AED_Cost_Proposal_2026_final.docx

This is a cost proposal document for RFP196713 submitted to the City of Palo Alto Fire Department for citywide 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), with semi-annual testing of all current and future AEDs added to inventory during the contract period. Services include 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 service AED models manufactured by ZOLL Medical, Physio-Control, and Stryker, as well as 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. 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 template provided establishes a per-unit quarterly maintenance cost structure that expands to total quarterly maintenance costs for each of the three contract years, though specific cost figures are not populated in the submitted document. 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 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. Required insurance coverage includes $1,000,000 minimum limits for general liability, automobile liability, and professional liability per occurrence, with the City named as an additional insured on all policies except workers' compensation and professional insurance. The RFP evaluation criteria include proposal quality, proposed solution effectiveness, relevant experience, cost, financial condition and stability, timely performance capability, prior government agency performance record, ability to provide ongoing maintenance and services, and compliance with applicable laws and regulations.