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19AQMM26R0279
Response Deadline
Aug 28, 2026, 9:00 PM(EDT)42 days
Eligibility
Contract Type
Solicitation
Please see all supporting attachments. You are responsible for reading all attachments. SOW is attached. This is a 100% Small Busines Set A side. You must be designated as a Small Business under NIACS Code 238390 on Sam.gov in order to participate in this solicitation. All requested information is due August 28, 2026 5pm EST.
1.0 GENERAL
The Department of State Overseas Buildings Operations Interior Design Division requires overseas furniture installation services. This work includes installation of furniture and furnishings at an indefinite number of US Department of State (DoS) overseas facilities and may also include performing state-side warehouse trips for inspection of the furniture freight prior to being shipped overseas. There are both secure and non-secure projects with an average project range of 10-200 desks and an average installation time of 1-4 weeks. This is a 100% Small Business “set aside”.
The U.S. Government reserves the right to make multiple awards. The exact number of awarded vendors is up to the discretion of the U.S. Government. The U.S. Government may make an award at any time.
2.0 OBJECTIVE
The object of this RFI is to identify subject matter expertise of systems furniture installation, furniture project scheduling and coordination services, and furniture-trained labor to DoS overseas facilities for furniture designed and procured by the Department of State, Overseas Buildings Operations, Design and Engineering Office, Interior Design Division (DE/ID) and GA Global Acquisitions
3.0 BACKGROUND
Utilizing funds provided by overseas facilities referred to as “Post,” DE/ID specifies, designs, and procures systems furniture using Blanket Purchase Agreements (BPAs) with Allsteel, MillerKnoll, and Haworth and Open Market ancillary furniture. DE/ID provides these services for a variety of post’s requirements including adding additional desks, updating post’s furniture to current standards, or providing for post’s changing departmental functional alignments. DE/ID offers this IDIQ installation contract vehicle to post, utilizing post funds, to provide professional furniture installation services for the removal of the existing furniture and installation of the new furniture.
4.0 TASK OVERVIEW
The successful offeror shall provide the basic professional services required to install furniture procured by DE/ID and GA. This work may include additional services such as Quality Control, Product Inventory, and Pre-performance Conference as outlined below. The Contractor shall be responsible for the manpower, training, tools, making of travel arrangements, materials, and coordination and documentation time required to comply with the requirements of this contract. The performance of this contract shall be in accordance with the highest professional standards as set forth in the contract.
For each project (task order), the scope of work, period of performance, and deliverable milestones shall be set forth by the Contracting Officer and Contracting Officer’s Representative (COR). In some cases, the task order issued under this contract may include requirements for more than one service for a project. An individual task order could include any or all of the services which are outlined below. The established project milestones may be adjusted and negotiated at each phase to accurately reflect existing and predictable project conditions. Security clearance requirements will be specified for each task.
5.0 SERVICES/TASKS
The services required under this contract have been divided into basic and optional services as outlined below. Individual task orders may include any one service or any combination of services.
Basic Services
Additional Services
5.1 BASIC SERVICES – PROJECT REVIEW
Contract Review
On a project-by-project basis, the Contractor shall review all documents provided by the GA Global Acquisitions Contract Specialist, the Interior Designer and/or COR to clarify the project specific scope of work required for contract performance. The contractor shall become familiar with the existing contract documents and clarify any questions relating to statement of work, clearance requirements; reimbursable expenses; and logistical concerns. The Contractor shall establish communication protocols with the Contract Specialist, COR and the Interior Designer as the Point of Contact (POC) for the project.
Document Review
The Contractor shall review all project documents prepared by the Interior Designer, including furniture floor plans, electrical and telecom plans, specifications, and finish samples. The Contractor shall verify quantity take-offs and bills of materials (BOMs) against the floor plans; purchase orders; and packing instructions and shall identify any discrepancies or missing information.
Implementation Plan
The Contractor shall confirm and document all post-specific requirements, including Department of State regulations, host‑country regulations and conditions, post access and security procedures, working hours, local holidays, and applicable restrictions.
The Contractor shall compile a detailed travel and logistics schedule, including the proposed itinerary, work to be accomplished each day, and personnel assignments. The Contractor shall also identify and comply with all equipment and materials shipping requirements.
The Contractor shall submit electronic Country Clearance (eCC) requests to the COR at least fourteen (14) calendar days prior to deployment. Earlier submission is strongly encouraged to accommodate potential processing delays.
