RFP_32110-20525_SWC205_Vehicle_Rental_Att_6.3_Evaluation_Model.xlsx
XLSX spreadsheet 158 KB Posted
- Attached to
- Vehicle Rental - UPDATED
- Solicitation number
- RFP 32110-20525
- Issued by
- Davidson County, Tennessee
About this file
This is an Excel-based RFP (Request for Proposal) #32110-20525 for Vehicle Rental Services issued by the State of Tennessee for statewide vehicle rental procurement. The solicitation covers two vehicle groups: Group 1 for Passenger Vehicles (including compact to 15-passenger vans) and Group 2 for Commercial Vehicles (ranging from 1/2 ton pickup trucks to 24-foot box trucks). Vendors can submit proposals for one or both groups, with rental options available hourly, daily, weekly, and monthly. The pre-response conference is scheduled for March 13, 2025, with proposal submissions due by April 9, 2025 at 2:00 PM CST. The state plans to issue a Notice of Intent to Award on April 29, 2025, with the contract commencing after signatures by May 7, 2025.
The procurement has an estimated total contract liability of $8 million, with current average annual spending of $2,139,439.71 distributed across state and local entities: $636,326.16 for state passenger vehicles, $174,911.57 for state commercial vehicles, $1,161,380.48 for local passenger vehicles, and $166,821.52 for local commercial vehicles. The contract includes a quarterly rebate collection mechanism based on total accumulated contract spend and encourages proposals from diverse businesses, including minority-owned, women-owned, service-disabled veteran-owned, disability-owned, and small business enterprises. Pricing must be all-inclusive, covering management, fuel, and associated costs, with proposals remaining valid for 120 days following the opening date. The state reserves the right to procure vehicles without exclusivity, providing flexibility for participating agencies.
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Instructions
State of Tennessee RFP #32110-20525 - Vehicle Rental
The Cost Proposal, detailed below, shall indicate the proposed price for goods or services defined in the Scope of Services of the RFP Attachment 6.6., Pro Forma Contract and for the entire contract period. The Cost Proposal shall remain valid for at least one hundred twenty (120) days subsequent to the date of the Cost Proposal opening and thereafter in accordance with any contract resulting from this RFP. All monetary amounts shall be in U.S. currency and limited to two (2) places to the right of the decimal point.
The Evaluation Factor associated with each cost item is for evaluation purposes only. The evaluation factors do NOT and should NOT be construed as any type of volume guarantee or minimum purchase quantity. The evaluation factors shall NOT create rights, interests, or claims of entitlement in the Respondent.
Notwithstanding the cost items herein, pursuant to the Pro Forma Contract section C.1. (refer to RFP Attachment 6.6.), “The total purchases of any goods or services under the Contract are not known. The State estimates the purchases during the Term shall be eight million dollars ($8,000,000.00) ("Estimated Liability"). This Contract does not grant the Contractor any exclusive rights. The State does not guarantee that it will buy any minimum quantity of goods or services under this Contract.”
Pricing provided on all Hourly, Daily, Weekly, and Monthly rates must be all-inclusive of management, fuel, etc.
Respondents may submit a response to both groups (groups 1 and 2) but are not required to in order to be considered responsive.
| TAB 2 Signature |
| Signature is required with the Cost Proposal. Complete this page and return with all submitted Proposal documentation. |
| TAB 3 Groups 1 and 2 - Vehicle Rental | |
| This tab will be for the proposal on Vehicle Rental (Passenger and Commercial). | |
| Vehicle Rental, Passenger Vehicles | |
| Step 1 | Fill in green cells with proposed Hourly, Daily, Weekly, and Monthly rates within each vehicle class provided. |
| Vehicle Rental, Commercial Vehicles | |
| Step 2 | Fill in green cells with proposed Hourly, Daily, Weekly, and Monthly rates within each vehicle class provided. |
| TAB 4: Leisure Use |
| This tab will be for the rates delivered to Authorized Users for Leisure usage. These rates will not be evaluated and do not include the full damage waiver or liability protections. See section A.13 and C.11 of the Pro Forma Contract. |
