HomeMy WebLinkAboutPR 23018: HERC RENTALS BLANKET PURCHASE ORDER INCREASE 40Mlf,,�
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INTEROFFICE MEMORANDUM
Date: March 2, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR 23018—Herc Rentals Blanket Purchase Order Increase
Introduction:
The Customer Service Division was scheduled to receive leased vehicles per the Capital
Equipment Replacement Schedule, but the vehicles are not yet available. Staff determined that
the three rental trucks would be necessary due to the delay of leased vehicles,increased number
of work orders and increase in temporary staffing. Blanket Purchase Order No. 22301975 was
issued in the amount of$12,060.00 for the temporary rental of the three trucks for a three month
period which will expire March 25, 2023. The Customer Service Division estimates that an
additional six months of rental of the trucks will be needed until the new leased vehicles are
delivered due to delays experienced in the production of the new F-150. It is recommended that
new rental agreement is executed for an additional six months from March 26,2023—September
30, 2023 will have an estimated budgetary amount of approximately$26,136.00.
Background:
The Customer Service Division is scheduled to receive leased vehicles per the Capital
Equipment Replacement Schedule, but the vehicles are not yet available. Staff determined that
the three rental trucks would be necessary due to the delay of leased vehicles, increased number
of work orders and increase in temporary staffing.
Budget Impact:
Funding is available in Account No. 410-40-205-5401-00-00-000, Rent.
Recommendation:
It is recommended that City Council adopt Proposed Resolution No. 23018, thereby approving
the payments to Herc Rentals as discussed/outlined above.
"Remember,we are here to serve the Citizens of Port Arthur"
PR 23018
3/2/23 bw
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE A RENTAL CONTRACT WITH HERC RENTALS FOR
A SIX MONTH PERIOD FOR THE TOTAL AMOUNT NOT TO
EXCEED$26,136.00 FOR THE RENTAL OF THREE TRUCKS DUE
TO THE DELAYS IN THE DELIVERY OF THE CAPITAL
EQUIPMENT REPLACEMENT LEASE VEHICLES; FUNDING IS
AVAILABLE IN ACCOUNT NUMBER 410-40-205-5401-00-00-000,
RENT.
WHEREAS,the Customer Service Division was scheduled to receive leased vehicles per
the Capital Equipment Replacement Schedule,but the vehicles are not yet available; and,
WHEREAS, Staff determined that the three rental trucks would be necessary due to the
delay of leased vehicles,increased number of work orders and increase in temporary staffing;and,
WHEREAS, Blanket Purchase Order No. 22301975 was issued in the amount of
$12,060.00 for the temporary rental of the three trucks for a three month period which will expire
March 25, 2023; and,
WHEREAS, the Customer Service Division estimates that an additional six months of
rental of the trucks will be needed until the new leased vehicles are delivered due to delays
experienced in the production of the new F-150; and,
WHEREAS, it is recommended that new rental agreement is executed for an additional
six months from March 26, 2023 — September 30, 2023 will have an estimated budgetary amount
of approximately $26,136.00.
4 NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT,the facts and opinions in the preamble are true and correct; and,
PR 23018
3/2/23 bw
Page 2 of 3
THAT, the City Council hereby authorizes the City Manager to execute a new rental
agreement, in substantially the same form attached hereto as Exhibit "A", with Herc Rentals for
the rental of three(3)F-150 pickup trucks for six months(March 26, 2023 —September 30,2023),
for a total not to exceed amount of$26,136.00 (Exhibit"A").
THAT, funding is available in Water Utilities Account No. 410-40-205-5401-00-00-000
(Rent).
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED, AND APPROVED this the day of , A.D. 2023 at
a meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Thurman Bill Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
PR 23018
3/2/23 bw
Page 3 of 3
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
4ite/ctA
Utteci, 17,7, b_..airds
alecia Tiz no Ronald Burton
City Attorney City Manager
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Calvin Matthews, P.E.
