REPLACEMENT OF CEILINGS IN CHANCERY BUILDING

Solicitation / RFP / RFQ

This document is a Request for Quotes (RFQ) for the replacement of legacy ceilings and installation of drop ceilings at the U.S. Embassy in Madrid, Spain. The U.S. Government intends to award a contract/purchase order to the responsible company offering the lowest acceptable price, potentially based on initial proposals without discussions, though discussions may be held if necessary.

• Replacement of legacy ceilings.

• Installation of drop ceilings.

• Submission of required portions of the attached document.

• Not explicitly stated, but implies a contract/purchase order award.

• Quotations are due by February 20, 2026, at 17:00 local time.

• Submissions must be in English.

• Incomplete quotations will not be accepted.

• Quotations must be submitted electronically to madridgsoprocurement@state.gov.

• Accepted file formats: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (PDF).

• File size limit: 30MB per file. Larger submissions must be sent in separate files, each under 30MB.

• Award will be based on acceptable offer at the lowest price.

• Offerors must be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to proposal submission. Failure to register may result in the proposal being considered non-responsible.

• A site visit is scheduled for February 3, at 11:00 at Calle Serrano, 75, Madrid. Participants must confirm attendance by January 31, 2026, by providing Name and ID information to Maria Jose Moyano at moyanomx@state.gov.

• Required submission items include: SF-1442, Section A (Pricing), Section L (Representations and Certifications), additional information as required in Section J, and Proof of SAM Registration.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 total costbreakdown.xlsx", appears to be a pricing sheet or cost breakdown template. It outlines estimated quantities and line items for various tasks related to CLIN 1, CLIN 2, and CLIN 3. Bidders are responsible for taking their own measurements, and no price adjustments will be made for errors in bidder measurements.

• CLIN 1: TSS RELOCATION includes items such as demolition, removal and installation of false ceilings, LED screens, painting, and waste management.
• CLIN 2 involves a broader scope including demolition, removal and installation of false ceilings, adaptation of electrical installations, partition formation, LED screens, masonry work for installations, wall smoothing and painting, and baseboard/door installation.
• CLIN 3 details similar tasks to CLIN 2 but with different quantities, focusing on demolition, false ceiling work, electrical adaptations, partitions, LED screens, masonry, wall finishing, and baseboard installation.
• Each CLIN lists specific items with units (ud, pa, m2, ml) and estimated quantities.

This attachment is crucial for bidders to understand the estimated scope and quantities for each CLIN. It serves as a basis for developing their cost proposals and understanding the expected work involved in the opportunity. Bidders must use this information to prepare their pricing accurately, acknowledging that the provided measurements are estimates and they are responsible for their own measurements.

Solicitation / RFP / RFQ

This solicitation (SSP50026Q0006) is for construction services, specifically for the installation of ceilings in various areas of the U.S. Embassy in Madrid. The work includes furnishing and installing all required materials. The solicitation is a sealed bid (IFB) type.

• Installation of ceilings in the Chancery Basement.

• Installation of ceilings on the Chancery Ground floor (Supply storage, Political, ECON, MSG) and 1st floor (Meeting room, FAS, HR officer), and 2nd floor individual offices.

• Installation of ceilings on the Chancery Ground Floor for TELCO and Marines.

• Optional Line Items: CLIN 2 and CLIN 3 are optional and the government will decide whether to include them in the award.

• Value Added Tax (VAT): Contractors must include VAT as a separate charge. The Embassy will request VAT exemption, and if granted, invoices should be issued without VAT.

• Performance Period: 15 calendar days to commence work after notice to proceed, and completion within 173 calendar days after notice to proceed.

• Performance Bonds: Required within 10 calendar days after award.

• Government Acceptance Period: Offers must be valid for at least 180 calendar days after the offer due date.

• Estimated Contract Value: Between $100,000 and $250,000.

• Offer Due Date: February 20, 2026, by 17:00 local time.

