Rental Vehicle Quick Reference Guide - 02-06-24.pdf

1. Contract User Guide - 09-26-23

Contract Terms Contract Term: October 20, 2019 – May 20, 2025 Renewal Term: final renewal

Scope The State has signed an addendum to participate in the NASPO ValuePoint, Travel-Nationwide Vehicle Rental contract.

The contract has two vendors; Hertz and Enterprise/National.

The solicitation was competitively bid and designated as a cooperative purchasing contract under the participation guidelines established by NASPO ValuePoint. Oregon was the lead state for this solicitation. Wisconsin joined this contract as a Cooperative participant with Participating Addendums currently in review with the two (2) vendors listed below. For more contract information copy the following link, https://www.naspovaluepoint.org/portfolio/travel-nationwide-vehicle-rentals-2019-2025/ .

Vendor Contact Information When, referencing this contract and MA9409 for Hertz; MA9408 for Enterprise/National Rent a Car.

Click the appropriate vendor link or to schedule a short term (30 days or less) vehicle rental.

To obtain the contract pricing use the following account number:

Hertz: 66253* Enterprise/National XZ44WIS (State Agencies) XZ44UWS (UW Campuses) XZ44CPP (local municipalities)

Hertz account number is good for Public school Systems, Campuses, Universities or any Government Municipalities.

* Note: To enter the Hertz account number select “Enter a Discount or Promo Code” and enter the Hertz account number in the “Discount/CDP/Club Code.

For general questions and issues related to the contract, contact the contract manager. For specific questions and issues related to renting vehicles, please contact the vendor directly by email and cc the contract manager.

Enterprise/National Hertz Direct Billing Accounts

Alexandra Makal Sales Executive Business Rental Department

262-327-6022 cell

Email:

Alexandra.L.Makal@ehi.com

Nadika Perera Key Account Manager Government Sales

O: 239-301-7635 Nadika.perera@hertz.com

• Direct Billing Accounts can be created with either Vendor. The account will ensure the contracted discount structure is applied with each rental, and a designated type of payment (P-card, credit card, ACH) can be specified.

• Please contact and coordinate with the appropriate Vendor Account Manager as listed.

Nationwide Vehicle Rental Services Contract 505ENT-M20-VEHICALRNTL-00

Updated March 02, 2022

Mandatory: YES Cooperative: YES WI Municipalities, Native American

Tribes and School Districts P-Card: YES State Purchasing Card may be used http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=STOWISC http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=STOWISC https://www.hertz.com/rentacar/reservation/ https://www.naspovaluepoint.org/portfolio/travel-nationwide-vehicle-rentals-2019-2025/ https://www.naspovaluepoint.org/portfolio/travel-nationwide-vehicle-rentals-2019-2025/ mailto:Alexandra.L.Makal@ehi.com mailto:Nadika.perera@hertz.com

1. Contract User Guide - 2-6-24

Vehicle Rental Services Include

• Hourly, daily, weekly or 30-day rates,

• 24/7 reservations, customer assistance,

• International reservations,

• Round-trip and one-way rentals,

• Insurance included in rental rates – drivers should decline insurance coverage at time of rental,

• Frequent renter programs,

• Unlimited mileage,

• 12 and 15 passenger vans (all renters of 15 passenger vans must be at least 25 years of age).

• Restrictions apply – please see “12 and 15 Passenger Van Rental Requirements” at the end of this Quick Guide.

Contract Exclusions

• No long-term rentals (more than 30 days) without prior approval of DOA Bureau of Procurement,

• No family members are allowed to drive or ride in vehicle rented through this contract.

• Fuel service options from vendor are not authorized.

Eligible Renters and Authorized Drivers

• All authorized State/University employees are eligible for the contract rate when conducting official state business,

• Authorized persons conducting official state business when state funds are being used,

• Volunteers, interns or contractors may ride in the rental car if on official state business and authorized by risk management,

• All rentals require an authorized signature by the state – all eligible and authorized drivers will also be listed on the rental agreement at the time of rental,

• Must meet State’s minimum driving standards:

• Valid operator’s license,

• Minimum two-year license driving experience,

• At least eighteen (18) years of age.

Policies and Procedures

• This contract should be used only when a fleet vehicle is unavailable,

• All renters must adhere to the Fleet Driver and Management Policies and Procedures,

• Contract cannot be used if traveler plans on using the rental for more than incidental personal use as defined in the Fleet Driver and Management Policies and Procedures, Incidental Travel and Stops, Section 1.9.

• 12 and 15 passenger van rentals must adhere to the rental policy (see below).

12 and 15 Passenger Van Rental Requirements

Agency and campus staff will be able to rent 12 and 15 passenger vans through the rental contract. Rentals will be subject to the following requirements:

• The driver(s) must have successfully completed the 12 and 15 passenger van driver training program, be current in their frequency of use of these vehicles in order to meet the state’s 12 and 15 passenger van driver training requirements and must comply with 12-15 Passenger Van Driver Training. (Frequency of use requires that a driver must have driven a 12/15 passenger van a minimum of 10 hours or 400 miles in prior three months). In addition, UW System policy requires students to be 25 years of age in order to drive a 12 or 15-passenger van.

https://doa.wi.gov/DEO/Fleet%20Driver%20and%20Management%20Policies%20and%20Procedures%20Manual.pdf https://doa.wi.gov/DEO/VanpoolHandbookRevDec2013.pdf

1. Contract User Guide - 09-26-23

Contract Manager Ron Hooker DOA – Bureau of Procurement 101 E. Wilson Street,6th Floor Madison, WI 53703 (608)266-9872 Ronald.Hooker1@wisconsin.gov

• All 12 or 15-passenger van rentals must have previous approval from the Department of Administration Bureau of State Risk Management with concurrence with the agency risk management staff. University of Wisconsin System campuses must have concurrent approval with the University of Wisconsin System, Office of Safety and Loss Control and the Department of Administration Bureau of State Risk Management.

The Department of Administration will monitor the usage of 12 and 15 passenger vans. Drivers who rent 12 and 15 passenger vans without prior approval may have their van driver training certification revoked as well as the approval to rent or drive other state vehicles.

Questions/Comments/Complaints/User Feedback Please direct any questions, comments, complaints to the state contract manager. Feedback will help to address and correct immediate issues and to prepare for future solicitations in a manner that will benefit the end users of this contract and the State of Wisconsin.

mailto:LeannK.McGowan@wisconsin.gov