Project Information

Bid Title

Municipal Fleet Lease Analysis

Issuing Agency

City of Takoma Park

Location

Maryland

Published Date

Jan 7, 2026

Closing Date

Feb 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

CMO #2026-01

Original Source

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Bid Documents

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Project Description

Bid Number:	CMO #2026-01
Bid Title:	Municipal Fleet Lease Analysis
Category:	City Manager's Office
Status:	Open
Bid Recipient:	David Eubanks, Deputy City Manager

Description: The City of Takoma Park is evaluating whether transitioning from a fleet ownership model to a leased fleet model would improve financial, operational, climate, and service performance outcomes. This scope of work solicits independent consulting services to conduct an analysis, develop recommendations, and support decision-making by City leadership and the City Council. Scope of ServicesScope of Work Evaluate the comparative financial, operational, and lifecycle performance outcomes of transitioning the City’s fleet from a ownership model to one or more fleet leasing models. Identify and compare available municipal fleet leasing models, including associated cost structures, contractual terms, risks, and alignment with the City’s fleet composition and operational needs. Assess the operational impacts of fleet leasing on staffing, maintenance practices, vehicle downtime, replacement cycles, and overall service delivery. Analyze how a fleet leasing model could affect the City’s electric vehicle transition strategy, charging infrastructure planning, and progress toward adopted climate goals. Identify and assess financial, operational, legal, and implementation risks associated with fleet leasing models and recommend strategies to mitigate those risks. Develop a structured implementation framework and supporting analysis that enables City leadership and the City Council to independently determine whether and how to proceed with a fleet leasing model. Timeline RFP Open: Monday, January 7, 2026 RFP Close: Monday, February 2, 2026, 11:59 P.M. EST Proposal Review: Tuesday, February 3, 2026 to Friday, February 6, 2026 Interviews (if requested): Monday, February 9, 2026 to Wednesday, February 11, 2026 Selected Firm Announcement: Friday, February 13, 2026 Initial Consultation to Begin Work: Monday, February 23, 2026 This goal is to complete the project by April 6, 2026 Publication Date/Time: 1/7/2026 12:00 AM Closing Date/Time: 2/2/2026 11:59 PM Submittal Information: Proposals must be submitted electronically to davide@takomaparkmd.gov. Contact Person: David Eubanks, Deputy City Manager City of Takoma Park 7500 Maple Avenue Takoma Park, Maryland 20912 Phone: 301-891-7202 Email: davide@takomaparkmd.gov Special Requirements: Submissions must include the following information to be considered complete. Firms are encouraged to be thorough, yet concise, and include each of the following: 1. Letter of Interest A general statement of why the Firm or team is interested in working with the City on this effort, with a brief narrative outlining your approach to the project and how the proposed project would be conducted. The letter should include certification that the proposal and price will remain in effect for ninety (90) days after the submission deadline. 2. Process of Services to be Provided A narrative description of the services to be provided to the City and the Firm’s approach to carry out the Scope of Services set forth in this RFP. The description of services should include an outline with information as to when the services would be provided and the approximate amount of time that the Firm would spend on these services. A list of other services or additional work hours that may be provided at additional cost may be included. 3. Qualifications and Experience The Firm must be a professional national or regional firm that provides professional and/or consulting services to public institutions and specializes in fleet leasing conversion analysis and/or financial impact analysis. The Firm must have a minimum of five (5) years of experience in related studies and must have successfully completed at least five (5) comparable projects. Please include a listing of current and past clients from the last five (5) years for which similar projects or processes have been completed. Describe the general scope of services provided for each. A company profile, including number of years in business, and a list of all persons who will be directly or indirectly involved in the project should be included. This description and identification of personnel should include the roles of each person and applicable experience in similar studies. 4. Capacity Provide assurance that the Firm is capable of providing the described services to the City of Takoma Park in addition to the other responsibilities or commitments of the Firm. Firms should have adequate staff capacity to handle the demands of the work. 5. Ability to Represent Takoma Park Firms should be able to represent the City of Takoma Park on issues of importance to the City without significant conflicts of interest related to the Firms’ other clients or the employees of the City of Takoma Park. Identify any conflicts of interest, potential conflicts with other clients of the Firm, or relationships with City staff. 6. Independence of Analysis The selected Firm shall be independent and objective in performing the services described in this Scope of Work. The consultant shall conduct the analysis solely in the best interests of the City and shall not advocate for, promote, or recommend any specific fleet leasing vendor, original equipment manufacturer (OEM), or financing entity based on any existing or anticipated business relationship. Miscellaneous: General clarifications and questions related to this RFP may be submitted in writing and emailed to davide@takomaparkmd.gov . Please include “RFP – Fleet Lease Analysis” in the subject line of the email. All questions will be answered via email. Related Documents: RFP: Fleet Leasing Analysis [CMO #2026-01] (PDF)

Attachment Preview

City of Takoma Park, Maryland

Solicitation for Municipal Fleet Lease Analysis

CMO#2026-01

ISSUANCE DATE:

Wednesday, January 7, 2026

SUBMISSION DEADLINE: Monday, February 2, 2026, 11:59 P.M. EST

PURPOSE:

INQUIRIES:

TABLE OF CONTENTS

The City of Takoma Park (“City”) invites qualified firms

(“Firms”) to submit proposals to assist the City Manager’s

Office in analyzing the financial, and operating impact of a

transition to a fleet leasing model from the existing ownership

model.

