HomeMy WebLinkAboutAgreement A-19-012-1 with EAN Services, LLC.pdf- 1 -
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FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT ( “First Amendment”) is made and entered into
this day of , 2020, by and between COUNTY OF FRESNO, a political
subdivision of the State of California (“COUNTY”), and EAN Services, LLC, a Delaware limited liability
company, whose address is 600 Corporate Park Drive, St. Louis, MO 63105 (“CONTRACTOR”).
WITNESSETH:
WHEREAS, COUNTY desires to maintain vehicle rental services with CONTRACTOR
according to terms and conditions established in the State of California’s Department of General
Services (DGS) Agreement #5159905 (“DGS Contract”);
WHEREAS, COUNTY entered into Procurement Agreement Number P-16-130-C, effective
March 1, 2016 (the “Procurement Agreement”), pursuant to which CONTRACTOR agreed to provide
vehicle rental services in accordance with the terms and conditions established in the DGS Contract;
WHEREAS, COUNTY and CONTRACTOR entered into Amendment Number One (1), dated
February 28, 2018 (“First Amendment to No. P-16-130-C”) to revise Exhibits “One”, “A”, “F”, and “G” of
the Procurement Agreement, and extend the term for one additional twelve (12) month period, to
expire February 28, 2019;
WHEREAS, COUNTY and CONTRACTOR converted the Procurement Agreement to a Board
agreement on January 8, 2019 (“Agreement No. 19-012”), which increased the total compensation
amount to $500,000 for the term, inclusive of renewal periods, added an “Extension” provision through
February 28, 2021, and added the “Disclosure of Self-Dealing Transactions” form as an attachment to
Agreement No. 19-012;
WHEREAS, the DGS Contract was amended on February 27, 2020 to revise Exhibits “A”, “F”,
and “G” of the DGS Contract, and update the Scope of W ork, and short-term and long-term rental
costs (“Amended DGS Contract”);
WHEREAS, COUNTY desires to amend Agreement No. 19-012 to reflect the updated exhibits
and rates in the DGS Contract;
WHEREAS, CONTRACTOR is willing to continue to extend vehicle rental services to COUNTY
pursuant to the Amended DGS Contract and Agreement 19-012, which are attached and incorporated
26th May
Agreement No. 19-012-1
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by this reference; and
WHEREAS, in light of the foregoing, COUNTY and CONTRACTOR now wish to enter into this
First Amendment, to reflect the new exhibits and rates in the Amended DGS Contract.
NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which
is hereby acknowledged, COUNTY and CONTRACTOR agree as follows:
1. Exhibits “A”, “F”, and “G” of Agreement 19-012 are deleted in their entirety, and
replaced with the DGS Contract’s updated Exhibits “A”, “F”, and “G”, which are attached to this First
Amendment as A-1, F-1, and G-1, and incorporated by this reference;
2. Section “Additional Items” on page one (1) is deleted in its entirety, and replaced with
the following:
"The COUNTY reserves the right to negotiate additional items to this Agreement as
deemed necessary. Such additions shall be made in writing, and signed by both parties. The
Director of Internal Services/Chief Information Officer (“ISD Director/CIO”) is authorized to
negotiate additional items to this Agreement. Furthermore, the ISD Director/CIO reserves the
right at any time during the term of this Agreement to execute future rate adjustment
documents."
COUNTY and CONTRACTOR agree that this First Amendment is sufficient to amend
Agreement 19-012, and, that upon execution of the First Amendment, the Procurement Agreement, as
amended, Agreement 19-012, and this First Amendment together shall be considered “the
Agreement.”
Agreement No. 19-012, as hereby amended, is ratified and continued. All provisions, terms,
covenants, conditions, and promises contained in Agreement 19-012 and not amended herein shall
remain in full force and effect.
