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Rental Car Options

Rental Car Options. Incident Business Workshop May 8, 2013. Introduction – Task Group.

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Rental Car Options

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  1. Rental Car Options Incident Business Workshop May 8, 2013

  2. Introduction – Task Group • Tasking: Task Group created by AAR and Incident Business Practices Working Team (IBPWT) to develop recommendations for utilizing GSA vehicle rental programs: the RSVP or the STR program during the fire season. • Scope: Gather input from the field units to determine specific needs; Research options and develop a process document that includes the costs and clearly defines the steps from placing the initial order thru closeout of the final bill.

  3. Introduction • New options are necessary for fulfilling fire vehicle needs in a timely, efficient manner • Rental options: short and long term 2 additional longer term options: • RSVP Program (Rental Supplemental Vehicle Program) • STR Program (GSA Short Term Rental Program)

  4. Introduction - Continued • Comparison of RSVP and STR Programs • SRV Program as a “Pilot” using STR Program • Benefits and Cost Savings • Questions

  5. Rental Cars – Short & Long Term Options 4) GSA RSVP • 16 Vendors • All Types Vehicles • Longer term: 1-120 days 5) GSA STR • 12 Vendors • All Types Vehicles • Longer term: 1-120 days* *new RFQ to extend 1) Travel Card • On-Road Vehicles • Renter pays directly • Short Term 2) BPA • Enterprise Program • Off-Road Vehicles • Short Term 3) Local Rental • EERA – Incident only • Short Term

  6. RSVP – Overview (1) • Definition: for federal fleets and official business vehicle needs for transportation support for national and natural disasters, emergencies, tests and drills; NOT for TDY. • On GSA Advantage! Schedule 48-411-2 • Rates: Maximum daily, weekly and monthly rates are posted online, includes unlimited mileage, for U.S. non-airport locations. • Pricing: based on volume, rental length, and vehicle availability…varies by location.

  7. RSVP – Overview Continued (2) • Ordering Procedures: Procurement Staff prepare RFQ, post RFQ for 2-5 days, and award orders through GSA e-Buy (if under micro purchase threshold) or Agency system with their GSA Advantage Customer Profile • Payment: GSA SmartPay Purchase Card or Purchase Order (PO).

  8. STR – Overview (1) • Definition: rental vehicles for federal customers’ seasonal work, special events, surge requirements, or fleet vehicles out of service for maintenance or repair; NOT for TDY. • Vendors are from RSVP pool: with GSA BPAs • Rates: Maximum daily, weekly and monthly rates are posted online, includes unlimited mileage, for U.S. non-airport locations. • Pricing: based on volume, rental length, and vehicle availability…varies by location.

  9. STR – Overview Continued (2) • Ordering Procedures: Authorized Customer (Fleet) submits needs worksheet, using GSA Customer Number, BOAC, and fund code • GSA develops and posts RFQ for 5-10 days; • GSA sends quotes to customer for review; • GSA awards BPA Call to vendor; • Payment: charged to GSA Customer Number, BOAC, and fund code • Vendor bills GSA who bills customer • Single line billing for similar vehicle types • Individual line for fuel, i.e. STR Rental and STR Fuel

  10. Comparison: RSVP to STR (1) STR • Fleet enters worksheet • GSA CO RFQ & awards • RFQ out for 2-10 days • 48-72 hr response • Pay by GSA customer # and Billing Office Accounting Code (BOAC) – NO PO. RSVP • RFQ by Procurement • CO obligate & awards • RFQ out for 2-5 days • 48-72 hr response • Pay w/ charge card or PO.

