Motor Vehicle Rental Services 1 June 2014 to 31 May 2017

Transcription

1 Contract No. MVR2014 Last updated: 09 June 2016 TRIM No: Motor Vehicle Rental Services 1 June 2014 to 31 May 2017 About the contract How do I use this contract? What s on offer? Who are the contractors? How to book a vehicle? Need more information?

2 ABOUT THE CONTRACT Contract Number Contract Term Status Categories Key Features and Benefits CUA MVR2014 From 01 June 2014 to 31 May 2017 Plus one extension option of up to two years Mandatory for WA Government Departments State wide, subject to the Buy Local policy. Other approved users can also have access to these CUA rates. The May 2016 amendments to the State Supply Commission, Open and Effective Competition Policy relating to procurement planning, evaluation reports, contract management and contract variations do not apply to this CUA. Refer to the FAQs in this Buyers Guide for more information. Passenger Vehicles Commercial Vehicles Buses and People Movers WA public authorities may pick and buy for all rentals from their supplier of choice. Quotes are not required - full pricing is detailed in this Buyers Guide. Contractors have outlets in most major towns throughout Western Australia and other Australian states. Purchase services under CUA terms and conditions that protect you as a buyer. Contract Manager A dedicated Contract Manager is available to help you to understand and get the most out of this contract. If you have any queries about this contract or this publication, please contact: Benedicte Jean-Louis Senior Procurement Officer Tel: (08) Fax: (08) [email protected] Supporting Documents Government Procurement Department of Finance Level 4, Optima Centre 16 Parkland Road OSBORNE PARK WA 6017 Postal Address: Locked Bag 11, Cloisters Square PERTH WA 6850 The following contract documents and other relevant information can be sourced from Contracts WA Price Schedule Airport Concession Recovery Fees Department of Finance Page 2

3 Exemption Guidelines HOW DO I USE THIS CONTRACT? CUA MVR2014 for the supply of Motor Vehicle Rental Services is MANDATORY for all Western Australian public authorities subject to the Buy Local Policy. Quotes are not needed for purchases on this contract. The three contractors that have been appointed to the CUA, Avis Australia ( Avis ), Budget Car and Truck Rentals ( Budget ) and Thrifty Car Rental ( Thrifty ) have outlets in most major towns throughout Western Australia and other Australian States. Government agencies, with justification, can purchase outside of the mandatory contract in locations where the contractors do not have outlets or when they are unable to offer the required vehicle. Prior approval must first be obtained from the Contract Manager. Step 1 What s on Offer? Click here to choose which products best meet your needs. Step 2 Who are the Contractors? Click here for a list of the qualified contractors. Step 3 How much will it cost? Click here for Price Schedule Step 4 Buy it! Buy directly from contractors or buy online using the Government s ERP system. Department of Finance Page 3

4 WHAT S ON OFFER? Passenger Vehicles Compact Car Intermediate Car Standard Car Full Size Car Full Size Wagon Intermediate 4WD/AWD Premium Car Commercial Vehicles Large 4WD 4WD Utility (Standard Cab) 4WD Utility (Crew Cab) 4x2 Utility (Standard Cab) includes 1 tonne tray 4x2 Utility (Crew Cab) includes 1 tonne tray V8 4WD Tray Top/Single Cab 1 Tonne Van Buses 7-9 Seat Mini Bus/People Mover Seat Mini-Bus Mini-Bus Department of Finance Page 4

5 WHO ARE THE CONTRACTORS? The matrix below lists all Contractors on the CUA and the services they have been contracted to provide. Please refer to the previous section What s on Offer? for categories. Contractor W.T.H Pty Limited trading as Avis Australia Budget Rent a Car Australia Pty Ltd trading as Budget Car and Truck Rentals Passenger Vehicles All Categories All Categories Commercial Vehicles Buses All Categories All Categories All Categories All Categories Thrifty Car Rental All Categories All Categories All Categories Savings Tip: Each contractor offers different rates for each vehicle category, ensure that you maximise savings by choosing the cheapest. Department of Finance Page 5

