REQUEST FOR QUOTES (RFQ) 13307

DEPARTMENT OF SAN DIEGO COUNTY EMERGENCY MEDICAL SERVICES OFFICE

AUTOMATED EXTERNAL DEFIBRILLATORS (AED) PROGRAM MANAGEMENT

AND MAINTENANCE SERVICES

July 17, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Automated External Defibrillators (AED) Program Management and Maintenance Services (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year anticipated to begin September 1, 2026, with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/.

To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Kashif Shaheed, Procurement Specialist, kash.shaheed@sdcounty.ca.gov.

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time) Questions due July 28, 2026 prior to 5:00 p.m.

Quotes due August 7, 2026 prior to 5:00 p.m.

6. Questions:

6.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

6.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

7. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms E. Statement of Work F. Payment Schedule G. Draft Agreement

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/ mailto:kash.shaheed@sdcounty.ca.gov

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13307

AUTOMATED EXTERNAL DEFIBRILLATORS (AED) PROGRAM MANAGEMENT

B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from

Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting

Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code §

7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY.”

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

6.3. The County reserves the right to separately procure the same or similar goods or services.

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes; the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

6.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

7. DILIGENCE AND DUTY TO INQUIRE

7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of

California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the County.

https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/

C. SUBMITTAL ITEMS

Offeror’s response to these Submittal Items shall be no more than twenty (20) pages.

1. EXHIBIT 1 - REQUIRED FORMS

1.1 Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2 Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

2.1 Confirm (YES/NO) offeror has read, understands, and accepts the Exhibit A – Statement of Work (SOW).

YES ☐ NO ☐

2.1.1 If NO, provide a marked-up redline version of the SOW that provides applicable alternative language with an explanation to support any alternative standards/language being proposed. Failure to specifically reject a proposal requirement(s) will be deemed an acceptance of such requirement.

2.2 Provide a detailed response describing your approach to fulfilling the service requirements outlined in the Exhibit A – Statement of Work (SOW), Sections 3 and 6-9. When referring to a specific requirement in the SOW, include its corresponding number for easy reference.

Offeror’s response should clearly explain how the required services will be performed and how they will meet the specified requirements. Focus on the methods and procedures that will be used to meet the key requirements in the SOW. Descriptions for each work component should be labeled with the appropriate submittal requirement and/or SOW section number.

2.3 Confirm (YES/NO) that offeror has ability to provide an IT solution (web-based repository, i.e., database) to facilitate data collection and data management of AED units located in County facilities and County vehicles, and that will support the following.

YES ☐ NO ☐

2.3.1 Authorizing database access by assigning user identifications (IDs) and passwords to designated AED Site Liaisons and Back-up AED Site Liaisons (AED Site Coordinators), per Section 7.2.1.1 of the Statement of Work (SOW).

YES ☐ NO ☐

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2.3.2 Removing database access to AED Coordinators that have been replaced by new coordinators, per Section 7.2.1.2 of the SOW.

YES ☐ NO ☐

2.3.3 Documenting the County site name and address, location of the AED unit at the site, AED unit brand and model name, AED unit serial number, battery expiration date, electrode pads expiration date and date of last visual inspection, per Section 7.2.1.3 of the SOW.

YES ☐ NO ☐

2.3.4 Documenting, managing, tracking, and tracing the movement, relocation and/or transfer of AED units in and between County sites, per Section 7.2.1.4 of the SOW.

YES ☐ NO ☐

2.3.5 Documenting the dates and number of attempts to contact AED Site Coordinators to address AED non-compliance issues identified in the database (i.e., expired batteries and/or electrode pads, missing battery and/or electrode pad expiration dates, and overdue AED unit visual inspections), per Section 7.2.1.5 of the SOW.

YES ☐ NO ☐

2.3.6 Confirm (YES/NO) that offeror has ability to provide services twenty-four (24) hours per day, seven (7) days per week including County-observed holidays, staffed by a qualified data management contract staff for maintenance, incident maintenance and emergency contact services for situations of concern (e.g., AED unit activation, deployment, or consult and direction in addressing and troubleshooting AED unit equipment malfunction) to AED units located in County sites, per Section 3.1.2, 3.1.4, 3.2.5, 6.2 and 7.1 of the SOW.

