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 issued by the Tennessee Department of General Services for Statewide Vehicle Rental services. The RFP seeks proposals for short-term and long-term vehicle rental services covering two vehicle groups: Passenger Vehicles and Commercial Vehicles. Key dates include a pre-response conference on 3/13/25, a response deadline of 4/11/25 at 2:00 p.m. central time, technical response evaluations completion by 4/18/25, cost proposal opening on 4/21/25, and negotiations on 4/28/25. The state plans to release its Notice of Intent to Award on 5/5/25, with the contract signature deadline set for 5/15/25.
The amendment addresses various vendor questions and clarifies RFP terms, including accepting a change to monthly rental rates being based on 24 calendar days instead of 23.9 days. The state has been firm on most proposed modifications, such as maintaining language about towing packages and service coverage. The procurement aims to establish a contract with an estimated total liability of approximately $8 million, covering rental needs for state and local entities across passenger and commercial vehicle categories. The state remains committed to providing opportunities for diverse businesses and will collect quarterly rebates based on total contract spending.
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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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