Emergency Ground Support Equipment Rental, Contingency

The State of Texas Comptroller of Public Accounts (CPA) Statewide Procurement Division, on behalf of the Texas Division of Emergency Management (TDEM), is soliciting sealed responses for Emergency Ground Support Equipment Rental services on a contingency basis through RFP No. 304T-26-975M4.1. The procurement encompasses multiple equipment categories including heavy equipment rentals (forklifts ranging from 3,500 to 49,999 lbs capacity), generators (0-18.9 KW through 1,000-2,499.9 KVA), light towers, HVAC units, trash pumps, roll-off dumpsters, and hygiene equipment such as portable toilets, hand wash stations, and shower facilities, along with contractor liaison services for the State Operations Center during declared disasters and miscellaneous services including liquid propane tank refill and delivery. Respondents must submit pricing for a minimum threshold of line items within each equipment category (generally 75 percent, with 60 percent required for roll-off dumpsters) and must provide daily, weekly, and monthly rental rates along with delivery, pickup, and transportation fees. The initial contract term extends from the notice of award through December 31, 2026, with four renewal options extending through December 31, 2030, and CPA intends to award contracts to multiple vendors per line item group based on best value to the state. The pre-proposal conference is scheduled for April 6, 2026, at 9:00 AM via Microsoft Teams, with a questions submission deadline of April 8, 2026, and responses due by April 28, 2026, at 1:30 p.m. Central Time in Austin, Texas. Evaluation will allocate 70 total points, with 85 percent (approximately 60 points) allocated to Section A addressing proof of ability to meet state rental equipment needs and 15 percent (approximately 10 points) to Section B evaluating the qualifications of the respondent's liaison personnel, with respondents required to demonstrate current inventory for each equipment type, 24-hour delivery capability within disaster regions, dispatch history since 2018, and experience coordinating emergency responses.

All respondents must comply with comprehensive state and federal certifications and representations, including attestations regarding antitrust compliance, equal employment opportunity, conflicts of interest, and prohibitions on boycotts and human trafficking, and must maintain insurance coverage including $1,000,000 commercial general liability, $500,000 automobile liability, workers' compensation at statutory limits, and $1,000,000 umbrella or excess liability coverage. The solicitation includes a mandatory 2.0 percent Historically Underutilized Business (HUB) subcontracting goal for services contracts, requiring respondents to complete and submit a HUB Subcontracting Plan identifying subcontracting opportunities with HUB and non-HUB vendors, and all respondents must provide notification to at least three Texas certified HUBs and two trade organizations at least seven working days prior to bid submission. Contractor prices are subject to annual adjustments tied to specific Bureau of Labor Statistics Producer Price Indices for different equipment categories, and additional allowable fees include refueling convenience charges, hazardous material/environmental cleaning fees, long-distance transportation fees for deliveries beyond 100 miles, and landfill fees verified by valid landfill tickets. The awards will be available for use by all state agencies, institutions of higher education, and Texas SmartBuy cooperative members, and no incumbent vendors or budget ranges are identified in the available solicitation documents. All contractors must provide 24-hour on-call equipment service and maintenance during declared disasters, deliver equipment with full fuel tanks ready for immediate operation, and for large-scale events where TDEM activates the State Operations Center, provide contractor liaisons with decision-making authority and subject matter expertise to coordinate operations.