YES ☐ NO ☐

2.3.7 CISD Capability (Section 7; Section 3, Outcome Objectives): Confirm (YES/NO) that your organization can provide Critical Incident Stress Debriefing (CISD) by a certified representative within 48 hours of an AED deployment. If YES, please describe your CISD provider's credentials and availability.

YES ☐ NO ☐

2.3.8 On-Site Data Download/Loaner AED (Section 7): Confirm (YES/NO) that you can perform on-site data downloads from deployed AEDs. If a loaner AED is used, confirm it is the same make and model as the unit removed and will be returned to its original location within 72 hours.

YES ☐ NO ☐

2.3.9 12-Hour On-Scene Response (Section 3, Outcome Objectives): Confirm (YES/NO) that you can arrive on-scene within 12 hours of formal notification of an AED deployment incident, 24/7/365.

YES ☐ NO ☐

2.3.10 Patient PII/Data Security (Section 7): Describe your data security practices for protecting patients personally identifiable information. Confirm (YES/NO) that your organization complies with applicable federal and California law for patient data storage and disposal

YES ☐ NO ☐

2.3.11 48-Hour Incident Report (Section 3, Outcome Objectives; Section 9): Confirm (YES/NO) that you can process and file an AED Deployment Incident Report, including the Contractor's Incident Report, Prehospital Report, and Software-Generated AED Event Report, within 48 hours of formal incident notification.

2.3.12 AED Testing and Inspection Compliance (Section 7; Section 8): Confirm (YES/NO) that AED units will be tested at least biannually and after each deployment, and that all County AED units will be physically inspected at least every 90 days per Health and Safety Code Section 1797.196.

YES ☐ NO ☐

2.3.13 Non-Compliance Escalation Protocol (Section 3, Outcome Objectives): Confirm (YES/NO) that your outreach process follows the required three-step contact sequence (email, then phone, then USPS mail, each within 2 business days of no response), and that unresolved issues are escalated to the County COR after three unsuccessful attempts.

YES ☐ NO ☐

2.3.14 AED Orientation Delivery (Section 7): Confirm (YES/NO) that you can provide an initial AED orientation to all AED Site Coordinators and monthly orientations (in-person or web-based) thereafter. Please describe your delivery platform and scheduling approach.

YES ☐ NO ☐

2.3.15 Reporting Capability (Section 9): Confirm (YES/NO) that your system can generate a Monthly Status Report with all fields required under Section 9, and an Annual Summary Report within 20 days of contract year end. Please describe your report generation process.

YES ☐ NO ☐

2.4 Confirm (YES/NO) that offeror completed the attached IT Requirements and Data Security Checklist.

YES ☐ NO ☐

2.5 Provide a minimum of two (2) positive business references for the Offeror’s most relevant similar services.

For each reference, include the following:

2.5.1 Customer/Agency

2.5.2 Dates of services provided

2.5.3 Contact Name, Position

2.5.4 Contact Business Email/Business telephone number

County staff may verify the information. The County will make reasonable attempts to contact any reference, and the inability to contact a reference may be treated as an unfavorable reference for evaluation purposes. An unfavorable response is a response from a listed reference stating they would not enlist the organization to perform services again in the future, or comments provided that the County deems to be substantially negative or reflective of substandard service. The County reserves the right to contact County departments or any other agency for which the organization has previously performed under contract. The County also reserves the right to make its own inquiries to other sources for which services have been performed but are not listed. The County may, at its sole discretion, disqualify a vendor if the requested number of references stated is not provided or responses are considered unfavorable. NOTE: DO NOT USE

SAN DIEGO COUNTY STAFF AS A REFERENCE.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