1 EXECUTED AND EFFECTIVE as of the date first above set forth .
2
3 CONTRACTOR COUNTY OF FRESNO
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(Authorized Signature) Eirnest~d~~je~h~~~ of thfc'-
Board of Supervisors of the County of
6 Lisa J..tcl ~~s Con.-tt-4£,t l+--------------rn-~Fresno
Print Name & Title
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150 tJ Sonri-se
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Mailing Address
FOR ACCOUNTING USE ONLY :
18 Fund : 1000
19 Subclass : 10000
20 ORG : 8910
21 Account: 7355
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ATTEST:
Bernice E. Seidel
Clerk of the Board of Supervisors
County of Fresno , State of California
By : --""'(i_~,.-hM>•,'.._. ---'~=De:..::.::p:,::::it~-----
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Agreement Number 5159905
Page 1 of 15
EXHIBIT A-1
1.SCOPE OF WORK
A.The Department of General Services (DGS), Office of Fleet and Asset
Management (OFAM), Statewide Travel Program (STP) hereinafter referred to as
“State” or “DGS/STP” is contracting for services for rental vehicles used by all
State employees and Optional Users traveling on official State business.
B.The State and EAN Services, LLC (hereinafter referred to as the “Contractor”),
hereby agree that the Contractor will provide the State and Optional Users with
statewide and national commercial car rental services in accordance with the
terms and conditions of this Agreement.
C.The Contractor shall provide direct billing accounts set up and online reservation
verification activities in accordance with its Technical Proposals, Attachment 1,
attached hereto and incorporated by reference. Activities described in the
Technical Proposal shall be provided by the Contractor at no-cost to the State.
D.The Contractor agrees that the terms and conditions set forth herein supersede
any policies and provisions of any Contractor rental document. Representations
by, and obligations of, the Contractor, hereunder are also representations by,
and obligations of, Contractor’s participation franchisees and subcontractors.
2.AGREEMENT
A.The Contractor agrees to provide State employees and Optional Users short term
and long term statewide and national commercial car rental (CCR) services for
official State business.
B.The Contractor must maintain a participating location at the seventeen (17)
California airport and high volume off airport locations shown below. Contractor
shall provide express service at the fourteen (14) airports listed.
1) Sacramento (SMF)
2) Ontario (ONT)
3) Burbank (BUR)
4) San Diego (SAN)
5) Los Angeles (LAX)
6) Orange County (SNA)
7) Oakland (OAK)
8) Fresno (FAT)
9) San Francisco (SFO)
10) San Jose (SJC)
11) San Luis Obispo (SBP)
12) Long Beach (LGB)
13) Santa Rosa (STS)
14) Monterey (MRY)
Agreement Number 5159905
Page 2 of 15
EXHIBIT A-1
15) Downtown Sacramento
16) Elk Grove
17) Redding
C.All Participating Locations, hours of operation and express service availability are
identified in Attachment 2 hereby incorporated by reference and made part of
this agreement as if attached hereto. Full compliance with the terms of this
Agreement is required of the Contractor and all its Participating Locations listed
in Attachment 2. Contractor shall provide the Statewide Travel Program,
Contract Administrator an updated listing of Participating Locations as part of the
Quarterly Review process.
D.The rates specified in Exhibit F and Exhibit G are in effect for the current contract
term; however, Contractor may request a price increase for contract extensions in
accordance with the following procedure:
1)The State may authorize rate increases should the State decide to execute
the option to extend the contract. The rate price increase shall in no case
exceed the Consumer Price Index (CPI) for the previous calendar year. A
written request for the rate increase must be submitted to the DGS/STP
Contract Administrator at least ninety (90) days prior to the effective date.
The CPI is calculated according to the Consumer Annual Average for
California which Contractor will find at the State of California, Department of
Finance, Economic Research Section, Sacramento, California, telephone
number (916) 322-2263.
3.TERM
A.The term of this contract is upon execution of the contract through February 28,
201821. This Agreement cannot be considered binding on either party until
contract execution. This contract is considered executed upon approval by DGS,
Office of Legal Services.
B.Direct billing accounts set up and online reservation verification activities will
commence as stated in the Schedule contained in the Contractor’s Technical
Proposal,
Attachment 1. Such activities shall be completed prior to Period of Performance
stated in Paragraph C. below.
C.The Period of Performance for providing statewide commercial car rental
services shall be March 1, 2016 through February 28, 201821, all extension
options have been utilized.
