Report to City Council
ID: 25-0261 Page 1
TO: Mayor and City Council
FROM: Melissa Walker, Public Works Director/City Engineer
AGENDA DATE: June 3, 2025
TITLE: AUTHORIZATION TO AMEND CONTRACT FOR HEAVY
EQUIPMENT RENTAL (REPORT OF: PUBLIC WORKS)
(ALL DISTRICTS)
TITLE SUMMARY: Authorization to Approve an Amendment to the Agreement By and Between the City of Moreno Valley and United
Rentals (North America), Inc. for Heavy Equipment Rentals and Use Across Multiple Departments
DISTRICT: All Districts
Recommendation(s)
That the City Council:
1. Approve an Amendment to the Agreement By and Between the City of Moreno Valley and United Rentals (North America), Inc. for heavy equipment rentals; and
2. Authorize the City Manager to execute an Amendment to the A greement By and Between the City of Moreno Valley and United Rentals (North America), Inc. in the amount of $350,000, subject to approval of the City Attorney; and
3. Authorize the City Manager to execute any subsequent amendments to the agreement by and between the City of Moreno Valley and United Rentals (North America), Inc., up to the annual budget as previously approved by the City Council, subject to the approval of the City Attorney.
SUMMARY
ID: 25-0261 Page 2
The following report recommends approval of an amendment to the heavy equipment rental agreement with United Rentals (North America), Inc., by adding $350,000 to the agreement for the remainder of the contract term . The amendment would extend the agreement for use across multiple departments and divisions, allowing for the as-needed rental of heavy equipment to support daily operational needs, in cluding projects and emergency response. The agreement modification will continue to be funded through the operating budgets of the specific departments. There is no impact to the general fund.
DISCUSSION
On November 11, 2022, the City of Moreno Valley entered into an agreement with United Rentals (North America), Inc., for the rental of heavy equipment. The se rentals have proven essential for day -to-day operations, scheduled projects, and emergency response efforts with in the Public Works Maintenance and Operations Division . The heavy equipment has been instrumental in repairs and has also been useful for storm cleanup and seasonal maintenance.
Staff ha ve identified several significant advantages to renting equipment instead of purchasing new equipment. These benefits include the elimination of costs associated with repairs, maintenance, and replacements, as well as access to the latest equipment for the task at hand. Additionally, rental companies can often deliver equipment to the worksite the next day or even provide same-day delivery. While r enting may not be suitable for every situation, renting remains an excellent option for the majority of the equipment utilized by staff.
The proposed contract amendment extends the agre ement for use across multiple departments, allowing for the as -needed rental of heavy equipment. The original agreement was approved for a duration of 4.5 years at a value of $50,000 and was later amended to add $25,000 for ongoing operational needs. United Rentals (North America), Inc., has consistently provided responsive service and maintains a reliable inventory of equipment to meet the diverse needs of multiple departments and divisions at the City . Therefore, s taff recommends adding $350,000 for the remainder of the contract term, which is set to expire on June 30, 2027.
ALTERNATIVES
1. Approve the amendment to the heavy equipment rental agreement with United Rentals (North America), Inc., to extend the agreement for u se across multiple departments and divisions, to allow for the as-needed rental of heavy equipment to support daily operational needs, projects , and emergency response . This alternative will ensure the timely rental of heavy equipment to support the daily operational needs across various departments or divisions. Staff recommends this alternative.
2. Do not approve and authorize the recommended actions as presented in this staff report. This alternative would require departments or divisions to secure individual rental agreements, potentially at higher costs and with reduced coordination. Staff does not recommend this action.
ID: 25-0261 Page 3
FISCAL IMPACT
The agreement modification will continue to be funded through the operating budgets of the specific departments. There is no impact to the general fund.
Division GL Account No. Budget
FY24/25
Budget
FY 25/26
Budget
FY 26/27
Fleet and Facilities Maintenance 7310-70-40-18410-620910 $10,000 $10,000 Transportation Engineering -
Traffic Signal Maintenance
2001-70-76-45122-620930 $10,000 $10,000
Maintenance and Operations 2000-70-78-45311-630330 $10,000 $75,000 $75,000 Parks and Landscape Services. 5011-50-57-35210-630330
5113-50-57-35216-630330
5016-50-57-25727-630330
$48,750
$22,500
$3,750
$48,750
$22,500
$3,750
NOTIFICATION
Posting of the agenda.
PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Name: LaSonja Nelson Name: Melissa Walker, P.E.
Title: Management Assistant Title: Public Works Director/City Engineer Concurred By: Concurred By:
Name: Anthony Brandyberry Name: Jeremy Bubnick
Title: Maintenance and Operations Division Manager Title: Parks and Community Services Director
CITY COUNCIL GOALS
Community Image, Neighborhood Pride and Cleanliness: Promote a sense of community pride and foster an excellent image about our City by developing and executing programs which will result in quality development, enhanced neighborhood preservation efforts, including home rehabilitation and neighborhood restoration.
CITY COUNCIL STRATEGIC PRIORITIES
1. Economic Development
2. Public Safety
3. Library
4. Infrastructure
5. Beautification, Community Engagement, and Quality of Life
6. Youth Programs
ID: 25-0261 Page 4
Report Approval Details
Document Title: STAFFREPORT_PW_MOD_UNITEDRENTALS.docx
Attachments: - United_ Rentals_Inc_ Agreement_ 2022 _Fully_Executed.pdf - United_Rentals_Sourcewell_Contract_040924.pdf
- United_Rentals_First_ Amendment_to_Agreement.pdf
- Second Amendment to Agreement - United Rentals.docx
Final Approval
Date:
May 29, 2025
This report and all of its attachments were approved and signed as outlined below:
Melissa Walker
Sean Kelleher
Natalia Lopez
Dena Heald
Launa Jimenez
Brian Mohan
Patty Rodriguez