Acquisition and delivery of one (1) X-Ray Luggage Scanner in Quito, Ecuador

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RFQ Number: PR15753267

The U.S. Embassy in Quito, Ecuador, through the Bureau of International Narcotics and Law Enforcement Affairs (INL), intends to issue a Firm Fixed-Price Purchase Order for the acquisition and delivery of one (1) X-Ray Luggage Scanner in Quito, Ecuador.

1. TASKS

1. The vendor shall coordinate with INL officials and the designated point of contact to schedule delivery.
2. The vendor shall deliver, unload, and (if required) assemble all equipment at the designated delivery site in Quito.
3. The vendor shall jointly inspect delivered items with INL representatives and submit corresponding delivery documentation.

2. DELIVERABLES

• X-Ray Luggage Scanner

For more details, please refer to Appendix A.

1. Final Deliverable: 14 weeks after issuance of the purchase order.  Vendor must provide a detailed bill of materials to be verified and ratified by INL Ecuador Logistics Team at least 5 calendar days before transporting items.  The list shall include Item Description, Name of Manufacturer, Model Number, Delivered Quantity, and Unit Price.  
2. All items must be delivered at the same time.
3. Equipment and service will be delivered in Quito, Ecuador – INCOTERM DDP (Door to Door – Delivery Duty Paid).  The exact address will be provided and coordinated with the vendor, when the items are ready to be delivered. 
4. No item shall be delivered to any site until INL Ecuador sends a written authorization to the Vendor and provides the necessary information for this process.    
5. Vendor must ensure all items are prepared for safe transportation once confirmation is received and will be responsible for unloading the equipment at the delivery address. 
6. The Vendor will receive written authorization to deliver the equipment; no items can be delivered without previous authorization and coordination with members of the U.S. Embassy Team. 
7. Upon receipt of written authorization, a specific delivery date shall be established in coordination with the point of contact (POC) designated by INL.  
8. The Vendor will be responsible for any storage (spare parts, materials, machines and supplies related to maintenance) that might be incurred before delivery.   

3. REQUIREMENTS

1. Personnel: Vendor shall assign a point of contact. 
2. The Vendor shall perform the following tasks:

• The vendor shall deliver all equipment at the indicated delivery place. Please refer to section 5.
• Any incomplete, damaged, or non-compliant items must be replaced by the vendor within five (5) business days at no additional cost.
• The vendor shall set up the X-Ray Luggage Scanner, including installing necessary system and configuring settings as per the requirements in Appendix A. 
• The vendor shall train the staff on the machine’s configuration, use, and maintenance. 
• The vendor shall deliver to the Point of Contact (POC) the list of serial number of the procured product or license as per the requirements in Appendix A. 
• The vendor shall conduct full system tests before delivery. 
  • The vendor shall rectify any defects identified during quality inspection. 
  • All items must be new, unopened, and must meet or exceed the specifications detailed.  Refurbished, used, or recycled items are not acceptable.  The equipment is not a replacement for previous items donated by INL in Ecuador. 

4. RESOURCES 

1. The vendor shall provide all logistics, manpower, and equipment necessary to fulfill the delivery of the equipment.
2. INL will coordinate receipt and verification of all items upon delivery.

5. PLACE OF PERFORMANCE

Delivery Location: Rio Amazonas Ave. and Alonso Pereira Ave, Quito, Ecuador. (The exact address will be confirmed after award.)

6. SCHEDULE

1. Delivery: All materials/equipment must be delivered within fourteen (14) weeks from the date of Purchase Order issuance.
2. Completion: The project will be considered complete once all equipment have been delivered, inspected, and verified by the INL-designated point of contact. 

7. INSPECTION AND ACCEPTANCE 

1. INL officials will inspect equipment upon delivery.
2. Any defective or incorrect items shall be replaced by the vendor at no cost.
3. Acceptance will occur once materials are verified and acknowledged on site.

8. QUALITY CONTROL

1. If any equipment is found to be defective, damaged, or inconsistent with the specifications, INL may reject the delivery. Any rejected items must be replaced within five (5) business days at no additional cost.

9. WARRANTY

The Vendor shall provide at least two (2) years warranty for all items, effective upon final delivery and acceptance at the end-user’s location.

1. Warranties shall be equivalent to or more favorable than the original manufacturer’s warranty and must be fully valid, enforceable, and supported within Ecuador.
2. All Warranty terms shall include onsite service availability or clear instructions for warranty claims.
3. All logistics, importation, and administrative costs related to warranty fulfillment shall be the sole responsibility of the Vendor.