| TAB 5: Fees and Surcharges |
| This tab will be for the proposal on applicable fees and surcharges. Fill in all of the green cells with the cost that corresponds |
| to that fee category. Input the unit of measure in the green cells where indicated. Fees and surcharges will be not be evaluated |
| for the award of the contract. |
| TAB 6: Rebate |
| This tab will be for the proposal of the rebate percentage. Fill in all of the green cells with a percentage. Note: The percentage must be greater than or equal to zero. |
| The rebate offered to the State of Tennessee will be collected on a quarterly basis for all contract spend within the quarter. The rebate will be based on the total accumulative volume of spend under the contract using the appropriate rebate tier and the corresponding rebate percentage. |
| The rebate total for Group 1 will be evaluated by multiplying the local and state passenger vehicle spend by the percentage provided in cell F12 (the tier encompassing total spend from 2021-2024 for Group 1 rental types). The rebate total for Group 2 will be evaluated by multiplying the local and state commercial vehicle spend by the percentage provided in cell N9 (the tier encompassing total spend from 2021-2024 for Group 2 rental types). |
| TAB 7 Evaluation |
| No data needs to be input on this tab. All costs entered in Tab 3 and the evaluated rebate in Tab 5 will automatically populate |
| in this tab. The Evaluation tab will multiply the hourly, daily, weekly, and monthly rates by the estimated annual usage for |
| each rental type. Cells D32 and G32 will then calculate the overall annual sum for the rental types. |
| Cells D33 and G33 will then calculate the total evaluated cost minus the rebate from TAB 6. |
| These totals will reflect in cells G37 and M37 as the the Evaluation cost amount per category. |
| G37 and M37 will be multiplied by the score factor of 40 in cells G38 and M38 for the weighted final. |
2. Required Signature
State of Tennessee
This Cost Proposal must be signed, in the space below, by an individual empowered to bind the Respondent to the provisions of this RFP and any contract awarded pursuant to it. If said individual is not the President or Chief Executive Officer, this document must attach evidence showing the individual’s authority to legally bind the Respondent.
| RESPONDENT SIGNATURE: |
| PRINTED NAME & TITLE: |
| DATE: |
RESPONDENT LEGAL ENTITY NAME:
3. Groups 1 and 2
State of Tennessee
Groups 1 and 2 Vehicle Rental
| Group 1: Passenger Vehicles | |||||
| Vehicle Class | Hourly | Daily | Weekly | Monthly | |
| 1 | Compact Sedan | ||||
| 2 | Intermediate/Mid-Size Sedan | ||||
| 3 | Full-Size Sedan | ||||
| 4 | Small/Mid-Size Sport Utility Vehicle | ||||
| 5 | Large Sport Utility Vehicle | ||||
| 6 | Minivan | ||||
| 7 | Passenger Van (15 passengers) |
| Group 2: Commercial Vehicles | |||||
| Vehicle Class | Hourly | Daily | Weekly | Monthly | |
| 1 | Pick-up Truck - 1/2 Ton | ||||
| 2 | Pick-up Truck - 3/4 Ton | ||||
| 3 | Pick-up Truck - 1 Ton | ||||
| 4 | Box Truck - 16 ft. with Ramp | ||||
| 5 | Box Truck - 16 ft. with Lift Gate | ||||
| 6 | Box Truck - 24 ft. with Lift Gate | ||||
| 7 | Cargo Van |
4. Leisure Use
State of Tennessee
| Vehicle Rental - Leisure Use | |||||
| Group 1: Passenger Vehicles | |||||
| Vehicle Class | Hourly | Daily | Weekly | Monthly | |
| 1 | Compact Sedan | ||||
| 2 | Intermediate/Mid-Size Sedan | ||||
| 3 | Full-Size Sedan | ||||
| 4 | Small/Mid-Size Sport Utility Vehicle | ||||
| 5 | Large Sport Utility Vehicle | ||||
| 6 | Minivan | ||||
| 7 | Passenger Van (15 passengers) |
| Group 2: Commercial Vehicles | |||||
| Vehicle Class | Hourly | Daily | Weekly | Monthly | |
| 1 | Pick-up Truck - 1/2 Ton | ||||
| 2 | Pick-up Truck - 3/4 Ton | ||||
| 3 | Pick-up Truck - 1 Ton | ||||
| 4 | Box Truck - 16 ft. with Ramp | ||||
| 5 | Box Truck - 16 ft. with Lift Gate | ||||
| 6 | Box Truck - 24 ft. with Lift Gate | ||||
| 7 | Cargo Van |
This tab will be for the rates delivered to Authorized Users for Leisure usage. These rates will not be evaluated and do not include the full damage waiver or liability protections. See section A.13 and C.11 of the Pro Forma Contract.
