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Home My WebLink AboutStaff Report 2509-5200CITY OF PALO ALTO CITY COUNCIL Monday, December 15, 2025 Council Chambers & Hybrid 4:30 PM Agenda Item 14.Approval for the City Manager or Designee to Execute Purchase Order with Zoll Medical Corporation, utilizing a Sourcewell Cooperative Contract to Procure Replacement Pre- hospital Monitors/Defibrillators and ancillary equipment for Emergency Responses for a Total Not-To-Exceed amount of $1,129,138. CEQA Status – Not a Project. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Fire Meeting Date: December 15, 2025 Report #:2509-5200 TITLE Approval for the City Manager or Designee to Execute Purchase Order with Zoll Medical Corporation, utilizing a Sourcewell Cooperative Contract to Procure Replacement Pre-hospital Monitors/Defibrillators and ancillary equipment for Emergency Responses for a Total Not-To- Exceed amount of $1,129,138. CEQA Status – Not a Project. RECOMMENDATION Staff recommends that City Council authorize the City Manager or their designee to execute a purchase order with Zoll Medical Corporation, utilizing the cooperative purchasing agreement through Sourcewell Solicitation #41823-ZLL to procure fifteen (15) Zenix Monitor/Defibrillator, EMS, Fire Configuration units for the Fire Department for a total not to exceed amount of $1,129,138 in one-time costs for an expected equipment lifetime of 7-10 years. BACKGROUND The Fire Department currently operates twenty (20) LifePak 15 cardiac monitor/defibrillators purchased in 2020. By the time the new monitors are implemented, those units will have provided six years of service and are approaching the end of manufacturer support, with limited availability of replacement parts and software updates. Advancements in cardiac monitoring technology now provide enhanced patient care capabilities and improved integration with electronic patient care reports (ePCR), warranting replacement to maintain reliable operations and clinical effectiveness. ANALYSIS Cardiac monitor/defibrillators are critical to EMS operations, enabling: 12lead ECG acquisition and transmission to support early STEMI recognition and hospital notification. Defibrillation, synchronized cardioversion, and external pacing for time-sensitive cardiac events. Advanced monitoring functions including end-tidal CO₂, SpO₂, noninvasive blood pressure (NIBP), invasive blood pressure (IBP), real-time CPR feedback, and ventilation support. Data connectivity with receiving hospitals and ePCR systems to improve continuity of care and post-incident quality improvement. Following evaluation of available options, vendor demonstrations, and field personnel feedback, staff recommends the Zenix Monitor/Defibrillator, EMS, Fire Configuration. Key improvements include enhanced screen visibility and durability; wireless 12lead transmission with updated algorithms and trending; real-time CPR and ventilation feedback; extended battery life and reliability in high-call environments; and software upgrade capacity to support future capabilities and enhanced post-case analysis. Procurement Process Palo Alto Municipal Code section 2.30.360 (j) allows the use of cooperative purchasing agreements in lieu of conducting a separate competitive solicitation, provided the services were solicited using methods substantially similar to the City’s requirements, and the contract is consistent with the City’s municipal code requirements. Sourcewell, a cooperative purchasing agency serving governmental, higher education, K-12 education, not-for-profit, tribal government, and other public agencies, conducted a Request for Proposal (RFP). Sourcewell RFP # 41823 procurement for Critical Care and EMS Equipment is on the Sourcewell Procurement Portal on February 28, 2023, with ZOLL Medical Corporation being awarded the contract on June 2, 2023. The City requested a quote (Attachment A) from ZOLL Medical