Water Utilities Director
APPROVED AS FOR AVAILABILITY
OF FUNDS:
*CiL4_‘ , 0 .
Kandy Dani
Finance Director
oiti Lt4I�
Clifton Williams, CPPB
Purchasing Manager
Exhibit "A"
Show R.A.Number on all Correspondence
RESERVATION AND lnlercRen / TM R.A. No. 54903264
tos
RENTAL CONTRACTPage 1 of 1
BRANCH:417 BILL TO CUSTOMER: 0556625 SHIPPING ADDRESS
HERC BEAUMONT CITY OF PORT ARTHUR CITY OF PORT ARTHUR
6325 HIGHWAY 347 P.O.BOX 1089 P.O.BOX 1089
BEAUMONT,TX 77705 PORT ARTHUR,TX 77641-1089 PORT ARTHUR,TX 776411089
409-727-1390
409-983-8279
DESCRIPTION/CHARGES
EST START: 3/26/23 8:00 EST RETURN: 9/30/23 8:00 DROP DATE:
SHIPPED BY: ORDERED BY: BRIAN WALLACE DROP TIME:
ORDER DATE: 3/07/23 SALESPERSON: 511 SALES COORDINATOR: BRYAN LAWRENCE
RENTAL TAX CLAIM:MUNICIPAUCITY TAX DOCUMENT#:1-74-6001885-0
PO#/JOB#: NEED /
Qty Equipment # Hrs/ Min Hour Day Week Month Amount
3 TRUCK PICKUP 1/2 T CREW 4WD GAS 4/ 129.00 27.00 129.00 543.00 1340.00 26136.00
6595050 Miles Free: 400 1200
MIL CHG: .15
* * * Items are priced per piece * * *
Sub-total: 26136.00
Taxable Sub-total: 0.00
Total: 26136.00
TRANSPORTATION-DRIVER WAIT TIME is charged if a driver spends more than 20 minutes waiting to
unload/load Equipment after scheduled delivery/pickup time. Wait time is $20 for each 20-minute
period thereafter. Customer is responsible for daily maintenance, fuel, damages, and cleaning fees
if Equipment is not cleaned before return. TO END RENTAL CHARGES, Customer must call the branch tc
get a release #.
CAREFULLY READ THE TERMS AND CONDITIONS THAT APPEAR BELOW AND ON REVERSE SIDE OF THIS PAGE("TERMS"}
RENTAL PROTECTION PLAN.Here Rentals Inc.or its affiliate('Here')may offer the Rental Protection Plan(-RPP')for a lee to Customer on certain Equipment and for certain types of loss or damage to lirnit Customer's liability for property
loss or damage.Customer must either show proof of property insurance as required in Section Bon reverse side hereof or purchase RPP.In return for the RPP fee,If RPP covers such repair or replacement at time of claim,Here agrees to
waive certain claims for accidental damages to or theft of such covered Equipment occurring during normal and careful use.Customer remains liable for all other damages as set forth in the Terms.RPP IS NOT INSURANCE.If Customer
accepts RPP and pays Hero the RPP fee,Here will limit Customer's responsibility for the Equipment repair or replacement cost to Shoe or 10%of the repair er replacement cost ppeer item Includingtax whichever Is less.Upon accepting
RPP,Customer agrees to pay an RPP fee equal to 15%.Customer must review the RPP Terms and Conditions posted on Here's website at https'Fw nv.herc en a s.ccMus programbrental-protealon-p antlerms-and-nondivons�tnn
before deciding whether to accept RPP.TO THE EXTENT HERC DOES NOT OFFER RPP TO CUSTOMER,OR CUSTOMER DOES NOT ACCEPT RPP,CUSTOMER MUST MAINTAIN THE INSURANCE COVERAGE REQUIRED BY
