Short-Term Rental of Motor Vehicles

  • Mandatory
Date: 29 Aug 2025 - 31 Mar 2030
Updated: 19 May 2025
Managed: NSW Procurement Contact owner
Type: Whole of government
Contract Number: C0021120
Scope
The contract covers the supply of passenger and commercial rental cars on an Australia-wide and international basis.

What's covered

A panel of suppliers has been established providing flexibility, more vehicle availability and choice with wider geographical coverage in metropolitan, country, and remote areas across Australia.

The contract covers:

  • the supply of short-term rental of vehicles at discounted rates
  • ancillaries and value add benefits in specific negotiated terms
  • conditions only available under the negotiated arrangements.

A short-term rental of motor vehicle is defined as any vehicle rental within a time frame of 1 day to 6 months.

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

  • passenger cars including electric and hybrid vehicles
  • light commercial vehicles including utility vehicles, mine spec 4WD, vans
  • people movers and minibuses.

Suppliers can't guarantee the availability of a specific vehicle make or model, only the vehicle class/group.

The vehicle requested might not available when you request it. In such cases, the car hire supplier must provide a similar vehicle and/or upgrade at no additional cost.

As part of these head agreements held by NSW Treasury, all buyers are required to sign customer agreements with chosen suppliers to access supplier discounted rates and negotiated terms and conditions.

If the customer agreement isn't signed, the following changes will take effect:

  • Negotiated rates won't apply. Bookings will revert to 'best rate of the day' which can vary and is typically higher than our negotiated rates.
  • Loss damage waiver liability cover will revert to standard terms, with a minimum excess of $5,900 (depending on the chosen supplier) for a small passenger vehicle in the event of an accident – compared to a minimum of $1,500 - $2,000 depending on the supplier.
  • Favourable inclusions and terms and conditions, including streamlined booking and billing arrangements, also won't be available.

What's not covered

Car sharing and leasing aren't in scope of these arrangements.

Related policies

What you need to know

Customer contracts are required to be entered into per supplier in order to be eligible for the agreed rates, and terms and conditions.

Agencies and eligible non-agency buyers may choose to enter customer contracts with 1 to 5 suppliers within the panel arrangement.

We encourage NSW government agencies to seek best value-for-money vehicle selection. The selection of suppliers available in the panel arrangement has increased, along with vehicle category options and geographical location coverage.

Maximise savings by choosing the best rate for the duration required. Each supplier offers different:

  • rates for each vehicle type
  • pick-up location
  • kilometres
  • duration
  • loss damage waiver (excess to pay if in an accident).

For a copy of the daily rate cards, please refer to your FCM Platform.

Why use this contract

  • It offers value for money.
  • Increased vehicle category options and geographical coverage
  • Rates are valid for a 5-year period without increases – until 31 March 2030.
  • Reduced loss damage waiver liability, significantly lowering the financial risk in the event of an accident or loss of the vehicle.
  • Streamlined booking and billing processes for easier and more efficient management through FCM.
  • Access to exclusive terms and conditions tailored to our government’s needs.
  • Dedicated account management.
  • Travel policy compliance – this new car hire agreement aligns with our company travel policy to ensure consistency, control over travel expenses and the mandatory use of FCM our Travel Management Services partner.
  • Duty of care by booking via FCM as it provides centralised tracking and emergency support.
  • Robust data reporting.
  • Consolidated supplier management.

Who to contract

For advice or information email travel_procurement@treasury.nsw.gov.au

Approved suppliers

Who's eligible to buy

For NSW Government (NSWG) agencies the short-term rental of motor vehicles is a mandatory, whole-of-government agreement used in conjunction with mandated C1008 Travel Management Services. This facilitates booking and payment of the vehicles under the supply panel arrangement.

All NSW Government agencies are eligible

This means that all NSWG agencies are eligible to use, and must use, this contract when booking car hire via the mandated C1008 contract.

NSWG agencies are not to book directly with suppliers or establish separate accounts outside of the Travel Management Services (TMS) arrangements.

Eligible Interstate Jurisdictions who may access the arrangements:

  • Queensland Government
  • South Australia Government
  • Victorian Government
  • Western Australia Government

Non-agency buyers may also be eligible

You don’t have to be an NSWG agency to buy under NSWG schemes, panels and contracts. You have to apply to become an eligible non-agency buyer.

Once approved, you'll get an authorised buyer identification number (buy NSW Number). Use this number to buy through NSWG contracts and schemes.

