Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Multiple Agreements with EAN Services, LLC and The Hertz Corporation for On-Call Vehicle Rental Services
RECOMMENDATION:
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Adopt a resolution authorizing agreements with EAN Services, LLC and The Hertz Corporation for an on-call vehicle rental services each for an amount not to exceed $75,000 for the term of April 4, 2021 through April 5, 2024 with optional two one-year extensions for a not to exceed amount of $25,000 per year through April 5, 2026 for a maximum term of five years.
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BACKGROUND:
On November 2019, the County Manager’s Office conducted an analysis of the County’s motor pool vehicle fleet and provided a series of recommendations to reduce the size of the current motor pool fleet. Two of the recommendations identified were to: 1) reduce the number of vehicles in the motor pool and 2) evaluate the need for an on-call vendor to augment vehicles on an as needed basis.
During FY 2020-21, the Department of Public Works (Department)initiated the motor pool fleet reduction by reducing the motor pool vehicles from 164 vehicles to 121 vehicles.
The United States General Services Administration (GSA) has established a Rental Supplemental Vehicles Program (RSVP) that “provides rental vehicles to augment federal fleets and other vehicle needs for employees on non-temporary duty travel”. Through this program, GSA established a Multiple Award Schedule (MAS) with several vendors.
This action will address the on-call car rental services recommendation to augment the reduced motor pool fleet, on an as-needed basis.
DISCUSSION:
On February 1, 2021, the Department issued a Request for Quotes to vendors identified in the MAS. Per the County of San Mateo’s Ordinance Code, Section 2.83.090(a), the County of San Mateo may use GSA’s established agreement, provided it meets the purchasing requirements.
The Department received two responses by the submittal deadline from EAN Services, LLC (operating as Enterprise, National, and Alamo) and The Hertz Company (operating as Hertz, Dollar Car Rental, and Thrifty Car Rental).
Entering into an On-Call Vehicle Rental Services Agreement with each of these companies provides the Department the most effective and flexible means of augmenting fleet vehicles to meet the short-term vehicle demands by County departments.
The County’s Procurement Department has reviewed and approved the use of this procurement process.
County Counsel has reviewed and approved the resolution and agreement as to form.
FISCAL IMPACT:
The term of this agreement is from April 6, 2021 through April 5, 2024 for a not-to-exceed total of $75,000 with the option of two one-year extensions of $25,000 per year, through April 5, 2026, for a maximum not-to-exceed total amount of $125,000. Ongoing services will be funded through individual department budgets, in accordance with their short-term vehicle requirements. There is no impact to the General Fund.