Deliverables
The Contractor shall, within the determined time frame as established, transmit the following materials to the COR or project lead for review and approval prior to the next phase:
5.2 BASIC SERVICES – INSTALLATION AND CLOSE OUT
The Contractor shall coordinate the installation schedule with the Contract Specialist, the OBO Interior Designer and the COR, and shall include the On-Site Post Representative (Post Management Officer, General Services Officer, or Facilities Manager) in this coordination. The Contractor shall also coordinate with the Regional Security Officer, if required.
The Contractor shall review and comply with all personnel clearance procedures, adhere to secure handling and escort requirements, and follow all post-specific security protocols. The Contractor shall obtain RSO approval before photographing any diplomatic facility.
The Contractor shall conduct an initial walk‑through with the on‑Site Post Representative to identify and document any existing damage, verify site readiness for installation, confirm access to work areas, and identify any site‑specific constraints. The Contractor shall prepare written and photographic documentation of existing conditions and submit it to the on‑Site Post Representative prior to beginning installation work.
The Contractor shall supervise and install all items specified in the task order, including systems furniture and freestanding furniture, in accordance with the drawings provided by the Interior Designer, and seismic bracing and anchorage where required.
The Contractor shall provide training to Post Facilities and General Services staff for ongoing furniture maintenance procedures, electrical distribution system maintenance, and manufacturer-specific requirements. The Contractor shall document all training provided, and training materials shall be left with Post personnel.
Upon completion of the work, the Contractor shall conduct inventory all tools, furniture keys, and storage keys; document key numbers and corresponding locations; turn over the inventory to the Project Director, General Services Officer, or Facilities Manager at Post; and obtain a signed receipt for all items turned over.
Final Inspection and Punch List
The Contractor shall prepare a comprehensive Final Trip Report summarizing all installation activities completed, final installation photographs, known issues and on-site resolutions, deviations from the schedule with explanations, and an evaluation of the installation highlighting specific problems encountered, solutions implemented, and recommendations for future projects. The Final Trip Report shall be signed by the appropriate Post official acknowledging project completion.
The Final Trip Report shall also include the final punch list, outlining any training provided; identifying items to be reordered and installed by the local team versus items already completed by contractor; and listing all outstanding items requiring follow-up.
The Contractor shall photograph typical offices and provide an overview of the complete installation. Photographic documentation shall include wide‑angle views showing the overall space, detailed shots of typical workstations, and images of special features or custom installations, as well as before‑and‑after comparisons, where applicable. As a best practice, areas to be photographed should be free of debris, and all garbage cans should be placed neatly beneath desks.
All photographs of diplomatic facilities must be authorized in advance by the Regional Security Officer (RSO). The RSO will establish controls, limits, and restrictions as necessary. Photographs of Controlled Access Areas (CAA) may only be taken by Post personnel using approved equipment and are subject to RSO approval. The Contractor shall not photograph any area without explicit authorization
Travel Expense and Reports
Using the spreadsheet format provided by OBO, the Contractor shall submit an itemized expense report for all reimbursable travel and other direct costs incurred under each task order. Expense reports shall be submitted in the format specified in the task order, and shall include supporting documentation (such as receipts, airfare itineraries, and hotel folios) as required. All reimbursable expenses shall comply with the Joint Travel Regulations (JTR) and any Post‑specific guidance identified in the task order. Reimbursement is subject to Contracting Officer approval.
Deliverables
The contractor shall transmit the following materials to the COR or OBO Interior Designer within the timeframes as noted:
Deliverable
Timeframe
Format
Weekly Reports (written and photographic)
Weekly during installation
Email (PDF with embedded photos)
Punch List (signed by Post)
Before departing Post
Email (PDF Excel Document)
Final Trip Report
Within 10 business days after returning to U.S.
Email (PDF)
Digital Photographs
Expense Report
With Final Trip Report
Within 30 business days of returning to U.S.
High-resolution JPEG file
Excel Format
See OBO Template
Note: All services outlined in this phase of work are to be completed within 18 months after execution of this contract. This includes time for Government review of submittals.
5.3 OPTIONAL SERVICE – QUALITY CONTROL
"As a USG option, this phase provides for an independent review of the installation of quality assurance on projects where a non-USG installation subcontractor has been used by the General Contractor. Contractor is tasked to provide a furniture installation technician certified for the current furniture system product used by DOS. The contractor shall review the documentation provided to become familiar with the project requirements. The Contractor shall direct any coordination questions or requests for clarification through the COR or OBO Interior Designer.
If required, the Contractor shall accompany the OBO Interior Designer to the project site to inspect and report on the furniture installation, schedule to coordinate with the project completion.
