RFP_32110-20525_Vehicle_Rental_Amendment_2_QC.pdf
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- Attached to
- Vehicle Rental - UPDATED
- Solicitation number
- RFP 32110-20525
- Issued by
- Davidson County, Tennessee
About this file
This document is Amendment #2 to Request for Proposals (RFP) #32110-20525 for Statewide Vehicle Rental issued by the Tennessee Department of General Services. The amendment updates the RFP schedule of events and provides responses to potential vendors' questions and comments. Key dates include the RFP being issued on 3/6/25, a pre-response conference on 3/13/25, the response deadline on 4/11/25, and the planned contract signature deadline on 5/15/25. The amendment addresses specific vendor inquiries about vehicle groups, monthly rate calculations, towing packages, reservation policies, quarterly reporting timelines, and other contract specifications.
The State of Tennessee has been selective in responding to vendor comments, accepting some proposed changes while firmly maintaining its original language on several key points. Notably, the state agreed to modify the monthly rate calculation from 23.9 to 24 calendar days and allow language specifying rental accuracy only within Tennessee. However, the state rejected proposed changes to towing package requirements, service coverage language, termination clauses, and warranty sections. The procurement aims to establish a statewide contract for short-term and long-term vehicle rentals across passenger and commercial vehicle groups, with an anticipated total contract liability of approximately $8 million and spending distributed across state and local entities.
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Text version
RFP # 32110-20525 – Amendment # 2 Page 1 of 2
STATE OF TENNESSEE
Department of General Services
REQUEST FOR PROPOSALS # 32110-20525
AMENDMENT # 2
FOR STATEWIDE VEHICLE RENTAL
DATE: April 3, 2025
RFP # 32110-20525 IS AMENDED AS FOLLOWS:
1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted.
EVENT
TIME
(central time zone)
DATE
1. RFP Issued 3/6/25
2. Disability Accommodation Request Deadline 2:00 p.m.
3/11/25
3. Pre-response Conference 10:00 a.m.
3/13/25
4. Notice of Intent to Respond Deadline 2:00 p.m.
3/14/25
5. Written “Questions & Comments” Deadline 2:00 p.m.
3/19/25
6. State Response to Written “Questions & Comments”
4/3/25
7. Response Deadline 2:00 p.m.
4/11/25
8. State Completion of Technical Response Evaluations
4/18/25
9. State Opening & Scoring of Cost Proposals 2:00 p.m.
4/21/25
10. Negotiations 4:30 p.m. 4/28/25
11. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection
2:00 p.m.
5/5/25
12. End of Protest Period 5/12/25
13. State sends contract to Contractor for signature
5/13/25
14. Contractor Signature Deadline 2:00 p.m.
5/15/25
RFP # 32110-20525 – Amendment # 2 Page 2 of 2
2. State responses to questions and comments in the table below amend and clarify this RFP.
Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.
RFP
SECTION
PAGE
QUESTION / COMMENT STATE RESPONSE
1. Pro Forma A.3.a
1 A.3. Vehicle Groups- section a:
a. “Monthly rates shall be based on 23.9 calendar days.” The standard amount is 24 calendar days. Can this be changed?
The State has agreed to accept this change.
Please see revised Pro Forma A.3. a. and A.3.b.
2. Pro Forma A.4.b
A.4 – Vehicle Specifications – Section b: Towing package:
a. Trucks Must come with a tow package; can this be changed to “make every attempt”; not all trucks come standard with tow packages
b. Towing is not generally allowed; additional language regarding towing will need to be included. Can we submit proposed language
The State is not open to modifying this language.
3. Pro Forma A.6.a
A.6. Reservation and Pick-up/Return Policy: Section B
a. Can wording be changed to; “the contractor must be able to provide service to all counties across the State” to “the contractor will make a reasonable effort to provide service to all counties across the State.”
The State is not open to modifying this language.
4. Pro Forma A.6.d
A.6. Reservation and Pick-up/Return Policy: Section D
a. Can the language state this to be accurate only for rentals “within the State of Tennessee”?
Please see revised Pro Forma A.6.d
5. Pro Forma A.11.b
a. Can this be changed to “no later than 15 days after the end of the State’s quarter”? This will help ensure enough time for quarterly reports.
Please see revised Pro Forma A.11.b
6. Pro Forma A.15
A.15. Warranty. a. Is this needed in the contract as it does not pertain to Passenger Vehicle Rental Services.
7. Pro Forma D.5
D.5. Termination for Convenience. a. Can there be mutual Termination language?
8. RFP 6.2 B 25
a. B.18 states we are allowed to submit redlines on the Pro Forma document. However, this contradicts what is stated in Section 3.3, "Response & Respondent Prohibitions," in the RFP document. Can you please verify if we are allowed to redline the Pro Forma document?
The State agrees to edit RFP 3.3.1. Please see revised RFP 3.3.1. and 5.3.4.
9. RFP 6.3
Eval Model
a. There is only one box for airport concession fees, but we have more than one. Are we allowed to add lines to this?
b. Are we allowed to add a list of surcharge locations in Tab 5 of this document?
language. The airport concession fee and surcharge rate are a not to exceed rate that shall be applied as applicable.
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