Revised_Description_of_Requirements_DOR) Furniture_Modernization final.pdf

DESCRIPTION OF REQUIREMENTS (DOR): USPFO FURNITURE

MODERNIZATION

Requiring Activity / Program Office: USPFO for Puerto Rico - Administration and Supply and Services Division (SSD) Storage and Distribution Date: August 4, 2026

1. PRODUCT SERVICE CODE (PSC) AND ACQUISITION CLASSIFICATION

Primary PSC: 7110 (Office Furniture) Suggested NAICS Code: 337214 (Office Furniture (except wood)

Manufacturing)

2. BACKGROUND AND SCOPE

The United States Property and Fiscal Office for Puerto Rico (USPFO-PR) requires the procurement, delivery, and incidental installation of modern commercial off-the-shelf (COTS) office furniture. This project involves a comprehensive furniture modernization effort to replace obsolete, end-of-life cubicles and seating.

This modernization initiative supports a highly collaborative, ergonomic, and technologically integrated working environment for USPFO personnel, facilitating everyday logistics, contracting, and fiscal management missions. The scope includes:

1. Disassembly, removal, and proper disposition of existing legacy systems in designated buildings.

2. Procurement and delivery of new office systems, workstations, panels, credenzas, seating, and breakroom storage.

3. Incidental installation, electrical connection of modular systems, alignment, and final site cleanup.

The furniture solutions must map to the designated architectural layout consisting of eight specialized zones: Oficina A, Oficina A-1, Oficina B, Oficina C, Oficina D, Estaciones D-1 (3 stations), Oficina E, Area Café, Trailer, Reception.

Environmental Context Note: All performance specifications must take into account that the installation facilities are located in Fort Buchanan, Puerto Rico.

This tropical environment is highly susceptible to high relative humidity, heat requiring materials designed for long-term resistance to warping and corrosion.

3. SALIENT CHARACTERISTICS (THE CORE REQUIREMENT)

The supplies offered must be brand new (free from defects, damage, or excessive wear), commercial-grade items suitable for continuous office use. All products shall meet or exceed the Government's minimum requirements for durability, functionality, safety, dimensions, ergonomics, and applicable commercial standards.

3.1 General Material & Performance Standards

ANSI/BIFMA Certification: All office furniture items must be ANSI/BIFMA certified for commercial durability, weight limits, and safety.

Worksurface Durability: Workstations must feature high-pressure laminate (HPL) surfaces that are scratch, stain, and heat-resistant, supporting a minimum static load capacity of 250 lbs without bowing or structural deflection.

Support Structure: Desks must utilize heavy-gauge, powder-coated steel frames (including loop, O-legs, or structural t-legs) with integrated leveling glides (minimum 1" adjustment range) to compensate for uneven flooring.

Power & Cable Management: Desk configurations must include integrated cable-management troughs or grommets (minimum of two 3-inch plastic grommets with removable caps) to cleanly route monitor, keyboard, mouse, and phone cables.

Ergonomics: All seating must feature adjustable lumbar support, seat-pan depth adjustment, adjustable 4D armrests (height, width, pivot, depth), and breathable mesh backing.

Environmental & Humidity Resistance (Tropical Climate Suitability):

To prevent deterioration from the high humidity levels characteristic of the region, the following material-specific standards must be met:

Laminates & Adhesives: Board substrates and edge-bandings must be sealed utilizing moisture-resistant polyurethane (PUR) or heavy-duty industrial hot-melt adhesives to prevent delamination, bubbling, peeling, or core swelling.

Metal Frames & Components: All structural steel, legs, grommets, panel frames, and metal hardware must feature heavy-duty corrosion-resistant powder coatings or rust-inhibitive coatings to prevent oxidization and corrosion.

Fabrics & Textiles: Task chair backings, seat fabrics, and acoustic divider panels must utilize synthetic, breathable, mildew-resistant fibers that do not retain moisture or support microbial growth.

