HomeMy WebLinkAboutItem 17 - Purchase Order Equipment Rentals and Related Products and Services
Public Works Agency
www.santa-ana.org/pw
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Purchase Order Contracts for Equipment Rentals and Related Products and
Services
AGENDA TITLE
Aggregate Purchase Order Contracts to Herc Rentals, Inc., Sunbelt Rentals, and United
Rentals for Equipment Rentals and Related Products and Services (Specification No.
26-014) (General Fund & Non-General Fund)
RECOMMENDED ACTION
Award aggregate purchase order contracts to Herc Rentals, Inc., Sunbelt Rentals, and
United Rentals for equipment rentals and related products and services on an as-
needed basis, in a total aggregate amount not to exceed $720,000, for a term beginning
April 7, 2026 and expiring October 31, 2027.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency (PWA) oversees and maintains the daily operations of the
City’s water and sanitary sewer systems and their associated facilities, and oversees
the maintenance and improvements of all City parks and building facilities. PWA utilizes
equipment rental services to provide an efficient means of acquiring special equipment
on an as-needed temporary basis to support specific operations and special projects.
Additionally, the Santa Ana Police Department use equipment rental services to assist
the Police Department’s Cannabis Enforcement team for various cases, as needed.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against
contracts from any public agency utilizing a competitive bid process. The City of
Charlotte contract no. 2019000318 with Herc Rentals Inc. for equipment rentals and
related products and services (Exhibit 1), the OMNIA Partners contract no. R241502
with Sunbelt Rentals for equipment and tool rental services (Exhibit 2), and the
Sourcewell contract no. 040924-URI with United Rentals for rental equipment (Exhibit 3)
were all awarded as a result of open, competitive bidding, and meet the City’s
requirements.
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 2
The existing aggregate purchase order contracts with Herc Rentals, Inc., Sunbelt
Rentals, and United Rentals were established for a three-year term and set to expire on
April 19, 2026, with a total amount not to exceed $568,000. The new proposed
aggregate purchase order contracts includes increases to support a growing number of
in-house capital and maintenance projects that are currently planned and
underway. Improvements at the Garthe Pump Station are currently in construction, and
upon completion, staff will proceed with additional in-house projects. Over the past year,
PWA has also expanded its staffing levels, increasing operational capacity to bring
construction in-house. While new vehicles and equipment are procured, project delivery
timelines necessitate continued reliance on rental equipment in the interim. These
contracts provide access to a range of equipment, from daily-use service vehicles to
specialized machinery not typically owned by the City but required for specific projects.
Maintaining access to all three vendors ensures greater equipment availability,
operational flexibility, and efficient use of resources.
All three vendors, Herc Rentals, Inc., Sunbelt Rentals, and United Rentals, maintain a
comprehensive local inventory of rental equipment that meet the needs of each agency.
Staff recommends awarding aggregate purchase order contracts to Herc Rentals, Inc.,
Sunbelt Rentals, and United Rentals for equipment rentals and related products and
services.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available in the following accounts for FY 2025-26. Funding for
subsequent fiscal years will be included in the proposed budgets for City Council
consideration.
Fiscal Accounting Fund Account DescriptionAmount
YearUnit – Description
Account #
06017640-WaterWater Utility Water
63001Production & Supply –
$47,368
Miscellaneous Operating
Expense
FY25-26 06017648-WaterWater Resources
(Apr – 63001Construction –
$39,474
Jun)Miscellaneous Operating
Expenses
08517138-City Yard City Yard Operations –
62300OperationsContract Services-$4,737
Professional
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 3
01117651-GeneralPark Maintenance Service
62320Enhancement –
$7,895
Maintenance & Repair
Building & Ground
01117652-GeneralPWA – Park Service
62320Enhancement –
$7,895
Maintenance & Repair
Buildings & Ground
07417655-Civic Center Civic Center Maintenance
62320Maintenance– Maintenance & Repair $1,579
Buildings & Ground
06717650-Regional PWA – SARTC Operations
62320Transportation – Maintenance and Repair $1,579
CenterBuildings & Ground
07317100-Building Building Maintenance –
62300MaintenanceContract Services-$1,579
Professional
07517100-Fleet Equipment Maintenance –
62300MaintenanceGarage Operation –
$1,579
Contract Services-
Professional
06017640-WaterWater Utility Water
63001Production & Supply –
$189,474
Miscellaneous Operating
Expense
06017648-WaterWater Resources
63001Construction –
$157,895
Miscellaneous Operating
Expenses
08517138-City Yard City Yard Operations –
62300OperationsContract Services-$18,947
Professional
FY26-27
01117651-GeneralPark Maintenance Service
62320Enhancement –
$31,579
Maintenance & Repair
Building & Ground
01117652-GeneralPWA – Park Service
62320Enhancement –
$31,579
Maintenance & Repair
Buildings & Ground
07417655-Civic Center Civic Center Maintenance
62320Maintenance– Maintenance & Repair $6,316
Buildings & Ground
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 4
06717650-Regional PWA – SARTC Operations
62320Transportation – Maintenance and Repair $6,316
CenterBuildings & Ground
07317100-Building Building Maintenance –
62300MaintenanceContract Services-$6,316
Professional
07517100-Fleet Equipment Maintenance –
62300MaintenanceGarage Operation –
$6,316
Contract Services-
Professional
06017640-WaterWater Utility Water
63001Production & Supply –
$63,158
Miscellaneous Operating
Expense
06017648-WaterWater Resources
63001Construction –
$52,631
Miscellaneous Operating
Expenses
08517138-City Yard City Yard Operations –
62300OperationsContract Services-$6,316
Professional
01117651-GeneralPark Maintenance Service
62320Enhancement –
$10,526
Maintenance & Repair
Building & Ground
FY27-28
01117652-GeneralPWA – Park Service
(Jun 27 –
62320Enhancement –
Oct 27$10,526
Maintenance & Repair
Buildings & Ground
07417655-Civic Center Civic Center Maintenance
62320Maintenance– Maintenance & Repair $2,105
Buildings & Ground
06717650-Regional PWA – SARTC Operations
62320Transportation – Maintenance and Repair $2,105
CenterBuildings & Ground
07317100-Building Building Maintenance –
62300MaintenanceContract Services-$2,105
Professional
07517100-Fleet Equipment Maintenance –
62300MaintenanceGarage Operation –
$2,105
Contract Services-
Professional
TOTAL:$720,000
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 5
EXHIBIT(S)
1.City of Charlotte Contract No. 2019000318
2.OMNIA Partners Contract No. R241502
3.Sourcewell Conract No. 040924-URI
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency
Approved By: Alvaro Nuñez, City Manager
Region 4 Education Service Center
R241502
Contract #
for
Equipment and Tool Rental Services
with
Sunbelt Rentals, Inc.
Nbz2-3136
The following documents comprise the executed contract
effective: Nbz 2-3136
Vendor Contract and Signature Form
Supplier’s Response to the RFP
Request for Proposal and Any Addenda, incorporated by
reference
APPENDIX A-
(Region 4 ESC approved )
CONTRACT
This Contract (“Contract”) is made as of May 1, 2025, by and between Sunbelt Rentals, Inc.
(“Contractor”) and Region 4 Education Service Center (“Region 4 ESC”) for the purchase of
Equipment and Tool Rental Services (“the products and services”).
RECITALS
WHEREAS, Region 4 ESC issued Request for Proposals Number 24-15 for Equipment and Tool
Rental Services (“RFP”), to which Contractor provided a response (“Proposal”); and
WHEREAS, Region 4 ESC selected Contractor’s Proposal and wishes to engage Contractor in
providing the services/materials described in the RFP and Proposal;
WHEREAS, both parties agree and understand the following pages will constitute the Contract
between the Contractor and Region 4 ESC, having its principal place of business at 7145 West
Tidwell Road, Houston, TX 77092.
WHEREAS, Contractor included, in writing, any required exceptions or deviations from these
terms, conditions, and specifications; and it is further understood that, if agreed to by Region 4
ESC, said exceptions or deviations are incorporated into the Contract.
WHEREAS, this Contract consists of the provisions set forth below, including provisions of all
attachments referenced herein. In the event of a conflict between the provisions set forth below
and those contained in any attachment, the provisions set forth below shall control.
WHEREAS, the Contract will provide that any state and local governmental entities, public and
private primary, secondary and higher education entities, non-profit entities, and agencies for the
public benefit (“Public Agencies”) may purchase products and services at prices indicated in the
Contract upon the Public Agency’s registration with OMNIA Partners.
1)Term of agreement. The initial term of the Contract is for a period of three (3) years unless
terminated, canceled, or extended as otherwise provided herein. Region 4 ESC shall have
the right in its sole discretion to renew the Contract for additional terms up to two (2) years
after the end of the initial term or for a lesser period of time as determined by Region 4 ESC
by providing written notice to the Contractor of Region 4 ESC’s intent to renew thirty (30) days
prior to the expiration of the original term. Contractor acknowledges and understands Region
4 ESC is under no obligation whatsoever to extend the term of this Contract. In the event the
proposal term, including renewals, ends before another proposal is executed, proposal prices
and discounts may be extended on a month-to-month basis by mutual consent. Extensions
are limited to the lesser of: a) six (6) additional monthly terms, or b) the time which is required
to complete a new solicitation for the goods and services provided for in this solicitation.
Notwithstanding the foregoing paragraph, the term of the Contract, including any extension of
the original term, shall be further extended until the expiration of any Purchase Order issued
within the Contract term for a period of up to one year beyond the Contract term.
2) Scope: Contractor shall perform all duties, responsibilities and obligations, set forth in this
agreement, and described in the RFP, incorporated herein by reference as though fully set
forth herein.
3) Form of Contract. The form of Contract shall consist of this Contract, any Purchase Order (or
other similar document agreed to in writing by Region 4), Region 4’s Standard Terms and
Conditions for Procurement Solicitations to the extent applicable to bare rental of equipment,
the RFP and any Addenda (including Offeror’s standard rental terms for government entities
in Addendum A), Region 4’s Electronic Bid Certifications, the Offeror’s Best and Final Offer(s),
as accepted by Region 4, and the Offeror’s Proposal, as accepted by Region 4, each
instrument incorporated herein by reference.
4) Order of Precedence. In the event of a conflict in the provisions of the Contract as accepted
by Region 4 ESC, the following order of precedence shall prevail:
i. This Contract,
ii. Any Purchase Order (or other such similar document agreed to in writing by Region 4),
iii. Region 4’s applicable Standard Terms and Conditions for Procurement Solicitations,
iv. RFP and any Addenda,
v. Region 4’s Electronic Bid Certifications,
vi. Offeror’s Best and Final Offer, as accepted by Region 4, and
vii. Offeror’s proposal, as accepted by Region 4.
5) Commencement of Work. The Contractor is cautioned not to commence any billable work or
provide any material or service under this Contract until Contractor receives a purchase order
for such work or is otherwise directed to do so in writing by Region 4 ESC.
6) Entire Agreement (Parol evidence). The Contract, as specified above, represents the final
written expression of agreement. All agreements are contained herein and no other
agreements or representations that materially alter it are acceptable.
7) Assignment of Contract. No assignment of Contract may be made without the prior written
approval of Region 4 ESC. Contractor is required to notify Region 4 ESC when any material
change in operations is made (i.e., bankruptcy, change of ownership, merger, etc.).
8) Novation. If Contractor sells or transfers all assets or the entire portion of the assets used to
perform this Contract, a successor in interest must guarantee to perform all obligations under
this Contract. Region 4 ESC reserves the right to accept or reject any new party. A change of
name agreement will not change the contractual obligations of Contractor.
9) Contract Alterations. No alterations to the terms of this Contract shall be valid or binding
unless authorized and signed by Region 4 ESC.
10) Adding Authorized Distributors/Dealers. Contractor is prohibited from authorizing additional
distributors or dealers, other than those identified at the time of submitting their proposal, to
sell under the Contract without notification and prior written approval from Region 4 ESC.
Contractor must notify Region 4 ESC each time it wishes to add an authorized distributor or
dealer. Purchase orders and payment can only be made to the Contractor unless otherwise
approved by Region 4 ESC. Pricing provided to members by added distributors or dealers
must also be less than or equal to the Contractor’s pricing.
11) TERMINATION OF CONTRACT
a) Cancellation for Non-Performance or Contractor Deficiency. Region 4 ESC may terminate
the Contract if purchase volume is determined to be low volume in any 12-month period.
Region 4 ESC reserves the right to cancel the whole or any part of this Contract due to
failure by Contractor to carry out any obligation, term or condition of the contract. Region
4 ESC may issue a written deficiency notice to Contractor for acting or failing to act in any
of the following:
i. Providing material that does not meet the specifications of the Contract;
ii. Providing work or material was not awarded under the Contract;
iii. Failing to adequately perform the services set forth in the scope of work and
specifications;
iv. Failing to complete required work or furnish required materials within a reasonable
amount of time;
v. Failing to make progress in performance of the Contract or giving Region 4 ESC
reason to believe Contractor will not or cannot perform the requirements of the
Contract; or
vi. Performing work or providing services under the Contract prior to receiving an
authorized purchase order.
Upon receipt of a written deficiency notice, Contractor shall have ten (10) days to provide
a satisfactory response to Region 4 ESC. Failure to adequately address all issues of
concern may result in Contract cancellation. Upon cancellation under this paragraph, all
goods, materials, work, documents, data and reports prepared by Contractor under the
Contract shall immediately become the property of Region 4 ESC.
b) Termination for Cause. Conditions of cancellation are addressed in the General Terms
and Conditions set forth by Region 4 ESC in the section titled “NON-PERFORMANCE
/TERMINATION OF CONTRACT”.
c) Delivery/Service Failures. Failure to deliver goods or services within the time specified, or
within a reasonable time period as interpreted by the purchasing agent or failure to make
replacements or corrections of rejected articles/services when so requested shall
constitute grounds for the Contract to be terminated. In the event Region 4 ESC must
purchase in an open market, Contractor agrees to reimburse Region 4 ESC, within a
reasonable time period, for all expenses incurred.
d) Force Majeure. Conditions of Force Majeure are addressed in the General Terms and
Conditions set forth by Region 4 ESC in the section titled “FORCE MAJEURE”.
e) Standard Cancellation for Convenience. Region 4 ESC may cancel this Contract in whole
or in part for convenience and without cause by providing written notice. Such cancellation
will take effect 30 calendar days after Region 4 sends the notice of cancellation. After the
30th calendar day all work will cease following completion of final purchase order, provided
that when Region 4 may in its sole discretion direct Contractor to cease performance of
the contract at any time during the 30 day notice period, in which case Contractor shall
discontinue any further charges to Region 4.
12) Licenses. Maintenance of licenses are addressed in the General Terms and Conditions set
forth by Region 4 ESC in the section titled “LICENSES AND PERMITS; PERFORMANCE”.
13) Survival Clause. Conditions of survival are addressed in the General Terms and Conditions
set forth by Region 4 ESC in the section titled “SURVIVAL”.
14) Delivery. Conforming products shall be shipped within 7 days of receipt of Purchase Order. If
delivery is not or cannot be made within this time period, the Contractor must receive
authorization for the delayed delivery. The order may be canceled by Region 4 if the estimated
shipping time is not acceptable. All deliveries shall be freight prepaid, F.O.B. Destination and
shall be included in all pricing offered unless otherwise clearly stated in writing.
15) Inspection & Acceptance. If defective or incorrect material is delivered, Region 4 ESC may
make the determination to return the material to the Contractor at no cost to Region 4 ESC.
The Contractor agrees to pay all shipping costs for the return shipment. Contractor shall be
responsible for arranging the return of the defective or incorrect material.
16) Payments. Payment shall be made after satisfactory performance, in accordance with all
provisions thereof, and upon receipt of a properly completed invoice.
17) Price Adjustments. Proposal prices must remain firm for at least one (1) calendar year from
the proposal opening date, unless a deviation from this standard and purpose for the deviation
is noted in the Vendor’s response. Such deviations are subject to Region 4 ESC approval..
Price increases requested during the term of the contract may be granted at the sole discretion
of Region 4 ESC. Should it become necessary or proper during the term of this Contract to
make any change in design or any alterations that will increase price, Region 4 ESC must be
notified immediately. Price increases must be approved by Region 4 ESC and no payment for
additional materials or services, beyond the amount stipulated in the Contract shall be paid
without prior approval. All price increases must be supported by manufacturer documentation,
or a formal cost justification letter. Contractor must honor previous prices for thirty (30) days
after approval and written notification from Region 4 ESC. It is the Contractor’s responsibility
to keep all pricing up to date and on file with Region 4 ESC. All price changes must be provided
to Region 4 ESC, using the same format as was provided and accepted in the Contractor’s
proposal.
Price reductions may be offered at any time during Contract. Special, time-limited reductions
are permissible under the following conditions: 1) reduction is available to all users equally; 2)
reduction is for a specific period, normally not less than thirty (30) days; and 3) original price
is not exceeded after the time-limit. Contractor shall offer Region 4 ESC any published price
reduction during the Contract term.
18) Audit Rights. Audit rights are addressed in the General Terms and Conditions set forth by
Region 4 ESC in the section titled “RIGHT TO AUDIT”.
19) Discontinued Products. If a product or model is discontinued by the manufacturer, Contractor
may substitute a new product or model if the replacement product meets or exceeds the
specifications and performance of the discontinued model and if the discount is the same or
greater than the discontinued model.
