City Wide AED Maintenance and Tracking Software

The Palo Alto Fire Department is seeking qualified contractors to provide comprehensive maintenance services for the City of Palo Alto's network of automated external defibrillators (AEDs). This program ensures that all AED units located throughout City facilities and vehicles remain in optimal working condition, supporting the City’s commitment to public safety and emergency readiness.

The selected contractor will be responsible for quarterly on-site inspections of AEDs citywide—excluding units assigned to the Palo Alto Police Department and the Palo Alto Utilities—as well as semi-annual testing of all current and future AEDs added to the City’s inventory. Services include replacing expired or defective pads and batteries, providing loaner units when devices require off-site hardware or software evaluation, and ensuring uninterrupted AED availability across City locations.

To support effective asset management, the contractor will also supply the Fire Department with access to a real-time online tracking system capable of monitoring inspection status, recording City-performed checks, and reporting device-specific issues. Vendors must be able to service the City’s current AED models—including units manufactured by ZOLL Medical, Physio-Control, and Stryker—as well as any future devices procured during the contract term.

The City of Palo Alto’s AED program plays a critical role in supporting rapid, effective response to cardiac emergencies across numerous sites and vehicles located throughout. The Fire Department is responsible for providing maintenance for the network of AED units, ensuring that employees and community members have access to lifesaving equipment. Maintaining a state of readiness across this network is essential to public safety and operational reliability.

Over time, the City’s AED fleet has expanded and diversified, currently consisting of 120 devices across multiple manufacturers and models. This growth, combined with the varying environments in which AEDs are deployed, has increased the complexity of tracking device health, ensuring timely replacement of pads and batteries, and documenting compliance with industry standards. The City must also ensure that all AED maintenance and documentation align with regional requirements established by Santa Clara County, which outline expectations for AED readiness, inspection intervals, and overall program oversight.

While City personnel perform periodic checks, the lack of a centralized monitoring system and the need for consistent technical inspections have created operational challenges that limit efficiency and oversight. A successful maintenance services contract will help the City close these gaps by establishing a structured inspection schedule, ensuring prompt servicing of defective units, and giving Fire Department staff access to a modern, real-time tracking platform. The ideal vendor will bring expertise with the City’s AED models, deliver proactive maintenance, and provide dependable support that ensures full regulatory compliance and keeps every AED immediately ready for life-saving use.