall.

Worksurfaces: Wood veneer finish with solid veneer edges on all sides; resistant to scratch, impact, moisture, chemicals, and stains. Minimum 1½" thickness, high-density core or steel-reinforced, with a balance sheet to prevent warping. Must support 180kg (397lbs) load without visible deflection; surfaces over 47" require steel reinforcement.

Height-Adjustable L-Shaped Desk

• Wood veneer finish, extended-range height adjustability meeting ANSI/BIFMA requirements. 220V power options, UL listed, NEMA 6-20R or 5-20R plug. No converters or pneumatic cylinders accepted.

• Painted metal T-legs, front-facing T-leg inset 18" to receive a 15" box/file mobile pedestal.

• Standard dimensions: 30"D x 70"W x 1.5" thick (other dimensions available).

• Base supports minimum 68kg (150lbs), electrically controlled (no Bluetooth), with memory-preset height function.

• Integrated wire management; partial/half-height modesty panel matching worksurface finish along the full L-shape.

Storage: 15" box/file mobile pedestal, box/box/file fixed pedestal, and open adjustable-shelf fixed pedestal (no locking mechanisms). Matching wood veneer finishes throughout. Drawers require anti-rebound mechanisms, leveling glides, letter/legal capability, Barrier-Free-compliant handles, resilient bumpers, removal stops, and full-extension corrosion-resistant slides.

Ergonomic Capability: adjustable single/dual monitor arm support rated for 34" monitors up to 11.5 lbs.

3.3.3 Freestanding Furniture

Lateral Filing Cabinets: Available in 2, 3, 4, 5, or ½-drawer/1-file configurations; counterweight base to prevent tipping; 2-drawer units fit under worksurfaces with radiused metal edge; keyed alike with master keys. Finishes: plastic laminate, paint (minimum).

Freestanding Tables: Round/square/rectangular meeting tables with 4-star base and lockable casters (standard 30"W x 30"L x 28.7"H x 1.5" thick); occasional tables (18"W x 17"H x 1.5" thick). Finishes: wood veneer, plastic laminate, paint, with fully finished/integrated edges.

Storage Credenzas: Available with drawers, doors, adjustable shelving, waste/recycling unit, and integrated wire management (standard 60"W x 18"D x 28.75"H). Finishes: solid surface (tops), wood veneer, plastic laminate, paint. Anti-rebound drawer mechanisms, resilient bumpers, removal stops, full-extension corrosion-resistant slides, and Barrier-Free-compliant handles required.

4. ELECTRICAL & TELECOMMUNICATIONS REQUIREMENTS

1. System shall accommodate 220V/50Hz

2. Separate distribution for electrical and telecom cables, at 60% max fill ratio.

3. Accessible cable trays/raceways for freestanding and panel-based workstations.

4. Pathways to accommodate up to 4 telecom cables per workstation.

5. Integrated wire management above and below the worksurface.

6. Flush-mounted receptacles/faceplates: two duplex electrical receptacles above and two below the worksurface; two telecom faceplates above and two below.

Telecommunications — Pathways & Connections

• Pathway minimally sized 2" wide x 7" high with ferrous barrier separating power/telecom cabling;

base telecom raceway requires minimum 2.5" height x 2" width for bend-radius compliance.

• "Whip" conduits connect telecom cables from wall to furniture; a 1" conduit pathway supports up to 8 telecom cables.

• Two recessed, integrated telecom outlets required per workstation (offset on each side of panel/spine): one receptacle with 4 CAT 6 ports (ANSI/TIA/EIA T-568A), and one quad receptacle with 4 CAT 6 ports plus two 50/125 SC fiber connectors.

Electrical — Raceway & Wiring Configuration (Design Reference E0803-C01.01 / E090402)

• Raceway requires minimum 2.5" pathway height x 2.0" pathway width.

• Receptacles configured per host-country voltage: NEMA 6-20R (220V/50Hz, UL rated 250V) or NEMA

5-20R (110V/60Hz, UL rated 125V).

• Standard wiring: 4+4+2 configuration (four 20-AMP circuits, non-directional 10-wire: four hots, four neutrals [12 AWG], two grounds). Alternate 4+2+2 configuration permitted for specific projects (four 20-AMP circuits, non-directional 8-wire: four hots, two neutrals [10 AWG, 35A rated], two grounds).

• Power must be factory-assembled, UL-rated wiring harness (in-feed or whip).

5. CLIN # 2 - REMOVAL & DISPOSAL

In the event that existing furniture is in place, the Contractor might be asked to safely dismantle and remove existing furniture for disposal or recycling in accordance with local environmental regulations, and coordinate with Consulate GSO/FAC for disposition of salvageable items.

These services are part of CLIN # 2

7. SECURITY & ACCESS CONTROL

• All personnel entering the compound must submit personal information to the Regional Security Office (RSO) for background checks at least 10 business days in advance.

• All contractor staff must always be escorted by designated Embassy staff with escort authority while on U.S. Government property.

• All tools and materials must be inventoried daily and secured in an approved location before departure.

9. STANDARDS & REFERENCES

U.S. Standards:

• OBO FIRE Code Chapter 8, Section 805.4 (Upholstered Furniture)

• 15 FAM 761(b) — UL/CE certification marking requirements

• OBO Day Two Interior Workplace Planning Strategy

• OSHA Regulations; NEC (National Electrical Code); EM 385-1-1

European & Spanish Standards:

• EN building and safety codes

• Spanish occupational safety regulations (Prevención de Riesgos Laborales)

• EU electrical safety directives (Low Voltage Directive, EMC Directive)

Industry Standards & Testing: Must meet full UL 1286 rating at 250V/50Hz and 125V/60Hz.

10. QUALITY STANDARDS

All wood case good and workstation furniture shall meet ANSI/AWI 400 Premium Grade Factory Finishing requirements. Wood veneer shall be ANSI HP-1 Grade AA. Transparent finish wood shall match specified species, cut, and veneer; solid wood stock shall be well-matched for color/grain, with no sharp contrast or visible tone differences between adjacent components. Defects are not permitted.

Project drawing deliverables shall indicate wood grain direction/matching and under-surface component layout/wiring diagrams where required. Manufacturers shall include installation instructions ensuring compatible wood-product matching to avoid mismatched materials in adjacent components.

11. SUSTAINABILITY

Must meet ANSI/BIFMA Certified Level 2, minimum.

14. PRODUCT TRAINING

The Government may require periodic installation training from Manufacturers for installation and reconfiguration of case goods and systems furniture. Training shall be facilitated by the Dealer/Manufacturer at an agreed, convenient location, include hands-on tutorials on typical Department of State standard workstation and private office components, and result in installation certification of trainees.

15. PERIOD OF PERFORMANCE

The project shall start within five (5) calendar days after the Contractor receives the Notice-to-Proceed (NTP) issued by the CO. The Contractor shall hold a Kick-off Meeting to review the SOW, detailed schedule, execution, and safety plan.

Timetable of Deliverables (CLIN Schedule):

CLIN Total Duration Manufacture Installation

CLIN 1 67days 60 days 7 days

CLIN 2 3 days

3 days

Attachment 1 : OBO Project Standard requirements