20) New Products/Services. New products and/or services that meet the scope of work may be
added to the Contract. Pricing shall be equivalent to the percentage discount for other
products. Contractor may replace or add product lines if the line is replacing or supplementing
products, is equal or superior to the original products, is discounted similarly or greater than
the original discount, and if the products meet the requirements of the Contract. No products
and/or services may be added to avoid competitive procurement requirements. Region 4 ESC
may require additions to be submitted with documentation from Members demonstrating an
interest in, or a potential requirement for, the new product or service. Region 4 ESC may reject
any additions without cause.
21) Options. Optional equipment for products under Contract may be added to the Contract at
the time they become available under the following conditions: 1) the option is priced at a
discount similar to other options; 2) the option is an enhancement to the unit that improves
performance or reliability.
22) Warranty Conditions. All supplies, equipment and services shall include manufacturer's
minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in
writing. Longer warranty periods and other specifications may be required if indicated herein
or through supplemental terms by Region 4. The rental equipment provided will be warranted
for the duration of the rental.
23) Site Cleanup. Contractor shall clean up and remove all debris and rubbish resulting from their
work as required or directed. Upon completion of the work, the premises shall be left in good
repair and an orderly, neat, clean, safe and unobstructed condition.
24) Site Preparation. Contractor shall not begin a project for which the site has not been prepared,
unless Contractor does the preparation work at no cost, or until Region 4 ESC includes the
cost of site preparation in a purchase order. Site preparation includes, but is not limited to
moving furniture, installing wiring for networks or power, and similar pre-installation
requirements.
25) Registered Sex Offender Restrictions. For work to be performed at schools, Contractor
agrees no employee or employee of a subcontractor who has been adjudicated to be a
registered sex offender will perform work at any time when students are or are reasonably
expected to be present. Contractor agrees a violation of this condition shall be considered a
material breach and may result in the cancellation of the purchase order at Region 4 ESC’s
discretion. Contractor must identify any additional costs associated with compliance of this
term. If no costs are specified, compliance with this term will be provided at no additional
charge. This requirement is in addition to other provisions contained in this RFP related to
criminal history information.
26) Safety measures. Contractor shall take all reasonable precautions for the safety of employees
on the worksite and shall erect and properly maintain all necessary safeguards for protection
of workers and the public. Contractor shall post warning signs against all hazards created by
its operation and work in progress. Proper precautions shall be taken pursuant to state law
and standard practices to protect workers, general public and existing structures from injury
or damage.
27) Smoking. Persons working under the Contract shall adhere to local smoking policies.
Smoking will only be permitted in posted areas or off premises.
28) Stored materials. Upon prior written agreement between the Contractor and Region 4 ESC,
payment may be made for materials not incorporated in the work but delivered and suitably
stored at the site or some other location, for installation at a later date. An inventory of the
stored materials must be provided to Region 4 ESC prior to payment. Such materials must be
stored and protected in a secure location and be insured for their full value by the Contractor
against loss and damage. Contractor agrees to provide proof of coverage and additionally
insured upon request. Additionally, if stored offsite, the materials must also be clearly identified
as property of Region 4 ESC and be separated from other materials. Region 4 ESC must be
allowed reasonable opportunity to inspect and take inventory of stored materials, on or offsite,
as necessary. Until final acceptance by Region 4 ESC, it shall be the Contractor's
responsibility to protect all materials and equipment. Contractor warrants and guarantees that
title for all work, materials and equipment shall pass to Region 4 ESC upon final acceptance.
29) Funding Out Clause. A Contract for the acquisition, including lease, of real or personal
property is a commitment of Region 4 ESC’s current revenue only. Region 4 ESC retains the
right to terminate the Contract at the expiration of each budget period during the term of the
Contract.
30) INDEMNITY. CONTRACTOR SHALL PROTECT, INDEMNIFY, AND HOLD HARMLESS
BOTH REGION 4 ESC AND ITS ADMINISTRATORS, EMPLOYEES AND AGENTS
AGAINST ALL CLAIMS, DAMAGES, LOSSES AND EXPENSES ARISING OUT OF OR
RESULTING FROM THE ACTIONS OF THE CONTRACTOR, CONTRACTOR
EMPLOYEES OR SUBCONTRACTORS IN THE PREPARATION OF THE SOLICITATION
AND THE LATER EXECUTION OF THE CONTRACT. ANY LITIGATION INVOLVING
EITHER REGION 4 ESC, ITS ADMINISTRATORS AND EMPLOYEES AND AGENTS WILL
BE IN HARRIS COUNTY, TEXAS.
31) Marketing. Contractor agrees to allow Region 4 ESC to use their name and logo within
website, marketing materials and advertisement. Any use of Region 4 ESC name and logo
or any form of publicity, inclusive of press releases, regarding this Contract by Contractor must
have prior approval from Region 4 ESC.
32) Certificates of Insurance. Should the original or addended proposal solicitation identify
insurance is required to perform a work, certificates of insurance shall be delivered to the
Region 4 ESC prior to commencement of work. The Contractor shall give Region 4 ESC a
minimum of ten (10) days’ notice prior to any modifications or cancellation of policies. The
Contractor shall require all subcontractors performing any work to maintain coverage as
specified.
33) Legal Obligations. It is Contractor’s responsibility to be aware of and comply with all local,
state, and federal laws governing the sale of products/services and shall comply with all laws
while fulfilling the Contract. Applicable laws and regulation must be followed even if not
specifically identified herein.
Addendum A- Equipment Rentals Agreement
This Addendum A- Equipment Rental Agreement modifies the terms of the Master Agreement to
which it is attached and is incorporated into such Agreement. If there is a conflict between
language in the Master Agreement and this Addendum A, the Master Agreement controls.
Notwithstanding anything to the contrary contained in the Master Agreement, the Parties hereby agree to
the following as a summary of applicable terms for a Participating Public Agency.
Notwithstanding anything to the contrary, the definition of “Work” is defined in the Supplier’s Quote as
Equipment Rental and Labor (Services) and therefore Supplier agrees to indemnify, defend, and hold
Participating Public Agency harmless from and against any third-party claims including any and all
liabilities, losses, damages, claims, penalties, fines and expenses, including attorney’s fees for any
damages to property and/or persons including death (“Claims”) to the proportionate extent arising from
Supplier or any of its Suppliers, suppliers, officers, agents, or employees negligent acts or omissions in
the performance of this Agreement. Participating Public Agency will (i) give Supplier prompt notice of any
such Claim, and (ii) at Supplier’s reasonable request, cooperate with Supplier in the defense and
settlement of Claim.
Participating Public Agency has care, custody, and control of the Work at all times Supplier does not;
therefore, Supplier is not responsible for any third-party claims including any and all Claims to the
proportionate extent arising from Participating Public Agency’s or any of its Suppliers, suppliers, officers,
agents, or employees negligent acts or omissions in the performance of this Agreement. There shall be
no right or authority for any claims to be arbitrated or tried on a class action basis. Neither party shall
have any liability in regard to consequential, exemplary, special, incidental or punitive damages, even if it
has been advised of the possibility of such damages.
Terms Summary:
1. CREDIT APPROVAL. If the Participating Public Agency does not have a current valid account
established with Supplier, it must complete Supplier’s credit application and be approved for
a credit account. Supplier shall only be obligated to extend credit to those Participating
Public Agencies who qualify for credit after completing Supplier’s credit application. Any
Participating Public Agency of OMNIA that chooses not to obtain a Supplier credit account or
does not qualify for a credit account will not become a Participating Public Agency in the
Program. If Participating Public Agency is an existing customer of Supplier, such
Participating Public Agency must have no amounts outstanding longer than 60 days.
2. TERMINATION. Either Party may terminate this Agreement without cause by providing at least
ninety (90) days’ prior written notice to the other Party.
3. TITLE AND RISK OF LOSS. title will remain at all times with Contractor and risk of loss for the
Equipment transfers to Customer upon taking possession of Equipment. Risk of loss
transitions back to Contractor when returned to Contractor’s possession.
4. BILLING CYCLE. The rental charged will be determined by the daily, weekly, and 4-week
rental rates in combination with the rental period. This calculation will always be billed at the
most advantageous rate available to the customer. Ex. If the rental period is 4 days and the
daily rental rate is $100 and the weekly rental rate is $250, the customer will be charged the
weekly rate of $250 instead of $400 (4 days x $100 per day) because it is the lower of the
two amounts. This same logic will work for any combination of rates within a 4-week period
as the 4-week rental rate will be the most the customer will be charged for that equipment,
using single shift rates. Additionally, a shift rate schedule shall apply for all hour metered
machines and shall affect the rental rates accordingly.
5. PERMITTED & PROHIBITED USE: Participating Public Agency agrees that Supplier has no
control over the manner in which the Equipment is operated during the Rental Period by
Participating Public Agency or any third party that Participating Public Agency implicitly or
explicitly permits. Participating Public Agency warrants that: (a) prior to each use,
Participating Public Agency has or will inspect the Equipment to confirm that it is in good
condition, without defects, includes readable decals and operating and safety instructions
and is suitable for Participating Public Agency’s intended use; (b) any apparent agent at the
Site Address is authorized to accept delivery of the Equipment (and if Participating Public
Agency requests the applicable waiver, Participating Public Agency authorizes Supplier to
leave the Equipment at the Site Address without requirement of written receipt); (c)
Participating Public Agency shall immediately notify Supplier if the Equipment is lost,
damaged, stolen, unsafe, disabled, malfunctioning, levied upon, threatened with seizure, or
if any Incident occurs; (d) Participating Public Agency has received from Supplier all
information needed or requested regarding the operation of the Equipment; (e) Supplier is
not responsible for providing operator or other training unless Participating Public Agency
specifically requests in writing and Supplier agrees to provide such training which may be at
an additional fee (Participating Public Agency being responsible to obtain all training that
Participating Public Agency desires prior to the Equipment’s use); (f) only authorized
individuals shall use and operate the Equipment (“authorized individuals” being those who
are properly trained to use the Equipment and who are not under the influence of drugs or
alcohol or otherwise impaired); (g) the Equipment’s use shall be in a careful manner, in
compliance with all operational and safety instructions provided on, in or with the Equipment
and all Federal, State and local laws, permits and licenses, including but not limited to,
OSHA, as revised; and (h) the Equipment shall be kept in a secure location.
Participating Public Agency shall not (a) alter or cover up any decals or insignia on the
Equipment or remove any operational or safety instructions; (b) assign its rights under this
Agreement; (c) move the Equipment from the Site Address without Supplier’s written
consent; or (d) use the Equipment in a negligent, illegal, unauthorized or abusive manner, or
in any publication (print, audiovisual or electronic) nor allow the use of the Equipment by
any unauthorized individual (Participating Public Agency acknowledging that the Equipment
may be dangerous if used improperly or by untrained parties).
6. MAINTENANCE. Participating Public Agency shall perform routine maintenance on the
Equipment, including maintenance of fuel and oil levels, and routine visual inspections of
grease, filters, cooling system, water, batteries, cutting edges, and cleaning in
accordance with the manufacturer’s specifications. Participating Public Agency shall
submit a request for a service call a) if upon visual inspection a need for service is required,
or b) any other maintenance or repairs are required. Such service may only be performed
by Supplier. Supplier has no responsibility during the Rental Period to inspect or perform
any maintenance or repairs unless Participating Public Agency requests a service call. If
Supplier determines that repairs to the Equipment are required, other than resulting from
Ordinary Wear and Tear, Participating Public Agency shall pay the full cost of repairs and
rental of the Equipment until the repairs are completed.
7. NO WARRANTIES. Notwithstanding anything contained in the Agreement to the contrary,
Supplier provides rental equipment that is neither sold nor integrated into the work,
therefore there is no warranty, expressed or implied, as to the rental equipment or to its
capabilities, and no warranty of merchantability, other than those detailed in the
manufacturer’s specifications.
8. RELEASE AND INDEMNIFICATION. Participating Public Agency has care, custody, and control
of the Work at all times Supplier does not; therefore, Supplier is not responsible for any third-
party claims including any and all Claims to the proportionate extent arising from
Participating Public Agency’s or any of its Suppliers, suppliers, officers, agents, or
employees negligent acts or omissions in the performance of this Agreement. There shall
be no right or authority for any claims to be arbitrated or tried on a class action basis.
Neither party shall have any liability in regard to consequential, exemplary, special,
incidental or punitive damages, even if it has been advised of the possibility of such
damages.
9. FEES: For Equipment that uses fuel, Participating Public Agency has two options: (a) Pay on
Return Option - if Participating Public Agency returns Equipment with less fuel than when
received, Participating Public Agency shall pay a refueling charge (calculated by multiplying
gallons required to refill tank with fuel to level when received, by the Pay on Return per
gallon rate); and (b) Return Full Option – if Participating Public Agency returns the
Equipment with at least as much fuel as when it was received (most Supplier Equipment
comes with a full tank of fuel, but not all), no fuel charge will be assessed. The cost of
Participating Public Agency refueling Equipment itself will generally be lower than the
Prepay Fuel Option or the Pay on Return Option; however, these options each allow for the
convenience of not refueling.
The rental rates forthe Equipment's are for "one shift," being not more than 8 hours per day
and 40 hours per week unless otherwise noted. Weekly and 4-week rental rates shall not be
prorated.
Shift Rates apply to all generators and certain other equipment with hour meters. During a
Declared State of Emergency, or a pending or existing disaster or catastrophe, natural (i.e.
hurricane, tornado, flood, etc.) all diesel generators and pumps rented will be billed based
on a one week minimum Rental Period at triple shift rates. This one week minimum rental
at triple shift rates will not affect Equipment then on rent to Participating Public Agency.
To promote a clean and sustainable environment, Supplier takes various measures to
comply with federal and state environmental regulations, as well as with Supplier's own
policies. Supplier also incurs a wide range of environmental related expenses (both direct
and indirect). These expenses may include waste disposal, construction maintenance of
cleaning facilities, acquisition of more fuel- efficient equipment, labor costs, administration
costs, etc. To help defray these and other costs, Supplier charges an environmental fee in
connection with certain rentals. The fee is not a tax or governmentally mandated charge. It
is not designated for any particular use or placed in an escrow account. Rather, it is a fee
that Supplier collects as revenue and uses at its discretion.
RENTAL PROTECTION PLAN (“RPP”). Upon execution of Supplier’s Rental Out ticket,
Participating Public Agency may choose to either reject or participate in Supplier’s RPP
program as detailed https://www.sunbeltrentals.com/customerservice/rpp/.
10. RETURN OF EQUIPMENT: Participating Public Agency must contact Supplier to request
pickup of Equipment, retain the Pick Up Number given by Supplier and will be responsible
for Equipment until actually retrieved by Supplier.
11. WARRANTY: Notwithstanding anything contained in the Agreement tothe contrary, Supplier
provides rental equipment that is neither sold nor integrated into the Work, therefore there
is no warranty, expressed or implied, as to the rental equipment or to its capabilities, and
no warranty of merchantability, other thanthose detailed in the manufacturer’s
specifications.
12. LIMITATION OF SUPPLIER’S LIABILITY: In consideration of the rental of the equipment and
services provided, Participating Public Agency agrees that Supplier’s liability under this
contract, including any liability arising from Supplier’s or any third party’s comparative,
concurrent, contributory, passive or active negligence or that arises as a result of any strict
or absolute liability, shall not exceed one million dollars ($1,000,000).
Term Sheet
Provision DescriptionClause
Sunbelt indemnifies for its negligent acts or omissions
Indemnity
Sunbeltis notresponsible foranyaction or inaction of PPA
Neither party shall have any liability in regard to consequential,
Consequential Damages
exemplary, special, incidental or punitive damages, even if it has been
advised of the possibility of such damages.
Limitation of Supplier Liability In consideration of the rental of the equipment and services provided,
Customer agrees that Sunbelt’s liability under this contract, including any
liability arising from Sunbelt’s or any third party’s comparative,
concurrent, contributory, passive or active negligence or that arises as a
result of any strict or absolute liability, shall not exceed one million
dollars($1,000,000).
Insurance Sunbelthas insurancetocover their obligations (w/SIR of$5M)
PPA is self-insured
Confidentiality SuppliermaintainsPPA information confidential
What isallowed foruse ofEquipment. See AttachmentA
Use ofRental Equipment
Supplierto perform allmaintenance, PPA must advise if a need for service
Maintenance
is noticed
Return of Equipment
PPAmustcallSunbeltfor pick-up and receive a pick-upnumber thatis
timeand datestamped
Choice of Law State of PPA
Warranty For Equipment rented – repairor replacement of faulty equipment
Net 30
Payment Terms
28days
BillingCycle
DiscountoffBookRate fornon-
Day 5% / Week10% /4-week 15%
core equipment
Single Shift8/40/160
Overtime Shift Rates(fordiesel drivengenerators, pumpsand air compressors):
Double Shift Rate = 1.5 X Day / Week / Month Rate
8 - 16 hours per day
40.1 - 80 hours per week
160.1 - 320 hours per month
Triple Shift Rate = 2 X Day / Week / Month Rate
16.1+ hours per day
80.1+ hours per week
320.1+ hours per month
Overtime charges for engine drive equipment (excluding diesel engine
generators, pumps and air compressors) will be calculated as follows:
Divide the quoted rate by the hours allowed and multiply by the number
of hours used over and above the hours allowed.
*During a Declared State of Emergency, or a pending or existing disaster
or catastrophe, natural hurricane, tornado, flood, etc.) or otherwise a one
week minimum rental period at triple shift rates will apply for all diesel
generators and pumps.
