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GSA’s Short-Term Vehicle Rental Programs

GSA’s Short-Term Vehicle Rental Programs. Dan Reichmann STR Program Manager GSA Fleet. Agenda. Background Rental Supplemental Vehicle Program GSA Fleet Short Term Rental Program Existing process Upcoming enhancements Legislative Considerations Questions.

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GSA’s Short-Term Vehicle Rental Programs

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  1. GSA’s Short-Term Vehicle Rental Programs Dan ReichmannSTR Program ManagerGSA Fleet

  2. Agenda • Background • Rental Supplemental Vehicle Program • GSA Fleet • Short Term Rental Program • Existing process • Upcoming enhancements • Legislative Considerations • Questions

  3. Rental Supplemental Vehicle Program • Program to supplement federal fleet requirements • Official business vehicular needs only • Rental vehicles for other than TDY needs

  4. Rental Guidelines • Fleet replacement due to maintenance/accident • Special events • Transportation Support for National / Natural disasters • Emergencies and continuity of operational needs • Deployment of Incident Management Teams

  5. Services Include • Reservation Services • On-line Booking tools • Volume Discounts • Centrally Billed Accounts • SmartPay® Cards Account Reconciliation Tools • Reporting and Internet Tools • Off Airport Locations • No additional driver fees

  6. Pricing • Daily, weekly, and monthly • Insurance • Government is self insured • No insurance required to purchase • Billing • No Pre-Billing Allowed • Can bill contract in 30 day increments

  7. Reporting – Quarterly – Electronic • Government-wide • Agency Wrap Up • Ordering Agency reports • Name • Locations - Rental City and State • Size and Number of Vehicles • Average Miles Per Day • Total Dollar Volume

  8. Other Schedule 48 Items • Disaster Recovery • Available for emergency procurements • Enabled for State and Local purchasing • Ground Transportation Services • Buildings, Driver Services, Airport transport, and VIP transport within or between cities. • Shuttle Transportation between housing locations and medical facilities or grocers. • Transportation for COOP and Emergency Evacuation needs

  9. GSA Fleet's Short Term Rental (STR) Program • Established Feb. 2007 • Issued own solicitations and BPAs with same provisions as RSVP • STR Program office in Chicago

  10. STR Program Basics • Currently available to GSA Fleet customers • NOT for TDY travel – only mission related activities • Surge/special event requirements • Accident/maintenance replacements • 60 Day Limit • Pass-through billing onto monthly GSA Fleet customer bill

  11. Box/Stake Trucks, Medium & Heavy Trucks and Trailers Enterprise Rent a Truck Budget Truck Penske Truck Rental Ryder Truck Rental Current Vendors • Sedans, Light Trucks, Minivans & Passenger Vans • Enterprise Rent a Car • Dollar/Thrifty Rent a Car • Ace Rent a Car • Avis Rent a Car

  12. STR Program Selling Points • GSA Fleet will handle entire rental procurement process • All requests competed among available vendors • STR rentals are generally tax exempt and GARS does not apply • Use of off-airport locations provides additional costs savings

  13. Other Items • Fuel Cards • Available upon request • Delivery within 48 hours • Modifications • Can only be made by STR Program Office • Should be cleared by customer POC

  14. Damage • Accidents/Violations • GSA Fleet is NOT involved in resolution of fault/liability • Customer responsible for any subsequent charges • Insurance • Government is self-insured • Canada/Mexico

  15. How It Works • Customer contacts Short Term Rental program office (STR) • STR obtains price quotes from vendors • Customer accepts quote • STR places rental order with vendor • Rental car company contacts driver to arrange vehicle transfer

  16. Billing • GSA Fleet Monthly Bill • No tag (unless replacement) • Line item description • Invoice package • Can provide charges by Rental Agreement number • Fuel charges

  17. What you need to know • STR Program Office • 1-866-886-1232 • gsa_rental@gsa.gov • Most requests quoted within 48 hours • 7:00 AM – 5:00 PM CST M-F • After-hours emergency response

  18. What to Provide • POC Name and Contact Info • GSA Fleet Customer Number • Reg – FMC – 00 – BOAC – Serial (e.g. 03-11-00-213XXX-001) • Type(s), and quantity(s), of vehicle being requested • Date and time of vehicle need (60 day maximum) • Location (address) of vehicle need • Do you require delivery of the vehicle or will you pick-up • Best value criteria (if desire other than low bid)

  19. Best Value Selection • Must provide criteria • Location • Past Performance • Service Hours • Specific vehicle or service requirement(s) • If not, must take low-bid

  20. Summary of Rental Activity (ITD) • Average size of rental – 4 vehicles • Average length of rental – 32 days • Average cost per day – $38.60

  21. Future Enhancement • Web-based Application • Target date is Fall, 2010

  22. Legislative Considerations • 60 Day Limitation • 41 CFR 102-34.35 • Conspicuous Identification • 41 C.F.R. 102-34.85 • 41 C.F.R. 102-34.110 • 41 C.F.R. 102-34.115

  23. Dan Reichmann STR Program Manager 703-605-2950 daniel.reichmann@gsa.gov Thank you!

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