Clark Paulsen, Division Chief
Commercial Car Rental
References: DGS Rental Car Contract, SAM 0750, SAM 3620, and SAM 4117.2, and DPA 599.627 and 599.627.1.
Overview
A state employee may rent a commercial vehicle when automobile travel is essential and a state-owned vehicle is not available. The rental vehicle is to be used for official business and to obtain meals and lodging while on travel status. The vehicle must be returned to the vendor immediately upon completion of state business.
The Department of General Services (DGS) has negotiated the rental car contract for all state departments and mandates the use of Enterprise Rent A Car ™ as the primary car vendor for all government travel.
The secondary contract vendor is Vanguard Car Rental USA™, the parent company of Alamo Rent A Car™ and National Car Rental. ™ Departments are required to ensure that the secondary vendor is only used when the primary vendor cannot provide service.
Passengers who are not state employees or who are not on state business are not allowed in the vehicle. The state contract does not extend insurance coverage to unauthorized drivers, passengers or personal use.
An employee is not allowed to use the state contract for a personal rental. It is prohibited for an employee to extend a rental contract beyond the end of State business and reimburse the State for personal use.
Contract Information
Primary Vendor - Enterprise Rent A Car™
| Vehicle Type | Daily/Base Rate |
Weekly Rate | Monthly Rate |
|---|---|---|---|
| Compact/Intermediate | $33.46 | $200.75 | $869.96 |
| Maximum Rate * | $40.12 | $244.76 | $1,045.85 |
Secondary Vendor - Vanguard Car Rental USA™
| Vehicle Type | Base Rate |
|---|---|
| Compact | $35.02 |
| Maximum Rate * | $83.41 |
*The maximum rate incorporates the base rate of the vehicle, insurance, and additional fees such as airport access fees, location fees, vehicle license fees, facility fees and State, City and County local surcharges. All fees must be paid with the exception of frequent flyer fees. These rates, fees and surcharges must not exceed the maximum rate allowed. Sales tax and refueling charges are not included in the rate.
These rates are valid nationwide excluding New York City.
For more information, go to the DGS Travel Program web site.
Authorization for Rental Periods Exceeding 7 Days
The commercial car rental contract has been established to meet the short-term travel needs of State employees on official state business. The contract is intended for rental periods of seven (7) days or fewer. DGS approval is not required for rentals of seven or fewer consecutive calendar days.
Rental Periods between 8 and 21 Days
When a traveler requires a car rental for a period between 8 and 21 consecutive calendar days, approval is required from the DGS Statewide Travel Program Coordinator.
To request a vehicle for a rental period between 8 and 21 days, the employee is required to e-mail Maria Mercado of the Division of Accounting explaining the need for the extended rental period. The request must be submitted a minimum of 10 working days in advance or as soon as the requirement for an extended rental period is known.
The employee will be notified by e-mail when approval for the rental from the DGS Statewide Travel Program Coordinator has been obtained.
Rental Periods over 21 Days
When a traveler requires a car rental for a period over 21 consecutive calendar days, approval from a DGS Statewide Mobile Equipment Coordinator is required. The DGS Management Memo dictates that long-term rentals constitute an increase in the State fleet and are subject to analysis to ensure the most cost-effective method is utilized.
To request approval for a car rental for a period over 21 consecutive calendar days, the employee is required to e-mail the Division of Equipment explaining the need for the extended rental period. The request must be submitted a minimum of 10 working days in advance or as soon as the requirement for an extended rental period is known.
The employee will be notified by e-mail when approval for the rental from a DGS Statewide Mobile Equipment Coordinator has been obtained.
Long-Term Vehicle Rental over 30 Days
When a traveler requires a vehicle rental for a period of 30 or more consecutive calendar days, the long-term commercial vehicle rental contract is an efficient, cost effective solution for long-term car and truck rental needs. Avis/Budget is the primary vendor for long term vehicle rental for a period of 30 or more consecutive calendar days.
Please follow these instructions when you reserve a vehicle for long-term rental.
How to reserve:
- Fill out an OFA 160, Vehicle Acquisition Request Form, and submit it to the Office Fleet Asset Management (OFAM) Statewide Mobile Equipment Coordinator.
OFAM Contacts are:- Stan Pochop
Statewide Mobile Equipment Coordinator
DGS Office of Fleet and Asset Management
(916) 928-7970
Stan.Pochop@dgs.ca.gov - For further information about the long-term rental contract, contact:
Bahia Abdallah
Staff Services Analyst
DGS Travel and Meeting Program Specialists
(916) 376-3990
bahia.abdallah@dgs.ca.gov
- Stan Pochop
- The Statewide Mobile Equipment Coordinator notifies the Avis Budget Group representative that you have been approved for the requested vehicle(s), and returns the approved OFA 160 to you.
- The Statewide Mobile Equipment Coordinator provides you with the phone number for the Avis Budget Group Representative, and with the Authorization Number for the rental(s). This number is the same as the Request Tracking Number in the upper-right corner of your approved OFA 160.