PARAGRAPH 8.PLEASE BE AWARE THAT IF CUSTOMER DOES NOT ELECT TO TAKE RPP AND IT ELECTS TO MAINTAIN INSURANCE COVERAGE,AND IF THE CERTIFICATE OF INSURANCE PROVIDED TO HERC TO
EVIDENCE SUCH INSURANCE COVERAGE IS UNACCEPTABLE TO HERC OR THE APPLICABLE POLICIES EXPIRE,CUSTOMER AGREES THAT HERC MAY CHARGE RPP FOR ALL APPLICABLE RENTALS UNTIL SUCH TIME
AS AN ACCEPTABLE AND VALID CERTIFICATE OF INSURANCE IS PROVIDED AND SUCH MATTERS ARE CORRECTED TO HERC'S REASONABLE SATISFACTION.NOTWITHSTANDING ANY NOTATION ON THE RENTAL
RECORD.RPP IS NOT OFFERED ON OR AVAILABLE FOR THE RENTAL OF A PASSENGER MOTOR VEHICLE.NOTWITHSTANDING PAYMENT OF THE RPP FEE,RPP DOES NOT APPLY.AND CUSTOMER IS LIABLE FOR,ALL
DAMAGES TO OR REPLACEMENT COST OF,THE EQUIPMENT,AS APPLICABLE,AND ANY ADMINISTRATIVE FEES AND EXPENSES OF HERC:(1)CAUSED BY THE EQUIPMENT BEING USED OR OPERATED IN VIOLATION OF
ANY OF THE TERMS;(2)IN CASE OF NEGLIGENCE,AS DETERMINED IN HERC'S SOLE DISCRETION;AND/OR(3)IF COVERAGE IS EXCLUDED UNDER THE RPP TERMS AND CONDITIONS POSTED ON HERC'S WEBSITE.
A detailed description of fees and surcharges that maybe applicable to Customer's rental can be found on Here's THE EQUIPMENT IS RENTED BY HERC TO THE CUSTOMER PURSUANT TO THE TERMS.CUSTOMER
website at https7/www.hercrentals.conVus/programs/services-and-associated-charges.hlmlCu sto mar agrees REPRESENTS HAVING READ AND AGREED TO SAME.
to pay,in add hon to all rental charges,all tees end charges set forth(above)and,the folloveng charges as PARAGRAPH 11 ON THE BACK OF THIS PAGE IS IN LIEU OF p)ALL WARRANTIES,EXPRESS,IMPLIED OR
present and
based taxes
Customer's other
governmental
and/or use es the additional all con more fans,licenses, STATUTORY,INCLUDING,BUT NOT LIMITED TO,THE IMPLIED WARRANTY OF MERCHANTABILITY AND THE
present and future taxes and any other i o (charges,(II)additional charges for than one shift use; IMPLIED WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE;AND(II)ALL OBLIGATIONS ON THE PART OF
(III)height,delivery,pick up,transportation charges,(Iv)transportation service surcharges(v)repairs and HERC TO CUSTOMER FOR DAMAGES.
replacement per this contract,(vi)cleaning charge for Equipment returned with excessive dirt,concrete and/or
paint;(vii)fees for lost keys(vii)refueling service charges,(viii)lines for use of dyed diesel fuel In on road CUSTOMER WAIVES ALL INDIRECT,INCIDENTAL,CONSEQUENTIAL OR SPECIAL DAMAGES ARISING OUT OF
Equipment;(ix)preventative maintenance charges and(x)emissions and environmental surcharges and fees,(xi) OR IN CONNECTION WITH THIS AGREEMENT,INCLUDING WITHOUT LIMITATION,THE RENTAL,MAINTENANCE,
vehicle license fees.HERC COLLECTS THESE FEES AND CHARGES AS REVENUE AND USES THEM AT ITS USE,OPERATION,STORAGE,ERECTION,DISMANTLING OR TRANSPORTATION OF THE EQUIPMENT.
DISCRETION.
Customer is obligated to return the Equipment in a good,clean,and uncontaminated condition,free of any and all hazardous substances.