David Eubanks, Deputy City Manager

City of Takoma Park

7500 Maple Avenue

Takoma Park, Maryland 20912

301-891-7202

davide@takomaparkmd.gov

Statement of Purpose .

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Background and Context .

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Scope of Services

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Submission Requirements.

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Evaluation and Selection Process .

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General Conditions

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Exhibit A: City Form Contract .

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Exhibit B: Fleet Inventory

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Form A: Qualifications and Certifications Statement.

Form B: Non-Involvement in Nuclear Weapons

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Form C: Living Wage Requirements Certification

Form D: MWCOG Rider Clause .

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CITY OF TAKOMA PARK MARYLAND

Municipal Fleet Lease Analysis

STATEMENT OF PURPOSE

The City of Takoma Park is evaluating whether transitioning from a fleet ownership model to a

leased fleet model would improve financial, operational, climate, and service performance

outcomes.

This scope of work solicits independent consulting services to conduct an analysis, develop

recommendations, and support decision-making by City leadership and the City Council.

BACKGROUND AND CONTEXT

General Information

The City of Takoma Park is located in the southern part of Montgomery County, Maryland, and

borders Washington, D.C. The City, which is about 2.4 square miles in size, is primarily

residential in character, and has a population of 17,672. The City’s population is diverse with a

majority of residents being people of color: 32.95% Black or African American, 11.61%

Hispanic or Latinx, 5.29% Asian, 46.33% white, and 3.82% other.

Since 1989, the City has operated under a Council-Manager form of government. The FY24 City

Council Priorities are:

1. Advancing a Community of Belonging

2. Fiscally Sustainable Government;

3. Environmentally Sustainable Community;

4. Engaged, Responsive, Service-Oriented Government;

5. Community Development for an Improved & Equitable Quality of Life.

The City Manager is appointed by and reports to the City Council, and runs the day-to-day

operations of the City. Under the current governance structure, the City Manager appoints and

supervises the City’s department heads.

The City of Takoma Park has a total budget of about $42M and offers a full range of municipal

services. These services are carried out by our approximately 220 full-time, part-time, and

seasonal staff. City departments include: City Manager’s Office, Finance, Information

Technology, Communications, Human Resources, City Clerks’ Office, Police, Public Works,

Recreation, Housing & Community Development, and the Library.

Municipal Fleet

The City manages a multi-department fleet consisting of 76 on-road vehicles. Departments

utilizing fleet vehicles include Public Works, Police, Recreation, and Housing and Community

Development. In addition, the City maintains a pool of administrative vehicles available to

eligible City staff who require a vehicle to conduct City business. Eligibility for use of

administrative vehicles requires completion of required training and possession of a valid

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driver’s license.

Approximately 62% of the City’s fleet consists of Police patrol vehicles, primarily Ford

Interceptor SUVs. The remainder of the fleet is composed of a mix of light- and heavy-duty

pickup trucks, vans, crossover SUVs, sedans, and two shuttle buses. Over half of the fleet is

classified as light-duty vehicles. All vehicles in the current fleet are gasoline-, diesel-, or battery

electric-powered.

A complete inventory of the City’s fleet, including vehicle make and model, mileage, age, and

assigned department, is attached as Exhibit B.

Fleet Management and Operations

The City’s fleet is managed by the Public Works Director and the Vehicle Maintenance Division

within the Department of Public Works. The Vehicle Maintenance Division consists of one

supervisor and two full-time mechanics. Routine maintenance and repairs are performed

internally at regular and scheduled intervals based on vehicle type, usage, and manufacturer

requirements. Certain services—such as recall-related repairs, structural body work resulting

from collisions, and specialized electronic or component repairs—are performed by external

vendors as needed.

The Vehicle Maintenance Division annual operating budget for FY26 is $624,000 including

personnel and operations. Personnel costs total approximately $371,300. Operating costs of

$252,700 include fuel, parts for internal repairs, external labor and parts, tools and software. The

maintenance and fuel costs for Police vehicles are budgeted separately and total $202,000.

Approximately $66,000 is allocated to maintenance with the remaining $136,000 allocated to

fuel.

Fleet Replacement and Equipment Replacement Reserve

Vehicle replacements are funded through the City’s Equipment Replacement Reserve (ERR).