1799 Innovation Pt. Fort Mill, SC 29715 Phone: 866-786-2358 Fax: 803-578-6850
24-15 Addendum 1
Sunbelt Rentals Inc
Supplier Response
Event Information
Number:24-15 Addendum 1
Title:Equipment and Tool Rental Services
Type:Request for Proposal - Region 4 ESC
Issue Date:11/7/2024
Deadline:1/21/2025 02:00 PM (CT)
Notes:Oral communications concerning this RFP shall not be binding and
shall in no way excuse an Offeror of the obligations set forth in this
proposal.
Only online proposals will be accepted. Proposals must be submitted
via Region 4 ESC's online procurement system:
region4esc.ionwave.net.
No manual, emailed, or faxed proposals will be accepted.
NON-MANDATORY PRE-PROPOSAL CONFERENCE
Meeting to be held on
Wednesday, November 20, 2024 at 1:00 pm
via ZOOM at https://esc4.zoom.us/j/95819080175?from=addon
Offerors are strongly encouraged, but not required to participate in a
pre-proposal conference with the Procurement Contract Specialist.
Contact Information
Page 1 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Address:Finance and Operations
***BID DUE DATE HAS BEEN EXTENDED UNTIL 1/21/2025.***
7145 West Tidwell Road
TX 77092
Email:questions@esc4.net
Page 2 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Sunbelt Rentals Inc Information
Address:1799 Innovation Point
Fort Mill, SC 29715
Phone:(866) 909-0954
Toll Free:(866) 909-0954
Email:SBR4Gov@sunbeltrentals.com
Web Address:www.SunbeltRentals.com
By submitting your response, you certify that you are authorized to represent and bind your company.
Peggi Sawickcontractteam@sunbeltrentals.com
SignatureEmail
Submitted at 1/21/2025 11:11:45 AM (CT)
Supplier Note
Thank you for extending this bid opportunity to Sunbelt Rentals! We are very excited to continue our solid
relationship with OMNIA and Region 4.
Requested Attachments
24-15 Offer and Contract
Offer and Contract Signature Form Signature Form_Sunbelt
Rentals.pdf
Please complete the Offer and Contract Signature Form, located on the Attachments tab, and upload the completed
document here.
24-15 Deviation Form - Sunbelt
Deviation Form
redline combined.pdf
Please complete the Deviation Form, located on the Attachments tab, and upload the completed document here.
No response
Conflict of Interest Questionnaire
If a conflict exists that requires the submission of a Conflict of Interest Questionnaire (CIQ), complete and upload the
document here. (REQUIRED ONLY IF A CONFLICT EXISTS, see Attribute titled "CONFLICT OF INTEREST
QUESTIONNAIRE" for additional information.)
OMNIA Pricing 24-15 Sunbelt
Products and Pricing
Rentals FINAL.xlsx
Each offeror awarded an item under this solicitation may offer their complete product and service offering/a balance of
line. Describe the full line of products and services offered by supplier.
Sunbelt Rentals Value Add and
Value Added Services
Command Center.pdf
Provide any additional information related to products and services the Offeror proposes to enhance and add value to
the Contract. For example, a proposal for furniture may include additional value-added selections such as installation,
white glove delivery options, setup/cleaning, classroom design/layout, special orders, etc. (OPTIONAL)
Page 3 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
No response
Diversity, HUB Certifications
If your firm holds a certification from certifying agencies related to M/WBE, DBE, HUB, or other diverse business
designations, you may upload the certificate here. (OPTIONAL)
OMNIA Partners - Exhibit F
OMNIA Partners - Exhibit F Federal Funds Certifications Federal Funds Certifications Form
- Sunbelt executed.pdf
Please complete the OMNIA Partners - Exhibit F Federal Funds Certifications, located on the Attachments tab, and
upload the completed documents here.
Exhibit G Sunbelt Executed.pdf
OMNIA Partners - Exhibit G New Jersey Business Compliance
Please complete the OMNIA Partners - Exhibit G New Jersey Business Compliance forms, located on the Attachments
tab, and upload the completed documents here.
Exhibit C MICPA EXAMPLE for
Additional Agreements Offeror will require Participating Agencies to
Region IV ESC - Sunbelt
sign.
redline.pdf
Upload any additional agreements offeror will require Participating Agencies here.
2025 W9 SBR INC.pdf
W-9 Upload
Interested offerors must upload an updated Form W-9 prior to submitting a proposal.
Response Attachments
Sunbelt Rentals Key Contacts.pdf
Key Contact information question 128
Sunbelt Rentals respponses to 127 and 128.pdf
Answers to Questions 127 and 128
Climate Control Education Case Study 128.pdf
Case Study 128
CRT Case Study- High End Condo Disruption.pdf
Case study 128
CRT-Case Study-Office Tower Disruption.pdf
Case Study 128
Load Banks_Wind Farm Case Study.pdf
Case Study 128
Northwest-Oil-Drain-Case-Study.pdf
Case Study 128
Temporary-Bypass-Piping-Case-Study.pdf
Case study 128
Transformer-Rentals-Case-Study.pdf
Case study 128
Utility-Power-Services-Case-Study.pdf
Case study 128
Vol. 23 Sunbelt Rentals Full Line Catalog - Low Res.pdf
Sunbelt Full Line Catalog
Omnia Bid Customer References .pdf
Customer References
Ashtead-ARA2024-Financial-Statements (1).pdf
Sunbelt Financials FY2024
Page 4 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
2024-2025 EMR - Experience Modification Rating - Letter Sunbelt Rentals as of 9.3.2024.pdf
Sunbelt EMR Letter Safety Record
24-15 Appendix A - Draft Contract - Sunbelt redline.pdf
Appendix A Draft Contract with Sunbelt redlines
Exhibit B Administration Agreement Example for Region IV ESC - Sunbelt redline.pdf
Exhibit B: Administration Agreement Example Sunbelt redlines
Omnia Region 4 Statement of Pricing RFP 040924.pdf
Statement of Pricing Explanation
Bid Attributes
1 CONTRACT DURATION
The initial term of the Contract is for a period of three (3) years unless terminated, canceled, or extended as
otherwise provided herein. Region 4 ESC shall have the right in its sole discretion to renew the Contract for
additional terms up to two (2) years after the end of the initial term or for a lesser period of time as determined by
to the expiration of the original term. Contractor acknowledges and understands Region 4 ESC is under no
obligation whatsoever to extend the term of this Contract. In the event the proposal term, including renewals, ends
before another proposal is executed, proposal prices and discounts may be extended on a month-to-month basis
by mutual consent. Extensions are limited to the lesser of: a) six (6) additional monthly terms, or b) the time which is
required to complete a new solicitation for the goods and services provided for in this solicitation. Notwithstanding
the foregoing paragraph, the term of the Contract, including any extension of the original term, shall be further
extended until the expiration of any Purchase Order issued within the Contract term for a period of up to one year
beyond the Contract term.
I certify compliance with this attribute.
2 NAME OF INDIVIDUAL COMPLETING THIS PROPOSAL
Peggi Sawick
3 HOW MANY YEARS HAS YOUR BUSINESS OPERATED UNDER ITS PRESENT NAME
42
4 WHAT IS YOUR CURRENT NUMBER OF CUSTOMER ACCOUNTS?
200000
5 WHAT ARE YOUR BUSINESS HOURS?
available 24/7 Sunbelt branches are open 7am - 5pm M-F some are open on Saturday. An after-hours service fee
may apply in some cases and can be discussed in detail upon award.
6 IS 30 DAYS AFTER RECEIPT OF INVOICE AN ACCEPTABLE PAYMENT SCHEDULE FOR YOUR
BUSINESS?
If Yes, type "YES".
If No, describe your payment schedule in the field provided.
30 days after date of invoice
Page 5 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
7 WHAT IS THE STANDARD LEAD TIME FOR RECEIPT OF PRODUCTS AFTER ORDER IS RECIEVED
(ARO), IN DAYS?
Provide your answer in number of DAYS after receipt of order (ARO).
24-48 hours depending on equipment and location needed and if longer, will discuss with customer options.
8 ACCOUNT MANAGER NAME
Please indicate the name of the account manager we should speak to with concerns about the products and/or
services in this proposal.
Natalia Welch
9 ACCOUNT MANAGER EMAIL
governmentsales@sunbeltrentals.com
1 ACCOUNT MANAGER PHONE
0
(800) 667-9328
1 PAYMENT REMITTANCE ADDRESS
1
PO Box 409211, Atlanta, GA 30384-9211
1 PAYMENT REMITTANCE PHONE
2
(866) 786-2358
1 CONTRACT/PURCHASE ORDER/QUOTE EMAIL
3
Vendors may choose to have purchase orders emailed to them in PDF format in lieu of having them faxed or mailed.
To elect this option, please offer the preferred email address in the accompanying field. This email address will
apply to any purchases from your company, so the use of a generic email address is suggested, such as
bids@companyname.com or purchaseorders@businessname.com.
governmentsales@sunbeltrentals.com
1 CONTRACT/PURCHASE ORDER/QUOTE FAX NUMBER, IF APPLICABLE
4
If applicable, please provide a fax number to send orders and quote requests.
1 REQUIRED REFERENCE QUOTE OR CONTRACT NUMBER, IF APPLICABLE
5
Enter your quote or contract number and/or any other information our staff would need provide on the face of
purchase orders in order to receive discount percentages and contract pricing.
in the absence of the new contract #, please reference #186849
1 COMPANY WEBSITE ADDRESS, IF APPLICABLE
6
www.SunbeltRentals.com
1 HOW WERE YOU NOTIFIED OF THIS BID OPPORTUNITY?
7
In order to verify the efficiency of communication tools used to notify vendors of bidding opportunities, we ask that
you provide us with the manner in which you received notification of this request for bid/proposal.
Sunbelt Rentals is the incumbent supplier. We were aware of all extensions, and the final expiration date.
Page 6 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 REFERENCE 1
8
Please provide the reference of a school and/or business who have utilized the same equipment/products within the
last two years. Include Company/Government name, address, contact name, and contact phone number.
1 REFERENCE 1 EMAIL
9
michael_burdette@dekalbschoolsga.org
2 REFERENCE 2
0
Please provide the reference of a school and/or business who have utilized the same equipment/products within the
last two years. Include Company/Government name, address, contact name, and contact phone number.
2 REFERENCE 2 EMAIL
1
jschewni@fmc.sc.edu
2 REFERENCE 3
2
Please provide the reference of a school and/or business who have utilized the same equipment/products within the
last two years. Include Company/Government name, address, contact name, and contact phone number.
2 REFERENCE 3 EMAIL
3
Rcavazos@saisd.net
2 THE U.S. STATE YOUR PRINCIPAL PLACE OF BUSINESS IS LOCATED.
4
South Carolina
2 RECIPROCITY
5
For Businesses not located in Texas: Does your state of residence or incorporation require out-of-state bidders to
underbid vendors residing in your state by a prescribed amount or percentage to receive a comparable contract? If
Yes, please input that percentage; If No, please leave the adjacent field blank.
No response
2 PARTIAL AWARD ACCEPTANCE
6
REGION 4 ESC retains the right to award this contract in such a manner that it receives the best overall value for
the goods and/or services requested in this request for proposal or bid, which may include awarding to multiple
vendors.
I understand.
2 PURCHASE ORDER POLICY
7
REGION 4 ESC purchases tangible goods and services through the use of approved Purchase Orders. Vendors
are highly discouraged from sending products, and/or performing services without prior receipt of an approved
District Purchase Order. While campuses and departments may call for quotes and information, please be advised
the District is not obligated to pay for any services and/or products ordered via telephone or email in without the
presence of a properly executed Purchase Order.
I understand.
Page 7 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
2 ADDENDA NOTIFICATIONS
8
Any addenda to this proposal will be issued electronically through this system. It is vendor's responsibility to review
addenda upon e-mailed notice and retract/amend their submission as deemed necessary. REGION 4 ESC may
choose to mark a proposal received prior to the issuance of an addendum as non-responsive should REGION 4
ESC, in its sole determination, finds the addendum to be of such material change that it warrants such
determination. If such proposal is found non-responsive, REGION 4 ESC will not consider the proposal for
evaluation or further consideration.
I understand.
2 Provide equipment manufacturer, equipment types and discounts off published list price.
9
Sunbelt Rentals offers 40+ equipment categories with thousands of Category Classes (Cat-Classes). Our
equipment solutions are manufactured by the industries most notable manufacturers in the industry. Equipment
brands we offer include, but are not limited to: John Deere, JCB, JLG, Genie, Bobcat, Ditch Witch, Tennant,
Komatsu, Cummins, MQ Power, Hilti, Dewault, Milwaukee, Airrex, Movin Cool, Terex, Kubota, and countless others.
We've provided an Omnia Partners Public Sector catalog in the attached pricing template. The template contains
equipment most frequently rented by Public Sector customers as well as discount from our local book rates on all
other items offered by Sunbelt Rentals. The template also outlines additional charges not included in the rental
rates.
3 Define any freight charges.
0
Standard Freight Charges also known and Pickup and delivery (P&D) are $150.00 Each way, plus $4.00 a loaded
mile. Please see the pricing template for details regarding pick up and delivery that requires third party carriers,
tolls, permits, emergency response and more.
3 Describe how Offeror responds to emergency orders.
1
Natural and everyday disasters are difficult to project. Emergency Response at its core is ensuring a building,
property, or community is operational as quickly as possible when disasters happen. We offer our customers 24/7
emergency response support year-round in all conditions and within 24-hours. We understand the unique needs
of disaster response projects, and our emergency power generation, HVAC solutions, aerial work platforms, and
scaffolding services are always ready. With a nationwide equipment of inventory, we offer the broadest offering for
any job. Emergency Response at its core is ensuring a building, property, or community is operational. Natural and
everyday disasters are difficult to project. Sunbelt Rentals can support our customers in each phase of an
emergency from emergency response planning to mitigation/immediate response, to business continuity and
recovery.
3 What is Offeror's average Fill Rate?
2
N/A to scope of rental equipment
3
3
delivery timelines.
90% or greater. Sunbelt prides itself of meeting delivery dates as we know that it is critical to our customer's
project and business success. We have a vast network of locations to go to in case any issue with deliveries at
one.
3 Describe Offeror's return and restocking policy.
4
N/A to scope of rental equipment
3 Describe Offeror's ability to meet service and warranty needs.
5
During the term of this Agreement, Supplier agrees to repair or replace any defective rental equipment or
workmanship that Owner, notifies Supplier of in writing; Owner shall not be charged for any such repair or
replacement provided that Owner immediately, upon discovery, notifies Supplier of the need for such repair or
replacement and the rental equipment has been used in accordance with normal and intended use and has not
been tampered with, modified, adjusted, altered, changed or otherwise repaired or damaged, by any party other
than Supplier.
Page 8 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
3 Describe Offeror's customer service/problem resolution process. Include hours of operation, number
6
of services, etc.
We take customer complaints and service concerns very seriously. When a customer reaches out to us to voice
their concerns, we make sure to take the time to listen and ensure we collect all the associated details. Once the
details have been captured and entered, we share this report with the appropriate Branch Manager, District
Manager, and Regional Vice President. This group has 24 hours to respond to the customer and to let Customer
Service know the details of the outcome or that they are working on a resolution. Sunbelt Customer Service is
available 24/7.
3 Describe Offeror's invoicing process. Include payment terms and acceptable methods of payments.
7
Offerors shall describe any associated fees pertaining to credit cards/p-cards.
E-processes used by Sunbelt included emailed PDF invoices, customer direct XML feed, EDI, .csv FTP Files. We
are established with various portals including Ariba, Onvia, BidSync. Our web portal/app MyAccount can be utilized
by each customer location to monitor usage and pay invoices directly. Payment Terms are Net 30 from date of
invoice.
3 Describe Offeror's contract implementation/customer transition plan.
8
As the incumbent supplier with a proven track record, Sunbelt holds a distinct advantage over our competitors as it
relates to implementation and customer transition. Implementation is seamless as the contract initially is only a
matter of signature, and extension. Omnia Partner member accounts have already identified in cooperation with
Omnia Partners, linked to the agreement, assigned to Sunbelt sellers, and targeted for interaction and growth.
Customer transition is a matter of continuous improvement for Sunbelt. We are engaged with the Omnia Partners
team to identify new customers and transition new customers to the existing Omnia Partners agreement.
Regardless, Implementation and transition would continue in perpetuity. These efforts would include, but not be
limited to: Training, Promotions, Target Identification, Assignment, Execution, Follow through, and follow up.
3 Describe the financial condition of Offeror.
9
Sunbelt is financially sound at over $10B revenue. Feel free to review our Annual report at https://www.ashtead-
group.com/investors/results-centre/annual-reports/ and also attached in attachments tab.
4 Provide a website link in order to review website ease of use, availability, and capabilities related to
0
provides customers a global view of all equipment on rent and a historic look on previous rental transactions. This
includes invoicing, purchase order numbers, rented-by name, equipment type and model, days on rent, total
billings, etc. Reports can be set up to send on a regularly scheduled day and time, or you can pull the reports as
needed.
4
1
Sunbelt has a dedicated Safety Dept comprised of fulltime occupational health and safety professionals whose
sole mission is to work directly with our field personnel to identify hazards & eliminate incidents by making safety
the #1 priority for all of our 22,000 team members. Attached please find EMR letter showing the effectiveness of
such department.
