SR-08-28-2012-3ECity Council Meeting: August 28, 2012
Agenda Item: 3E
To: Mayor and City Council
From: Jacqueline Seabrooks, Chief of Police
Subject: Purchase Order for Rental Vehicle Services
Recommended Action
Staff recommends that City Council award Bid #4012 to Enterprise Rent -A -Car, a
Missouri -based company, for the rental of vehicles. The amount of the purchase order
to be awarded to Enterprise Rent -A -Car is for $97,000 for the first year with two
additional one -year renewal options at a maximum 3% increase per year for a total
contract amount not to exceed $300,000.
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Executive Summary
The Police Department utilizes rental vehicles for specialized anti -crime operations
throughout the department. Following a formal bid process, Enterprise Rent -A -Car is
recommended to provide the service. The bid award is for specified vehicle types plus
applicable sales tax for a one -year period with two additional one -year renewal options
at a maximum of 3% increase per year, with the same terms and conditions as the first
year period. The total annual expenditure is $97,000 for the first year and a total three -
year contract amount not to exceed $300,000.
Discussion
During the past twelve years, the Santa Monica Police Department has utilized the
services of rental car companies for specialized anti -crime operations, on a Request for
Quote basis annually. The vehicles are used on a daily basis as the primary mode of
transportation, in certain units, and as- needed in other units. The vehicles are a
necessary element of the department's function, and vehicles provided by the rental car
service must fit the specifications necessary for operational expectations.
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Vendor Selection
In June 2012, the City published Notices Inviting Bids to provide car rental services as
requested by the Police Department in accordance with City specifications. The bid
was posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions, 105
vendors were notified, and four vendors downloaded the documents. One bid was
received and publicly opened on June 22, 2012 per Attachment A. The bid was
evaluated based on price, vehicle availability, and compliance with City specifications.
Enterprise Rent -A -Car was the only bidder, provides the vehicles needed, and they
have a good standing relationship with the City. Based on these criteria, Enterprise
Rent -A -Car is recommended as the best bidder to provide the rental car services in
accordance with the City specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to Enterprise Rent -A -Car is $97,000 for the first year
with two one -year renewal options at a maximum 3% increase per year, for a total
amount not to exceed $300,000. Funds for the first year of the purchase order are
included in the Police Department's FY2012 -13 budget. The purchase order will be
charged to the following accounts:
01304.522610 $ 1,000
01305.522610 $ 5,500
01306.522610 $91,000
TOTAL $97,000
Prepared by: Marhaba Mohamed, Lieutenant
Approved:
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Forwarded to Council:
Food Gould
City Manager
ATTACHMENT A
BID# 4012 BID CLOSING DATE: 6 -12 -2012
BID DESCRIPTION: PROVIDE CAR RENTAL SERVICES AS REQUESTED BY THE POLICE DEPARTMENT
PRICING
ENTERPRISE RENT -A -CAR
CULVER CITY, CA
Car Rental
Description of Vehicle
Rental Cost per Da
Basic
$18.00
Mid
$19.00
Premium
$22.00
Vehicle License Fee (per vehicle
$0.00
Truck Rental
Description of Vehicle
Rental Cost per Da
Basic
$20.00
Mid
$22.00
Premium
$24.00
Vehicle License Fee (per vehicle
$0.00
SUV Rental
Description of Vehicle
Rental Cost per Da
Basic
$25.00
Mid
$27.00
Premium
$30.00
Vehicle License Fee (per vehicle
$0.00