Reso. No. _____
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA, APPROVING CONTRACTS WITH HERC RENTALS INC.,
CRESCO EQUIPMENT RENTALS, UNITED RENTALS, AND SUNBELT
RENTALS FOR ON-CALL EQUIPMENT RENTAL SERVICES
WHEREAS, the City of Richmond requires access to a broad range of rental equipment to support Public Works and other municipal operations, including scheduled maintenance and construction activities, equipment breakdowns, emergency response activities, seasonal workloads, special projects, and other operational requirements; and WHEREAS, the use of on-call equipment rental services allows the City to supplement City-owned equipment and obtain specialized equipment on an as-needed basis without incurring the capital acquisition, storage, maintenance, depreciation, and replacement costs associated with purchasing and maintaining equipment that may only be required periodically; and WHEREAS, on July 31, 2026, the City issued a Request for Proposals for On-Call Equipment Rental Services seeking qualified firms capable of providing equipment, vehicles, attachments, accessories, transportation, and related rental services on an as-needed basis; and WHEREAS, the solicitation established August 11, 2026, at 3:00 p.m. as the deadline for questions and August 25, 2026, at 2:00 p.m. as the deadline for submission of proposals; and WHEREAS, the solicitation was advertised through the City's electronic procurement system, and a total of 114 vendors were notified of the procurement opportunity; and WHEREAS, the Request for Proposals provided that the City could award contracts to one or multiple vendors and that no minimum quantity of work or expenditure would be guaranteed to any contractor; and
WHEREAS, the Request for Proposals sought access to a broad range of rental equipment, including earthmoving equipment, aerial lifts, material handling equipment, compaction equipment, trucks and trailers, utility vehicles, power generation and compressors, concrete and asphalt equipment, traffic control equipment, landscape and forestry equipment, pumps, and other specialty equipment; and
WHEREAS, following review of the proposals received, City staff determined that awarding contracts to Herc Rentals Inc., Cresco Equipment Rentals, United Rentals, and Sunbelt Rentals will provide the City with a complementary combination of competitive pricing, equipment inventory and availability, service capabilities, emergency response capacity, and operational flexibility; and
WHEREAS, equipment inventory, configurations, pricing, delivery capabilities, and availability vary among rental companies, and no single vendor provides the most advantageous combination of price, availability, delivery time, and operational suitability for every potential City equipment rental requirement; and
WHEREAS, establishing contracts with four qualified vendors will provide the City with broader equipment availability and operational redundancy and will allow City staff to select among the contracted vendors based upon equipment availability, applicable daily, weekly, or monthly rental rates, equipment size and configuration, delivery and pickup costs, required attachments, delivery timeframe, emergency response requirements, and overall cost and operational suitability at the time an individual rental is required; and WHEREAS, the purpose of the multi-vendor award is to establish a competitively procured pool of qualified equipment rental providers and is not intended to guarantee or divide rental expenditures equally among the four contractors; and
WHEREAS, each proposed contract provides for an initial three-year term in an amount not-to-exceed Three Hundred Thousand Dollars ($300,000), based upon maximum annual contract authority of One Hundred Thousand Dollars ($100,000) per vendor; and Reso. No. _____
WHEREAS, the proposed contracts provide the option to extend each contract for two (2) additional one-year terms in an amount not-to-exceed One Hundred Thousand Dollars ($100,000) per vendor, per year; and
WHEREAS, if both optional one-year extensions are exercised, the maximum contract authority shall not exceed Five Hundred Thousand Dollars ($500,000) per vendor over the potential five-year term, for an aggregate maximum authority not-to-exceed Two Million Dollars ($2,000,000) for all four contracts; and
WHEREAS, the contracts are on-call, as-needed contracts, no minimum amount of work or expenditure is guaranteed to Herc Rentals Inc., Cresco Equipment Rentals, United Rentals, or Sunbelt Rentals, and actual expenditures will be based upon City operational requirements and available budget appropriations; and
WHEREAS, funding for equipment rental services will be provided through approved departmental operating budgets based upon actual equipment rental needs and available appropriations, with funding for future fiscal years and option years subject to City Council budget appropriations.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Richmond that contracts with Herc Rentals Inc., Cresco Equipment Rentals, United Rentals, and Sunbelt Rentals for On-Call Equipment Rental Services are hereby approved, each for an initial three-year term in an amount not-to-exceed Three Hundred Thousand Dollars ($300,000), based upon maximum annual contract authority of One Hundred Thousand Dollars ($100,000) per vendor.
BE IT FURTHER RESOLVED that the City Council hereby authorizes the option to extend each contract for two (2) additional one-year terms in an amount not-to-exceed One Hundred Thousand Dollars ($100,000) per vendor, per year, subject to available budget appropriations.
BE IT FURTHER RESOLVED that, if both optional one-year extensions are exercised, the maximum contract authority shall not exceed Five Hundred Thousand Dollars ($500,000) per vendor, for an aggregate maximum authority not-to-exceed Two Million Dollars ($2,000,000) for all four contracts over the potential five-year term.
BE IT FURTHER RESOLVED that the contracts are on-call, as-needed contracts and no minimum amount of work or expenditure is guaranteed to Herc Rentals Inc., Cresco Equipment Rentals, United Rentals, or Sunbelt Rentals, and expenditures shall be based upon actual City operational requirements and available budget appropriations.
BE IT FURTHER RESOLVED that the City Manager or designee is hereby authorized to execute the contracts, exercise the two optional one-year extensions, and execute amendments or related documents necessary to administer the contracts, provided such actions do not exceed the annual or total contract authority approved herein.
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***THE CLERK’S OFFICE WILL COMPLETE THE INFORMATION BELOW**** I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a regular meeting thereof held on Mmmm dd, yyyy, by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
Reso. No. _____
CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
Mayor
Approved as to form:
City Attorney
State of California }
County of Contra Costa : ss.
City of Richmond }
I certify that the foregoing is a true copy of Resolution No. _____, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on Mmmm dd, yyyy.
_______________________________________
Pamela Christian, Clerk of the City of Richmond