City_Wide_AED_Maintenance_and_Tracking_Software.pdf

Fire Department

Request for Proposals (RFP) #RFP196713 For

City Wide AED Maintenance and Tracking Software

Proposal Submittal Deadline:

Friday, March 27, 2026 BEFORE 3:00 pm

Procurement Contact:

Ann Marie Romero Contracts Administrator annmarie.romero@paloalto.gov

(650) 329-2271

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Suspension and Debarment Status

15. Proposer Questionnaire

Attachments:

A - AED Cost Proposal 2026 final

B - Firm Experience

C - Professional Services Agreement Sample

D - Attachment_-_Insurance_Requirement (1)

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for AED maintenance and tracking software. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The Palo Alto Fire Department is seeking qualified contractors to provide comprehensive maintenance services for the City of Palo Alto's network of automated external defibrillators (AEDs). This program ensures that all AED units located throughout City facilities and vehicles remain in optimal working condition, supporting the City’s commitment to public safety and emergency readiness.

The selected contractor will be responsible for quarterly on-site inspections of AEDs citywide—excluding units assigned to the Palo Alto Police Department and the Palo Alto

Utilities—as well as semi-annual testing of all current and future AEDs added to the City’s inventory. Services include replacing expired or defective pads and batteries, providing loaner units when devices require off-site hardware or software evaluation, and ensuring uninterrupted AED availability across City locations.

To support effective asset management, the contractor will also supply the Fire

Department with access to a real-time online tracking system capable of monitoring inspection status, recording City-performed checks, and reporting device-specific issues.

Vendors must be able to service the City’s current AED models—including units manufactured by ZOLL Medical, Physio-Control, and Stryker—as well as any future devices procured during the contract term.

1.2. Background

The City of Palo Alto’s AED program plays a critical role in supporting rapid, effective response to cardiac emergencies across numerous sites and vehicles located throughout.

The Fire Department is responsible for providing maintenance for the network of AED units, ensuring that employees and community members have access to lifesaving equipment. Maintaining a state of readiness across this network is essential to public safety and operational reliability.

Over time, the City’s AED fleet has expanded and diversified, currently consisting of 120 devices across multiple manufacturers and models. This growth, combined with the varying environments in which AEDs are deployed, has increased the complexity of tracking device health, ensuring timely replacement of pads and batteries, and documenting compliance with industry standards. The City must also ensure that all AED maintenance and documentation align with regional requirements established by Santa

Clara County, which outline expectations for AED readiness, inspection intervals, and overall program oversight.

While City personnel perform periodic checks, the lack of a centralized monitoring system and the need for consistent technical inspections have created operational challenges

Request for Proposal (RFP) #RFP196713 4 that limit efficiency and oversight. A successful maintenance services contract will help the City close these gaps by establishing a structured inspection schedule, ensuring prompt servicing of defective units, and giving Fire Department staff access to a modern, real-time tracking platform. The ideal vendor will bring expertise with the City’s AED models, deliver proactive maintenance, and provide dependable support that ensures full regulatory compliance and keeps every AED immediately ready for life-saving use.

1.3. Contact Information

Procurement Contact:

Ann Marie Romero

Contracts Administrator annmarie.romero@paloalto.gov

Department:

Fire

1.4. Timeline

Release Project Date: March 10, 2026

Question Submission Deadline: March 13, 2026, 1:00pm

Proposal Submission Deadline: March 27, 2026, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

The submission of a proposal shall be deemed a representation and certification by the

Proposer that it:

• Has carefully read and fully understand the information that was provided by the

City to serve as the basis for submission of this proposal.

• Has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

• Represents that all information contained in the proposal is true and correct.

Request for Proposal (RFP) #RFP196713 5

• Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

• Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

2.2. Addenda / Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be submitted to the

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

2.3. Submission of Proposals

All proposals shall be submitted electronically through the City’s electronic procurement system (OpenGov) at: https://procurement.opengov.com/portal/palo-alto-ca

Proposals shall be in a submitted status no later than 3:00 pm on Friday, March 27, 2026.

The e-procurement system will not accept any proposals after the specified close time.

2.4. Withdrawal or Modification of Proposals

A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on

OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition.