Agreement Number 5159905
Page 3 of 15
EXHIBIT A-1
4.RESERVATIONS
A.Contractor shall fulfill all rental vehicle requests from State employees and
Optional users made through the authorized short term, long term or emergency
reservation process.
B.Short Term Vehicles
1)Contractor shall load CALIFORINA STATE CONTRACT RATES and contract
terms for all participating locations listed in Attachment 2 into the Global
Distribution System (GDS). The State of California will verify that the online
booking tool contains appropriate BASE RATES at a random number of
participating locations prior to the Period of Performance for providing
statewide commercial car rental services.
2)Except during an emergency, reservations can only be made through the online
booking tool or through the State’s authorized travel agency.
3)Contractor will not charge the State more than the contract rates set forth in
Exhibit F.
4)Rates shown in Exhibit F must be available at all California and national
locations shown in Attachment 2.
C.Long Term Vehicles
1)State employees and Optional Users shall make all long term reservations
directly with the Contractor. Contractor shall provide a contact for State and
Optional Users to book all long term reservations. However, in the future at the
State’s option, the Contractor may be required to load long term rates into the
GDS. The State shall formally notify the Contractor in writing should long term
rates and contract terms require entry into the GDS and be made available at all
participating locations listed in Attachment 2.
2)State long term vehicle rentals require advance approval from OFAM. Prior to
fulfilling a long-term reservation, Contractor must receive an approval form that
has been signed by the OFAM Chief, and/or Assistant Chief or delegate prior to
fulfilling long term vehicle reservations. This process will not apply to Optional
Users.
3)Contractor will not charge the State more than the contract rates set forth in
Exhibit G.
4)Rates shown in Exhibit G must be available at all California and national
locations shown in Attachment 2.
5) Contractor shall create direct billing accounts as needed to fulfill a reservation.
Agreement Number 5159905
Page 4 of 15
EXHIBIT A-1
D.Emergency Vehicles
1)State employees shall make all emergency reservations directly with the
Contractor and as further described in Contractor’s Technical Proposal,
Attachment 1- Section IV. Emergencies.
2)Contractor must fulfill requests for emergency vehicles within eight (8) hours.
3)When multiple entities are responding to an emergency Contractor shall grant
recognized public agencies as ordered in the State of California Governor
declared “Proclamation of a State of Emergency” priority consideration when
fulfilling emergency vehicle reservations.
5.CONTRACT ADMINISTRATION
All inquiries during the term of this Agreement will be directed to the representatives
listed below:
DGS/STP Contract Administrator EAN Services, LLC Contact
Georgia Kattenhorn Lisa Holmes
707 3rd Street, MS 600 150 N Sunrise
West Sacramento, CA 95605 Roseville, CA 95661
PH: (916) 376-3990 PH: (916) 787-4500
FAX: (916) 376-3999
Email: Georgia.Kattenhorn@dgs.ca.gov Email: lisa.m.holmes@ehi.com
6.PERFORMANCE
A.Should the Contractor fail to commence work at the agreed upon time, the DGS,
upon five (5) days written notice to the Contractor, reserves the right to terminate
the Agreement. In addition, the Contractor shall be liable to the State for the
difference between its contracted bid price and the actual cost of performing the
work by another contractor.
B.Contractor will identify the name, business address and portion of work to be
completed by each subcontractor who performs work under this contract.
C.Contractor shall not turn away State employees utilizing this contract excluding
those employees affected by the Contractor’s Do Not Rent Policy or who have
not complied with the State’s mandatory booking process.
D.The Contractor’s Do Not Rent Policy – In extreme cases, the Contractor has the
right to refuse services to any State employee conducting themselves in a hostile,
unprofessional, confrontational or harassing manner. The Contractor will have
Agreement Number 5159905
Page 5 of 15
EXHIBIT A-1
their rental agent or branch manager record a summary of the occurrence and
the State will review and discuss the occurrence with the State employees
supervisor and the Contractor.
E.Full compliance with the terms of this Agreement is required of the Contractor and
all its participating locations listed in Attachment 2. Any material deviation from
standard rental car practices, or from the terms of this Agreement, may constitute
cause for an individual participating location to be placed in an immediate nonuse
status until such time as the State determines that proper remedial measures
have been taken.
