User Guide Passenger Vehicle and Box Truck Rental 5-16-2025-1.pdf.pdf

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

Division of Enterprise Operations State Bureau of Procurement

Contract User Guide

Passenger Vehicle and Box Truck Rental Contract 505ENT-M25-PASS&BOXRTNL-00

Mandatory: YES (State agencies & campuses) Initial Contract Term: May 16, 2025 –August 1, 2026

Cooperative: YES (WI municipalities may use this contract) 1st Renewal: August 1, 2026 – July 31, 2027

P-Card: YES (State Purchasing Card may be used) 2nd Renewal: August 1, 2027 – July 31, 2028

3rd Renewal: August 1, 2028 – July 31, 2029

4th Renewal: August 1, 2029 – July 31, 2030

Scope The NASPO Value Point Passenger Vehicle and Box Trunk Rentals provides for the rental of passenger and box truck rentals. The following 2 product categories were awarded: (1) passenger vehicle rental; and (2) box truck rental. Pricing is based on passenger vehicles and box truck rental category, length of rental, and location of rental. This is a mandatory contract available to be used by all State agencies and campuses, as well as municipalities and tribes.

The solicitation was done through NASPO VauluePoint through the State of Oregon RFP S-10700-00011242

Vendors: Two vendors submitted proposals in response to the RFP. Hertz Corporation has been issued a new contract, while Enterprise is still negotiating the new contract while operating under the current NASPO contract that was extended through September 15, 2025. Enterprise will be added after final negotiations have been completed.

• Hertz Corporation Contract 505ENT-M25-PASS&BOXRTL-02

• Enterprise will be added later since current contract is valid through September 15, 2025.

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 vehicles rented through this contract.

• Fuel service options from vendors 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 the rental agreement at the time of rental,

• Must meet the State’s minimum driving standards:

i. Valid operator's license,

ii. Valid Vehicle User Agreement (VUA)

iii. Minimum two-year license driving experience,

iv. 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://fleetportal.wi.gov/ https://fleetportal.wi.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.

Contract Manager: Ron Hooker

DOA – Bureau of Procurement, 101 E. Wilson St., F6, Madison, WI 53703

608-266-9872

Ronald.Hooker1@wisconsin.gov mailto:Ronald.Hooker1@wisconsin.gov