2.5. Rights of the City of Palo Alto

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #RFP196713 6

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or

• Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the City

An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

3. PROPOSAL CONTENT AND FORMAT

These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the

City’s requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered in the proposal document.

3.1. Proposal Summary

This Section of the Proposal shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of three (3) pages including the separate sheet.

3.2. Profile on the Proposing Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Proposer

Request for Proposal (RFP) #RFP196713 7 firm’s financial stability, capacity and resources. Include all other firms participating in the

Proposal, including similar information about the firms.

Additionally, this Section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or

(b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.

3.3. Qualifications of the Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s and any sub-Proposer’s qualifications and previous experience on similar or related projects.

Separately complete and upload the required attachment provided as "Qualifications of

Firm Relative to City's Needs", provide descriptions of pertinent project experience with other public municipalities and private sector entities, including a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

This Section of the Proposal shall include information regarding any relationships with firms and/or individuals that may submit proposals in response to the RFPs being developed.

3.4. Work Plan or Proposal

This Section of the Proposal shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.

3.5. Proposed Innovations

The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section of the Proposal discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.

3.6. Project Staffing

This Section of the Proposal shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor

Request for Proposal (RFP) #RFP196713 8 considered by the review committee. Changes in key personnel may be cause for rejection of the proposal.

3.7. Proposal Exceptions

This Section of the Proposal shall discuss any exceptions or requested changes that

Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified in the “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

This Section of the Proposal shall include the proposed costs to provide the services desired. The proposal shall also detail any other relevant cost and price information (such as any change to the fees based on any options a proposer is able to offer), plus a proposed not-to-exceed amount that would be contained in a potential agreement with the City. The hourly rates or a schedule of rates may be used for pricing the cost of additional services outlined in the Scope of Services.

Supplementary to this RFP and any submitted Proposal is the Cost Proposal Attachment provided with this RFP which must be upload electronically as part of your Proposal.

PLEASE NOTE: The City of Palo Alto does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

3.9. Evidence of Financial Stability

Proposers are required to establish to the City’s satisfaction that they are financially stable and can complete the obligations of a contract resulting from this solicitation. To meet this requirement, Proposers shall submit one of the following items that must be prepared by an independent third party:

• The most recent audited financial statement

• Reviewed financial statements for the last two years

• A letter of good standing from a credible financial institution or a Certified Public

Accountant that contains sufficient information for proposal evaluators to reasonably conduct an objective assessment of the Proposer’s financial viability and/or the Proposer’s risk of default, OR

Request for Proposal (RFP) #RFP196713 9

• A Dun & Bradstreet Business Information Report or Comprehensive Report prepared or updated within the last 12 months.

NOTE: The City recognizes the confidential nature of certain financial disclosures and will treat the information as such in accordance with applicable law, referenced in the Section of this RFP entitled "Public Nature of Materials".

4. CONTRACT TYPE AND METHOD OF PAYMENT

It is anticipated that the agreement resulting from this solicitation, if awarded, will be a

Fixed Fee form of contract. A Sample Agreement of Services is provided as an

Attachment to this RFP. The method of payment to the successful Proposer shall be on a Fixed Fee with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work. Progress payments will be based on a percentage of project completed.

Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements. If a Proposer desires to take exception to the

Agreement, Proposer shall provide the following information in Proposal Exceptions of their submittal package. Please include the following:

• Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments.

• Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language.

The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award.

Insurance Requirements

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the

Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in this RFP and its attachments.

All policies, endorsements, certificates and/or binders shall be subject to the approval of the Risk Manager of the City of Palo Alto as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract.

