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SURFACE DEPLOYMENT AND

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CEILING RATES - Maximum rate a Car Rental company can charge, approved by SDDC. ... Airport access fees ... comply with the provisions of rental car agreement ... – PowerPoint PPT presentation

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Title: SURFACE DEPLOYMENT AND


1

SURFACE DEPLOYMENT AND DISTRIBUTION COMMAND
GOVERNMENT RENTAL CAR AGREEMENT
Presentation to the SDDC 2005 Personal Property
and Passenger Training Workshop January 2005
2
HISTORY CAR RENTAL PROGRAM
  • In 1985, MTMC was tasked by the office of the
    Secretary of Defense to manage the U.S.
    GovernmentCar Rental Program
  • In 1989, MTMC instituted the Car Rental Program
    to ensure that Government employees receive
    safe, qualityservice from car rental companies
  • Currently, there are 29 approved car rental
    companieswith over 4,000 approved locations
    doing business worldwide

3
THE US GOVERNMENT RENTAL CAR AGREEMENT
4
THE AGREEMENT
  • Terms and conditions governing the rental of cars
    and passenger vans by federal employees
  • Covers following areas
  • Rates
  • Participating locations
  • Rental vehicle and agreement procedures
  • Reservation center
  • Employee identification and payment
  • Authorized drivers
  • Insurance and damage liability
  • Damage to vehicle
  • Vehicle requirements
  • Vehicle covered
  • Accident or repairs
  • Termination of agreement

5
RATES
  • CEILING RATES - Maximum rate a Car Rental
    company can charge, approved by SDDC. Rental
    rates can move up or down without SDDC approval
    as long as it does not exceed their Ceiling Rate
    maximum
  • RATES ARE ALL INCLUSIVE AND INCLUDES
  • Collision Damage Waiver
  • Liability Waiver
  • No fee for underage or additional drivers
  • Unlimited mileage
  • Airport access fees
  • Exception Government Administrative Rate
    Supplement (GARS), state and local government
    fees, surcharges and taxes

6
RATES (Cont)
  • RATES
  • Must be in whole dollar amounts
  • Daily, weekly and monthly rates
  • Must be available in a Computer Reservation
    Systems and not subject to advance notice or
    blackout dates
  • Guaranteed for 60 days from the time of
    reservation
  • GARS - Supplemental used to reimburse the car
    rental company for those costs incurred which are
    peculiar to doing business with the government

7
PARTICIPATING LOCATIONS
  • Locations must be approved by SDDC
  • Locations must be listed in the computer
    reservation system
  • Off-Terminal Locations
  • Accessible by timely and clearly marked shuttle
    bus service
  • Entered in a CRS as "Off-Terminal"
  • Must be in the close vicinity of the airport.
  • Elapsed time to the rental office will not exceed
    25 minutes
  • City and Suburban Locations must comply with the
    provisions of rental car agreement

8
AGREEMENT PROCEDURES
  • Vehicle must be ready for dispatch upon the
    arrival of the renter
  • The rental contract complete and ready to sign
  • When no vehicles are available, and the renter
    has a reservation, the rental location will make
    arrangements through another participating
    location

9
RESERVATION CENTER
  • Quotes current rates and verifies participating
    locations hours of operation
  • Confirms reservations through airline computer
    reservation system
  • If the requested size/class car reserved is not
    available, Company will substitute an upgraded
    vehicle at the same price
  • Credit card numbers are not a requirement to make
    reservations
  • Confirmation number will be provided at time of
    reservation
  • Confirmed reservation is held for a minimum of
    two normal hours

10
IDENTIFICATION AND PAYMENT
  • Identification
  • Travel Orders
  • Government Credit Card
  • Travel authorization
  • Payment
  • Cash
  • Personal Check
  • Credit Card
  • Official Government Credit Card
  • Centrally Billed Account
  • Prohibited Practices
  • Pre charging charge cards
  • Charging for damage

11
AUTHORIZED DRIVERS
  • Renter
  • Fellow employees acting within the scope of their
    employment duties
  • Fellow employees need not be listed on the rental
    agreement
  • Government employees, age 18 or older

12
INSURANCE AND DAMAGE LIABILITY
  • The company will maintain in force, insurance
    coverage or a duty qualified self insurance
    program, which will protect the US Government and
    its employees against liability for personal
    injury, death, and property damage
  • Personal injury/wrongful death limits - 100,000
    for each person for each accident or event
  • 300,000 for all persons in each accident
  • 25,000 property damage limits for each occurrence

13
DAMAGE TO THE VEHICLE
  • The company shall bear the entire risk of loss of
    or damage to the rented vehicle including
  • Costs of towing
  • Administrative costs
  • Loss of use and replacement vehicles

14
VEHICLES
  • Properly licensed
  • Maintained and meet state and local safety
    standards
  • Safe operating conditions
  • No more than 40,000 miles on the odometer
  • Contain a full tank of gas

15
VEHICLES COVERED
  • Compact
  • Mid-Sized
  • Full-Sized
  • Station Wagons
  • 7 Passenger Van (Limited)
  • 15 Passenger Van (Limited)
  • Sport Utility Vehicles (Limited)

16
ACCIDENTS OR REPAIRS
  • The renter should notify the company
  • Request a replacement vehicle if needed
  • Request instructions for the disposition of the
    disabled vehicle
  • Obtain a police report (if reasonably available)
  • Complete a company accident report

17
TERMINATION OF AGREEMENT
  • The company may terminate the participation of a
    location upon 30 days prior written notice to
    SDDC
  • All terms and condition of the agreement will be
    honored by that location through the date of
    termination
  • This agreement will remain in effect until
    terminated by either party upon 60 days advance
    written notice

18
WHAT TO DO IN CASE OF AN ACCIDENT
  • Call the POLICE and get a copy of the police
    report (if applicable)
  • Report the accident to the Car Rental Company
  • Loss of or damaged to vehicles may be covered
    under SDDCs Car Rental Agreement

19
WHAT IS COVERED?
  • Towing, Administrative, Loss of Use and/or
    Replacement, Collision, Fire, Malicious Mischief,
    Vandalism, Tires, Vehicle Damage, Glass Breakage,
    Theft
  • EXCEPTIONS
  • Where Government Driver is Negligent
  • Committed Fraud
  • Driving Under Influence
  • Racing
  • Towing
  • Off Road Use
  • Unauthorized Use

20
HANDLING BILLING PROBLEMS, COMPLAINTS CLAIMS
  • Bring billing problems, complaints or claims
    tomanagement at the renting location
  • If the problem can not be resolved at step one,
    contact your agencys Transportation Office, or
    carrental company Government Representative
  • Unresolved issues may be forwarded to SDDC

21
FREQUENTLY ASKED QUESTIONS
  • May contractors rent vehicles under the SDDC
    Agreement?
  • May family members ride/drive the vehicle?
  • May the vehicle be used for sightseeing purposes
    on the weekends?
  • On group travel, can each person rent a vehicle?
  • Where am I allowed to drive the vehicle?

22
FURTHER QUESTIONS?
Rental Car POC may be reached at (703)
428-3008 Rental Car Agreement can be downloaded
from the following WEB site http//www.sddc.army
.mil/frontDoor/0,1865,OID3--215-219--219,00.html
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