Customer Name Title Terms are due upon receipt Not valid without Barcode
FCustomer Signature Date or GREAT DEALS on USED EQUIPMENT-visit us on-line at Herc IIill IIII I IIIII IIIIIII II IIRentals.com1111111111
Show R.A.Number on all Correspondence
RESERVATION AND HerRentlrMR.A. No. 54903264
asRENTAL CONTRACTPage 1 of 1
BRANCH: 417 BILL TO CUSTOMER: 0556625 SHIPPING ADDRESS
HERC BEAUMONT CITY OF PORT ARTHUR CITY OF PORT ARTHUR
6325 HIGHWAY 347 P.O.BOX 1089 P.O.BOX 1089
BEAUMONT,TX 77705 PORT ARTHUR,TX 77641-1089 PORT ARTHUR,TX 776411089
409-727-1390
409-983-8279
DESCRIPTION/CHARGES
EST START: 3/26/23 8:00 EST RETURN: 9/30/23 8:00 DROP DATE:
SHIPPED BY: ORDERED BY: BRIAN WALLACE DROP TIME:
ORDER DATE: 3/07/23 SALESPERSON: 511 SALES COORDINATOR: BRYAN LAWRENCE
RENTAL TAX CLAIM:MUNICIPAUCITY TAX DOCUMENT#:1-74-6001885-0
PO#/JOB#: NEED /
Qty Equipment # Hrs/ Min Hour Day Week Month Amount
3 TRUCK PICKUP 1/2 T CREW 4WD GAS 4/ 129.00 27.00 129.00 543.00 1340.00 26136.00
6595050 Miles Free: 400 1200
MIL CHG:.15
* * * Items are priced per piece * * *
Sub-total: 26136.00
Taxable Sub-total: 0.00
4 Total: 26136.00
TRANSPORTATION-DRIVER WAIT TIME is charged if a driver spends more than 20 minutes waiting to
unload/load Equipment after scheduled delivery/pickup time. Wait time is $20 for each 20-minute
period thereafter. Customer is responsible for daily maintenance, fuel, damages, and cleaning fees
if Equipment is not cleaned before return. TO END RENTAL CHARGES, Customer must call the branch to
get a release #.
CAREFULLY READ THE TERMS AND CONDITIONS THAT APPEAR BELOW AND ON REVERSE SIDE OF THIS PAGE(rrTERMS1
RENTAL PROTECTION PLAN.Herc Rentals Inc.or Its affiliate Nero')may offer the Rental Protection Plan('RPP')for a lee to Customer on certain Equipment and for certain types of loss or damage to font Customer's liability for property
loss or damage.Customer must either show proof of property insurance as required in Section Bon reverse side hereof or purchase RPP.In return for the RPP fee,if RPP covers such repair or replacement at time of claim,Herc agrees to
waive certain claims for accidental damages to or theft of such covered Equipment occurring during normal and careful use.Customer remains liable for all other damages as set forth in the Terms.RPP IS NOT INSURANCE.If Customer
accepts RPP and pays Hero the RPP fee,Here will limit Customer's responsibility for the Equipment repair or replacement cost to 5500 or t0%of the r air r replacement cost item,Including tax whichever is less.Upon accepting
RPP,Customer agrees to pay an RPP fee equal to 15%.Customer must review the RPP Terms and Conditions posted on Herc's website at nt psinwnv.Rerc en a s.coMu program ran a- o eclbn- an/terms-and-Contllons.Irr
before deciding whether to accept RPP.TO THE EXTENT HERC DOES NOT OFFER RPP TO CUSTOMER,OR CUSTOMER DOES NOT ACCEPT RPP,CUSTOMER MUST MAINTAIN THE INSURANCE COVERAGE REQUIRED BY
PARAGRAPH B.PLEASE BE AWARE THAT IF CUSTOMER DOES NOT ELECT TO TAKE RPP AND IT ELECTS TO MAINTAIN INSURANCE COVERAGE,AND IF THE CERTIFICATE OF INSURANCE PROVIDED TO HERC TO