5. Fees and Surcharges
State of Tennessee
| Applicable Fees and Surcharges | ||
| Fee/Surcharge | Fee | Unit of Measure |
| Vehicle Returned Below Fuel Level | Gallon | |
| One-Way Rental | Daily | |
| One-Way Rental | Mile | |
| Airport Fees and Surcharges | Daily |
6. Rebate
State of Tennessee RFP #32110-20525 - Vehicle Rental
| Rebate #1 based on Annual Spend |
| Rebate #2 based on Annual Vehicles Rented |
| Group 1: Passenger Vehicles | Group 2: Commercial Vehicles | ||||||||||
| Spend Volume Tier | Rebate Percentage | Spend Volume Tier | Rebate Percentage | ||||||||
| 1 | $ - 0 | to | $ 500,000.00 | provides | 1 | $ - 0 | to | $ 500,000.00 | provides | ||
| 2 | $ 500,001.00 | to | $ 1,000,000.00 | provides | 2 | $ 500,001.00 | to | $ 1,000,000.00 | provides | ||
| 3 | $ 1,000,001.00 | to | $ 1,500,000.00 | provides | 3 | $ 1,000,001.00 | to | $ 1,500,000.00 | provides | ||
| 4 | $ 1,500,001.00 | to | $ 2,000,000.00 | provides | 4 | $ 1,500,001.00 | to | $ 2,000,000.00 | provides | ||
| 5 | $ 2,000,001.00 | to | $ 2,500,000.00 | provides | 5 | $ 2,000,001.00 | to | $ 2,500,000.00 | provides | ||
| 6 | $ 2,500,001.00 | to | $ 3,000,000.00 | provides | 6 | $ 2,500,001.00 | to | $ 3,000,000.00 | provides | ||
| 7 | $ 3,000,001.00 | to | $ 3,500,000.00 | provides | 7 | $ 3,000,001.00 | to | $ 3,500,000.00 | provides | ||
| 8 | $ 3,500,001.00 | to | $ 4,000,000.00 | provides | 8 | $ 3,500,001.00 | to | $ 4,000,000.00 | provides | ||
| 9 | $ 4,000,001.00 | to | $ 4,500,000.00 | provides | 9 | $ 4,000,001.00 | to | $ 4,500,000.00 | provides | ||
| 10 | $ 4,500,001.00 | to | $ 5,000,000.00 | provides | 10 | $ 4,500,001.00 | to | $ 5,000,000.00 | provides | ||
| 11 | $ 5,000,001.00 | to | $ 5,500,000.00 | provides | 11 | $ 5,000,001.00 | to | $ 5,500,000.00 | provides | ||
| 12 | $ 5,500,001.00 | to | $ 6,000,000.00 | provides | 12 | $ 5,500,001.00 | to | $ 6,000,000.00 | provides | ||
| 13 | $ 6,000,001.00 | to | $ 6,500,000.00 | provides | 13 | $ 6,000,001.00 | to | $ 6,500,000.00 | provides | ||
| 14 | $ 6,500,001.00 | to | $ 7,000,000.00 | provides | 14 | $ 6,500,001.00 | to | $ 7,000,000.00 | provides | ||
| 15 | $ 7,000,001.00 | to | $ 7,500,000.00 | provides | 15 | $ 7,000,001.00 | to | $ 7,500,000.00 | provides | ||
| 16 | $ 7,500,001.00 | to | $ 8,000,000.00 | provides | 16 | $ 7,500,001.00 | to | $ 8,000,000.00 | provides | ||
| 17 | $ 8,000,001.00 | to | provides | 17 | $ 8,000,001.00 | to | provides |
Group 1 Spend Rebate Total $ - 0 Group 2 Spend Rebate Total $ - 0
| Avg Annual Spend by Authorized Group | |
| Passenger (State) | $ 636,326.16 |
| Commercial (State) | $ 174,911.57 |
| Passenger (Local) | $ 1,161,380.48 |
| Commercial (Local) | $ 166,821.52 |
| Total | $ 2,139,439.71 |
7. Evaluation
State of Tennessee
Evaluation
| GROUP 1 and 2 Vehicle Rental | |||||||||||||
| Group 1: Passenger Vehicles | |||||||||||||
| Vehicle Class | Hourly | Estimated Annual # of Rental Hours (UOM=Hour) | Daily | Estimated Annual # of Rental Days (UOM=Day) | Weekly | ||||||||
| (5.5 days) | Estimated Annual # of Rental Weeks (UOM=Week) | Monthly | |||||||||||
| (23.9 days) | Estimated Annual # of Rental Months (UOM=Month) | Total Annual Cost | Estimated # of Vehicles Rented Annually | ||||||||||
