The Commonwealth of Massachusetts

Executive Office of Energy and Environmental Affairs

100 Cambridge Street, Suite 900 Boston, MA 02114

Maura T. Healey

GOVERNOR

Kimberley Driscoll

LIEUTENANT GOVERNOR

Rebecca L. Tepper

SECRETARY

Tel: (617) 626-1000 Fax: (617) 626-1081 http://www.mass.gov/eea

STATEMENT OF WORK (SOW) FOR

Project Number: EEA-001-26

Project Name: Automated External Defibrillator (AED)

Maintenance and Service Program

Project Location: EOEEA sites across the Commonwealth of Massachusetts – subsection of sites outlined in Attachment C – Zoll AED Plus Locations

Project Manager Names: Juan Guzman (Juan.Guzman@mass.gov)

Louis Mattei (Louis.Mattei@mass.gov)

Awarding Entity: Executive Office of Energy and Environmental Affairs (100 Cambridge Street, Boston, MA)

Under OSD Statewide Contract PSE01: Public Safety Equipment and Two-Way Radio Category 2: Emergency Medical Services (EMS) Equipment, Supplies, and Services

Note: All vendors under a statewide contract that meet any section of the scope of work are encouraged and welcome to submit a bid, regardless of whether they are listed above.

Document Outline I. Procurement Scope and Description II. Applicable Procurement Law III. Eligible Entities IV. Scope of Work

a. Reporting and Documentation Requirements

b. Inspection Services

c. Maintenance Responsibilities

d. Deployed AED Protocol

V. Compliance with Contract Requirements VI. Compensation VII. Best Value Selection and Negotiation VIII. Small Business Purchasing Program (SBPP) IX. Supplier Diversity Program (SDP) Requirements X. Bidder Communication XI. Estimated SOW Procurement Calendar XII. COMMBUYS Instructions XIII. Written Questions via the Bid Q&A on COMMBUYS XIV. Location of Q&A in COMMBUYS XV. Required Components for Response Submission XVI. Attachments:

a. Attachment A – Response Cover Sheet

b. Attachment B – Pricing Response Form

c. Attachment C – Zoll AED Plus Locations

d. Attachment D – Estimated AED Maintenance Schedule

I. Procurement Scope and Description The Commonwealth of Massachusetts Executive Office of Energy and Environmental Affairs (EEA) through its Facilities department (hereafter referred to as “EEA Facilities”) is seeking to engage a qualified vendor(s) (hereafter referred to as “Vendor”) to provide the following:

AED Maintenance and Inspection Services: Service Agreement for the inspection, maintenance and repair of Automated External Defibrillators, including the regulatory compliance for deployed AEDs and loaner services

The detailed scope of work is provided in section IV. The Commonwealth anticipates awarding a contract to one or multiple Vendor(s) to satisfy each section of the contract. The service contract is expected to commence on 4/20/26 (April 20th, 2026) and extend until 12/31/27 (December 31st, 2027), with the possibility of continuation under the appropriate Statewide Contract and upon mutual agreement of both parties, Vendor and EOEEA.

NO PROPOSALS WILL BE ACCEPTED BY EMAIL, DELIVERY OR MAIL.

ONLY PROPOSALS RECEIVED VIA COMMBUYS WILL BE ACCEPTED.

II. Applicable Procurement Law This Solicitation is issued, and any contract will be awarded, under MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services) and MGL c.

112, § 12V½.

III. Eligible Entities

Any contract resulting from this SOW will be open for use to any EOEEA agency, or facilities under care, custody or leased by EOEEA and its agencies.

Including:

• Executive Office of Energy & Environmental Affairs

• Massachusetts Department of Agricultural Resources

• Department of Conservation & Recreation

• Massachusetts Department of Energy Resources

• Department of Fish and Game

• Department of Public Utilities

• Massachusetts Department of Environmental Protection

• Massachusetts Environmental Police

• Coastal Zone Management

The vendor must be able to provide separate invoices for individual agencies and sites.

