Title
Maintenance Agreement for Oxford Energy Dispersive Spectroscopy (EDS) - RFA-26-0167 - Request for Award (Ordinance S-53207) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Oxford Instruments America, Inc. for the Police Department. Further request to authorize the City Controller to disburse all funds related to this item. Additionally, request City Council to grant an exception pursuant to Phoenix City Code 42-20 to authorize inclusion of indemnification and assumption of liability provisions in the documents pertaining to this transaction that otherwise would be prohibited by Phoenix City Code 42-18. The total aggregate of the contract will not exceed $43,344.
Report
Summary
The Police Department's Laboratory Services Bureau's Trace Evidence Section conducts various forensic analyses, including residue, tape, and fiber examinations, that require the use of an Energy Dispersive X-Ray Spectrometer (EDS). The results of these analyses are used in criminal investigations and proceedings.
The Oxford contract provides a warranty for the EDS, covering preventative maintenance, troubleshooting and all parts and labor required for repairs.
The EDS is the only instrument capable of performing these analyses. Without a warranty, the Department could face costly repairs or be unable to conduct trace evidence examinations if the instrument becomes inoperable. Additionally, the absence of a warranty would delay or eliminate the possibility of developing analytical results and negatively impact the outcome of criminal investigations.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. There are no other vendors in the current market who can provide the technology required by the Police Department.
Contract Term
The contract will begin on or about January 1, 2027, for a five-year term with no options to extend.
Financial Impact
The total cost of the contract will not exceed $43,344. Funding is available in the Police Department’s Operating budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Lori Bays and the Police Department.