SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders to multiple vendors as listed below for citywide heavy equipment rental for operational needs in a cumulative annual not-to-exceed amount of $640,000.00 for an initial one-year term with two optional one-year renewals, pursuant to ITB 27-25 and authorize the appropriate officials to execute same.
(consent)
Body
SUMMARY:
In response to the need for heavy equipment rentals to support both routine operations and emergency response following the impacts of multiple hurricanes during the 2024 season, a task force of departmental leaders was assembled to assess the City’s overall readiness. The task force evaluated key areas including staffing, facilities, preparedness, operations, and recovery capabilities. Their discussions focused on contingency planning and the challenges of continuing essential services should critical equipment become damaged or destroyed.
The group concluded that it is neither practical nor financially sustainable for the City to own and maintain a fleet large enough to meet the demands of every potential emergency. Given the high cost and maintenance burden of such a fleet, the City identified the need for a pre-established rental contract to ensure timely and cost-effective access to heavy equipment during both day-to-day operations and post-disaster recovery.
To address this, the Procurement Division issued Invitation to Bid (ITB) 27-25 for Heavy Equipment Rental on April 15, 2025. The solicitation sought rental pricing for a wide variety of equipment and received nine responsive bids from both nationally recognized and local vendors. Each bid was thoroughly evaluated to ensure the vendors could meet delivery and performance expectations in accordance with contract requirements.
The resulting contracts cover more than 2,200 individual rental items and provide the City with pre-negotiated daily, weekly, and monthly rates. Establishing pricing and terms in advance enables the City to avoid costly delays and inflated rates, especially during emergencies when demand surges. Many of the awarded vendors maintain multiple locations throughout Florida, including regions less vulnerable to storm impacts, enhancing reliability and access during widespread events.
Staff recommend awarding contracts to multiple vendors by category, based on the lowest responsive and responsible bids received per line item and rental term. This approach allows flexibility in sourcing the most cost-effective option available and ensures continued access to equipment should a primary vendor be unable to meet demand.
Recommended Vendors:
• A Coastal Equipment & Party Rental
• Alta Construction Equipment Florida
• Environmental Products Group
• H&E Equipment Services Inc.
• Herc Rentals Inc.
• Linder Machinery
• Ring Power Corporation
• Sunbelt Rentals Inc.
• Synergy Equipment Response
These agreements will streamline the equipment rental process by removing the need for time-consuming competitive bidding during critical times. Departments will be able to submit requests directly to awarded vendors and arrange delivery quickly, allowing staff to focus on operational needs rather than procurement processes. This will significantly reduce the administrative burden and improve response capabilities during emergencies.
APPROPRIATION CODE AND AMOUNT:
For operating use, funding is budgeted annually in multiple departments/cost centers in cost code 544100, rental equipment, funded by the using department’s operating fund. Funding includes $100,000 operational funding and $100,000 emergency funding from Parks & Recreation; $100,000 ($75,000 stormwater enterprise and $25,000 general fund) operational funding and $50,000 ($25,000 stormwater enterprise and $25,000 general fund) Public Works Department; $175,000 (utilities enterprise) operational funding and $25,000 (utilities enterprise) emergency funding; and $30,000 (solid waste enterprise) operational funding and $60,000 (solid waste enterprise) emergency funding. Operational funds may be utilized during emergencies as needed or additional emergency funds authorized.
USE OF RESERVE FUNDS: N/A
STRATEGIC PRIORITY:
Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service. Generate organizational success through collaborative engagement and inclusive decision-making to create shared value outcomes. Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization.