4 Provide a brief history of the Offeror, including year it was established and corporate office location.
2
Established in 1983 and headquartered near Charlotte, North Carolina, Sunbelt has evolved from a small, local
operation to a giant in the rental industry today. Sunbelt is a wholly owned subsidiary of Ashtead Group plc which
is headquartered in London, England. Building on its solid foundation in the Southeast, the company has now
established itself as the second largest rental company in the United States and will continue to grow through
green field initiatives and acquisitions. Sunbelt is strategically positioned with convenient locations to provide
superior customer service with more than $15 billion in rental fleet and over 1,400 plus locations combined across
all 50 states within the contiguous United States, including Hawaii, and in eight provinces in Canada.
Page 9 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
4 Describe Offeror's reputation in the marketplace.
3
Sunbelt Rentals is the second largest equipment rental company in North America. We have a solid reputation as
a solutions provider with a customer experience that is second to none. A leader in the equipment rental industry,
Sunbelt Rentals is constantly advancing the idea of how a company can best serve its customers, communities
and the planet. With a vast network of over 1,200 locations across North America and an expansive portfolio of
products and services, we deliver solutions to support any job. Moreover, our communities are an extension of our
team members and their families. Sunbelt Rentals aims to positively impact these areas by leveraging our time,
talents and financial resources. Our work with numerous organizations throughout North America helps support
communities and emergency response needs.
4 Describe Offeror's reputation of products and services in the marketplace.
4
Sunbelt Rentals has a reputation for providing the broadest range of quality rental solutions in the industry With a
strong focus on customer service, and a vast inventory of tools and equipment, we're able to cater to a diverse
range of construction, facility maintenance, and industrial projects across North America.
4 Describe if distributors/dealers/resellers/subsidiaries/partners ("affiliates") will be used to fulfill the
5
contract. Submit a list of those affiliates authorized to sell under the proposed contract.
Where and how does Offeror propose to maintain an authorized affiliate list so it may be accessed by Participating
Agencies? How often does the supplier propose to update the affiliate list? Confirm the Offeror reviews the financial
health, debarment status and overall general capacity of authorized affiliates. Offerors who us authorized affiliates
are responsible for ensuring authorized affiliates are performing in accordance with the contract.
Not Applicable to scope
4 Describe the experience and qualifications of key employees.
6
Key personnel will be the Sunbelt Rentals Government Solutions Team. Sunbelt Rentals is the only nationwide
equipment rental company with a team of dedicated Government sales force. This team of senior level sales
professionals, each with a decade or more of public sector sales experience and equipment rental experience.
The team is focused on promoting the power of Sunbelt Rentals within the public-sector, and successfully
integrating those opportunities with the appropriate Sunbelt solutions and locations. See attachment for more
details.
4 Describe Offeror's experience working with the government sector.
7
Sunbelt Rentals began working with the public sector on as as/if needed basis when we opened in 1983. Over the
past 42 years we have we've experienced the public sectors slow but steady transitions from ownership to rental.
Today, we have approximately 22 standalone state contracts, a GSA schedule, multiple local, and education
contracts, and several cooperative contracts with our Omnia Partners cooperative agreement being our largest
and top performing public sector opportunity.
4 Describe past litigation, bankruptcy, reorganization, state investigations of entity or current officers
8
and directors.
Sunbelt has been in the past and currently is involved in litigation, however, none of the litigation is material in
nature to its in relation to its provision of rental equipment.
4 Provide Offeror's expertise in working with public sector and understanding of the unique technical
9
regulatory requirements.
Sunbelt Rentals is one of the largest equipment rental providers in North America. Our position in the industry
affords us the luxury of being on the cutting edge of new equipment, technology, and compliance with new and
existing regulatory requirements. Whether its emissions, fuel consumption, energy storage solutions, or the
electrification of equipment we're often the first to have it, and at times involved in the development, design and
manufacturing of such items. Additionally, Sunbelts Government Solutions team is often engaged with customers
to anticipate regulatory requirements whether its equipment specifics, or the procurement process.
Page 10 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
5 Indicate if Offeror is licensed to do business in all 50 states.
0
Yes
No
5 Value Add - Provide any additional information related to products and services Offeror proposes to
1
enhance and add value to the Contract.
operational efficiency. We can do this by impacting areas such as equipment inventory, standardization, service
-
Equipment Inventory: Renting equipment cuts costs by eliminating the need for storage, maintenance and repair
parts, service area and staff. Using a four-wheel drive backhoe as an example, the cost of ownership over a five-
year period is approximately $71,000. This is based on an average purchase price of $64,000, a residual value of
$25,000 and operating costs of $18,560. The cost of renting the same piece of equipment six months a year over
- Standardization: Using
Sunbelt allows you to standardize your equipment fleet by accessing new equipment whenever you have a need.
-
Service: Keeping an equipment fleet serviced and ready at all times is expensive. Leveraging our fleet reduces the
costs on your end by placing the burden of service on our company. This results in much lower operating costs, as
- Process Improvement: Sunbelt Rentals
Command Center provides the ability to streamline the process of managing all your rentals. Using our web tools,
you can move equipment from job site to job site, call equipment off rent, create alerts and custom reports,
manage your AR, pay invoices online and much more. These process improvement result in fewer hours required
to fulfill the needs of your company."
5 Include a per diem rate.
2
Not Applicable to scope of rental equipment
5 For Non-Normal Working Hours, indicate if there is a minimum charge of hours and what the number of
3
hours is.
As it relates to Equipment rentals, the minimum rental period is 1 day/8 hours.
5 Is pricing available for all products and services?
4
Yes, pricing is available for all Sunbelt Rentals products and services including future products and services
through greenfield developments or acquisitions. Some products may require a request for quote, but will be
discounted according to the discount structure laid out in the pricing template. Rental industry as a whole does not
publish a MSRP. Please refer to Attachment Statement of Pricing.
5 Describe any shipping charges (where applicable).
5
For equipment requiring delivery. Pickup & Delivery Charges are Not included in The Rental Rates. $150.00 Each
Way plus $4.00 a Loaded Mile. * If required, fees associated with permitted, overweight, oversized loads, or Third
Party Carriers are additional and will be quoted at the time of request.
5 Provide pricing for warranties on all products and services.
6
Not Applicable. - Equipment is owned by Sunbelt Rentals. Sunbelt will handle all warranty issues.
5 Describe any return or restocking fees.
7
Not Applicable
5 Describe any additional discounts or rebates available. Additional discounts or rebates may be offered
8
for large quantity orders, single ship to location, growth, annual spend, guaranteed quantity, etc.
Our offer is a discount of 5/10/12% off from book rates. No additional rebates or discounts at this time, however,
we are open to further discussions after award.
Page 11 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
5 Describe how customers verify they are receiving Contract pricing.
9
Member pricing is notated in Sunbelts CRM module, Members may verify Contract Pricing through the Sunbelt
Rentals Omnia Partners contract Manager, or their local sales representative. Also, encouraged to create account
on MyAccount found on www.Sunbeltrentals.com to view pricing and manage account.
6 Describe any proposed indices to
0
guide price adjustments. If offering a catalog contract with discounts by category, while changes in
individual pricing may change, the category
discounts should not change over the term of the Contract.
Pricing will be updated annually. Price adjustments will be guided by industry trends, Producer price indices for
equipment, and heavy machinery for rental and leasing, transport services, fuel costs, the U.S. Energy Information
Administration, and the Employment Cost Index as it relates to to equipment rental. Sunbelt is offering an
equipment catalog with category discounts. The discount is on the rental period rather than the category, and as
such may change.
6 Describe how future product introductions will be priced and align with Contract pricing proposed.
1
Future equipment and services introductions will be priced according to industry standards by rental market, and
priced and discounted similarly to like products and categories.
6 Describe any diversity programs or partners supplier does business with and how Participating
2
Agencies may use diverse partners through the Master Agreement.
Indicate how, if at all, pricing changes when using the diversity program. If there are any diversity programs, provide
a list of diversity alliances and a copy of their certifications.
Not applicable. Sunbelt Rentals self performs nearly every aspect of the rental process.
6 Minority Women Business Enterprise Certification
3
If yes, list certifying agency.
Not applicable
6 Small Business Enterprise (SBE) or Disadvantaged Business Enterprise (DBE) Certification
4
If yes, list certifying agency.
Not applicable.
6 Historically Underutilized Business (HUB) Certification
5
If yes, list certifying agency.
Not applicable.
6 Historically Underutilized Business Zone Enterprise (HUBZone) Certification
6
If yes, list certifying agency.
Not applicable
6 Other recognized diversity certificate holder
7
If yes, list certifying agency
Not Applicable
Page 12 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
6
8
Agreement available nationally through OMNIA Partners.
Include a list of current cooperative contracts (regional and national) Offeror holds and describe how the Master
Agreement will be positioned among the other cooperative agreements.
Sunbelt is committed to growing the contract and collaborating with Omnia Partners on any marketing plan or
strategy with OMNIA to result in an Omnia contract. However, the transition of existing public agency accounts will
be at the customers discretion as to which contract vehicle they will utilize.
6 Acknowledge Supplier agrees to provide its logo(s) to OMNIA Partners and agrees to provide
9
permission for reproduction of such logo in marketing communications and promotions.
Acknowledge that use of OMNIA Partners logo will require permission for reproduction, as well.
Yes
No
7
0
nationwide and the timely follow up to leads established by OMNIA Partners.
All sales materials are to use the OMNIA Partners logo. At a minimum, the Offeror's sales initiatives should
communicate:
Master Agreement was competitively solicited and publicly awarded by a Principal Procurement Agency
Best government pricing
No cost to participate
Non-exclusive
Yes
No
7 Confirm Offeror will train its national sales force on the Master Agreement. At a minimum, sales training
1
should include:
Key features of Master Agreement
Working knowledge of the solicitation process
Awareness of the range of Public Agencies that can utilize the Master Agreement through OMNIA Partners
Knowledge of benefits of the use of cooperative contracts
Yes
No
7 Provide the name, title, email and phone number for the person(s), who will be responsible for:
2
Executive Support
Marketing
Sales
Sales Support
Financial Reporting
Accounts Payable
Contracts
As the incumbent, Sunbelt has all of the requested personnel established and set up to handle OMNIA inquiries.
Please forward to governmentsales@sunbeltrentals.com and they will be directed/forwarded to appropriate people
and/or departments.
Page 13 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
7
3
the highest-level executive in charge of the sales team.
Sunbelt Rentals has a robust nationwide sales force,, but more importantly Sunbelt has a dedicated Government
sales team. The Government team ultimately reports to the VP of Sales. Our structure is VP of sales, then Senior
Director of Sales & Operations, followed by our Director of Government Sales. There are three (3) Regional Sales
Managers who report to the Director of Government Sales. The Regional sales managers each have a team of
Government Sales Specialists that cover the U.S. These sellers work directly with the sales staff and end users at
the 1400 Sunbelt locations nationwide. As the current contract holder all pertinent contact information is currently
in place.
7 Explain in detail how the sales teams will work with the OMNIA Partners team to implement, grow and
4
service the national program.
As the incumbent supplier, Sunbelt Rentals is currently fully implemented. Our focus is on the future, empowering
our sales force, while continuously improving and refining our approach. This approach has yielded over 170%
growth over the past 5 years, and will continue well into the future. Please see attached Marketing Plan for
additional details.
7 Explain in detail how Offeror will manage the overall national program throughout the term of the
5
Master Agreement, including ongoing coordination of marketing and sales efforts, timely new
Participating Public Agency account set-up, timely contract
administration, etc.
Many of the details surrounding the coordination of marketing and sales efforts are laid out in our attachment for
question 74. The existing relationship allows for accounts to be set up and linked within a matter of hours. The
account set up and linking process identifies the account to be included in ongoing marketing and sales efforts
and administration.
7
6
Supplier's top 10 Public Agency customers, the total purchases for each for the previous fiscal year
along with a key contact for each.
SAN ANTONIO ISD SAN ANTONIO, TX
DEPARTMENT
OF SOUTH ALABAMA
PASCO COUNTY BOARD COMMISSION HUNTSVILLE, TX
PRAIRIE VIEW, TX $340,635.30
7 Year 1 - Provide the Contract Sales (as defined in Section 12 of OMNIA Partners Administration
7
Agreement) that Supplier will guarantee each year under the Master Agreement for the initial three
years of the Master Agreement ("Guaranteed Contract Sales").
To the extent Supplier guarantees minimum Contract Sales, the Administrative Fee shall be calculated based on the
greater of the actual Contract Sales and the Guaranteed Contract Sales.
$52306810.00
7 Year 2 - Provide the Contract Sales (as defined in Section 12 of OMNIA Partners Administration
8
Agreement) that Supplier will guarantee each year under the Master Agreement for the initial three
years of the Master Agreement
To the extent Supplier guarantees minimum Contract Sales, the Administrative Fee shall be calculated based on the
greater of the actual Contract Sales and the Guaranteed Contract Sales.
$60152832.00
Page 14 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
7 Year 3 - Provide the Contract Sales (as defined in Section 12 of OMNIA Partners Administration
9
Agreement) that Supplier will guarantee each year under the Master Agreement for the initial three
years of the Master Agreement
To the extent Supplier guarantees minimum Contract Sales, the Administrative Fee shall be calculated based on the
greater of the actual Contract Sales and the Guaranteed Contract Sales.
$69175757.00
8 Please download and thoroughly review the Scope of Work, located on the Attachments Tab. Indicate
0
your review and acceptance.
Yes
8 Oral Communications concerning this RFP shall not be binding and shall in no way excuse an Offeror of
1
the obligations set forth in this proposal.
Yes
8 Please download and thoroughly review the Terms and Conditions, located on the Attachments Tab.
2
Indicate your review and acceptance.
Yes
8 Products/Pricing - Upload on Response Attachments Tab
3
i.Offerors shall provide pricing based on coefficient pricing completing Appendix D; or on a discount from a
available from Offeror and the pricing per item. Multiple percentage discounts are acceptable if, where different
percentage discounts apply, the different percentages are specified. Additional pricing and/or discounts may be
included. Products and services proposed are to be priced separately with all ineligible items identified. Discounts
proposed shall remain the same throughout the term of the contract and at all renewal options. At a minimum the
Awarded Offeror must hold the proposed price list firm for the first 12 months after the contract award. Offerors may
elect to limit their proposals to any category or categories.
Complete the applicable Pricing information
oProvide equipment manufacturer, equipment types and discount off published list price.
oDefine any freight charges.
o
any sub-office pricing as required. Each of these labor classification rates shall be fully burdened, defined and will
be set for Normal Working Hours and Non-Normal Working Hours. Sub-contractor labor shall not be recognized.
oIf using coefficient pricing, the Normal Working Hours and Non-Normal Working Hours for tasks identified in the
Scope of Work shall use a benchmark against an established data set (e.g.; RSMeans or others) to ensure that the
hours provided can be verified. Each of these hourly tasks shall have a coefficient of labor against an established
determine effectiveness of providing these tasks. Offerors using coefficient pricing will complete Appendix D.
Federal Funding Pricing: Due to products and services potentially being used in response to an emergency or
disaster recovery situation in which federal funding may be applied, provide alternative pricing that does not include
cost plus a percentage of cost or pricing based on time and materials; if time and materials is necessary, a ceiling
price that the contract exceeds at its own risk will be needed. Products and services provided in a situation where
an agency is eligible for federal funding, Offeror is subject to and must comply with all federal requirements
applicable to the funding including, but not limited to the FEMA Special Conditions section located in the Federal
Funds Certifications Exhibit F.
Page 15 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
8 Not to Exceed Pricing
4
Region 4 ESC requests pricing be submitted as not to exceed pricing. Unlike fixed pricing, the Contractor can adjust
submitted pricing lower if needed but, cannot exceed original pricing submitted. Contractor must allow for lower
pricing to be available for similar product and service purchases. Cost plus pricing as a primary pricing structure is
not acceptable.
8
5
network as applicable.
as of 1/20/2025 there are 1,393 Sunbelt locations throughout USA for a comprehensive/updated list please visit
www.sunbeltrentals.com/location
8 Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the
6
to include, but not limited to:
i. Executive leadership endorsement and sponsorship of the award as the public sector go-to-market strategy
within first 10 days
leadership, along with the OMNIA Partners team within first 90 days
As Sunbelt is incumbent and currently holds the OMNIA contract, there will not have to be a transition per se, as all
protocols and processes are in place on both sides. Given the 170% growth over the last 5 years, we feel this is a
well oiled machine--however, we are open to tweaking if both sides feel necessary.
8 Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the
7
strategy to market the Master Agreement to current Participating Public Agencies, existing Public
Agency customers of Supplier, as well as to prospective
Public Agencies nationwide immediately upon award, to include, but not limited to:
i. Creation and distribution of a co-branded press release to trade publications
90 days
iii. Design, publication and distribution of co-branded marketing materials within first 90 days
iv. Commitment to attendance and participation with OMNIA Partners at national (i.e. NIGP Annual Forum, NPI
Conference, etc.), regional (i.e. Regional NIGP Chapter Meetings, Regional Cooperative Summits, etc.) and
supplier-specific trade shows, conferences and meetings throughout the term of the Master Agreement
v. Commitment to attend, exhibit and participate at the NIGP Annual Forum in an area reserved by OMNIA Partners
for partner suppliers. Booth space will be purchased and staffed by Supplier. In addition, Supplier commits to
provide reasonable assistance to the overall promotion and marketing efforts for the NIGP Annual Forum, as
directed by OMNIA Partners.
vi. Design and publication of national and regional advertising in trade publications throughout the term of the
Master Agreement
vii. Ongoing marketing and promotion of the Master Agreement throughout its term (case studies, collateral pieces,
presentations, promotions, etc.)
as Sunbelt is incumbent and currently holds the OMNIA contract, there will not have to be a transition per se--as all
protocols and processes are in place on both sides.
