Question___Answer_Set_1.docx

09/10/2025

Question and Answer (Q&A) Set # 1

bid on this Event?

Q2: Can the State send out any additional information that was missed at the Bidder’s Conference?

A1: Yes. The Bidder’s conference was not mandatory to attend in order to submit a proposal for this procurement.

A2: The Bidder's Conference slide deck has been posted to Cal eProcure.

well?

Q2: If so, can that spend be broken out along with leisure if applicable?

A1: Yes. The spend data includes any trucks rented through this contract.

A2: The contract is for business rentals only. Leisure data is not tracked or provided. Refer to Question and Answer Set - Attachment 1 for detailed spend data.

Specifically:

-12 Passenger Van -15 Passenger Van -Standard Cargo Van -½ Ton Pick-Up Truck (4WD) -¾ Ton Pick-Up Truck w/Tow -1 Ton Pick-Up Truck -16' Box Truck -26' Box Truck A: Please refer to Question & Answer Set - Attachment 1

State of California vs all other locations?

A: Please refer to Question & Answer Set - Attachment 1

the number of drop charges, as well as instances where vehicles are rented at one location and returned to another for 2024 and YTD 2025?

A: The current Commercial Car Rental contract does not permit one-way drop charges. As a result, the State does not have data available on drop charge usage.

year 2024?

A: Please refer to Question & Answer Set - Attachment 1

A: The State does not have data available on the damage and liability loss ratio as a percentage of spend for calendar year 2024 and YTD 2025.

Q2: Can the State provide an amount by the Top 10 countries?

A1 & A2: Please refer to Question & Answer Set - Attachment 1

A: Please refer to Question & Answer Set - Attachment 1

A: Please refer to Question & Answer Set - Attachment 1

A: No. See response to question 1-2.

Q2: Can you please provide how you foresee the Company would have access to determine if a person is a recipient of aid under Welfare and Institutions Code Section 11200?

A1 & A2: The Priority Hiring Considerations clause is included in the state’s terms in accordance with Public Contract Code section 10353. If bidders have questions regarding that statute—they should contact their own legal counsel.

Q2: Is a brick-and-mortar location manned by personnel daily a requirement?

Q3: Our company assumes the expectation of the State is that these are actual brick-and-mortar locations, which are staffed, with regular hours of operation?

Q4: Do these locations have to be open and operating at the time of submission of the RFP to meet the required criteria?

Q5: If we have multiple brands at the same physical address non airport location, are those counted as one location?

A1: A verified “location" for a rental car branch refers to the rental company's physical address, as listed on their official website or through their reservation system, which serves as a legitimate point for their business operations and rental transactions. A location could be an airport location and/or home city location. Either location type must allow User Agency employees to rent/pick up a vehicle.

A2: Yes. Participating Locations must be a physical branch where the company serves customers and is manned by personnel daily.

A3: Yes. Participating Locations must be staffed by personnel daily, with regular business hours of operation as identified in Attachment A-1, Participating Locations.

A4: Yes. Participating Locations must be open and operating at the time of submission of the RFP to meet the required criteria.

A5: One company with multiple brands operating at the same airport location and/or non-airport address would be counted as one location.

Q2: Does that mean in the domestic US or within California?

A1: One-way domestic rentals are defined as a vehicle being picked up at one location and returned to another location within the United States.

A2: Domestic means the one-way rental occurs within the United States.

Q1: Can clarification be provided on how the CPI is calculated and how we can request a rate increase?

Q2: Does it need to be 5% over the CPI 12 months ago?

Q3: Will there be any consideration for rate increases due to accumulative annual CPI increases which are impactful to the Contractor but below the stated annual 5% threshold? (for example, 2025: 4.9%, 2026: 4.9%, 2027: 4.9%, etc.)

Q4: The RFP states the State will be using the ‘U.S. Bureau of Labor Statistics Consumer Price Index’ for ‘Car & Truck Rental’. Using the link provided we could only locate monthly CPI results for this category. How can we access annual historical CPI % increases?

Q5: If the contract starts February and we are required to wait 4 months for verification of CPI rates, when would the rate increase start?

Q6: Can clarification be provided on this statement “The State reserves the right to decrease rates in the same manner as rate increase adjustments.” Can the state request that we lower our rates if the CPI is negative, is there guidance as to when this would take effect?

A1-A5: Please refer to RFP Event ID 0000036459, Addendum 2. The index for rate adjustments has been modified.

A6: The State may review the PPI on an annual basis and if the price has decreased no less than 3%, the State has the right to request a price decrease from the Contractor.

only apply to domestic rentals even though the RFP is requesting international usage?

A: The requirement to house all rental reservation information/data in the United States refers to data storage and processing, not the location of the rental itself. All reservation data—regardless of where the rental occurs—must be stored and managed on servers located within the United States.

A: Please refer to Question & Answer Set - Attachment 1

Q2: Can the State confirm that international rentals will be considered as retail rentals with no Insurances attached?