The ERR is a reserve account used to fund the majority of City capital equipment replacements

with a value exceeding $5,000. For each asset included in the inventory, the ERR assumes an

average useful life and calculates an annual contribution required to fund its replacement

according to a predetermined schedule.

Fleet replacement decisions are overseen by the City’s Fleet Review Committee (FRC), which is

chaired by the Public Works Director. On an annual basis, the Public Works Director and

Vehicle Maintenance Supervisor evaluate vehicle condition, usage, and operational need and

recommend vehicles for replacement, addition, or transfer. The FRC reviews and discusses these

recommendations and forwards a final list to the City Manager for approval. Replacement

recommendations are generally based on vehicle classification, average useful life, emissions

standards, resale value, and other factors that may negatively affect a vehicle’s utility, such as

condition, funding availability, or operational need.

Fleet Electrification and Climate Context:

In 2020, the City adopted a Climate Emergency Response Framework reaffirming its commitment

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to achieving net-zero greenhouse gas emissions by 2035 and identifying priority strategies and

policy actions to advance that goal. Since adoption of the framework, the City has continued to

explore cost-conscious approaches to converting its municipal fleet to electric vehicles.

In January 2025, the City commissioned a Fleet Electrification Assessment conducted by ICF

through the Pepco Fleet Assessment Program. The assessment evaluated 69 on-road vehicles in

the City’s fleet to determine electric vehicle feasibility. Of those vehicles, 57 were identified as

having electric vehicle options available, and 23 were determined to be cost-effective candidates

for conversion over a 14-year period (2025–2038).

Conversion of these 23 vehicles is projected to result in a net present value Total Cost of Ownership

savings of $228,819 over a 29-year period, reflecting savings across the full lifespan of the vehicles

evaluated.

The City’s current electric vehicle conversion strategy is to replace conventional internal

combustion vehicles with electric vehicles at the end of their useful life, consistent with City fleet

policy and aligned with the assessment’s recommendations. The City recognizes that the electric

vehicle market is evolving rapidly and anticipates that the number of vehicles suitable for electric

vehicles replacement between 2025 and 2038 is likely to increase over time.

SCOPE OF SERVICES

1. Scope of Work

a. Evaluate the comparative financial, operational, and lifecycle performance

outcomes of transitioning the City’s fleet from a ownership model to one or more

fleet leasing models.

b. Identify and compare available municipal fleet leasing models, including

associated cost structures, contractual terms, risks, and alignment with the City’s

fleet composition and operational needs.

c. Assess the operational impacts of fleet leasing on staffing, maintenance practices,

vehicle downtime, replacement cycles, and overall service delivery.

d. Analyze how a fleet leasing model could affect the City’s electric vehicle transition

strategy, charging infrastructure planning, and progress toward adopted climate

goals.

e. Identify and assess financial, operational, legal, and implementation risks

associated with fleet leasing models and recommend strategies to mitigate those

risks.

f. Develop a structured implementation framework and supporting analysis that

enables City leadership and the City Council to independently determine whether

and how to proceed with a fleet leasing model.

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2. Required Project Tasks

a. Fleet Existing Conditions Analysis: Summarize and document existing fleet

maintenance equipment, conditions and processes using information supplied by

the City to enable a comparative analysis of leasing options with the status quo.

i. Quantify the Fleet: Quantify and summarize the City’s existing fleet using

information provided by City staff, including the number of units, vehicle

types, average age, mileage, condition, and scheduled replacement timing.

ii. Historical Cost Summary: Use information provided by City staff to

summarize historical fleet-related expenditures, including costs associated

with maintenance, repairs, parts, fuel, insurance, ERR contributions, and

capital investments.

iii. Staffing Model Overview: Document the current fleet staffing model,

including the number of positions, roles, responsibilities, skill sets, and

how staffing supports fleet maintenance and operations.

iv. Replacement Practices and Policies: Describe the City’s current vehicle

replacement practices, including applicable policies, replacement criteria,

and replacement schedules.

b. Financial and Lifecycle Cost Model Results: Analyze the long-term impact of

leasing options on the City’s fleet operating and capital cost.

i. Total Cost of Ownership: Provide a Total Cost of Ownership analysis

using a 10- to 15-year pro forma that compares the City’s existing

ownership model to multiple fleet leasing structures, clearly identifying

capital costs, operating costs, lifecycle costs, and budgetary impacts over

time.

ii. Capital Cost Analysis: Identify changes to the City’s annual capital cost

contribution resulting from a lease model and the long-term impact to the

Equipment Replacement Reserve.

c. Market Analysis: Summarize the vehicle leasing market products and vendors.

i. Vendor Landscape: Summarize major fleet leasing vendors operating in

the region, including an overview of their service offerings and their

experience working with municipal clients.

ii. Leasing Model Comparison: Summarize the most common types of fleet

leasing models available to municipalities and evaluate the advantages,

disadvantages, and risks associated with each model as they relate to the

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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