Page 16 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
8 GENERAL TERMS AND CONDITIONS
8
Respondent agrees to comply with the Contract and General Terms and Conditions provided as an attachment to
this online bid event. Any deviations to the Contract and General Terms and Conditions may be provided using the
procedures set forth in the attribute pertaining to deviations.
I certify compliance with this attribute.
8 DEVIATIONS TO TERMS AND CONDITIONS
9
Any Deviation from the RFP documents, including the General Terms and Conditions, Notice to Offeror, or any other
document presented with terms for consideration by the proposer MUST be documented and presented on the
Deviation Form and attached to this electronic bid event via an electronic upload to the "Response Attachments"
tab. In addition to indicating the requested deviations on the form, additional pages may be provided to more
thoroughly explain each deviation listed on the Deviation Form.
I certify compliance with this attribute.
9 FELONY CONVICTION NOTIFICATION
0
person or business entity that enters into an agreement with a school district must give advance notice to the
district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must
determines that the person or business entity failed to give notice as required by Subsection (a), or misrepresented
the conduct resulting in the conviction. The district must compensate the person or business entity for services
Use the list of values associated with this item to identify your status as it relates to this legal requirement.
Non-Felon - person/owner IS NOT a convicted felon
9 NAME OF FELON AND NATURE OF FELONY, IF APPLICABLE
1
If response to previous attribute was "Felon - person/owner IS a convicted felon", vendor shall give the name of the
felon and details of conviction.
If you did not answer "Felon - person/owner IS a convicted felon" in the previous question, type "N/A" in the
respective field.
N/A
9 CRIMINAL HISTORY RECORDS REVIEW OF CERTAIN CONTRACT EMPLOYEES
2
Texas Education Code Chapter 22.0834 requires that criminal history records be obtained regarding covered
employees of entities that contract with a school entity in Texas to provide services for that school entity
disqualifying criminal histories are prohibited from serving at a school entity. Contractors/Subcontractors contracting
with a school entity shall (1) maintain compliance with the requirements of Texas Education Code Chapter 22 to the
school entity; and (2) require that each of their subcontractors complies with the requirements of Texas Education
Code Chapter 22. Contractors performing work at a school entity in Texas must comply with these statutes.
Compliance includes providing or causing employees and sub-contractor employees to provide
requested information and fingerprinting upon request.
Covered employees: Employees of a Contractor/Subcontractor who have or will have continuing duties related to
the service to be performed at a school entity and have or will have direct contact with students. The school entity
will be the final arbiter of what constitutes continuing duties anddirect contact with students at their school.
I certify compliance with this attribute.
Page 17 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
9 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) CERTIFICATION
3
Businesses that have been certified by the Texas Building and Procurement Commission (TBPC) or other qualified
agency as Historically Underutilized Business (HUB) entities are encouraged to indicate their HUB status when
responding to this proposal invitation. The electronic catalogs will indicate HUB certifications for vendors that
properly indicate and document their HUB certification on this form.
Select one of the available options:
OPTION A: My business has NOT been certified as HUB.
OPTION B: I certify that my business has been certified as a Historically Underutilized Business (HUB), and I
have/will upload the certification information into the "Response Attachments" Tab located in this online bidding
event.
OPTION A - Not HUB
9 DISCLOSURE OF INTERESTED PARTIES
4
Texas state law requires the Disclosure of Interested Parties be filed with a public entity, including regional service
centers and school districts, for any contract which:
(1) requires an action or vote by the governing body; or
(2) has a value of $1 million or more; or
305.
NOTE: This form is not required if the vendor is a publicly-traded business entity, including a wholly-owned
subsidiary of the business entity (a company in which ownership is dispersed among the general public via shares
of stock which are traded via at least one stock exchange or over-the-counter market).
If you are required by law to submit this form, it must be completed online at the Texas Ethics Commission website.
Obtain a numbered certificate and click the link below to access the instructions and to complete this required form.
Upon completion, vendors required to submit the form must attach it to the proposal via the "Response
Attachments" Tab.
Click here to complete the form on the Texas Ethic Commission's 1295 Form webpage.
Please note: The District must verify receipt of all required 1295 forms received within 30 days on the Texas Ethics
Commission website. This verification does not indicate a contract award. Contract awards will be issued via direct
communication from the AISD Purchasing Department. A contract requiring a Disclosure of Interested Parties form is
voidable at any time if:
(1) the governmental entity or state agency submits to the business entity written notice of the business entity's
failure to provide the required disclosure; and
(2) the business entity fails to submit to the governmental entity or state agency the required disclosure on or
before the 10th business day after the date the business entity receives the written notice.
IF UNDER LAW YOU ARE EXEMPT FROM SUBMITTING THIS 1295 FORM, PROPOSERS MUST SUBMIT A
DOCUMENT THAT SHOWS PROOF OR PROVIDES EXPLANATION OF THIS EXEMPTION.
THE FOLLOWING CONTRACTS ARE EXEMPT FROM THE REQUIREMENTS OF TEXAS DISCLOSURE OF
INTERESTED PARTIES LAWS:
I certify compliance with this attribute.
Page 18 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
9 CONFLICT OF INTEREST QUESTIONNAIRE
5
Region 4 Education Service Center (Region 4) is required to comply with Texas Local Government Code Chapter
176, Disclosure of Certain Relationships with Local Government Officers. House Bill 23 significantly changed
Chapter 176 as well as the required disclosures and the corresponding forms. As of September 1, 2015, any
vendor who does business with Region 4 or who seeks to do business with Region 4 must fill out the new Conflict of
Interest Questionnaire (CIQ) if a conflict of interest exists. A conflict of interest exists in the following situations:
1) If the vendor has an employment or other business relationship with a local government officer of Region 4 or a
family member of the officer, as described by section 176.003(a)(2)(A) of the Texas Local Government Code; or
2) If the vendor has given a local government officer of Region 4, or a family member of the officer, one or more
gifts with the aggregate value of $100, excluding any gift accepted by the officer or a family member of the officer if
the gift is: (a) a political contribution as defined by Title 15 of the Election Code; or (b) a gift of food accepted as a
guest; or
3) If the vendor has a family relationship with a local government officer of Region 4.
means a person who enters or seeks to enter into a contract with a local governmental entity. The term includes an agent of a vendor. The term
includes an officer or employee of a state agency when that individual is acting in a private capacity to enter into a contract. The term does not include a
state agency except for Texas Correctional Industries. Texas Local Government Code 176.001(7).
means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a
connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal,
state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or
services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Texas Local
Government Code 176.001(3).
means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity,
as those terms are defined by Subchapter B, Chapter 573, Government Code. Texas Local Government Code 176.001(2-a).
means: (A) a member of the governing body of a local governmental entity; (B) a director, superintendent, administrator,
president, or other person designated as the executive officer of a local governmental entity; or (C) an agent of a local governmental entity who exercises
discretion in the planning, recommending, selecting, or contracting of a vendor. Texas Local Government Code 176.001(4).
Individuals serving as a Member of the Board of Directors, the Executive Director, Cabinet Members,
and other local government officers may be found at: https://www.esc4.net/about/about-region-4.
For additional information on Conflict of Interest Questionnaire, and the statutes that mandate it, please visit the
following links:
Texas Local Government Code, Section 176
Texas House Bill 23
A blank Conflict of Interest Questionnaire is available by clicking:
https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf.
If your firm is required to return a completed Conflict of Interest Questionnaire with your proposal submission, use
the "Response Attachments" Tab to upload the completed document.
I certify compliance with this attribute.
Page 19 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
9 ENTITITES THAT BOYCOTT ISRAEL
6
Pursuant to Chapter 2271 of the Texas Government Code, the Respondent hereby certifies and verifies that neither
include refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to
penalize, inflict economic harm on, or limit commercial relations with Israel, or with a person or entity doing business
in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.
EXCEPTIONS: Clause only applies to contracts and contractors that meet the following criteria: (i) Respondent is not a sole proprietorship; (ii) with 10 or
more full-time employees; and (iii) with a contract to be paid a value of $100,000 or more wholly or partially from public funds of the governmental entity.
I certify compliance with this attribute.
9 FOREIGN TERRORIST ORGANIZATIONS
7
Section 2252.152 of the Texas Government Code prohibits Region 4 ESC from awarding a contract to any person
who does business with Iran, Sudan, or a foreign terrorist organization as defined in Section 2252.151 of the Texas
Government Code. Respondent certifies that it not ineligible to receive the contract.
I certify compliance with this attribute.
9 FIREARMS ENTITIES AND TRADE ASSOCIATIONS DISCRIMINATION
8
Respondent verifies that: (1) it does not, and will not for the duration of the contract, have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association or (2) the verification
required by Section 2274.002 of the Texas Government Code does not apply to the contract. If circumstances
relevant to this provision change during the course of the contract, Respondent shall promptly notify Region 4 ESC.
APPLICABILITY: This clause applies only to a contract that: (1) is between a governmental entity and a company with at least 10 full-time employees; and
(2) has a value of at least $100,000 that is paid wholly or partly from public funds of the governmental entity.
EXCEPTIONS: This clause is not required when a state Agency: (1) contracts with a sole-source provider; or (2) does not receive any bids from a company
that is able to provide the written verification required by Section 2274.002(b) of the Texas Government Code.
I certify compliance with this attribute.
9 ENERGY COMPANY BOYCOTT PROHIBITED
9
Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott
energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does not
apply to the contract. If circumstances relevant to this provision change during the course of the contract,
Respondent shall promptly notify Region 4 ESC.
EXCEPTIONS:
partially from public funds of the governmental entity.
I certify compliance with this attribute.
1 CRITICAL INFRASTRUCTURE AFFIRMATION
0
Pursuant to Government Code Section 2274.0102, Respondent certifies that neither it nor its parent company, nor
0
any affiliate of Respondent or its parent company, is: (1) majority owned or controlled by citizens or governmental
entities of China, Iran, North Korea, Russia, or any other country designated by the Governor under Government
Code Section 2274.0103, or (2) headquartered in any of those countries.
EXCEPTION: Clause only applies to solicitations and contracts in which the contractor would be granted direct or remote access to or control of critical
infrastructure, as defined by Section 2274.0101 of the Texas Government Code, in this state, other than access specifically allowed for product warranty
and support purposes.
The Governor of the State of Texas may designate countries as a threat to critical infrastructure under Section 2274.0103 of the Texas Government Code.
Agencies should promptly add any country that is designated by the Governor to this clause.
I certify compliance with this attribute.
Page 20 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 OPEN RECORDS POLICY
0
All proposals, information and documents submitted are subject to the Public Information Act requirements
1
governed by the State of Texas once a Contract(s) is executed. If an Offeror believes its response, or parts of its
response, may be exempted from disclosure, the Offeror must specify page-by-page and line-by-line the parts of
the response, which it believes, are exempt and include detailed reasons to substantiate the exemption. Price is not
confidential and will not be withheld. Any unmarked information will be considered public information and released, if
requested under the Public Information Act.
The determination of whether information is confidential and not subject to disclosure is the duty of the Office of
Attorney General (OAG). Region 4 ESC must provide the OAG sufficient information to render an opinion and
therefore, vague and general claims to confidentiality by the Offeror are not acceptable. Region 4 ESC must comply
with the opinions of the OAG. Region 4 ESC assumes no responsibility for asserting legal arguments on behalf of
any Offeror. Offeror is advised to consult with their legal counsel concerning disclosure issues resulting from this
procurement process and to take precautions to safeguard trade secrets and other proprietary information.
Policy below:
OPTION A
this proposal, or any part of our proposal, is exempt from disclosure under the Public Information Act.
OPTION B: We declare the following information to be a trade secret or proprietary and exempt from disclosure
under the Public Information Act and these requested exemptions are uploaded into the "Response Attachments"
Tab located in this online bidding event.
(Note: Offeror must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt.
In addition, Offeror must include detailed reasons to substantiate the exemption(s). Price is not confidential and will
not be withheld. All information believed to be a trade secret or proprietary must be listed. It is further understood
that failure to identify such information, in strict accordance with the instructions, will result in that information being
considered public information and released, if requested under the Public Information Act.)
OPTION A - No proprietary information
1 CONSENT TO RELEASE PROPOSAL TABULATION
0
Notwithstanding anything explicitly and properly declared as Confidential or Proprietary Information to the contrary,
2
by submitting a Proposal, Vendor consents and agrees that, upon Contract award, the District may publicly release,
including posting on the public Region 4 ESC and/or OMNIA Partners website(s), a copy of the proposal tabulation
for the Contract including Vendor name; proposed catalog/pricelist name(s); proposed percentage discount(s), unit
price(s), hourly labor rate(s), or other specified pricing; and Vendor award notice information.
I certify compliance with this attribute.
Page 21 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 CONTRACTING INFORMATION
0
If Vendor is not a governmental body and
3
(a) this Agreement has a stated expenditure of at least $1 million in public funds for the purchase of goods or
services by REGION 4 ESC; or
(b) this Agreement results in the expenditure of at least $1 million in public funds for the purchase of goods or
services by REGION 4 ESC in a fiscal year of REGION 4 ESC, the following certification shall apply;
otherwise, this certification is not required.
(unless the Agreement is
(1) related to the purchase or underwriting of a public security;
(2) is or may be used as collateral on a loan; or
(3) proceeds from which are used to pay debt service of a public security of loan):
the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or
Pursuant to Subchapter J, Chapter 552, Texas Government Code, the Vendor hereby certifies and agrees to
(1) preserve all contracting information related to this Agreement as provided by the records retention
requirements applicable to REGION 4 ESC for the duration of the Agreement;
(2) promptly provide to REGION 4 ESC any contracting information related to the Agreement that is in the
custody or possession of the Vendor on request of REGION 4 ESC; and
(3) on completion of the Agreement, either
(a) provide at no cost to AISD all contracting information related to the Agreement that is in the custody
or possession of Vendor, or
(b) preserve the contracting information related to the Agreement as provided by the records retention
requirements applicable to REGION 4 ESC.
I certify compliance with this attribute.
1 ANTI-TRUST CERTIFICATION STATEMENT
0
Vendor affirms under penalty of perjury of the laws of the State of Texas that:
4
(1) I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation,
firm, partnership or individual (Company) listed below;
(2) In connection with this bid, neither I nor any representative of the Company have violated any provision of
the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15;
(3) In connection with this bid, neither I nor any representative of the Company have violated any federal
antitrust law; and
(4) Neither I nor any representative of the Company have directly or indirectly communicated any of the
contents of this bid to a competitor of the Company or any other company, corporation, firm, partnership or
individual engaged in the same line of business as the Company.
I certify compliance with this attribute.
1 FEDERAL RULE (A) - CONTRACT TERM VIOLATIONS
0
(A)
5
is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition
Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal
remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and
penalties as appropriate.
Pursuant to Federal Rule (A) above, when federal funds are expended by Region 4 ESC, Region 4 ESC reserves
all rights and privileges under the applicable laws and regulations with respect to this procurement in the event of
breach of contract by either party.
I certify compliance with this attribute.
Page 22 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (B) - TERMINATION CONDITIONS
0
(B) Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will
6
be effected and the basis for settlement. (All contracts in excess of $10,000)
Pursuant to Federal Rule (B) above, when federal funds are expended by REGION 4 ESC, REGION 4
ESC reserves the right to immediately terminate any agreement in excess of $10,000 resulting from this
procurement process in the event of a breach or default of the agreement by Vendor, in the event vendor fails to:
(1) meet schedules, deadlines, and/or delivery dates within the time specified in the procurement solicitation,
contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in accordance with the
contract and/or the procurement solicitation; (4) to the greatest extent authorized by law, if an award no longer
effectuates the program goals or priorities of the Federal awarding agency or REGION 4 ESC.REGION 4 ESC also
reserves the right to terminate the contract immediately, with written notice to vendor, for convenience, if REGION 4
ESC believes, in its sole discretion that it is in the best interest of REGION 4 ESC to do so. The vendor will be
compensated for work performed and accepted and goods accepted by REGION 4 ESC as of the termination date
if the contract is terminated for convenience of REGION 4 ESC. Any award under this procurement process is not
exclusive and REGION 4 ESC reserves the right to purchase goods and services from other vendors when it is in
the best interest of REGION 4 ESC.
I certify compliance with this attribute.
1 FEDERAL RULE (C) - EQUAL EMPLOYMENT OPPORTUNITY
0
(C)
7
It is the policy of REGION 4 ESC not to discriminate on the basis of race, color, national origin, gender, limited
English proficiency or disabling conditions in its programs. Vendor agrees not to discriminate against any employee
or applicant for employment to be employed in the performance of this Contract, with respect to hire, tenure, terms,
conditions and privileges of employment, or a matter directly or indirectly related to employment, because of age
(except where based on a bona fide occupational qualification), sex (except where based on a bona fide
occupational qualification) or race, color, religion, national origin, or ancestry. Vendor further agrees that every
subcontract entered into for the performance of this Contract shall contain a provision requiring non-discrimination
in employment herein specified binding upon each subcontractor. Breach of this covenant may be regarded as a
material breach of the Contract.