9.1 Marking and Warranty Notice (per FAR 46.706(b)(5))

1. In accordance with FAR 46.706(b)(5), the Vendor shall mark or label the delivered supplies, or provide accompanying documentation, indicating the existence of a warranty.
2. This notice must include:
   1. The warranty duration and coverage terms.
   2. The manufacturer’s contact information.
   3. The name and telephone number of the Point of Contact to be contacted in case of defects.

9.2 Warranty-Related Costs

1. All logistics, importation, or administrative costs related to warranty fulfillment shall be the sole responsibility of the Vendor. No additional charges shall be incurred by the U.S. Government or end user for warranty claims or servicing.

10. SUPPLIES AND PRICES

1. The price shall include all direct and indirect costs. The price shall not be adjusted after issuance of the Purchase Order.  
2. Offerors shall include specific details and delivery dates in their responses to this Synopsis. 
3. Manuals shall be furnished in English and Spanish languages.   
4. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. For Ecuadorian offerors only. Foreign offerors shall not include VAT in their pricing.
5. The payment method used by the Embassy of the United States of America is: 100% payment in 30 days once the goods are received and the invoice is submitted. No advance payment is considered; no payments will be made for any unauthorized supplies or services or for any unauthorized changes to the work specified herein. This includes any services performed by the vendor of its own volition or at the request of an individual other than a duly appointed Contracting Officer (CO). Only the duly appointed CO is authorized to change the specifications, terms, and/or conditions of the contract.
6. All prices shall be listed in USD.   

11. PACKING LIST

1. A packing list or other suitable shipping document shall accompany each shipment and shall include the following information:
   1. Name and address of consignor.
   2. Name and address of consignee.
   3. Government contract number (and delivery order number, if used).
   4. Government bill of lading number covering the shipment, if any; and
   5. Description of the items shipped, including item number, quantity, number of containers, and package number, if any.
   6. When shipment is completed, packing list notification must be sent via email to Quito, GSO GSOQuito@state.gov
   7. Shipping instructions will be provided to the successful supplier in a timely manner.

12. NONPAYMENT FOR UNAUTHORIZED WORK

1. No payments will be made for any unauthorized supplies or services or for any unauthorized changes to the work specified herein.  This includes any services performed by the vendor of its own volition or at the request of an individual other than a duly appointed Contracting Officer (CO).  Only the duly appointed CO is authorized to change the specifications, terms, and/or conditions of the contract. 

13. EVALUATION CRITERIA 

• Best price offered : FAR 15.101-2
• Lowest price technically acceptable (LPTA) Source Selection Process

To be technically acceptable, proposals must include, but are not limited to:

• Fully comply with the specifications outlined in Appendix A.
• Clearly indicate brand, description, model, quantity, and unit.
• Include Delivered Duty Paid (DDP) delivery terms and a defined delivery timeframe within a maximum of 14 weeks.
• Include the manufacturer’s datasheet, with the offered specs clearly highlighted.
  • Generic or unmarked datasheets will not be accepted.
• Accept Net 30 payment terms, meaning payment will be made within 30 calendar days from invoice receipt and final acceptance of all items.

Reference: FAR 15.305(a)(3)

14. CONTRACT CLAUSES

The following FAR clause is incorporated by reference:

14.1 FAR 52.212-4, Contract Terms and Conditions — Commercial Products and Commercial Services (Deviation)  

15.PROCESS SCHEDULE

1. Questions regarding this bid will be received by February 03, 2026.
2. Responses to all the questions will be provided by February 10, 2026.
3. Final offers will be received by February 18, 2026.

16. SPECIAL TERMS AND CONDITIONS

1. Equipment shall be securely packaged to prevent damage during transit.
2. The Vendor shall ensure all equipment is tested and validated prior to delivery.

17. POINT OF CONTACT

1. Direct any questions regarding this project to Valeria Rueda, Procurement Agent, at telephone number +593 99-202-8803, Email: ruedavj@state.gov, in writing to same e-mail addresses.
2. Email Subject Line Format: PR15753267: acquisition and delivery of 1(one) X-Ray Luggage Scanner in Quito, Ecuador – Quote (Vendor Name)

18. SAM REQUIREMENT  

Pursuant to FAR 4.1102, bidders are required to be registered in SAM (System for Award Management) at the time a quotation is submitted. In order to register to SAM, please follow the instructions detailed in the following link: https://sam.gov/content/home

APPENDIX A

TECHNICAL SPECIFICATIONS