State of California Commercial Car Rental Contract
Following is the State of California Commercial Car Rental Contract, which cites specific information on employee identification and payment and insurance requirement information. See the following Department of General Services website for more details:
General Information:
Rental Agreement
The Department of General Services (DGS) competitively bids the commercial car rental contract resulting in a contract with a primary car rental vendor and a secondary car rental vendor. The primary car rental vendor is Enterprise Rent A Car for all government travel. In the event that the primary vendor is unable to provide service the secondary vendor must be used. Vanguard Car Rental USA is the secondary vendor. Vanguard Car Rental USA is the parent company of Alamo and National Car Rental. Departments are required to ensure that the secondary vendor is only used when the primary vendor cannot provide service.
Rates include unlimited mileage provided the car is returned to the renting location or other drop point authorized by the company at the time of pickup. Rates offered must also include all charges and airport access fees and State, City and County or local surcharges that apply to the rental car industry as a whole. Sales tax and refueling charges are not included in the rate.
Rates quoted will not be subject to blackout dates and do not require a minimum rental period. If the Company provides a vehicle not included in the contract or authorizes a different rate, the terms and conditions of this agreement will apply. The rental agency may periodically increase and decrease rates below this maximum.
The new rental car contracts require vendors to provide counter bypass. Information Counter bypass allows government employees traveling on official State business to proceed directly to the rental vehicle. Enterprise Rent A Car provides a State of California employee sign with a CalGov Express Lane at each location. Vanguard Car Rental USA provides an on-line application where government employees enroll in the National Emerald Club or Alamo Quick Silver prior to travel. The websites can be accessed at the DGS Travelers Guide website.
The two contracted commercial rental car companies, the base rates, and the maximum rates for compact vehicles are listed below. The maximum rate incorporates the rental rate of the vehicle, insurance, and additional fees such as airport access fees, location fees, vehicle license fees, facility fees and State, City and County local surcharges. All fees must be paid with the exception of frequent flyer fees. These rates, fees and surcharges must not exceed the maximum rate allowable. Sales tax and refueling charges are not included in the rate. Please note that the rates listed below are applicable nationwide excluding New York City. There will be no one-way drop charge fees in the State of California when travel reservations have been made indicating point of pick up and point of return. Reservations for a one-way drop must indicate location points.
The current rate shall be quoted to the state traveler at the time of reservation.
Base and Maximum Cap Rate can be found on the DGS Car Rental website
The recognized forms of payment are the American Express Government Card and the Car Rental Business Travel Account (CRBTA). Directions for State departments and universities to establish a CRBTA can be found on the www.ofa.dgs.ca.gov/ website. Cash, personal checks, and personal credit cards are not authorized forms of payment for the State of California commercial car rental rates. State travelers should consult their department policy when scheduling travel with their travel agency or Southwest Airlines SWABIZ (www.swabiz.com) for airline reservations.
Commercial Car Rental Company Representatives:
ENTERPRISE RENT A CAR
Corporate ID - DBCALIF
Lisa Holmes
199 North Sunrise Ave.
Roseville, CA 95661
(916) 787-4733
VANGUARD CAR RENTAL USA
Alamo Corporate ID - 191269
National Corporate ID - 5400321
Rob Frey
778 Burlway Road
Burlingame, CA 94010
(800) 608-7514 x 160
Note: Vanguard Car Rental USA is the parent company for Alamo and National car rental.
Participating Locations:
The rental agency will identify all participating locations and list these locations with hours of operation in the Computer Reservation System (CRS).
- On Terminal Locations - On-Terminal locations are locations where both the rental counter(s)/office(s) and vehicles are located on airport property and another rental office and vehicle are away from airport property. The rental agency must have timely and clearly marked shuttle bus service or other such service from clearly defined locations in the airport to transport travelers to offices away from the airport terminal. Transportation time to the rental office will not exceed 15 minutes from the time the traveler's call is placed or the time of pick-up.
- Off Terminal Locations - Off-Terminal locations are locations where both the rental office and vehicles are located off the airport property but the following criteria are met. Off-Terminal locations must be accessible by timely and clearly marked shuttle bus service or other such service from clearly defined locations in the airport. Rental offices entered in CRS's as "Off-Terminal" must be in the close vicinity of the airport; transportation time to the rental office will not exceed 20 minutes from the time the traveler's call is placed or the time of the pick up.
- City and Suburban Locations - Any location that does not meet the definition of ON-Terminal or Off-Terminal shall be referred to as a City or Suburban location. These locations participating in the State of California program will comply with the provisions of this Agreement with the exception of providing pick up and delivery service to from airports.
Rental Offices:
The rental offices and/or in-terminal counters will be in a permanent structure, well lighted, clean, properly maintained and clearly defined as the rental company with whom the reservation was made, as specified by the airport locations.
Hours of Operation
The minimum hours of operation within the scope of this contract shall be consistent with airport hours at those locations and consistent with business hours at all other locations.
Rental Vehicle and Agreement Procedures:
The vehicle to be rented will be ready for dispatch when the renter arrives at the rental location. The renter will be furnished a copy of the rental agency rental agreement and will not be bound by any stipulation therein, which is inconsistent with this agreement.
Vehicles:
Rental vehicles will be properly licensed, clean and maintained in a safe operating condition, be no more than two years old and have no more than 40,000 miles on the odometer. Vehicles should have 4-doors (unless otherwise specified; i.e., reasonable accommodation in compliance with the ADA), accommodate four passengers and baggage comfortably, be equipped with an automatic transmission, air conditioning, power steering, power brakes, trunk and all safety equipment required by law. Vehicles will contain a full tank of gas at the time of pick up.
