2026.02.25_PR15753267_Q&A.pdf

U.S. Embassy, Quito Avigiras E12-170 y Eloy Alfaro

Quito, Ecuador E-Mail: ruedavj@state.gov

February 25, 2026

QUESTIONS AND ANSWERS

RFQ Number: PR157553267

1. Is there a preferred manufacturer or model currently in use, or should the quote be based strictly on performance specifications?

The RFQ does not identify a preferred manufacturer or model. Quotations must be based strictly on the performance specifications detailed in Appendix A – Technical

Specifications.

Offerors must ensure that all proposed equipment meets or exceeds the stated technical requirements, including but not limited to tunnel dimensions, conveyor speed, penetration levels, resolution, and functional capabilities, in accordance with Appendix A of the RFQ

2. Are there any minimum size, tunnel dimensions, throughput, or other technical requirements that should be observed beyond what is listed in the solicitation?

The minimum technical specifications are those listed in Appendix A of the RFQ. The vendor must propose equipment that, at a minimum, complies with the requirements set forth in Appendix A.

3. We need to confirm whether the equipment must include functionality to display images from a three-dimensional perspective. Could you please confirm if this feature is required as part of the requested equipment?

No additional image display functionality beyond that expressly listed in Appendix A of the SOW is required. Offerors shall rely solely on the specifications stated in the solicitation.

RFQ Number: PR15753267

Embajada de los Estados Unidos de América

Avigiras E12-170 y Eloy Alfaro – Quito – Ecuador ec.usembassy.gov

4. Can you confirm if you are looking for a single-view or dual-view x-ray machine?

A dual-view X-ray machine is required. The system must generate images from two angles to reduce blind spots and improve detection of overlapping objects, consistent with operational security objectives.

5. Please note there is a slight error in the requirement on belt height. “At least 654mm

| 2.57” - should be 25.7”

Yes. Thank you for identifying the discrepancy.

The correct requirement is:

Belt Height: At least 654 mm | 25.7 inches, as intended under Appendix A – Technical

Specifications

6. Do you require roller tables or any other peripherals? If you require roller tables, what size (0.5 Meter or 1 Meter on the input/output)?

The end user requires one (1) meter roller tables for both the input and output sides of the

X-ray machine to facilitate operational flow and reduce congestion.

7. What is the warranty Service Level Agreement? Monday-Friday 9-5?

As stated in Section 9 – Warranty, the offeror shall provide a minimum two (2) year warranty effective upon final delivery and acceptance. Warranties must be fully valid and enforceable in Ecuador and include onsite service availability or clear warranty claim procedures. The solicitation does not prescribe specific service hours (e.g., Monday–

Friday, 9–5); however, service must be provided within commercially reasonable timeframes consistent with manufacturer standards and local practices.

8. Can you provide some more information on the INCOTERMS? Does the x-ray inspection system qualify for any specific exemptions? If so, please advise. If not, can you confirm the import tax percentage for this order?

Delivery shall be performed under INCOTERM DDP (Delivered Duty Paid), as stated in

Section 2.3 of the solicitation. Under DDP terms, the Offeror remains responsible for all costs and risks associated with transportation, customs clearance, import permits, and any other charges required to deliver the equipment to the designated final destination.

RFQ Number: PR15753267

Embajada de los Estados Unidos de América

Avigiras E12-170 y Eloy Alfaro – Quito – Ecuador ec.usembassy.gov

In the event of award, the U.S. Embassy may coordinate with the successful Offeror to initiate the appropriate process before the Ecuadorian Customs Authority (SENAE) to request a tax release resolution, in accordance with applicable Ecuadorian regulations governing diplomatic imports.

Value Added Tax (VAT) shall be treated in accordance with Section 10.4 of the solicitation.

9. Does the U.S. Embassy hold an active SCAN Operating License for operations in

Ecuador? This document is critical to obtain approval for importing this type of equipment.

The end user does not currently hold a SCAN operating license.

10. Please note that delivery time may be extended, as this equipment is manufactured on demand and is not typically kept in stock by the manufacturer.

No. Section 6.1 of the RFQ establishes a firm requirement that all equipment be delivered within fourteen (14) weeks from the date of Purchase Order issuance. Offerors must factor manufacturing lead times and logistics into their proposed delivery schedule.

Delivery extensions are not contemplated.

11. Do you require input and output rollers?

Yes. The end user requires one (1) meter roller tables for both entry and exit points, as previously stated.

12. Does the 14-week delivery period mean that the equipment must be fully installed within 14 weeks, or does it refer only to the delivery timeframe?

The fourteen (14) week period refers to complete performance of all contractual delivery obligations. This includes delivery under DDP terms to the designated location, unloading, installation, system configuration, full operational testing, and readiness for inspection and acceptance. Accordingly, the equipment must be fully installed and operational within the fourteen (14) week period.

The project will be considered complete only after delivery, inspection, and formal acceptance by INL, in accordance with Section 6.2 of the solicitation.