CCR_Bidder_s_Conference_Slides.pdf

DEPARTMENT OF GENERAL SERVICES

Commercial Car Rental Services (CCR) Request for Proposal (RFP) Event ID# 0000036459

BIDDER’S CONFERENCE

August 22, 2025

10:00 AM PACIFIC TIME (PT)

CONFERENCE AGENDA

• Ground Rules

• Purpose and Objective

• Commercial Car Rental (CCR) Services Overview

• RFP Section Highlights

• Key Action Dates

• Questions and Answers

1. Conference is not recorded or transcribed. AI note takers or recorders are not allowed.

2. Microphones are muted, chat is open for questions only.

3. There will be a Question & Answer (Q&A) period at the end of the presentation.

4. Official responses will be posted via a Q&A Set on Cal eProcure.

5. Oral responses will not be binding on the State.

6. This conference is not comprehensive and is only meant to provide a summary of highlights. Proposers are responsible for reading the RFP and all attachments in its entirety.

Ground Rules

1. Understand requirements of the CCR services

2. Explain RFP submittal requirements/point allocations

3. Key Action Dates

4. How to submit questions

5. Where to submit final proposals

Purpose and Objective

Services Overview

Michele Slape Travel Program Manager for the Statewide Travel Program (STP)

Services Overview

Comprehensive national and international commercial car rental services including but not limited to:

• Short-term and long-term national rental rates available to State employees on official business

• National and international rentals booked through the State’s contracted travel agency (currently contracted with CI Azumano) and online booking tool (currently Concur).

• Vehicle types include but not limited to sedans, minivans, large passenger vans, trucks, off-road vehicles, zero emission vehicles, and plug-in hybrid electric vehicles.

Cont.

The billing requirements include but not limited to the following:

• Rental charges direct billed and charged in a lump sum every month in accordance with the state's billing cycle

• Charges through Statewide Travel Program’s (STP) authorized form of payment (currently U.S. Bank ghost cards)

• Individual agency-specific direct bill account numbers

• Direct billing toll charges (express lanes, toll roads, and toll bridges)

Cont.

Additional Contractor responsibilities include but not limited to the following:

• Monthly market fuel rates

• Establish and provide monthly market fuel rates not to exceed the published rates per the U.S. Energy Information Administration

• Each monthly rate shall be calculated by averaging the weekly rates from the previous three (3) months

• Charging/recharging electric vehicles

• Subject to the company’s re-charging rates

• DGS-STP may consider alternate rate structures for electric vehicle charging or fuel cell electric vehicle refueling

• Direct billing is required for electricity and fuel costs

Cont.

Additional Contractor responsibilities include but not limited to the following:

• Dedicated account manager and staff to oversee all contract-related matters

• Training for User Agencies relevant to rental processes and procedures

• Statements and reports for DGS-STP and each individual User Agency

• Minimum 10% revenue share of total base rate charges; percentages exceeding 10% will be eligible for points

Spend Data

RFP Section Highlights

• Department of General Services, Procurement Division PD (DGS-PD) intends to award one (1) Commercial Car Rental procurement contract to the compliant Bidder with the highest score.

• Commercial Car Rental services will be used by state and local governmental agencies (collectively know as User Agencies).

• Contract term is for three (3) years with two (2) additional (1) one-year extension options.

• The Contract “Go Live” date will be February 1, 2026.

Section 1 - Introduction

The DGS Procurement Official is the single point of contact throughout the Procurement process for all inquiries.

Sarah Samaan E-mail: Sarah.Samaan@dgs.ca.gov

Exception: Final bid proposals must be submitted through email to TAU@dgs.ca.gov

– not to the Procurement Official.

Section 1 - Introduction mailto:Sarah.Samaan@dgs.ca.gov mailto:TAU@dgs.ca.gov

• Section 2.2.3. – Questions Regarding the RFP

• All questions will be officially answered in a Q&A set and posted to the Cal eProcure CCR services event.

• Section 2.3.6. - Signature of Proposal

• All Bidders must complete & sign the Agreement Cover Letter and include it with the proposal submittal, in Volume 1.

Section 2 – Rules Governing Competition

Administrative Requirements

• Narrative Response

• Darfur Contracting Act

• California Civil Rights Laws Certification

• California Iran Contracting Act

• Federal Debarment Certification

• Contractor Certification Clauses (CCC)

• California Secretary of State

• GenAI Disclosure Notification (on the Narrative response)

• Insurance Requirements

• Declaration Forms

Section 3 – Proposing Requirements

Technical Requirements

• Exhibit I, Technical Questionnaire

• Attachment A-1 – Participating Locations

• Attachment B-1 – Rate Workbook oVCT-Core Vehicles (including ZEVs and PHEVs) oVCT- Non-Core Vehicles oRevenue Share

Section 3 – Proposing Requirements

Cost- Attachment B-1 Rate Workbook

Section 4 – Cost

VCT – Core Vehicles

VCT – Non-Core Vehicles

Cost – Attachment B-1 Rate Workbook

Section 4 – Cost cont.

Revenue Share

Cost

• Download the Excel document and complete for submittal as

Volume 2

• Complete yellow cells only

• No more than two (2) decimal places

• Do not alter the form

• Must be submitted with proposal

REMINDER

Bidders are required to submit Attachment B-1, Rate Workbook with the proposal. Failure to submit this workbook with the proposal will result in the proposal being considered non-responsive.