Employer Identification and Payment:
The State of California American Express State Government Card and the State of California Department of General Services Charge Card will be evidence of a State employee's official travel status. The State of California American Express State Government Card and the State of California Department of General Services Charge Card must be used to make payment. Acceptance of these two cards is mandatory. Pre-charging the credit cards with the estimated amount of the rental and/or making changes to the method of payment (i.e., changing from the Department of General Services Charge Card to another form of payment) when the car is returned is prohibited. Cash, personal checks and personal credit cards are not authorized forms of payment for the State of California contract commercial car rental rates.
Authorization for Optional Users:
The methods of payment for authorization of State employees shall apply to optional users as set forth in the contract. It is permissible for the contractor to work out other methods of authorization for optional users, providing it ensure that only authorized persons traveling on official State business use the contracted rates and payment is by a State agency and not by a private party.
Please note that a rental vehicle used on State business MAY NOT be driven for personal use at the conclusion of the State business. The State contract does not cover for any liabilities scheduled beyond official State business. If the rental vehicle is needed beyond official State business; the employee must return the rental vehicle and obtain a new rental contract for personal use.
Contact the State of California Statewide Travel Management Coordinator in the Office of Fleet Administration (OFA) Department General Services for further information about the State of California Commercial Car Rental Contract.
Statewide Travel Management Coordinator
DGS Office of Fleet Administration
(916) 327-2068
Rental Vehicles (for out-of-state use):
State Motor Vehicle Liability Self-Insurance (VELSIP) vehicle liability coverage is valid anywhere in the world where it is not prohibited by law. For example, in Mexico their law requires only Mexican auto insurance.
Only the following State contracted rental car agencies provide vehicle liability coverage for use outside of the State of California are: Alamo, Avis, Budget, Dollar and National.
Physical Damage:
Commonly referred to as collision and comprehensive coverage, physical damage coverage is not provided by the SMVIA for State vehicles, privately owned vehicles, or rental cars used on state business. However, the employing State agency or department may reimburse damage for losses to privately owned vehicles.
Authorized Payment:
State contracted auto liability coverage applies only when the employee uses the American Express State Government Card for rental car payment. Cash, personal checks and personal credit cards are prohibited forms of payment for state contracted commercial car rentals.
The designated State Commercial Car Rental vendor for in-state travel is Enterprise.
To obtain the State of California contracted rental car rate and the vehicle liability coverage, CSUN employees must provide the American Express State Government Card at the time of rental as evidence of a State employee's travel status. State employees should decline any separate vehicle liability insurance purchase because of the coverage already provided through the State of California Commercial Car Rental Contract. Optional vehicle insurance purchase is not a reimbursable State travel expense.
Rental Vehicle Liability Coverage:
The State of California contracted car rental agency will maintain in force, liability insurance coverage to protect and defend the State of California and its State employees against liability for personal injury, death and property damage arising from the use of the vehicle up to $500,000 per occurrence for combined bodily injury and property damage. Loss or damage coverage to a rental vehicle is NOT provided when the State driver contributes to an accident while operating the vehicle under the influence of alcohol or any illegal non-prescription drug and/or was operating the vehicle for any intentionally illegal purposes.
Rental Vehicle Claim Reporting:
If you are involved in an accident while operating a rental vehicle on State business, regardless of liability, you must immediately report the accident to the rental provider.
Once this report has been established, follow the instructions of the rental provider relative to the disposition of the damaged vehicle. It may be necessary to immediately turn in the damaged vehicle and obtain a replacement vehicle. Under no circumstances should you operate a rental vehicle that is not safe. If you feel that the vehicle is not safe to operate, arrange to have the rental agency provide a replacement vehicle immediately.
CSUN drivers must report all motor vehicle accidents involving University vehicles as well as personal or rental vehicles operating on official CSUN business by following the procedure outlined below:
- Determine whether immediate medical attention is needed for anyone involved in the accident. Obtain necessary medical assistance.
- Do not admit any fault or make promises.
- If any police authority or California Highway Patrol (CHP) is present, obtain a police report number if one is to be completed.
- Record all pertinent information on the Accident Identification Card, STD Form 269, before leaving the scene of the accident. If another vehicle is involved, detach the appropriate potion of the form and give it to the driver of the other vehicle.
- Report any accident to the State Office of Risk and Insurance Management (ORIM) that involves any State-owned vehicle or any vehicle used for state business within 48 hours. Complete and submit the form STD 270 (Vehicle Accident Report) to your supervisor and the campus Risk Management Office at Mail Drop 8284 or fax at 818-677-5853. If a police report was completed, provide the report number with the STD 270. Your supervisor must complete and submit form STD 274 (State Driver Accident Review).
- Immediately report any bodily injury or significant property damage to the State Office of Risk and Insurance Management (ORIM) by telephone at (916) 376-5302 or by FAX (916) 376-5277. Weekend voicemail messages may be left at their toll free phone number (800) 900-3634. Be sure to leave your telephone number since all calls will be returned next business day.
- Make no comment or statement regarding the accident to anyone except the investigating police authority, your supervisor, CSUN Risk Management or an identified representative of the State's insurance adjuster.
- Immediately telephone (818) 677-2079 and give a verbal report of the accident. If there is no answer, leave a message giving your name, department, telephone number where you can be reached and a brief description of the accident.
All drivers involved in an accident while driving on official CSUN business must complete the Report of Vehicle Accident, STD. Form 270, and submit it to both the State Office of Risk and Insurance Management, and, the CSUN Risk Management Office within 48 hours. (Mail code 8284; fax number: (818) 677-5853)
Reference:
Information regarding the "Use of University and Private Vehicles Policy Guidelines" is available at the California State University, Northridge Risk Management office or from the California State University website.