Attachment 1 STATEMENT OF WORK.pdf

STATEMENT OF WORK

Attachment 1. SPECIFICATIONS

U.S. Embassy Madrid Spain

Purchase Request: PR15537183

1. INTRODUCTION / SUMMARY OF WORK PROJECT

The U.S. Embassy in Madrid seeks to replace office furniture in the Consular Sec�on. The objec�ve is to improve opera�onal efficiency, ensure compliance with ergonomic and safety standards, and maintain a professional appearance in alignment with Department of State guidelines.

The project includes the removal and disposal of exis�ng furniture, the supply and installa�on of new furniture, and adjustments to ensure that all consular worksta�ons are properly oriented, preven�ng computer screens from being visible to visa applicants or through external windows.

Furniture must comply with the specifica�ons outlined in Atachment 4 – Technical Sheets. The brands and models listed in the atachment are provided for reference only. Proposals must include furniture that meets the requirements and characteris�cs detailed in Atachment 4.

The project will be located at:

U.S. Embassy Consular Sec�on Calle de Serrano, 75, 28006 Madrid, Spain

2.SCOPE OF WORK

2.1 PRIOR TO IMPLEMENTATION

Site Visit and Survey: The contractor is responsible for researching existing conditions and factors that may impact the cost or performance of the services. Attendance at a site visit is recommended to verify all measurements and survey the existing layout prior to submitting the Bill of Materials (BOM) and quotation. Measurements provided by the U.S. Embassy are approximate, and the Embassy will not be held liable for any inaccuracies in dimensions

The Government intends to hold a site visit/preproposal conference on September 10, 2025 at 12:00.

Participants will meet at the Embassy, Calle Serrano, 75, Madrid.

Offerors planning to attend the site visit must submit Name and IDs of the attendees 48 hours prior to the site visit to Maria Jose Moyano: moyanomx@state.gov

DOCUMENT SUBMITTAL PACKAGE. Submit before awarding process, document submittal package that includes:

1. Product Data: Manufacturer's data sheets on each product to be used, including:

1. Create concept and sample of material.

2. Submit manufacturer’s installation instructions, including preparation, storage, and handling requirements.

2. Shop Drawings:

1. Show complete layout and location of the area, including required clearances. Include site layout drawings or any other plans required for this project.

2. Show typical details of assembly, erection, and anchorage.

3. Selection Samples: For each finished product specified, provide one complete set of color chips representing manufacturer's full range of available colors and patterns.

4. Verification Samples: For each finished product specified one sample, minimum size 1-3/4” x 2-1/4”, representing actual product, color, and patterns.

5. Design, bill of materials to be installed, materials provided by the contractor must be approved before prefabrication and installation.

6. Complete finalized Work Plan including Critical Path Method (CPM) schedule.

2.2 IMPLEMENTATION

1. Works must only be carried out by staff with technical knowledge to do so, and always complying with the security rules.

2.3 PROJECT DETAILS

2.3.1 Design & Planning

• Develop a furniture layout in compliance with Drawings provided in Atachment 2:

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

• Provide layout drawings and specifica�ons for COR review and approval prior to procurement.

2.3.2 Furniture Supply & Installa�on

• Supply all new furniture, including but not limited to:

o Electrically powered sit-stand desks.

o Storage cabinets, lateral files, and shelving.

o Mee�ng tables and guest sea�ng as required.

• All furniture finishes to be durable, low-VOC.

• All cubicles must have a USB outlet for charging electrical devices.

2.3.3 Removal & Disposal

• Safely dismantle and remove exis�ng furniture for disposal or recycling in accordance with local environmental regula�ons.

• Coordinate with Consulate GSO/FAC for disposi�on of any salvageable items.

2.3.4 Execu�on Constraints

• Turnkey Delivery – Contractor to provide all labor, materials, tools, equipment, transport, and supervision.

2.3.5 Security & Access Control

• All personnel entering the Consulate compound must submit required personal informa�on to the Contrac�ng Officer’s representa�ve (COR) for background checks at least 10 business days in advance.

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

2.4 Deliverables

• Pre-installa�on:

o Final design drawings and furniture specifica�ons.

o Electrical load plan for sit-stand desks.

o Phased work schedule coordinated with Consular Sec�on leadership.

• Post-installa�on:

o As-built drawings.

o Equipment manuals and warranty documenta�on.

o Staff training for sit-stand desk opera�on and maintenance.

2.5 Standards & References

• European & Spanish Standards:

o EN building and safety codes

Crosson, Andrew D (Madrid) Is this just a standard requirement? Interesting. Haven't seen that before. Not really necessary, but sure.

Plikerd, Jordan S (Madrid) I have gone in and modified so many office cubes in Baku & Guangzhou to add USB chargers/outlets to have chargers so that people are less likely to try to plug their phone into the PC to charge and DT gets involved. This can be cut.

Crosson, Andrew D (Madrid) I defer to you. I guess I don't care either way, was more curious than anything.

Qin, Xiangli @Plikerd, Jordan S (Madrid) Please include references to OBO FIRE Code Chapter 8, Section 805.4 on Upholstered Furniture, as well as 15 FAM 761(b) regarding UL and CE certification marking requirements.

Plikerd, Jordan S (Madrid) will do o Spanish occupa�onal safety regula�ons (Prevención de Riesgos Laborales)

2.6. Warranty

• Minimum 3-year warranty on furniture components.

• Minimum 3-year warranty on electrical installa�on and workmanship.

2.7. Period of Performance

The contractor shall sustain a Kick-off meeting to review the SOW, detailed schedule, execution, selection of finishes and safety plan.

Furniture installation will take place in three phases:

Phase 1 – CLIN no. 1 – Contractor shall install furniture in 7 days

Phase 2 – CLLIN no. 2 – Contractor shall install furniture in 7 days

Phase 3 – CLIN no. 3 and 4 – Contractor shall install furniture in 7 days

Production time:

The contractor must deliver furniture within 45 days of order confirmation. Order confirmation will occur once the Government selects final finishes for all furniture pieces following contract award.

• CLIN 1: 45 days

• CLIN 2: 45 days

• CLIN 3: 45 days

• CLIN 4: 45 days If all CLINs are awarded simultaneously, the contractor will have a total of 45 days to produce and deliver all furniture.

The contractor is responsible for storing the furniture and ensuring it is ready for delivery and installation in accordance with the furniture installation schedule agreed upon by both parties after contract award.