374_State+Contract+Summary.docx

ND STATE CONTRACT INFORMATION

CONTRACT INTRODUCTION

This contract is for out-of-state vehicle rentals by state employees traveling on official state business.

CONTRACTOR INFORMATION

Check the State contract website for the contractor and contract administrator information.

MANDATORY

This is a mandatory state contract. OMB Policy 518 – Car Rental indicates that agencies must use the cooperative state contracts. For more information regarding vehicle use and coverage, see the State Fleet Services Policy Manual and Risk Management’s Vehicle Coverage FAQs.

If a vehicle is not available through a state contract, agencies must purchase the additional insurance and damage waiver protection.

COOPERATIVE PURCHASING

This Participating Addendum is a cooperative purchasing contract established pursuant to N.D.C.C. § 54-44.4-13. This Participating Addendum is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C ch. 39-04.2, and the International Peace Garden. Participation in this open-ended Participating Addendum is not mandated; therefore, the estimated volume of this Participating Addendum is not known.

CONTRACT USE

The State, through the OMB Procurement Office, is participating in the Nationwide Vehicle Rental agreement established by the State of Oregon and National Association of State Procurement Officials (NASPO), which makes available a cooperative contract for out-of-state vehicle rentals by state employees traveling on official state business.

State agencies must use State Fleet vehicles for travel within state or originating within state. Agencies must obtain expressed permission from the State Fleet Director to use rental vehicles for in-state travel (reference N.D.C.C. § 24-02-03.3). The vehicle rental companies are to be used if:

1. Approval for in-state vehicle rental is granted by the State Fleet Director

1. Travel out-of-state commercially requires a vehicle rental at that destination

The rental contracts were awarded to two national vehicle rental providers: 1) Enterprise Rent-A-Car & National Car Rental and 2) Hertz Corporation. Vehicles rented through these contacts have discounted rental rates, as well as full coverage damage waiver with $0 deductible and liability coverage up to $1 million without additional fees or paperwork.

· These coverage terms are not valid for rentals outside of the United States and agencies should purchase the additional equivalent coverage from the rental company.

· Pre-payment is not allowed under these contracts. If your rental reservations includes pre-payment, it is not under the State Contract. Start a reservation and/or contract the rental company for assistance.

Quick Reference For Rental Reservations

ENTERPRISE and NATIONAL

Use a State account number when making reservations (valid at Enterprise & National):

Account Numbers

XZ63OND: One-way rentals with National Car Rental only

If your agency needs a unique account number or is not paying by purchasing card and requires direct billing, contact the Regional Acct Rep to create an account. Allow 10 days for account setup.

Marcus Kruger, Marcus.Q.Kruger@ehi.com

· 701-318-4988 (direct)

Reservation Number:

1-800 Rent A Car; 1-800-736-8222 (must have established account number)

Websites:

https://legacy.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=STATEND (valid at both): Enterprise Emerald Club www.enterprise.com; www.nationalcar.com

See NOTE* below for additional information

HERTZ

Individual Enrollment:

· To enroll in the Gold Membership using a specific credit card, go to: http://link.hertz.com/link.html?id=5056573&LinkType=CBLK

· Hertz Gold Membership is included at no charge as part of the WSCA contract. The CDP # is embedded in the online application; do not enter the number in the application.

· Upon first use of a Gold Membership rental, be prepared to present credit card & ID at the Hertz rental kiosk.

Agency Enrollment in the Hertz Agency Applicant Program allows users within an agency to rent vehicles and it creates an agency specific billing account number. If you want to set up an account or have questions, contact:

Nadika Perera, Nadika.Perera@hertz.com

· 239-301-7635 Direct

Reservations: 1-800-654-3131

· Use State of North Dakota Corporate Discount Account 1892010 to make reservations.

Emergency Road Service: 1-800-654-5060

Website: www.hertz.com

*NOTE: Agencies that have established accounts with Enterprise authorizing direct billing will see the following when finalizing online reservations: “Billing – I am authorized for billing privileges and am choosing to bill ST OF NORTH DAKOTA – NASPO for the rental.” Select “YES” and you will be required to enter the appropriate billing information. If “NO” is selected, Enterprise holds the reservation with the agency’s intent to pay with either a P-card or personal credit card at the time of pickup.

If there is any type of damage done to a State Fleet, leased, or rental vehicle then you MUST submit a motor vehicle case report to the Risk Management Division. Report all incidents through Risk Management’s online Incident Reporting System.

OMB Policy 518 – Car Rental indicates that agencies must use the cooperative state contracts. For more information regarding vehicle use and coverage, see the State Fleet Services Policy Manual and Risk Management’s Vehicle Coverage FAQs.

To view the contract and other terms and conditions that may apply to the rental, use this link List Contracts at the State Procurement’s website. Scroll down to Term Contract #374 – Vehicle Rental – Nationwide and click on View.

For additional information regarding this contract, please contact the listed Contract Administrator or the State Procurement Office at 701-328-2740 or infospo@nd.gov.

If a vehicle is not available through a state contract, agencies must purchase the additional insurance and damage waiver protection.

1600 East Century Ave., Suite 4 • Bismarck ND 58503-6049

701.328.7584 • rminfo@nd.gov • nd.gov/omb image1.png image2.png