If NO, provide a detailed paragraph-by-paragraph, contract clause-by-contract clause description of any issues or concerns that the Offeror may have with the documents listed. If the Offeror objects to a particular paragraph or clause, then the Offeror will need to further describe, in business terms and not in proposed language, the nature of its concern and what terms the Offeror is willing to accept. The Exception List shall provide the reason or rationale supporting the item of concern and/or counter-response. Simply stating that a paragraph or clause is “Not Acceptable” or proposing alternative contract terms without describing in business language the reason or rationale may be considered acceptance of that paragraph or clause. If the Offeror does not identify specific concerns with a particular paragraph or clause, the County will consider the paragraph and/or clause acceptable. The Offeror shall also provide a description of the business benefit to the County for the proposed language changes.

The Offeror shall provide a Redlined (track changes) copy of the Terms and Conditions reflecting the proposed revisions. Should you take exception(s) to the Draft Agreement, you understand that the County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material that the proposal does not meet minimum requirements.

The Offeror will be deemed to have accepted any terms and conditions of the Draft Agreement to which it does not take exception in its proposal, and such accepted terms and conditions will not be subject to further negotiation except at the County’s sole discretion.

4.2 Confirm (YES/NO) that all invoices will include the required debarment, exclusion, suspension, and ineligibility certification language, and that your organization will notify the County COR immediately upon discovery of any duplicate payment or overpayment.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

D. REQUIRED FORMS

(RESERVED)

E. STATEMENT OF WORK

1. Scope of Work/Purpose

The San Diego County Emergency Medical Services Office (EMS) is contracting for services to maintain quality assurance efforts of Automated External Defibrillator (AED) units located in County owned, leased, or operated facilities and vehicles to ensure that services are provided in accordance with existing State and County laws that authorize the Local Emergency Medical Services Agency (LEMSA) to establish minimum standards for AED use, maintenance, and training (AB2041, 2002; Health and Safety Code 1797.196, updated January 2016; and California Civil Code 1714.21, amended by SB 658, 2015). The goal of the AED management and maintenance services program (AED Program) is to support the County’s Public Access Defibrillators (PAD) Program by providing an Information Technology (IT) solution (web-based repository, i.e., database) to facilitate data collection, data management, and incident maintenance services to AED units located in County facilities and vehicles, and to train designated County employees on the use and inspection of AED units.

2. Background Information On September 25, 2001, the County Board of Supervisors established the PAD Program as an important way to save lives of cardiac arrest victims. Public Access to Defibrillation (PAD) means making AEDs accessible in public or private places where large numbers of people or people at risk of heart attack gather. AEDs are life-saving devices through which an irregular heartbeat rhythm can be detected. If necessary, a shock can be administered to restore the heart's normal rhythm. The Public Health Services (PHS) division of the Health and Human Services Agency was tasked by the County Board of Supervisors to lead the implementation of the PAD Program. PHS directed the purchase and placement of the initial AED units and facilitated training on the use of the AED.

Currently, there are thousands of AED units located throughout the County in public access areas that have been registered with the County’s PAD Program. As of June 2026, there are 618 reported AED units located in County facilities and vehicles that the AED Program contractor shall be responsible for data collecting, data managing, and servicing after an incident (i.e., activation or deployment).

EMS facilitates and coordinates AED services with the AED Program contractor for AED units located in County facilities and vehicles, and reviews LEMSA’s minimum standards for AED use, maintenance, and training to establish procedures to maintain a relationship between the County’s PAD Program and LEMSA.

3. Goals and Outcomes

3.1. The AED Program contractor shall provide the services described herein to accomplish the following goals:

3.1.1. Provide an Information Technology (IT) solution (web-based repository, i.e., database) to facilitate data collection and data management of AED units located in County facilities and County vehicles.

3.1.2. Provide maintenance and incident maintenance services to AED units located in County sites.

3.1.3. Provide procedures, training, and an AED orientation on the use (deployment) and visual inspection of

AED units to AED Site Coordinators.

