AED_Cost_Proposal_2026_final.docx

This is a cost proposal document for Request for Proposal (RFP) 196713 issued by the City of Palo Alto Fire Department for citywide automated external defibrillator (AED) maintenance and tracking software services. The procurement covers quarterly on-site inspections and maintenance of approximately 124 AED units located across municipal facilities and vehicles, excluding units assigned to the Palo Alto Police Department and Palo Alto Utilities. Required 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 hardware or software 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 current AED models manufactured by ZOLL Medical, Physio-Control, and Stryker, as well as any future devices procured during the contract term. The contract runs for three years from July 1, 2026 through June 30, 2029. Questions regarding the RFP were due by March 13, 2026 at 1:00 PM, with proposals due by March 27, 2026 at 3:00 PM. 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.

The cost proposal template presented establishes pricing structure for quarterly maintenance inspections on a per-unit basis, with costs calculated for each of the three contract years and a grand total for the full contract period. The City anticipates awarding a fixed-fee contract with progress payments based on percentage of project completion. The RFP does not specify set-aside designations or restrictions on eligible respondent types. No incumbent vendor information is identified in the procurement materials. 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. All proposers must obtain and maintain comprehensive insurance coverage including $1,000,000 minimum limits for general liability, automobile liability, and professional liability per occurrence, workers' compensation and employer's liability coverage at statutory limits, with all policies underwritten by companies rated A-:VII or higher by AM Best and licensed to conduct business in California.