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City Council Report Date: May 4, 2026 To: City Council Through: Michael Kennington, Deputy City Manager/Chief Financial Officer From: Edward Quedens, Business Services Director Kristy Garcia, Procurement Administrator Subject: Three-Year Term Contract with Two-Year Renewal Options for Emergency and Non-Emergency Generator Rental Services for the Water Resources Department, Facilities Management and the Department of Innovation and Technology (Citywide) Recommendation Council is requested to approve the award as recommended. A committee representing Water Resources, Facilities Management, Mesa Fire and Medical Department, the Department of Innovation and Technology, and Procurement Services evaluated responses and recommend awarding the contract to the highest scored proposals from H&E Equipment Services, Inc. dba H&E Rentals, Herc Rentals, Inc., GenServe LLC (a Mesa business), and Garner Environmental Services, in a combined total amount not to exceed $600,000 annually, with an annual increase allowance of up to 5% or the adjusted Consumer Price Index. Background / Discussion The Water Resources Department, Department of Innovation and Technology, and Facilitates Management require access to rental generators, transformers, and power cables to ensure uninterrupted operations at critical facilities that serve our community. While the departments do not have an immediate need for this equipment, maintaining the ability to quickly secure rental resources is essential when site specific power demands arise. This contract serves as a contingency resource, allowing the department to respond rapidly and effectively to planned and unforeseen power interruptions and protect the continuity of essential services. The Water Resources Department, Department of Innovation and Technology, and Facilitates Management rely on rental generators primarily during the hot Arizona summer months and at other times as needed to provide backup power for locations and sites without redundant systems, including pump stations. When required, stand-by rental units are positioned onsite to maintain operational readiness during power failures, helping protect essential City services, public health, and the environment. City staff issued a Request for Proposals (RFP) to all registered Emergency and Non- Emergency Generator Rental providers. Four proposal responses were received, all of which met the minimum qualifications and were evaluated and scored in accordance with the City’s established policies and procedures and relative to the scoring criteria in the 2 solicitation. Scoring criteria included qualifications and experience and compliance to the terms and conditions. Based on the evaluation results, the committee recommend awarding the contract to all four respondents. Whenever an emergency and non-emergency generator rental is required, the City will request quotes from each contractor and select the contractor that submits the most advantageous quote. However, if an emergency situation does not allow sufficient time to obtain three quotes, a single quote will be obtained to ensure timely response. Purchase Information Action: Award Procurement Type: Request for Proposals Contract Number: 2025095 Local Consideration: Policy did not apply to this procurement method Protests Received: None Initial Contract Term: Three years Possible Renewals: Up to a maximum of two years, subject to Administrative review and approval Funding Source: Water and Wastewater Operations and Maintenance Fund; Greenfield Joint Venture Operations & Maintenance Fund; DoIT operating budget and lifecycle Fund and Facilities Maintenance Operating budget Greenfield Joint Venture Breakout: Mesa – 35% Gilbert – 50% Queen Creek – 15% Proposal Responses Garner Environmental Services, Inc. – Houston, TX (Recommended) H&E Equipment Services, Inc. dba H&E Rentals – Baton Rouge, LA (Recommended) Herc Rentals, Inc. – Bonita Springs, FL (Recommended) GenServe LLC – Mesa, AZ (Recommended) Proposal Scoring Results Respondent Total Points Possible / 500 Garner Environmental Services, Inc. (Recommended) 405.00 GenServe LLC (Recommended) 436.67 H&E Equipment Services, Inc. (Recommended) dba H&E Rentals 341.67 Herc Rentals, Inc. (Recommended) 373.33