Avis Contract Summary

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1、Avis Contract SummaryAWD #113400State Term Contract 518-020-10-1Vehicle Rentals: Autos OnlyContents1.Agency Travel Guidelines12.Avis Account Representatives23.Avis Account Representative for Billing and General Questions24.Avis Preferred25.Avis Rent-A-Car Rental Rates26.Avis Reservations37.Drivers u

2、nder the age of 2548.Drop off Charges49.Emergency Roadside Assistance410.Employee Gifts, Rebates, and Coupons Received from Vendors411.SUV Rental under an Emergency Executive Order412.Highway Toll Administration (eToll by Avis) Toll road charges413.Insurance Coverage414.Mandated Fees515.Mandatory Se

3、at Belt Use (In-State and Out-of-State)516.Methods of Payment517.One-Way Rentals618.Parking and Other Traffic Violations619.Parking of Personal Vehicles620.Personal Use of Contract, described as a rental not reimbursed by State621.Proof of Employment & Proof of Valid Drivers License722.Recommended V

4、ehicle Class / Energy Conservation723.Reimbursement for Fuel Purchased724.Rental Vehicle Contract Taxes725.Renting “Non-Contract” Vehicles From Avis826.Reporting Accidents827.Restrictions on hybrid vehicles828.Avis Locations829.Southwood Location - Tallahassee830.Special Rates831.State of Florida Co

5、ntract Administrator932.Taxes933.Tax Exemption934.Additional Charges91. Agency Travel GuidelinesReview each trip to determine if it is more economical to rent a vehicle from the state contract or pay mileage for the use of privately owned vehicles. The state rental car contract may be found at this

6、site: Be cognizant of any additional travelers that may be going on state business to the same location. If this occurs, try to coordinate plans so that employees may to travel together. If you have employees who travel frequently and they have not been issued a purchasing card, you should request a

7、 restricted use card for these employees to take advantage of the tax savings and $2.00 per day surcharge. All employees should be reminded to use the purchasing card to pay for official travel related expenses and they should make sure that the providers are giving them the tax exempt status that i

8、s provided by law.2. Avis Account RepresentativesAvis Rent-A-Car Account Representatives that may be contacted for assistance are listed below. Global Account Manager: Perry Fry, 404-577-5450, perry.fryGlobal Account Coordinator: Royce Newberry 404-577-5450, royce.newberryavisbudget,comAccount Servi

9、ce Representative:Sharon McCarty, 800-525-7521 Ext. 32520, Sharon.mccartyFlorida/Tallahassee Operations Representatives:Paul Cheatham, 850-433-0011, paul.cheathamJennifer Cryer, 850-232-7192, jennifer.cryer3. Avis Account Representative for Billing and General QuestionsThe main contact for billing p

10、roblems, contract adjustments, general questions, Avis Preferred enrollment and direct billing with purchase order and faxed receipts is: Sharon McCarty, 800-525-7521 Ext. 32520, Sharon.mccarty4. Avis PreferredAvis Preferred Service (Global Electronic Billing Wizard Number) or (Global Electronic Sha

11、red Credit) Avis has the ability to set up a credit card for users who use another persons credit card (NOTE: You must adhere to state or local government or agency policies and procedures regarding the use of government procurement or travel card programs). When set up, the renter doesnt have to pe

12、rsonally have the credit card with them when renting a vehicle.Registering with Avis Preferred allows the renters to go directly to the car and bypass the counter, wherever Avis Preferred service is available. An eligible user may sign up and receive a Wizard Number for Avis Preferred at A. A specia

13、l url has also been established for State agency employees to sign up for Avis Preferred: By signing up for Avis Preferred eligible users will build a profile to use when making reservations and renting a car. Note, if a Purchase Order is used to procure a rental, Avis Preferred is not allowed becau

14、se pre-authorization is required prior to the rental and has to be approved by Avis. 5. Avis Rent-A-Car Rental RatesIN-STATE RENTALS Car GroupDailyHourlyWeekly*Monthly*Subcompact (EDAR)$20.75$4.15$124.50$539.50Compact (CCAR) (STATE RECOMMENDED CLASS)$25.75$8.58$180.25$669.50Mid Size/Intermediate (IC