- Call the Avis Budget Group Representative with details of where and when you need the vehicle(s). The Statewide Mobile Equipment Coordinator gives you the phone number for the State's dedicated Avis and Budget representative.
- The representative arranges to have the vehicle(s) available at the nearest Avis or Budget location, and provides you with contact information for that location.
Contract vehicles and prices
| Vehicle Description | Vehicle Type | Long-Term Daily Rate |
|---|---|---|
| Ford Focus, 4 Passenger (or alternate E-85 Flex-Fuel vehicle) |
Compact Sedan | $18.98 |
| Toyota Prius, 4 Passenger | Hybrid Electric Sedan | $18.98 |
| Ford F-150, 5 Passenger, E-85 Flex-Fuel vehicle | Pickup Truck | $24.88 |
| Ford F-150, 5 Passenger, E-85 Flex-Fuel vehicle 4WD | Pickup Truck | $24.88 |
| Toyota Sienna, 7 Passenger (or alternate E-85 Flex-Fuel vehicle) | Mini-Van | $26.50 |
Picking UP a Vehicle
An employee picking up a vehicle must:
- Verify the agreement states the correct rate per day before signing. It is the practice of the rental agencies to provide an upgraded vehicle to a state employee with reservations when no contract vehicle is available. An upgraded vehicle provided at the company's discretion should be charged at the reservation rate.
- Examine the vehicle condition before accepting delivery to determine any prior damage and verify the damage is noted on the rental agreement.
Counter Bypass
The rental car contract requires vendors to provide counter bypass. Counter bypass allows a government employee traveling on official State business to proceed directly to the rental vehicle.
- Enterprise Rent A Car provides a "CalGov Express" lane at each location.
- Vanguard Car Rental USA provides on-line memberships that an employee may use to enroll in the National Emerald Club or Alamo Quick Service prior to travel.
For more information, see the contract vendor web site(s) linked to the DGS Travel Program web site.
Forms of Payment
Cash, personal checks and personal credit cards are not authorized forms of payment for State of California commercial car rentals. The only recognized forms of payment for the rental car vendors are as follows:
Enterprise Rent A Car™
A copy of the itinerary faxed or e-mailed to the employee from Brooke's Travel, Inc. This ensures that Enterprise will charge the Department's Car Rental Business Travel Account (CRBTA) for payment. No other form of payment is required.
Vanguard Car Rental USA™ (Alamo and National)
- American Express Government Charge Card
- American Business Travel Account (BTA)
Upgraded Vehicles
An employee who requires an upgraded vehicle with a daily rate over the State contracted rate must complete the Upgraded Vehicle Justification field or section in ResX or on the Request for Travel Ticket (RFTT) form.
Brooke's Travel, Inc. will reserve an upgraded vehicle requested through ResX or on the Request for Travel Ticket form when approved by the employee's supervisor.
If no justification is provided, the employee may be required to pay any charge over the state contracted rate.
For additional questions, please contact the Travel Policy Section at (916) 227-8948 or (916) 227-5580.
Drop Charges
There will not be any one-way drop charge fees in the State of California when travel reservations have been made indicating point of pick-up and point of return. Reservations for a one-way drop must indicate location points.
Non-Contract Rentals
Non-contract rentals are not allowed, except in rare instances when a vehicle is not available from a contract vendor.
If a vehicle is rented from a non-contract vendor, the employee must:
- Complete and sign a non-contract justification form. A reason for renting from a non-contract vendor must be provided. A non-contract justification form can be obtained by contacting the Travel Policy Section at (916) 227-8948.
- Obtain the supervisor's approval and forward the completed form to the Division of Accounting's Travel Policy Section. The rental receipt should be attached to the completed form.
Accounting will forward the justification form and a copy of the rental invoice to DGS for approval. With the exception of Crescent City rentals, the State Controller requires DGS approval prior to payment of any non-contract rental.
The employee will be responsible to pay the vendor for any non-contract rental not approved by DGS.
Supplemental Insurance
While on State business, no supplemental insurance is to be purchased when renting a commercial vehicle regardless of how the reservation is booked.
Third Party Vendors
The use of third party vendors (Priceline, Expedia, etc.) is not allowed.For additional information, see Third Party Vendors .
Out-of-State Rentals
Enterprise Rent A Car and Vanguard Car Rental USA's (Alamo and National) contracted rates are applicable nationwide with the exception of New York City.
Refueling Vehicles
Vehicles are to be filled with gasoline by the employee prior to return to the vendor. Submit the receipt with the Travel Expense Claim (TEC). If the car is not filled prior to returning the vehicle, the employee will be responsible for all fuel charges assessed by the vendor.
Problems or Complaints
Any billing problems or complaints should be brought to the attention of the manager at the car rental office. If the response is unsatisfactory, contact the Division of Accounting's Travel Service Section at (916) 227-8948.
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This page last updated: 21 July, 2009 1:10 PM