SUPPLY AND INSTALLATION OF HARDWOOD FLOORS INCHIEF OF MISSION RESIDENCE, MADRID, SPAIN

Solicitation / RFP / RFQ

This document is a Request for Quotes (RFQ) for the replacement of wooden flooring in the Ambassador's residence located at Paseo de la Castellana, 48, Madrid, Spain. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Replacement of wooden floor in the Ambassador's residence.

• Bidders must follow instructions in Section J of the solicitation.

• Complete required portions of the attached document.

• The contract type and period of performance are not explicitly stated in this letter, but it is for a contract/purchase order.

• Quotations are due by June 23, 2026, before 17:00 local time.

• No quotations will be accepted after this time.

• Quotations must be in English and incomplete quotations will not be accepted.

• Proposals will be evaluated based on initial proposals, without holding discussions, though discussions may be held if needed.

• The submission must be made in MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf) file format.

• File size must not exceed 30MB per file or email.

• Bidders must complete and submit: SF-1442, Section A (Pricing), Section L (Representations and Certifications), and any additional information required in Section J.

• A site visit is scheduled for June 3, 2026, at 11:00 local time.

• Participants will meet at Calle Serrano, 75, Madrid.

• Attendance confirmation and Name/ID information must be provided to Maria Jose Moyano (moyanomx@state.gov) no later than June 1, 2026.

• Submit quotations electronically to: madridgsoprocurement@state.gov

• Not specified in this document.

• This is an invitation letter for the RFQ, with the full solicitation attached.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a cost breakdown for a specific task related to the opportunity. It details the unit costs and estimated quantities for various components of the work, specifically related to flooring and waste management.

• Item Description: Details the specific tasks, such as "Careful removal of existing floating material," "Debris removal of non-reusable or cut material," and "Supply of Junckers Solid Wood Flooring."
• Unidad: Specifies the unit of measure (e.g., sqm for square meters, ml for linear meters).
• Cost (EUR): Indicates the cost per unit in Euros.
• Total: Represents the total cost for the item (this column appears to be empty in the provided text).
• WASTE MANAGEMENT: A separate section detailing costs associated with waste management.

This cost breakdown sheet is crucial for bidders to understand the estimated costs associated with specific work items, particularly those related to flooring installation and material handling. It provides a detailed view of the pricing structure for these components, which will be essential for developing a comprehensive and competitive proposal. Bidders should use this information to inform their own cost estimations and ensure their pricing aligns with the project's expectations.

Solicitation / RFP / RFQ

This solicitation (RFQ No. 19SP5026Q0016) is for the supply and installation of wooden floors and the removal of existing floors at the U.S. Embassy in Madrid, Spain, located at Paseo de la Castellana, 48.

• Supply and installation of new wooden floors.

• Removal of existing floors.

• All labor, materials, equipment, and services are to be included in the firm fixed price.

• The work must be performed in accordance with the Statement of Work (Section B), Packaging and Marking (Section C), Inspection and Acceptance (Section D), and Deliveries and Performance (Section E).

• Contract Type: Firm Fixed Price.

• Period of Performance: Commencement within 15 calendar days after notice to proceed, completion within 60 calendar days after notice to proceed.

• Performance Bonds: Not required.

• Quotations are due by 17:00 local time on June 23, 2026, at the U.S. Embassy Contracting Office in Madrid.

• Offers must be submitted in original and 1 copy.

• Envelopes must be marked with offeror's name and address, solicitation number, and due date/time.

• Offerors must be technically qualified and financially responsible.

• Evaluation Criteria: Award will be made to the lowest priced, acceptable, responsible quoter. Acceptability will be assessed based on compliance with RFQ terms. Responsibility will be analyzed based on FAR 9.1 requirements, including ability to meet performance period, integrity, organization, experience, skills, equipment, facilities, and eligibility.

• Offerors must have an established business with a permanent address and telephone listing in Spain.

• Offerors must be able to understand written and spoken English.

• Offerors must have prior construction experience with suitable references, specifically in wooden floor installation.

• Offerors must possess necessary personnel, equipment, and financial resources.

• Offerors must be bonded and possess all permits and licenses required to do business in Spain.