5. SCOPE OF WORK

Request for Proposal (RFP) #RFP196713 10

5.1. City Wise AED Maintenance & Tracking Software (July 1st, 2026 through June 30, 2029)

Contract Term: 3 Years

Start Date: July 1st, 2026

End Date: June 30th, 2029

AED MAINTENANCE SERVICE

The CONTRACTOR is to provide maintenance services that inspect, test and maintain the automated external defibrillators ("AEDs") located throughout the City of Palo Alto, managed by the Palo Alto Fire Department. The CONTRACTOR will conduct quarterly on-site inspections, apart from AEDs assigned to the Utilities and Police department, as well as perform testing semi-annually on current AEDs and future AED units that are procured by the CITY, located throughout. During inspections, the contractor will be responsible for replacing expired pads and batteries and/or defective pads and batteries, with replacement costs included in the yearly service. Moreover, if the AED is experiencing issues that are hardware/software related that need to be evaluated off-site, the contractor will provide a loaner AED with the CITY site until the CITY’s AED is back in service. CONTRACTOR will also provide the Palo Alto Fire Department with credentials to an online tracking system that will allow staff to receive updates on all AED units in real-time, pull records of AED inspections performed by CITY staff outside of quarterly inspections performed by CONTRACTOR, and the ability to report issues regarding specific AED units outside of the inspection period.

General Requirements:

CONTRACTORS must be able to perform inspections and maintenance checks on the following AEDs manufacturers that the City of Palo Alto currently owns, and AEDs added to their fleet within the contract term:

AED Model Count of

Model

ZOLL | AED

Plus - G2010

Physio

Control |

LifePak CR

Plus

Stryker |

LifePak CR2

Grand Total 120

a. CONTRACTOR will take reasonable and appropriate actions needed to ensure that no AED is out of operation for longer than twenty-four (24) hours for inspection and maintenance service after being used.

Request for Proposal (RFP) #RFP196713 11

b. CONTRACTOR will provide loaner AEDs for AEDs that need further servicing off site or deployed devices awaiting data downloading and accessory replacement.

c. CONTRACTOR will contact the CITY upon report of a stolen AED in the database and offer a loaner AED within 24 hours while waiting for the CITY to purchase a permanent replacement.

d. CONTRACTOR will notify the CITY of expired pad and battery replacement and will either ship battery or pad replacements if outside of inspection window or handle battery or pad replacement during on-site inspection.

e. CONTRACTOR will maintain the inventory of parts and consumables required to maintain the AEDs. If the inventory is not readily available, the CONTRACTOR will provide a loaner AED until parts and consumables are acquired.

f. CONTRACTOR will be available to contact by phone or e-mail during regular business hours if the CITY needs assistance with servicing an AED, navigating the online tracking system, or if an AED needs to be taken out of service and sent in for repair or further diagnosis.

g. CONTRACTOR will verify that each AED, its storage unit, and related parts and consumables are in satisfactory condition and working in accordance with the manufacturer's specifications during on-site inspection.

h. CONTRACTOR will contact the CITY by email of any discrepancies with the AED, storage unit and/or related parts and consumables as observed.

i. CONTRACTOR will replace outdated or unusable defibrillator pads and other consumables in a timely manner, either during quarterly inspection or if notified by CITY employees.

j. CONTRACTOR will update AED battery/pad serial number and expiration date in the online system upon quarterly inspections to ensure all AED consumable information is up to date.

k. CONTRACTOR will notify CITY and provide sets of pads and batteries upon:

i. Logged expiration of pads and batteries

ii. If AED is deployed and needs battery/pad replacement

iii. Defectiveness upon inspection by the CONTRACTOR or CITY staff member.

The cost of pad/battery replacement is included in the total service provided by the CONTRACTOR, however if an AED needs to be entirely replaced, CITY will incur the cost of replacement.

l. CONTRACTOR will provide a summary of each quarterly inspection as well as update the online tracking system to reflect what was inspected. At a minimum, the report will include but not limited to:

i. identifies each AED that was inspected.

ii. state the date of the inspection.

Request for Proposal (RFP) #RFP196713 12

iii. list deficiencies identified.

iv. list corrective actions taken.

v. list parts and consumables used, and

vi. provide appropriate recommendations or comments.

vii. CONTRACTOR will provide training if requested by the CITY.

m. CONTRACTOR will enter new AED purchased by the City into the online tracking system within 24 hours of notification that AED has been deployed. New AEDs deployed by the City should be added to ongoing quarterly and annual maintenance inspections (unless they are assigned to Utilities and PD).