7.DEFINITIONS
A.The following definitions will be used for this Agreement:
1)STATE EMPLOYEE - a State employee is an officer or employee of the
Executive Branch of California State Government.
2)OPTIONAL USERS - In addition to the officers and employees of the
Executive Branch, the following may, but are not required to, obtain services
under these contracts providing they are on authorized State business and/or
authorized pursuant to local laws.
a)Non-Salaried: Persons who are on official State business and whose
travel expenses are paid by the State (this includes volunteers, members
of official task forces, consultants and members of some commissions and
boards).
b)Elected Constitutional Officers: Governor, Lieutenant Governor, State
Controller, Attorney General, Secretary of State, Superintendent of Public
Instruction, State Treasurer, Insurance Commissioner, members of the
Board of Equalization, and members of the staff of the above
constitutional officers.
c)State Legislative Branch: Members of the State Senate, Members of the
State Assembly, and Legislative staff members.
d)State Judicial Branch: Justices, officers, and employees of the Supreme
Court of California, the Courts of Appeal, the Judicial Council of California
and the State BAR of California.
e)Executive Protection: Persons providing executive protection to anyone
authorized to use these contracted rates.
f)Local Agencies: Elected officials and other personnel of local agencies
within California, to the extent that the travel is undertaken in accordance
with the laws governing those agencies; persons employed by or affiliated
Agreement Number 5159905
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EXHIBIT A-1
with the California League of Cities (CLC), the California State Association
of Counties (CSAC), the California State Districts Association (CSDA) or
affiliated organizations. Whenever the term "State business" is used in this
agreement, it shall be read to include travel undertaken to perform the
official business of local agencies, CLC, CSAC, CSDA or the affiliated
organizations referred to herein.
g)Kindergarten through Grade Twelve (K-12) Public School Districts:
Persons on official business for K-12 educational institutions that are
supported with public funds and are authorized by action of and operated
under the oversight of a publicly constituted Local or State educational
agency.
h)Employees of the California State University System (CSU), University of
California System (UC), and California Community Colleges.
B.BASE RATE - The charge for vehicle rental not including transactional taxes,
fees and surcharges.
C.CITY AND SUBURBAN LOCATIONS – Any location that does not meet the
definition of on-airport or off-airport location shall be referred to as a city or
suburban location. These locations participating in the State of California
program will comply with the provisions of this Agreement.
D.DAILY BASE RATE - The Base Rate charge per day (24 hours) for vehicle
rental.
E.EMERGENCY - An urgent circumstance officially identified by the Governor
of the State of California as a “Proclamation of a State of Emergency” and
requiring an immediate response by recognized public agencies as ordered in
the Proclamation.
F.EXPRESS SERVICE - Completed rental agreement and key may be in
vehicle or delivered to renter by an attendant. Driver’s license checks can be
done at the gate, at the Express Service counter where available, by a roving
employee of the Contractor or in any manner consistent with
industry/government laws, rules, and regulations. This will not be applicable
for long term rentals.
G.GLOBAL DISTRIBUTION SYSTEM (GDS) – The automated reservation
systems used by the commercial travel industry for booking available
vehicles, e.g., Sabre, Galileo/Apollo, Worldspan, Amadeus, etc.
H.LONG TERM RENTAL – Transaction where rental period is at least thirty (30)
days. State long term rentals require the advance approval by OFAM, Chief
and/or Assistant Chief or delegate prior to fulfilling reservation.
Agreement Number 5159905
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EXHIBIT A-1
I.MAX CAP RATE (MCR) DAILY – The maximum daily rate Contractor can
charge per vehicle class type rented at any California airport. It is comprised
of the Daily Base Rate plus fees as applicable to a specific airport, up to the
maximum rate. Sales tax and refueling charges are not included in the Rate.
J.MONTHLY BASE RATE - The Base Rate charge per month [thirty (30)
continuous days] for vehicle rental.
K.NORTHERN, CENTRAL AND SOUTHERN LOCATIONS – The map below
defines the regions the State identifies as Northern, Central and Southern
California locations.
Agreement Number 5159905
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EXHIBIT A-1
Regions Identified as Northern, Central and Southern California Locations
(By County)
Agreement Number 5159905
Page 9 of 15
EXHIBIT A-1
Region County
Northern Del Norte
Northern Siskiyou
Northern Modoc
Northern Humboldt
Northern Trinity
Northern Shasta
Northern Lassen
Northern Tehama
Northern Plumas
Northern Mendocino
Northern Glenn
Northern Butte
Northern Sierra
Northern Lake
Northern Colusa
Northern Sutter
Northern Yuba
Northern Nevada
Northern Sonoma
Northern Napa
Northern Yolo
Northern Placer
Northern Marin
Northern Solano
Northern Sacramento
Northern El Dorado
Northern Contra Costa
Northern Alameda
Northern San Francisco
Northern San Mateo
Northern Santa Cruz
Northern Santa Clara
Central Amador
Central San Joaquin
Central Calaveras
Central Alpine
Central Stanislaus
Central Tuolumne
Central Mono
Central Mariposa
Central Merced
Central Madera
Central San Benito
Agreement Number 5159905
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EXHIBIT A-1
Region County
Central Monterey
Central Fresno
Central Inyo
Central Kings
Central Tulare
Central San Luis Obispo
Central Kern
Central Santa Barbara
Southern Ventura
Southern Los Angeles
Southern San Bernardino
Southern Orange
Southern Riverside
Southern San Diego
Southern Imperial
L.OFF-AIRPORT LOCATION – Office located outside the airport terminal
property or an area so designated specifically for car rental services for the
airport. Shuttle services are provided for these locations. Hours of operation
for an off-airport location or office shall be consistent with normal business
hours.
M.ON-AIRPORT LOCATION - Office located within the airport terminal, or an
area within the airport property so designated specifically for car rental
services. Vehicles may be located in a satellite location. Hours of operation
for an on-airport location or office shall be consistent with airport operating
hours.
N.OVERAGE CHARGE – Incremental overtime charge Contractor can apply for
vehicles returned outside of the rental period.
O.PARTICIPATING LOCATIONS – Contractor locations that offer vehicles for
rent under the terms and conditions of this Agreement.
P.SHORT TERM RENTAL - Transaction where rental period is less than thirty (30)
days.
Q.WEEKLY BASE RATE - The Base Rate charge per week [seven (7)
continuous days] for vehicle rental.
R.HYBRID ELECTRIC VEHICLES (HEVs) combine an internal combustion
engine with a battery and electric motor.
Agreement Number 5159905
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EXHIBIT A-1
S.PLUG-IN HYBRID ELECTRIC VEHICLES (PEVs) combine both an electric
motor that is battery powered and can be plugged in and recharged and a
gasoline engine that can be refueled.
T.ZERO EMISSION VEHICLES (ZEVs) emit no emissions from the onboard
source of power.
8.DESCRIPTION OF SERVICES
A.RENTAL OFFICES
Contractor will provide rental offices and/or on-airport counters that are staffed,
well-lit, clean, properly maintained and clearly defined as the Contractor’s area
for business. Contractor must provide personnel who are professional and
courteous at all times. Repeated failure to fulfill reservations will result in
individual locations being placed on a nonuse status. If the size/class car
reserved is not available, the Contractor will substitute an upgraded vehicle at the
same price with renter’s consent.
B.RENTAL AGREEMENT PROCEDURES
1)Contractor shall fulfill all rental vehicle requests from State employees and
Optional users made through the authorized short term, long term or
emergency reservation process. Persons who are 21 or older are authorized
to operate vehicles rented under this Agreement and, if properly licensed,
include the renter, and without additional charge, the renter's fellow
employees traveling on official State business. Such additional drivers need
not be listed on the rental agreement.
2)The vehicle to be rented will be ready for dispatch with a full tank of gas, to
the extent possible. The renter will be furnished a copy of the Contractor’s
rental agreement and will not be bound by any stipulation therein which is
inconsistent with this Agreement.
3)The Contractor shall provide market fuel prices for any vehicle returned with
less than the level of fuel it had when the renter picked it up. This rate will not
exceed the U.S. and Energy Administration weekly average rate as published
at http://www.eia.doe.gov/oog/info/gdu/gasdiesel.asp. In accordance with the
California State Constitution, Article 16, section 6, prepayment is not allowed
under any circumstance.
4)The Contractor will provide a toll free number for State employees, in the
event of an accident and/or a vehicle becomes inoperable and a replacement
vehicle is required. The Contractor shall be available to provide instructions
for the disposition of the disabled vehicle.
Agreement Number 5159905
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EXHIBIT A-1
5)At the completion of each rental, the Contractor will provide an itemized
receipt of services that will contain all charges for the vehicle. The receipt
should also contain the renters name and information provided prior to the
rental. Should a credit be issued, the Contractor will provide receipt reflecting
such correction at the time of vehicle return.
C.VEHICLE REQUIREMENT
Rental vehicles will be properly licensed, clean and maintained in a safe
operating condition, be no more than two (2) years old, and have no more than
40,000 miles on the odometer. Pickup Trucks and 4WD pickup trucks should be
at least ½ ton, full–size, two door regular cab with a 6’ bed. Minivans must
contain at least seven (7) seatbelts to accommodate a driver and six (6)
passengers. The Contractor shall provide vehicles with no advance notice with
the exception of American with Disabilities Act vehicles.
D.AVAILABLE INVENTORY FOR STATE EMERGENCY VEHICLES
Contractor shall maintain a vehicle inventory capable of meeting the State’s
vehicle rental needs necessary to respond to emergencies. Contractor may be
required to relocate inventory from other participating locations to meet such
demands. The State shall not be responsible for costs incurred by the Contractor
to relocate vehicles in order to meet State emergency vehicle demands.
E.CLEAN AND FUEL EFFICIENT VEHICLES
The Contractor shall provide Hybrid Electric Vehicles (HEVs), Plug-In Hybrid
Electric Vehicles (PEVs) and Zero Emission Vehicles (ZEVs) in a compact or
intermediate size at the contract rate. A resource for identifying these vehicles
can be found on the California Air Resources Board Drive Clean web page
http://www.driveclean.ca.gov/.
F.MAINTENANCE AND REPAIR
All maintenance and repair of the rented vehicles in accordance with
manufacturer’s instructions on maintenance, will be the responsibility of the
Contractor. For long term rentals, the Contractor must provide renters with
routine vehicle maintenance schedules and specific instructions for obtaining any
required maintenance and repair. Any required maintenance and repair must be
performed at or within the general vicinity of the rental location. The time spent
while waiting for the replacement or for repairs due to any mechanical failure of
the vehicle shall be deducted from the total amount of rental time.
G.AMERICAN WITH DISABILITIES ACT (ADA)
Contractor will comply with the ADA of 1990, as required by Titles II and III of the
ADA (42 U.S.C. 1201 et seq.), which prohibits discrimination on the basis of
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EXHIBIT A-1
disability, as well as all applicable regulations and guidelines issued pursuant to
the ADA.
H.REVENUE SHARE
1.The Contractor shall submit a Revenue Share check to the DGS/STP
Contract Administrator within sixty (60) days of the end of each quarter equal
to the percentage of total Base Rates charges as specified in Exhibit F and
Exhibit G.
2.The DGS/STP Contract Administrator will rely on reports received from the
Contractor to determine total Base Rate charges less refunds. This report will
provide details of the Base Rate totals, refunds applied, and other charges to
clearly indicate how the Revenue Share was determined.
I.REPORTS
1.REPORTING REQUIREMENTS: Reporting required will include short term,
long term and monthly reconciliation reports. Contractor will submit data
utilizing the sample formats provided or in another format provided by the
contractor and approved by the State. Reports must be in Excel format or
another format where data can be sorted and manipulated. The data
categories identified will be supplied in each report. Additional data categories
and reports may be requested by the State in order to capture transaction
detail and/or account performance. All reports will capture all transaction
detail with a minimum of the following categories:
•Agency Name
•Driver Name
•Check-out location and Check in location and dates (separate columns)
•Total Days Rented
•Miles Driven or odometer in/out
•Car Class (Vehicle Car Type)
•Rate Used (Daily, Hourly, Weekly, Monthly)
•Fuel Charges
•Taxes
•As applicable State and local Government fees and surcharges, and/or
airport fees
•Total Billed Charges
•Make, Model, Year, License Plate #, VIN# (separate columns)
•Invoice #, Billing #, Reservation # (separate columns)
2.REPORTS FOR ALL CONTRACT USE / SHORT TERM – The Contractor will
provide one electronic report to the DGS/STP by the 25th day after the
preceding month that includes all short term transactions under the contract
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EXHIBIT A-1
with, at a minimum, the data categories identified above. The report must
separate and total State transactions and Optional User transactions.
3.REPORTS FOR ALL CONTRACT USE / LONG TERM – The Contractor will
provide one electronic report to the DGS/STP by the 25th day after the
preceding month that includes all long term transactions under the contract
with, at a minimum, the data categories identified above. The report must
separate and total State transactions and Optional User transactions.
4.REPORTS FOR MONTHLY RECONCILIATION – The Contractor will email
monthly direct billing reports to each State department and Optional User for
billing reconciliation. The STP Contract administrator must receive a copy of
these reports at time of delivery. These reports use a similar format and
contain the same minimum data requirements with additional data fields to
capture additional rental time, adjustments and car class requested/received.
Agreement Number 5159905
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EXHIBIT A-1
5.The State will work with the Contractor to establish an acceptable reporting
and delivery format.
6.The Contractor will provide additional detailed transaction reports as needed.
7.File Transfer Protocol (FTP) – If the Contractor supports FTP the Contractor
shall set up an FTP account for the DGS and provide a download schedule.
Data must be delivered by email.
8.QUARTERLY REVIEW:
a.The Contractor will meet quarterly with DGS/STP to review services, data
reports, and projected revenue in the month succeeding the quarter in
review. A quarterly meeting schedule will be established once Agreement
is executed.
b.The Contractor shall provide the DGS/STP Contract Administrator an
updated listing of Participating Locations.
c.The DGS/STP may periodically review all charges including but not limited
to taxes, State and local Government fees and surcharges, and/or airport
fees with the Contractor to substantiate that the State of California is
subject to charges listed on rental receipts.
J.MARKETING AND PROMOTIONAL ADS
All marketing and promotional ads regarding this contract must receive written
approval by the DGS/STP Contractor Administrator, prior to distribution.
Agreement Number 5159905
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EXHIBIT F-1
SHORT TERM RENTAL COST TABLE
(BASE RATES)
Complete the table below: Enter the Daily, Weekly and Maximum Cap Rate Daily rate for
each VCT in U.S. dollars and cents up to two (2) decimal digits. If offering more than minimum
Revenue Share percentage, enter a percentage on Additional Revenue Share line.
VEHICLE CLASS TYPE: DAILY WEEKLY MAXIMUM CAP RATE DAILY
Compact $36.06 $144.24 $54.64
Mid-Size/Intermediate $36.06 $144.24 $54.64
Full-Size $38.25 $152.98 $57.91
Mini Van $61.19 $244.77 $85.23
Four Wheel Drive (4WD)/Sport Utility Vehicle $61.19 $244.77 $85.23
Pick Up Truck $76.49 $305.96 $102.72
Hybrid Electric Vehicle $45.89 $183.58 $67.75
Plug-In Hybrid Electric Vehicle / Zero
Emission Vehicle $45.89 $183.58 $67.75
REVENUE SHARE Percent of all Base Rate Charges per Quarter
Minimum Requirement: 3%
Additional Revenue Share above 3%:
(i.e. 0.70% )
7%
Total Revenue Share:
(i.e. 3.70%)
10%
Note: The State of New York is exempt from the Base Rate listed above. Such rates are
subject to open market rates quoted at time of actual car rental.
