To: Mayor and City Council
From: Aaron Rector, City Manager
Subject:
Title
Consider a resolution approving an agreement with AED123, LLC, through the BuyBoard Cooperative Purchasing Program, for the management and maintenance of the City of Keller’s Automated External Defibrillator (AED) program and authorizing the City Manager to execute all agreement documents relating thereto on behalf of the City of Keller, Texas.
Background
Automated External Defibrillators (AEDs) are critical life-saving devices used to provide immediate treatment to individuals experiencing sudden cardiac arrest. AEDs are currently located throughout City facilities, including municipal buildings, parks, and public safety departments.
The City of Keller currently maintains 45 AED units across City facilities, the Fire Department, Police Department, and parks. A recent evaluation of the program identified several deficiencies related to aging equipment, lack of centralized oversight, and the need for additional devices.
Current State of Keller’s AED Program
• The City currently has 45 AED units deployed across various City facilities and departments.
• 26 AED units require immediate replacement as they have been discontinued by the manufacturer and are no longer functioning.
• 5 additional AED units are needed to equip police vehicles that are not currently outfitted with an AED.
• The City’s AED program currently does not have a formal management system, including routine inspections, maintenance tracking, or compliance oversight.
Without a structured program, the City risks having AED units that are not operational or compliant with manufacturer recommendations and applicable standards.
Proposed AED Program Management Agreement
Staff is recommending approval of an agreement with AED123, LLC, through the BuyBoard Cooperative Purchasing Program to provide full management and oversight of the City’s AED program. The proposed agreement would ensure that all AED units are maintained, inspected, and ready for use in the event of a medical emergency.
The agreement includes the following services:
• Full program management and oversight of the City’s AED program.
• Replacement of 26 discontinued AED units, including an $8,700 manufacturer rebate applied toward replacement costs.
• Addition of 5 AED units to equip police vehicles that are not currently outfitted with an AED.
• Service and maintenance for 50 AED units (45 existing devices and 5 new devices for police vehicles) in accordance with manufacturer guidelines and applicable standards.
• Replacement of AED pads and batteries upon expiration or after use.
• Monthly digital inspection reports with time-stamped documentation.
• Same-day, in-person response to resolve equipment issues.
• Loaner AED units when a unit is out of service or subject to manufacturer recall.
• Replacement of AED units every eight (8) years in accordance with manufacturer recommendations.
• Optional post-use support, including retrieval of patient EKG data and coordination with the Keller Fire Department to support continuity of care.
Financial Impact
The agreement provides a fully managed AED program for the City. The service fee is $4,393 per month, or $48,323 annually if paid in advance, with one month waived for annual payment. The agreement includes replacement of discontinued AED units, maintenance, inspections, reporting, and program oversight.
The agreement has an initial term of 36 months with the option for annual renewal thereafter. Funding will be provided through the appropriate departmental budgets.
Recommendation
Staff recommends approval of the agreement with AED123 to establish a fully managed AED program, replace outdated and discontinued units, and ensure AED devices across the City remain operational and ready for use in the event of a medical emergency.