Title
PromoChrom Contract - RFA-27-0405 - Request for Award (Ordinance S-53272) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Professional Technical Services, Inc., to provide PromoChrom Automated Solid Phase Extraction system equipment and support for the Water Services Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $1 million.
Report
Summary
This contract will provide new automated Solid Phase Extraction (SPE) units, associated instrumentation, consumables, warranty-compliant service from factory-trained technicians, and extended warranty service agreements required to support critical per- and polyfluoroalkyl substances (PFAS) and organic compound testing performed by the Environmental & Safety Division’s (ESD) Laboratory Services Section. The Water Services Department (WSD)/ESD lab currently operates PromoChrom Automated SPE units to generate analytical results for PFAS by Environmental Protection Agency (EPA) methods 533, 537.1, 525.2 and 1633 for both drinking water and wastewater, ensuring ongoing compliance with Federal, State, and local regulatory requirements.
The ESD Laboratory Services section provides onsite analytical support for two major wastewater treatment plants and five water plants operated by the City of Phoenix. Compliance with the Safe Drinking Water Act, Clean Water Act, Resource Recovery and Conservation Act, and Arizona Pollutant Discharge Elimination System (AZPDES)/National Pollutant Discharge Elimination System (NPDES) permit requirements depend on the Laboratory’s ability to perform a wide range of accurate and timely analytical testing. Maintaining and upgrading automated SPE instrumentation is critical to sustaining this compliance and ensuring the continued protection of public health and the environment.
Procurement Information
In accordance with AR 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition/Sole Source. Equipment purchased by the City of Phoenix from PromoChrom is exclusive and proprietary to the manufacturer. The three instruments currently in use are critical for ESD to conduct required analytical testing necessary to maintain safe drinking water and wastewater standards within the City of Phoenix.
PromoChrom is also the sole manufacturer of maintenance for these proprietary instruments. No alternative vendors are capable of delivering the specialized support needed to ensure these systems remain fully operational. As a result, procurement from Professional Technical Services, Inc., is necessary to sustain reliable laboratory operations and uphold regulatory compliance.
Contract Term
The contract will begin on or about December 1, 2026, for a five-year term with no option to extend.
Financial Impact
The aggregate contract value for will not exceed $1 million for the five-year aggregate term.
Funding is available in the Water Services Department Operating budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Ginger Spencer and the Water Services Department.