3.2 Specific Area Configurations & Technical Specifications

The required furniture must conform to the following specific dimensional and layout requirements based on the validated facility space-planning:

Area A: Oficina (A)

Station Footprint: 72” x 108” Configuration: Large Executive L-Desk layout.

Area A-1: Oficina (A-1)

Station Footprint: 72” x 108” Configuration: Shared open collaborative desk layout with supplementary side desks.

Area B: Oficina (B)

Station Footprint: 120” x 66” Configuration: Enclosed private office cubicle with integrated acoustic panels.

Area C: Oficina (C)

Station Footprint: 84” x 120” Configuration: Mid-sized enclosed private office cubicle with integrated panels.

Area D: Oficina (D)

Station Footprint: 84” x 78” Configuration: Compact enclosed private office cubicle.

Area D-1: Estaciones (D-1) — Quantity: Three (3) Stations

Station Footprint: 102” x 96” per station Configuration: Open-front semi-private collaborative workstations (no entryway doors).

Area E: Oficina (E) — Double Station

Station Footprint: 84” x 132” Configuration: Enclosed double/shared workstation layout with a shared access sliding door.

Area Cafe: Breakroom Storage

Dimensions: 48” x 18” Configuration: Heavy-duty breakroom utility cabinet

Area Trailer: BLDG 541 CIF Quantity: Two (2) Stations

Dimensions: 360” x 240” Configuration: Enclosed private office cubicle with integrated acoustic panels.

Area Reception: BLDG 541 CIF Record Zone

Dimensions: 188.5” x 186” Configuration: Modular reception counter

Area Breakroom: BLDG 541 Warehouse

Dimensions: 228” x 192” Configuration: Heavy-duty breakroom utility cabinet, table, chairs, loveseat couch, armchairs.

4. INCIDENTAL SERVICES AND INSTALLATION

The Contractor shall provide all logistics management, labor, tools, equipment, transport, and materials necessary to perform the incidental installation of the supplies at Fort Buchanan, PR.

4.1 De-installation and Removal of Legacy Furniture

Disassembly: The Contractor must systematically disassemble legacy workstations, desks, cubicle panels, and seating from designated areas within USPFO facilities (specifically Buildings 540 and 541) prior to installing the new systems.

On-Site Staging for Government Handling: The Contractor is not responsible for hauling legacy furniture off-post or disposing of it off-site.

Instead, disassembled components must be neatly organized, consolidated, and staged within a designated area inside the building as directed by the Government POC.

Transfer to Warehouse: Military personnel, operating in direct coordination with the Government POC, will take custody of the staged legacy furniture and execute its relocation/transportation to the warehouse.

Debris & Hardware Management: During disassembly, the Contractor shall collect and dispose of all loose fasteners, broken brackets, and non-reusable debris to keep walkways clear and ensure safe staging.

4.2 Professional Installation Requirements

Assembly: Unboxing, staging, assembling, levelling, and mounting all components according to the approved space-planning layout.

Utility Integration: Routing and connection of modular power whips to the building's existing base-power feeds. (Note: The Contractor shall not modify building structural electrical or data networks unless explicitly authorized).

Staging and Site Cleanup: The Contractor shall perform daily site cleaning. Upon final completion, the Contractor must gather, haul away, and legally dispose of all packaging materials, cardboard boxes, shipping pallets, plastic wrap, and related debris generated by the labor.

4.3 Operational Acceptance Testing

Upon completing assembly and electrical hookup, the Contractor must conduct an operational test.

Every workstation surface-mounted power hub, USB charging port, and electrified panel connection must be powered on and tested to demonstrate complete functionality to the Government Point of Contact (POC) before final sign-off.

4.4 Pre-Proposal Site Visit

Site Visit Coordination: A pre-proposal site visit will be coordinated for all interested vendors to inspect the physical spaces across Buildings 540 and 541 on September 16, 2026 at 1000 to verify dimensions, assess local facility layout constraints, and review structural electrical layouts prior to bidding.

