March 24, 2026
Public Works
DATE: March 24, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Darin Fitzpatrick, Assistant Deputy Director of Public
Works, Operations and Maintenance
Subject:
Contract with Enterprise Rent -A-Car for Passenger Van
Rentals Supporting Recreation Programs
FINANCIAL IMPACT: The total outstanding balance for invoices starting July 1, 2025, through December 2025, is $42,535.80. Projected
rental costs for January 2026, through June 30, 2026, are estimated at $42,535.80. The total contract amount
requested is not-to-exceed $90,000. Funds are available in the Fiscal Year 2025-26 Equipment Services operating budget (Account String – 01235031-400503).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
Due to operational urgency and increased program
enrollment, passenger van rentals through Enterprise
Rent-A-Car exceeded administrative approval thresholds
and now require City Council authorization. Approval of this after-the-fact contract will resolve outstanding
invoices, ensure uninterrupted youth transportation
services, and bring the arrangement into compliance;
therefore, staff seek approval of a contract with
Enterprise Rent-A-Car for three passenger vans used in
Recreation programs.
AGENDA
REPORT
March 24, 2026
RECOMMENDED ACTION:
APPROVE a contract with Enterprise Rent-A-Car in an
amount not-to-exceed $90,000 to cover outstanding
passenger van rental invoices from July 1, 2025, to
present and projected van rental costs through June 30, 2026, for Recreation programming – Public Works /
Community Services – Public Works (Daniel Chavarria
510-620-5478/Darin Fitzpatrick 510-231-3044).
DISCUSSION:
Background:
Since early 2025, the City of Richmond has expanded its passenger van fleet capacity from one vehicle to four vehicles to support Recreation programming city-wide.
The Department previously operated with a single 8-passenger van, which was insufficient to meet the operational needs of:
• Six (6) summer camps (Shields Reid, Nevin, Parchester, May Valley, BTA, and Recreation Complex)
• Five (5) after-school programs (Shields Reid, Parchester, May Valley, Nevin, and Recreation Complex)
To meet immediate program needs, additional passenger vans were secured through Enterprise Rent-A-Car. Due to operational urgency and enrollment growth, rentals continued beyond the initial short-term period. The cumulative rental amount exceeded administrative approval thresholds and requires City Council authorization through a formal contract.
This contract will formalize expenditures for the expanded passenger fleet and authorize continued rentals through the end of FY 2025-26.
Programmatic Impact
The expanded fleet has directly enabled:
Enhanced Access
Safe transportation of students from schools to after-school sites Addressing parental safety concerns related to walking distances Program Growth
Increased enrollment across summer and after-school initiatives Expanded field trip and activity opportunities
Educational Equity
Reliable transport to regional parks, museums, sports activities, pools, and festivals Access to enrichment opportunities for youth who would otherwise be isolated from regional resources
March 24, 2026
Without these vehicles, youth participation would be significantly reduced and access to essential childcare and enrichment programming would be compromised.
Operational Considerations
The three (3) rental vans remain in active daily use supporting Recreation programming.
Immediate discontinuation would materially impact service delivery.
City staff is evaluating long-term fleet options, including vehicle purchase versus continued rental analysis, to determine the most cost-effective strategy for future fiscal years.
CONCLUSION:
Approval of this contract will resolve outstanding rental invoices, ensure uninterrupted youth transportation services, and bring the rental arrangement into compliance with City contracting requirements; therefore, staff recommend that the City Council approve a contract with Enterprise Rent-A-Car in an amount not to exceed $90,000 to cover outstanding passenger van rental invoices from July 1, 2025, to present, as well as projected van rental costs through June 30, 2026, for Recreation programming.
DOCUMENTS ATTACHED:
Attachment 1 – Proposed Contract
Attachment 2 – Invoices