Rental Car OptionsIncident Business Workshop

May 8, 2013

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.

Introduction – Task Group

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)

Introduction

Comparison of RSVP and STR Programs

SRV Program as a “Pilot” using STR Program

Benefits and Cost Savings

Questions

Introduction - Continued

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

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

Rental Cars – Short & Long Term Options

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.

RSVP – Overview (1)

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).

RSVP – Overview Continued (2)

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.

STR – Overview (1)

‣ Ordering Procedures: Authorized Customer (Fleet) submits needs worksheet, using GSA Customer Number, BOAC, and fund codeo GSA develops and posts RFQ for 5-10 days;o GSA sends quotes to customer for review;o 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

STR – Overview Continued (2)

RSVP• RFQ by Procurement • CO obligate &

awards• RFQ out for 2-5 days• 48-72 hr response

• Pay w/ charge card or PO.

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.

Comparison: RSVP to STR (1)

RSVP• 16 vendors• NO fuel card• (consider how to pay)• No TDY use• Request qty 1-30 • 1-120 days

STR• 12 vendors• Fuel card if requested

• No TDY use• Request qty 1-30 • 1-120 days* Extend =new RFQ

Comparison: RSVP to STR (2)

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

Comparison: RSVP to STR (3)

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

STR• Request special needs

in worksheet (4x4, off road operation, delivery and pick up locations, etc.)

• Generally, for maintenance needs call the vendor.

Comparison: RSVP to STR (4)

Purpose: Increase quantity and speed of IA crew deployments; avoid deployment delays due to inefficient rental policy.

o 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.

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

SRV process for STR Program (1)

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

SRV process for STR Program (2)

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

Benefits

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.

Benefits – Cost Savings (1)

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%

Benefits – Cost Savings (2)

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.

Benefits – Cost Savings (3)

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…

Conclusion

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, BIABritt Williams, Purchasing Agent, BLMBrenda Johnson, IBPWT Liaison

Final Information

Questions?