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State
of Missouri
Rental Services Contract
Presentations
by:
Cindy Dixon,
OA/State Fleet Management
Matt Gandy,
Enterprise
Teddie Velleri,
OA/Accounting
Carla Ahrens.
OA/Risk Management
Basic
Contract Information
Contract
Effective Date
Contract
#: C107001001
Effective:
November 11, 2006
3
optional one-year renewal periods
Preferred
Use Contract
Exceptions:
Vehicle
type is unavailable
Can
find lower pricing for same rental on contract
Why
Consider Rental Vehicles?
Almost
always more cost effective than mileage reimbursement
Consideration
of rental vehicles is required in SP-12, State Vehicular Travel Policy
Use
the Trip Optimizer!
Mileage
Reimbursement Data
Source: SAM
II Financial Datawarehouse
State Employee
Reimbursement Only
*projected
based on FY006 miles reimbursed
$15.7
M*
(projected)
$.415
FY007
$16.8
M*
(projected)
$14.2
M
$15
M
SAM
II Expenditures
37.8
M
43.7
M
Miles
Reimbursed
$.455
(projected)
$.375
$.345
Standard
Mileage Reimbursement Rate
FY008
FY006
FY005
Number
of Business Miles
190,359,650
194,368,350
190,760,438
TOTAL
37,798,195
43,698,576
40,885,347
Mileage
Reimbursement
1,536,185
1,042,712
435,454
Rental Vehicles
151,025,722
149,627,062
149,439,637
State Vehicles
FY
06
FY
05
FY
04
Travel
Option
Miles Driven by Fiscal Year
New Contact
Person for Enterprise
Matt Gandy
Matt.r.gandy@erac.com
573-634-7054
(office)
573-645-1225
(cell)
Transition
Issues
Reservations
made up through 11/10/06 billed at the old rate (regardless of the actual
travel date).
Reservations
made on or after 11/11/06 00billed at new rate
New
Contract Features
Simplified
Pricing
Cargo
van now on contract
Broader
Definition of Instate Rental
New
00onday Morning00Program for Jefferson City branch location
New
00onth-or-More00Program
Pricing
Simplified
Pricing
Reduced
customer numbers from 7 to 2
Instate
(4MOSTIN)
Out
of state (4MOSTAL)
Same
rate for out of state branch locations and out of state airport locations
Liability
included in all out of state rates
Vehicle
Types
Sedans
Compact/Economy
Mid
Size
Full
Size
Truck
Minivan
(7 passenger)
Cargo
Van 00New!
In
State Daily Pricing
$47.50
$47.71
Truck
$47.50
Not
on contract
Cargo
Van
$53.50
$53.29
Minivan
(7 pass)
$38.50
$38.52
Full
Size Sedan
$34.50
$34.46
Mid
Size Sedan
$30.50
$30.40
Compact/Economy
New
Rate
Old
Rate
Vehicle
Type
Out
of State Daily Pricing
$62.00
$62.42
Truck
$62.00
Not
in contract
Cargo
Van
Minivan
(7 pass)
Full
Size Sedan
Mid
Size Sedan
Compact/Economy
Vehicle
Type
$57.00
$57.86
$47.00
$48.67
$42.00
$40.04
$38.00
$34.00
New
Rate
Old
Rate
New
Definition of In-State Rentals
Rental
must ORIGINATE within the boundaries of the State of Missouri,
AND;
Travel
may occur within the boundaries of:
Missouri
Kansas
Illinois
Miles
In
State
Unlimited
Miles for Daily & Weekly rentals
Monthly
00up to 3,000 miles free, $.20 cents per mile thereafter
Out
of State
200
miles/day included in rental rate, $.20 cents per mile thereafter
Fueling
Rental Vehicles
Match
Policy
Return
vehicle with same amount of fuel at beginning of rental
Consider
use of Voyager card
Check
out cards to employees
Establish
controls
State
gets Federal Excise Tax Exemption of 18.3 cents per gallon
Locations
115
in Missouri
38
out of 115 locations have a drop box which allows for after hours drop
off
List
of locations with drop boxes on State Fleet Website
Over
6,000 Nationwide
Business
Hours
Mon
00Friday: 7:30 006:00 PM
Saturday:
8:30 0012:30 PM
Airport
Locations: Hours vary by location
Reservations
Online
reservations recommended
http://www.oa.mo.gov/gs/fm/onlinereservations.htm
Call
toll free
-
1-800-RENT-A-CAR (1-800-736-8222).
Grace
Periods
Jefferson
City 002 hours
All
Other Locations 001 hour
Rental
Day = 24 hours from checkout
JC
Monday Morning Hours
Jefferson
City Enterprise Location (1419 Missouri Boulevard) open at 6:30 am effective
11/20/2006
Reservations
should be made in 24 hours in advance
Pilot
Program for 3 months
Month-Or-More
Program
Discount
for multi-month rentals
First
month rental (at contract rate)
Month
2 ($25 discount*)
Month
3 ($50 discount*)
Months
4 0011 ($75 discount*)
*off
monthly rental rate
Complete
Month or More form at beginning of rental
Agency
must report miles monthly to Enterprise
Payment
Options
Two
Payment Options
Direct
Billing
Procurement
Card 00Central Travel Desk (preferred)
Direct
Billing
Direct
Billing
Still
valid payment option under contract
Set
up direct bill account with Enterprise (form available in Notice of
Award document)
Provide
SAM II Agency/Org number at time of reservation
Procurement
Card
Preferred
method of payment
Cardless
payment option
Easy
to set up
Control
rentals through travel desk coordinator
Instructions
at http://www.oa.mo.gov/gs/fm/procurementcardprocedures.pdf
Complete
Pcard form, Send to Enterprise
00host00
customer numbers assigned for each card
Collision
Damage Coverage (CDW) provided by UMB/Visa Card https://web.umb.com/mo/index.html
Use www.enterprise.com to make reservations
with 00host00customer numbers
Insurance
Collision
Damage 00tate Legal Expense Fund
Liability
included in all Out of State Rental Rates
In
Case of Accident
Report
all accidents in rental vehicles to OA/Risk Management
Complete
Automobile Loss Notice Form
OA/Risk
Management will work with Enterprise to resolve the claim
Appropriate
Use of Rental Vehicles
Rental
Vehicle - according to State Vehicle Policy (SP-4) is a state vehicle
Personal
use is prohibited
Operators
must be state employees
00perator00
means any authorized state employee, individual as provided by law,
who is in control of drivers license for the type of vehicle operated.
Passengers
must be conducting state business
00uthorized
passenger(s)00means state employees or other individuals involved
in the conduct of state business.
See
SP-4 for guidance on appropriate use
download Rental Services Contract