IV. Scope of Work

Vendors can bid for a service agreement for the inspection, maintenance and repair of automated external defibrillators. This agreement requires maintenance records, as well as verified documentation for deployed AEDs and loaner services. This scope of work applies to all EOEEA sites and any potential future site additions. The Vendor may engage subcontractors to perform portions of the services, provided that the Vendor remains fully responsible for the performance of all subcontracted services and is compliant with the terms of this contract. Vendors can bid independently or jointly for section B, C, and D, and must follow the guidelines for documentation laid out in section A.

AED maintenance and inspection services could potentially be required for 100+ sites across the Commonwealth of Massachusetts (see subsection of sites in Attachment C – Zoll AED Plus Locations). An estimated service schedule is provided in Attachment D – Estimated AED Maintenance Schedule for planning purposes only; the schedule is a projection and does not constitute a commitment to any minimum volume of services. No minimum number of devices is guaranteed; services will be requested strictly on an as-needed basis.

Vendors are to submit a per-device, itemized quote for the inspection and the maintenance service of each AED unit. EEA Facilities is seeking a Vendor who is familiar with the ZOLL AED Plus operator’s manual, and the program management of AEDs (such as ZOLL AED Plus, LIFEPAK 1000, and Defibtech Lifeline). Vendor must adhere to all manufacturer-recommended servicing procedures to fulfill the following 4 service requirements:

A) Reporting and Documentation Requirements For all services rendered, the Vendor shall provide accompanying documentation to EEA Facilities, including an inventory report detailing the following items whenever service is performed:

• Every inspection, maintenance or deployed AED visit must be documented with AED Serial Numbers, brand, site addresses, operational status, battery expiration date, and electrode pad(s) expiration date

• Every inspection, maintenance or deployed AED visit the vendor must report on battery and pad replacement dates, unit relocations and AED testing outcomes (if applicable)

• Every inspection, maintenance or deployed AED visit must be documented with the signature, date, and phone number from the designated site personnel.

• Vendor must be able to separate/divide invoices by Agency, but a copy must always be provided to EEA Facilities.

B) Inspection Services The Vendor shall adhere to the manufacturer’s guidelines as specified in the AED’s official manual when performing inspection services (for Zoll AED PLUS, Philips Heartstart HS1, LIFEPAK 1000, and Defibtech Lifeline, etc.). All inspections must ensure that the AED unit is restored to a fully operational, service-ready condition.

Inspections will be requested on an as-needed basis. For sites utilizing a Zoll AED Plus, inspections shall include, at a minimum, the following:

• Visually inspect all external surfaces of the unit for cleanliness and structural integrity (check for cracks, broken or missing components).

• Inspect the electrode connector to ensure that there are no damaged or missing connector pins

• Verify that the CPR-D-padz, stat-padz II or pedi-padz II (or equivalent) have at least 365 days remaining before expiration

• (If given prior permission from EEA Facilities) Follow manufacturer instructions to pre-connect new electrodes to the device and securely pack them within the AED cover.

• (If given prior permission from EEA Facilities) Replace all 10 batteries using Duracell 123A Photo Flash lithium manganese dioxide batteries if the device displays a red "X" status indicator.

• Close the AED Plus cover and initiate a self-test. Confirm that the device issues the "Unit OK" voice prompt.

• Verify that the AED plus unit issues the appropriate “Adult Pads” or “Pediatric Pads” voice prompt

• Power off the AED and wait 2 minutes. Verify that the green check appears in the status indicator window and that the unit does not emit a beeping tone

• Perform an operational test using an AED simulator to demonstrate a cardiac event and confirm functionality per manufacturer specifications

• Return the AED to a service ready condition

C) Maintenance Responsibilities As needed (or requested) for sites with a Zoll AED Plus, the Vendor shall:

• Replace all 10 batteries at once (using specified Duracell 123A Photo

Flash lithium manganese dioxide batteries) and properly dispose of used batteries through a certified battery recycling facility or hazardous waste management site.

• Replace/replenish expired or missing CPR-D-padz and Pedi-padz II (or equivalent) for all AED units.

