Short-Term Rental of Motor Vehicles Contract

  • Mandatory
Updated: 27 Apr 2020
Date:
1 Mar 2018 - 28 Feb 2021
Contract Number:
QGP0038-17
Type:
Whole of government
Managed:
NSW Procurement
The contract covers the supply of passenger and commercial rental cars on an Australia-wide and international basis.

Range of vehicles

The range of vehicles available for hire under this agreement include:

  • cars
  • trucks and utility vehicles
  • people movers and mini buses.

Passenger vehicles

  • Economy: Hyundai Getz, Toyota Yaris, Nissan Mirca
  • Compact: Hyundai Getz, i20, Toyota Corolla
  • Intermediate: Toyota Corolla, Hyundai Elantra, Kia Cerato
  • Standard: Mitsubishi Lancer, Toyota Corolla, Holden Cruze
  • Full size: Hyundai i45, Toyota Camry
  • Full size wagon: Holden Commodore Wagon, Holden SV6 Wagon
  • Premium: Holden Calais, Holden SV6
  • LuxuryHolden Statesman, Holden Caprice
  • 4WD: Mitsubishi Pajero, Toyota Prado, Toyota Landcruiser
  • People Mover: Hyundai Imax, Kia Grand Carnival
  • Hybrid: Toyota Camry Hybrid

Commercial vehicles

  • Mini Bus 11-15 Seater
  • Mini Bus 19-23 Seater
  • Ute – 2WD Full Size
  • Ute – 4WD Full Size
  • Ute – 2WD Dual Cab
  • Ute – 4WD Dual Cab
  • Van – 1 Tonne
  • Van – 2 Tonne
  • Van – 3 Tonne
  • Truck – 4 to 6 Tonne
  • Truck – 8-9 Tonne

Other vehicles outside of the above may also be available. Please contact suppliers for further vehicle listing.

Additionally, situations may arise when the car requested may not be available. Please note that suppliers cannot guarantee availability of a particular vehicle but in these circumstances the car company should offer a similar vehicle from the same class as requested.

Key contract features

Rental agreements

Coverage

A panel arrangement and an increased number of suppliers under QGCPO681 have resulted in improved location and vehicle coverage. To find if a supplier has a location near you please click on the relevant supplier below:

Insurance

Motor vehicle insurance

NSW Government's rates include third-party personal injury and comprehensive motor vehicle insurance cover.

Travellers can pay an additional daily rate to reduce the excess payable in the event of a motor vehicle accident.

The excess payable to the approved supplier following a motor vehicle accident where the NSW Government traveller driving the vehicle is the driver at fault can become a claim against Treasury Managed Fund Legal Liability.  For more information please contact:

NSW Self Insurance Corporation (SICorp) - Wayne Chandler
Phone: 02 9228 3817  
Email: wayne.chandler@icare.nsw.gov.au

or

GIO TMF Client Services
Business hours: 02 8121 3128
After hours: 1800 411 082
Email: tmfcs@gio.com.au

In the event of an accident or damage to a rented motor vehicle please contact the supplier immediately. Inform them of all the details of the accident and follow their instructions in completing an incident form etc.

Should police intervention be required, be sure to take down all the details of the police report and pass this onto the supplier. In the event a dispute eventuates over the incident, early notification to NSW Procurement is prudent to allow us to assist in negotiating the dispute effectively.

Supplier insurance

Suppliers are required to have the following insurance levels under QGP0038-17

  • workers compensation insurance: in accordance with applicable state legislation
  • public liability insurance: $20 million
  • third party insurance: in accordance with applicable state legislation
  • comprehensive vehicle insurance: covers vehicle repair and replacement.

Other information

QGP0038-17 covers the supply of passenger and commercial rental cars on an Australia-wide and international basis.

One-way rentals

One way rental fees may apply for some suppliers outside of metropolitan areas where a vehicle does not include a return journey to the place of pickup.

Please contact suppliers for further information in regards to one way rentals.

Emergencies

Should your vehicle break down, through no fault of the driver, you may obtain road service generally by contacting the rental car company in the first instance. Most companies offer a 24 hour service and are backed by the major motoring associations.

Full details and contact numbers for each company's breakdown service should be either in the vehicle glove box or accompany the rental agreement.

Eligibility to use contract

Public bodies can purchase from NSW Government contracts under Clause 6 of the Public Works and Procurement Regulation 2019.

How to register as an eligible buyer

To register as a new customer please complete the online registration form.

Once approved, you will be advised of your authorised buyer identification number and you are then eligible to use the NSW Government contracts. Please be aware this registration process may take approximately eight weeks.

Please contact the NSW Procurement Service Centre if you have any problems completing your application form or if you wish to check your registration status.

Complaints and disputes

If case of a dispute, both the buyer and the supplier must use their best efforts to resolve it.

The buyer should speak to the supplier's customer service representative first. If they can't solve the matter together, the buyer should then contact NSW Procurement.

If the dispute cannot be resolved by mutual agreement of both parties in consultation with NSW Procurement, it will be referred for expert determination. This more formal process will need a higher level of detailed documentation, correspondence and records.

