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

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ Number: PR15753267, concerning the procurement of an X-ray machine for the U.S. Embassy in Quito.

• Manufacturer/Model: Quotations should be based strictly on performance specifications in Appendix A, not a preferred manufacturer or model.
• Technical Requirements: Minimum technical specifications are detailed in Appendix A. Equipment must meet or exceed these, including tunnel dimensions, conveyor speed, penetration levels, resolution, and functional capabilities.
• 3D Image Functionality: No additional image display functionality beyond what is listed in Appendix A of the SOW is required.
• Machine Type: A dual-view X-ray machine is required to generate images from two angles.
• Belt Height Correction: The requirement for belt height has been corrected to "At least 654 mm | 25.7 inches."
• Peripherals: One (1) meter roller tables are required for both the input and output sides of the X-ray machine.
• Warranty: A minimum two (2) year warranty is required, effective upon final delivery and acceptance, with onsite service availability or clear warranty claim procedures in Ecuador. Specific service hours are not prescribed, but service must be provided within commercially reasonable timeframes.
• INCOTERMS: Delivery will be performed under INCOTERM DDP (Delivered Duty Paid), meaning the Offeror is responsible for all costs and risks, including transportation, customs clearance, and import permits.
• SCAN Operating License: The U.S. Embassy does not currently hold an active SCAN operating license for operations in Ecuador.
• Delivery Timeframe: All equipment must be delivered within fourteen (14) weeks from the Purchase Order issuance date. This timeframe includes delivery, unloading, installation, system configuration, testing, and readiness for inspection and acceptance.

This Q&A document clarifies technical specifications, corrects an error, specifies required peripherals, and confirms delivery terms and timelines. Offerors must ensure their proposals align with these clarifications, particularly regarding the dual-view requirement, roller tables, and the 14-week delivery and installation period.

Amendment / Modification

This amendment (A001) to the solicitation modifies the process schedule:

• Questions regarding the bid will now be received by February 03, 2026.

• Responses to all questions will be provided by February 25, 2026.

• Final offers will be received by March 11, 2026.

• Section 15, Process Schedule.

• The deadline for final offer submissions has been extended to March 11, 2026.

• All other terms and conditions remain the same.

Solicitation / RFP / RFQ

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

• Deliverable: One (1) X-Ray Luggage Scanner.

• Final Deliverable: Within 14 weeks after issuance of the purchase order.

• Bill of Materials: Vendor must provide a detailed bill of materials for verification at least 5 calendar days before transporting items.

• Delivery Terms: Door to Door – Delivery Duty Paid (DDP) to Quito, Ecuador.

• Equipment Condition: All items must be new, unopened, and meet or exceed specifications. Refurbished, used, or recycled items are not acceptable.

• Setup & Training: Vendor must set up the scanner, configure settings, and train staff on its use and maintenance.

• Testing: Vendor must conduct full system tests before delivery and rectify any identified defects.

• Warranty: A minimum of two (2) years warranty is required, including onsite service availability or clear instructions for warranty claims.

• Technical Specifications: Detailed technical specifications are provided in Appendix A, covering characteristics, dimensions, and electrical requirements.

• Contract Type: Firm Fixed-Price Purchase Order.

• Period of Performance: Delivery within 14 weeks of purchase order issuance.

• Pricing: Prices must be in USD and include all direct and indirect costs. Value Added Tax (VAT) is handled separately for Ecuadorian and foreign offerors.

• Questions Deadline: February 03, 2026.

• Responses to Questions: February 10, 2026.

• Final Offers Due: February 18, 2026.

• Evaluation Criteria: Lowest price technically acceptable (LPTA) Source Selection Process.

• Technical Acceptability: Proposals must fully comply with specifications, clearly indicate item details, include DDP terms and a 14-week delivery timeframe, provide manufacturer datasheets (generic/unmarked not accepted), and accept Net 30 payment terms.

• SAM Registration: Bidders are required to be registered in the System for Award Management (SAM) at the time of quotation submission.

• Payment Terms: 100% payment in 30 days after goods receipt and invoice submission. No advance payment.

• Point of Contact: Valeria Rueda, Procurement Agent, at +593 99-202-8803 or ruedavj@state.gov.

• Email Subject Line Format: PR15753267: acquisition and delivery of 1(one) X-Ray Luggage Scanner in Quito, Ecuador – Quote (Vendor Name).