Rental Vehicles

The County of Orange, Registrar of Voters, is soliciting competitive bids for rental vehicle services through Invitation for Bid (IFB #031-3025503-CM) to support election administration operations across Orange County. The County, which administers elections for the fifth largest voting jurisdiction in the United States with approximately 1.9 million registered voters, requires vehicle rental services on an as-needed basis, conducting an average of four elections annually. The procurement seeks qualified vendors to provide 16 different vehicle classifications including compact through full-size sedans, minivans, compact through large SUVs, large vans, cargo vans, mini-cargo vans, high-top cargo vans, three-quarter-ton pickup trucks with towing capacity, and 16-foot, 24-foot, and 26-foot box trucks with daily, weekly, and monthly rental rate options. For the June 2026 Primary Election specifically, the County projects needs for 42 full-size sedans (May 18-June 5, 2026), 12 cargo vans (May 1-June 4, 2026), 20 minivans, and 2 three-quarter-ton pickup trucks across varying rental periods. Bidders must demonstrate a minimum of three years of business experience providing vehicle rental services, possess all necessary federal, state, and local permits and licenses, and maintain adequate equipment and personnel. Rental rates must include unlimited mileage, collision damage waiver, $300,000 liability protection, and roadside assistance, while excluding vehicle license fees, location-specific fees, fuel costs, late fees, no-show fees, cancellation charges, and additional rental options such as GPS units; vehicles must be no more than two years old with fewer than 40,000 miles and maintained in safe operating condition. The solicitation is conducted entirely through the County's electronic eProcurement Portal, with bid submissions due by March 16, 2026, at 2:00 p.m., and bids remaining valid for 365 days following the closing date; award will be made to the lowest responsive, responsible bidder, and the resulting contract will have a five-year term from execution with no automatic renewal unless approved by the County Board of Supervisors.

The County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business Enterprise (DVBE) Preference policies apply to this procurement, offering certified OCLSB or DVBE bidders a five percent deduction in bid price, with an eight percent deduction available for businesses certified as both designations. Upon contract award, contractors must provide certificates of insurance, a completed W-9 form or 587/590 form for out-of-state vendors, a valid D-U-N-S number, and a valid Unique Entity Identifier (UEI) number within seven days of notification; additionally, successful bidders will be required to execute Performance and Labor and Material Payment Bonds with penal sums not less than the estimated contract amount. No price increases are permitted during the first contract year; thereafter, documented cost increases require 30 days' advance written notice with no retroactive adjustments allowed, and the County will automatically extend any price decreases to itself. Contractors must maintain sufficient fleet inventory to immediately replace any disabled vehicle with a similar replacement, with all maintenance and repairs per manufacturer specifications remaining the Contractor's responsibility. The contract includes a 2 percent administrative rebate on subordinate cooperative contract sales to other agencies utilizing the same pricing and terms. County compensation is usage-based, with payment made in arrears net 30 days following invoice receipt and approval, and the total contract amount is to be determined pending bid submissions.