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).
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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 31/2 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...
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