6 Avis Australia ABN No: Passenger Vehicle Commercial Vehicle Buses Wendy Rietdijk Account Manager - WA T: M: E: [email protected] Postal Address: Cnr Snook & Taplin Rds Redcliffe WA 6104 Booking via Reservation Centre: T: / [email protected] Website: Hours: 7.30am to 9.00pm (EST) Monday to Thursday 7.30am to 8.00pm (EST) Friday 8.00am to 6.00pm (EST) Saturday 8.00am to 9.00pm (EST) Sunday 24 hour Roadside Assistance: Toll free number: Provision of a complete reservation and vehicle rental services. Intranet Booking tool available Located in both Metro and Regional areas. Most regional locations have branches at the airport terminals. Offers One-way rentals Customer priority program-corporate Avis Preferred Service Accept payment by Credit Card 24 hour Roadside Assistance on Department of Finance Page 6

7 Budget Car and Truck Rentals ABN No: Passenger Vehicle Commercial Vehicle Buses Rachel Whately WA Government Account Executive T: M: E: Postal Address: 239 Great Eastern Highway, Burswood, WA 6100 Booking via Local Perth Based Call Centre: T: (metropolitan area) (regional area) F: (08) Website: Hours: 8.00am to 5.00pm Monday to Friday 8.00am to 12.00pm Saturday After hours reservation calls are diverted to their Perth airport branch to handle calls up until midnight every night. 24 hour Roadside Assistance: Toll free number: (Australia Wide) Or contact the closet Budget office on Provision of a complete reservation and vehicle rental services Located in both Metro and Regional areas Most regional locations have branches at the airport terminals Offers One-way rentals Customer priority program-corporate Fastbreak Service Accept payment by Credit Card 24 hour Roadside Assistance on Intranet Booking Tool available Department of Finance Page 7

8 Thrifty Car Rental ABN No: Passenger Vehicles Commercial Vehicles Buses Laura Monteleone Business Development Executive T: (08) E: Michael Kenny WA State Sales Manager E: Postal Address: 324 Collier Road, Bassendean WA 6054 Booking Via: T: Fax (08) Online: (Please note that commercial vehicles cannot be booked online- please phone, fax or ). Hours: 7.00am to 5.30pm Monday to Friday 7.00am to 12:30pm Saturday 7.00am to 11:00am Sundays and Public Holidays Interstate Reservation Centre: T: F: (02) Operating Hours: 7 days a week including Public Holidays (EST) 24 hour Roadside Assistance: hour roadside assistance Cars, Trucks, Vans, Utes, Buses in WA Provision of a complete reservation and vehicle rental services. Located in both Metro and Regional areas. Offers One-way rentals Customer priority program-blue Chip Service Accept payment by Credit Card 24 hour Roadside Assistance on Department of Finance Page 8

9 HOW TO BOOK A VEHICLE? Setting up an Account Step 1: To set up an account, contact the relevant Account Manager for each of the Contractor listed on page 6-8 to obtain an Account Application Form. Step 2: Customers are then required to complete the Application Form detailing address for accounts and confirmation of Government funding or letter of Authority to open the account. Customers will then be supplied with an account number. Customers will need to quote these numbers each time they place a booking. Step 3: Customers are then required to complete the Application Form detailing address for accounts and confirmation of Government funding or letter of Authority to open the account. Customers will then be supplied with an account number. Step 4: At the time of setting up your account, customers will have the opportunity of: Nominating whether they want to be self- insured (for more details on self-insurance refer to the Insurance section in this guide). If you are self-insured, your account will be allocated the discounted rate in the Pricing Details of this guide; Specifying which documentation will be provided to the contractors as authority to rent e.g. Purchase Order number or Cost Centre number if charging back to an account. For those customers who already have an account with either one of the contractors, the new rates will be attached to your current profile and business will continue as usual. Customers please note that no reward programs (e.g. frequent flyers or promotions where prizes can be won) are available to customers who place bookings through this contract. Booking a Vehicle Booking Directly with a Contractor Customers are required to ensure that they give the contractor: 1. A minimum notice of 24 hours for a passenger vehicle and 48 hours for a commercial vehicle for a Contractor to guarantee a vehicle. 2. At least 48 hours notice for cancellation when a vehicle is booked more than 48 hours in advance. Vehicles are provided on the basis of a 24-hour rental day, commencing from the delivery of a vehicle to the customer s location or the receipt of a vehicle by the customer at the contractor s location. Bookings for each contractor can be made via: telephone to the WA Reservation Centre, facsimile, and online. Step 1: Select the contractor that best suits your needs (considering location, price, availability and service). Department of Finance Page 9