Registration and Scheduling: The specific date, time, and instructions for base-access registration for the site visit will be detailed in the official solicitation posting. While attendance is not mandatory, all potential offerors are highly encouraged to attend to ensure absolute accuracy in their technical submissions.

5. ACCESS CONTROL AND SECURITY INSTRUCTIONS

Due to the military nature of the Fort Buchanan facilities, the Contractor must adhere to strict base security controls:

Access Coordination: The Contractor must submit visitor access and vehicle clearance requests to the Government POC at least ten (10) business days prior to scheduled delivery. This is required for gate screening of commercial logistics vehicles.

Identification: All delivery, assembly, and management personnel must possess a valid, REAL ID-compliant identification card.

Escort Protocol: Contractor personnel must remain under physical escort by authorized Government representatives at all times while performing work inside the USPFO facilities.

Prohibited Items: No firearms, unauthorized photographic/recording devices, or unapproved wireless access points/broadcasting hardware are permitted on base.

6. STANDARD COMMERCIAL WARRANTY, INSPECTION, AND

ACCEPTANCE

6.1 Warranty Terms

Structural Components: The Contractor must provide a standard commercial warranty covering defects in materials, structural integrity, and workmanship for a minimum period of ten (10) years on all heavy-duty frames, desks, panels, and laminated surfaces.

Electrical Components: Electric power strips, base feeds, and integrated USB/power modules must be warranted for a minimum of three (3) years.

Remedy: The Contractor must repair or replace any defective components at no additional expense to the Government (inclusive of shipping, parts, labor, and transport) throughout the active warranty window. Term documentation must be delivered at acceptance.

6.2 Inspection and Acceptance

Post-installation inspection will be conducted by the Government POC.

Acceptance is predicated upon:

1. Full compliance with the detailed layout dimensions and specifications.

2. Complete and robust assembly, clean alignment, and verified structural integrity.

3. Total absence of cosmetic or mechanical defects (dents, scratches, misalignment).

4. Fully passing functional tests on all integrated electrical/utility components.

7. DELIVERY AND SCHEDULE

Delivery Window: No later than 8 to 12 weeks After Receipt of Order (ARO), to be finalized at contract award.

Phased Execution: The removal of legacy structures and the installation of new modern workstation bays must be strategically phased. This phasing will minimize operational disruption to active USPFO personnel and must be coordinated with the POC at least ten (10) business days in advance.

Work Hours: All deliveries, de-installations, and assemblies must be performed during standard business hours (08:00 – 16:00, Monday through Friday), excluding Federal Holidays, unless explicitly negotiated and approved by the

POC.

Delivery Locations: USPFO Building 540 & Building 541, Borinqueneer Road, Fort Buchanan, Puerto Rico, 00934.

8. SUMMARIZED WORKSTATION REQUIREMENT BREAKDOWN

The following table details the specific layout configuration representing the direct synthesis of the facility floor-planning and the procurement requirements:

Area Identifier

Building Configuration Type Footprint Dimensions

Required Qty

Area A 540 Executive L-Desk 72” x 108” 1

Area A-1 540 Open Team Station 72” x 108” 1

Area B 540 Private Cubicle (Enclosed) 120” x 66” 1

Area C 540 Mid-size Cubicle (Enclosed) 84” x 120” 1

Area D 540 Compact Cubicle (Enclosed) 84” x 78” 1

Area D-1 540 Semi-Private Station 102” x 96” 3

Area E 540 Shared Double Cubicle 84” x 132” 1

Area Café 540 Breakroom Cabinet 48” x 18” 1

Area Trailer 541 Private Station 360” x 240” 2

Area CIF 541 Counter 188.5” x 186”

Area Breakroom

541 Breakroom setup 228” x 192” 1