| 1 | Compact Sedan | $ - 0 | 286 | $ - 0 | 300 | $ - 0 | 144 | $ - 0 | 7 | $ - 0 | 1,500 | ||
| 2 | Intermediate/ Mid-Size Sedan | $ - 0 | 60 | $ - 0 | 1,179 | $ - 0 | 56 | $ - 0 | 8 | $ - 0 | 1,000 | ||
| 3 | Full-Size Sedan | $ - 0 | 514 | $ - 0 | 6,220 | $ - 0 | 437 | $ - 0 | 33 | $ - 0 | 1,250 | ||
| 4 | Small/Mid-Size Sport Utility Vehicle | $ - 0 | 71 | $ - 0 | 1,336 | $ - 0 | 92 | $ - 0 | 6 | $ - 0 | 650 | ||
| 5 | Large Sport Utility Vehicle | $ - 0 | 16 | $ - 0 | 183 | $ - 0 | 17 | $ - 0 | 4 | $ - 0 | 150 | ||
| 6 | Minivan | $ - 0 | 21 | $ - 0 | 240 | $ - 0 | 14 | $ - 0 | 3 | $ - 0 | 250 | ||
| 7 | Passenger Van (15 passengers) | $ - 0 | 6 | $ - 0 | 46 | $ - 0 | 2 | $ - 0 | 2 | $ - 0 | 100 | ||
| $ - 0 | 4,900 | ||||||||||||
| Group 2: Commercial Vehicles | |||||||||||||
| Vehicle Class | Hourly | Estimated Annual # of Rental Hours (UOM=Hour) | Daily | Estimated Annual # of Rental Days (UOM=Day) | Weekly | ||||||||
| (5.5 days) | Estimated Annual # of Rental Weeks (UOM=Week) | Monthly | |||||||||||
| (23.9 days) | Estimated Annual # of Rental Months (UOM=Month) | Total Annual Cost | Estimated # of Vehicles Rented Annually | ||||||||||
| 1 | Pick-up Truck - 1/2 Ton | $ - 0 | 45 | $ - 0 | 402 | $ - 0 | 23 | $ - 0 | 3 | $ - 0 | 150 | ||
| 2 | Pick-up Truck - 3/4 Ton | $ - 0 | 1 | $ - 0 | 3 | $ - 0 | 1 | $ - 0 | 4 | $ - 0 | 15 | ||
| 3 | Pick-up Truck - 1 Ton | $ - 0 | 1 | $ - 0 | 11 | $ - 0 | 30 | $ - 0 | 47 | $ - 0 | 50 | ||
| 4 | Box Truck - 16 ft. with Ramp | $ - 0 | 1 | $ - 0 | 11 | $ - 0 | 2 | $ - 0 | 1 | $ - 0 | 15 | ||
| 5 | Box Truck - 16 ft. with Lift Gate | $ - 0 | 1 | $ - 0 | 1 | $ - 0 | 1 | $ - 0 | 1 | $ - 0 | 1 | ||
| 6 | Box Truck - 24 ft. with Lift Gate | $ - 0 | 1 | $ - 0 | 5 | $ - 0 | 2 | $ - 0 | 19 | $ - 0 | 25 | ||
| 7 | Cargo Van | $ - 0 | 2 | $ - 0 | 11 | $ - 0 | 2 | $ - 0 | 1 | $ - 0 | 30 | ||
| $ - 0 | 286 |
| Evaluated Total Group 1 | Evaluated Total Group 2 | ||
| Group 1 - Passenger Vehicles - Cost | $ - 0 | Group 2 - Commercial Vehciles Cost | $ - 0 |
| Evaluated Cost Total Minus Rebate | ERROR:#REF! | Evaluated Cost Total Minus Rebate | ERROR:#REF! |
| Group 1 | Group 2 | ||||||||
| EVALUATION COST AMOUNT (sum of evaluation costs above): | ERROR:#REF! | EVALUATION COST AMOUNT (sum of evaluation costs above): | ERROR:#REF! | ||||||
| The Solicitation Coordinator will use this sum and the formula below to calculate the Cost Proposal Score. Numbers rounded to two (2) places to the right of the decimal point will be standard for calculations. | The Solicitation Coordinator will use this sum and the formula below to calculate the Cost Proposal Score. Numbers rounded to two (2) places to the right of the decimal point will be standard for calculations. | ||||||||
| lowest evaluation cost amount from all proposals | x 40 | = SCORE: | ERROR:#REF! | lowest evaluation cost amount from all proposals | x 40 | = SCORE: | ERROR:#REF! | ||
| evaluation cost amount being evaluated | (maximum section score) | evaluation cost amount being evaluated | (maximum section score) | ||||||
| State Use – Solicitation Coordinator Signature, Printed Name & Date: | State Use – Solicitation Coordinator Signature, Printed Name & Date: |
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