Automated External Defibrillator (AED) and Medical Supplies

The City of Conroe, Texas is requesting proposals for Automated External Defibrillators (AEDs) and medical supplies under RFP #0810-2026, with proposals due August 27, 2026 at 1:00 p.m. and public opening at the Conroe Municipal Center. The procurement offers two distinct models — Option A (outright purchase with optional maintenance) and Option B (managed rental/subscription with vendor-provided equipment, maintenance, inspections, and compliance management) — allowing vendors flexibility in delivery approach.

The scope comprises approximately 39 AED units, approximately 10 medium-sized and 13 small-sized medical supply boxes, and associated consumables and support services. All AEDs must be FDA-approved, American Heart Association 2020/2025 compliant, new production models with minimum 5-to-8-year manufacturer warranties and minimum 4-year battery warranties. Medical supply kits must include specified items such as bandages, gauze, antiseptic wipes, CPR masks, gloves, and trauma supplies with vendor-provided expiration monitoring and restocking options.

The contract term runs one year with options to renew annually for up to four additional years based on performance and funding availability. The City reserves the right to cancel with 30 days' written notice. Vendors must submit an eight-year total cost of ownership calculation for every procurement model proposed, encompassing equipment acquisition, subscription fees, installation, batteries, electrode pads, software updates, inspections, maintenance, compliance reporting, training, shipping, and replacement equipment.

Evaluation criteria are weighted as follows: pricing (35%), compliance with specifications (30%), warranty and service plan (30%), and vendor experience and references (5%). Bidders must provide five references from similar projects, HUB certification status or a memo stating non-certification, SAM.Gov enrollment documentation, and evidence of specified insurance coverage including workers' compensation, employer's liability ($500,000), public liability ($1,000,000 combined single limit), and automobile liability ($200,000 bodily injury, $50,000 property damage). Payment is due within 30 days of complete delivery and acceptance, with the City reserving the right to withhold up to 10% for conditional acceptance. All questions and addenda will be published no later than three days prior to the opening date.