To: Board of Supervisors
From: Dr. Ori Tzvieli, Interim Health Services Director
Report Title: Purchase Order with Herc Rentals Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Interim Health Services Director, a purchase order with Herc Rentals Inc. in an amount not to exceed $180,000 and related agreement for the rental of vehicles and equipment, and related services including parts and accessories for Contra Costa Regional Medical Center (CCRMC) for the period of July 1, 2025 through June 30, 2027.
FISCAL IMPACT:
Approval of this action will result in expenditures of up to $180,000 and will be funded by Hospital Enterprise Fund I revenues.
BACKGROUND:
The products and services from Herc Rentals are designed to meet CCRMC’s specific needs. These include mobile containment units, power generation, water heating, climate control, and facility support tools. The ICRA-compliant mobile containment units isolate work areas during construction or maintenance near patient zones. They use HEPA filters, have adjustable heights, locking casters, and zippered access. These units prevent dust and contaminants from spreading. The power generation equipment provides backup power during outages or emergencies. Generators range from 20 kW to over 1,000 kW. They include power distribution panels, transformers, and automatic transfer switches. Setup and fuel management are part of the service. The water heating and climate control systems maintain hot water and temperature during equipment failures or maintenance. Options include electric, direct-fired, and hydronic heaters with thermostatic controls and monitoring. Herc Rentals also supplies facility tools and equipment such as air compressors, pumps, earth-moving machines, concrete tools, and electrical contractor tools to support maintenance and emergencies. All equipment is supported by a 24/7 emergency response and on-site technical assistance. Rental terms are flexible to meet CCRMC’s operational needs and ensure quick deployment.
The rental agreement with Herc Rentals Inc. requires the County to indemnify, defend, and hold harmless Herc Rentals Inc. from any claims, damages, liabilities, or expenses arising out of the county’s rental of the equipment, including reimbursing the vendor for its costs in enforcing the indemnity provision. The vendor’s maximum liability under this agreement will not exceed the total amount paid by the County to the vendor. Additionally, the rental agreement provides that the governing law will be either Delaware or Florida. Approval of this purchase would authorize CCRMC to enter into the rental agreement under these terms. It also ensures that CCRMC can proceed with securing the necessary equipment to support critical hospital operations, including infection control, emergency power, and environmental safety. This purchase order is being justified via sole source.
CONSEQUENCE OF NEGATIVE ACTION:
If this action is not approved, CCRMC may face serious operational challenges, including limited access to emergency backup systems, compromised infection control during maintenance activities, and delays in care delivery, all of which may negatively impact patient outcomes and regulatory compliance.