  11. Comparison: RSVP to STR(2) STR • 12 vendors • Fuel card if requested • No TDY use • Request qty 1-30 • 1-120 days* Extend =new RFQ RSVP • 16 vendors • NO fuel card • (consider how to pay) • No TDY use • Request qty 1-30 • 1-120 days

  12. Comparison: RSVP to STR (3) RSVP and STR • Sedans of all sizes • Mini-vans • SUVs and Pick-ups • Passenger and cargo vans • Box, Flat bed and stake trucks • Refrigerated trucks and trailers

  13. Comparison: RSVP to STR (4) STR • Request special needs in worksheet (4x4, off road operation, delivery and pick up locations, etc.) • Generally, for maintenance needs call the vendor. RSVP • Request special needs in RFQ (4x4, off road operation, delivery and pick up locations, etc.) • Off-road…allowable only in writing • Requirements must be defined in RFQ for routine maintenance activities, damages, or in the field repairs

  14. SRV process for STR Program (1) • Purpose: Increase quantity and speed of IA crew deployments; avoid deployment delays due to inefficient rental policy. • To have sufficient vehicles for 120 days, from June-September, pre-positioned to enable maximum, and timely deployment of all 7 SRV type-2, IA crews. • Goals: • Provide Wildland Fire Incidents SRV crews with dependable, convenient, and cost-effective transportation. • Save 25% on rental transportation costs when compared to last year.

  15. SRV process for STR Program (1) • Process: • A General Support Code is generated to use as a default billing code** • Submit needs worksheet (4x4 P/U, qty, etc) • GSA converts to RFQ, solicits quotes, • Quotes received, reviewed, and • GSA CO awards BPA Call and contacts customer

  16. SRV process for STR Program (2) • Roles and Responsibilities: • Unit Fleet Manager: requests BOAC with default charge code, ensures specific job/fire code replacements are correct. • Budget Analyst: ensure all costs are adjusted into specific incident codes for utilization • SRV Program: ensure qualified drivers operate vehicles, all maintenance performed per agreement, keep all fuel receipts

  17. Benefits • Increased mobilization readiness for deploying resources - prepositioned • Decreased crew deployment/response times: 2 hours or less • Replenishing local fleets during high fire activities. • Additional vendors: 12 STR • Increased vehicle inventory available • Additional vehicle types available

  18. Benefits – Cost Savings (1) • STR provides fuel card with rentals; if no fuel card, SRV must send an employee (with a purchase card) to accompany the SRV crew: at considerable costs. • Normal fleet 4x4 P/U, “FOR” costs are $0.56/mile, so driving 100 miles costs $56. vs. unlimited mileage with STR rentals. • Programs list vendor maximum rates, but most quotes are much lower. Example: Acme’s daily max 4x4 crew cab P/U rate is $55; their quote was $26…..a 52% savings.

  19. Benefits – Cost Savings (2) • Enterprise BPA rates for 4x4 P/U are $87/day, with no discount for longer rentals. When compared to the maximum STR rates (Acme: $55), using the STR program could save up to 36%. Example: 14 day rental: Enterprise $1,218 (14*$87) Acme $ 770 (14*$55) Using the STR program would save 36%

  20. Benefits – Cost Savings (3) • SRV FY2012 Total Transportation estimates: • Approximately $240,000, including: • 73 rentals for 135 shifts at $83,500; • 12 buses for 89 shifts at $121,000; • Fleet usage was a guess at $35,000. • Both programs list the maximum vendor rates, which is the “worst case” – and even using these rates, $55-$81 (P/U); saves 6% vs. using the Enterprise BPA.

  21. Conclusion • Budgets are shrinking. • We are expected to do more with less. • The RSVP and STR programs offer us additional choices, now we have plan A, B, and C. More vehicles available, various types of vehicles, discounted pricing, local delivery and pickup – all necessary when meeting the emergency fire mission. • We have a lot to save…

  22. Final Information RSVP: http://www.gsa.gov/portal/content/104999 Click on: More details about RSVP SIN 411-2 STR: http://www.gsa.gov/portal/content/102675 Task Group Members: Gavin Smith, Contract Specialist USFS R6 Lori Anderson, Administrative Officer, BIA Britt Williams, Purchasing Agent, BLM Brenda Johnson, IBPWT Liaison

  23. Questions?

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