Ticket 376234 - FY26 - EEA Automated External Defibrillator (AED) Maintenance and Service Program

The Commonwealth of Massachusetts Executive Office of Energy and Environmental Affairs (EOEEA) is soliciting qualified vendors to provide comprehensive inspection, maintenance, and repair services for Automated External Defibrillators (AEDs) deployed across EOEEA facilities statewide through a formal procurement with a proposal submission deadline of April 14, 2026, at 5:00 PM EST via COMMBUYS, with vendor questions due by April 8, 2026. The procurement covers four distinct service sections: Section A requires reporting and documentation services with an annual flat rate fee applicable to all sites; Section B encompasses inspection services for multiple AED models including ZOLL AED Plus (104 sites), Philips Heartstart HS1, LIFEPAK 1000, and Defibtech Lifeline units (250 additional sites), including replacement pads and batteries; Section C involves all-inclusive maintenance at 104 ZOLL AED Plus sites, including battery replacement, pad replacement, and vendor service fees; and Section D covers deployed AED protocol services for 104 loaner units. The contract will commence April 20, 2026, and extend through December 31, 2027, with potential for renewal through successive one- or two-year terms, with services requested on an as-needed basis and no minimum volume guaranteed. Required submissions include a completed response cover sheet, pricing response form with itemized per-device costs, detailed quote on company letterhead, and a brief explanation of vendor capability to comply with stated requirements; the Commonwealth anticipates awarding contracts to one or multiple vendors to satisfy each section. The evaluation criteria emphasize the vendor's ability to service standardized ZOLL AED Plus units across four geographic regions (Western, Central, Northeast, and Southeast Massachusetts) encompassing 104 identified locations, along with compliance with regulatory requirements and the capacity to support the statewide service infrastructure.

The Commonwealth provides an award preference through the Small Business Purchasing Program (SBPP) for eligible Massachusetts-based small businesses with 50 or fewer employees and gross revenues of $15 million or less. No specific incumbent vendors are identified in the solicitation documents, and vendors may bid independently or jointly across service sections based on their capabilities and geographic service capacity. The procurement requires vendors to structure pricing based on baseline quantities outlined in the pricing response form, though actual service volumes may vary, particularly for non-ZOLL AED Plus sites where the complete inventory list remains unconfirmed; vendors should reference Attachment C for the specific locations of the 104 ZOLL AED Plus sites to inform their proposals. The estimated maintenance schedule provided spans 2026 through 2034 as a planning projection only, with annual deployment estimates ranging from one to 200 units depending on the year and equipment brand, and does not constitute a minimum service volume commitment. All invoices must be detailed and itemized with separate billing by agency, and no reimbursements will be provided for travel expenses, phone charges, tolls, fuel, parking, or rental fees; specific contract award values or budget ranges are not disclosed in the solicitation documents provided.