3.1.4. Provide consultation and direction in addressing and troubleshooting AED unit equipment malfunction.

3.2. The AED Program contractor shall achieve the following outcome objectives:

3.2.1. Assign user IDs and passwords to designated AED Site Coordinators within two (2) business days of the initial request.

3.2.2. Record new or additional County sites and AED units in the database within two (2) business days of the initial request.

3.2.3. Provide monthly AED orientations (in-person or web-based) and training (as needed) to new and current AED Site Coordinators.

3.2.4. Monitor, follow-up on, and resolve AED unit non-compliance issues identified in the database (i.e., expired batteries and/or electrode pads, missing battery and/or electrode pad expiration dates, and overdue AED unit visual inspections) by contacting AED Site Coordinators.

3.2.4.1. The following contact methods shall be employed within two (2) business days of each other if no response or contact is established with the AED Site Coordinators:

3.2.4.1.1. Electronic mail notification (E-mail).

3.2.4.1.2. Telephone call.

3.2.4.1.3. Notification sent via United States Postal Service (USPS) mail.

3.2.4.1.3.1.Contractor shall elevate unresolved AED non-compliance issues to the County COR after three (3) unsuccessful attempts to contact the AED Site Coordinators.

3.2.4.2. As part of the communications, Contractor shall inform the AED Site Coordinators of the County’s approved vendor(s) to order replacement electrode pads and batteries, and new AED units.

3.2.5. Provide 24-hour AED unit emergency contact services for situations of concern (e.g., AED unit activation, deployment, or equipment malfunction).

3.2.6. Ensure arrival at the scene of AED unit deployment incidents within twelve (12) hours from the formal point of notification, via phone call to the 24-hour AED unit emergency contact, and complete the following:

3.2.6.1. Collect AED unit activation, deployment, and maintenance data and provide analysis of this data to the County COR and Quality Assurance Specialist within forty-eight (48) hours from the formal point of notification. (See Section 9.1, AED Deployment Incident Report)

3.2.6.2. Offer and, if accepted, provide Critical Incident Stress Debriefing (CISD) after all AED deployments to the individual(s) involved within forty-eight (48) hours of a deployment incident. (See Section 7.6, Critical Incident Stress Debriefing)

3.2.7. The Contractor shall not be considered in breach of this Agreement, nor face penalties, if they fail to meet time‑sensitive AED requirements, such as arriving within 12 hours for an AED deployment or submitting data within 48 hours, when the delay is caused by circumstances outside of the Contractor’s reasonable control. These qualifying force majeure events include, but are not limited to, the following:

3.2.7.1. Wildfire, flooding, road closures, or other incidents affecting safe access to the AED unit location;

3.2.7.2. Regional communication outages affecting receipt of the County’s “formal point of notification” for AED deployment incidents;

3.2.7.3. Natural disasters, public health emergencies, or other events that materially impede travel or affect the safety of Contractor staff;

3.2.7.4. Law‑enforcement activity restricting entry to a facility or vehicle;

3.2.7.5. Other circumstances that make timely physical access to the AED unsafe or impossible despite commercially reasonable efforts.

4. Focus Population and Geographic Area

4.1. Contractor shall provide the services described herein to all those in need of assistance, including County employees and the general public for all County owned, leased, or operated facilities, and vehicles that are equipped with approximately 650 AED units.

5. Definitions and Acronyms

5.1. Automated External Defibrillator or “AED” is a portable life-saving device through which an irregular heartbeat rhythm can be detected. If necessary, a shock can be administered to restore the heart's normal rhythm.

5.2. AED Activation is when an AED unit is prepared for use but is not used (deployed).

5.3. AED Deployment is when an AED unit is used (deployed) to restore the heart’s normal rhythm.

5.4. AED Site Coordinator (please see, “AED Site Liaison” and “Back-up AED Site Liaison”).

5.5. AED Site Liaison (also referred as “AED Site Coordinator”) is a County employee who has been designated to inspect AED units at specified County facilities and/or vehicles.

5.6. Back-up AED Site Liaison (also referred as “AED Site Coordinator”) is a County employee who has been designated to inspect AED units at specified County facilities and/or vehicles in the absence of the AED Site Liaison.