AED Maintenance Requirements:

a. CONTRACTOR will maintain units to manufacturers’ guidelines for maintenance.

b. CONTRACTOR will provide battery and pad replacement upon expiration and in the event of use by mail or during on-site inspection.

c. CONTRACTOR will provide semi-annual testing on AEDs to ensure it is 100% fully functional.

d. CONTRACTOR will provide quarterly maintenance on AEDs apart from AEDs assigned to the Utilities department and Police department. AEDs assigned to the Utilities department and Police department will receive bi-annual maintenance from

CONTRACTOR.

e. CONTRACTOR will provide recall assistance.

f. CONTRACTOR will provide event download and evaluation if AED is deployed.

g. CONTRACTOR will provide expiration date tracking.

h. CONTRACTOR will provide a loaner AED to the department if AED is deployed and needs to be taken for data download or is sent into the vendor for further repair/maintenance.

AED Upgrades:

a. CONTRACTOR to provide support service to help initiate software/hardware upgrades to all AED devices for the CITY.

b. CONTRACTOR to help with any recalls of all AED models and kit items to the following but not limited to:

i. Physio-Control LifePak CR Plus

ii. Stryker| LifePak CR2

iii. Zoll | AED PLUS

Request for Proposal (RFP) #RFP196713 13

Rescue Kits:

CONTRACTOR will ensure the rescue kit with each AED is inventoried with the following items during their quarterly inspections. If the rescue kit is missing or near expiration of the following items, CONTRACTOR will handle replacement:

i. CPR Mask – a pocket-style mask with a one-way valve.

ii. Protective Gloves – one pair of nitrile gloves (No latex).

iii. Rugged Trauma Shears – Robust enough to cut thick clothing.

iv. Medical Grade Prep Razor…disposable for prepping skin.

v. Antiseptic Towelette – antiseptic wipe.

vii. Biohazard bag, and

viii. Nylon Pouch or equivalent

Website Portal:

a. CONTRACTOR will provide a website portal for online data management to enable but not limited to the following:

i. Recording monthly inspections by CITY staff

ii. Recording of events/activated device

iii. CITY staff submitting requests for replacement items (Pads/Batteries) if determined upon monthly inspection.

iv. Report damaged/stolen/lost AEDs if determined upon monthly inspection by CITY staff

v. Ability to transfer current CITY staff that oversee AEDs for monthly inspections to users with credentials

vi. Create new users in the website portal

vii. Online troubleshoot capabilities.

viii. Customized (downloadable) reporting for department to pull data regarding AED inspections and/or usage

x. Enable multiple CITY staff to oversee/log inspections for a single device.

b. CONTRACTOR will provide data downloading of activated devices within a timely manner.

c. CONTRACTOR will provide an event report and submit it to PAFD.

Request for Proposal (RFP) #RFP196713 14

d. CONTRACTOR will provide training on navigating the online portal for CITY employees

n. CONTRACTOR, with assistance of the Fire department, will ensure all AED serial numbers, batteries, and pads have accurate expiration dates upon the first on-site inspection to ensure the website portal reflects the most up-to-date information for consumables.

Additional Information:

a. CONTRACTOR does not need to be authorized as distributor representatives for Physio and Zoll.

b. CONTRACTOR must maintain the units to the manufacturer’s guidelines for maintenance.

Deliverables:

CONTRACTOR will provide AED Maintenance Services to current and future AEDs each year, which will include quarterly on-site AED inspections (aside from AEDs assigned to the Utilities department and Police department, as listed below), semi-annual AED testing, and replacement of pads and batteries that are due to expire (up to one set of each per AED).

Scheduling of Work:

a. Maintenance work covered by this Services should be completed during regular business (8:00am to 5:00pm), Monday through Friday on non-CITY holidays.

b. The locations (table 1) where AEDs are located throughout the City of Palo Alto are listed below but are not limited to the following:

c. AEDs that are allocated to the Utilities department and Police department (table 2) are subject to bi-annual inspections and testing.

