SURFACE DEPLOYMENT AND

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SURFACE DEPLOYMENT AND DISTRIBUTION COMMAND
GOVERNMENT RENTAL CAR AGREEMENT
Presentation to the SDDC 2005 Personal Property
and Passenger Training Workshop January 2005
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HISTORY CAR RENTAL PROGRAM

• In 1985, MTMC was tasked by the office of the
  Secretary of Defense to manage the U.S.
  GovernmentCar Rental Program
• In 1989, MTMC instituted the Car Rental Program
  to ensure that Government employees receive
  safe, qualityservice from car rental companies
• Currently, there are 29 approved car rental
  companieswith over 4,000 approved locations
  doing business worldwide

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THE US GOVERNMENT RENTAL CAR AGREEMENT
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THE AGREEMENT

• Terms and conditions governing the rental of cars
  and passenger vans by federal employees
• Covers following areas
• Rates
• Participating locations
• Rental vehicle and agreement procedures
• Reservation center
• Employee identification and payment
• Authorized drivers
• Insurance and damage liability
• Damage to vehicle
• Vehicle requirements
• Vehicle covered
• Accident or repairs
• Termination of agreement

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RATES

• CEILING RATES - Maximum rate a Car Rental
  company can charge, approved by SDDC. Rental
  rates can move up or down without SDDC approval
  as long as it does not exceed their Ceiling Rate
  maximum
• RATES ARE ALL INCLUSIVE AND INCLUDES
• Collision Damage Waiver
• Liability Waiver
• No fee for underage or additional drivers
• Unlimited mileage
• Airport access fees
• Exception Government Administrative Rate
  Supplement (GARS), state and local government
  fees, surcharges and taxes

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RATES (Cont)

• RATES
• Must be in whole dollar amounts
• Daily, weekly and monthly rates
• Must be available in a Computer Reservation
  Systems and not subject to advance notice or
  blackout dates
• Guaranteed for 60 days from the time of
  reservation
• GARS - Supplemental used to reimburse the car
  rental company for those costs incurred which are
  peculiar to doing business with the government

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PARTICIPATING LOCATIONS

• Locations must be approved by SDDC
• Locations must be listed in the computer
  reservation system
• Off-Terminal Locations
• Accessible by timely and clearly marked shuttle
  bus service
• Entered in a CRS as "Off-Terminal"
• Must be in the close vicinity of the airport.
• Elapsed time to the rental office will not exceed
  25 minutes
• City and Suburban Locations must comply with the
  provisions of rental car agreement

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AGREEMENT PROCEDURES

• Vehicle must be ready for dispatch upon the
  arrival of the renter
• The rental contract complete and ready to sign
• When no vehicles are available, and the renter
  has a reservation, the rental location will make
  arrangements through another participating
  location

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RESERVATION CENTER

• Quotes current rates and verifies participating
  locations hours of operation
• Confirms reservations through airline computer
  reservation system
• If the requested size/class car reserved is not
  available, Company will substitute an upgraded
  vehicle at the same price
• Credit card numbers are not a requirement to make
  reservations
• Confirmation number will be provided at time of
  reservation
• Confirmed reservation is held for a minimum of
  two normal hours

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IDENTIFICATION AND PAYMENT

• Identification
• Travel Orders
• Government Credit Card
• Travel authorization
• Payment
• Cash
• Personal Check
• Credit Card
• Official Government Credit Card
• Centrally Billed Account
• Prohibited Practices
• Pre charging charge cards
• Charging for damage

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AUTHORIZED DRIVERS

• Renter
• Fellow employees acting within the scope of their
  employment duties
• Fellow employees need not be listed on the rental
  agreement
• Government employees, age 18 or older

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INSURANCE AND DAMAGE LIABILITY

• The company will maintain in force, insurance
  coverage or a duty qualified self insurance
  program, which will protect the US Government and
  its employees against liability for personal
  injury, death, and property damage
• Personal injury/wrongful death limits - 100,000
  for each person for each accident or event
• 300,000 for all persons in each accident
• 25,000 property damage limits for each occurrence

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DAMAGE TO THE VEHICLE

• The company shall bear the entire risk of loss of
  or damage to the rented vehicle including
• Costs of towing
• Administrative costs
• Loss of use and replacement vehicles

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VEHICLES

• Properly licensed
• Maintained and meet state and local safety
  standards
• Safe operating conditions
• No more than 40,000 miles on the odometer
• Contain a full tank of gas

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VEHICLES COVERED

• Compact
• Mid-Sized
• Full-Sized
• Station Wagons
• 7 Passenger Van (Limited)
• 15 Passenger Van (Limited)
• Sport Utility Vehicles (Limited)

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ACCIDENTS OR REPAIRS

• The renter should notify the company
• Request a replacement vehicle if needed
• Request instructions for the disposition of the
  disabled vehicle
• Obtain a police report (if reasonably available)
• Complete a company accident report

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TERMINATION OF AGREEMENT

• The company may terminate the participation of a
  location upon 30 days prior written notice to
  SDDC
• All terms and condition of the agreement will be
  honored by that location through the date of
  termination
• This agreement will remain in effect until
  terminated by either party upon 60 days advance
  written notice

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WHAT TO DO IN CASE OF AN ACCIDENT

• Call the POLICE and get a copy of the police
  report (if applicable)
• Report the accident to the Car Rental Company
• Loss of or damaged to vehicles may be covered
  under SDDCs Car Rental Agreement

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WHAT IS COVERED?

• Towing, Administrative, Loss of Use and/or
  Replacement, Collision, Fire, Malicious Mischief,
  Vandalism, Tires, Vehicle Damage, Glass Breakage,
  Theft
• EXCEPTIONS
• Where Government Driver is Negligent
• Committed Fraud
• Driving Under Influence
• Racing
• Towing
• Off Road Use
• Unauthorized Use

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HANDLING BILLING PROBLEMS, COMPLAINTS CLAIMS

• Bring billing problems, complaints or claims
  tomanagement at the renting location
• If the problem can not be resolved at step one,
  contact your agencys Transportation Office, or
  carrental company Government Representative
• Unresolved issues may be forwarded to SDDC

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FREQUENTLY ASKED QUESTIONS

• May contractors rent vehicles under the SDDC
  Agreement?
• May family members ride/drive the vehicle?
• May the vehicle be used for sightseeing purposes
  on the weekends?
• On group travel, can each person rent a vehicle?
• Where am I allowed to drive the vehicle?

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FURTHER QUESTIONS?
Rental Car POC may be reached at (703)
428-3008 Rental Car Agreement can be downloaded
from the following WEB site http//www.sddc.army
.mil/frontDoor/0,1865,OID3--215-219--219,00.html