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The Long-term Commercial Car Rental Contract is an efficient, cost-effective solution for long-term (30 days or more) car and truck rental needs when an OFAM State fleet vehicle does not meet your department's needs.
Examples:
- If you need a vehicle before your new or replacement state vehicle is delivered
- If there is a waiting period for a requested DGS rental vehicle to be purchased and delivered.
How to pay: The American Express Business Travel Account (BTA) is the sole payment mechanism for use of this contract. The Equipment Coordinator establishes a long-term rental supplemental BTA and holds that number on behalf of your agency. Therefore, your travel program coordinator must provide your agency/department primary BTA number to the OFAM State Equipment Coordinator. Contact your Travel Program Coordinator for more information.
Fuel: Pay at the pump and submit a TEC (PDF format) for reimbursement. You may be eligible to use a Voyager fleet card; if you are, fuel charges would be centrally billed to your department (contact your Fleet Card Administrator.)
Note: Your Travel Program Coordinator may establish the BTA before you submit an OFA 160 requesting a long-term rental vehicle, or at the same time that you submit the OFA 160. See below.
How to reserve:
- Fill out an
OFA 160, Vehicle Acquisition Request Form, and submit it to the OFAM Statewide Mobile Equipment Coordinator. (See contact information later in this page.)
Why submit an OFA 160? Rental periods over 21 consecutive calendar days require prior approval from the Statewide Mobile Equipment Coordinators. Long-term rentals constitute an increase in the State fleet and are subject to analysis to ensure the most cost-effective method is utilized (SAM Chapter 3620). An OFA 160 must be completed and approved prior to any long term rental.
- The Statewide Mobile Equipment Coordinator notifies the Avis Budget Group representative that you have been approved for the requested vehicle(s), and returns the approved OFA 160 to you.
- The Statewide Mobile Equipment Coordinator provides you with the phone number for the Avis Budget Group Representative, and with the Authorization Number for the rental(s).
This number is the same as the Request Tracking Number in the upper-right corner of your approved OFA 160.
- Call the Avis Budget Group Representative with details of where and when you need the vehicle(s).
The Statewide Mobile Equipment Coordinator gives you the phone number for the State's dedicated Avis and Budget representative.
- The representative arranges to have the vehicle(s) available at the nearest Avis or Budget location, and provides you with contact information for that location.
Contract vehicles and prices
| Vehicle Description |
Vehicle Type |
Long-Term Daily Rate |
|
Ford Focus, 4 Passenger (or alternate E-85 Flex-Fuel vehicle) |
Compact Sedan |
$18.98 |
|
Toyota Prius, 4 Passenger |
Hybrid Electric Sedan |
$18.98 |
|
Ford F-150, 5 Passenger, E-85 Flex-Fuel vehicle |
Pickup Truck |
$24.88 |
|
Ford F-150, 5 Passenger, E-85 Flex-Fuel vehicle 4WD |
Pickup Truck |
$24.88 |
|
Toyota Sienna, 7 Passenger (or alternate E-85 Flex-Fuel vehicle) |
Mini-Van |
$26.50 |
Contact information
Contact one of these OFAM Statewide Mobile Equipment Coordinators for approval and reservations:
Steve Nielsen
Statewide Mobile Equipment Coordinator
DGS Office of Fleet and Asset Management
(916) 928-7971
Steve.Nielsen@dgs.ca.gov
Stan Pochop
Statewide Mobile Equipment Coordinator
DGS Office of Fleet and Asset Management
(916) 928-7970
Stan.Pochop@dgs.ca.gov
For further information about the long-term rental contract, contact:
Hannah Konnoff
Staff Services Analyst
DGS Office of Fleet and Asset Management
(916) 928-9808
Hannah.Konnoff@dgs.ca.gov |