AED Sites/Placements for City of Palo Alto

Table 1:

Site Name Site Address

Animal Services Center (Police) 250 Hamilton Ave, Palo Alto, CA 94301

Baylands Athletic Center 1900 Geng Road, Palo Alto, CA 94303

Baylands Golf Links 1875 Embarcadero Rd, Palo Alto, CA

94303

Request for Proposal (RFP) #RFP196713 15

Bowling Green 474 Embarcadero Road, Palo Alto, CA 94301

Bryant Street Community Center 429 Bryant St, Palo Alto, CA 94301

Children's Library 1276 Harriet Street, Palo Alto, CA 94301

Children's Theatre at Lucie Stern Community Center 1305 Middlefield Rd, Palo Alto, CA 94301

City Hall 1st Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall 2nd Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall 3rd Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall 4th Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall 5th Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall 6th Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall 7th Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall 8th Floor 250 Hamilton Ave, Palo Alto, CA 94301

City Hall A Level 250 Hamilton Ave, Palo Alto, CA 94301

City Hall Mezzanine (G Level) 250 Hamilton Ave, Palo Alto, CA 94301

College Terrace Library 2300 Wellesley St. Palo Alto, CA 94306

Cubberley Community Center 4000 Middlefield Rd, Palo Alto, CA 94303

Cubberley Community Center Theater 4000 Middlefield Rd, Palo Alto, CA 94303

Cubberley Pavilion at Cubberly Community Center 4120 Middlefield Rd, Palo Alto, CA 94306

Development Services Center 285 Hamilton Avenue, Palo Alto, CA

94301

Downtown Library 270 Forest Ave., Palo Alto, CA 94301

El Camino Park 155 El Camino Real, Palo Alto, CA 94301

Elizabeth F Gamble Garden 1431 Waverley St, Palo Alto, CA 94301

Fire Department Vehicles 250 Hamilton Ave, Palo Alto, CA 94301

Foothills Park Nature Interpretive Center 3300 Page Mill Rd, Palo Alto, CA 94304

Greer Park 1098 Amarillo Ave, Palo Alto, CA 94303

Hoover Park 2901 Cowper St, Palo Alto, CA 94306

Junior Museum and Zoo 1451 Middlefield Rd, Palo Alto, CA 94301

Lucie Stern Community Center 1305 Middlefield Rd, Palo Alto, CA 94301

Lucie Stern Community Theatre at Lucie Stern Community

Center

1305 Middlefield Rd, Palo Alto, CA 94301

Lucy Evans Baylands Nature Interpretive Center 2775 Embarcadero Rd, Palo Alto, CA

94303

Mayfield Soccer Complex 2650 El Camino Real, Palo Alto, CA

94306

Mitchell Park Community Center 3700 Middlefield Rd, Palo Alto, CA 94303

Mitchell Park Library 3700 Middlefield Rd, Palo Alto, CA 94303

Mitchell Park Pickle Ball Courts 3700 Middlefield Rd, Palo Alto, CA 94303

Municipal Services Center 3201 E Bayshore Rd, Palo Alto, CA 94303

Office of Emergency Services (Police) 250 Hamilton Ave, Palo Alto, CA 94301

Palo Alto Airport 1925 Embarcadero Rd, Palo Alto, CA

Palo Alto Art Center 1313 Newell Road, Palo Alto, CA 94303

Request for Proposal (RFP) #RFP196713 16

Palo Alto Regional Water Quality Control Plant 2501 Embarcadero Way, Palo Alto, CA

94303

Palo Alto Regional Water Quality Control Plant (Office) 1900 Embarcadero Rd., Palo Alto, CA

94303

Pearson-Arastradero Preserve Ranger Station 1530 Arastradero Rd, Palo Alto, CA

94304

Peers Park 1899 Park Blvd, Palo Alto, CA 94306

Police Vehicles and Police Reserve AEDs 250 Hamilton Ave, Palo Alto, CA 94301

Public Safety Building 250 Sherman Avenue, Palo Alto, CA

94301

Riconada Library 1213 Newell Rd, Palo Alto, CA 94303

Seale Park 3100 Stockton Pl, Palo Alto, CA 94303

Palo Alto Utilities Department and Police Department AED List

Table 2:

Location Site Address

Municipal Service Center

(BLD A)

3201 E Bayshore Rd, Palo Alto, CA

94303

Municipal Service Center

(BLD B)

