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HomeMy WebLinkAboutItem 11t - Change Order for Emergency Equipment RentalsChange Order for Emergency Equipment Rentals June 17, 2025 Page 1 of 3 DATE: June 17, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Dave Thompson, Streets Superintendent SUBJECT: CHANGE ORDER TO INCREASE THE PURCHASE ORDER WITH PDQ ENTERPRISES, INC. DBA PDQ RENTALS FOR EMERGENCY EQUIPMENT RENTALS IN THE AMOUNT OF $12,692 CEQA: Not a Project Recommendation: Approve SUMMARY In response to the January 2025 Windstorm and Eaton Fire, the Public Works Services Department (“PWSD”) opened a purchase order with PDQ Enterprises, Inc. dba PDQ Rentals (“PDQ Rentals”) for emergency equipment rentals, which included a forklift, backhoe, dump truck, and skid steer loader. The rented equipment was needed for cleanup and recovery efforts across the City. Additional rental costs included fuel, equipment attachments, delivery, and pickup. Since the equipment has been needed longer than anticipated, the total cost for the equipment rental exceeds the Purchase Order amount by $12,692. Since the total rental cost from PDQ Rentals now exceeds $30,000, the Change Order requires City Council approval. For this reason, it is recommended that the City Council approve a Change Order to increase the Purchase Order with PDQ Enterprises, Inc. dba PDQ Rentals for emergency equipment rentals in the amount of $12,692. BACKGROUND On January 7, 2025, a significant windstorm and fire event impacted the City, requiring extensive cleanup efforts to clear vegetation and tree debris. To address the aftermath of these events and assist with the necessary cleanup efforts, it was imperative for PWSD staff to rent additional heavy equipment. The rented equipment was essential in supporting the City’s efforts to accelerate cleanup and recovery operations. PDQ Rentals was able to immediately provide the required equipment to meet the City’s needs. Therefore, a purchase order in the amount of $29,999 was opened with PDQ Rentals. Change Order for Emergency Equipment Rentals June 17, 2025 Page 2 of 3 Additionally, on February 13, 2025, heavy rainfall over a hillside burned by the Eaton Fire triggered a mudflow event. Mud inundated portions of Highland Vista Drive and Highland Oaks Drive in Arcadia. Public Works crews promptly responded to clear the affected streets, leveraging the rented heavy equipment to facilitate a faster cleanup. As a result, PWSD staff required extended use of the rented equipment from PDQ Rentals. DISCUSSION The equipment rented from PDQ Rentals included a forklift, backhoe, dump truck, and skid steer loader, all of which were available for immediate delivery. This heavy equipment played a critical role in the City’s response to both the Windstorm and Eaton Fire, enabling the clearing of roadways, disposal of debris, and removal of heavy and hard-to-reach materials. While it was evident early on that additional heavy equipment would be necessary for the recovery efforts, it was challenging to estimate the total quantity and cost due to the dynamic and evolving nature of the emergency. The mudflow event on Highland Vista Drive and Highland Oaks Drive, caused by heavy rainfall over a hillside burned by the Eaton Fire, required further use of the rented equipment, leading to longer rental periods and increased overall costs. Additional machinery was essential for the rapid removal and disposal of debris, ensuring the impacted areas were cleared promptly. Renting the equipment proved to be a cost- effective solution, providing the City with immediate access to essential machinery without the financial burden of ownership or the delays associated with a lengthy procurement process. Furthermore, the rented equipment provided flexibility to scale resources as needs evolved. In total, rental costs for the heavy equipment amounted to $42,691, which included fuel, delivery and pickup, and equipment attachments such as a bucket grapple and sweeper for the skid steer. It is recommended that the City Council approve a Change Order to increase the Purchase Order with PDQ Enterprises, Inc. dba PDQ Rentals for emergency equipment rentals in the amount of $12,692. ENVIRONMENTAL ANLYSIS The proposed action does not constitute a project under Section 15061(b)(3) of the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Sufficient funds are available in the Fiscal Year 2024-25 Operating Budget to cover these costs. In addition, the rental costs will be included in the emergency services cost recovery efforts from the state and federal agencies. Change Order for Emergency Equipment Rentals June 17, 2025 Page 3 of 3 RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Change Order to increase the Purchase Order with PDQ Enterprises, Inc. dba PDQ Rentals for emergency equipment rentals in the amount of $12,692.