Title
Consider a memorandum/resolution authorizing an agreement with AED123 for installation and maintenance of AED medical devices and services at the estimated cost of $62,260.
Body
DATE: November 5, 2024
TO: Kent Cagle, City Manager
FROM: Kate McDaniel, Executive Director of Human Resources
SUBJECT: Authorize an agreement with AED123 for installation and maintenance of City-Wide AED medical devices and services
BACKGROUND AND FINDINGS:
The City of Killeen is dedicated to maintaining a safe environment for both citizens and employees by ensuring the availability of essential medical devices in strategic, high-traffic areas. To support this goal, Automated External Defibrillators (AEDs) have been placed in various city departments. Approximately three years ago, the City acquired thirteen (13) AEDs; however, no funds were allocated at the time for the replenishment of expired supplies or for ongoing maintenance. Funding was approved in the FY 2025 budget to fund the maintenance and purchase additional devices. The proposed agreement addresses those needs by ensuring proper support for the current and future life-saving devices, and also includes the purchase of eleven (11) additional AEDs to further enhance coverage across the city. The City received quotes from three (3) different vendors for consideration.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
Staff recommends authorizing a three-year agreement with AED123, LLC for the installation of eleven (11) new Automated External Defibrillators (AEDs) and the incorporation of the existing thirteen (13) AEDs into a comprehensive maintenance plan. AED123, LLC has submitted a thorough and cost-effective proposal to seamlessly integrate the new units and the current AEDs into their maintenance program. The new AEDs will be compatible with the existing inventory of Zoll Plus AEDs. Furthermore, AED123, LLC is a recognized vendor under Buy Board #704-23.
CONFORMITY TO CITY POLICY:
This purchase will be made through (State the vendor name, cooperative and contract number). Purchases made through a cooperative contract are exempt from the competitive bidding process, as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F;” a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The total anticipated cost for AED123, LLC for FY 2025 is approximately $33,748, which includes a $14,256 annual maintenance agreement for 24 AEDs and $19,492 for 11 new AEDs. The anticipated costs for FY 2026 and FY 2027 are both $14,256, bringing the three-year contract total to $62,260.
Is this a one-time or recurring revenue/expenditure?
Recurring.
Is this revenue/expenditure budgeted?
Yes, funds are available for FY 2025 in the Risk Management Fund account 623-54250-170-172-000000.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes.
RECOMMENDATION:
N/A
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Presentation