Hazardous Detection Equipment, Accessories and Preventive Maintenance Services

The City of Phoenix Fire Department's Special Operations Section and Arizona Task Force 1 (AZTF1) are soliciting sealed offers through Invitation for Bid (IFB-26-0111) for hazardous detection equipment, accessories, and preventive maintenance services under a five-year contract commencing June 1, 2026. The procurement seeks multiple manufacturer brands of hazardous detection meters capable of monitoring atmospheric conditions and chemical, biological, radiological, and nuclear (CBRN) hazards, including hazmat detection meters, parts, accessories, one-year warranty coverage, annual calibration and optimization services, training and support, and regularly scheduled preventative maintenance including repair services and labor. Qualified offerors must demonstrate a minimum of five years of relevant experience, possess authorization as both a distributor/reseller and service provider for the relevant manufacturers, and submit verification of authorized status at bid submission. Pricing must be submitted as a firm and fixed discount from the manufacturer's most recent published price list (MSRP) expressed as a single percentage figure for each manufacturer brand, with subsequent annual price increases permitted only upon written submission with 60 days' notice and supporting documentation, subject to City approval. Key deadlines include a non-mandatory pre-offer conference on March 3, 2026, at 10:00 AM via WebEx, written inquiries due by March 6, 2026, at 2:00 PM, and sealed offers due by March 10, 2026, at 2:00 PM. Contractors must maintain inventory of original equipment manufacturer parts, provide detailed written repair estimates within five business days for non-warranty work, return repaired equipment within two business days using traceable shipping at no additional cost for warranty work, and furnish comprehensive service reports documenting product information and service details.

The City of Phoenix requires all contractors to comply with Disadvantaged Business Enterprise (DBE) and Small Business Participation Plan requirements under 49 CFR Part 26, mandating submission of both an initial plan within 30 days of contract award and annual updates thereafter, with monthly reporting of all DBE and small business participation through the City's Certification and Compliance System at phoenix.diversitycompliance.com. Contractors must demonstrate good faith efforts to promote DBE participation through documented outreach activities, including solicitation letters to DBE suppliers and active engagement with certified disadvantaged and small businesses as subcontractors and vendors identified through the Arizona Department of Transportation UTRACS database. Additionally, all contractors must comply with supplemental terms and conditions established by the City of Phoenix Aviation Department, including FAA grant assurances, Title VI nondiscrimination requirements, E-Verify immigration compliance, equal employment opportunity standards under Phoenix City Code Chapter 18 Article V, and heat-related illness prevention measures. Commercial general liability insurance with limits of not less than $2,000,000 general aggregate and $1,000,000 per occurrence is required, with certificates of insurance due within 14 calendar days of award notification. The contract is subject to City Council approval and execution by the City Clerk's department, with the agreement terminating upon the earliest of contract term expiration or termination pursuant to agreement provisions. No specific award value or budget range is disclosed in the available solicitation documents; pricing and financial details will be established through the competitive bidding process.