3201 E Bayshore Rd, Palo Alto, CA

94303

Ewell Court Engineering 1007 Ewell Court, Palo Alto, CA

94303

Municipal Service Center 3201 E Bayshore Rd, Palo Alto, CA

94303

Municipal Service Center 3201 E Bayshore Rd, Palo Alto, CA

94303

Municipal Service Center 3201 E Bayshore Rd, Palo Alto, CA

94303

Municipal Service Center 3201 E Bayshore Rd, Palo Alto, CA

94303

Colorado Substation 1082 Colorado Ave, Palo Alto, CA

94303

Adobe Creek Substation 1157 East Meadow Dr, Pao Alto, CA 94303

Municipal Service Center 3201 E Bayshore Rd, Palo Alto, CA

94303

Municipal Service Center 3201 E Bayshore Rd, Palo Alto, CA

94303

Quarry Substation 281 Quarry Road, Palo Alto, CA

94304

Municipal Service Center 3201 E Bayshore Rd, Palo Alto, CA

Request for Proposal (RFP) #RFP196713 17

Hansen Way Substation 950 Hansen Way, Palo Alto, CA

94304

Hanover Substation 3350 Hanover Ave, Palo Alto, CA

94304

Park Blvd. Substation 3291 Park Blvd, Palo Alto, CA

94306

Maybell Substation 527 Maybell Ave, Palo Alto, CA

94306

Hopkins Substation 1350 Hopkins Ave, Palo Alto, CA

94301

Police (Spare #01) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #02) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #03) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #04) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #05) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #06) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #07) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #08) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #09) 250 Hamilton Avenue, Palo Alto, CA 94301

Police (Spare #10) 250 Hamilton Avenue, Palo Alto, CA 94301

Police OES 21 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 01 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 02 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 03 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 04 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 05 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 06 250 Hamilton Avenue, Palo Alto, CA 94301

Request for Proposal (RFP) #RFP196713 18

Police Patrol 07 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 08 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 09 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 10 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 11 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 12 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 13 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 14 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 15 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 16 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 17 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 18 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 19 250 Hamilton Avenue, Palo Alto, CA 94301

Police Patrol 20 250 Hamilton Avenue, Palo Alto, CA 94301

SCHEDULE OF PERFORMANCE

Schedule:

A. The AED Maintenance Service will be scheduled quarterly (every 3 months), with exception of AEDs assigned to the Utilities department and Police department who are subject to bi-annual inspections, maintenance by CONTRACTOR is as follows:

A. Quarter 1 – January – March B. Quarter 2 – April – June C. Quarter 3 – July – September D. Quarter 4 – October – December B. Semi-annual testing of AEDs can happen during any quarters listed above when

CONTRACTOR is on site.

Request for Proposal (RFP) #RFP196713 19

6. EVALUATION CRITERIA

City staff will evaluate the responsive submittals provided based on the following criteria, at a minimum. Please Note: The Scoring Method and Points assigned to each criterion are not published on the RFP. The Scoring Methods and Points are applicable to the RFP.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Quality and completeness of proposal

Points Based 10 (10% of Total)

2. Proposed Solution (Required)

Quality, performance and effectiveness of the solution, goods and/or services to be provided by the Proposer

Points Based 15 (15% of Total)

3. Experience (Required)

Consultant or contractor’s experience, including the experience of staff to be assigned to the project, with engagements of similar scope and complexity

Points Based 10 (10% of Total)

4. Cost (Required)

Proposed cost to the City

Reward Low Cost 10 (10% of Total)

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

Points Based 10 (10% of Total)

6. Timely Performance (Required)

Consultant or contractor’s ability to perform the contract within the time specified

Points Based 10 (10% of Total)

7. Prior Record of Performance for

Government Agencies (Optional)

Consultant or contractor’s prior record of performance with the city or other local, county or state agency

Points Based 15 (15% of Total)

8. Ability to Provide Ongoing Services

(Optional)

Consultant or contractor’s ability to provide in the future any maintenance, repairs, parts and/or services

Points Based 10 (10% of Total)

Request for Proposal (RFP) #RFP196713 20

9. Compliance (Required)

Consultant or contractor’s compliance with applicable laws, regulations, policies

(including city policies), guidelines and orders governing prior or existing contracts performed by the consultant or contractor

N/A N/A

7. ORAL INTERVIEWS

Proposers may be required to participate in an oral interview. The oral interview will be a panel comprised of members of the selection committee.

Proposers may only ask questions that are intended to clarify the questions that they are being asked to respond.