15、AR)$26.75$8.92$187.25$695.50Full Size 4 door (SCAR/FCAR)$29.75$7.44$190.28$773.50Minivan (MVAR)$35.75$11.92$250.25$929.5012 Passenger Van (SKAR)$44.80$14.93$268.80$985.60Standard SUV (SFAR)$30.75$7.69$184.50$676.50Standard SUV (SFAR) *Exec Order$19.75$3.95$118.50$434.50The minimum rental charge is o

16、ne day. *Weekly Rates are for rentals of 7 days in length. *Monthly Rates are for rentals of 28 days in length, after 28 days each rental agreement must be closed (the customer must return to Avis) and a new agreement written for the next rental period.In-State rentals include unlimited mileage, wit

17、h the exception of personal One-Way rentals; Avis standard one-way rates will apply to personal rentals. “In-State” rental rates apply to rentals that are picked-up and returned within the state of Florida.OUT-OF-STATE RENTALSCar GroupDailyAdditional HoursWeekly*Monthly*Subcompact (ECAR)$23.75$4.75$

18、142.50$522.50Compact (Class CCAR) (STATE RECOMMENDED CLASS)$29.75$5.95$208.25$654.50Mid Size/Intermediate (ICAR)$32.75$6.55$229.25$720.50Full Size 4 door (SCAR/FCAR)$36.75$7.35$233.28$808.50Minivan (Class /MVAR)$42.75$8.55$279.47$940.5012 Passenger Van (SKAR)$44.80$8.96$268.80$985.60Standard SUV (SF

19、AR)$37.75$7.55$226.50$830.50Standard SUV (SFAR) *Exec Order$19.75$3.95$118.50$434.50The minimum rental charge is one day. *Weekly Rates are for rentals of 7 days in length. * Monthly Rates for rentals of 28 days in length, after 28 days each rental agreement must be closed (the customer must return

20、to Avis) and a new agreement written for the next rental period.Out-of-State rentals include unlimited mileage, with the exception of personal One-Way rentals; Avis standard one-way rates will apply to personal rentals. 6. Avis ReservationsTo Make Reservations: Call 1-800-338-8211, or go to Avis web

21、site: A. Reference: AVIS State of Florida AWD #A113400 (or divisions own AWD #)State government travel guidelines instruct employees to book a Compact (Section 2) car, unless the items carried or number passengers traveling merit reserving a larger car. Reserving and being charged for a Compact (Sec

22、tion 2) vehicle is the responsibility of the employee, not AVIS. To better assist the vendor, please make your car reservations as far in advance as possible. In addition, please be diligent to cancel reservations that are no longer needed. This helps AVIS to plan and meet all fleet requirements.Not

23、e: The Compact (Section 2) rental rate is not guaranteed without an advance confirmed car reservation for a compact class rental vehicle.Making and Cancelling Reservations: Reservations for vehicles should be made as soon as travel plans are known. Reservations should be made in advance by calling t

24、he toll free number listed below, via A, or by calling your travel agent. Agency must request State of Florida contract rates, and reference the AWD (Avis Worldwide Discount) #A113400 (or divisions own AWD #) to assure the state rental rate is received.7. Drivers under the age of 25Most car rental c

25、ompanies have strict guidelines regarding renting to drivers under the age of 25. This contract provides that any state employee or eligible customer under the age of 25, but over the age of 18, can rent a car for business purposes from AVIS, but they must (a) have their rental billed directly to th

26、e Agency or State P-Card (authorized signer or the credit card presented for rental payment) and (b) must be in the name of the party renting the vehicle. Authorized additional drivers are business associates, spouse and significant life partner living in the same household. All authorized additiona

27、l drivers must be 25 years of age or above. Eligible users according to Fla. Stat. 112.061 which may be under the age of 21; could become an eligible user if requested to appear for an appointment; or hearing and the agency is permitted to issue a Purchase Order for a rental to allow transportation

28、of that individual to meet their appointment. 8. Drop off ChargesNo Drop off Charges will apply to any rental, business or personal. 9. Emergency Roadside AssistanceIn the rare event the car breaks down, has a flat tire or wont start, day or night, Avis is at your call in an emergency. Renters may d

29、ial the Avis hotline at 1-800-354-2847 for prompt assistance. Avis can also assist renters if they lose a key, lock themselves out of the car or run out a gas, but an additional fee may apply.10. Employee Gifts, Rebates, and Coupons Received from VendorsUnder the terms and conditions of this contrac

