HomeMy WebLinkAbout22A - LEASED AND RENTAL VEHICLESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 5, 2009
TITLE:
CONTRACT AMENDMENT AND
CONTRACT AWARD FOR
LEASED / RENTAL VEHICLES
(SPEC. NO. 02-076 AND 08-074)
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C TY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As AmE;nded
^ Ordinance on 1'' Reading
^ Ordinance on 2"d Reading
^ Implementing Resolution
^ Set Put~lic Hearing For
CONTINUED TO
FILE NUMBER
1. Amend the contract with Enterprise Fleet Services to extend the
current vehicle lease period for vehicles under Grant funding, Fire
Department daily operations and field assignment vehicles used
throughout the Police Department by $222,000.
2. Award a contract to Enterprise Fleet Services for leasing and rental
of vehicles for a 2-year period, with provision for one 2-year lease
renewal, in the following annual amount not to exceed $150,000.
DISCUSSION
On November 21, 2005, the City Council entered into a three-year lease
contract with Enterprise Fleet Service for a total of 29 vehicles; 23 for
the Police Department, five for the Fire Department, and one for the
Federal Empowerment Zone program. The vehicles are assigned to various
personnel based on need.
The 23 vehicles in the Police Department are assigned to background
investigators, others in the Personnel Division, staff assigned to
Training, and various division managers. Additionally, the Santa Ana
Police Department leases vehicles for the Special Investigations Division
surveillance program. Leasing a variety of vehicles allows them to be
interchanged, in order to maintain anonymity and safety of the police
officers.
The vehicles in the Fire Department are assigned to the three Deputy
Chiefs, the Fire Marshall and the Fire Suppression Captain. Providing
vehicles carrying emergency equipment ensures quick response by the Fire
personnel. The grant-funded Federal Empowerment Zone requires a vehicle to
administrate the program.
In addition, rental vehicles are used throughout the City on a daily and/or
weekly basis.
22A-1
Contract Amendment and Award for Lease/Rental Vehicles
January 5, 2009
Page 2
For the surveillance program leased vehicles, the notice inviting bids was
advertised on December 3, 2008, and bids were solicited. A summary of the
bid invitations and bids received is as follows:
7 Requests For Bid mailed
3 Requests For Bid mailed to Santa Ana vendors
3 Bids received from Sana Ana vendor
1 Bids received from Sana Ana vendor
Bids were solicited and opened on December 15, 2008, and evaluated (Exhibit
1). The bid received from Enterprise Fleet Services, a Santa Ana vendor,
is responsive to the specifications and meet the City's requirements.
FISCAL IMPACT
Funds are available in the FY 2008-2009 budget as follows: Police Building
& Facilities Account (no. 11-350-6291); Fire Prevention Account (no. 11-
321-6291); Federal Empowerment Zone Program (no. 129-035-6291). Funds for
the duration of the contract period will be included in the proposed
budgets in subsequent fiscal periods.
APPROVED AS TO FUNDS AND ACCOUNTS:
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Pa~t`l M. Walters
Chief of Police
~~ ~~~
Marc Martin
Fire Chief
PMW/MM/CJN/KM/08-074
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Francisco Gutierrez
Executive Director
Finance and Mgmt Svcs Agency
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Cynthia J. N son
Deputy City Manager for Dev Svcs.
Community Development Agency
22A-2
SPEC 08-074 LEASED /RENTAL VEHICLES
ABSTRACT 12/15/2008
VENDOR ENTERPRISE REPUBLIC FLEET D.LONGO, INC.
FLEET SVCS SERVICES LLC
LOCATION SANTA ANA COSTA MESA EL MONTE
VEH RENTALS DAILY RATE
CHEVROLET IMPALA $ 29.00 NO OFFER NO OFFER
CHEVY EXPRESS VAN $ 36.00 NO OFFER NO OFFER
FORD EXCAPE $ 36.00 NO OFFER NO OFFER
CHEVY MALIBU $ 28.00 NO OFFER NO OFFER
VEH LEASE 2-YR MONT HLY LEASE
FORD EXPLORER $ 480.54 $ 1,156.42 NO OFFER
TOYOTA CAMRY $ 497.77 $ 806.52 $ 730
00
CHEVY 1500 P/U $ 442.09 $ 877.31 .
NO OFFER
FORD F-150 P/U $ 476.91 $ 1,147.20 NO OFFER
DODGE CARAVAN $ 607.84 $ 1,163.35 $ 713.00 TOYOTA SIENNA
AVERAGE $ 501.03
coNTRACT nniLEAGE 30,000 MILES 30,000 MILES
EXCESS BILLED AT $ 0.15 NO QUOTE
FORD F-150 P/U $ 0.10
TOYOTA CAMRY $ 0.12
DODGE CARAVAN $ 0.12
FORD EXPLORER $ 0.14
CHEVY 1500 P/U $ 0.14
CONTRACT NOT TO EXCEED 20 LEASED VEHICLES
PD SPECIAL INVESTIGATION DIV 20 X $501.03
VENICE RENTAL -CITY WIDE
PER MO ANNUALLY
$ 10,020.60 $ 120,247.20
30, 000.00
SUMMAY OF BID AWARD ENTERPRISE FLEET SERVICE
TOTAL AWARD IN THE AMOUNT OF ROUNDED OFF $150,000 ANNUALLY
Exhibit 1.
22A-3
22A-4