Dept_new_bid_email_RE__[EXTERNAL]_AED_contract_Renewal.pdf
PDF 256 KB Posted
- Solicitation number
- 26-P-00028
- Issued by
- Hillsborough County, Florida
About this file
This is an internal email chain from the City of Tampa Purchasing Department regarding the renewal of an AED (Automated External Defibrillator) contract with incumbent vendor Who We Play For. The City of Tampa maintains over 190 Cardiac Science Powerheart G5 AEDs across various city-owned buildings to ensure employee and public access to defibrillators in the event of sudden cardiac arrest. The contract was set to renew in March 2026, providing the department adequate time to rebid the requirement if necessary. The City indicated a willingness to renew with the incumbent vendor if terms could be agreed upon, but stated no changes to specifications or quantities were anticipated for a new bid process.
The incumbent vendor, Who We Play For, requested pricing adjustment at renewal time but was informed the contract allowed only a 2.9 percent CPI price escalation. The vendor declined to renew under these terms, citing their need for pricing increases beyond the allowable CPI index. Following the vendor's decision not to renew, the City proceeded with plans to issue a new competitive bid. The City's decision to rebid was influenced by factors including a large donation of AEDs and accessories from the American Heart Association, which reduced immediate procurement needs, as well as past payment processing delays attributed to the vendor's invoicing procedures differing from the City's standard purchase order workflow.
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From: Greg Mazer To: Michelle Estevez Cc: Larry Frassrand Subject: RE: [EXTERNAL] AED contract Renewal Date: Friday, October 10, 2025 1:04:26 PM
I have Larry in my office, everything in there was good so all set to move forward !!
From: Michelle Estevez <Michelle.Estevez@tampagov.net> Sent: Thursday, October 9, 2025 7:43 AM To: Greg Mazer <Greg.Mazer@tampagov.net> Cc: Larry Frassrand <Larry.Frassrand@tampagov.net> Subject: RE: [EXTERNAL] AED contract Renewal
Good Morning, sounds good. If Larry doesn’t have any changes to the spec/quantities, I can move forward with putting out a new bid.
From: Greg Mazer <Greg.Mazer@tampagov.net> Sent: Thursday, October 9, 2025 7:42 AM To: Michelle Estevez <Michelle.Estevez@tampagov.net>
Sounds good, Lets do it!!
From: Michelle Estevez <Michelle.Estevez@tampagov.net> Sent: Wednesday, October 8, 2025 1:45 PM To: Greg Mazer <Greg.Mazer@tampagov.net>
We start fresh so it’ll be a new 3-year term.
Sent: Wednesday, October 8, 2025 12:52 PM To: Michelle Estevez <Michelle.Estevez@tampagov.net>
All right, then lets go for it!!
Will this be a new 3-year+2 or just through the end of re current term?
mailto:Greg.Mazer@tampagov.net mailto:Michelle.Estevez@tampagov.net mailto:Larry.Frassrand@tampagov.net mailto:Greg.Mazer@tampagov.net mailto:Michelle.Estevez@tampagov.net mailto:Larry.Frassrand@tampagov.net mailto:Michelle.Estevez@tampagov.net mailto:Greg.Mazer@tampagov.net mailto:Larry.Frassrand@tampagov.net mailto:Greg.Mazer@tampagov.net mailto:Larry.Frassrand@tampagov.net
From: Michelle Estevez <Michelle.Estevez@tampagov.net> Sent: Wednesday, October 8, 2025 12:39 PM To: Greg Mazer <Greg.Mazer@tampagov.net>; Larry Frassrand <Larry.Frassrand@tampagov.net>
Greg, They do not wish to stay, they want to increase their pricing above the allowable CPI index that is allowed per the bid.
We have to rebid.
Sent: Wednesday, October 8, 2025 11:44 AM To: Michelle Estevez <Michelle.Estevez@tampagov.net>; Larry Frassrand <Larry.Frassrand@tampagov.net>
Michelle, The American Heart donation is mainly for Parks and Rec we still have our annual budget for replacement throughout the city (and last year we already had the order with the previous vendor . Maybe reach out to them just to see if they may be interested in staying.
Minor billing issue but overall they have been good (and they have a good mission) so I’m not really interested in rebidding if they are interested in continuing (hope that makes sense)
From: Michelle Estevez <Michelle.Estevez@tampagov.net> Sent: Wednesday, October 8, 2025 11:07 AM To: Larry Frassrand <Larry.Frassrand@tampagov.net>; Greg Mazer <Greg.Mazer@tampagov.net>
Good Morning, Yes, could be why. The decision to rebid is up to you guys, I am here to facilitate. If you don’t have a huge need because of the donation, and you don’t need a new bid, that’s fine. But if you still have a need, I can most certainly put out a new bid.
From: Larry Frassrand <Larry.Frassrand@tampagov.net> Sent: Tuesday, October 7, 2025 11:45 AM To: Greg Mazer <Greg.Mazer@tampagov.net>; Michelle Estevez <Michelle.Estevez@tampagov.net> mailto:Michelle.Estevez@tampagov.net mailto:Greg.Mazer@tampagov.net mailto:Larry.Frassrand@tampagov.net mailto:Greg.Mazer@tampagov.net mailto:Michelle.Estevez@tampagov.net mailto:Larry.Frassrand@tampagov.net mailto:Michelle.Estevez@tampagov.net mailto:Larry.Frassrand@tampagov.net mailto:Greg.Mazer@tampagov.net mailto:Larry.Frassrand@tampagov.net
Hello Greg/Michelle, I do have a couple of thoughts, but I don’t believe that we need to change anything on the bid process.
