Acquisition and Delivery of High-Performance Laptops in Quito, Ecuador

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RFP Number: PR14971495 

The U.S. Embassy in Quito, Ecuador, through the Bureau of International Narcotics and Law Enforcement Affairs (INL), intends to award a Firm Fixed-Price Purchase Order for the acquisition and delivery of high-performance laptops in Quito, Ecuador. The equipment will support ongoing institutional efforts to enhance data analysis capacity and optimize real-time decision-making in support of citizen security initiatives. 

1. TASKS  

• The contractor shall coordinate with INL officials and the designated point of contact to schedule delivery. 

• The contractor shall deliver, unload, and (if required) assemble all equipment at the designated delivery site in Quito. 

• The contractor shall jointly inspect delivered items with INL representatives and submit corresponding delivery documentation.

2. DELIVERABLES

Final Deliverable: 30 calendar days after the purchase order is awarded.  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 any item.  The list shall include Item Description, Name of Manufacturer, Model Number, Delivered Quantity, and Unit Price.   

2.1 Warranty: The Vendor must provide a minimum of one-year warranty on all items, which will begin upon delivery and acceptance of all the equipment at the end user’s location.  The warranty must be identical to that provided by the original manufacturer and must be fully valid in Ecuador.  

2.2 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 deliver.  

2.3 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.     

2.4 Vendor must ensure all items are prepared for safe transportation once confirmation is received and will be responsible of unloading the equipment at the delivery address.  

2.5 The awardee 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.  

2.6 Once the Awardee gets written approval a specific delivery date will be established in coordination with the point of contact (POC) designated by INL.   

2.7 All items must be delivered at the same time. 

2.8 The Vendor will be responsible of any storage (spare parts, materials, machines and supplies related to maintenance) that might be incurred before delivery.    

3. REQUIREMENTS 

3.1 Technical Specifications 

3.1.1 All items must be new, unused, and comply with the technical specifications in Appendix A. 

3.1.2 Refurbished or used items are not acceptable. 

3.2 Assembly and Inspection 

3.2.1 Vendor shall deliver all laptops at the indicated delivery place. 

3.2.2 Any incomplete, damaged, or non-compliant items must be replaced by the contractor within five (5) business days at no additional cost. 

4. RESOURCES 

4.1 The contractor shall provide all logistics, manpower, and equipment necessary to fulfill the delivery. 

4.2 INL will coordinate receipt and verification of all items upon delivery. 

5. PLACE OF PERFORMANCE 

5.1 Delivery Location: Warehouse located in Quito, Ecuador. 

5.2 Delivery must be coordinated in writing and authorized by INL before shipment. 

6. SCHEDULE 

6.1 Kickoff: Project will begin immediately after the purchase order is approved.  

6.2 Delivery: All materials/equipment must be delivered within thirty (30) calendar days from the date of purchase order approval. 

6.3 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 

7.1 INL officials will inspect equipment upon delivery. 

7.2 Any defective or incorrect items shall be replaced by the vendor at no cost. 

7.3 Acceptance will occur once materials are verified and acknowledged on site. 

8. QUALITY CONTROL 

8.1 If any equipment is found defective, damaged, or inconsistent with the specifications, INL may reject the delivery. 

8.2 Any rejected items must be replaced by the contractor within 5 business days at no additional cost. 

9. WARRANTY 

9.1 Warranty Requirements 

9.1.1 The Vendor shall provide a minimum one-year warranty for all items, effective upon final delivery and acceptance at the end user’s location. 

9.1.2 The warranty must be equivalent to the original manufacturer's warranty and must be fully valid and enforceable in Ecuador. 

9.1.3 All warranty terms must include onsite service availability or clear instructions for claims, including coverage of parts and labor. 

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

9.2.1 In accordance with FAR 46.706(b)(5), the Contractor shall mark or label the delivered supplies, or provide accompanying documentation, indicating the existence of a warranty. 

9.2.2 This notice must include: 

9.2.2.1The warranty duration and coverage terms 

9.2.2.2The manufacturer’s contact information 

9.2.2.3The name and telephone number of the Contracting Officer to be contacted in case of defects. 

9.3 Warranty-Related Costs 

9.3.1 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 

10.1 The price shall include all direct and indirect costs.  The price will not be subject to adjustment after the award of the contract.    

10.2 Offerors shall include specific details and delivery dates in their responses to this Synopsis.   

10.3 Manuals shall be furnished in English and Spanish languages.    

10.4 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.  

10.5 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 awardee 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. 

10.6 All prices shall be listed in USD.    

11. PACKING LIST 

11.1 A packing list or other suitable shipping document shall accompany each shipment and shall include the following information:  

11.1.1 Name and address of consignor.  

11.1.2 Name and address of consignee.  

11.1.3 Government contract number (and delivery order number, if used).  

11.1.4 Government bill of lading number covering the shipment, if any; and 

11.1.5 Description of the items shipped, including item number, quantity, number of containers, and package number, if any.  

11.1.6 When shipment is completed, packing list notification must be sent via email to Quito, GSO GSOQuito@state.gov  

11.1.7 Shipping instructions will be provided to the successful supplier in a timely manner. 

12. NONPAYMENT FOR UNAUTHORIZED WORK 

12.1 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 awardee 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 30 calendar days.  

• Include the manufacturer’s datasheet, with the offered specs clearly highlighted. 

• Generic or unmarked datasheets will not be accepted. 

• Include a minimum one-year warranty, equivalent to the original manufacturer’s warranty, valid and enforceable in Ecuador. 

• 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. PROCESS SCHEDULE 

We will evaluate offers based on the best value to the US Government, please see below the following tentative schedule: 

• Questions regarding this bid will be received by August 07,2025. 

• Responses to all the questions will be provided by August 13, 2025. 

• Final offers will be received by August 18, 2025. 

15. POINT OF CONTACT 

• 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.

16. 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 

All equipment requested shall be new and should meet or exceed requirements.

Email Subject Line Format:
PR14971495_High Performance Laptops Quito Ecuador Quote (Vendor Name)

• Item: HP Zbook Power G11 (Brand name or equal) 
• Q: 40 units 
• Description 
  • Intel® Core™ Ultra 9 processor 185H w/NPU (6 Performance Cores Max turbo 5.10GHz + 8 Efficient Cores Max Turbo 3.8GHz)  
  • 24MB Intel SmartCache, Intel® Iris® Xe Graphics 
  • NVIDIA RTX™ 2000 Ada (8 GB GDDR6 dedicated)  
  • 64GB (2x32GB) DDR5-5600 nECC SODIMM Max. 64GB  
  • SSD 1TB 2280 PCIe-4x4 NVMe TLC  
  • WLAN I AX211 Wi-Fi6e 160MHz +BT 5.3 WWTPM 2.0  
  • MS Windows 11 Professional 64-bit - Spanish-language
  • 40.6 cm (16"") diagonal  
  • WUXGA (1920 x 1200)  
  • IPS  
  • anti-glare  
  • 300 nits  
  • 45% NTSC, 
  • 300 nits  
  • Spanish-language QWERTY keyboard

• All laptops must be equipped with a Spanish-language QWERTY keyboard, compliant with Latin American (LATAM) layout standards.