30、t the value of all promotional gifts, rebates, coupon programs, etc. initiated during the contract term will be provided in the form of discounts from the daily rental rates. Vehicles rented under the State contract terms and conditions will not be included in any frequent traveler or frequent flyer

31、 program. Additional discounts, coupons, or forms of rebates may not be used in conjunction with State rates.11. SUV Rental under an Emergency Executive OrderIf the Governor signs an executive order placing the State of Florida under a state of emergency, the special Standard SUV Executive Order rat

32、e will be made available to first responders going to a disaster area. Reservations for the SUV vehicles will be based upon available supply. 12. Highway Toll Administration (eToll by Avis) Toll road chargesHighway Toll Administration (HTA) charges or Avis eToll charges for Florida Toll road usage a

33、re notaddressed underthe StateTerm Contract #518-020-10-1 Vehicle Rentals; Autos and Trucks. Please refer to your entities accounting departmentor Department of Financial Services for guidance towards payment of these charges.13. Insurance CoveragePrimary third party liability insurance coverage is

34、provided in the rental cost in the following amounts: $100,000/$300,000 bodily injury and $200,000 property damage insurance when the vehicle is rented by an Eligible Customer for business purposes. Contractor assumes all loss damage to the AVIS car whether due to fire, accident or collision when ve

35、hicle is rented for State, or eligible customer, business purposes. Collision damage Loss Damage is assumed by the contractor and payment of the daily CDW, Collision Damage Waiver, or LDW, Loss Damage Waiver, fee is not authorized. All drivers must have a valid drivers license and are required to dr

36、ive the rental vehicle in a safe, prudent manner, in accordance to State laws, in accordance with the Avis rental terms and conditions and under provisions of State owned vehicle use. The Renter is responsible for purchasing insurance for vehicles rented for personal or leisure use or when renting a

37、 non-contract vehicles.Note: The rental vehicle contract includes an insurance override agreement that covers licensed drivers, other than the individual that rented the vehicle, that use the vehicle with the permission of the renter with all insurance and benefits provided under the rental agreemen

38、t. The State employee or eligible customer must pick up the vehicle. This coverage is provided to business associates, spouse, significant life partner living in same household, and children of the renter above the age of 25 that are living at home. Rentals for State contractors and subcontractors m

39、ust be paid directly by the State or eligible customer (via Avis Central Billing, direct billing using purchase order, or State Purchasing Card) for State rates, insurance, and benefits to apply. Many rental agreements do not provide full insurance coverage if other than the renter is operating the

40、vehicle. Note: Refer to number 20 below, “Personal Use” for information regarding insurance coverage on vehicles rented for leisure or personal use.14. Mandated FeesContractor is required to collect all local, state and federal government imposed taxes and fees and to collect all mandated concession

41、, security and facility fees. Current list of mandated concession, security and facility fees is on file with the Department of Management Services, Division of Purchasing.15. Mandatory Seat Belt Use (In-State and Out-of-State)Under the provisions of Administrative Rule 60B-1.012 Safety, all seated

42、occupants of state rented vehicles are required to utilize the seat belts or occupant restraint system provided. Failure to utilize seat belts or occupant restraint system shall be considered improper use of a vehicle and shall subject employees to disciplinary action. If an accident resulting in in

43、jury to an employee occurs and the employee is not utilizing the seat belts or occupant restraint system provided, and the failure to use the seat belts or occupant restraint system provided contribute to injuries received, workers compensation benefits may be reduced under the provisions of Section

44、 440.09(4), Florida Statutes.Note: Rule 60B, FAC, instructs agencies to have their employees operate a vehicle in the safest manner possible and by manufacturers specifications. All agencies are encouraged to have all passengers, front and back, use the occupant restraint system provided in the vehi

45、cle. 16. Methods of PaymentTo insure that state rates are received, the following methods of payment for vehicle rentals are required under this contract:1. State issued Diners Club, Master Card, Visa, American Express credit cards or State of Florida Purchasing “P” CardNote: Payment via Purchasing

46、Card for renters other than cardholder will be accepted with prior arrangements made through the Avis Account Representative listed in number 3 above. Individuals who wish to allow another eligible user to rent a car using their credit card number can do so by filling out a Shared Card Number Agreem

