Public Works Agency
https://www.santa-ana.org/pw
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 7, 2023
TOPIC: Amend Blanket Order Contract for Equipment Rentals
AGENDA TITLE
Amend Blanket Order Contracts for Equipment Rentals with Sunbelt Rentals, United Rentals, and Herc Rentals for a Revised Total Amount not to Exceed $2,550,000 (Specification No. 22-045) (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the Blanket Order Contracts for equipment rentals to increase the annual aggregate amount by $290,000, for a revised total annual amount not to exceed $568,000, and a total contract amount not to exceed $2,550,000 for the remainder of the current term expiring April 19, 2024, and three remaining one-year renewal periods, subject to non-substantive changes approved by the City Manager and City Attorney.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency’s (PWA) Water Resources Division oversees and maintains the daily operations of the City’s water and sanitary sewer systems and associated facilities, while PWA Parks, Fleet, and Facilities Division is responsible for the maintenance and repair of the City parks and trails. Overall, PWA relies on rental services to provide the necessary equipment to assist with operations and special projects. The Santa Ana Police Department will use rental services to assist the Police Department’s Cannabis Enforcement team for various cases, as needed.
On November 15, 2022, the City Council awarded a contract to Herc Rentals and amended contracts with Sunbelt Rentals and United Rentals for equipment rental services through the use of competitively bid cooperative contracts awarded by Sourcewell, a government organization. The need for rental equipment has increased due to the City’s continued increase in its projects at city facilities including reservoir inspections and improvements at Central Stores and Corporate Yard. Staff has reviewed equipment rental services history and has begun purchasing equipment that is critical to operations and as an effort to reduce rental equipment charges. Staff recommends increasing the blanket purchase order contract for equipment rentals by the amount of $290,000, for a revised annual amount not to exceed $568,000, for the remainder of the contract term, including any remaining renewal periods.
Amend Contracts for Equipment Rentals
November 7, 2023
3 8
2 9
FISCAL IMPACT
The total contract increase for the term including renewals is $1,160,000. Funding is available in the FY 23-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. The following table summarizes the funds budgeted and available for expenditure to deliver agreement services.
Fiscal
Year
Accounting
Unit-
Account #
Fund
Description
Accounting Unit, Account
Description Amount
06017640-
63001 Water
Water Utility Water
Production and Supply,
Miscellaneous Operating
Expenses
$240,000
2023-24
01117651-
62320
General
Fund
Park Maintenance Service
Enhancement, Maintenance
& Repair Buildings & Ground
$50,000
Renewal Options
06017640-
63001 Water
Water Utility Water
Production and Supply,
Miscellaneous Operating
Expenses
$240,000
2024-25
01117651-
62320
General
Fund
Park Maintenance Service
Enhancement, Maintenance
& Repair Buildings & Ground
$50,000
06017640-
63001 Water
Water Utility Water
Production and Supply,
Miscellaneous Operating
Expenses
$240,000
2025-26
01117651-
62320
General
Fund
Park Maintenance Service
Enhancement, Maintenance
& Repair Buildings & Ground
$50,000
06017640-
63001 Water
Water Utility Water
Production and Supply,
Miscellaneous Operating
Expenses
$240,000
2026-27
01117651-
62320
General
Fund
Park Maintenance Service
Enhancement, Maintenance
& Repair Buildings & Ground
$50,000
Total: $ 1,160,000
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Steven A. Mendoza, Acting City Manager