Installation of Fire-rated doors at the Chief of Mission Residence in Madrid, Spain

Solicitation / RFP / RFQ

This solicitation is for the supply and installation of fire-rated doors at the Chief of Mission's Residence located at Paseo de la Castellana, 48, Madrid. The U.S. Embassy of the United States of America is inviting quotations for this requirement.

• Supply and installation of fire-rated doors.

• Submission of specific documentation including:

  • Completed and signed OFFER portion of Standard Form 1442.
  • Completed Section A.
  • Completed Section L.
  • Additional information as required in Section J.

• The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Award will be based on initial proposals, with potential for discussions if needed.

• Quotations must be submitted electronically via the provided link: https://forms.gle/DB11xeeMN9CiJ9Xs5.

• The deadline for submission is February 11, 2026, at 16:00 hours. Late quotations will not be accepted.

• Not specified in this document.

• A site visit is scheduled for Tuesday, January 20, 2026, at 11:00 a.m. Interested parties must send names and I.D. numbers to ruizlx@state.gov to attend.

• Questions regarding the solicitation should be directed to Lydia Ruiz via email at ruizlx@state.gov before Wednesday, January 21, 2026.

Statement of Work (SOW)

To address deficiencies in existing rooms, doors, and corridors at the U.S. Embassy Madrid that do not meet updated fire safety codes or Department of State (DOS) risk mitigation guidelines. The project involves replacing existing doors with certified fire-rated assemblies, updated escape hardware, proper smoke and fire seals, and necessary finishing work.

• Site Visit and Survey: Contractor must conduct a site visit to confirm existing conditions and survey the layout before submitting a Bill of Materials (BOM) and quotation. Measurements provided are approximate.

• Permits: Contractor is responsible for obtaining any required local permits.

• Document Submittals:

  • Pre-Award: Product data, manufacturer's data sheets, shop drawings (assembly, erection, anchorage), design, bill of materials, and a finalized Work Plan with a Critical Path Method (CPM) schedule.
  • Post-Notice to Proceed (NTP): Activity Hazard Analysis (AHA) with safety plan details, selection samples, and a list of personnel for Embassy access approval.

• Implementation:

  • Area Isolation and Access Restriction: Contractor must provide a plan for isolating and restricting access to work areas, using only knowledgeable staff and complying with security rules. Existing facilities (wallpaper, floors, carpets) must be protected, with necessary replacements and final removal included. Utmost care must be taken to minimize damage to surrounding areas; any damage outside the immediate vicinity of frames will be considered negligence and the contractor will bear repair costs.
  • Furniture and Utilities: Contractor shall remove and relocate furniture and any affected electrical/data installations.
  • Door Samples: Provide door design samples for approval before renovation.
  • Pre-Construction Submittals: No construction work to begin until approvals are received.

• Specific Door Replacements:

  • Ground Floor (9 doors): Fire-rated wooden doors (EI2-60 C5 for entrance hall/other areas, EI2-30 C5 for bedrooms). Dimensions: 2030x825x55mm leaf, 90x35mm frame. Must match existing look and feel, including finish (Valspar R95C, Ode to Joy, Eggshell) and molding. Hardware includes fire-rated hinges, specific panic bar systems for entrance hall doors, and ADA-compliant brass handles. All doors require self-closing mechanisms.
  • Service Stairs (3 doors): Fire-rated metal doors (EI2-60 C5). Located at ground and first-floor service stairs. Finish: Oven-baked lacquered paint RAL 9010 (white). Hardware includes self-closing mechanisms and approved crank-only lock/panic bar systems for exit travel doors.
  • Maintenance Access Door (1 door): Fire-rated metal door (EI2-60 C5) for ground floor ceiling access. Dimensions: 1200x890mm. Finish: Oven-baked lacquered paint Gray.

• Masonry and Painting: Repair, patch, and paint walls in intervened areas with two coats of fire-rated filler/plaster and one coat of fire-retardant paint (RAL 9010 default). Surfaces must be protected.

• Disposal and Cleaning: Daily handling and disposal of debris. Final cleaning of the work area, including removal of mortar, sweeping, and transport of waste to landfill.

• Compliance with U.S. Standards (NFPA 80, NFPA 101, IBC) and Spain/European Union Standards (EN 1634-1, EN 1366-3, CTE).

