Attachment A - Request for Quote.pdf

INL/Columbia 191NLE26Q0060 Request for Quote

Handheld X-Ray Imaging Systems for DIRAN

SECTION 1

SOLICITATION CONSIDERATIONS

1.1 SYSTEM FOR AWARD MANAGEMENT

This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to FAR 4.1102 and other applicable regulations and guidelines. Information can be found at www.sam.gov.

1.2 UNAUTHORIZED DISCLOSURE

The Contractor and its employees shall exercise the utmost discretion concerning all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer.

All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use and become the exclusive property of the U.S Government. Furthermore, no article, book, pamphlet, email, recording, broadcast, speech television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

See FAR 3.104 for additional information.

(Rest of Page Intentionally Left Blank)

SECTION 2

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS/RESPONDENTS

SUBMISSION INFORMATION PERTAINING TO REQUEST FOR QUOTE

2.1 INFORMATION TO CONTRACTOR

Contractors are reminded that information furnished under this Request for Quote (RFQ) may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business or that contain trade secrets or proprietary or personnel information must be clearly marked. Marking of items shall not necessarily preclude disclosure when Department of State (DOS) determines disclosure is warranted by FOIA. However, if such items are not marked, all information contained within the submitted documents shall be deemed releasable.

2.2 QUESTIONS CONCERNING THE REQUEST FOR PROPOSAL

Offerors are warned against contacting any INL personnel other than the Contracting Officer and Contract Specialist prior to award of the Contract resulting from this RFQ. If such a contact occurs and found to be prejudicial to competing vendors, the vendor making such a contact may be excluded from award consideration.

2.3 CONTRACTOR RELATIONSHIPS

The Department of State (DOS) encourages the use of subcontractors. In addition, the Department requires that any potential Organization Conflict of Interest be identified in the proposal to ensure proper firewalls established prior to award.

2.4 MULTIPLE PROPOSALS/ALTERNATIVE SOLUTIONS

Contractors shall not submit, nor shall the Government accept or evaluate, multiple proposals offering alternative solutions. Contractors shall not submit, nor shall the Government accept or evaluate, multiple solutions within one proposal.

2.5 PERIOD OF ACCEPTANCE OF OFFERS

Contractors shall agree, if the proposal is accepted within ninety (90) calendar days (unless a greater period is inserted by the contractor) from the date specified in the solicitation for receipt of proposals, to furnish any or all of the requirements upon which prices are proposed at the price set opposite each item, performed and/or delivered at the designated point(s) within the time specified.

2.6 SPECIFIC SUBMISSION INSTRUCTIONS

Quotes MUST include the following in a separate Attachment to be considered compliant:

• PRICE: unit and extended prices, in USD.

• DELIVERY DATE: Proposed delivery date.

• DESCRIPTION: Description/nomenclature of the item being quoted; product literature may be provided. Quotation must demonstrate compliance with all required features.

Also include description of warranty terms.

• PAST PERFORMANCE: A list of at least three (3) contracts of similar or superior characteristics to those of this project, with a value greater than USD $50,000 each. The list shall include contact information (name, organization, email, and phone) and limited to no more than five (5) references.

• PICTURES: Pictures or catalog of items quoted should be sent as attachment but are not required.

SECTION 3

STATEMENT OF WORK (SOW)

3.1 BACKGROUND

The mission of the Bureau of International Narcotics and Law Enforcement (INL) is to minimize the impact of international crime and illegal drugs on the United States, its citizens, and partner nations by providing effective foreign assistance and by fostering global cooperation. A key component of this mission in Colombia is assisting the Colombian Counter Narcotic Police (DIRAN) in establishing capable and effective inspections to export cargo where drugs can be hidden by the drug trafficking organizations. DIRAN works 24/7 inspections at all Colombian seaports and international airports where portable X-Ray scanners become a very useful tool for inspecting boxes and different type of cargo before it is approved for up loading in container vessels and cargo airplanes. These devices are also used for inspecting air carriers leaving Colombia where drugs are usually placed by the traffickers, and for inspecting vehicles where drugs or other contraband can be in hidden compartments.

3.2 TECHNICAL SPECIFICATIONS

Line # Description Qty Unit of

Measure

1 Supply of Handheld X-Ray backscatter and transmission imager as per detailed specifications found in section 3.2.1 of this SOW. 23 EA - each

2 Delivery of operator level courses for up to twenty (20) students.

As per detailed specifications found in section 3.2.2 of this SOW. 3 EA - each

Two year warranty on each of the supplied Handheld X-Ray scanners, as per detailed specifications found in section 3.2.4 of this

SOW.