Corporation to complete procurement via cooperative purchasing through Sourcewell Solicitation #041823 (see Attachment B, Sourcewell ZOLL Contract 041823-ZLL), consistent with City procurement practices. This approach streamlines acquisition, leverages competitively awarded pricing, and supports timely deployment. FISCAL/RESOURCE IMPACT Attachment A provides the ZOLL Medical quote reflecting Sourcewell cooperative agreement pricing. The quote includes a trade-in of fifteen (15) existing LifePak 15 monitors for a total value of $90,000. The quote expires on 12/31/2025. Staff recommends Council approval and processing of the purchase order prior to the expiration date to retain quoted pricing and trade-in value. Implementation is planned for calendar year (CY) 2026, Quarter 2, including delivery, configuration, training, and go-live across frontline apparatus. Warranty and service coverage are included as set forth in the contract’s warranty provisions (Attachment B, pgs. 18- 21). Ongoing maintenance costs are expected to remain consistent with current expenditures. Funds for this purchase are available in the Fire Equipment Replacement project (FD-25000) in the FY 2026 Adjusted Capital Budget. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Quote No: Q-124410 Version: 1 Page 1 of 5 ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com Palo Alto Fire Department 250 Hamilton Ave Palo Alto, CA 94301 ZOLL Customer No: 105665 Jim Duren 6503292184 james.duren@cityofpaloalto.org Quote No: Q-124410 Version: 1 Issued Date: October 30, 2025 Expiration Date: December 31, 2025 Terms: Net due in 30 days FOB: Destination Freight: Free Freight Prepared by: Jess Bustamante EMS Territory Manager jess.bustamante@zoll.com Item Contract Reference Part Number Description Qty List Price Adj. Price Total Price 1 CH-19879 8116-11-41-23101-10- USA Zenix Monitor/Defibrillator, EMS, Fire Configuration 12-lead, Pacing, SpO2, SpCO, EtCO2, NIBP, Real BVM Help, Real CPR Help <br>Includes: SurePower 4 Battery, Zenix Power Cord (NA), Zenix MFC Cable, Zenix 12-lead ECG Cable (AAMI), Masimo RD Rainbow SET Patient Cable (4 ft, EMS), Zenix AC-DC External Power Supply, Zenix Accuvent Z-Link Cable, Zenix NIBP Patient Hose, Zenix NIBP Cuff (Reusable, Adult Plus), Zenix Z-Fold Paper, Zenix MFC Self Test Plug Kit, and One (1)-year EMS warranty. Parameter Details: Real CPR Help - Dashboard display of CPR Depth and Rate for Adult and Pediatric patients, Visual and audio prompts to coach CPR depth (Adult patient only), Release bar to ensure adequate release off the chest, Metronome to coach rate for Adult and Pediatric patients. See-Thru ® CPR artifact filtering • ZOLL Noninvasive Pacing Technology • Real BVM Help: Dashboard provides real-time ventilation feedback on both volume and rate for intubated and non-intubated patients. AccuVent Z-Link Cable included. (Accuvent disposable sensors sold separately) • SunTech NIBP technology. 10 foot single lumen hose and SunTech Reusable Adult Plus Cuff included • Masimo SpO2 & SpCO with Signal Extraction Technology (SET), Rainbow SET® • 15 $65,250.00 $53,450.00 $801,750.00 2 CH-19879 8016-000111-01 SurePower 4 Battery 30 $1,180.00 $1,040.00 $31,200.00 3 CH-19879 8016-001000 SurePower 4 Charger Adapter 40 $450.00 $395.00 $15,800.00 Palo Alto Fire Department Quote No: Q-124410 Version: 1 Page 2 of 5 ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com Item Contract Reference Part Number Description Qty List Price Adj. Price Total Price 4 CH-19879 8050-0030-01 SurePower Charging Station 4 Charging bays, Multiple chemistry compatible, 200 watt capacity, Graphic driven user interface, RS-232 Communication port, Standard one (1) year warranty 10 $3,131.00 $2,385.38 $23,853.80 5 CH-19879 98-0599-4C Zenix NIBP Cuff, Large Adult Plus 15 $30.00 $26.50 $397.50 6 CH-19879 98-0599-4K Zenix NIBP Cuff, Small Adult Plus 15 $30.00 $26.50 $397.50 7 CH-19879 98-0599-41 Zenix NIBP