Approved suppliers

Website: Avis Australia
Address: Tower B, Level 1,197 Coward Street,Mascot NSW 2020

Susan Oz - National Account Manager
Phone: 02 9138 0300
susan.oz@abg.com

Website: Budget Rent-A-Car Australia
Address: Tower B, Level 1,197 Coward Street,Mascot NSW 2020

Susan Oz - National Account Manager
Phone:02 9138 0300
susan.oz@abg.com

Website: Hertz Australia
Address: Ross Smith Ave (Control Tower End), Mascot , NSW 2020, Australia

John Pennock - Account Manager, NSW/ACT
Phone:02 8337 7556
johnathan.pennock@hertz.com

Code of behaviour

The supplier must, in carrying out this agreement, comply with the codes, policies and guidelines and standards listed in the contract, which includes the Code of Behaviour for the Protection of Children and other Vulnerable People.

The supplier must ensure that all persons working on the site or sites under the contract; including but not limited to the supplier’s employees and managers, consultants and sub-contractors, understand and comply with the requirements shown below:

  • All supplier employees must gain permission to enter the school or facility before commencing work and they may only enter approved areas. The supplier’s representative, or where a sub-contractor is working without the supervision of the supplier, the sub- contractor’s representative, must report their presence to the person in charge of the school or facility on arrival each day and record, in the site visit log, the details of all of the supplier’s or sub- contractor’s employees working at the site or sites that day.
  • Supplier employees should avoid talking with, touching or interacting with any children or residents or other users of the school or facility, except where the work requires it, or in an emergency or safety situation.
  • Supplier employees must only use approved toilets and other facilities, unless the person in charge of the school or facility gives written authority to use alternative arrangements.
  • The work area must not be able to be used or accessed by children, or residents or other users of the school or facility while work is in progress. Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
  • Appropriate privacy must be maintained when working on toilets and similar facilities. Supplier Employees must ensure that toilets and similar facilities are not occupied or in use by children, residents or other users before entering to perform work, and that work does not continue when use of the facilities is required.
  • Where practicable male employees should perform work on male facilities and female employees on female facilities.
  • Supplier employees must wear clothing that is tidy and in good condition, including a shirt, shorts or trousers or skirts at all times.
  • Supplier employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or facility.
  • Supplier employees must wear or carry an identity card at all times when on the site or sites.

Pricing

For pricing information, contact:

  • the supplier (view contact details in 'list of suppliers'), or
  • the contract owner (click 'contract owner' above)

NSW Government's rates include third-party personal injury and comprehensive motor vehicle insurance cover.  An excess of $500 ex GST applies to passenger vehicles and an excess of $1000 ex GST applies to commercial vehicles following a motor vehicle accident where the NSW Government traveller driving the vehicle is the driver at fault.

Variations

Contracted rates are subject to variation and will change in accordance with the price variation conditions contained in the agreement.

Queensland Government Chief Procurement Office is the principal of this contract and is responsibility for processing price variations and extensions.

Time and kilometre discounts

QGP0038-17 has achieved improved pricing for all jurisdictions using the arrangement.

Discounted time and kilometre rates exist for each supplier with rates and discounts based on the length of car rental.

Price breaks are indicated below. The longer the period, the greater the applicable discount:

  • 1-2 days
  • 3-6 days
  • 7-13 days
  • 14-27 days
  • 28+ days

International discounts

QGP0038-17 has secured discounts for international travellers that wish to rent a motor vehicle overseas.

Please contact the listed suppliers for further information in regards to international discounts.

Refuelling

All vehicles are supplied with a full tank of fuel and are to be returned with a full tank of fuel. If a vehicle is not returned with a full tank of fuel it will be refuelled by the supplier at a rate that is higher then the pump rate and charged back to the hirer.

Ordering

Establishing an account with suppliers

In order to access QGP0038-17, accounts are required to be established with suppliers.

Customers wishing to open an account or make changes to an account with a supplier are advised to contact the supplier personnel listed in the approved suppliers section.

Contract orders

All car hire bookings should be booked through the approved supplier under NSW Government Contract 1008 Travel Management Services.

The NSW Government Contract 1009 Virtual Travel Card Payment should be used for payment of car hire.

Cancellation

Where a vehicle is no longer required, after being booked, the hirer will only be charged for vehicles which have left a depot or have been redirected prior to cancellation. In the majority of instances the cost incurred for cancellation will be the equivalent to one day's rental. Please contact the suppliers for further information.

Delivery

Each supplier offers a delivery service within a certain radius of the rental car outlet. Customers should note that delivery services are usually based on availability. As a result, advance notice to the supplier is required and will assist them in making the necessary arrangements. Please contact the listed suppliers for further clarification.

Government taxes and charges

All taxes, duties and charges imposed or levied in Australia or overseas in connection with the performance of this agreement will be borne by the supplier.

Third party purchasing

Clause 6 of the Public Works and Procurement Regulation 2019 allows the NSW Procurement Board to provide access to suppliers of public sector bodies to state contracts standing offer agreements for the provision of goods and services. These suppliers are known as Nominee Purchasers. The public sector bodies making the nominations are known as Nominating Agencies.

'Nominee Purchaser' means a supplier to a public sector agency, nominated by the public sector agency to be authorised to place Orders under Standing Offer Agreements for works done as such a supplier and registered by NSW Procurement.

Access of nominee purchasers to NSW Government contracts standing offer agreements:

  • is limited to standing offer agreements relevant to the contract between the nominating agency and the nominee purchaser, and which are specifically listed in the nominee purchaser’s registration and
  • is for a fixed period of registration, usually ending on the completion of the term of the contract between the nominating agency and the nominee purchaser.

A nominee purchaser must not purchase goods or services under a NSW Government contract standing offer agreement, unless they are related to its obligations under a contract with a public sector agency and are used during the term of such a contract or included or incorporated in works, goods or services to be provided to the public sector bodies.