Acquisition and delivery of High Performance laptops in Quito

ADVERTISEMENT RFP Number: PR15513972 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 financial data analysis and enhance analytical capabilities. 1. TASKS 1.1 The contractor shall source and procure high-performance laptops, as specified in the requirements in Appendix A. 1.2 The contractor shall securely package and deliver the laptops to the specified office location within the agreed timeframe. 1.3 The contractor should set up the laptops, including installing necessary software and configuring settings as per the requirements in Appendix A. 1.4 The contractor shall deliver to the point of contact (POC) the list of serial numbers for each procured product or license as per the requirements in Appendix A. 2. DELIVERABLES Final Deliverable: Within 15 calendar days after the purchase order is awarded. The list shall include the Item Description, Manufacturer Name, Model Number, Delivered Quantity, and Serial Number. 2.1 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 contractor when the items are ready to be delivered. 2.2 No item shall be delivered to any site until INL Ecuador sends a written authorization to the contractor and provides the necessary information for this process. 2.3 The contractor 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. 2.4 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. 2.5 Once the Awardee gets written approval a specific delivery date will be established in coordination with the point of contact (POC) designated by INL. 2.6 All items must be delivered at the same time. 2.7 The contractor will be responsible for the proper storage and handling of the laptops and any accessories prior to 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. 3.1.3 The contractor shall list the codes, numbers, or serial numbers of the delivered products to facilitate the guaranteed process. 3.2 Assembly and Inspection 3.2.1 The contractor shall deliver all laptops to 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 I NL will coordinate receipt and verification of all items upon delivery. 5. PLACE OF PERFORMANCE 5.1 Delivery Location: Bank Superintendency located in Quito, Ecuador. 5.2 Delivery must be coordinated in writing and authorized by INL before shipment. 6. SCHEDULE 6.1 Period of Performance: Estimated delivery time for this request is 15 calendar days after the purchase order is awarded. 6.2 Kickoff: Project will begin immediately after the purchase order is approved. 6.3 Completion: The project will be considered complete once all equipment has 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 contractor at no cost. 7.3 Acceptance will occur once equipment is 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. 8.3 The Contractor must ensure that all products meet the required quality standards. This includes conducting thorough testing and validation of the laptops and the server prior to delivery to confirm their functionality and compliance with the specifications. 8.4 The Contractor must deliver the laptops and the server to the specified office location within the agreed timeframe. All products must be securely packaged to prevent any damage during transit. 9. WARRANTY 9.1 Warranty Requirements 9.1.1 Warranty: The contractor must provide a minimum of three-years warranty on laptops as specified in Appendix A, which will begin upon delivery and acceptance of all the equipment 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: 9.2.2.1 The warranty duration and coverage terms. 9.2.2.2 The manufacturer’s contact information 9.2.2.3 The name and telephone number of a point of contact to be reached in case defects are identified. 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 contractor. 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 (for Importation) 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 [email protected] 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 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 15 calendar days. Include the manufacturer’s datasheet, with the offered specs clearly highlighted. Generic or unmarked datasheets will not be accepted . Include a minimum three years 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 15 ,2025 . Responses to all the questions will be provided by August 20, 2025. Final offers will be received by August 29, 2025 . 15. POINT OF CONTACT Direct any questions regarding this project to Valeria Rueda Procurement Agent, at telephone number +593 99-202-8803, Email: [email protected], 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: PR15513972_High performance Laptops in Quito Ecuador Quote (Contractor Name) Laptops (15 units) Description Processor: Laptops with at least 8 cores / 16 threads, base frequency ≥ 2.0 GHz and turbo ≥ 4.5 GHz. AMD Ryzen 7 8845HS o Intel Core Ultra 7 155H o equivalente (2024+) or similar Display: Minimum 15.6 inches, FHD resolution (1920 x 1080 or 1920 x 1200), IPS technology or similar, with anti-glare treatment. Graphics: NVIDIA RTX 2000 Ada Generation Laptop GPU 8GB GDDR6 or similar Memory: 32 GB DDR5/5600 MHz (SODIMM) or similar Storage: 1 TB SSD or similar Network: Intel WiFi 6 or similar Bluetooth 5.1 or similar Ports: 1 × USB Type-C port (with power delivery or video support) 1 × USB Type-A port 1 × HDMI port 1 × RJ-45 Ethernet port Video Memory: 8GB GDDR6 (dedicated) Optical Drive: DVD Writer or similar Camera: 1080p FHD RGB with integrated microphone Operating System: Windows 11 Pro 64 Microsoft office package: At least Microsoft Office 2021 (Professional) Keyboard: Mechanic keyboard, Spanish-language Mouse: Optical Mouse Support and Warranty: 3 years at least All laptops must comply with the Latin American (LATAM) keyboard layout standards.