• Offerors must meet local insurance requirements.

• Offerors must have no adverse criminal record.

• The solicitation includes several attachments: Scope of Work (Attachment 5), Drawings (Attachment 6), Technical Sheets (Attachment 7), and Total Cost Break-Down (Attachment 8).

• A site visit is scheduled, and participants are urged to attend.

• Value Added Tax (VAT): The Contractor shall include VAT as a separate charge, but the Embassy will request VAT exemption. If granted, invoices will be issued without VAT.

Form / Attachment / Pricing Sheet

This document provides detailed product information for Junckers Solid Hardwood Plank Floors, including specifications, product range, technical properties, surface treatments, and packing/weight details. It serves as a technical data sheet for potential bidders to understand the characteristics and options available for the flooring products.

• Product Specification: Describes the construction of the planks (tongued and grooved, bevelled edge).
• Product Data: Lists nominal plank dimensions (thickness, width, length) and tolerances.
• Product Range: Details available wood species (Oak, Black Oak), grades (Classic, Harmony, Variation), surfaces (Ultra matt lacquered, Silk matt lacquered, Nordic Oiled, Untreated), and product variants (Colours, texture, Shipsdecking, Whalebone).
• Specialty Options: Information on 'Shipsdecking' (PVC strip for expansion) and 'Whalebone/Herringbone Planks' (patterned floors).
• Technical Properties: Includes resistance to indentation (Brinell hardness), slip resistance, fire classification (EN 13501-1), thermal conduction, and heat resistance.
• Surface Treatment: Details the application process and types of finishes for lacquered and oiled options.
• Packing and Weight: Provides dimensions, pack sizes, and weight per square meter for different plank types and lengths.
• Chemical Compliance: States that Junckers wooden floors do not contain SVHC substances above 0.1%.

This document is crucial for bidders to:

• Understand the exact specifications of the hardwood flooring being offered or considered.
• Identify available product variations, grades, and finishes.
• Assess technical performance characteristics relevant to installation and use.
• Calculate material quantities and weights for logistics and planning.
• Ensure compliance with material substance regulations.

Form / Attachment / Pricing Sheet

This document contains "As Built Plans" for the Chief of Missions Residence (CMR) at the U.S. Embassy in Madrid, Spain. It is provided as Attachment #6 to the opportunity record.

• The plans detail the "Ground Floor" and "First Floor" layouts.
• Dimensions (in meters) are indicated for various spaces and features.
• Annotations and symbols denote different architectural elements and room layouts.

These architectural drawings are crucial for understanding the existing conditions and layout of the Chief of Missions Residence. Bidders should review these plans to accurately assess the scope of work, identify potential challenges, and develop detailed proposals for any related construction, renovation, or maintenance requirements associated with this opportunity.

Statement of Work (SOW)

This SOW outlines the requirements for the replacement of existing carpet and hardwood flooring with new CMR hardwood flooring on the ground and 1st floors of the US Embassy Madrid.

• Prior to Implementation: Includes a mandatory site visit and survey, obtaining approval for design and Bill of Materials, submitting a finalized Work Plan with a CPM schedule, and providing a submittal package with an Activity Hazard Analysis (AHA) and personnel list.

• Implementation: Requires area isolation and access restriction, provision of an Access Control Plan, adherence to security rules, proper storage and acclimation of materials (maintaining specific temperature and humidity levels), and worker safety information dissemination.

• Demolition: Involves reversing the construction order, starting from the highest floor, ensuring dust control, managing demolition materials, disconnecting utilities, installing auxiliary equipment, cleaning hazardous materials, and recovering reusable materials.

• Installation: Details the process for installing wood flooring up to 14 mm thick, including cleaning the subfloor, and specifies two methods: Herringbone wood installation and Floating wood floor installation. It also covers expansion joints, finishing, and specific joint types for transitions to other flooring or stairs.

• After Construction: Requires a final site work review with the COR, ensuring the site is left clean and orderly, and outlines measurement and evaluation criteria for flooring and baseboard cladding. Waste management must comply with regulations.

• Location: US Embassy Madrid, Calle de Serrano, 75, 28006 Madrid, Spain.