• Potentially replace batteries/pads every four years, even if not expired, as a preventive measure (If given prior permission from EEA Facilities)

Additionally, regarding maintenance, the Vendor shall:

• Replace batteries and pads as needed for other AED brands (Philips

Heartstart HS1, LIFEPAK 1000, and Defibtech Lifeline, etc).

• Provide flexibility to accommodate bulk on-site AED supply replacements/maintenance for personnel during pre-established drop-off hours (site location to be determined).

• The vendor must also offer mailing options for the delivery of batteries and pads.

D) Deployed AED Protocol

In the event of an AED deployment:

• Vendor shall provide a loaner ZOLL AED plus within 5 business days of notification.

• Vendor shall retrieve and download the “Event Data” from the deployed AED and deliver a copy to EEA Facilities.

• The Vendor shall notify local EMS and police departments regarding:

o The AED deployment o The loaner device replacement and recovery dates

• The Vendor is responsible for restoring the deployed AED to full operational status and returning it to its original location.

• Vendor must provide verified documentation confirming that the device is safe and appropriate for continued use.

V. Compliance with Contract Requirements The Vendor shall comply with all terms and conditions of their respective contract and those of the Commonwealth of Massachusetts. EEA Facilities reserves the right to negotiate and modify requirements with the awarded Vendor. Upon the expiration of the initial contract term, the contract shall be eligible for renewal for successive additional terms of one (1) or two (2) years, and the fees may be adjusted, provided that such adjustment does not exceed a five percent (5%) per year.

VI. Compensation No services may be performed, or fees incurred by the Vendor under the contract unless a Scope of Services has been agreed to in writing and with a not-to-exceed amount and a written notice to proceed from EEA Facilities has been issued. No payments shall be made for goods or services not rendered.

There will be no reimbursements for travel expenses, phone charges, tolls, fuel, parking or rental fees.

The services that may be provided are set forth in the SOW, and all expenses to deliver services shall be included in the contract price. All invoices for payment under Contract shall include a detailed accounting of work authorized in a form and detail acceptable to EEA Facilities. Invoices must be submitted in a timely manner.

VII. Best Value Selection and Negotiation EEA Facilities may select the response(s) which demonstrates the best value overall, including proposed alternatives, that will achieve the procurement and service goals of the EOEEA. Bidders may provide supplemental information regarding the scope. EEA Facilities and the selected bidder(s) may negotiate a change in any element of contract performance or cost identified in the original SOW or the selected Bidder’s or Contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected Bidder’s or Contractor’s original response.

During the selection process, EEA Facilities reserves the right to take any or all of the following actions if it deems them to be in the interests of the Commonwealth of Massachusetts:

• Reject any and all proposals;

• Waive any minor informalities in proposals received or request Respondents to correct them;

• Request additional information from Respondents and seek clarification from a Respondent provided the SST determines it is not prejudicial to the interests of the other Respondents to do so. Action by the selection team in this regard should not be construed to imply acceptance or rejection of a proposal.

VIII. Small Business Purchasing Program (SBPP) Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

IX. Supplier Diversity Program (SDP) Requirements In cases where all other factors are equal, and particularly when adhering to a best value approach, the department will favor the vendor with stronger SDP commitment. For more information, refer to Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting?_gl=1*wnz9qe*_ga*OTcxODE1Mjg3LjE2ODM2MzUyMjc.*_ga_MCLPEGW7WM*MTY5ODA3OTg1NC4yNi4wLjE2OTgwNzk4NTQuMC4wLjA.

https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/doc/best-value-evaluation-of-sdp-plan-forms-a-guide-for-strategic-sourcing-teams/download https://www.mass.gov/doc/best-value-evaluation-of-sdp-plan-forms-a-guide-for-strategic-sourcing-teams/download

X. Bidder Communication Bidders are prohibited from communicating directly with any employee regarding this SOW except as specified in this SOW with the EEA Facilities team. No other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this SOW. Bidders may contact the contact person for this SOW in the event that the SOW is incomplete, or the bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

XI. Estimated SOW Procurement Calendar

Milestone Date Availability of SOW on

COMMBUYS

April 1st, 2026

Submission of Vendor Questions through

COMMBUYS (DUE)