5.7. Critical Incident Stress Debriefing or “CISD” is offered by highly skilled and trained personnel to conduct counseling sessions for rescuers and others involved in a stressful incident.

6. Service Locations and Hours of Operations

6.1. Service to be provided to all AED units located in County owned, leased, or operated facilities, and vehicles.

6.2. The AED Program Contractor shall provide services twenty-four (24) hours per day, seven (7) days per week, including all County‑observed holidays, without interruption to service availability.

7. Specific Requirements for Service Delivery

7.1. Contractor support shall include but not be limited to 24-hour AED Emergency Contact Service with a qualified data management contract staff as needed for any situation of concern or deployment of an AED.

7.1.1. The Contractor shall designate qualified data management personnel who can provide timely support for AED registration, updates, and ongoing administrative oversight. These personnel shall ensure that all relevant information including photos, documentation, and other required data is accurately recorded and maintained so that AED units remain properly managed, easily identifiable, and readily accessible.

7.1.2. In accordance with California Health and Safety Code 1797.196 maintenance services shall include:

7.1.2.1. Ensuring that AED units are maintained and tested according to the operation and maintenance guideline set forth by the manufacturer.

7.1.2.2. Ensuring that the AED is tested at least biannually and after each use (deployment). If the AED performs self-checks on a routine basis (daily, weekly, or monthly), this functionality shall satisfy this requirement.

7.1.2.3. Ensuring that an inspection is made of all AEDs at County sites at least every ninety (90) days for potential issues related to operability of the device, including a blinking light or other obvious defect that may suggest tampering or that another problem has arisen with the functionality of the AED.

7.1.2.4. Ensuring that records of the maintenance and testing required are maintained.

7.1.3. Incident maintenance services shall include:

7.1.3.1. Ensuring AED units are and continue to be in working order after activation or deployment.

7.1.3.2. Downloading and managing data from a deployed AED unit. (See Section 7.3 On-Site AED

Data Downloading.)

7.2. Contractor shall provide data management services consisting of data collection and reports management services, AED orientation, and AED deployment incident reporting in accordance with applicable federal and State of California laws.

7.2.1. Data collection and data management shall include completing the following in the database:

7.2.1.1. Authorizing database access by assigning user identifications (IDs) and passwords to designated AED Site Liaisons and Back-up AED Site Liaisons (AED Site Coordinators).

7.2.1.2. Removing database access to AED Site Coordinators that have been replaced by new liaisons/coordinators.

7.2.1.3. Documenting the County site name and address, location of the AED unit at the site, AED unit brand and model name, AED unit serial number, battery expiration date, electrode pads expiration date and date of last visual inspection.

7.2.1.4. Documenting, managing, tracking, and tracing the movement, relocation and/or transfer of AED units in and between County sites.

7.2.1.5. Documenting the dates and number of attempts to contact AED Site Coordinators to address AED non-compliance issues identified in the database (i.e., expired batteries and/or electrode pads, missing battery and/or electrode pad expiration dates, and overdue AED unit visual inspections).

7.3. Contractor shall provide on-site downloading of data from a deployed AED unit. This information shall aid in the processing and filing of the required reports at the time of an incident. (See Section 9.1, AED Deployment Incident Report.) A copy of this information shall be securely stored by the contractor.

7.3.1. Contractor, contractor’s employees, contractor’s authorized representatives and agents shall protect patient personal identifiable information (patient data) in accordance with applicable federal and State of California laws. Contractor's collection, use, storage, and disposal of patient PII under this Agreement shall be governed by Article 14 – Information Privacy and Security Provisions of the Agreement.

7.3.2. Patient data shall be managed and securely stored by the Contractor.

7.3.3. Contractor has an option to provide a loaner AED instead of conducting data download onsite. The loaner AED shall be the same make and model as the AED taken offsite to complete a full inspection, including data download. The AED shall be returned to its original location within seventy-two (72) hours of it having been removed.

