City Wide AED Maintenance and Tracking Software

The City of Palo Alto Fire Department issued a Request for Proposals (RFP196713) seeking a qualified contractor to provide comprehensive maintenance and tracking services for the City's network of automated external defibrillators across municipal facilities and vehicles. The procurement covers quarterly on-site inspections of approximately 124 AED units citywide (excluding units assigned to the Palo Alto Police Department and Palo Alto Utilities), semi-annual testing of all current and future AEDs added to inventory, replacement of expired or defective pads and batteries, provision of loaner units when devices require off-site hardware or software evaluation, and access to a real-time online tracking system for monitoring inspection status, recording City-performed checks, and reporting device-specific issues. The contractor must be capable of servicing current AED models manufactured by ZOLL Medical, Physio-Control, and Stryker, as well as any future devices procured during the three-year contract term (July 1, 2026 through June 30, 2029). Maintenance work must be completed during regular business hours (8:00 AM to 5:00 PM), Monday through Friday on non-City holidays, with no AED remaining out of operation longer than 24 hours. The RFP requires questions to be submitted by March 13, 2026 at 1:00 PM, with proposals due by March 27, 2026 at 3:00 PM. Evaluation criteria include proposal quality (10 points), proposed solution effectiveness (15 points), relevant experience (10 points), cost (10 points), financial condition and stability (10 points), timely performance capability (10 points), prior government agency performance record (15 points), ability to provide ongoing maintenance and services (10 points), and compliance with applicable laws and regulations. Contractors must demonstrate financial stability through submission of audited financial statements, reviewed financial statements for two years, a letter of good standing from a financial institution or certified public accountant, or a current Dun & Bradstreet Business Information Report.

The RFP documents do not specify set-aside designations or restrictions on the types of organizations eligible to respond based on disadvantaged enterprise status or other classifications. No incumbent vendor or current contractor information is identified in the procurement materials. Contractors must obtain and maintain required insurance coverage including $1,000,000 minimum limits for general liability, automobile liability, and professional liability per occurrence, workers' compensation and employer's liability coverage at statutory limits, and professional liability including errors and omissions, with all policies underwritten by companies with an AM Best's Key Rating of A-:VII or higher and licensed to conduct business in California. The City must be named as an additional insured on all policies except workers' compensation, employer's liability, and professional insurance. The cost proposal must include all direct costs, overhead, transportation, communications, subsistence, materials, and any subcontracted work, with proposers establishing a "not-to-exceed" amount; however, specific budget ranges or award values are not disclosed in the available RFP documentation. The City anticipates awarding a fixed-fee contract with progress payments based on percentage of project completion, and vendors must establish pricing for quarterly maintenance inspections on a per-unit basis and expanded to total quarterly maintenance costs for each of the three contract years, though no specific cost figures are provided in the RFP.