April 8th, 2026, by 5PM

EST

Responses to Vendor Questions posted in

COMMBUYS

(Estimated)

April 10th, 2026

Proposal Submission Deadline

April 14th, 2026, by 5PM

EST

Estimated Contract Start Date

April 20th, 2026

XII. COMMBUYS Instructions Interested Bidders must submit their response using COMMBUYS.

Useful links:

• Job aid on how to submit a quote: https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download

• Webcast: How to Locate and Respond to a Bid in CommBuys, which will familiarize bidders with COMMBUYS terminology, basic navigation, and provide guidance for locating bid opportunities in COMMBUYS and submitting an online quote.

• Bidders MUST have their complete bid fully loaded and submitted prior to the time and date listed in the calendar. COMMBUYS will not allow for bids to be submitted after the posted time.

Bidder may contact the COMMBUYS Help Desk at OSDHelpDesk@mass.gov or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617- 720-3197.

https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.youtube.com/watch?v=IG7XDNk4-U0 mailto:OSDHelpDesk@mass.gov?Subject=COMMBUYS%20Question

XIII. Written Questions via the Bid Q&A on COMMBUYS The Bid Q&A provides the opportunity for Vendors to ask written questions and receive written answers from EEA Facilities regarding this SOW. All Vendor questions must be submitted through the Bid Q&A found on COMMBUYS. Questions may be asked at any time prior to the Deadline for Submission of Questions stated in the Estimated Procurement Calendar. EEA Facilities reserves the right not to respond to questions submitted after this date. It is the Vendor’s responsibility to verify receipt of questions.

Please note that any questions submitted to EEA Facilities using any other medium (including those that are sent by mail, fax, email or voicemail, etc.) will not be answered.

To reduce the number of redundant or duplicate questions Vendors are asked to review all questions previously submitted to determine whether the question has already been posted.

Vendors are responsible for entering content suitable for public viewing, since all questions are accessible to the public. Vendors must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Vendor’s company or other companies. EEA Facilities reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this

SOW.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

It is the responsibility of the prospective/ awarded Vendor to maintain an active registration in COMMBUYS and to keep current the email address of the Vendor’s contact person and prospective contract manager. If awarded a contract, the Vendor is required to monitor that email inbox for communications from EEA Facilities, including requests for clarification. EEA Facilities assume no responsibility if a prospective/ awarded Vendor’s designated email address is not current, or if technical problems, including those with the prospective/ awarded Vendor’s computer, network or internet service provider (ISP) cause email communications sent to/ from the prospective/ awarded Vendor and EEA Facilities to be lost or rejected by any means including email or spam filtering.

XIV. Location of Q&A in COMMBUYS Log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q&A” button allows Bidders access to the Bid Q&A page.

XV. Required Components for Response Submission The following components specific to this SOW must be included in the order outlined below with your response. Failure to include all the requested information and completed required forms may result in rejection of your firm’s submission. Proposals received after the deadline will be rejected. The required SOW components are as follows:

1. Complete Response Cover Sheet (Provided in Attachment A)

2. Complete Pricing Response Form (Provided in Attachment B)

3. Vendor must submit an Itemized Detailed Quote on a separate attachment for all the costs associated with the scope on document with the Company Letterhead.

4. Submit a brief explanation of your understanding of the sections for which you have submitted a bid, affirming your ability to comply with the stated requirements

Bidders will not be penalized for not submitting supplemental information.

EEA Facilities will consider all aspects of a bidder’s proposal in making their determination.

XVI. Attachments Attachment A – Response Cover Sheet Attachment B – Pricing Response Form Attachment C – Zoll AED Plus Locations Attachment D – Estimated AED Maintenance Schedule

ATTACHMENT A – Response Cover Sheet Automated External Defibrillator (AED) Maintenance and Service

Program

Issued on:

April 1st, 2026

VENDOR SUBMITTING RESPONSE

Firm Name Submitting Proposal

Name of Authorized Signatory Title

Email Phone Number

Address of Firm

Signature Date