Cuff, Child 15 $20.00 $17.65 $264.75 8 CH-19879 8000-000862 Masimo LNCS-II Rainbow DCI 8λ SpCO Adult Sensor, 3ft 15 $900.00 $885.60 $13,284.00 9 CH-19879 8016-000860-01 Zenix Carry Case, Large 15 $490.00 $430.00 $6,450.00 10 CH-19879 8900-000398-01 Zenix CPR AA Training Kit 5 $320.00 $288.00 $1,440.00 11 CH-19879 8000-001128 AccuVent Sensors, Box of 10 10 $821.00 $624.84 $6,248.40 12 CH-19879 8000-000878-01 Zenix Fan Folder Paper, Grid, Box of 10 100 $49.00 $43.00 $4,300.00 13 8400-110045 CaseReview Premium Subscription, X Series / Zenix, 5 Year- Hosted Provides detailed post-case information, including CPR quality on compression depth, rate, pause time and release velocity, as well as ECG, shocks, EtCO2 and SpO2 vital signs. 15 $2,616.00 $2,616.00 $39,240.00 14 8778-890055-WF-ZNX Zenix Worry-Free Service Plan - 5 Years - On-Site - At Time of Sale Includes: Annual preventive maintenance, battery charger repairs per ZOLL Limited Product Warranty, SurePower 4 Battery replacement upon verified failure, accidental damage coverage, on-site service, and pod replacement upon verified failure. Shipping and use of a Service Loaner upon request, during device service, no charge shipping. Service Plan is a continuation of ZOLL Limited Product Warranty. Battery replacement and accidental damage guidelines can be found in the ExpertCare Service Plan Terms and Conditions on the ZOLL website. 15 $12,190.00 $10,971.00 $164,565.00 15 CH-19879 8012-0206 12-lead ECG Simulator 5 $1,468.00 $1,117.66 $5,588.30 16 8900-000396-01 Zenix CPR AP Training Kit 5 $380.00 $342.00 $1,710.00 Palo Alto Fire Department Quote No: Q-124410 Version: 1 Page 3 of 5 ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com Item Contract Reference Part Number Description Qty List Price Adj. Price Total Price 17 7800-0414-61 LP 15 12-Lead Version 4 Trade In Allowance See Trade Unit Considerations. 15 ($6,000.00)($90,000.00) Subtotal:$1,026,489.25 Total:$1,026,489.25 Contract Reference Description CH-19879 Reflects Sourcewell 2023 041823-ZLL Contract Pricing. Notwithstanding anything to the contrary herein, the terms and conditions set forth in Sourcewell 2023 041823-ZLL shall apply to the customer's purchase of the products set forth on this quote. Trade Unit Considerations Trade-In values valid through December 31, 2025 if all equipment purchased is in good operational and cosmetic condition and includes all standard accessories. Trade-In values are dependent on the quantity and configuration of the ZOLL devices listed on this quotation. Customer assumes responsibility for shipping trade-in equipment at the quantities listed on the trade line items in this quotation to ZOLL's Chelmsford Headquarters within 60 days of receipt of new equipment. Customer agrees to pay cash value for trade-in equipment not shipped to ZOLL on a timely basis. To the extent that ZOLL and Customer, or Customer’s Representative have negotiated and executed overriding terms and conditions (“Overriding T’s & C’s”), those terms and conditions would apply to this quotation. In all other cases, this quote is made subject to ZOLL’s Standard Commercial Terms and Conditions (“ZOLL T’s & C’s”) which for capital equipment, accessories and consumables can be found at https://www.zoll.com/terms-and-conditions-of-sale, for software products can be found at https://www.zoll.com/software-legal, and for ExpertCare Service Plans can be found at https://www.zoll.com/ExpertCare-Service-Terms. Except in the case of overriding T’s and C’s, any Purchase Order (“PO”) issued in response to this quotation will be deemed to incorporate ZOLL T’s & C’s, and any other terms and conditions presented shall have no force or effect except to the extent agreed in writing by ZOLL. 1. Delivery will be made upon availability. 2. This Quote expires on December 31, 2025. Pricing is subject to change after this date. 3. Applicable tax, shipping & handling will be added at the time of invoicing. 