• Submission: Sealed offers in original and 1 copy to the address specified in Item 8.

• Evaluation Criteria: Award will be made to the lowest priced, acceptable, responsible quoter. Responsibility includes technical qualifications, financial responsibility, past experience, and compliance with FAR 9.1.

• Site Visit: Scheduled for February 3, 2026, at 11:00 at Calle Serrano, 75, Madrid. Confirmation and attendee information required by January 31, 2026.

• Offerors must be technically qualified and financially responsible.

• Must have an established business in Spain or plans to establish one within 30 days of award.

• Must provide proof of SAM registration with UEI number.

• Must demonstrate prior construction experience with references.

• Must have necessary personnel, equipment, and financial resources.

• Must possess all required local licenses and permits.

• Must be able to obtain adequate performance security.

• Must have no adverse criminal record and no affiliations contrary to U.S. interests.

• NAICS Code: 236220, Small Business Size Standard: $45M.

• Attachments include Breakdown of Price, Statement of Work, Technical Data, Structural Report, and Drawings.

• Offerors must submit a quotation with Volume I (SF-18 and cost breakdown) and Volume II (Performance schedule and Business Management/Technical Proposal).

Form / Attachment / Pricing Sheet

This document contains architectural drawings for the United States Embassy in Madrid, Spain. It is provided as Attachment #3 to Solicitation 19SP5026Q0006.

• Basement Plan: Depicts the layout of the basement level.
• Ground Floor Plan: Shows the layout of the ground floor.
• First Floor Plan: Illustrates the layout of the first floor.
• Second Floor Plan: Details the layout of the second floor.
• CLIN Designations: Specific areas are highlighted and labeled with CLIN 1, CLIN 2, and CLIN 3, indicating their relevance to different contract line items.

These drawings are critical for bidders to understand the physical scope and layout of the project at the U.S. Embassy in Madrid. They provide visual context for the work to be performed, particularly in relation to the CLINs identified, and are essential for developing accurate proposals and understanding the construction or renovation requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment 4. Technical Characteristic Sheets," is part of Solicitation 19SP5026Q0006. It provides detailed technical specifications for the "Ledinaire Panel RC065B" product, which is likely the item being procured under the solicitation.

• Product Name: Ledinaire Panel RC065B
• Model: RC065B LED34S/840 PSU W60L60 OC 1PK
• General Information: Beam angle, color temperature, light source substitutability, driver type, optics, beam angle of the luminaire, connection type, IEC protection class, glow-wire test, flammability mark, CE mark, ENEC certificate.
• Operational & Electrical: Input voltage, frequency, power consumption (initial and average), inrush current, power factor, dimmability.
• Mechanical & Housing: Housing material, reflector material, optical material.
• Performance: Lumen output, efficacy, color temperature, color rendering index, initial chromaticity, initial power consumption, energy consumption tolerance.
• Dimensions: Length, width, height.
• Application Conditions: Ambient temperature range, performance ambient temperature, suitability for random on/off switching.
• Product Data: Product code, EAN/UPC, order code, package quantity, material number, net weight.
• Sustainability: RoHS certification.
• Acoustics: Sound absorption and sound reduction data.
• Fire Reaction: Euroclass rating.
• Other Characteristics: Thermal conductivity, humidity resistance, weight per square meter, warranty, BIM readiness.

This attachment is crucial for bidders to understand the specific technical requirements and characteristics of the lighting product being solicited. It allows vendors to verify if their proposed product meets the government's specifications and to accurately price their offer. Bidders should carefully review these technical sheets to ensure compliance and to identify any potential discrepancies or areas requiring clarification.

Statement of Work (SOW) / Performance Work Statement (PWS)

This SOW details the requirements for the removal of legacy plaster ceilings, structural anchorage upgrades, and reinstallation of drop ceilings in designated portions of the U.S. Embassy Madrid's 1950s Chancery Building. The existing ceiling system is being replaced due to fire/life safety requirements and structural, operational, and maintenance hazards.

• Demolition: Removal of existing plaster ceilings, wooden formwork, AC units, ceiling grids, and tiles. Includes dust control, debris removal, and protection of existing infrastructure.

• Structural Work: Inspection and preparation of the concrete slab, re-anchoring of mechanical, electrical, plumbing, and communication systems using specified anchors and threaded rods. Installation of Unistrut/Rail systems.

• Reinstallation: Reinstallation of the drop ceiling system to original height and alignment, including access panels. Reinstallation and verification of AC units. Matching existing embassy finish standards for tiles, trims, and visible components.

• Finishing: Removal of baseboard, creation of masonry ruts, smoothing of vertical walls, and application of washable plastic paint.

• Waste Management: Collection, segregation, storage, transportation, and disposal of all waste materials in accordance with established guidelines and regulations.

• Compliance with specified codes and standards (IBC, NFPA, ASHRAE, ANSI, Eurocodes, OSHA, OBO/SHEM, Spanish building and labor codes).

• All materials must have Class A flame/smoke ratings.

• Maintenance of clean, contained, negative pressure demolition environments and acceptable indoor air quality.

• Noisy work requires pre-coordination and approval.

• The project will commence within 15 calendar days after the Notice-to-Proceed (NTP).

• The entire work, including final cleanup, must be completed no later than 173 calendar days after NTP.

• Work is to be performed within designated portions of the U.S. Embassy Madrid's 1950s Chancery Building.

• Regular working hours are Monday through Friday, 8:30 AM to 5:30 PM, with potential for after-hours/weekend work for specific tasks (electrical shutdowns, high-noise demolition, AC unit work).

• Site visit and survey are recommended prior to submission of BOM and quotation.

• Contractor is responsible for obtaining all necessary local permits.

• Detailed document submittal packages are required before and after award, including product data, design, bill of material, work plan, demolition plan, anchoring layout, MEP/IT coordination drawings, and safety logs.

• Anchors shall be torqued per manufacturer requirements.

• All MEP and IT systems must be supported independently of the future drop ceiling.

• Electrical circuits above the work zone must be de-energized and locked out/tagged out.

• Quality verification will include visual inspection by the Post for alignment, torque, spacing, and load-bearing compliance.

Form / Attachment / Pricing Sheet

This document, "Attachment 7 Structural report.pdf," is a Ceiling Condition Assessment Report for the Chancery Post Madrid. It details the findings of a comprehensive study on the condition of non-CAA Chancery ceilings to identify potential life safety issues. The report assesses the presence and condition of formwork and plaster ceilings, noting areas where ceilings have been cut or penetrated, posing a safety risk.

• Background: Study objective, historical context, and renovation considerations.
• Findings by Area: Detailed assessment of ceiling conditions in the Basement, Ground Floor (GF), First Floor, and Second Floor, including specific rooms and areas (e.g., Old garage area, Cafeteria, FAC area, Restrooms, DT and Training Room, ECON, MSGR, POL areas, PBX).
• Specific Issues Noted:
  • Plaster ceiling thickness variations.
  • Absence or removal of formwork.
  • Cut or unanchored false ceilings, posing significant safety risks.
  • Cracks in plaster ceilings requiring inspection.
  • Demolished or replaced ceilings due to renovations.
• Sections (A-F): Technical descriptions and diagrams of different ceiling structures (beam with/without formwork, bamboo & plaster, Armstrong tile).
• Conclusion: Summary of findings, including areas requiring immediate life safety repair, recurring visual surveys (every 6 months), and general surveys (every 2 years).

This report is crucial for bidders as it outlines the current state of the embassy's ceilings, identifies specific structural and safety concerns, and details areas requiring repair or further inspection. Understanding these conditions is essential for developing accurate proposals for any related construction, repair, or maintenance work. The report highlights areas with immediate life safety risks, which would likely be prioritized in any subsequent solicitations.