AED_Cost_Proposal_2026.docx

This cost proposal document is associated with Request for Proposals (RFP196713) issued by the City of Palo Alto Fire Department for comprehensive automated external defibrillator (AED) maintenance and tracking services. The procurement covers quarterly on-site inspections of approximately 124 AED units located throughout City facilities and vehicles, excluding units assigned to the Palo Alto Police Department and Palo Alto Utilities. The scope of work includes semi-annual testing of all current and future AEDs added to inventory, replacement of expired or defective pads and batteries, provision of loaner units when devices require off-site evaluation, and access to a real-time online tracking system for monitoring inspection status and reporting device-specific issues. The contractor must service current AED 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 contract term runs from July 1, 2026 through June 30, 2029 (three years).

The cost proposal template requires contractors to establish per-unit quarterly maintenance costs and expand to total quarterly costs for each of the three contract years, with specific pricing figures to be submitted by bidders as part of their proposals. The City anticipates awarding a fixed-fee contract with progress payments based on percentage of project completion. Contractors must include all direct costs, overhead, transportation, communications, subsistence, materials, and any subcontracted work in their "not-to-exceed" amounts. No specific budget ranges or incumbent vendor information is identified in the RFP documentation. Contractors must demonstrate financial stability through submission of audited financial statements, 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. All contractors must obtain and maintain required insurance coverage including $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.