Pursuant to Federal Rule (C) and the requirements stated above, when federal funds are expended by REGION 4
ESC on any federally assisted construction contract, the equal opportunity clause is incorporated by reference
herein.
I certify compliance with this attribute.
Page 23 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (D) - DAVIS BACON ACT/COPELAND ACT
0
(D)Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime
8
construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance
with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146- 3148) as supplemented by Department of Labor
mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of
Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity
must place a copy of the current prevailing wage determination issued by the Department of Labor in each
solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage
determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding
Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United
any person employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported
violations to the Federal awarding agency.
Pursuant to Federal Rule (D) above, when federal funds are expended by REGION4 ESC, during the term of an
award for all contracts and subgrants for construction or repair, the vendor will be in compliance with all applicable
Davis-Bacon Act provisions.
I certify compliance with this attribute.
1 FEDERAL RULE (E) - CONTRACT WORK HOURS AND SAFETY STANDARDS ACT
0
(E)(40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of
9
$100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C.
3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the
basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that
the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked
in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work
and provide that no laborer or mechanic must be required to work in surroundings or under working conditions
which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or
materials or articles ordinarily available on the open market, or contracts for transportation or transmission of
intelligence.
Pursuant to Federal Rule (E) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
will be in compliance with all applicable provisions of the Contract Work Hours and Safety Standards Act.
I certify compliance with this attribute.
1 FEDERAL RULE (F) - RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT
1
(F)
0
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the
substitution of parties, assignment or performance of experimental, developmental, or research work under that
to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and
Pursuant to Federal Rule (F) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
agrees to comply with all applicable requirements as referenced in Federal Rule (F) above.
I certify compliance with this attribute.
Page 24 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (G) - CLEAN AIR ACT/FEDERAL WATER POLLUTION CONTROL ACT
1
(G)TheClean Air Act(42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-
1
requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued
pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33
U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the
Environmental Protection Agency (EPA).
When federal funds are expended by REGION 4 ESC for any contract resulting from this procurement process, the
vendor certifies that the vendor will be in compliance with mandatory standards and policies relating to energy
efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act (Pub. L. 94-163, 89 Stat. 871).
When federal funds are expended by REGION 4 ESC for any contract resulting from this procurement process in
excess of $100,000, the vendor certifies that the vendor is in compliance with all applicable standards, orders,
regulations, and/or requirements issued pursuant to the Clean Air Act of 1970, as amended (42 U.S.C. 1857(h)),
Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order 117389 and Environmental
Protection Agency Regulation, 40 CFR Part 15.
Pursuant to Federal Rule (G) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
agrees to comply with all applicable requirements as referenced in Federal Rule (G) above.
I certify compliance with this attribute.
1 FEDERAL RULE (H) - DEBARMENT AND SUSPENSION
1
(H)
2
listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB
guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3
debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or
regulatory authority other than Executive Order 12549.
Pursuant to Federal Rule (H) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas.
Vendor shall immediately provide written notice to REGION 4 ESC if at any time the vendor learns that this
certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
REGION 4 ESC may rely upon a certification of a vendor that the vendor is not debarred, suspended, ineligible, or
voluntarily excluded from the covered contract, unless REGION 4 ESC knows the certification is erroneous.
I certify compliance with this attribute.
Page 25 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (I) - BYRD ANTI-LOBBYING AMENDMENT
1
(I)
3
certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay
any person or organization for influencing or attempting to influence an officer or employee of any agency, a
member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose
any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such
disclosures are forwarded from tier to tier up to the non-Federal award.
Pursuant to Federal Rule (I) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term and after the awarded term of an award for all contracts by REGION 4 ESC resulting from this
procurement process, the vendor certifies that it is in compliance with all applicable provisions of the Byrd Anti-
Lobbying Amendment (31 U.S.C. 1352). The undersigned further certifies that:
(1) No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned, to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with the awarding of a Federal
contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or
cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing
or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or
(3) The undersigned shall require that the language of this certification be included in the award documents for all
subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative
agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was
made or entered into. Submission of this certificate is a prerequisite for making or entering into this transaction
imposed by Section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject
to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
I certify compliance with this attribute.
1 FEDERAL RULE (J) - PROCUREMENT OF RECOVERED MATERIALS
1
(J)When federal funds are expended by REGION 4 ESC, REGION 4 ESC and its contractors must comply with
4
section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The
requirements of Section 6002 include: (1) procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials
practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item
exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; (2)
procuring solid waste management services in a manner that maximizes energy and resource recovery; and (3)
establishing an affirmative procurement program for procurement of recovered materials identified in the EPA
guidelines.
Pursuant to Federal Rule (J) above, when federal funds are expended REGION 4 ESC, as required by the
this document, that the percentage of recovered materials content for EPA-designated items to be delivered or used
in the performance of the contract will be at least the amount required by the applicable contract specifications or
other contractual requirements.
I certify compliance with this attribute.
Page 26 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (K) - PROHIBITION ON CERTAIN TELECOM AND SURVEILLANCE SERVICE AND
1
EQUIPMENT
5
(K) Region 4 ESC, as a non-federal entity, is prohibited from obligating or expending Federal financial assistance,
to include loan or grant funds, to: (1) procure or obtain,
(2) extend or renew a contract to procure or obtain, or
(3) enter into a contract (or extend or renew a contract) to procure or obtain, equipment, services, or systems that
uses covered telecommunications equipment or services as a substantial or essential component of any system, or
as a critical technology as part of any system. Covered telecommunications equipment is telecommunications
equipment produced Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such
entities) and physical security surveillance of critical infrastructure and other national security purposes, and video
surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou
Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such
entities) for the purpose of public safety, security of government facilities, physical security surveillance of critical
The Respondent certifies that it will not purchase equipment, services, or systems that use covered
telecommunications, as defined herein, as a substantial or essential component of any system, or as critical
technology as part of any system.
I certify compliance with this attribute.
1 FEDERAL RULE (L) - BUY AMERICAN PROVISIONS
1
(L) As appropriate and to the extent consistent with law, REGION 4 ESC has a preference for the purchase,
6
acquisition, or use of goods, products, or materials produced in the United States, including but not limited to iron,
aluminum, steel, cement, and other manufactured products, when spending federal funds. Vendor agrees that the
requirements of this section will be included in all subawards including all contracts and purchase orders for work or
products under this award, to the greatest extent practicable under a Federal award. Purchases that are made with
non-federal funds or grants are excluded from the Buy American Act.
Vendor certifies that it is in compliance with all applicable provisions of the Buy American Act. Purchases made in
accordance with the Buy American Act must still follow the applicable procurement rules calling for free and open
competition.
metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber;
and lumber.
I certify compliance with this attribute.
1 FEDERAL RULE - REQUIRED AFFIRMATIVE STEPES FOR SMALL, MINORITY, AND WOMEN-OWNED
1
FIRMS FOR CONTRACTS PAID FOR WITH FEDERAL FUNDS
7
When federal funds are expended by REGION 4 ESC, Vendor is required to take all affirmative steps set forth in 2
CFR 200.321 to solicit and reach out to small, minority and women owned firms for any subcontracting opportunities
on the project, including:
1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever
they are potential sources;
3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum
participation by small and minority businesses, and women's business enterprises;
4) Establishing delivery schedules, where the requirement permits, which encourage participation by small
and minority businesses, and women's business enterprises; and
5) Using the services and assistance, as appropriate, of such organizations as the Small Business
Administration and the Minority Business Development Agency of the Department of Commerce.
I certify compliance with this attribute.
Page 27 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE - FEDERAL RECORD RETENTION
1
When federal funds are expended by REGION 4 ESC for any contract resulting from this procurement process, the
8
grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and
all other pending matters are closed.
Vendor agrees that REGION 4 ESC, Inspector General, Department of Homeland Security, FEMA, the Comptroller
General of the United States, or any of their duly authorized representatives shall have access to any books,
documents, papers and records of Vendor, and its successors, transferees, assignees, and subcontractors that are
directly pertinent to the Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
relating to such documents. Vendor agrees to permit any of the foregoing parties to reproduce by any means
whatsoever or to copy excerpts and transcriptions as reasonably needed. Vendor agrees to provide the FEMA
Administrator or his authorized representative access to construction or other work sites pertaining to the work
being completed under the Contract.
I certify compliance with this attribute.
1 FEDERAL RULE - PROFIT NEGOTIATION
1
For purchases using Federal funds in excess of $250,000, REGION 4 ESC may be required to negotiate profit as a
9
separate element of the price. (See 2 CFR 200.324(b)).
When required by REGION 4 ESC, Vendor agrees to provide information relating to profitability of the given
transaction and itemize the profit margin as a separate element of the price.
I certify compliance with this attribute.
1 FEDERAL RULE - SOLID WASTE DISPOSAL ACT
2
A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must
0
comply with section 6002 of the Sold Waste Disposal Act, as amended by the Resource Conservation and Recovery
Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 CFR Part 247 that contain the highest percentage of recovered materials
practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item
exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceed $10,000; procuring
sold waste management services in a manner that maximizes energy and resource recovery; and establishing an
affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. (78 FR
78608, Dec. 26, 2013, as amended at 79 FR 75885, Dec. 19, 2014.)
Pursuant to this federal rule, when federal funds are expended by REGION 4 ESC, the vendor certifies that during
the term of all contracts resulting from this procurement process, the vendor agrees to comply with all applicable
requirements as referenced in this paragraph.
I certify compliance with this attribute.
1 APPLICABLITY TO SUBCONTRACTORS
2
Vendoragreesthatallcontractsitawardspursuanttoshallbeboundbythetermsand
1
conditions of this procurement action.
I certify compliance with this attribute.
1 COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT
2
When REGION 4 ESC expends federal funds for any contract resulting from this procurement process, Vendor
2
certifies that it will comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act
(42 U.S.C. 6321 et seq.; 49 C.F.R. Part 18).
I certify compliance with this attribute.
Page 28 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 INDEMNIFICATION
2
Acts or Omissions
3
Vendor shall indemnify and hold harmless Region 4, AND/OR THEIR OFFICERS, AGENTS, EMPLOYEES,
REPRESENTATIVES, CONTRACTORS, ASSIGNEES, AND/OR DESIGNEES FROM ANY AND ALL LIABILITY,
ACTIONS, CLAIMS, DEMANDS, OR SUITS, AND ALL RELATED COSTS, ATTORNEY FEES, AND EXPENSES arising
out of, or resulting from any acts or omissions of the Vendor or its agents, employees, subcontractors, Order
Fulfillers, or suppliers of subcontractors in the execution or performance of the Contract and any Purchase Orders
issued under the Contract.
Infringements
a) Vendor shall indemnify and hold harmless Region 4 and Customers, AND/OR THEIR EMPLOYEES, AGENTS,
REPRESENTATIVES, CONTRACTORS, ASSIGNEES, AND/OR DESIGNEES from any and all third party claims
involving infringement of United States patents, copyrights, trade and service marks, and any other intellectual or
intangible property rights in connection with the PERFORMANCES OR ACTIONS OF VENDOR PURSUANT TO THIS
CONTRACT. VENDOR AND THE CUSTOMER AGREE TO FURNISH TIMELY WRITTEN NOTICE TO EACH OTHER
FEES.
b) Vendor shall have no liability under this section if the alleged infringement is caused in whole or in part by: (i) use
of the product or service for a purpose or in a manner for which the product or service was not designed, (ii) any
Customer, or (v) any use of the product or service by Customer that is not in conformity with the terms of any
applicable license agreement.
c) If Vendor becomes aware of an actual or potential claim, or Customer provides Vendor with notice of an actual or
expense; (i) procure for the Customer the right to continue to use the affected portion of the product or service, or
(ii) modify or replace the affected portion of the product or service with functionally equivalent or superior product or
a) VENDOR AGREES AND ACKNOWLEDGES THAT DURING THE EXISTENCE OF THIS CONTRACT, VENDOR
VENDOR AGREES TO COMPLY WITH ALL STATE AND FEDERAL LAWS APPLICABLE TO ANY SUCH PERSONS,
CUSTOMER AND/OR REGION 4 SHALL NOT BE LIABLE TO THE VENDOR, ITS EMPLOYEES, AGENTS, OR
OTHERS FOR THE PAYMENT OF TAXES OR THE PROVISION OF UNEMPLOYMENT INSURANCE AND/OR
ANOTHER GOVERNMENTAL ENTITY CUSTOMER.
b) VENDOR AGREES TO INDEMNIFY AND HOLD HARMLESS CUSTOMERS, REGION 4 AND/OR THEIR
EMPLOYEES, AGENTS, REPRESENTATIVES, CONTRACTORS, AND/OR ASSIGNEES FROM ANY AND ALL
ITS PERFORMANCE UNDER THIS CONTRACT, VENDOR SHALL BE LIABLE TO PAY ALL COSTS OF DEFENSE
I certify compliance with this attribute.
1 EXCESS OBLIGATIONS PROHIBITED
2
Proposer understands that all obligations of Region 4 ESC under the contract are subject to the availability of state
4
funds. If such funds are not appropriated or become unavailable, the contract may be terminated by Region 4 ESC.
I certify compliance with this attribute.
1 SUSPENSION AND DEBARMENT
2
Respondent certifies that neither it nor its principals are debarred, suspended, proposed for debarment, declared
5
ineligible, or otherwise excluded from participation in the contract by any state or federal agency.
I certify compliance with this attribute.
Page 29 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 CHANGE IN LAW AND COMPLIANCE WITH LAWS
2
Proposer shall comply with all laws, regulations, requirements and guidelines applicable to a vendor providing
6
services and products required by the contract to the Region 4 ESC, as these laws, regulations, requirements and
guidelines currently exist and as amended throughout the term of the contract. Region 4 ESC reserves the right, in
its sole discretion, to unilaterally amend the contract prior to award and throughout the term of the contract to
incorporate any modifications necessary for compliance with all applicable state and federal laws, regulations,
requirements and guidelines.
I certify compliance with this attribute.
1 For the following categories, the Offeror shall provide the following information to include;
2
o HVAC Refrigeration
7
Type (e.g., Rotary, Centrifugal, Scroll, Reciprocating., Absorption)
Cooling medium (e.g., air, water)
Brand Name(s)
Capacity Range (tons)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies (KW/Ton)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o Indoor Air Quality Products and Devices
Type (Active polarization, non-ionizing, electronic air cleaning systems intended to replace passive filtration, any
other.)
Brand Name(s)
Capacity Range
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o Unitary
Type (e.g., rooftops, split systems, VRFs, Heat Pumps, PTACs, water source, mini-splits)
Brand Name(s)
Capacity Range
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies (EER, SEER, COP)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o Air handling
Type (e.g. central station-manufactured or custom makeup air, fan,
filter, coil sections)
Brand Name(s)
Fan Types (e.g. Backward incline, Forward curve, airfoil)
Capacity Range (CFM)
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Standard Warranty (Parts & Labor)
Page 30 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o Air Terminal Devices and Heating Products
Type (e.g. VAV, Fan Coils, Unit Ventilators, Unit Heaters, Fin Tube Radiation/Convectors)
Brand Name(s)
Capacity Range (CFM)
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o DDC Controls
Type (core components, end devices, lighting, panels) Brand Name(s)
System Protocol (BACnet, LonWorks, Proprietary or Combo)
LAN Communication Structure (Peer-to-peer, Polling)
Human Machine Interface (HMI) types (PC, Notebooks, Handheld terminals)
Third party interface (Drivers and Gateways)
Remote alarm and message capabilities
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Detail Features & Benefits
o Cooling Towers
Type (e.g., open, closed, evaporative, other)
Brand Name(s)
Capacity Range (tons)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o Pumps
Type (e.g., single stage, split case, end suction, inline, circulator, turbines)
Brand Name(s)
Capacity Range (GPM)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o Invertors
Brand Name(s)
Capacity Range (HP)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Page 31 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o Boilers & Water Heaters
Type (e.g., modulating, condensing, cast iron, water tube, packaged, other)
Brand Name(s)
Heating Medium (Electric, Gas, Steam, Hot Water)
Capacity Range (MBH)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
o HVAC Specialty Products
Type (e.g., modular, outside/inside, S&T Heat Recovery, Humidity
Control, Heat Wheel, Heat Pipe, Heat Exchangers)
Brand Name(s)
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Capacity Range (CFM and/or MBH)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
Refrigeration Products
Display Cases
Refrigeration Systems
Glass Doors & Lids
Walk-in Products
Others
o LED Lighting Products
LED Area Lights
Flexible LED Strips
Ceiling Lighting
Bulbs, Fixture Products
Others
o Equipment Parts and Supplies
Type (e.g., manufactured parts, emergency parts service, miscellaneous material and supplies and other)
Brand Name(s) stocked
Location of stocking parts
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Percentage of locally stocked parts to delivered parts
