GSA’s Short-Term Vehicle Rental Programs
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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

Dan ReichmannSTR Program ManagerGSA Fleet


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Agenda

  • Background

    • Rental Supplemental Vehicle Program

    • GSA Fleet

  • Short Term Rental Program

    • Existing process

    • Upcoming enhancements

  • Legislative Considerations

  • Questions


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Rental Supplemental Vehicle Program

  • Program to supplement federal fleet requirements

  • Official business vehicular needs only

  • Rental vehicles for other than TDY needs


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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


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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


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  • 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


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  • 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


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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


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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


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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


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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


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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


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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


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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


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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


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Billing

  • GSA Fleet Monthly Bill

    • No tag (unless replacement)

    • Line item description

  • Invoice package

    • Can provide charges by Rental Agreement number

  • Fuel charges


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What you need to know

  • STR Program Office

  • 1-866-886-1232

  • [email protected]

  • Most requests quoted within 48 hours

  • 7:00 AM – 5:00 PM CST M-F

  • After-hours emergency response


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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)


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Best Value Selection

  • Must provide criteria

    • Location

    • Past Performance

    • Service Hours

    • Specific vehicle or service requirement(s)

  • If not, must take low-bid


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Summary of Rental Activity (ITD)

  • Average size of rental – 4 vehicles

  • Average length of rental – 32 days

  • Average cost per day – $38.60


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Future Enhancement

  • Web-based Application

  • Target date is Fall, 2010


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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


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Dan Reichmann

STR Program Manager

703-605-2950

[email protected]

Thank you!


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