LT - Lot

4 Shipping charges from vendor to INL Freight Forwarder in Miami, Florida, USA. 1 LT - Lot

3.2.1 Supply of Handheld X-Ray Scanners. Line Item 1: Quantity: 23 The awarded vendor must deliver a total of twenty three (23) handheld X-Ray backscatter and transmission imager systems designed for security inspections, which design must meet radiation safe security standards (low radiation leakage) and meet or exceed the following salient technical specifications:

• Backscatter and transmission features must be integrated on same device for allowing maximum flexibility of surfaces to be scanned in search of drugs, weapons or contraband placed in hidden compartments.

• Each of the supplied handheld X Ray imaging systems must include all accessories for efficient Backscatter and Transmission scanning, including any panel needed for Transmission scanning.

• Designed to operate wireless under hard environmental conditions of temperature and humidity existing in the tropic.

• 140 KeV or higher power X-Ray generator

• 8mm or higher steel penetration

• Internal storage of 50,000 or more X-Ray scans, plus online storage

• Connectivity to Wi-Fi, Bluetooth

• Full HD color screen 7 inches or bigger. Touch screen preferred but not mandatory

• Li-Ion Rechargeable battery for 4 or more hours of standard use

• Qty one (1) 110/220V AC battery charger and power cord for battery charging

• Qty one shoulder strap

• Qty one (1) Lockable waterproof IP54 certified carrying case, or similar designed for safe transporting of the device and all required accessories.

• User's manual

3. 2.2 Delivery of operator level training. Line Item 2: Quantity: 3 The awarded vendor must deliver three (3) operator level courses for operators of the Colombian Counter Narcotic Police (DIRAN). All courses must be delivered in person, in Spanish language or with support of interpreters. In the event interpreters are necessary, all their expenses must be covered by the awarded vendor.

All training must be delivered by OEM certified instructors. The awarded contractor must show INL written proof of the instructor's OEM qualification or certificates, no later than 3 working days before delivery of training.

Each of the three operator level courses must cover the same topics and include the same type of practical exercises, so all students attending the course through the country can get a standardized level of training.

Each of the three operator level courses must have a duration of sixteen (16) hours of training.

The totality of the hours must be covered in two days, 50% of the hours must be used for theoretical training and remaining 50% for practical exercises, in the correct use of the equipment and troubleshooting any technical issues the operator may face through its operation.

Each of the three operators level training must allow up to twenty (20) students. The awarded contractor must provide printed operator's level manuals to each student attending training. This training material must be written in Spanish Language, and must include all aspects taught in training, as well as a check list for proper care and operation of the equipment.

The awarded vendor must deliver operator level training at CNP DIRAN facilities within the following three cities in Colombia, South America: Bogota, Santa Marta, and Buenaventura. All instructor's travel expenses for delivering training at these three cities must be covered by the awarded vendor, as well as any necessary logistics for delivering training (i.e. projectors, white boards, dry erasers, etc). It is the total responsibility of the awarded contractor to have and/or coordinate all necessary logistics for delivering training. The CNP DIRAN at each city may assist with their training scenarios, upon availability, but the awarded contractor must coordinate in advance to confirm compatibility and availability.

The awarded vendor must deliver the first required training course no later than thirty (30) calendar days after the X-Ray scanners arrive in Colombia and are in the hands of the CNP DIRAN, and the last course must be delivered no later than sixty (60 ) calendar days from delivery of first course. The awarded vendor must provide each student with a certificate of attendance for this training indicating the number of hours trained.

As a minimum the training shall cover the following topics:

• Basic theory of backscatter and transmission X-ray technology

• Safety measures and precautions applicable to the use of this specific type of X-Ray devices

• Equipment characteristics

• Operational recommendations for technical use of the equipment

• Operation and functionality tests

• Information and images administration

• Basic operator's maintenance and safety measures

3.2.3. DELIVERY (SHIPPING AND HANDLING INSTRUCTIONS) Line item 4, quantity: 1

The awarded contractor is responsible for the delivery of all X-Ray handheld scanners from contractor's/manufacturer facility to the INL Freight Forwarder in Miami, FL. USA. Delivery of all X-Ray handheld scanners must be completed no later than sixty (60) calendar days after awarding of the purchase order by the INL Contracting Officer.

Freight Forwarder Information and POC:

Richard Issa Operations Manager Goldbelt Security, LLC 10800 NW 21st Street, Suite 100 Miami, FL 33172.

richard.issa@goldbelt.com

The awarded contractor shall consolidate the entire shipment to prevent loss and misdirection.

The contractor, upon notification, shall replace any lost or damaged items during shipment.

The items being acquired shall be donated to the government of the ultimate destination, Colombia. The awarded contractor shall ensure that all items are prepared for safe shipment and include all necessary export approvals, required material data safety sheet, licenses, and paperwork. One copy of the packing list and commercial invoice must accompany the shipment, attached to the outside of the “lead” or number one box/carton/package, or individually attached to the outside of each box/carton/package.

