State of Missouri Rental Services Contract

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 FY’05 Standard Mileage Reimbursement Rate Miles Reimbursed $.345 FY’06 $.375 FY’07 $.415 FY’08 $.455 (projected) 43.7 M 37.8 M SAM II Expenditures $15 M $14.2 M $15.7 M* (projected) $16.8 M* (projected) Source: SAM II Financial Datawarehouse State Employee Reimbursement Only *projected based on FY‟06 miles reimbursed Number of Business Miles Miles Driven by Fiscal Year Travel Option State Vehicles FY 04 149,439,637 FY 05 149,627,062 FY 06 151,025,722 Rental Vehicles Mileage Reimbursement TOTAL 435,454 40,885,347 190,760,438 1,042,712 43,698,576 194,368,350 1,536,185 37,798,195 190,359,650 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 – billed at new rate  New Contract Features Simplified Pricing  Cargo van now on contract  Broader Definition of Instate Rental  New „Monday Morning‟ Program for Jefferson City branch location  New „Month-or-More‟ Program  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 – New!  In State Daily Pricing Vehicle Type Old Rate New Rate Compact/Economy Mid Size Sedan Full Size Sedan Minivan (7 pass) Cargo Van Truck $30.40 $34.46 $38.52 $53.29 Not on contract $47.71 $30.50 $34.50 $38.50 $53.50 $47.50 $47.50 Out of State Daily Pricing Vehicle Type Old Rate New Rate Compact/Economy Mid Size Sedan Full Size Sedan Minivan (7 pass) Cargo Van Truck $34.00 $40.04 $48.67 $57.86 Not in contract $62.42 $38.00 $42.00 $47.00 $57.00 $62.00 $62.00 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 – up 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 – Friday: 7:30 – 6:00 PM  Saturday: 8:30 – 12:30 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 – 2 hours  All Other Locations – 1 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 – 11 ($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 – Central 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 “Ghost” 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 “Ghost” customer numbers Insurance Collision Damage –State 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 – “Operator” 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  “Authorized passenger(s)” means state employees or other individuals involved in the conduct of state business.  See SP-4 for guidance on appropriate use