[Travel-Link] Vehicle Rental Guidance

[KING Kaliska * DAS]

State Agencies:

As some of you know, the Enterprise(EHI) vehicle rental contract #9950 will end on October 18, 2019. The new Participating Addendum is being negotiated.

A mandatory Price Agreement with Hertz is in place.  However, Hertz may not be practical to use or the best use of State funds (fit your needs) in all circumstances.  I have been working with Risk to give agencies some guidance.

In the event the Agency has sufficient justification to go outside the MANDATORY USE Hertz Price Agreement, this is the process you are required to follow:


  1.  Per rule 125-247-0395(5)each rental Hertz is not used, DAS (Contract Administrator, Kaliska) must authorize the exemption with my approval. Info.managedtravel at oregon.gov<mailto:Info.managedtravel at oregon.gov>
  2.  Document in writing the agency purchase file, why Hertz will NOT work for each rental.
  3.  Email Info.managedtravel at oregon.gov<mailto:Info.managedtravel at oregon.gov> with the part of the state the Hertz rental was not available.  Hertz would like to put more locations in, I need this information to help them know how to better serve the area.
  4.  If you follow instructions 1-3, A blanket exemption is granted if a Hertz location is 50 miles away from where the Traveler is starting the rental. In any other situation, prior to the rental, the Agency must follow instructions 1-3 and obtain an exemption.

If exemption is granted, the Agency must:


  1.  Rent the vehicle on EHI's website, not using an already set up account number. Current account numbers should deactivated  until the new PA is in place. You may use your agency SPOTS card or a PO as a payment mechanism.
  2.  Understand, the rental rate will be the regular commercial daily rental rate (no discounts apply) and each rental must purchase the full coverage insurance package. This includes comprehensive, liability and property damage.
  3.  Keep the confirmation number with the purchasing file and all documentation showing insurance was purchased.
  4.  NOT rent 15 passengers vans at any time (per DAS Risk).
  5.  Make sure that you purchase the "limited damage waiver" (LDW) at the time of the rental.  The agency will be charged an extra fee. This is a waiver of all or part of the costs of damage to the vehicle.  This is a requirement stated in the State of Oregon self-insurance program 125-7-101 H3D.  Here is a link to the self-insurance property policy:  https://www.oregon.gov/das/Risk/Documents/SelfInsPolProp.pdf.

EHI has been saying to some agencies that they will extend a special commercial rate that includes insurance with an account through December 31, 2019. Please keep in mind, there is no contract in place for this and therefore, Agencies MAY NOT accept any "special offers" that are presented by EHI.

If you have any questions, please email Info.managedtravel at oregon.gov<mailto:Info.managedtravel at oregon.gov>



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