Rental Cars – RSVP, GSA, STR Rentals

Report
Incident Business Workshop
May 8, 2013
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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.
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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)

Comparison of RSVP and STR Programs

SRV Program as a “Pilot” using STR Program
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Benefits and Cost Savings
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Questions
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
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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.
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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).
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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.
‣ Ordering Procedures: Authorized Customer
(Fleet) submits needs worksheet, using GSA
Customer Number, BOAC, and fund code
o 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
•
•
•
•
•
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.
•
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
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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
•
•
•
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.
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Purpose: Increase quantity and speed of IA crew
deployments; avoid deployment delays due to
inefficient rental policy.
o
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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.
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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

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
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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
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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.

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%

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.
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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…
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, BIA
Britt Williams, Purchasing Agent, BLM
Brenda Johnson, IBPWT Liaison
Questions?

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