HomeMy WebLinkAbout22G - LEASE & RENTAL VEHICLES
REQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
AUGUST 16, 2004
TITLE:
CONTRACTS AWARD FOR
LEASE AND RENTAL VEHICLES
(SPEC. NO. 04-091)
APPROVED
D As Recommended
D As Amended
D Ordinance on 1 st Reading
D Ordinance on 2nd Reading
D Implementing Resolution
D Set Public Hearing For
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CONTINUED TO
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FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Award contracts for lease and rental vehicles for a
with provision for one two-year renewal, in the
amounts not to exceed:
two-year period,
following annual
Vendor:
Location:
Amount:
Guaranty Chevrolet Motors, Inc.
Enterprise Fleet Services
Santa Ana
Santa Ana
$ 27,183.75
$175,519.67
DISCUSSION
The Santa Ana Police Department leases and rents vehicles, both on a
short-term and long-term basis. Short-term rentals are used when
Police vehicles are in the shop for repairs and maintenance or during
day-to-day undercover operations. The Special Investigations Division
uses long-term lease vehicles primarily for prolonged surveillance.
Long-term rentals allow vehicles to be interchanged between undercover
operations in order to maintain anonymity.
In addition, various City agencies rent vehicles to perform routine
business. The Community Development Agency's Federal Empowerment Zone
Youth Work Force Development Program rents vehicles for their five-
month summer program. Additionally, the Community Development Agency
and the Planning and Building Agency may rent small passenger vans on a
daily or weekly basis to accommodate the review or inspection of City
projects.
22G-1
cs. 383
Contracts Award
Vehicles (Spec.
August 16, 2004
Page 2
for Lease/Rental
No. 04-091)
The notice inviting bids was advertised on July 7 and 9, 2004, and bids
were solicited. A summary of the bid invitations and bids received is
as follows:
4 Invitations For Bid mailed
2 Invitations For Bid mailed to Santa Ana vendors
3 Bids received
2 Bids received from Santa Ana vendors
Bids were received and opened on July 26, 2004 (Exhibit 1). The bids
from Guaranty Chevrolet Motors, Inc., a Santa Ana vendor, and
Enterprise Leasing Company of Los Angeles for the lease vehicles, and
Enterprise Fleet Services in Santa Ana for the rental vehicles are
responsive to the specifications and meet the City's requirements.
Staff recommends awarding contracts to both vendors, to provide the
flexibility required to meet the various lease and rental vehicle needs
of the City's agencies. Additionally, the City is required to maintain
all leased vehicles, inclusive of oil changes and brake service.
Guaranty Chevrolet is dependable, and services vehicles on a same-day
basis with competitive pricing. Staff recommends approval of vehicle
servicing with Guaranty Chevrolet. A 10 percent contingency is
included in the award amount to allow for future budgeted vehicle rent
and lease contracts.
FISCAL IMPACT
Funds are available in the various
Services accounts (object code 6291) .
departmental
Other
Contractual
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Services Agency
22G-2
ABSTRACT OF BIDS
CONTRACT AWARD
LEASE / RENTAL VEHICLES
(SPEC. 04-091)
Vendor
Location
Terms
ICATEGORY 11
SHORT-TERM RENTAL DAY-TO-DAY
CHEV CAVALIER
Chevy Malibu
SUV+ LARGE Veh
CALCULATION USED **
Add'l. fees
5 Vehicles for 5 months
Guaranty
Chevrolet
Santa Ana
First day
Each month
- Under one-year
Daily - 23.35
Daily - 23.35
Daily - 25.15
$25.15
NO - all incl.
1$18,862.501
¡CATEGORY 21
2-YR RENTAL
SUV's
Vans
P/U Trucks
Large Vehicle
CALCULATION USED COST-PER-MONTH
Add'l. fees
4 Vehicles rented for 12 months
**
¡CATEGORY 31
2-YR LEASE - based on 15,000 annual miles
SUV
Vans
P/U Trucks
Large Vehicle
CALCUATION USED /COST-PER-MONTH **
Lease cost
Add'l. fees
Annual license total
$150 end of lease service
18 Vehicles leased for 12
fee - per vehicle
months
ICATEGORY 41
MAINTENANCE CONTRACT - per vehicle - per
18 Vehicles for 12 months 1$5,850.001
SUBTOTAL
+ 10% CONTINGENCY
ITOTAL FOR 12 MONTHS
month
$24,712.50
2,471.25
$27,183.75
Enterprise
Huntington
Beach/Santa Ana
Net 30
Daily -
Daily -
Daily -
23.69
25.32
26.94
$26.94
NO - all incl.
1$ 20, 205 . 001
Month - 840.45
Month - 840.45
Month - 791.96
Month - 808.13
$840.45
NO - all incl.
1$40,341. 601
Month - 393.29
Month - 411.61
Month - 404.06
Month - 404.06
$411.61
$88,907.76
YES -
$7,408.98
$2,700.00
1$99,016.74
$16,614.72
$159,563.34
15,956.33
$175,519.671
Merchants
Leasing
Haymarket
Virginia
Net 30
Month - 579.70
Month - 548.45
Month - 526.90
Month - 386.82
$548.45
$118,465.20
YES
$9,872.10
$128,337.30
$11,880.00
ESTIMATED CONTRACT TOTAL include 5 month rental of 5 vehicles plus
4 rented vehicles and 18 leased vehicles and maintenance for 18 leased vehicles.
Contract award:
Guaranty Chevrolet Motors, Inc.
Enterprise Fleet Services/
Enterprise Leasing Co.
$ 27,183.75
$175,519.67
Annually
Annually
** Cost base is high-end quote
EXHIBIT 1
22G-3
22G-4