AED_Cost_Proposal_2026.docx

This is a Cost Proposal form (Attachment E) for RFP196713 issued by the City of Palo Alto Fire Department seeking AED Maintenance and Service for a three-year contract period running from July 1, 2026 through June 30, 2029. The procurement requires quarterly on-site inspections and maintenance of approximately 124 AED units citywide, excluding units assigned to the Palo Alto Police Department and Palo Alto Utilities. Services include semi-annual testing of all current and future AEDs, replacement of expired or defective pads and batteries, provision of loaner units during off-site evaluations, and access to a real-time online tracking system for monitoring inspection status and reporting device-specific issues. The contractor must service current models manufactured by ZOLL Medical, Physio-Control, and Stryker, as well as any future devices procured during the contract term. Maintenance work must be completed during regular business hours (8:00 AM to 5:00 PM), Monday through Friday on non-City holidays, with no AED remaining out of operation longer than 24 hours. Questions were due by March 13, 2026 at 1:00 PM, with proposals due by March 27, 2026 at 3:00 PM.

The cost proposal requires bidders to establish a per-unit quarterly maintenance cost for 124 AED units, which is then expanded to calculate total quarterly maintenance costs and total yearly costs (four quarters) for each of the three contract years. The form provides line items for Year 1 (A01), Year 2 (A02), and Year 3 (A03) quarterly inspections, with a grand total for the three-year period to be calculated by bidders. The specific cost figures are not populated in the submitted attachment, indicating that bidders must supply their pricing. The City intends to award a fixed-fee contract with progress payments based on percentage of project completion. All direct costs, overhead, transportation, communications, subsistence, materials, and subcontracted work must be included in the cost proposal, with bidders establishing a "not-to-exceed" amount.