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
2HISTORY 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
3THE US GOVERNMENT RENTAL CAR AGREEMENT
4THE 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
5RATES
- 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
6RATES (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
7PARTICIPATING 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
8AGREEMENT 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
9RESERVATION 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
10IDENTIFICATION 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
11AUTHORIZED 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
12INSURANCE 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
13DAMAGE 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
14VEHICLES
- 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
15VEHICLES COVERED
- Compact
- Mid-Sized
- Full-Sized
- Station Wagons
- 7 Passenger Van (Limited)
- 15 Passenger Van (Limited)
- Sport Utility Vehicles (Limited)
16ACCIDENTS 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
17TERMINATION 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
18WHAT 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
19WHAT 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
20HANDLING 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
21FREQUENTLY 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?
22FURTHER 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