AED_Cost_Proposal_2026.docx

This is a Cost Proposal document for RFP196713 issued by the City of Palo Alto Fire Department, seeking qualified contractors to provide comprehensive maintenance and tracking services for the City's network of approximately 124 automated external defibrillators (AEDs) across municipal facilities and vehicles, excluding units assigned to the Palo Alto Police Department and Palo Alto Utilities. The scope of work includes quarterly on-site inspections of all AED units, semi-annual testing of current and future AEDs added to inventory, replacement of expired or defective pads and batteries, provision of loaner units for devices requiring off-site evaluation, and access to a real-time online tracking system for monitoring inspection status and reporting device-specific issues. The contractor must be capable of servicing AED models manufactured by ZOLL Medical, Physio-Control, and Stryker, as well as any future devices procured during the three-year 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 contract term runs from July 1, 2026 through June 30, 2029.

The cost proposal requires bidders to establish a per-unit quarterly maintenance cost for 124 AED units, calculate the total quarterly maintenance cost, and project total yearly costs across all three contract years, with all direct costs, overhead, transportation, communications, subsistence, materials, and subcontracted work included in a "not-to-exceed" amount. The City anticipates awarding a fixed-fee contract with progress payments based on percentage of project completion. Evaluation criteria include proposal quality (10 points), proposed solution effectiveness (15 points), relevant experience (10 points), cost (10 points), financial condition and stability (10 points), timely performance capability (10 points), prior government agency performance record (15 points), ability to provide ongoing maintenance and services (10 points), and compliance with applicable laws and regulations. Contractors must demonstrate financial stability through audited or reviewed financial statements for two years, a letter of good standing from a financial institution or certified public accountant, or a current Dun & Bradstreet Business Information Report. Required insurance coverage includes $1,000,000 minimum limits for general liability, automobile liability, and professional liability per occurrence, with the City named as additional insured on all policies except workers' compensation and professional insurance. No set-aside designations, incumbent vendor information, or specific budget ranges are disclosed in the available documentation.