M&C Review


COUNCIL ACTION:  Approved on 12/11/2018 

DATE: 12/11/2018 REFERENCE NO.: **P-12288 LOG NAME: 13PSHORT AND LONG TERM VEHICLE RENTAL AWD
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Purchase Agreement with EAN Holdings, LLC for Vehicle Rentals in an Annual Amount Up to $300,000.00 Using a Tarrant County Cooperative Contract for All City Departments (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize a Purchase Agreement with EAN Holdings, LLC for vehicle rentals in an annual amount up to $300,000.00 using Tarrant County Cooperative Contract No. 2018-185 for City departments with renewal options in accordance with Tarrant County Cooperative Contract No. 2018-185 or applicable successive Tarrant County Cooperative contracts for the same services.

 
DISCUSSION:

City departments will use this Agreement for the rental of various types, sizes, makes and models of automobiles, sport utility vehicles, vans and pickup trucks.  Vehicles will be used by Staff traveling to conduct official City business in-town and out-of-town.  The City will have the ability to select vehicles that best fit the needs for the assigned duties.

M/WBE OFFICE – A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.

COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item.  Tarrant County Cooperative Contracts have been competitively bid to increase and simplify the purchasing power of government entities.

PRICE ANALYSIS - The unit prices range from 15 percent higher to 15 percent lower than the unit prices in the current Agreement awarded in 2017 (M&C P-11990).  No guarantee was made that a specific amount of services would be purchased.  Staff certified that the prices offered are fair and reasonable.

ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

AGREEMENT TERM - Upon City Council's approval, this Agreement shall begin on December 5, 2018 and expire on September 26, 2019 to coincide with the Tarrant County contract.

RENEWAL OPTIONS -This Agreement may be renewed in accordance with the terms and conditions of Tarrant County Contract No. 2018-185 or applicable successive Tarrant County contracts for the same services  at the City's option. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms.



 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budgets, as appropriated, of the participating departments.  Prior to an expenditure being made, the requesting Department has the responsibility to validate the availability of funds.

BQN\2018-185\AWD
TO
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Kevin Gunn (8517)
Additional Information Contact:
Cynthia Garcia (8525)
Anabelle Dunn  (7648)

 
 
ATTACHMENTS
  EAN 1295_Redacted.pdf