7.3.3.1. If the loaner AED with the same make and model as the AED taken offsite is not available, then the Contractor may provide a functionally equivalent model with written COR approval as an alternative.

7.3.3.2. If no loaner is available and an onsite data download cannot be performed, then the Contractor shall provide an alternative method of coverage for the displaced AED.

7.4. Contractor shall provide an initial AED orientation to all AED Site Coordinators. County COR shall provide the Contractor with a list of all AED Site Coordinators within 30 calendar days of contract execution and Contractor shall provide monthly orientations (in-person or web-based) thereafter.

7.4.1. AED orientation shall include but not be limited to:

7.4.1.1. Procedures and instruction on how to identify and determine AED unit battery and electrode pads expiration dates, and how to document these in the database.

7.4.1.2. Procedures and instruction on how to complete a visual inspection of the AED units, and how to document these inspections in the database.

7.4.1.3. Procedures and instruction on how to use (deploy) the AED.

7.5. Contractor shall process and file all required reports for quality assurance and management purposes. (See

Section 9, Data Collection and Reporting Requirements.)

7.6. Critical Incident Stress Debriefing (CISD) by a Certified Incident Stress Management (CISM) professional shall be offered, and if accepted, be made available to individuals involved in an AED deployment within forty-eight (48) hours of a deployment incident. Contractor shall submit proof of credentials for all CISD-providing personnel upon request by the COR.

7.6.1. CISD Purpose: CISD is offered from a Certified Incident Stress Management (CISM) specialized professional to conduct a counseling session for rescuers and others involved in a stressful incident situation.

7.6.2. CISD assists rescuers and individuals involved that are not used to dealing with these types of situations.

The counseling sessions help those to understand and process their feelings from their experience.

7.6.3. The CISD session shall last between one to two hours, depending on the number of people in attendance and the incident itself.

8. General Requirements

8.1. Contractor shall be compliant with the requirements of California State Assembly Bill 2041, 2002; California Code of Regulations Title 22 (CCR Title 22); Health and Safety Code 1797.196; and California Civil Code

1714.21. (Amended by SB 658).

8.2. The County COR shall provide the Contractor with the current report of AEDs within 30 business days of contract execution. The number of AEDs may fluctuate +/- 5% over each contract year, depending on the frequency of AEDs placed into and taken out of service. If the number of AEDs changes by more than +/- 5%, then the Contractor shall be compensated at the same fixed-price rate applied to the existing AEDs.

9. Data Collection and Reporting Requirements

9.1. Contractor shall process and file an AED Deployment Incident Report within forty-eight (48) hours of formal notification of the incident, and shall provide the digital report with patient data redacted to the County COR via email and include the following supplementary reports:

9.1.1. Contractor’s Incident Report

9.1.1.1. Shall include an analysis of AED unit activation, deployment, and maintenance data.

9.1.1.2. Shall include whether the individuals involved were offered and accepted CISD, and the date

CISD took place or is scheduled to occur.

9.1.2. Prehospital Report

9.1.3. Software generated AED Event Report

9.2. Contractor shall provide an Annual Summary Report due within 20 days after the end of the contract term year.

9.2.1. The report shall include, but is not limited to the following information:

9.2.1.1. Number of deployments, including outcomes, location, non-personal identifiable patient demographic data (i.e., gender, age, and race) and whether CISD was offered to the individuals involved in the deployment incident, and the date CISD was completed.

9.2.1.2. Historical results of outstanding non-compliant AED units, including the dates and methods (i.e., E-mail notification, telephone call, and notification sent via USPS mail) employed to contact the AED Site Coordinators to attempt to address and resolve AED non-compliance issues identified in the database (i.e., expired batteries and/or electrode pads, missing battery and/or electrode pads expiration dates, and overdue AED unit visual inspections ) and the date these issues were elevated to the County COR.

