Truck Rental Services lynn Peccerillo-hills peter hunter Lead State: Connecticut department of administrative services (das)

Tim Hay, NASPO ValuePoint Sourcing Team Connecticut Lynn Peccerillo-Hills Peter Hunter Utah Missouri Tami Nelson Jason Kolks Vermont Stephen Smith Tim Hay, NASPO ValuePoint

Truck Rental Services Solicitation background RFP evaluation criteria Benefits and responsibilities To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

Purpose To establish a Master Agreement with a qualified offeror to provide: Truck Rental Services for participating states in the NASPO ValuePoint Cooperative Purchasing Program. The objective of this RFP is to obtain the best value through a national cooperative contract, and increase the amount of potential purchases at a national level. The contract resulting from this RFP defines the relationship with the Contractor to provide rental of trucks for all participating states. To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

Evaluation Criteria Emergency roadside assistance Possible Points Scope of Services 2. (a)   20 (proposals with the most locations under corporate governance will receive 20 points; proposals with fewer locations will receive a percentage of the points.) Scope of Services 2. (b) 50 (proposals with the most city and neighborhood locations, a percentage of points will be given to proposals with fewer locations.) Scope of Services 2. (c) 25 Emergency roadside assistance Scope of Services 2. (d) 15 Implementation plan to assist in the performance of the Contract Scope of Services 2. (e) (5 points per convenience option are available with a maximum of 25 points.) Other convenience options Scope of Services 2. (f) Flexibility in billing cycle and payment and billing options Scope of Services 2. (g) Unlimited mileage for trucks for round trip rentals Scope of Services 2. (h) 30 One way rentals of up to 500 miles for no additional mileage or drop off fee. Also one way rentals with no mileage restrictions . Scope of Services 2. (i) Desired that proposer offer trucks for an hourly rate for mandatory and desirable truck classifications. Scope of Services 2. (j) 110 (Box Trucks with lift gates: 10 per classification) (Other Classifications: 5 per classification) Desired that proposers have available for rent the desirable truck classifications listed in (Attachment 3) to this RFP. Total Possible Points 335

Awarded Vendor Awarded Vendor States Proposed Contract Duration Various Entities of Enterprise Holdings, Inc. Nationwide Contract Duration December 19, 2017 – December 18, 2019

Benefits of Agreement Achieves more favorable pricing than is obtainable by a single entity because of the collective volume of potential purchases by numerous governmental entities. Provides for the rental of 15’-26’ stake bed, parcel and box trucks, various ¾ and 1 ton heavy duty pick-up trucks and cargo vans (Larger than 2,500 lbs. payload). Participating States may book on-line at https://www.enterprisetrucks.com/truckrental/en_US.htmls. Pricing includes supplemental liability damage waiver (with $0 customer retained responsibility) and liability insurance coverage.

More Benefits… The only operating expense Purchasing Entity will be responsible for is fuel. All other maintenance and operating expenses (including insurance) are the responsibility of the Contractor. Nationwide Roadside Assistance is included at no additional charge. Rates are not subject to blackout dates and do not require a minimum rental period. Each Participating Entities and Purchasing Entities can negotiate Discounts for specific vehicles kept "long term," which means for a period of one (1) year or more.

Responsibilities Drivers: must be a licensed employee of a Purchasing Entity, 21 years of age and older. Proper Use of Truck: Driver may not operate or use trucks in any manner listed in page 4, Section (q) 1. Of Exhibit A. Refueling: Driver will return the truck with the same amount of fuel as when it was picked it up. Maintenance: Upon three (3) days’ prior notification from the Contractor, Purchasing Entity agrees to make themselves and each truck available for the purposes of inspection and/or maintenance every thirty (30) days. To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

More Responsibilities Inspection: For rentals of two days or longer, the Participating Entities and Purchasing Entities shall communicate and require the following written instructions to Drivers: “Contractor requires Drivers to perform daily visual inspections of headlights, running lights, brake lights, hub oil, where applicable, turn signals, and to check engine oil, windshield washer and diesel exhaust fluids, coolant, power steering and brake fluid levels; tire pressure and any damages to the rental vehicles. If the Driver identifies that any of these items are not functioning, fluid levels are low, tire pressure is not at the manufacturer’s recommended pressure or any damages to the rental vehicle, the Driver will notify the applicable rental location, which shall provide instruction as to the handling of the applicable matter. If the vehicle’s ABS light is illuminated, Driver shall not drive the vehicle and must contact the applicable rental location for further instruction. If, at any time, it is determined that the hub oil in the vehicle is below the minimum level, as indicated on the hubcap window, or Driver notices what appears to be a leak, Driver may not drive the vehicle and must have it towed to a repair shop designated by Contractor at the Contractor’s expense. Participating Entities and Purchasing Entities are required to communicate these requirements to Drivers.” To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

Contract Terms The Contract documents are a result of the Lead State negotiations with the Contractor and is considered the Contract. The Lead State recommends each Participating State review the awarded Contract documents as changes have been negotiated from the original RFP solicitation documents. Some of the changes include but not limited to: To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

Contract Terms (cont.) The debarment certification only applies at the time of Contract execution and does not include recurring certification at the time an Order is placed. Page 26 of the Contract Section (f) Records Administration and Audit by Purchasing Entities outside Connecticut limitation to 4 Years. Protection of Personal Information: In the event of a Personal Information Breach, Contractor shall follow the requirements set forth in the Participating Addendum and State Law To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

Enterprise Point of Contact Craig Lacko 415-290-1360 craig.lacko2@ehi.com Enterprise Commercial Trucks is divided into several regions across the United States. Craig will put you in contact with the correct representative in your region.

Lynn Peccerillo-Hills Questions? Contact Us Contract Co-Leads: Lynn Peccerillo-Hills (860) 713-5255 lynn.peccerillo@ct.gov Peter Hunter (860) 713-5257 peter.hunter@ct.gov State of Connecticut Dept. of Administrative Services .

Participating Addendum PROCESS

NASPO ValuePoint cooperative Master Agreement PA Process All 50 states and The District of Columbia have Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement 16

Through the Participating Addendum States/Entities may: Select Contractors Include their own State Administrative Fee Include required (unique) terms and conditions Identify options for States or their political subdivisions Request state-specific reporting or other requirements

Opportunities for Participation Three Options for Participation State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Education & Outreach Team who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums. 18

Participation Opportunity #1 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to state for signature. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Participation Opportunity #2 Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to state for signature. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Participation Opportunity #3 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org An email request should be sent to info@naspovaluepoint.org from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to entity for signature . Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

PA Process Flow Chart

State Executed vs Polysub Executed PA’s If a state has executed a Participating Addendum that allows for Political Subdivision’s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.

Things to Remember Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio. Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org The Lead State and NASPO ValuePoint do not get involved with negotiations. Only submit completed and negotiated PA’s with signatures from both parties. Submit completed PA’s in PDF Format. 24

Contact Us Please let NASPO ValuePoint know if we can be of any assistance: *Tim Hay, NASPO ValuePoint Cooperative Development Coordinator thay@naspovaluepoint.org (503) 428-5705 * NASPO ValuePoint Point of Contact for these Master Agreements.

Thank You!