Administrative
  Services
    Letter

00-03
State Contract Vehicle Rentals

 
 
Signed By
Larry Morris, Chief
Administrative Services Division
Number
00-03
Distribution
All Employees
Date Issued
 February 25, 2000
Subject
State Contract Vehicle Rentals
Expires
When Canceled
Guide Section
Reference
Cancels ASL 99-07

The Department of General Services (DGS) supplies vehicles for use by State employees on either short-term or long-term assignment. If a DGS vehicle is unavailable, State employees must select from among the following contract rental companies.

       
Contract Company
Reservation Number
Maximum Daily
Rate*
Corporate Discount
I.D.
Alamo Rent A Car, Inc.
(800) 732-3232
$49.00
191259
Avis Rent A Car, Inc
(800) 331-1212
$49.00
A160000
Bay Area Rentals
(877) 202-8850
$40.00
State of California
Budget Rent A Car Corporation
(800) 527-0700
$38.25
T434700
Dollar Rent A Car
800) 800-4000
$45.00
CA9458
Enterprise Rent A Car/Leasing
(800) 228-2325
$37.00
CALGOVT
National Car Rental
(800) 227-7368
$55.00
5400321
Thrifty Rent-A-Car System, Inc.
(800) 367-2277
$43.86
001-0190955
 

If none of the companies listed above can provide a vehicle in the travel location, employees may use a non-contract vendor. A " Vehicle Rental Exception" justification (attached) must be provided to the Accounting Office when an employee needs a specialized vehicle or is required to use a non-contract vendor.

The State's contract provides for unlimited mileage, loss damage waiver, and protection from third-party liability claims. Employees should not purchase insurance from rental companies since reimbursement is not authorized. The Department of General Services Charge Card and the American Express Corporate Card are the only authorized methods of payment.

State travelers must notify the renting company when a vehicle cannot be returned to the renting location as specified in the rental agreement.

Although some companies extend State contract rates to employees for personal use, this must be done on a separate rental agreement. This policy applies even if an extension is at no additional expense to the State.

*Weekly rate is six times the daily rate. The total rate charged including taxes can not exceed the rental rate agreed upon in the State contract.
Procedures

Use the toll free number listed to make reservations.

Employees are encouraged to refuel prior to returning the vehicle to the vendor.

Accident reporting requirements, contract locations, drop off charges, etc. vary from company to company. For assistance, please contact the Accounting Office at (916) 323-8203.