1. We received the rather large donation from the American Heart Association of AEDs, cabinets, spare batteries, and pads during the contract with Who we Play for. I did not order much because of the donation. Maybe they felt that we are not making it worth their while to do business with the COT. This is just my thought, I did not hear anything from Michael Harrington to this effect.
2. What items we did order from Michael were not paid in a timely manner 2 times. I did hear from Michael on this issue. In the past I would ask for a quote from the vendor, have Colleen cut a PO then place the order, receive an invoice which would be paid with the PO. Who we Play for preferred that we place the order, they immediately sent an invoice through Quik Books. I would forward the invoice to Colleen and ask her to cut a PO and pay the invoice. I think that this different process delayed the invoice from being paid on time on 2 occasions.
I don’t know if these 2 reasons are why he is reluctant to renew or not. Again, this just my thoughts.
Larry Frassrand Safety Training Specialist, Human Resources City of Tampa / 116 S. 34th St. / Tampa, Florida 33605 p: 813-274-5792 / e: Larry.Frassrand@tampagov.net
Sent: Tuesday, October 7, 2025 10:00 AM To: Michelle Estevez <Michelle.Estevez@tampagov.net>
Bummer, I’m cc’ing Larry for thoughts as far any changes to the bid specs, don’t anticipate much so we’re ready when you are to do it all over again…
Greg Mazer Safety & Loss Prevention Supervisor, Human Resources City of Tampa / 306 E. Jackson St. 4th Floor East / Tampa, Florida 33602 p: 813-274-5747 / e: Greg.Mazer@tampagov.net
From: Michelle Estevez <Michelle.Estevez@tampagov.net> Sent: Tuesday, October 7, 2025 9:35 AM To: Greg Mazer <Greg.Mazer@tampagov.net> Subject: FW: [EXTERNAL] AED contract Renewal
Good Morning Greg, FYI….see email string below. Looks like Who We Play For does not want to renew the Cardiac Science contract. The current contract does not expired until March 2026 so we have some time to put this back out for bid. I’ll need you to look over the spec/quantities as we get closer.
Thanks.
From: Anthony Rotolo <Anthony.Rotolo@tampagov.net> Sent: Tuesday, October 7, 2025 9:21 AM To: Michael Harrington <michael.harrington@whoweplayfor.org> Cc: Michelle Estevez <Michelle.Estevez@tampagov.net> Subject: Re: [EXTERNAL] AED contract Renewal
Hello Michael, If you do not wish to renew this award, please fill out that option on page 2.
Please let us know if you have any questions.
Regards, From: Michael Harrington <michael.harrington@whoweplayfor.org> Sent: Tuesday, October 7, 2025 9:14 AM To: Anthony Rotolo <Anthony.Rotolo@tampagov.net> Cc: Michelle Estevez <Michelle.Estevez@tampagov.net> Subject: Re: [EXTERNAL] AED contract Renewal
Please send the form that is needed to cancel renewal. Thanks, Michael On Tue, Oct 7, 2025 at 7: 57 AM Anthony Rotolo <Anthony. Rotolo@ tampagov. net> wrote: Good morning, I am checking in for an update on this Renewal. Thank you, From: Michelle ZjQcmQRYFpfptBannerStart
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Please send the form that is needed to cancel renewal.
Thanks, Michael
On Tue, Oct 7, 2025 at 7:57 AM Anthony Rotolo <Anthony.Rotolo@tampagov.net> wrote:
Good morning, I am checking in for an update on this Renewal.
Thank you, From: Michelle Estevez <Michelle.Estevez@tampagov.net> Sent: Wednesday, October 1, 2025 10:07 AM To: Michael Harrington <michael.harrington@whoweplayfor.org> Cc: Anthony Rotolo <Anthony.Rotolo@tampagov.net>
Good Morning Michael, You can adjust pricing at renewal time, the allowable CPI price escalation per the contract is 2.9%.
Michelle Estevez Senior Procurement Analyst, Purchasing Department City of Tampa / 2555 E. Hanna Ave / Tampa, Florida 33610 p: 813-274-8836 / e: Michelle.Estevez@tampagov.net
From: Anthony Rotolo <Anthony.Rotolo@tampagov.net> Sent: Tuesday, September 30, 2025 10:59 AM To: Michelle Estevez <Michelle.Estevez@tampagov.net> https://us-phishalarm-ewt.proofpoint.com/EWT/v1/PVqIkJN7Bw!BVbWwV4f9x6_RVXKzbdWx95732M1LhsL4_mRJNRYPjEt8v0qAgeCxY70YVwRdjH7DSZYONi9ulKXIjvul4NLvuUa59X9gFn_Tve-ihtKYaP7z_ScLudaeGhqKC-BqkN7yeI$ mailto:Anthony.Rotolo@tampagov.net mailto:Michelle.Estevez@tampagov.net mailto:michael.harrington@whoweplayfor.org mailto:Anthony.Rotolo@tampagov.net mailto:Michelle.Estevez@tampagov.net
Subject: Fw: [EXTERNAL] AED contract Renewal
FYI
Please advise.
Thank you, Anthony Rotolo Purchasing Technician, Purchasing Department City of Tampa / 2555 E. Hanna Ave / Tampa, Florida 33610 p: 813-274-7803 / e: Anthony.Rotolo@tampagov.net
From: Michael Harrington <michael.harrington@whoweplayfor.org> Sent: Tuesday, September 30, 2025 10:49 AM To: Anthony Rotolo <Anthony.Rotolo@tampagov.net> Subject: [EXTERNAL] AED contract Renewal
Could you please confirm if we’re required to provide pricing at this time?
If so, please note that our prices are typically adjusted each year based on manufacturer changes, so we would not be able to guarantee the same pricing moving forward.
mailto:Anthony.Rotolo@tampagov.net mailto:michael.harrington@whoweplayfor.org
File details come from the government source that posted it. Updated .