EVIDENCE SUCH INSURANCE COVERAGE IS UNACCEPTABLE TO HERC OR THE APPLICABLE POLICIES EXPIRE,CUSTOMER AGREES THAT HERC MAY CHARGE RPP FOR ALL APPLICABLE RENTALS UNTIL SUCH TIME
AS AN ACCEPTABLE AND VALID CERTIFICATE OF INSURANCE IS PROVIDED AND SUCH MATTERS ARE CORRECTED TO HERC'S REASONABLE SATISFACTION.NOTWITHSTANDING ANY NOTATION ON THE RENTAL
RECORD,RPP IS NOT OFFERED ON OR AVAILABLE FOR THE RENTAL OF A PASSENGER MOTOR VEHICLE.NOTWITHSTANDING PAYMENT OF THE RPP FEE,RPP DOES NOT APPLY,AND CUSTOMER IS LIABLE FOR,ALL
DAMAGES TO OR REPLACEMENT COST OF,THE EQUIPMENT,AS APPLICABLE,AND ANY ADMINISTRATIVE FEES AND EXPENSES OF HERC:(1)CAUSED BY THE EQUIPMENT BEING USED OR OPERATED IN VIOLATION OF
ANY OF THE TERMS;(2)IN CASE OF NEGLIGENCE,AS DETERMINED IN HERC'S SOLE DISCRETION;AND/OR(3)IF COVERAGE IS EXCLUDED UNDER THE RPP TERMS AND CONDITIONS POSTED ON HERC'S WEBSITE.
A detailed description of lees and surcharges that may be applicable to Customer's rental can be found on Here's THE EQUIPMENT IS RENTED BY HERC TO THE CUSTOMER PURSUANT TO THE TERMS.CUSTOMER
website at htl1ppsi/www.hercrentals.coMus/pprograms/eervices-and-assoclated.chergges.htp(Customer agrees REPRESENTS HAVING READ AND AGREED TO SAME.
to pay,In addition to all rental charges,all fees and charges set forth(above)and,the following charges as PARAGRAPH 11 ON THE BACK OF THIS PAGE IS IN LIEU OF(I)ALL WARRANTIES,EXPRESS,IMPLIED OR
applicable:(I)based on Customer's possession and/or use of the Equipment,all consumables,fees,licenses, STATUTORY,INCLUDING,BUT NOT LIMITED TO,THE IMPLIED WARRANTY OF MERCHANTABILITY AND THE
present and future taxes and any other governmental charges,(II)additional charges for more than one shift use; IMPLIED WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE;AND(II)ALL OBLIGATIONS ON THE PART OF
(ili)freight,delivery,pick up,transportation charges,(iv)transportation service surcharges(v)repairs and HERC TO CUSTOMER FOR DAMAGES.
replacement per this contract,loll cleaning charge for Equipment returned with excessive dirt,concrete and/or
paint;(v/)lees for lost keys(vli)refueling service charges,NM)fines for use of dyed diesel fuel In on road CUSTOMER WAIVES ALL INDIRECT,INCIDENTAL,CONSEQUENTIAL OR SPECIAL DAMAGES ARISING OUT OF
Equipment;(Ix)preventative maintenance charges and(x)emissions and environmental surcharges and tees,loll OR IN CONNECTION WITH THIS AGREEMENT,INCLUDING WITHOUT LIMITATION,THE RENTAL,MAINTENANCE,
vehicle license fees.HERC COLLECTS THESE FEES AND CHARGES AS REVENUE AND USES THEM AT ITS USE,OPERATION,STORAGE,ERECTION,DISMANTLING OR TRANSPORTATION OF THE EQUIPMENT.
DISCRETION.
Customer is obligated to return the Equipment in a good,clean,and uncontaminated condition,free of any and all hazardous substances.
Customer Name Title Terms are due upon receipt Not valid without Barcode
Customer For GREAT rDEALS on USED EQUIPMENT-visit us on-line at HercRentals.com II I I II(III I II I I I I(III I III III II II II II II