70-H6901-26-CP390_090826 Leica SS UNMH.pdf.PDF

UNM Proposed Sole Source Form – Rev 04/07/2021

Proposed Sole Source Purchase Form Pursuant to N ew M exico Procurem ent law , the UN M Purchasing D epartm ent w ill post your com pleted form on the UN M

Sunshine Portal and the State of N ew M exico Procurem ent w ebsite for 30 days prior to purchase of the goods/services.

I. GENERAL INFORMATION. PLEASE PROVIDE THE FOLLOWING:

Date of Request 9/8/26 Requisition Number (If Applicable) Request Submitted by: Michael Paffett, PhD Title Technical Director

UNMCCC ALM Shared Resource

Department UNMCCC ALM Shared Resrouce Email MPaffett@salud.unm.edu Phone 272-5652 Proposed Vendor Leica Microsystems Amount $203,250.00

Vendor Address 10 Parkway North, Suite 300, Deerfield IL, 60015 Term of Purchase

5-year term to be invoiced yearly in the amount of $40,650.00 per year.

Contract period is 12/30/26 thru 12/29/2031

Buyer Team - See Commodity list at http://purchase.unm.edu/department-information/comm-code-listing.pdf

Provide a basic description of goods/services to be provided:

Five-year service contract with a 25% discount for preventative maintenance, repair, software updates and support for the Leica TCS SP8 Confocal microscope system with white light laser. The service contract includes unlimited phone and remote support.

Premium Care Cont for SP8 WLL2, 9FULL_SP8WLL2_TAN, S/N 8100000941, Coverage period 12/30/26 thru 12/29/2031 $203,250.00 with a 25% discount.

Why is this purchase needed?

This instrument is an expensive, highly specialized epifluorescence microscope that uses three lasers for fluorescence excitation (405 nm laser diode, argon ion and white light laser), five photodetectors including two optimized for single photon detection, electronic and optical components that are frequently subject to going out of alignment and needing repair. The best and most economical way to keep this system in working order for the customers of the UNMCCC Advanced Light Microscopy Shared Resource is to have a service contract agreement with the manufacturer, Leica Microsystems.

II. BASIS FOR SOLE SOURCE PROCUREMENT. CHOOSE APPLICABLE BOX(ES) AND

PROVIDE ADDITIONAL INFORMATION, AS REQUESTED:

☒ Proprietary item, technology or service only available from the proposed vendor. (Check box and describe proprietary component)

The Leica TCS SP8 confocal microscope system was purchased and installed in the UNMCCC Fluorescence Microscopy Shared Resource on December 29, 2014. This confocal system incorporates advanced microscopy technology and several proprietary features, including a tunable pulsed white light laser excitation source, an acousto-optic beam splitter (AOBS) that allows simultaneous excitation of laser lines between 405 and 670 nm, and a prism-based spectral detection system. Each of these components is patented and proprietary to Leica Microsystems.

Because this confocal system is part of a shared resource supporting research conducted by multiple UNM laboratories, it is imperative that the instrument be properly maintained and remain in optimal working condition.

Furthermore, any required repairs must be completed in a timely manner to minimize disruptions to research activities.

Our experience with the Zeiss laser-scanning confocal microscopes that have been maintained in our facility for many years has demonstrated that a service contract is the most cost-effective way to ensure these instruments remain fully operational. In addition to on-site maintenance and repair services, a service contract with Leica provides unlimited telephone and remote support. Many issues can be diagnosed and resolved remotely, reducing instrument downtime and eliminating the need for unnecessary service visits. The ability to provide remote support and troubleshooting for the Leica TCS SP8 confocal microscope is available exclusively through Leica Microsystems.

☐ Compatibility requirement with existing item, technology or service. (Check box and describe compatibility requirement)

☒ Renewal of support/maintenance/subscription of software, technology or other intellectual property. (Check box and describe)

The current service contract for our Leica system will expire in December 31st 2026. We are wanting to renew this service agreement for an additional 5 years. This Premium Care Service Plan will continue all the coverage as mentioned above with unlimited service visits by Leica-trained service engineers, unlimited replacement service parts, 1 annual planned maintenance visit and a 10% discount on non-contract related services.

☐ Other Basis for Sole Source: Please describe below:

III. SUPPLEMENTAL DETAILS. PLEASE PROVIDE ADDITIONAL INFORMATION AS

REQUESTED BELOW:

Describe in detail the unique capabilities of the proposed vendor’s goods/service and/or personnel performing the work and why this constitutes the only source. Focus on what is unique about the goods/service and why no other vendor could meet your needs.

The Leica TCS SP8 confocal microscope is a state-of-the-art system with several proprietary components (see above) and the only course of complete service is through the manufacturer. Should we be able to find another source of service, there would inevitably be situations in which the only way to have the instrument repaired would be through Leica service. Going through another vendor first would cause delays in getting the instrument back into service, which as a revenue-generating shared facility for the UNMCCC, we cannot afford. We have investigated purchasing service contracts through a 3rd party vendor and no such qualified vendor with the specific expertise exists for this extremely niche and advanced instrumentation. For our systems, we have determined that it is most efficient and cost effective to purchase service contract support directly from the manufacturer. That is why we are proposing to renew this service contract for support of our confocal system directly from Leica, the manufacturer.

Describe the due diligence made to locate other possible sources including communications with other universities, communications with similar providers, web searches, yellow page searches, review of advertisements and trade publications, etc.

The Research Facility Director (Michael Paffett, PhD) has numerous years of working experience in the microscopy industry (international, regional and regional sales and service) and can attest to the fact that alternative service providers do not exist in United States, Canada or Latin America. The instrumentation is question is highly proprietary and only Leica Microsystems (Mannheim, Germany) has the technical capability to perform such repair and preventative maintenance services.

List the other vendors who were contacted. Please describe the specs/qualifications/criteria that the other vendors were unable to satisfy.

Not applicable as no other factory trained and qualified confocal repair/warranty service providers exist.