47、ent, Bank Authorization & Global Electronic Billing Terms of Agreement. To obtain these forms contact the Account Service Representative listed in number 3 above. 2. Avis Central Billing Credit Cards Note: To obtain Avis Central Billing Credit Cards contact your Finance and Accounting office or the

48、Avis Account Representative listed in number 3 above. 3. Avis Company Travel Order (ACTO) provided by Avis Rent-A-CarNote: To obtain Avis Company Travel Order (ACTO) contact your Finance and Accounting office the Avis Account Representative listed in number 3 above. 4. Purchase Order use with Direct

49、 Billing (pre-approval required)Note: Purchase Orders will be accepted if pre-approved through the Avis Account Representative listed in number 3 above. Purchase Orders are not accepted without prior arrangements with Avis Rent-A-Car. Avis will not accept renters debit or check card at beginning of

50、rental but will accept debit or check card to pay for rental when vehicle is returned. See number 32 below for applicable taxes. Prior to entering into credit card agreements, state agencies must obtain approval from the Department of Banking and Finance, Bureau of Auditing.17. One-Way RentalsOne-wa

51、y rentals with unlimited mileage are provided only on business trips. Personal one-way rentals shall be charged Avis standard one-way rates. 18. Parking and Other Traffic ViolationsParking and all other traffic violations are the responsibility of the renter. Avis Rent-A-Car and the State of Florida

52、 are not liable. The renter will be reported to appropriate police department and/or contacted regarding any and all unpaid violations.19. Parking of Personal VehiclesParking for an employees personal car is not available on any Avis lot. Any personal cars left on an AVIS lot will be subject to a $2

53、5.00 parking fee and/or may be towed at the owners expense.Most “off-airport” locations offer complimentary pick-up and drop-off service within 5 miles of the location if the renter makes arrangements for this service in advance with rental location (i.e. AVIS will pick up renter, drive them to the

54、AVIS office to rent the car and then return the renter to their home/office after the rental closes). If the renter cannot make alternative parking arrangements then it is recommended that the employee reserve their car at an airport AVIS location where they can park their personal vehicle in long-t

55、erm parking for the duration of their trip. State Employee parking is available at the Capital Circle Office Complex, Southwood Campus in Tallahassee Florida adjacent to the Avis Office in Building 4040.20. Personal Use of Contract, described as a rental not reimbursed by StateAvis offers Eligible C

56、ustomers state rates for vehicles rented for personal or leisure use, except one-way rental rates which are not available for personal or leisure use. (See number 18 for applicable charges)The renter is responsible for purchasing insurance for vehicles rented for personal or leisure use. When rentin

57、g for personal/leisure use the renter assumes responsibility for all loss or damage done to rental vehicle, up to and included full value of rental vehicle, regardless of fault. Third party liability coverage is provided but will be limited to amount set by the laws of the State in which the vehicle

58、 was rented. This personal exposure may be covered by the renters personal vehicle insurance, and/or by certain personal credit card companies. It is recommended that the renter check personal insurance coverage and/or their personal credit cards companies before renting.Renters using State contract

59、 for personal use are held to the same set of standards as rentals for business use. Avis has permission to contact employee at work regarding specifics of any vehicle rented or contract signed for using State contract terms and conditions. Avis reserves the right to contact the State, or Eligible C

60、ustomer, regarding any inappropriate use of vehicles that occur by employee renting for personal or leisure use. Note for State Agency Employees: When a state employee rents an Avis vehicle for state business using a P-Card and wishes to extend the rental for personal use, the employee must check in

61、 at the local Avis rental location and change your rental agreement to your personal credit card. The rates for business and personal travel are the same, but business travel includes insurance coverage and tax exemption. It is not Avis responsibility to break up your rental costs. Using the State P

62、-Card for the entire rental and then reimbursing the State is prohibited.21. Proof of Employment & Proof of Valid Drivers LicenseAny person renting a car will be asked to produce I.D. to validate that they are an employee of the State of Florida or an employee of an Eligible User of the contract as

63、defined under Rule 60-A1-005, Florida Administrative Code, section 163.3164, F.S. and will be asked to provide a valid drivers license at time of rental. If the employee cannot do so, Avis will be unable to rent the vehicle to the person. Per Avis, it is against the law for them to rent a car to someone who does not have a drivers license.22. Recommended Vehicle Class / Energy ConservationState employees are required to use Co