AED_Cost_Proposal_2026_final.docx

This is a cost proposal document for RFP196713 submitted to the City of Palo Alto Fire Department for comprehensive maintenance and tracking services of the City's automated external defibrillator (AED) network. The procurement encompasses quarterly on-site inspections of approximately 124 AED units citywide, 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 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 three-year contract term running from July 1, 2026 through June 30, 2029. 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. Proposals were due by March 27, 2026 at 3:00 PM, with questions required to be submitted by March 13, 2026 at 1:00 PM.

The cost proposal document presents a structured bidding format for quarterly maintenance inspections organized by contract year (Year 1, Year 2, and Year 3), requiring vendors to submit a per-unit quarterly maintenance cost that expands to total quarterly maintenance costs for all 124 AED units and annual totals for each year, ultimately resulting in a grand total for the three-year contract period. The cost proposal must include all direct costs, overhead, transportation, communications, subsistence, materials, and any subcontracted work, with proposers establishing a "not-to-exceed" amount. No specific budget ranges or award values are disclosed in the available documentation. The City anticipates awarding a fixed-fee contract with progress payments based on percentage of project completion. Contractors must demonstrate financial stability through submission of audited or reviewed financial statements, maintain required insurance coverage with minimum limits of $1,000,000 for general liability, automobile liability, and professional liability per occurrence, and obtain workers' compensation and employer's liability coverage at statutory limits, with all policies underwritten by companies with an AM Best's Key Rating of A-:VII or higher and licensed to conduct business in California.