• Timeline: The project is to be completed within sixty (60) calendar days after the Notice-to-Proceed (NTP). This includes 30 days for manufacturing and 30 days for installation. The final deadline for all work is August 31, 2026.

• Materials must meet specific technical specifications, including acoustic insulation, fire performance, and durability.

• Adherence to various codes and standards, including OSHA, International Building Code, and NFPA 101.

• Specific requirements for material storage, handling, and environmental impact mitigation.

Solicitation / RFP / RFQ

This solicitation is for janitorial services for the U.S. Embassy Commercial Service Office located at Paseo de la Castellana, 42, Madrid, Spain. The services are to be performed on the third floor, right side of the building.

• Standard Services: Daily cleaning includes emptying wastebaskets, dusting and cleaning furniture and equipment, cleaning kitchen areas, and waste collection.

• Periodic Cleaning: Includes twice-a-week carpet vacuuming, weekly cleaning of blinds and wastepaper baskets, every ten days cleaning of supply areas, monthly cleaning of doors, cabinets, and interior windows, and quarterly cleaning of carpet tiles and office partitions.

• As Required Cleaning: Spot cleaning of carpets and rugs.

• Personnel: Contractor employees must wear clean, neat uniforms, maintain discipline, and adhere to a strict standard of conduct, including prohibitions on intoxicants, narcotics, and criminal actions. Background checks will be conducted on all personnel, taking approximately fifteen (15) days.

• Materials & Equipment: Contractor must provide all necessary janitorial supplies and equipment.

• Government Furnished Property: Contractor has the option to reject or accept Government-furnished property/equipment.

• Contract Type: Firm-fixed-price purchase order.

• Period of Performance: One base year with four (4) one-year options. Performance begins after contract award and issuance of a Notice to Proceed.

• Estimated Value: Not explicitly stated, but pricing is detailed for Base Year and four Option Years, with VAT (21%) to be priced separately.

• Submission: Offerors must submit a completed solicitation, including Sections 1 and 5.

• Evaluation: Award will be made to the lowest-priced, acceptable, responsible offeror. The government reserves the right to reject unreasonably low or high proposals. Acceptability will be determined by assessing compliance with the RFQ's technical requirements, and responsibility will be analyzed based on FAR 9.1 criteria (financial resources, ability to comply with performance period, integrity, organization, experience, skills, permits, equipment, and eligibility).

• The acquisition is listed as UNRESTRICTED.

• Insurance: Contractor must provide legally required insurance, including General Liability ($100,000/$300,000) and Property Damage ($100,000/$300,000). Workers' compensation is required for U.S. citizens or direct hires.

• Laws and Regulations: Contractor must comply with all applicable local laws, codes, ordinances, and regulations.

• Transition Plan: Within ten (10) days of award, the contractor may be required to develop a transition plan.

• Deliverables: Include General Instructions, Schedules, List of Personnel, Evidence of Insurance, Licenses and Permits, and Transition Plan.

• Quality Assurance: A Quality Assurance and Surveillance Plan (QASP) is in place, with a performance standard of no more than one customer complaint per month.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for Janitorial services at the U.S. Commercial Service located at Paseo de la Castellana, 42, Madrid, Spain. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Janitorial services are required.

• Proposals must be in English.

• Incomplete proposals will not be accepted.

• The contract type and period of performance are not specified in this letter.

• A pre-quotation conference will be held on May 7, 2026, at 11:00 AM local time at the U.S. Commercial Service.

• Prospective offerors/quoters should contact María José Moyano (moyanomx@state.gov) by May 5, 2026, at 5:00 PM local time for additional information or to arrange entry to the building.

• Quotations are due by May 19, 2026. No quotations will be accepted after this time.

• Submissions must be made electronically to madridgsoprocurement@state.gov.

• Submissions must be in MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf) format.

• File size must not exceed 30MB per email. If larger, submissions must be made in separate files attached to separate emails, each less than 30MB.

• Offerors must be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal.

• Failure to be registered in SAM at the time of proposal submission may result in the proposal being considered non-responsible.

1. SF-1449
2. Section I, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. Proof of SAM Registration