Contractor shall inspect and certify that furniture, requiring assembly, has been installed in compliance with the manufacturer's directions, and that the distribution of power/data/telephone and lighting systems meet code.
The Contractor shall complete a punch-list which identifies furnishings that have been incorrectly installed, missing parts or damaged. The punch-list shall include digitized photographs and written reports to document each deficiency.
The Contractor shall prepare a report summarizing the findings for Project Acceptance and Turnover. The report should include a BOM for any items requiring replacement or identified as requiring parts. The report shall include instructions for the correction of any deficiencies identified. The report should be submitted within ten (10) working days after their return to U.S.
5.4 OPTIONAL SERVICE – PRE-SHIPMENT INVENTORY
Verify all items for quality, quantity, and condition (as per contract documents) and packaging and crating as required for overseas transport.
Check that any delivered items which are deficient, wrong item, or poor/irreparable quality of workmanship according to Purchase Documents/Contract Documents. Annotate any item(s) which may be deficient in any of the above, Notify OBO Interior Designer of any irregularities.
Deliverables
The Contractor shall transmit the following materials to the OBO Interior Designer within seven (7) days of departure from CRP.
5.5 OPTIONAL SERVICE – PRE-PERFORMANCE CONFERENCE
At the direction of the OBO Interior Designer, the Contractor may be required to travel to Arlington, Virginia for a Pre-Performance Conference/Orientation meeting. When required, the government shall provide ten (10) working days advance notice to the Contractor. The Contractor shall bring all plans, drawings, blueprints related to the project for review and discussions.
IMPORTANT NOTE: THE CONTRACTOR SHALL NOT TRAVEL TO ATTEND A PRE-PERFORMANCE CONFERENCE WITHOUT A FUNDED TASK ORDER ISSUED TO THE CONTRACTOR BY THE CONTRACTING OFFICER FOR SUCH TRIPS.
6.0 CONTRACTOR PERSONNEL
6.1 QUALIFIED PERSONNEL
The contracting company shall have at least 5 years' experience managing complex government furniture installation projects and working with Allsteel, MillerKnoll and Haworth systems furniture. All hired furniture installers must be able and willing to fully understand the furniture manufacturer's assembly instructions in full.. Experience working on projects installing furniture overseas is preferred. Must demonstrate a working knowledge of industry-wide practices for personnel to perform the requirements in the Statement of Work. Must demonstrate ability of staff and provide qualified backup or replacement personnel. Must describe a working knowledge of industry-wide shipping and warehousing practices and procedures.
Contractor must obtain and maintain a Secret Facility Clearance issued by Defense Counterintelligence and Security Agency (DCSA) for period of performance.
In order to be eligible to perform under this contract, the successful offeror(s) must possess or be able to obtain a Department of Defense (DoD) Secret facility clearance (FCL), issued in accordance with the National Industrial Security Program Operating Manual (NISPOM), DoD 5220.22-M. Specifically designated personnel assigned to this contract must also possess a Secret personnel security clearance issued by the Defense Counterintelligence and Security Agency (DCSA). Subcontractors who require access to classified information must also possess a DoD Secret FCL. All offerors will be required to comply with security requirements as detailed in the NISPOM.
If a selected offeror does not possess the necessary FCL, the Department of State will sponsor the uncleared firm for an FCL. Sponsorship does not guarantee that the firm will receive the clearance. A period of 120 days from selection of the final offeror will be allowed for this uncleared offeror to obtain the necessary FCL. After this period the Government may, at its discretion, consider awarding the contract to another firm or awarding fewer than 1 contract under this effort. Firms that form joint ventures must also comply with the above FCL and personnel security clearance requirements.
6.2 KEY PERSONNEL
The Project Manager shall have a minimum 5 years' experience working on overseas furniture installation projects; have worked on projects installing furniture overseas; be familiar with building codes, accessibility guidelines, and life safety requirements; and be able to communicate any onsite installation issues with the OBO Interior Designer and/or COR. Project Manager should be capable of coordinating furniture whips and electric components with electrical and telecom infrastructure existing within the space.
The Installation Chief shall have a minimum 5 years' experience in the furniture installation industry and have worked on projects installing furniture overseas. Installation Chief should be (1) capable of coordinating furniture whips and electric components with electrical and telecom infrastructure existing within the space.
The installers at a minimum shall have at least 2 years' experience in the furniture installation industry. Installers should be capable of coordinating furniture whips and electric components with electrical and telecom infrastructure existing within the space.