4. All purchase orders are subject to credit approval before being accepted by ZOLL. 5. To place an order, please forward the purchase order with a copy of this quotation to esales@zoll.com or via fax to 978-421-0015. 6. All discounts from list price are contingent upon payment within the agreed upon terms. 7. Place your future accessory orders online by visiting the ZOLL web store. Palo Alto Fire Department Quote No: Q-124410 Version: 1 Page 4 of 5 ZOLL Medical Corporation 269 Mill Road Chelmsford, MA 01824-4105 Federal ID# 04-2711626 Phone: (800) 348-9011 Fax: (978) 421-0015 Email: esales@zoll.com Order Information (to be completed by the customer) [ ]Tax Exempt Entity (Tax Exempt Certificate must be provided to ZOLL) [ ]Taxable Entity (Applicable tax will be applied at time of invoice) BILL TO ADDRESS SHIP TO ADDRESS Name/Department:Name/Department: Address:Address: City / State / Zip Code:City / State / Zip Code: Is a Purchase Order (PO) required for the purchase and/or payment of the products listed on this quotation? [ ]Yes PO Number: ____________PO Amount: ____________ (A copy of the Purchase Order must be included with this Quote when returned to ZOLL) [ ]No (Please complete the below section when submitting this order) For organizations that do not require a PO, ZOLL requires written execution of this order. The person signing below represents and warrants that she or he has the authority to bind the party for which he or she is signing to the terms and prices in this quotation. Palo Alto Fire Department Authorized Signature: _1\ \s1\ Name:\n1\ Title:\t1\ Date:\d1\ ALS/BLS Software Solutions Master Software, SaaS and Services Agreement and Addenda Acknowledgement Form The terms and conditions applicable to ZOLL Medical Corporation’s Software Solutions products can be found at https://www.zoll.com/en/about-zoll/legal. By signing below, the Customer acknowledges and agrees to those terms and conditions. The person signing below represents and warrants that she or he has the authority to bind the Customer to those terms and conditions. Customer Signature: _________________________________________________ Name: ___________________________________________ Title: ____________________________________________ Company: _________________________________________ Company Address: ___________________________________ Date: ____________________________________________ Palo Alto Fire Department Quote No: Q-124410 Version: 1 Sourcewell Contract # 041823-ZLL | Amendment #1 Page 1 of 1 AMENDMENT #1 TO CONTRACT # 041823-ZLL THIS AMENDMENT is effective upon the date of the last signature below by and between Sourcewell and ZOLL Medical Corporation (Supplier). Sourcewell awarded a contract to Supplier to provide Critical Care and EMS Equipment to Sourcewell and its Participating Entities, effective October 26, 2023, through June 30, 2027 (Contract). The parties wish to amend the Proposal to ensure compliance with Sourcewell’s Procurement Policy and standard government procurement practices. NOW, THEREFORE, the parties amend the Contract as follows: 1. Line item 7 of “Table 1: Proposer Identity & Authorized Representative” of the Proposal is deleted in its entirety and replaced with the following: Roger Perez, Vice President/General Manager, Public Safety Email: rperez@zoll.com Kurt Sandstrom, Vice President/General Manager, EMS Email: ksandstrom@zoll.com 2. Line item 8 of “Table 1: Proposer Identity & Authorized Representative” of the Proposal is deleted in its entirety and replaced with the following: Ann Asselin, Manager, GPO and State Contracts Email: ann.asselin@zoll.com or gpoandstatecontracts@zoll.com ph: +1 978-421-9285 Except as amended by this Amendment, the Contract remains in full force and effect. Sourcewell ZOLL Medical Corporation By: By: Jeremy Schwartz Roger Perez Chief Operating & Procurement Officer VP/General Manager, Public Safety Date: Date: