Truck Rental Services

1. lynn Peccerillo-hillspeter hunterLead State: Connecticutdepartment of administrative services (das) Truck Rental Services

2. Sourcing Team Connecticut Lynn Peccerillo-Hills Utah Tami Nelson Vermont Stephen Smith Connecticut Peter Hunter Missouri Jason Kolks Tim Hay, NASPO ValuePoint

3. Truck Rental Services • Solicitation background • RFP evaluation criteria • Benefits and responsibilities

4. Purpose To establish a Master Agreement with a qualified offeror to provide: Truck Rental Services for participating states in the NASPO ValuePoint Cooperative Purchasing Program. The objective of this RFP is to obtain the best value through a national cooperative contract, and increase the amount of potential purchases at a national level. The contract resulting from this RFP defines the relationship with the Contractor to provide rental of trucks for all participating states.

5. Evaluation Criteria

6. Awarded Vendor

7. Benefits of Agreement

8. More Benefits…

9. Responsibilities Drivers: must be a licensed employee of a Purchasing Entity, 21 years of age and older. Proper Use of Truck: Driver may not operate or use trucks in any manner listed in page 4, Section (q) 1. Of Exhibit A. Refueling: Driver will return the truck with the same amount of fuel as when it was picked it up. Maintenance: Upon three (3) days’ prior notification from the Contractor, Purchasing Entity agrees to make themselves and each truck available for the purposes of inspection and/or maintenance every thirty (30) days.

10. More Responsibilities Inspection: For rentals of two days or longer, the Participating Entities and Purchasing Entities shall communicate and require the following written instructions to Drivers: “Contractor requires Drivers to perform daily visual inspections of headlights, running lights, brake lights, hub oil, where applicable, turn signals, and to check engine oil, windshield washer and diesel exhaust fluids, coolant, power steering and brake fluid levels; tire pressure and any damages to the rental vehicles. If the Driver identifies that any of these items are not functioning, fluid levels are low, tire pressure is not at the manufacturer’s recommended pressure or any damages to the rental vehicle, the Driver will notify the applicable rental location, which shall provide instruction as to the handling of the applicable matter. If the vehicle’s ABS light is illuminated, Driver shall not drive the vehicle and must contact the applicable rental location for further instruction. If, at any time, it is determined that the hub oil in the vehicle is below the minimum level, as indicated on the hubcap window, or Driver notices what appears to be a leak, Driver may not drive the vehicle and must have it towed to a repair shop designated by Contractor at the Contractor’s expense. Participating Entities and Purchasing Entities are required to communicate these requirements to Drivers.”

11. Contract Terms The Contract documents are a result of the Lead State negotiations with the Contractor and is considered the Contract. The Lead State recommends each Participating State review the awarded Contract documents as changes have been negotiated from the original RFP solicitation documents. Some of the changes include but not limited to:

12. Contract Terms (cont.) • The debarment certification only applies at the time of Contract execution and does not include recurring certification at the time an Order is placed. • Page 26 of the Contract Section (f) Records Administration and Audit by Purchasing Entities outside Connecticut limitation to 4 Years. • Protection of Personal Information: In the event of a Personal Information Breach, Contractor shall follow the requirements set forth in the Participating Addendum and State Law

13. Enterprise Point of Contact • Craig Lacko415-290-1360craig.lacko2@ehi.com • Enterprise Commercial Trucks is divided into several regions across the United States. Craig will put you in contact with the correct representative in your region.

14. Questions? Contact Us Contract Co-Leads: Lynn Peccerillo-Hills (860) 713-5255 lynn.peccerillo@ct.gov Peter Hunter (860) 713-5257 peter.hunter@ct.gov State of Connecticut Dept. of Administrative Services

15. Participating Addendum PROCESS

16. PA Process All 50 states and The District of Columbia have Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement

17. Participating Addendums • Through the Participating Addendum States/Entities may: • Select Contractors • Include their own State Administrative Fee • Include required (unique) terms and conditions • Identify options for States or their political subdivisions • Request state-specific reporting or other requirements

18. Three Options for Participation State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Education & Outreach Team who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums. Opportunities for Participation

19. Participation Opportunity #1 • Step by Step: • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.

20. Participation Opportunity #2 • Step by Step: Same Process as Opportunity #1 • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.

21. Participation Opportunity #3 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org An email request should be sent to info@naspovaluepoint.org from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to entity for signature . Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

22. PA Process Flow Chart

23. State Executed vs Polysub Executed PA’s If a state has executed a Participating Addendum that allows for Political Subdivision’s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.

24. Things to Remember • Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio. • Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. • Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org • The Lead State and NASPO ValuePoint do not get involved with negotiations. • Only submit completed and negotiated PA’s with signatures from both parties. • Submit completed PA’s in PDF Format.

25. Contact Us Please let NASPO ValuePoint know if we can be of any assistance: *Tim Hay, NASPO ValuePoint Cooperative Development Coordinator thay@naspovaluepoint.org (503) 428-5705 * NASPO ValuePoint Point of Contact for these Master Agreements.

26. Thank You!