Marking and packing guidelines.

All boxes shall be marked clearly as follows:

EMBAJADA DE ESTADOS UNIDOS BOGOTA, COLOMBIA- INL

C/O Goldbelt Specialty Services Warehouse Bogota, Colombia Order No. (Insert) Box #__ of __ (if applicable) ATTN: INL/Colombia (Improperly marked shipments may be rejected by the Government

Please note:

All orders are ultimately intended for an overseas destination. If the shipment contains wood packaging material, the packing and palletizing must conform to the International Standard for Phytosanitary Measures Publication No. 15: “Guidelines for Regulating Wood Packaging Material in International Trade” (ISPM 15) and have the appropriate markings indicating that the packing materials meet this standard. Any deliveries arriving at our indicated domestic delivery address that do not meet these standards

All items purchased through this procurement process will be donated to the Colombia National Police

Are Partial Deliveries accepted? No, Shipping to delivery address includes loading at contractor’s facilities and unloading at the designated location.

3.2.4. WARRANTY. Line Item 3. Quantity: 1

All procured items shall be covered by two or more-year standard warranty.

Warranty period will start from the date the procured items are delivered in the delivery address in U.S. as stated above.

When any of the materials fails in its performance during the warranty period, the vendor will replace them at no additional cost for the U.S. Embassy.

• The offeror must provide within 15 days of notification of a warranty action the required information to facilitate shipping of warranty items to manufacturer.

• During the warranty period, the contractor must respond to any technical requests over the phone or e-mail within two hours. During the warranty period, the contractor must repair the equipment to operational condition in a maximum response time of 48 hours, at the site of the request

• In the event a device is returned after completing corrective maintenance performed as part of contracted warranty, delivery back to INL fright in Maimi, or to CNP DIRAN in Colombia, it will be the awarded contractor's responsibility.

3.3 TYPE OF CONTRACT

This is a Firm-Fixed Price (FFP) purchase order. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor, or because of the Contractor’s failure to properly estimate or accurately predict these prices or difficulty of achieving the results required by this contract. The price will not be subject to adjustment after award nor will be adjusted on account of fluctuations in the currency exchange rates.

3.4 CUSTOMS CLEARANCE AND TAX EXEMPTIONS

The U.S. Government will not reimburse the contractor or any sub-contractors VAT or IVA under this contract. The prices set forth in this contract and quoted by the contractor shall and are exclusive of all taxes and duties from which the U.S. Government is exempt by virtue of the Cooperation Agreement between the U.S. Government and the Government of Colombia. Upon request, INL Bogota will provide the required exemption letter.

3.5 INSPECTION AND ACCEPTANCE

The final inspection and acceptance of ALL items shall be performed by the U.S. government upon their arrival at Delivery address. The payment(s) to the contractor shall be made following satisfactory inspection and acceptance of products by the office of INL in Colombia. If item does not fulfill requested technical specifications, INL Bogotá will return the items to vendor’s location. Vendor shall evaluate and replace returned items with no transportation cost to INL.

The payment(s) to the Contractor shall be made following satisfactory inspection and acceptance of products by INL. If any of the items does not fulfill requested technical specifications, INL shall return the items to vendor with no cost to INL Bogota. The vendor shall evaluate and replace returned items with no transportation cost to INL.

3.8 PERIOD OF PERFORMANCE (POP)

The Contractor shall deliver all items within 160 calendar days after award.

3.9 EVALUATION FACTORS FOR OFFERORS

The following are the evaluation factors for proposals sent by the bidders:

• Compliance with the requested technical specifications and warranty period as per Statement of Work.

• Award will be made on an “all or none” basis.

• Award will be made to the lowest priced, technically acceptable, responsible quoter.

• The Government reserves the right to reject quotations that are incomplete, non-compliant with the terms of this solicitation, or that are unreasonably high in price.

• For evaluation purposes, the price will be determined by multiplying the offered prices times the quantities stated in the schedule, and arriving at a grand total, including all options, if any.

• The Government will evaluate the proposed delivery time frame and the technical specifications. The Government will only consider for award those companies that the Government determines have a high likelihood of satisfactorily completing the required items based on the proposal.

• The Government will determine quoter responsibility by analyzing whether the apparent successful quoter complies with the requirements of FAR 9.1.

• Unless an exception in FAR 4.1102 applies, a quoter must be registered in SAM (www.sam.gov) in order to be eligible for award. If the quoter does not become registered in the SAM database in the time prescribed by the Contracting Officer, the http://www.sam.gov/

Contracting Officer will proceed to award to the next otherwise successful registered quoter.