Key Positions
7.0 PERFORMANCE REQUIREMENTS
The Contractor must deliver all required reports on a timely basis as outlined by the contract deliverables.
During transport and staging, the Contractor shall implement proper site protection measures, including floor protection in all work areas, corridors, and elevators; furniture covers; wall and door frame protection; and elevator padding and protection. The contractor shall reimburse the Department of State for costs associated with damage caused by the installers and any repairs due to the installation effort. The contractor will be responsible for any damage to the building which occurs during delivery and installation including doorways, walls, flooring, stairwells, elevator space, as well as other internal and external building features. It is incumbent upon the selected contractor to identify any existing damage to the building by means of a pre-installation and delivery walk-through and daily submissions of checklists to the designated Post Representative onsite.
The contractor shall clean up and dispose of waste materials or trash in accordance with federal regulations and follow the instructions provided by Department of State. The selected contractor shall keep the job site clean, including staging and storage areas, and free from accumulation of waste material or trash daily. Prior to completion of the work, the selected contractor shall remove from the vicinity - all packing, trash, unused materials and other materials like belonging to the selected contractor or used under the selected contractor's direction.
7.1 ACCEPTABLE QUALITY LEVELS
Accurate complete and/or timely reports are crucial and required by the Government for the success of Department of State's Furniture Installation. The following criteria are established to ensure the contract payment in full is made only for services provided in accordance with the terms and conditions of this contract.
Acceptable quality levels (AQL's) are the number of times the Government will tolerate receiving incomplete, inaccurate and/or late reports or unclean work areas. The contractor shall give the Government a credit for failure to adhere to the terms and conditions of the contract.
7.2 MINIMUM LEVEL OF ACCEPTABLE PERFORMANCE
Work shall be considered complete at 100% when: All required reports are delivered on time per the task order schedule and work areas contain no more than two (2) instances of visible debris per task order.
7.3 CREDIT TO GOVERNMENT FOR LESS THAN MINIMUM ACCEPTABLE PERFORMANCE
If reports are late by 5 business days or less 5% shall be deducted per late report; if late more than 5 days, 10% shall be deducted per late report.
If work areas are not left free of debris more than 2 times per task order 5% shall be deducted per incident.
All percentage deductions are calculated against the total value of the specific task order in which the deficiency occurred. Multiple deficiencies within a single task order will result in cumulative deductions. The Government reserves the right to terminate a task order for cause if deficiencies exceed twenty-five (25%) of the task order value.
8.0 INCORPORATION OF CONTRACTOR’S TECHNICAL PROPOSAL
The Contractor shall perform this contract in accordance with its technical proposal dates and any revisions thereto submitted in response to the solicitation.
The Contractor's technical proposal is incorporated by reference and hereby made subject to the provisions of the "Order of Precedence" clause in this contract. Under the "Order of
Precedence" clause, the contractor's technical proposal shall follow "the specification" in order of precedence.
9.0 SEISMIC REQUIREMENTS
The Contractor shall provide seismic bracing and/or anchorage to all 1 -meter high and taller bookcases, and file and storage cabinets for installations in regions of high seismic risk. OBO considers these regions as being equivalent to seismic zones 3 and 4 of the 1997 Uniform Building Code (UBC). Under the provisions of the 2012 International Building Code (IBC), the same requirement applies to installations in building structures assigned a Seismic Design Category D, E, or F.
Prescriptive seismic bracing details acceptable to OBO can be found in the Federal Emergency Management Agency (FEMA) Publication E-74. The Contractor shall, for aesthetic and maintenance reasons, make every attempt to conceal the steel angles specified in this publication from view by installing them inside (or behind) the units where possible. Commercially available anchorage hardware such as those manufactured by WorkSafe Technologies and others that are of equal or higher holding strength than the connections shown in FEMA Publication E74 are also acceptable.
Alternatively, the Contractor has the option to engage a seismic consultant and prepare their own bracing details. If this option is chosen, the Contractor-prepared details shall satisfy the applicable provisions of Chapter 13 of the 2010 American Society of Civil Engineers' "Minimum Design Loads for Buildings and Other Structures" (ASCE 7-10), especially those relating to Architectural Components. Use Table 13.5-1 for the purpose of applying the ASCE 7-10 provisions to the bracing connection designs. This option also requires the submission of bracing details and supporting seismic calculations to OBO for review and acceptance prior to fabrication and installation.
Refer to the individual task orders SOW for seismic hazard exposure specific to that installation site. Table 1609 of the 2015 OBO-ICS may also be consulted if this information is not provided in the individual installation SOW. Contact OBO for clarification in case of discrepancy between the SOW and the OBO-ICS Table 1609."
