Short-Term Rental of Motor Vehicles Contract

What's covered

QGP0038-17 covers the supply of passenger and commercial rental cars on an Australia-wide and international basis. The range of vehicles available for hire under this agreement include:

• cars
• trucks and utility vehicles
• people movers and minibuses.

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
• Luxury Holden 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 the availability of a particular vehicle but in these circumstances, the car company should offer a similar vehicle from the same class as requested.

What you need to know

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.

Insurance

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 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.

For leased or hired vehicles where insurance is included in the lease or hire arrangement, the excess payable to the approved supplier following a motor vehicle accident where the TMF agency’s representative driving the vehicle is the driver at fault can become a claim against TMF.

For more information please 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 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.

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.

Please ensure all certificate of currencies are obtained from the supplier for your records.

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.

Who to contact

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

Approved suppliers

• Avis Australia (ABN 15 000 165 855)
• Budget Rent-A-Car Australia Pty Ltd (ABN 89 007 348 021)
• Hertz Australia Pty Ltd (ABN 31 004 407 087)

Who's eligible to buy

This contract is a mandatory, whole-of-government agreement.

All NSW Government agencies are eligible

This means that all NSW Government agencies are eligible to use – and must use – this contract for short-term rental of motor vehicles.

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.

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.