AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: May 23, 2017
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for the rental of vans for the City of Denton Parks programs; providing for the expenditure of funds therefor; and providing an effective date (RFP 6433-awarded to CAPPS Rent A Car, Inc. in the three (3) year not-to-exceed amount of $165,000).
Body
BACKGROUND
The Parks and Recreation Department operates six different full time Summer Camp Programs that provide care for ten weeks of the summer and offer approximately 4,100 camp spots for ages 3½ to 15 years old. The Parks and Recreation Department also operates camps during Spring Break and other school holidays. These camps are located at various recreation centers and schools in Denton. The children/teens engage in a variety of activities that include field trips to locations throughout the DFW Metroplex and within the City of Denton on a daily basis. Additional vans are needed to supplement the existing Parks and Recreation fleet in order to accommodate the vast number of field trips and activities provided.
RFP 6433 was issued to obtain pricing for the cargo and passenger vans to be rented on an as needed basis. Requests for Proposals were sent to 27 suppliers. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. It is estimated that 90-95% of the City summer camp seasonal staff are under the age of 25. Therefore, the City of Denton needs to be able to use a van rental company that allows drivers under the age of 25. In order to meet this need, RFP 6433 specifications require an exemption to the standard rental company policy requiring drivers to be 25 years of age or older. A major rental company provider, who has supplied to the City in the past, will no longer rent to drivers under 25 years of age.
As a result of the underage driver need, only one (1) proposal was received by CAPPS Rent A Car, Inc. They were evaluated based upon the published criteria and determined to be the best value for the City. CAPPS has satisfactorily provided this rental service in the past.
RECOMMENDATION
Award a contract to CAPPS Rent A Car, Inc. in the three (3) year not-to-exceed amount of $165,000.
PRINCIPAL PLACE OF BUSINESS
CAPPS Rent A Car, Inc.
Dallas, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
The summer camp van rentals are paid out of Recreation Fund operating accounts for the various summer camp programs. The cost of the vans is offset by the summer camp revenues.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Safe, Liveable & Family-Friendly Community
Related Goal: 4.4 Provide and support outstanding leisure, cultural, and educational opportunities
EXHIBITS
Exhibit 1: Evaluation and Scoring Sheet
Exhibit 2: Ordinance
Exhibit 3: Contract
Respectfully submitted:
Ethan Cox, 349-7421
Customer Service Manager
For information concerning this acquisition, contact: Emerson Vorel at 349-7460.