Each Proposer’s time slot for oral interviews will be determined randomly. Proposers who are selected shall make every effort to attend. If representatives of the City experience difficulty on the part of any Proposer in scheduling a time for the oral interview, it may result in disqualification from further consideration.

8. PUBLIC NATURE OF MATERIALS

Responses to this RFP become the exclusive property of the City of Palo Alto. At such time as the Administrative Services Department recommends to form to the City Manager or to the City Council, as applicable, all proposals received in response to this RFP becomes a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as “Confidential”, “Trade Secret”, or

“Proprietary”. The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential”, “Trade Secret”, or “Proprietary” or if disclosure is required under the Public Records Act.

Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential”, “Trade Secret”, or “Proprietary” shall be regarded as non-responsive.

Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Palo Alto may not accept or approve that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret”, or “Proprietary”, the City shall provide the Proposer who submitted the information with reasonable notice to allow the

Proposer to seek protection from disclosure by a court of competent jurisdiction.

9. COLLUSION

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person

Request for Proposal (RFP) #RFP196713 21 not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

10. DISQUALIFICATION

Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:

• Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal

• Any attempt to improperly influence any member of the evaluation team

• Existence of any lawsuit, unresolved contractual claim or dispute between

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

• Evidence of Proposer’s inability to successfully complete the responsibilities and obligation of the proposal

• Proposer’s default under any previous agreement with the City, which results in termination of the Agreement

11. NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these

RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

12. GRATUITIES

No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the city. No city employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a city contract.

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

Request for Proposal (RFP) #RFP196713 22

In order to avoid any conflict of interest or perception of a conflict or interest, Proposer(s) selected to provide professional services under this RFP will be subject to the following requirements:

• The Proposer(s) who works on the procurement will be precluded from submitting proposals or bids as a prime contractor or subcontractor in the ultimate procurement.

• The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.

• The Proposer may not have a conflict of interest as defined under Palo Alto

Municipal Code section 2.30.600 or 2.30.610, or as defined under state law including the Political Reform Act or Government Code section 1090 et seq.

• Notwithstanding the above, Proposer(s) may submit proposals or bids as the prime contractor or subcontractor in the ultimate procurement where the Proposer(s) duties and services do not include preparing or assisting the City with any portion of the preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City, and the

Proposer(s) participation in the planning, discussions, or drawing of project plans or specifications is limited to conceptual, preliminary, or initial plans or specifications and cooperates with the City to ensure that all bidders for a subsequent contract on any subsequent phase of the project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by the Proposer(s).

14. SUSPENSION AND DEBARMENT STATUS

As applicable, the City will verify whether a contractor and its subcontractors, if any, are suspended or debarred from doing business with the federal government by searching the Excluded Parties List System (www.sam.gov). This verification process applies to contracts funded by federal grants and which are for $25,000 or more (including as well any subcontract that is for $25,000 or more). Unless an exception applies, no such federal funds may go to a person or entity that is suspended or disbarred, thus any such person or entity found to be suspended or disbarred in the check of the www.sam.gov list system will be disqualified under the Request for Proposals.

15. PROPOSER QUESTIONNAIRE

15.1. Business Type*

Please indicate the type of business that your company will continue operating as.

☐ Individual https://www.sam.gov/ https://www.sam.gov/

Request for Proposal (RFP) #RFP196713 23

☐ Partnership

☐ Joint Venture

☐ Corporation

☐ Other

*Response required

15.2. Business Type Follow-Up*

If you indicated "Other" on the previous question, please explain here.

*Response required

15.3. Year of Incorporation*

Please indicate the year of incorporation (if applicable). If not incorporated, please indicate such.

*Response required

15.4. State Incorporated*

In what state was your company incorporated?

*Response required

15.5. Business In California*

When was your company authorized to do business in the State of California?

*Response required

15.6. Qualifications of Firm - Experience of Firm*

Please download the below documents, complete, and upload. For additional instructions on this form, please see the section of this RFP titled "Proposal Content and Format" and the subsection titled "Qualifications of the Firm".

• Firm_Experience.pdf

*Response required

15.7. Proposal (without Cost)*

Please upload your Technical Proposal without fees/costs here. You will be uploading the fee/cost portion of your proposal separately in another step.