Detail Features & Benefits
1 Offerors are requested to provide service forms with detailed description of your service offerings.
2
Provide service forms with detailed descriptions; at a minimum, Offerors are to include the following
8
information as it is applicable to their product,
service, and solutions offering:
o Startup & Commissioning Services
Page 32 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Define process for validation of system or equipment operation to design
Type (e.g., equipment startups, system checkouts, control verification, retro commissioning, M & V verifications,
rebate auditing, other)
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
o Service & Maintenance
Type (e.g., preventative and full maintenance contracts, man-at attendance, remote monitoring, annuals,
emergency services, regulatory compliance, cleaning (e.g., duct, coils and filters), scheduled maintenance (e.g., oil,
chemical and vibration analysis) and other)
Define processes for each type of service and/or maintenance of the system or the equipment
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
o Installation and Turnkey Contracting
Type (e.g., retrofit, new construction, energy retrofit, controls new- and upgrade and other)
Define processes for each type install of the system or the equipment
Bonding and licensing capabilities
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
o Warranty Services
Type (e.g., Extended parts & labor (define maximum number of years available), delayed start-up and other)
Define processes for each type of warranty
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
o Energy Services
Type (e.g., (Energy Tracking, Energy Analysis, Evaluation of potential upgrades, demand response, rebates and
others)
Define processes for each type of energy services
Certifications of personnel
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
o Equipment Rentals
Type (e.g., chillers, pumps, transformers, terminal units, generators, cooling towers, packaged unitary and other)
Brands available
Locations of rental fleet
Process of accessing rental fleet during disaster event
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
o Financial Services
Type (e.g., leasing, prompt and pre-payment discounts, guaranteed
savings and other)
Describe type of each funding and availability
Funding Sources (internal and/or external)
List key personnel (internal and/or external)
References (public sector only)
Case studies describing benefits of services
o Professional Services
Describe type of each professional service and availability
Licensing and certification capabilities
List key personnel (internal and/or external)
References (public sector only)
Case studies describing benefits of services
o Site Surveys
Type (e.g., Equipment, system analysis, operational, architectural and other)
Describe type of survey
Licensing and certification capabilities
Page 33 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Advanced technology uses for each type of survey
List key personnel (internal and/or external)
References (public sector only)
Case studies describing benefits of services
Page 34 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
COMMAND
CENTER
CAPABILITIES &
APPLICATIONS
2022
Make It Happen From Anywhere
On-Demand Account Management
Reserve, rent, or release equipment
Use Quick Rent to reorder your most
frequent, recent, and favorite equipment
View and manage equipment at
the project
Manage purchase orders and
invoice payments
Manage and track fleet in real time
Receive alerts and notifications
2
Benefits of Command Center
Streamlined communication and collaboration
Improved jobsite, rental, and invoice management
Increased awareness
Empowerment to immediately take action
Access from any computer or mobile device
Ability to customize user access and key functions
Insights via real time and historical data to improve efficiencies and planning
Access to all transactional documents
Streamlined A/P processes
3
Website and Mobile App
Website
Accessed from computer or tablet
Robust functionality
Order & manage equipment
Access reports, alerts, payments
Used by multiple customer types
Mobile App
Tablet or phone
Available on iOS or Android
Tactical functionality
Used frequently by field teams
Order & manage equipment
4
User Empowerment
Empower your teammates with customizable access
Account Administrator (full control)
Submit Online Orders
Off-rent Equipment
Pay Online
Access Reporting
Subscribe to Alerts
Update Jobsite Info
Manage Paperless Billing Preferences
Review last-log-in data and manage peer user profiles to secure your data
5
Online Equipment Catalog
Equipment Uses and Applications
Specifications to verify that the equipment can meet your needs
*Rental Rates
6
Online Ordering Made Simple
1.Select desired equipment from:
a.Online Catalog
b.Quick Rent tab
i.Recent, Frequent, or Favorite Orders
2.Choose rental duration
3.Select existing Jobsite or create a new one
4.Enter PO or additional billing references*
5.Submit
7
Managing Jobsites
Manage/Update Jobsite Info
Job Name (your internal reference)
Default PO # for future orders
Contact Name/Phone
Delivery Instructions
8
Managing Rentals (Jobs & Equipment)
Manage your rental equipment via personalized layouts that empower you to
quickly identify and act on key items including:
-Delivery Signatures on Contracts
-Underutilized assets
-Overdue equipment
-Missing/Inaccurate POs
-Outdated Ownership
-Future Rentals
9
Telematics Data
Identify the last known location of missing assets
Assess utilization trends via reporting and/or
alerts to right-size your rental fleet
Analyze historical utilization data to impactfully
guide future projects
Key internal developments:
Mandated factory installation for much of
Proactive real-time monitoring of data feeds
Integration of remote diagnostics for the Sunbelt
Service Team
safer and more efficient pickups
To learn more, please contact your local Sunbelt Account Manager
10
Managing Invoicing
Review, approve, and pay
invoices
Analyze spend for a specific
project, timeframe, or PO
Identify missing/inaccurate
POs
Review Paperless Billing
options
Identify and act upon oldest
invoices
11
Data Insights (Reporting)
Seven standard reports are Reports can also be customized
already built for quick access:with the options to saveany
changes for future use, as well as
Equipment On Rent
schedulethe report to be
Invoice History
automatically emailed to you or
Invoice History with Details
your team at a time and cadence
Payment History
of your choice.
Rental History
12
Real-Time Awareness (Account Activity)
Utilize the Account Activity tab to proactively manage
transactions by:
Reviewing the last 30 days of activity
Subscribing to and of the 22 customizable
notifications based on an event, Jobsite, or PO
-
13
THANK YOU!
sunbeltrentals.com
ecommerce@sunbeltrentals.com
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040924-URI
Solicitation Number: RFP #040924
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and United Rentals (North America), Inc., 100 First Stamford Place, Suite
700, Stamford, CT 06902 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Rental Equipment, Products, and Related Services
from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
{ƚǒƩĭĻǞĻƌƌ ğƓķ ƷŷĻ ĻƓƷźƷźĻƭ ƷŷğƷ ğĭĭĻƭƭ {ƚǒƩĭĻǞĻƌƌƭ ĭƚƚƦĻƩğƷźǝĻ ƦǒƩĭŷğƭźƓŭ ĭƚƓƷƩğĭƷƭ
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
EXPIRATION DATE AND EXTENSION. This Contract expires June 11, 2028, unless it is cancelled
sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions
upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right
to consider additional extensions beyond seven years as required under exceptional
circumstances.
B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
Rev. 3/2022 1
040924-URI
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
{ǒƦƦƌźĻƩƭ 9ƨǒźƦƒĻƓƷͲ tƩƚķǒĭƷƭͲ ƚƩ {ĻƩǝźĭĻƭ tƩƚƦƚƭğƌ ΛtƩƚƦƚƭğƌΜ źƭ ğƷƷğĭŷĻķ ğƓķ źƓĭƚƩƦƚƩğƷĻķ
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
źƓ {ǒƦƦƌźĻƩƭ ƦƩƚķǒĭƷ ğƓķ ƦƩźĭźƓŭ ƌźƭƷ͵
ƓƌĻƭƭ ğŭƩĻĻķ to by the Participating Entities in advance,
Equipment or Products must be delivered as operatźƚƓğƌ Ʒƚ ƷŷĻ tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƭźƷĻ͵
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
A. WARRANTY. The following warranties apply:
For equipment rentals by a Participating Entity, Supplier warrants that upon delivery the
equipment rented hereunder will be in good working condition. If the equipment is not in good
working condition upon delivery, Supplier shall promptly repair or replace the equipment at its
sole cost and expense. If the equipment requires repair or replacement during the rental
period, Supplier will promptly repair or replace the equipment at its sole cost and expense;
ƦƩƚǝźķĻķͲ ŷƚǞĻǝĻƩͲ źŅ ƷŷĻ ƩĻƦğźƩ ƚƩ ƩĻƦƌğĭĻƒĻƓƷ źƭ ƓĻĭĻƭƭğƩǤ ķǒĻ Ʒƚ tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ğĬǒƭĻͲ
misuse, or neglect, then Participating Entity will be responsible for the cost of such repair or
replacement. EXCEPT AS SET FORTH HEREIN SUPPLIER DISCLAIMS ALL OTHER WARRANTIES,
EXPRESS OR IMPLIED, WITH RESPECT TO THE RENTAL OF EQUIPMENT.
For equipment purchases by a Participating Entity, the only warranty provided with the
equipment sold herein is the warranty provided by the original equipment manufacturer
Λͻh9aͼΜ͵ {ǒƦƦƌźĻƩ Ǟźƌƌ Ʀğƭƭ ƷŷƩƚǒŭŷ ğƌƌ ǞğƩƩğƓƷźĻƭͲ Ʒƚ ƷŷĻ ĻǣƷĻƓƷ ğƌƌƚǞğĬƌĻͲ ƷŷğƷ ƷŷĻ h9a
provides. If a warranty claim is approved by the OEM and the OEM authorizes Supplier to repair
or replace the equipment, Supplier will do so. ALL WARRANTIES, INCLUDING ANY IMPLIED
WARRANTY OF MERCHANTABILITY OR OF FITNESS FOR A PARTICULAR PURPOSE, ARE
EXPRESSLY EXCLUDED AND DISCLAIMED.
For services provided to a Participating Entity, Supplier warrants the services will be performed
in a good and workmanlike manner. The duration of the warranty shall be 30 days after the
service is completed. If during the 30-day warranty period the equipment requires additional
service, because of defective original service or a defective replacement part(s), then Supplier
will re-perform the defective service and/or replace the defective part at its sole cost and
expense. If the equipment has been subject to abuse, misuse, or neglect, Supplier shall have no
Rev. 3/2022 2
040924-URI
obligation to re-perform the service or replace any part(s). The only warranty on replacement
ƦğƩƷƭ ƦƩƚǝźķĻķ ǞźƷŷ {ǒƦƦƌźĻƩƭ ƭĻƩǝźĭĻ ŷĻƩĻźƓ is the warranty provided by the original
ĻƨǒźƦƒĻƓƷ ƒğƓǒŅğĭƷǒƩĻƩ Λͻh9aͼΜ͵ {ǒƦƦƌźĻƩ Ǟźƌƌ pass through all warranties, to the extent
allowable, that the OEM provides. If a warranty claim on such replacement part is approved by
the OEM and the OEM authorizes Supplier to repair or replace the part, Supplier will do so.
EXCEPT AS SET FORTH HEREIN SUPPLIER DISCLAIMS ALL OTHER WARRANTIES EXPRESS OR
IMPLIED WITH RESPECT TO REPLACEMENT PARTS AND SERVICE OF EQUIPMENT.
B. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
ğǒƷŷĻƓƷźĭğƷĻ {ǒƦƦƌźĻƩƭ ğǒƷŷƚƩźǩĻķ ķĻğƌĻƩƭͲ ķźƭƷƩźĬǒƷƚƩƭͲ ƚƩ ƩĻƭĻƌƌĻƩƭ ƩĻƌğƷźǝĻ Ʒƚ ƷŷĻ 9ƨǒźƦƒĻƓƷͲ
Products, and Services offered under this Contract, which will be incorporated into this
/ƚƓƷƩğĭƷ ĬǤ ƩĻŅĻƩĻƓĭĻ͵ LƷ źƭ ƷŷĻ {ǒƦƦƌźĻƩƭ ƩĻƭƦonsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
ƭƷğƷĻķ źƓ {ǒƦƦƌźĻƩƭ tƩƚƦƚƭğƌ͵
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƷƚƷğƌ ĭƚƭƷ of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating EnƷźƷǤƭ ƩĻƨǒĻƭƷĻķ ķĻƌźǝĻƩǤ ƌƚĭğƷźƚƓ͵
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Rev. 3/2022 3
040924-URI
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
Identify the applicable Sourcewell contract number;
Clearly specify the requested change;
Provide sufficient detail to justify the requested change;
Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an
amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
Rev. 3/2022 4
040924-URI
A. t!wL/Lt!Lhb͵ {ƚǒƩĭĻǞĻƌƌƭ ĭƚƚƦĻƩğƷźǝĻ ĭƚƓƷƩğcts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services unķĻƩ Ʒŷźƭ /ƚƓƷƩğĭƷ͵ ! tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
9ƓƷźƷǤƭ ǒƭĻ ƚŅ Ʒŷźƭ /ƚƓƷƩğĭƷ źƭ ğƷ ƷŷĻ tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƭƚle convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. t