10.0 INSURANCE
The Contractor shall provide worker’s compensation insurance in accordance with the Defense Base Act (DBA) for all covered employees performing work under this contract outside the United States. The Contractor shall comply with the requirements of FAR 48 CFR 28.309 and regulations at 20 C.F.R. Parts 701–704, all U.S. government contractors and subcontractors must carry DBA insurance for employees working overseas, regardless of nationality. The Contracting Officer shall include the clause at 48 CFR 52.228‑3, Worker’s Compensation Insurance (Defense Base Act), in all applicable subcontracts. Proof of required DBA coverage shall be provided to the Contracting Officer prior to commencement of any overseas performance. The contractor is responsible for providing a DBA cost estimate and must provide a price breakout based on the applied DBA rate and each project.
11.0 DEFINITIONS
Certain terms used in this contract are defined in this sub-section. Definitions and explanations included in this sub-section govern, unless defined with more detail in other sections of this contract.
A/E/C — Architect/Engineer/Contractor
Contracting Officer — A Government employee with the authority to enter into, administer, and/or terminate contracts and orders and make related determinations and findings.
Contracting Officer's Representative (COR) — A Government employee who has been designated by the Contracting Offer in writing to take certain actions for the Contracting Officer under this contract. Such designations shall specify the scope and limitations of the authority so delegated.
CAA+ — Those areas of the building requiring the highest levels of protection where particularly sensitive or compartmentalized information may be handled, stored, discussed, or processed.
CRP (Consolidated Receiving Point) —A Department of State run facility where multiple shipments are received, verified against shipping documents, consolidated, and prepared for onward shipment to the overseas Post.Task Order — In the context of this contract, the term 'Task Order' is defined as an order for supplies or services placed against an established contract or with Government sources. Each Task Order will be identified with a specific number that will be prepared by the Government and issued only to the Prime Contractor selected for award of this contract.
DOS Department of State
FPS-140 (should read FIPS 140-2) — This is the National Institute of Science and Technology's
(NIST) standard for the Requirements for Cryptographic Modules, May 25, 2001 "Federal Information Processing Standard
FTP — File Transfer Protocol (Computer Term)
Furniture and Furnishings (F&F) — In relation to DOS facilities, the term refers generally to
Government-Furnished system and freestanding furniture, along with associated accessories.
ID — Interior Design Division (of the Overseas Buildings Operations)
OBO — Overseas Buildings Operations (of the Department of State)
SSL — Secure Socket Layer (Computer Term)
USG — United States Government
IBC — International Building Codes
ICS — International Code Supplements
WOSB — Women-Owned Small Business
12.0 REQUEST FOR PROPOSALS (RFP)
For each project-specific task order, the Contracting Officer will provide IDIQ contract holders with a Request for Proposal (RFP) containing: Project-specific Statement of Work, Location and facility details, and Period of performance. Deliverable due dates to include Security clearance requirements, evaluation criteria, proposal due date, and OBO point of contact.
12.1 PROPOSAL REQUIREMENTS
The Contractor shall submit a proposal for each task order RFP that includes a Technical Approach, understanding of requirements, and risk mitigation strategies.
12.2 PRICING
The Contractor shall provide a line‑item proposal showing labor by personnel type and hours, broken down by labor rate per fiscal year, installation materials costs, reimbursable expenses, profit, and overhead. All line items shall be firm‑fixed‑price, except reimbursable travel and training expenses. Reimbursable expenses shall be listed by category and shall be proposed and reimbursed in accordance with the Joint Travel Regulations (JTR) and any Post‑specific guidance identified in the task order. Refer to OBO standard expense report template for more details. In order to be reimbursed for DBA insurance contractors will need to provide proof of DBA coverage and provide a prorated price based on receiving two installation projects a year.
Please note that proposals will be evaluated amongst other contract holders based on the best value to the Government. Technical approach out ways price, but price is always heavily considered.
Contracting Officer: Charlotte Cameron (Charlotte Witzke)
CameronCR@state.gov
Charlotte Cameron
DEPARTMENT OF STATE
DEPARTMENT OF STATE
ACQUISITIONS - AQM MOMENTUM
ACQUISITIONS - AQM MOMENTUM
US DEPT OF STATE, 2201 C ST NW
WASHINGTON, DC, 20520
NAICS
Other Building Finishing Contractors
PSC
INSTALLATION OF EQUIPMENT- FURNITURE
Set-Aside
Total Small Business Set-Aside (FAR 19.5)