*Response required

15.8. Separate Cost File*

The fees/costs portion of your proposal should not be attached with the rest of your

Proposal and should be attached separately here using the document provided. Please download, update and review before uploading your fee/cost information here.

https://government-project.s3.us-west-2.amazonaws.com/53652/ce5a4be1-492e-4eaf-913a-a0e17abfe3ae_Firm_Experience.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BMT2OXDE%2F20260310%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260310T225334Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCmKD8E6P%2F6GyoTfsNOblkQ7EOiWW4JK3YbaCbqB7r7cAIhAMyngo9PsqmSxCiujPSfg6byuRHEjkfevXGVcOL94QPOKoUFCFAQAhoMODkyMzY0Njg3NjcyIgx47K%2Bh3GDL81y6RkIq4gS73%2FB3rUZpz2d%2F0obXBj90f6id9maq%2FlUrCnQ6mFV6DCr7LE92LGsIRdFRyIgzod8Td1sOEIXZsUyyulGai37kFoDV6tdKi9dYODlvIamFPgQul3vdnDSNLvVFbscR94QwW2PaGTPWWc3BywpW2v2cro7IOY%2BNy42%2FvM%2FpB4jtANehzjk0hSpcvElGpNHJswLUzy2%2BHmYMeLVtpdIqB2aH%2Ff2viJCHslTpv%2FJdyPnAegpp3%2BBNzT5zbSozT6SpfJDU3sUUGT60vZElSI2hDnLgcaRw6PSNCrayTjM4oRwxc207N5a6D1vnMOkkdzfrnWAjTLYxyFq8Cu10lXL%2FwiwpJ1vpJMokyWEmzPyyMChph12uYDkHzyeKS%2B0fbGQikv5IGCyh2wr%2F9dS%2BAs0s2zKMi6PkYs4UU5exNLnoXl%2Bvo5igNqEenfsdpSKk947kxkya66hCTPSLsOD25Jdw36XVXyUvovu2i8X4xpoJbQd1eMk6BTFF8pSj4iliO2YP8HWCwFsGPDpdNee94xeLfL9cpLGIsDysihbVAmMKx8ok90sXir0%2FL4EECAcuM9q3ls3cJzhf0yBvSy6p4QzwdEvsrZoDnZDKmZY%2BHA7lm7gVsIzucknPm35fBkaa5X2Em6ankhO0%2FMx%2FeC9EWuN9sJ%2BKsNvm9Oj39dyXLk546AKodWvuuXHMwjQmmM2Ql6uybq6yvQ4%2FQxmnezhVngZmkKl7CwIDpVqkWu%2BxOUoN8TWoRixfsgj7lrQTC%2BExsZqGNq%2FsDwbhjMpOZCMEPQRBHrEmFdyL7CsB%2FeBabju4xH%2B23t3TMLDAws0GOpgBUU1T1sP3UFhjPbHKMdAuFEJBBS%2F6yvH309MwpnRzk2iaUXlch5PHoB%2BuzSPMau46wJxUZf1BZMbIwzUBUUOJOp0%2F2rWPkzfBVzUj0LrCxjFOz7l5QcI68FEl11692oPontcGATEvQAyioEc81%2BLZfHFbJtZJXlDVPOtVVAZE9yX99I2N0wbZujwqpxlc7fZ8dwhzl68GQoM%3D&X-Amz-Signature=a7b17aac196cfb7eed52b45153abc76750da68724ca6a8ba4e2fc16ad9ec362d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Firm_Experience.pdf%22&x-id=GetObject

Request for Proposal (RFP) #RFP196713 24

• AED_Cost_Proposal_2026_fina...

*Response required

15.9. Evidence of Financial Stability-REQUIRED SUBMITTAL *

Please upload your Evidence of Financial Stability

*Response required

15.10. Additional Information

If any of your previous answers required additional information to be submitted or provided, please upload all such information here.

15.11. Proposer Confirmation*

By confirming, the submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and they have read and understand the RFP. No request for modification of the proposal shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition.

Confirmation by the Proposer represents and warrants that he or she has the legal capacity and authority to bind the Company stated on the RFP submittal.

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/244072/81d6249a-a296-4c74-8f86-55054a5efdea_AED_Cost_Proposal_2026_final.docx

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