Section 4 – Cost

Final Proposals must contain all documents required to be submitted with the Bidder’s Proposal.

• Marked "FINAL Proposal" for “Event 0000036459”

• Proposals shall be submitted in two (2) volumes:

–Volume 1 – Response to Requirements; NO COST

DATA

–Volume 2 – Cost Workbook only – Excel version

• Each Volume shall be submitted as separate documents

• Use most current version of all forms/exhibits (latest addendum)

• Send final proposals to TAU@dgs.ca.gov

Section 5 – Proposal Format

Volume 1: Required with Proposal Response

Section 5 – Proposal Format

Description RFP Section Agreement Cover Letter 2.3.6.2 Exhibit H, Narrative Response 3.1.1 California Civil Rights Laws Certification form 3.1.3 Iran Contracting Act Certification 3.1.4 Bidder Declaration Form (GSPD-05-105) 3.1.16 Attachment A-1, Participating Locations 3.2.6 Exhibit I, Technical Questionnaire 3.2.7 https://www.dgs.ca.gov/-/media/1DCB49CFFD9642C4ADD9FCEDAB5C1D95.ashx http://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf https://www.dgs.ca.gov/-/media/A7EE965578CA4CC1A63087423C7BED0C.ashx https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

Volume 1: Request with Bid Response, required within five (5) working days after notification from the State.

Section 5 – Proposal Format

Description RFP Section Darfur Contracting Act 3.1.2 Federal Debarment Certification 3.1.5 Contractor Certification Clauses (CCC 04/2017) 3.1.7 Payee Data Record (STD 204) 3.1.10 TACPA Request Form (Std. 830) (if applicable) 3.1.14.5 Manufacturer’s Summary Form (DGS PD 525) Goods only (if applicable) 3.1.14.5

Bidder’s Summary Form (DGS PD 526) (if applicable) 3.1.14.5 https://www.dgs.ca.gov/-/media/divisions/pd/acquisitions/solicitation%20document%20attachments/darfur%20contracting%20act.pdf https://www.dgs.ca.gov/-/media/D4C59DC1DD754EB4991091E27D02E395.ashx https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

Volume 2: Required with the Proposal Response

NOTE: It is still the Bidder’s responsibility to read the RFP thoroughly and ensure all requirements are met and submitted in accordance with the Key Action Dates.

The State requests that ONLY the requested documents be submitted.

Section 5 – Proposal Format

Description Section Attachment B-1 Rate Workbook 4.2

Mandatory Scored

• Exhibit I, Technical Questionnaire

• Attachment A-1, Participating Locations

• VCT - Core Vehicles

• Revenue Share

Non-Mandatory Scored

• VCT – Non-Core Vehicles (Number of VCT non-core Vehicles and Percentage Off Standard Daily Rate)

• ZEV and/or PHEV California Fleet Preference

• Preferences – As Applicable

• CA certified Small Business (SB)

• Non-Small Business Subcontractor Preference

• TACPA

Section 6 – Evaluation

Final Proposal Scoring Criteria

Section 6 – Evaluation

Requirement Points Possible

Technical Technical Questionnaire 180 Participating Locations 140 VCT – Non-Core Vehicles 75 ZEV and /or PHEV California Fleet Preference 200

Technical Score Subtotal 595 Cost VCT – Core Vehicles Daily/Weekly/Monthly Rate Workbook 1,000 Percentage Off Standard Daily Rate for non-core VCTs 70 Revenue Share 200

Cost Subtotal: 1,270 Total Points Possible: 1,865

Award

• Award will be made to the responsive and responsible Bidder with the highest total score, including all applicable preference points.

Section 6 – Evaluation

Contains a list of the Exhibits/Attachments for the RFP and awarded contract.

Section 7 – Exhibits and Attachments

Dates are subject to change upon notice.

Key Action Dates

# Event/Action Action Date

1. RFP Release 08/18/25

2.

Bidders Conference Click here to join the Microsoft Teams Meeting Call in: 916-245-8850 Phone conference ID: 223646337#

08/22/25 at

10:00 AM

PT

3. Last day to submit final questions 08/29/25

4. Submission of Final Proposals Due 09/19/25 by 5:00 PM

5. Cost Public Opening TBD

6. Notice of Intent to Award TBD

7. Contract Award TBD

8. "Go Live” Date 02/01/26 https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzI3OWI2ZGMtODgzZS00NGVlLTgwMWMtNTEwMjIwYTMxMDBl%40thread.v2/0?context=%7b%22Tid%22%3a%22ea45f7b1-07d7-49a8-b8f5-37136ec9382d%22%2c%22Oid%22%3a%2296d79191-4802-4c1b-b038-dd3aabd40e55%22%7d

Questions & Answers

Closing Remarks

1. Read the RFP and all attachments

2. If you have questions, email the Procurement Official at Sarah.Samaan@dgs.ca.gov by August 29, 2025

3. Do not wait until the last day! Proposals must be received by Friday, September 19, 2025, by 5 PM PT

Closing Remarks mailto:Sarah.Samaan@dgs.ca.gov

THANK YOU

FOR

ATTENDING!