A1: Specific country locations are not required. Bidders should include any participating location, in any country, in which an authorized User Agencies may rent a vehicle.

A2: Yes. International rentals will be considered as retail rentals with no insurance attached.

a. “Controller” determines the purposes and the means for processing the data (the “why” and the “how” of the processing”. Specifically, the entity who decides which data shall be processed, for how long, and who shall have access to the data, acts as a Data Controller or Business.

b. “Data Protection Regulations” means, collectively, all national, state and local laws or regulations relating to the protection of information that identifies or can be used to identify an individual that apply in the jurisdictions in which vendor Entities do business and that apply with respect to Company.

c. “Vendor Data” means information regarding the business or business activities of vendor that is not available to the general public and Personal Information, which is any information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. in any form collected, generated, processed or used for in relation to services to an individual renter.

d. “Personal Information” means any information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. Personal Information may relate to any individual, including, but not limited to, any employee, former employee, service provider, former service provider, customer, prospective customer, former customer, business associates (including, without limitation, Licensees), former business associates (including, without limitation, Licensees), claimant or former claimant of the rental business, car sales business or claims administration business of the Vendor Entities or any Licensee. Personally Information includes, without limitation, names, addresses, telephone numbers, fax numbers, e-mail addresses, date and place of birth, driver’s license number, images of driver’s licenses, Internet Protocol (“IP”) address, passport number, credit card information, frequent flyer and other membership reward program information and affiliations with companies or associations, information about transactions with Vendor Entities, such as for example but not limitation, the locations, dates and times of a customer’s rental pickup and return, arrival airlines and flight numbers and rental charges incurred for such transactions.

e. “Processing” means any operation or set of operations that are performed on personal information or on sets of personal information, whether or not by automated means.

f. Data Collection and Sharing. Vendor collects Personal Information related to individuals from individuals directly or at the direction of the individual through its owned booking channels, third party booking channels, and other travel management platforms to provide rental car services to such individual. Vendor is generally prohibited from sharing Personal Information with you related to individual renters, however, it may be necessary to share limited Vendor Data, which may include Personal Information. Use by the Company of such data shall be limited solely to the purposes necessary to validate Services under this Agreement including verification and billing of Services. At no time shall Company sell, share, transfer or otherwise disclose Personal Information, Confidential Information, or other Vendor Data provided by vendor to Company to any third party.

g. Role of the Parties. Vendor does not act as a Processor of Personal Information on behalf of Company, Vendor provides its services to individuals subject to its Rental Terms and Conditions and Privacy Policy, Use of Personal Information collected from individuals by Company, shall be subject to Company’s privacy policy. The Parties shall be deemed independent Controllers, Business or other similar designation as defined under Data Protection Regulations and shall comply with all applicable Data Protection Regulations.

h. Data Subject Rights. The Parties shall be responsible for complying with all valid Data Subject rights requests. All data subject requests related to information Vendor controls can be directed to Vendor’s automated and secure process available from its homepage and privacy policy.

A: The State will not be including these definitions.

A: The State expects the Contractor to provide training that ensures government employees understand and comply with policies, procedures, and best practices related to business car rental reservations. Topics include but are not limited to reservation procedures, vendor-specific guidelines, safety and liability, customer service protocols, and billing/invoicing issues. Training and resources may be published as needed, evaluated on a case-by-case basis, as determined by DGS-STP.

Q2: The requirement for monthly reporting asks for liters of fuel; should this be only gallons?

Q3: The requirement for monthly reporting asks for gallons of fuel; this should not be asked for as it is not an accurate measurement, since we have no way of knowing whether a renter refueled during their rental. Can the State remove this requirement?

A1&A2: Section 9 only refers to kilometers and liters in the Carbon Emissions Report and each reference to kilometers and liters is also matched with the same statement in miles and gallons. It is both miles and gallons (for U.S. rentals) and kilometers and liters (for international rentals, if applicable).

A3: No. This only pertains to refueling of vehicles at the rental branch if a rental is returned with less fuel than when it was given to the renter.

For example: We need to apply a different rate structure in a particular market.

A: The state of New York is the only state exempt from the Base Rate. Such rates are subject to open market rates quoted at the time the reservation is booked. The State will not allow any other rate exceptions or rate structures. Please refer to Event ID 0000036459 Attachment B-1, Rate Workbook Addendum 2.

Q2: Additionally, are these specialty vehicles available only at select locations, or are they offered more broadly?

A1 & A2: The State’s expectation is that the Contractor will fulfill all rental car reservations in full, regardless of vehicle type or location at all participating locations. If a reservation cannot be met with the existing local inventory, the Contractor is responsible for relocating vehicles from other locations within their fleet to ensure timely fulfillment.

Q2: Will the State also consider including an indemnification liability cap?

A1 & A2: The State will not make any changes to this requirement.

A1: No. There is no specific threshold number of accounts required. However, bidders will be evaluated based on the depth and relevance of their response regarding experience managing corporate and government accounts that are comparable in size, complexity, and operational scope to the State of California.