.\[L/ C!/L\[LL9{͵ {ǒƦƦƌźĻƩƭ ĻƒƦƌƚǤĻĻƭ ƒğǤ ĬĻ ƩĻƨǒźƩĻķ Ʒƚ ƦĻƩŅƚƩƒ ǞƚƩƉ ğƷ ŭƚǝĻƩƓƒĻƓƷΏ
ƚǞƓĻķ ŅğĭźƌźƷźĻƭͲ źƓĭƌǒķźƓŭ ƭĭŷƚƚƌƭ͵ {ǒƦƦƌźĻƩƭ employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
{ǒƦƦƌźĻƩƭ ğĭĭĻƦƷğĬƌĻ ŅƚƩƒƭ ƚŅ ƦğǤƒĻƓƷ ğƩĻ źƓĭƌǒķĻķ źƓ źƷƭ ğƷƷğĭŷĻķ tƩƚƦƚƭğƌ͵ tğƩƷźĭźƦğƷźƓŭ
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
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or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum, the terms of which will be negotiated directly between the
Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as
applicable. Any negotiated additional terms and conditions must never be less favorable to the
Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƩĻƨǒźƩĻƒĻƓƷƭ͵
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƚƩķĻƩ Ǟźƌƌ ĬĻ ķĻƷĻƩƒźƓĻķ ĬǤ the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
Maintenance and management of this Contract;
Timely response to all Sourcewell and Participating Entity inquiries; and
Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, performance issues, supply
issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
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A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
Participating Entity Name (e.g., City of Staples Highway Department);
Participating Entity Physical Street Address;
Participating Entity City;
Participating Entity State/Province;
Participating Entity Zip/Postal Code;
Participating Entity Contact Name;
Participating Entity Contact Email Address;
Participating Entity Contact Telephone Number;
Sourcewell Assigned Entity/Participating Entity Number;
Item Purchased Description;
Item Purchased Price;
Sourcewell Administrative Fee Applied; and
Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
ƓƚƷĻ ƷŷĻ {ǒƦƦƌźĻƩƭ ƓğƒĻ ğƓķ {ƚǒƩĭĻǞĻƌƌΏğƭƭźŭƓĻķ ĭƚƓƷƩğĭƷ ƓǒƒĬĻƩ źƓ ƷŷĻ ƒĻƒƚͳ ğƓķ ƒǒƭƷ ĬĻ
ƒğźƌĻķ Ʒƚ ƷŷĻ ğķķƩĻƭƭ ğĬƚǝĻ ͻ!ƷƷƓʹ !ĭĭƚǒƓƷƭ wĻĭĻźǝğĬƌĻͼ ƚƩ ƩĻƒźƷƷĻķ ĻƌĻĭƷƩƚƓźĭğƌƌǤ Ʒƚ
{ƚǒƩĭĻǞĻƌƌƭ ĬğƓƉźƓŭ źƓƭƷźƷǒƷźƚƓ ƦĻƩ {ƚǒƩĭĻǞĻƌƌƭ Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
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any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
/ƚƓƷƩğĭƷƭ ĻǣƦźƩğƷźƚƓ ķğƷĻͲ ƷŷĻ ğķƒźƓźƭƷƩğƷźǝĻ fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
{ǒƦƦƌźĻƩƭ !ǒƷŷƚƩźǩĻķ wĻƦƩĻƭĻƓƷğƷźǝĻ źƭ ƷŷĻ ƦĻƩƭƚƓ ƓğƒĻķ źƓ ƷŷĻ {ǒƦƦƌźĻƩƭ tƩƚƦƚƭğƌ͵ LŅ
{ǒƦƦƌźĻƩƭ !ǒƷŷƚƩźǩĻķ wĻƦƩĻƭĻƓƷğƷźǝĻ ĭŷğƓŭĻƭ ğƷ ğƓǤ ƷźƒĻ ķǒƩźƓŭ Ʒŷźƭ /ƚƓƷƩğĭƷͲ {ǒƦƦƌźĻƩ ƒǒƭƷ
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Contract are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party. For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
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11. INDEMNITY AND HOLD HARMLESS
As applicable, Supplier agrees to indemnify, defend, save, and hold Sourcewell and its
Participating Entities, including their agents and employees, harmless from any claims or causes
ƚŅ ğĭƷźƚƓͲ źƓĭƌǒķźƓŭ ğƷƷƚƩƓĻǤƭ ŅĻĻƭ źƓĭǒƩƩĻķ ĬǤ {ƚurcewell or its Participating Entities, caused by
the negligent acts or omissions of the SuppƌźĻƩ ƚƩ źƷƭ ğŭĻƓƷƭ ƚƩ ĻƒƦƌƚǤĻĻƭ͵ {ƚǒƩĭĻǞĻƌƌƭ
ƩĻƭƦƚƓƭźĬźƌźƷǤ Ǟźƌƌ ĬĻ ŭƚǝĻƩƓĻķ ĬǤ ƷŷĻ {ƷğƷĻ ƚŅ aźƓƓĻƭƚƷğƭ ƚƩƷ \[źğĬźƌźƷǤ !ĭƷ ΛaźƓƓĻƭƚƷğ
Statutes Chapter 466) and other applicable law. {ƚǒƩĭĻǞĻƌƌƭ ƩĻƭƦƚƓƭźĬźƌźƷǤ Ǟźƌƌ ĬĻ ŭƚǝĻƩƓĻķ ĬǤ
ƷŷĻ {ƷğƷĻ ƚŅ aźƓƓĻƭƚƷğƭ ƚƩƷ \[źğĬźƌźƷǤ !ĭƷ ΛaźƓƓĻƭƚƷğ {ƷğƷǒƷĻƭ /ŷğƦƷĻƩ ЍЏЏΜ ğƓķ ƚƷŷĻƩ
applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, maintained, or
disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and
license to use the trademark(s) provided to Supplier by Sourcewell in advertising and
ƦƩƚƒƚƷźƚƓğƌ ƒğƷĻƩźğƌƭ ŅƚƩ ƷŷĻ ƦǒƩƦƚƭĻ ƚŅ ƒğƩƉĻƷźƓŭ {ƚǒƩĭĻǞĻƌƌƭ ƩĻƌğƷźƚƓƭŷźƦ ǞźƷŷ
Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
ƌźĭĻƓƭĻ Ʒƚ ǒƭĻ {ǒƦƦƌźĻƩƭ ƷƩğķĻƒğƩƉƭ źƓ ğķvertising and promotional materials for the
ƦǒƩƦƚƭĻ ƚŅ ƒğƩƉĻƷźƓŭ {ǒƦƦƌźĻƩƭ ƩĻƌğƷźƚƓƭŷźƦ ǞźƷŷ {ƚǒƩĭĻǞĻƌƌ͵
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
resellers, marketing representatives, and agents ΛĭƚƌƌĻĭƷźǝĻƌǤ ͻtĻƩƒźƷƷĻķ {ǒĬƌźĭĻƓƭĻĻƭͼΜ źƓ
advertising and promotional materials for the purƦƚƭĻ ƚŅ ƒğƩƉĻƷźƓŭ ƷŷĻ tğƩƷźĻƭ ƩĻƌğƷźƚƓƭŷźƦ
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. bĻźƷŷĻƩ ƦğƩƷǤ ƒğǤ ğƌƷĻƩ ƷŷĻ ƚƷŷĻƩ ƦğƩƷǤƭ ƷƩğķĻƒğƩƉƭ ŅƩƚƒ ƷŷĻ ŅƚƩƒ ƦƩƚǝźķĻķ
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
ƚƷŷĻƩ ƦğƩƷǤƭ ƷƩğķĻƒğƩƉƭ ƚƓƌǤ źƓ ŭƚƚķ ŅğźƷŷ ğƓķ źƓ ğ ķźŭƓźŅźĻķ ƒğƓƓĻƩ ĭƚƓƭźƭƷĻƓƷ ǞźƷŷ
ƭǒĭŷ ƦğƩƷǤƭ ǒƭĻ ƚŅ ƷŷĻ ƷƩğķĻƒğƩƉƭ͵
ƦƚƓ ǞƩźƷƷĻƓ ƓƚƷźĭĻ Ʒƚ ƷŷĻ ĬƩĻğĭŷźƓŭ ƦğƩƷǤͲ ƷŷĻ
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breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
ğƓķ ƷŷĻ ƌźƉĻ ĬĻğƩźƓŭ ƷŷĻ ƚƷŷĻƩ ƦğƩƷǤƭ ƓğƒĻ ƚƩ ƌƚŭƚ ΛĻǣĭĻƦƷźƓŭ {ƚǒƩĭĻǞĻƌƌƭ ƦƩĻΏƦƩźƓƷĻķ
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
ƚŅ źƷ ğĭĭƚƩķźƓŭ Ʒƚ {ƚǒƩĭĻǞĻƌƌƭ ǞƩźƷƷĻƓ ķźƩĻĭƷźƚƓƭ͵
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
ƚƩ ƚƷŷĻƩ ĭƚƓķźƷźƚƓƭ ƷŷğƷ ğƩĻ ĬĻǤƚƓķ ƷŷğƷ ƦğƩƷǤƭ ƩĻğƭƚƓğĬƌĻ ĭƚƓƷƩƚƌ͵ ! ƦğƩƷǤ ķĻŅğǒƌƷźƓŭ ǒƓķĻƩ
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
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17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
Exercise any remedy provided by law or equity, or
Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
ğǒƷŷƚƩźǩĻķ Ʒƚ ķƚ ĬǒƭźƓĻƭƭ źƓ ƷŷĻ {ƷğƷĻ ƚŅ aźƓƓĻƭƚƷğ ŷğǝźƓŭ ğƓ ͻ!a .9{ͼ ƩğƷźƓŭ ƚŅ !Ώ ƚƩ ĬĻƷƷĻƩͲ
with coverage and limits of insurance not less than the following:
1. ƚƩƉĻƩƭ /ƚƒƦĻƓƭğƷźƚƓ ğƓķ 9ƒƦƌƚǤĻƩƭ \[źğĬźƌźƷǤ͵
ƚƩƉĻƩƭ /ƚƒƦĻƓƭğƷźƚƓʹ !ƭ ƩĻƨǒźƩĻķ ĬǤ ğƓǤ ğƦƦƌźĭğĬƌĻ ƌğǞ ƚƩ ƩĻŭǒƌğƷźƚƓ͵
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Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ΛͻL{hͼΜ /ƚƒƒĻƩĭźğƌ DĻƓĻƩğƌ \[źğĬźƌźƷǤ CƚƩƒ
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non-owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
ǒƒĬƩĻƌƌğ ĭƚǝĻƩğŭĻ ƚǝĻƩ 9ƒƦƌƚǤĻƩƭ \[źğĬźƌźƷǤͲ /ƚƒƒĻƩĭźğƌ DĻƓĻƩğƌ \[źğĬźƌźƷǤͲ ğƓķ
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims whźĭŷ ƒğǤ ğƩźƭĻ ŅƩƚƒ ŅğźƌǒƩĻ ƚŅ {ǒƦƦƌźĻƩƭ
security resulting in, but not limited to, computer attacks, unauthorized access,
ķźƭĭƌƚƭǒƩĻ ƚŅ ƓƚƷ ƦǒĬƌźĭ ķğƷğ Α źƓĭƌǒķźƓŭ but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
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$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
ƷŷĻźƩ ƚŅŅźĭĻƩƭͲ ğŭĻƓƷƭͲ ğƓķ ĻƒƦƌƚǤĻĻƭͲ ğƭ ğƓ ğķķźƷźƚƓğƌ źƓƭǒƩĻķ ǒƓķĻƩ ƷŷĻ {ǒƦƦƌźĻƩƭ ĭƚƒƒĻƩĭźğƌ
general liability insurance policy with respect to liğĬźƌźƷǤ ğƩźƭźƓŭ ƚǒƷ ƚŅ ğĭƷźǝźƷźĻƭͲ ͻƚƦĻƩğƷźƚƓƭͲͼ ƚƩ
ͻǞƚƩƉͼ ƦĻƩŅƚƩƒĻķ ĬǤ ƚƩ ƚƓ ĬĻŷğƌŅ ƚŅ {ǒƦƦƌźĻƩͲ ğƓķ ƦƩƚķǒĭƷƭ ğƓķ ĭƚƒƦƌĻƷĻķ ƚƦĻƩğƷźƚƓƭ ƚŅ
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
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19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
ƩĻŅĻƩĻƓĭĻƭ Ʒƚ ͻŅĻķĻƩğƌͼ ƭŷƚǒƌķ ĬĻ źƓƷĻƩƦƩĻƷĻķ Ʒƚ ƒĻğƓ ƷŷĻ
ƓźƷĻķ {ƷğƷĻƭ ŅĻķĻƩğƌ ŭƚǝĻƩƓƒĻƓƷ͵
The following list only applies when a ParticźƦğƷźƓŭ 9ƓƷźƷǤ ğĭĭĻƭƭĻƭ {ǒƦƦƌźĻƩƭ 9ƨǒźƦƒĻƓƷͲ
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
ĭƚƓƷƩğĭƷƭ ƷŷğƷ ƒĻĻƷ ƷŷĻ ķĻŅźƓźƷźƚƓ ƚŅ ͻŅĻķĻƩğƌƌǤ ğƭƭźƭƷĻķ ĭƚƓƭƷƩǒĭƷźƚƓ ĭƚƓƷƩğĭƷͼ źƓ ЍЊ /͵C͵w͵ ή ЏЉΏ
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
ğĭĭƚƩķğƓĭĻ ǞźƷŷ 9ǣĻĭǒƷźǝĻ hƩķĻƩ ЊЊЋЍЏͲ ͻ9ƨǒğƌ 9ƒƦƌƚǤƒĻƓƷ hƦƦƚƩƷǒƓźƷǤͼ ΛЌЉ Cw ЊЋЌЊВͲ
ЊЋВЌЎͲ Ќ /͵C͵w͵ ήͲ ЊВЏЍΏЊВЏЎ /ƚƒƦ͵Ͳ Ʀ͵ ЌЌВΜͲ ğƭ ğƒĻƓķĻķ ĬǤ 9ǣĻĭǒƷźǝĻ hƩķĻƩ ЊЊЌАЎͲ ͻ!ƒĻƓķźƓŭ
9ǣĻĭǒƷźǝĻ hƩķĻƩ ЊЊЋЍЏ wĻƌğƷźƓŭ Ʒƚ 9ƨǒğƌ 9ƒƦƌƚǤƒĻƓƷ hƦƦƚƩƷǒƓźƷǤͲͼ ğƓķ źƒƦƌĻƒĻƓƷźƓŭ
Rev. 3/2022 14
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ƩĻŭǒƌğƷźƚƓƭ ğƷ ЍЊ /͵C͵w͵ ή ЏЉͲ ͻhŅŅźĭĻ ƚŅ Federal Contract Compliance Programs, Equal
9ƒƦƌƚǤƒĻƓƷ hƦƦƚƩƷǒƓźƷǤͲ 5ĻƦğƩƷƒĻƓƷ ƚŅ \[ğĬƚƩ͵ͼ ŷĻ Ļƨǒğƌ ƚƦƦƚƩƷǒƓźƷǤ ĭƌğǒƭĻ źƭ źƓĭƚƩƦƚƩğƷĻķ
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
ͻ\[ğĬƚƩ {ƷğƓķğƩķƭ tƩƚǝźƭźƚƓƭ !ƦƦƌźĭğĬƌĻ Ʒƚ /ƚƓƷƩğĭƷƭ /ƚǝĻƩźƓŭ CĻķĻƩğƌƌǤ CźƓğƓĭĻķ ğƓķ !ƭƭźƭƷĻķ
/ƚƓƭƷƩǒĭƷźƚƓͼΜ͵ LƓ ğĭĭƚƩķğƓĭĻ ǞźƷŷ ƷŷĻ ƭƷğƷǒƷĻͲ ĭƚƓƷƩğĭƷƚƩƭ ƒǒƭƷ ĬĻ ƩĻƨǒźƩĻķ Ʒƚ ƦğǤ ǞğŭĻƭ Ʒƚ
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
ƷŷĻ /ƚƦĻƌğƓķ ͻ!ƓƷźΏYźĭƉĬğĭƉͼ !ĭƷ ΛЍЉ
͵{͵/͵ ή ЌЊЍЎΜͲ ğƭ ƭǒƦƦƌĻƒĻƓƷĻķ ĬǤ 5ĻƦğƩƷƒĻƓƷ ƚŅ \[ğĬƚƩ
ƩĻŭǒƌğƷźƚƓƭ ΛЋВ /͵C͵w͵ ή ЌͲ ͻ/ƚƓƷƩğĭƷƚƩƭ ğƓķ {ǒĬĭontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants ŅƩƚƒ ƷŷĻ
ƓźƷĻķ {ƷğƷĻƭͼΜ͵ ŷĻ !ĭƷ ƦƩƚǝźķĻƭ ƷŷğƷ
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
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D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
ƒĻĻƷƭ ƷŷĻ ķĻŅźƓźƷźƚƓ ƚŅ ͻŅǒƓķźƓŭ ğŭƩĻĻƒĻƓƷͼ ǒƓķĻƩ ЌА /͵C͵w͵ ή ЍЉЊ͵ЋΛğΜ ğƓķ ƷŷĻ ƩĻĭźƦźĻƓƷ ƚƩ
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
ķĻǝĻƌƚƦƒĻƓƷğƌͲ ƚƩ ƩĻƭĻğƩĭŷ ǞƚƩƉ ǒƓķĻƩ ƷŷğƷ ͻŅǒƓķźƓŭ ğŭƩĻĻƒĻƓƷͲͼ ƷŷĻ ƩĻĭźƦźĻƓƷ ƚƩ ƭǒĬƩĻĭźƦźĻƓƷ
ƒǒƭƷ ĭƚƒƦƌǤ ǞźƷŷ ƷŷĻ ƩĻƨǒźƩĻƒĻƓƷƭ ƚŅ ЌА /͵C͵w͵ ή ЍЉЊͲ ͻwźŭŷƷƭ Ʒƚ LƓǝĻƓƷźƚƓƭ ağķĻ ĬǤ bƚƓƦƩƚŅźƷ
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
!ŭƩĻĻƒĻƓƷƭͲͼ ğƓķ ğƓǤ źƒƦƌĻƒĻƓƷźƓŭ ƩĻŭǒƌğƷźƚƓs issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
/͵C͵w͵ ή ЊВБВ /ƚƒƦ͵Ͳ Ʀ͵ ЋЌЎΜͲ ͻ5ĻĬğƩƒĻƓƷ ğƓķ {ǒƭƦĻƓƭźƚƓ͵ͼ {!a 9ǣĭƌǒƭźƚƓƭ ĭƚƓƷğźƓƭ ƷŷĻ ƓğƒĻƭ
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31
U.S.C. § 1352).
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H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
ƩĻĭƚƩķƭ ƚŅ {ǒƦƦƌźĻƩ ƷŷğƷ ğƩĻ ķźƩĻĭƷƌǤ ƦĻƩƷźƓĻƓƷ Ʒƚ {ǒƦƦƌźĻƩƭ ķźƭĭŷğƩŭĻ ƚŅ źƷƭ ƚĬƌźŭğƷźƚƓƭ ǒƓķĻƩ
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
ƩźŭŷƷ ğƌƭƚ źƓĭƌǒķĻƭ ƷźƒĻƌǤ ğƓķ ƩĻğƭƚƓğĬƌĻ ğĭĭĻƭƭ Ʒƚ {ǒƦƦƌźĻƩƭ ƦĻƩƭƚƓƓĻƌ ŅƚƩ ƷŷĻ ƦǒƩƦƚƭĻ ƚŅ
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
this Contract or any purchase by a Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Contract or any purchase by an authorized user.
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O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and
{ƷğƷĻƒĻƓƷƭΜ ğƦƦƌźĻƭ Ʒƚ ƷŷĻ {ǒƦƦƌźĻƩƭ ğĭƷźƚƓƭ ƦĻƩƷğźƓźƓŭ Ʒƚ Ʒŷźƭ /ƚƓƷƩğĭƷ ƚƩ ğƓǤ ƦǒƩĭŷğƭĻ ĬǤ ğ
Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to
the anticipated work under this Contract raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources
and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it
will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of this Contract will comply with applicable requirements of 2 C.F.R. §
200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60
ķğǤƭ ǞƩźƷƷĻƓ ƓƚƷźĭĻ Ʒƚ ƷŷĻ ƚƷŷĻƩ ƦğƩƷǤ͵ IƚǞĻǝĻƩͲ {ƚǒƩĭĻǞĻƌƌ ƒğǤ ĭğƓĭĻƌ Ʒŷźƭ /ƚƓƷƩğĭƷ
źƒƒĻķźğƷĻƌǤ ǒƦƚƓ ķźƭĭƚǝĻƩǤ ƚŅ ğ ƒğƷĻƩźğƌ ķĻŅĻĭƷ źƓ ğƓǤ ĭĻƩƷźŅźĭğƷźƚƓ ƒğķĻ źƓ {ǒƦƦƌźĻƩƭ
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Rev. 3/2022 18
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Sourcewell United Rentals (North America), Inc.
By: __________________________ By: __________________________
Jeremy Schwartz Craig Schmidt
Title: Chief Procurement Officer Title: Vice President National Accounts
Date: ________________________ Date: ________________________
Rev. 3/2022 19
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Table16:DepthandBreadth - PublicWorksandPublicUtilityEquipment
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional
comments in the text box provided, as necessary.
Proposers seeking an award in Category 1 or Category 3 must include at least one solution offered within the scope of Public Works
and Public Utility Equipment. See RFP Section II. B. 1. for details.
WewillnotbesubmittingforTable16:Depthand Breadth - PublicWorksandPublicUtilityEquipment
Line
CategoryorTypeOffered*Comments
Item
Yes
93SewerVac&HydroorAirExcavators
No
Yes
94StreetMaintenance & Cleaning
Equipment
No
Yes
95BucketTrucks
No
Yes
96Diggers
No
Yes
97Roll-OffTrucks
No
Yes
98RefuseTrucks
No
Yes
99Waste & DebrisHandlingEquipment
No
ExceptionstoTerms,Conditions,orSpecificationsForm
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
Documents
Ensureyoursubmissiondocument(s)conforms to thefollowing:
1.DocumentsinPDFformat are preferred.DocumentsinWord,Excel,orcompatibleformatsmayalsobeprovided.
2.Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibilityto
ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed
by Sourcewell.
3.Sourcewellmayrejectanyresponsewhereanydocument(s)cannotbeopenedandviewedbySourcewell.
4.If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. Ifthe
zipped file contains more than one (1) document,ensure each document is named, in relation to the submission format item responding
to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."
BidNumber:RFP040924VendorName:UNITEDRENTALS(NORTHAMERICA),INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.