How to buy: step by step

NSWG Agencies

A customer contract is required to be completed for each supplier.

For information on customer contracts: travel_procurement@treasury.nsw.gov.au.

For NSW eligible non-agency buyers

Not booking via C1008 Travel Management Services for short-term vehicle rentals (FCM Travel).

If you wish to use the agreements, all eligible buyers are required to sign customer agreements with suppliers.

Process to gain access to the contracted rates once customer agreements have been signed:

  1. NSW eligible non-agency buyer requests copy of Customer Agreements by emailing:
    1. Travel Procurement Team travel_procurement@treasury.nsw.gov.au
    2. Include ABN and Buy NSW Number.
  2. Eligible buyers are to sign customer agreements with selected suppliers.
  3. Supplier will then provide you with the relevant discount codes.
  4. NSWG eligible buyers to send NSWP and relevant supplier a copy of the signed agreement.

Booking via C1008 Travel Management Services for short-term vehicle rentals (FCM Travel).

FCM will provide details on the supplier arrangement and customer contracts.

  1. As an eligible buyer, sign customer agreements with relevant suppliers.
  2. When FCM have received a copy of the agreement, they will upload the relevant discount codes.
  3. NSW eligible non-agency buyer to send FCM and relevant supplier a copy of the signed agreement.

Insurance

Supplier insurance

Suppliers must maintain key insurances under C0021120, including workers compensation, public and product liability, third-party and motor vehicle coverage, comprehensive vehicle, and cyber security insurance. View the Head Agreement with each relevant supplier.

Motor Vehicle Insurance

NSW Treasury Managed Fund (TMF) offers comprehensive motor vehicle coverage for vehicles owned, leased or hired by a TMF agency, including where insurance is excluded from the lease or car hire arrangements.

Coverage also extends to a civil liability against the TMF agency for loss or damage to third party property from the use of these vehicles.
The TMF will not cover claims arising out of personal injury or death covered by a compulsory third party policy issued under NSW Motor Accidents Compensation Act 1999, or similar legislation in other states of Australia.

If a leased or hired vehicle includes insurance as part of the agreement, and a motor accident occurs where the TMF agency’s representative is at fault, the excess payable to the approved supplier may be claimed from TMF.

For more information, contact the client engagement manager of your agency or the below:

icare TMF client engagement manager for NSW TMF agencies

  • Email: insurancefornsw@icare.nsw.gov.au

icare TMF product and underwriting

  • Email: p&uglunderwriting@icare.nsw.gov.au

Gallagher Bassett

  • Phone: 1300 407 022
  • Email: generalclaims@icare-gb.com.au

In the event of an accident or damage to a hired motor vehicle, contact the car hire company/supplier immediately. Inform them of all the details of the accident and follow their instructions in completing an incident form.

If police intervention is required, make notes of all the details of the police report and pass this onto the car hire supplier. Early notice to NSW procurement allows us to assist in negotiating the dispute effectively if there is a dispute over the incident.

One-way rentals fees

For one-way rentals, the vehicle doesn't include a return journey to the place of pick up. Fees may apply for some suppliers outside of metropolitan areas:

  • contact suppliers for further information about one-way rentals
  • each supplier has different one-way fees, check for best value options.

Emergencies

If your vehicle breaks 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 in the vehicle glove box or accompany the rental agreement.

Extension/amendments to active car rental arrangements

During active rental period all extensions to the car rentals are to be made via the TMC FCM Travel.

Loss damage waiver (LDW) insurance

Government contracted rates include LDW, but loss and damage excess amounts apply per incident, regardless of fault. This is the amount that the suppliers will charge towards the loss or damage caused to the supplier’s vehicle and /or third party.

  • Cancellations or no-show fees of active car bookings: No charge.
  • Fuel policy: To avoid unexpected charges, ensure the vehicle is returned with a full tank of fuel, or for electric vehicles, charged to the percentage specified by the supplier.
  • Tolls: If you use a toll road during your rental period, toll charges will be automatically recorded and billed to you or your nominated account after your rental, including any applicable processing fees. Policies may vary by supplier.
  • Infringements: Any infringements that occur during the rental period will be the responsibility of the driver. An additional administration fee may apply.

How to manage complaints and disputes

In the case of a complaint or dispute, both the customer and the supplier must use their best efforts to resolve the dispute at the site or agency level.

We have guidance pages on this site to help buyers and suppliers manage complaints and disputes:

Contract owner

The contract is managed by NSW Procurement. If you need more information, email  travel_procurement@treasury.nsw.gov.au.