Item - 2023.GG5.8

The General Government Committee recommends that:

1. City Council, in accordance with Section 195-8.5(B) of Toronto Municipal Code Chapter 195 (Purchasing), grants authority to the General Manager, Fleet Services enter into an agreement with Enterprise Rent-A-Car Canada, the highest top-ranked supplier meeting the requirements set out in Negotiable Request for Proposal (NRFP) Doc36872270278 for the supply and delivery of short-term seasonal rental services of various vehicle types on demand. The initial term of the contract will be for a period of two (2) years, commencing on October 1, 2023 to September 30, 2025, with the option to renew the contract for four (4) additional two (2) year periods, for a total potential cost of $39,962,568 net of HST recoveries ($44,376,673 including all taxes and charges, $39,271,391 net of HST) for the duration of the contract, inclusive of option renewal years, in accordance with terms and conditions as set out in the Negotiable Request for Proposal (NRFP) and any other terms and conditions satisfactory to the General Manager, Fleet Services, subject to annual Operating Budget approvals, and in a form satisfactory to the City Solicitor.

The purpose of this report is to advise on the results of Negotiated Request for Proposal (nRFP) Doc36872270278 for the non-exclusive supply and delivery of short-term rental services of various vehicle types on demand to conduct business and operations by various City divisions and to request authority for the General Manager, Fleet Services to enter into a contract with the highest ranked supplier meeting the requirements set out in the nRFP, Enterprise Rent-A-Car. The duration of the contract will be for a period of two (2) years from October 1, 2023 to September 30, 2025, with the option to renew the contract for four (4) additional two (2) year periods at the sole discretion of the General Manager, Fleet Services, and subject to annual Operating Budget approvals.

The total cost to the City of awarding this contract is $7,527,132 net of HST recoveries ($8,358,549 including all taxes and charges, $7,396,946 net of HST) for the initial term of the contract and $39,962,568 net of HST recoveries ($44,376,673 including all taxes and charges, $39,271,391 net of HST) for the full potential value of the contract, inclusive of all option renewal years.

As per the nRFP, all Agencies and Public Bodies within the Province of Ontario may Piggyback on this contract. Agencies and Public Bodies that Piggyback will receive approval from their Boards and manage the subsequent contracts independently from the City.