KNOXVILLE, CHATTANOOGA, MARTIN, TULLAHOMA, Office of Cummuniczltions May 7, 2013 Statement on the niversity's rental car program: The University of Tennessee's contract with Enterprise is to supply UT employees with rental cars while they are traveling and provide discounts for alumni and friends. he contract was amended to comply with the _stat_e's request. The University of Tennessee does not have a WeCar program. P262 Andy HoitTower? Knoxviile. TN 37996-0142 Phone: 865--97fi'lI14 Fz1x:865<<974<<2635 REQUEST FOR PROPOSAL A DISCOUNTED AUTOMOBILE RENTAL PROGRAM FOR THE UNIVERSITY OF TENNESSEE ALUMNI ASSOCIATION AND UNIVERSITY EMPLOYEES PURPOSE OF THIS REQUEST FOR PROPOSAL This request for proposal (hereinafter refened to as is being issued for two distinct putposes. The first purpose is to establish along term, mutually beneficial teiationship between a national tentnl our agency and the University of Tennessee Alumni Assoeiafion to oifet discounted programs and sexvices to University of Tennessee that may include alumni, conttibutona, and other fitiencls. This program is heteinatler refened to as the Alumni Pattnership Program." The second pulpose is to attempt to reduce the University's rental car expenses, by establishing a discounted mine with one or more national xental our agencies. This program in beoeinafier rofetrcd to as the "University's Prefened Rental Car Program." GOALS AND OBJECTIVES The University's objective is to pool the purchasing power ofits Alumni with its Cotporate Cot Rental puochases to receive discounts. The goal of' the UI Alumni Association is to provide a service to its constituents by pattneting with a company to offer automobile rentals at discounted gtoup rates, provide excellent customer service to the alumni and-friends who paxticipate in the pzogram, and ezeate a sneam of revenue for the association. Revenue fiom the program will be used to supplement the operating budget of the association, allowing all expansion of the progiams and services available to all Univetsity of' Tennessee graduates. The goal for the University is to negotiate the lowest cost for a mid--size vehicle with a nationally recognized rental car agency, thereby inducing the University's rental car expenses. THE UNIVERSITY OF TENNESSEE The Univoisity of Tennessee consists of four primary campuses and three institutes. The campuses include: 1. The University of'I'ennessec's main campus in Knoxville 2. Ihe University of Tennessee at Chattanooga. 3. The University of Tennessee at Martin 4. The UT Health Science Center in Memphis The three institutes include Agriculime and Public Service, headquattcred in Knoxville. and the Space institute, located in Tullnhoma. the university is a strongly centralized system headed by a 20--member Board of Trustees (appointed by the Governor), the President and a staff' of Vice Presidents, Chancellors, Legal Counsel and Ireasurcr. Ihe seven campus/unit heads repoztto the president and are responsible for managing their unit according to state and university fiscal policy and procedures . Founded in 1794, is both the state university (by designation ofthc Tennessee General Assembly in 1879) and the land grant college (under terms oftlre Monill Act of 1862). Its three- fold mission is to deliver instruction, research and public service to the citizens of'Tennessee, the region and nation. UT has 272,604 reachable alumni (55% in-state; 45 out--of-state), a student body of 42,000, 13,000 employees and an annual budget billion. Ihe University spent approximately $700,000 in rentalcar costsessociataed with University business. This amount doesn't include any cars rented by alumni, students, or employees forpersonal use. The top ten rental car locations, booked through our travel agency, are listed in descending order: Knoxville, Orlando, Memphis, Atlanta, Los Angeles, Nashville, Dallas, Phoenix, Houston, and Chicago. THE UNIVERSITY OF TENNESSEE ALUMNI ASSOCIATION The Alumni Association, founded in 183 6. is a dependent department ofthe university system adnrinistration and exists to provide services to alumni and to represent their-perspective in university affairs. Association membership is granted to anyone who has completed as many as 24 semester hours (or its equivalent) and is no longer afiliated with the university as a hill time student. Norr- alurnni friends who make a financial contribution to the university are added to the database as well as those individuals who request to be added to the database. UTAA conducts no dues or membership program. A Board of Governors oversees the aflirirs ofthe association. Having no fiduciary responsibility but operating as an opinion-leading and advocacy group, the Board of Governors consists of representatives elected from nine mature and nine out-of-state districts, two appointed by the ohanceilors ofeaoh primary campus, 15 appointed by the President of the UI Alumni Association, five past presidents ofthe association, a member oftlre Board of Trustees 'and others who serve by virtue of some association or university office held such as the campus Chancellors, Student Government Association presidents, UIAA officers and chairs ofkey board committees. ASSOCIATION AocoMrLIsn1vr:eNTs For the year: ended June 30, 2010, over 90,000 persons attended alumni events across the United States organized and corrduoted by either the central alumni stafi' or one of the campus alumni offices . Since all alumni are granted membership in the association, there is no formal dues program. The UIAA does provide alumni the opportunity to make an annual gift to its Fund for the Future, which provides support for student scholarships, faculty awards, internships, and key alumni programming During the previous your alumni gave just over $500,000 to support the Fund for the Future. The Association has a long and distinguished history as a solid partner with the administration for the progress and welfare ofthe