Exhibit F-1
SHORT TERM RENTAL COST TABLE (ADDITIONAL BASE RATES)
VEHICLE CLASS
TYPE (VCT)
VEHICLE
DESCRIPTION DAILY WEEKLY
SCAR Standard $38.25 $152.98
PCAR Premium $72.12 $382.45
LCAR Luxury $96.16 $437.09
SFAR Medium SUV $96.16 $573.68
FFAR Large SUV $125.66 $753.98
PRAR Premium SUV $136.59 $819.54
FVAR Large Van $132.32 $793.32
SKAR Cargo Van $87.32 $437.09
RENT-A-TRUCK RENTAL RATES
VEHICLE CLASS TYPE
(VCT) VEHICLE DESCRIPTION DAILY WEEKLY
SKAR Cargo Van $87.42 $437.09
JKAR Mini-Cargo Van $72.12 $360.60
UKAR High Top Cargo Van $98.35 $491.73
OQAR ¾ Ton Pickup Truck
w/Tow $98.35 $491.73
BCUT 15’ Cutaway Box Van
w/Ramp $76.49 $382.45
DBOX 16’ Box Truck $92.88 $464.41
FBOX 24’ Box $109.27 $546.36
GBOX 26’ Box Truck $109.27 $546.36
DSTK 14’ Stake Bed $92.88 $464.41
FSTK 24’ Stake Bed $109.27 $546.36
Agreement Number 5159905
Page 1 of 1
EXHIBIT G-1
LONG TERM RENTAL COST TABLE
(BASE RATES)
Complete the table below: Enter the Daily, Weekly and Monthly rate for each VCT in U.S.
dollars and cents up to two (2) decimal digits. If offering more than minimum Revenue Share
percentage, enter a percentage on Additional Revenue Share line.
VEHICLE CLASS TYPE (VCT): DAILY WEEKLY MONTHLY
Compact $20.04 $140.28 $601.00
Mid-Size/Intermediate $20.04 $140.28 $601.00
Full-Size $21.85 $152.98 $655.64
Mini Van $34.61 $242.25 $1,038.09
Four Wheel Drive (4WD)/Sport Utility Vehicle $28.78 $201.48 $863.25
Pick Up Truck $28.78 $201.48 $863.25
Hybrid Electric Vehicle $26.41 $184.88 $792.23
Plug-In Hybrid Electric Vehicle / Zero
Emission Vehicle $26.41 $184.88 $792.23
REVENUE SHARE Percent of all Base Rate Charges per Quarter
Minimum Requirement: 3%
Additional Revenue Share above 3%:
(i.e. 0.70% )
7%
Total Revenue Share:
(i.e. 3.70%)
10%
Note: The State of New York is exempt from the Base Rate listed above. Such rates are
subject to open market rates quoted at time of actual car rental.
Exhibit G-1
LONG TERM RENTAL COST TABLE (ADDITIONAL BASE RATES)
VEHICLE CLASS
TYPE (VCT)
VEHICLE
DESCRIPTION DAILY RATE WEEKLY RATE MONTHLY
RATE
SCAR Standard $21.85 $152.98 $655.64
PCAR Premium $45.54 $318.81 $1,365.91
LCAR Luxury $49.17 $344.21 $1,475.18
SFAR Medium SUV $45.54 $318.81 $1,365.91
FFAR Large SUV $65.56 $458.94 $1,966.91
PRAR Premium SUV $72.86 $510.04 $1,2,185.45
FVAR Large Van $65.56 $458.94 $1,966.91
SKAR Cargo Van $87.22 $436.12 $1,395.59
RENT-A-TRUCK RENTAL RATES
VEHICLE CLASS
TYPE (VCT)
VEHICLE
DESCRIPTION DAILY RATE WEEKLY RATE MONTHLY RATE
SKAR Cargo Van $87.22 $436.12 $1,395.59
JKAR Mini-Cargo Van $71.70 $358.56 $1,147.36
UKAR High Top Cargo Van $98.35 $491.73 $1,502.50
OQAR ¾ Ton Pickup Truck
w/Tow $98.35 $491.73 $1,681.71
BCUT 15’ Cutaway Box
Van w/Ramp $76.49 $382.45 $1,529.82
DBOX 16’ Box Truck $92.88 $464.41 $1,857.63
FBOX 24’ Box $109.27 $546.36 $2,185.45
GBOX 26’ Box Truck $109.27 $546.36 $2,185.45
DSTK 14’ Stake Bed $92.88 $464.41 $1,857.63
FSTK 24’ Stake Bed $109.27 $546.36 $2,185.45