• Doors must have CE marking.

• Installation by qualified professionals experienced with fire door installations.

• All work must meet legal requirements for installation, maintenance, and inspection.

• Site left clean and orderly upon demobilization.

• Testing and commissioning of the entire system.

• Project start: Within 5 calendar days after NTP.

• Final proposal design: Within 10 days of NTP.

• Work completion: No later than 110 calendar days after Design approval (includes final cleanup).

• Reporting: Weekly progress reports (if project duration exceeds one week).

• Safety Program: Contractor must submit an AHA with the bid and a written safety program plan. Compliance with US government occupational health and safety standards and Corp of Engineers Safety Manual EM 385-1-1 is required for specific activities (scaffolding, work at heights, excavation, etc.).

• Materials: All materials must be supplied by the contractor.

• Coordination: Coordinate with the Contracting Officer's Representative (COR) for reviews, approvals, and issue resolution.

Form / Attachment / Pricing Sheet

This document is Attachment 1, a "Breakdown of Price by Divisions of Specifications." It serves as a template for offerors to detail their proposed pricing for the opportunity, broken down by various construction or service divisions.

• The form requires bidders to provide pricing for 16 specific divisions, including General Requirements/Mobilization, Site Work, Concrete, Masonry, Metals, Wood and Plastic, Thermal and Moisture, Doors and Windows, Finishes, Specialties, Equipment, Furnishings, Special Construction, Conveying Systems, Mechanical, and Electrical.
• For each division, bidders must itemize costs for Labor, Materials, Overhead, and Profit, culminating in a Total for each division.
• A "TOTAL EUROS" field is provided for the sum of all divisions.
• "Allowance Items" are noted as NONE.
• A "PROPOSAL PRICE TOTAL EUROS" field is for the overall proposed price.
• A section is included for listing "Alternates" separately (not to be included in the total).
• Fields for "Offeror" and "Date" are present for submission.

This form is critical for bidders to accurately and comprehensively detail their pricing structure according to the government's specified format. It directly impacts proposal preparation and will likely be a key component in the evaluation of the opportunity's cost.

Solicitation / RFP / RFQ

This solicitation (RFQ 19SP5026Q0003) is for construction services to be performed at the U.S. Embassy in Madrid. The document outlines the requirements, terms, and conditions for potential bidders.

• The solicitation includes sections covering Price, Statement of Work, Packaging and Marking, Inspection and Acceptance, Deliveries or Performance, Contract Administration Data, Special Terms and Conditions, Contract Clauses, List of Attachments, Instructions on How to Submit a Quotation, and Evaluation Criteria.

• Specific attachments include "Breakdown of Price by Divisions of Specifications" and "Specifications with drawings and pictures."

• The work is to commence within 5 calendar days after notice to proceed and be completed within 110 calendar days.

• Performance and payment bonds are not required.

• Offers must be submitted by 4:00 p.m. local time on 02/11/2026.

• Offers providing less than 180 calendar days for Government acceptance will be rejected.

• The contract type is not explicitly stated but is indicated as "Negotiated (RFP)" in Section 2.

• The estimated contract value is anticipated to be between $25,000 and $100,000.

• The performance period is 110 calendar days after notice to proceed.

• Quotations must be submitted electronically via the provided link: https://forms.gle/DB11xeeMN9CiJ9Xs5.

• Each quotation must include Volume I (Completed RFQ, Attachment 1) and Volume II (Performance schedule and Business Management/Technical Proposal).

• Evaluation will be based on the lowest priced, acceptable, responsible quoter.

• The Government reserves the right to reject quotations that are unreasonably low or high.

• Offerors must be technically qualified and financially responsible.

• Specific qualifications include understanding English, having an established business in Spain, demonstrating construction experience, possessing necessary personnel and resources, holding required licenses and permits, meeting insurance requirements, having no adverse criminal record, no conflicting political/business affiliations, and being registered in SAM.

• The North American Industry Classification System (NAICS) code is 2361, with a small business size standard of $47.0 million.

• A site visit is scheduled for Tuesday, January 20, 2025, at 11:00 a.m. at Serrano, 75, Madrid.

• The Contracting Officer's Representative (COR) is Cristina Rodríguez – Facilities Manager.