9.3. Contractor shall collect and provide the County COR monthly maintenance reports pulled from the database via email by the 20th calendar day of the following month that shall include the following information:

9.3.1. Total number of AED units

9.3.2. AED Site Coordinator(s) name, e-mail address, and phone number

9.3.3. County site name and address

9.3.4. Location of the AED unit at the site

9.3.5. AED unit serial number

9.3.6. AED unit brand and model name

9.3.7. AED unit battery expiration date

9.3.8. Electrode pads expiration date

9.3.9. Date of last visual inspection

9.3.10. History of attempts and dates to contact AED Site Coordinators to address and resolve AED non-compliance issues (i.e., battery and/or electrode pads are expired, and AED unit has not been visually inspected in 90+ days).

9.4. Ad hoc reports shall be provided by the Contractor no less than 5 business days from receipt of the request from the County. Any requested ad hoc reports shall be reasonable related to the services provided under this Agreement.

10. Payment and Invoices

10.1. Contractor shall submit one monthly invoice with the Monthly Status Report to OES.AP@sdcounty.ca.gov by the 20th of the following month, in accordance with rates listed in Exhibit C– Payment Schedule. County shall not be charged or accrue any late fees.

10.2. All pricing shall be firm, fixed in accordance with the pricing schedule.

10.3. Invoices shall include a description of the services being invoiced and any supporting documentation, if applicable.

F. PAYMENT SCHEDULE

1. Compensation: Payment of services, under Exhibit A, Statement of Work will be fixed price after County review and acceptance of required deliverables and payment structure.

2. Payment Schedule: This is a fixed-price contract. All requests for payment are subject to County approval based upon submitted documentation at the time of invoice.

* The Estimated Quantities in the Pricing Schedule are provided solely for evaluation of quotations. If the County’s actual requirements do not result in orders in the quantities described as “estimated” in the Schedule, that fact shall not constitute the basis for price adjustment. The County may, at any time, make additions to or deletions from their equipment inventory, depending on actual needs.

* The Contract prices paid for the work shall include full compensation for all taxes which the Contractor is required to pay, whether imposed by federal, state, or local government, including, without being limited to, federal excise tax.

PRICING SUMMARY

TERM ANNUAL TOTAL

Initial Term: September 1, 2026 – August 31, 2027 $

County Option 1: September 1, 2027 – August 31, 2028 $

County Option 2: September 1, 2028 – August 31, 2029 $

County Option 3: September 1, 2029 – August 31, 2030 $

County Option 4: September 1, 2030 – August 31, 2031 $

GRAND TOTAL $

mailto:OES.AP@sdcounty.ca.gov

G. DRAFT AGREEMENT

The County’s contract with the successful Offeror(s) will be based upon the following Draft Agreement, structured as follows:

Draft Agreement Exhibit A – Statement of Work Exhibit B – Insurance Requirements Exhibit C – Payment Schedule

Exhibits A (Statement of Work) and C (Payment Schedule) will be added during contract finalization. Offerors will be deemed to have accepted the Draft Agreement and Statement of Work, except where Offeror has taken clear exception in its quote in accordance with and when provided for in the Submittal Items.

This agreement (“Agreement”) is made and entered into effective as of the date of the last signature on the signature page by and between the County of San Diego, a political subdivision of the State of California (“County”) and [# enter full corporate title, business structure (obtain from contractor - e.g. “a California corporation,” “a California limited liability company,” “a California public benefit corporation”), located at (complete address)] (“Contractor”), with reference to the following facts:

RECITALS

A. Pursuant to the San Diego County Administrative Code section 401, the County’s Director of the Department of Purchasing and Contracting is authorized to award a contract for Automated External Defibrillators (AED) Program Management and Maintenance Services.

B. Contractor is specially trained and possesses certain skills, experience, education, and competency to perform these services.

C. The Chief Administrative Officer made a determination that Contractor can perform the services more economically and efficiently than the County, pursuant to section 703.10 of the County Charter.

D. The Agreement shall consist of:

• This document,

• Exhibit A Statement of Work,

• Exhibit B Insurance Requirements, and

• Exhibit C Payment Schedule.

E. In the event of a conflict between any provisions of this Agreement, the…