A city should specify the load to be served, the voltage and phase, the run duration, the fuel and refueling arrangement, the delivery and pickup terms, and who is responsible for the unit on site. A request that states those items lets every bidder price the same job. A request that omits them tends to produce quotes that cannot be compared, which leaves the buyer choosing between guesses.
Safety requirements belong in the specification too. Temporary receptacles on construction work need ground-fault protection, as described in OSHA 1926.404, and a spec that names the requirement avoids debate after delivery. Procurement rules differ by city and project, so confirm the bidding and contract requirements with your purchasing office. This page covers the technical side of the request.
Start with the job, not the machine
Public works projects range from a pump station bypass to street lighting during a roadway rebuild, and each needs different equipment. Describe what the power has to do, then let the bidder propose the unit. A spec that names a kW size without a load list can lock the city into the wrong machine or invite a debate over equivalents.
Write the load as a list: the equipment to be served, its voltage and phase, and any large startup loads. If the work has stages, say so, since the load may change from one stage to the next. The sizing guide shows how to build a load list that a bidder can price from. For crews that move between sites, our page on specifying generators for a utility crew that changes sites weekly covers building the spec around the crew’s full load kit.
What belongs in the request
The table below lists the items a request for temporary power should state, why each matters, and the question it lets a bidder answer. Use it as a starting set, then add whatever your project or purchasing rules require.
| Item to specify | Why it matters | What the bidder can then answer |
|---|---|---|
| Load list, voltage and phase | Sets the unit size and type | Which unit and size class is proposed |
| Duration and shift pattern | Drives rental term and billing | Rate structure for the term |
| Fuel and refueling | Decides who supplies fuel and how often | Tank size, delivery plan, who refuels |
| Delivery, placement and pickup | Affects schedule and site access | Delivery window and setup scope |
| Distribution and protection | Covers cabling and ground-fault needs | What gear is included |
| Responsibility on site | Defines who watches and who maintains | Service and response terms |
Where public jobs differ from private ones
Public works carry constraints a private contractor may not face. The site may be a street, a park or a utility easement, with public access nearby, so placement and security matter. Work may need to continue through weather or at night, which affects fuel and lighting planning. Schedules often depend on permits and inspections, so the rental dates should allow for movement. For corridor jobs such as a road or pipeline, our page on the fuel plan for a linear project covers burn rate, delivery points and who owns fuel.
When uptime matters, such as for a pump or a signal that serves the public, ask bidders how they would handle a unit failure. The question is not whether failures happen, but how quickly a replacement or service call can reach the site. A bidder’s answer tells the city more than a list of features does.
Questions to ask every bidder
The list below gives questions that surface differences between quotes. Ask the same questions of every bidder so the answers line up. Add items for your own project.
- Which size class and unit do you propose for the load list, and why?
- What is included in the rate, and what is billed separately?
- How is fuel supplied, and how often will the unit be refueled?
- What is your response when a unit stops running during the term?
- What distribution and ground-fault protection do you provide?
- What are the delivery, setup and pickup terms?
How Stag works with public-works buyers
Stag Power Rentals supplies diesel generators from 20 kW to 2000 kW out of its Dickinson, TX yard, and the team can respond to a spec with a unit, a rate structure and a delivery plan. Our rental pricing guide explains the factors that drive cost, which helps a buyer read quotes side by side. For the wider picture, see our construction power overview, and when your specification is ready, request a quote.
Frequently Asked Questions
Should a city specify a generator size or a load?
A load list is usually the better basis. It lets each bidder propose the right unit and prevents the spec from locking in a wrong size. If a size is required, state it alongside the load and allow equivalents.
What safety requirements should the spec name?
Name the ground-fault protection requirements for temporary receptacles, which are covered in OSHA 1926.404, along with any city or project safety rules. Confirm the full list with your safety or risk office. Stating them up front avoids disputes after delivery.
How do I compare quotes from different rental companies?
Ask every bidder the same questions and use the same table of items. Check what is included in each rate and what is billed separately. The pricing guide lists the factors that drive cost.
Who should be responsible for refueling on a public job?
The spec should say. Common options include the rental company refueling on a schedule or the city’s crew handling it, and each changes the bid. Settle the answer in the request so quotes reflect it.
What should I send a rental company to get a quote?
Send the load list, voltage and phase, duration, location and access notes, and any city requirements on safety or insurance. If the job has stages, describe them. That lets the rental team respond with a unit and a plan in one pass.