total university. It relishes its role both in friend-raising and firnd-raising for the university. MARKETING PARTNERSHIP HISTORY Historically the UT Alumni Association has been very careful in marketing products and services to its constituents. A key goal has been to partner with companies that provide products and services of good value to a broad number ofUI' graduates. It has been, and continues to be, important to provide "quality over quantity" in marketing products and services to the alumni population. RESPONSIBILITY FOR SELECTING RENTAL CAR While it is the hope to award both programs to one vendor, the University may select more than one vendor to service the two ams;. Also. while it is the intent to direct most ofthe Business to the vendor selected for the Preferred Vendor Program, this is not an exclusive program and employees may select other rental car companies. It_ is also the University's intent to either select one or two vendors for the Preferred Vendor Program, the University, however, reserves the right to select as many companies as it feels may be in its best- interest. SELECTION PROCESS CRITERIA The vendor can respond to both the Alumni Partner Program and the Preferred Rental Car Program or only one of them. Ifresponding to both programs your proposal should be divided into two distinct parts in the following manner. Part one should be titled "Alumni Partner Program" and Part two should be titled "Preferred Rental Car Program." The evaluation criteria will be difiererrt for these two programs and is detailed below: The Alumni Partner' Program proposals will be evaluated based on the following guidelines: 1. Company history/reference checks/client relationships 10% 2.. Experience in. working with alumni associations. 10%. 3. Product offering and customer service 30% 4. Marketing and promotion 20% 5 . Revenue to the Alumni Association 30% The Prcfencd Rental Car proposals will be evaluated gtlidelinest 1 . Company histoty/reference checks/quality of fleet vehicles 9.325% 2. Rate for a mid-size car including all applicable suxchargcs 3. Company size and number of national rental car locations 10% 4. Revenue to the Univezsity 5:1 RIGHT TO NIJGDTIATE The UTAA and the Univexsity iesexve the right to negotiato with the "appatent successful pmposexfs)" prior to contract execution. Should the University and the "apparent pzcposet(s)" be unable to reach agreement, the University reserves the right to negotiate with the "next highest point receiver." THE PROPOSAL PROCESS (A) A request for sealed proposals is made available to prospective offers on October 1 1, 2010. Ibis RFP is ptovided as a. to prospective propcsers. The University assumes no responsibility for failuna to send to all intetested financial institutions or to the proper individuals at respective institutions" (B) Proposals must be submitted to UT Purchasing Office in a sealed envelope by 2:00 pm. (Eastem Time) on October 11, 2010, The envelope should contain copies to all questions contained in the RFP. All interested parties should submit seven (7) copies ofeach. The Univez slty assumes no xesponsibility for late delivery ofany pioposals. All proposals should be complete and concise and reflect the most favorable terms available fiom the afferent. The UIAA and the Univenaity may xequest oral presentations or discussions with any or all offers for the purpose of clarification or to amplify the matoxial ptesentcd in the pmposa1(s)- PROPOSED FOR EVALUATION AND IMPLEMENTATION 2010 Release./advertise RFP October 6, 2010 Potential vendors seek clarification on questions October 11, 2010 Proposals due October 12 -- 19, 2010 Evaluation ofptoposals October 29, 2010 Contract is awaided 5/29/13 UT Partners with National Car Rental and Enterprise Rent-A-Car to Reduce Travel Expenses | Tennessee Today Tmail | Online@UT | A-Z Index UT Partners with National Car Rental and Enterprise Rent-A-Car to Reduce Travel Expenses Posted on March 10, 2011 3:25 pm o Categorized as News Brief,Staff Stuff Like 0 Tw eet 2 0 Email This Story After a competitive procurement process, the University of Tennessee has selected National Car Rental and Enterprise Rent-A-Car as the preferred rental car suppliers for all UT employees across the state. The rates being offered through this contract should significantly reduce departmental rental car expenses, according to the Treasurer's office. Campus motor pools must be used if a vehicle is needed at the employee's official station. The rate for a mid-size car in Tennessee is $31.33/day. This is not an exclusive contract and if employees can find a cheaper rate, they should reserve it. The new agreement also includes rates for cargo vans, passenger vans and half-ton trucks. The corporate discount code needed to obtain these rates is XZ56187. Additional rates and reservation information are located on the travel website at http://treasurer.tennessee.edu/travel/. The discount for UT employees is not limited to official business travel. UT employees can use the discount rate for their personal vehicle rental needs. Membership in National Car Rental's Emerald Club program is another benefit available to UT employees for both work-related and personal travel. Club membership allows you to bypass the rental car counter, select any vehicle from their Emerald Club Aisle and receive rewards from the company. Enrollment information is also on the travel website. If you choose to enroll, be sure to elect to allow National to e-mail your rental car receipt to you. If using National for UT-related travel, be sure to decline all insurance options since this is not a reimbursable expense. For more information, contact Darren Lowe, National Rent-A-Car account manager, at darren.l.lowe@ehi.com or 423-823-2946. Produced by the Office of Communications & Marketing The University of Tennessee o Knoxville, TN 37996 o (865) 974-2225 www.utk.edu/tntoday/2011/03/10/rental-car-agreements/ 1/2