10 Step 2: Ring the appropriate Western Australian priority reservation number. Avis: or Budget: (Metro) and (Country) Thrifty: (Metro and Country) and (Interstate) Step 3: Identify your Government agency or approved organisation by quoting the correct account number and advice that you want the WA Government Contract rates on CUA MVR2014. These account numbers link you to the CUA rates. Step 4: Provide the specific details of the rental: Renters Surname & First Name Renters Contact Number Pick up date/time/location Arrival Flight number (if applicable) Return date/time/location Type of vehicle required Contact name & phone number of person making the reservation The Purchase Order or Cost Centre number. Step 5: Note the reservation number for the rental. Booking through Carlson Wagonlit Travel (CWT) Customers can also book car hire, at CUA rates, alongside any other travel arrangements made through the mandatory common use arrangement for Travel Reservations and Associated Services CUA Customers will need to quote or include an account number for the relevant Contractor when booking car hire through CWT to link to CUA rates. For Help with Account Number(s): If your organization has established an account with either Contractor, you will be required to quote your account s BCD or CD number when booking a vehicle. If you are unsure of what these account numbers would be, contact the relevant Contractor via the contact details found here. Collecting and Returning Vehicles When collecting a vehicle: Quote your reservation number or the name booking was under at the pick-up counter; Provide your drivers license details and company ID if required; Advise the form of payment to be used if not already done at booking time eg. Purchasing Card or hard copy of Purchase Order; Confirm your contact information; Sign the Rental Agreement; and Department of Finance Page 10

11 Take keys and vehicle condition report to check vehicle for any damage. When returning a vehicle: The customer is responsible for returning the rental vehicle with a full tank of fuel or paying the Contractor s standard fuel price; Park the car in one of the contractor s designated bays; Look over the vehicle for any damage; Hand back the keys at the pick-up counter and report the vehicle condition; and Either wait for contractor s staff to check in the vehicle and finalise costs or receive a tax invoice by post at a later date. Payment and Invoices Payment can be made by opening up an account with the contractor and payment days are 30 days from the date on the invoice. The invoice can be paid by a Government Department cheque or Purchasing Card. Customers may also elect to pay by Purchasing Card at the time of picking up the rental vehicle. No additional surcharges will be allowed to the tendered rates for Purchasing Card payments. Customers please note that you are not required to pay for rental services upfront at the time of making the booking. The Government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased. Always remember to inform the supplier that you will be paying by Government Purchasing Card, at the time of ordering the service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder. Additional Charges In general there should be no additional charges other than those identified in this Buyers Guide. If there are for example purchases relating to equipment required to enter a mining site, customers must agree to these charges with the contractor prior to vehicle rental. Rental Vehicle Insurance When CUA customers create an account with Contractors under this CUA will be required to make a choice with respect to insurance. Under the self-insurance option (see price details rates without insurance) the Contractors do not provide any insurance cover. Under the Contractor Supplied Insurance (see price details rates with insurance) option the Contractors will provide comprehensive insurance cover. At implementation time, CUA customers will be required to nominate their preference. Once a selection is made the choice will be recorded in the account details/customer profile and the selected option will apply to all rentals connected with that account. If a customer wants to change these arrangements it should write to the Contractors and request the change be made. When a customer elects to self-insure, the Contractor will require a certificate of currency from the Customer s insurer and a letter authorising the self insurance option. Self Insurance: Buying Tip: If booking online through a contractor or CWT, and an admin fee is quoted, it will be removed once a booking is made. Rental/hire vehicles are automatically provided with comprehensive cover by RiskCover for those public authorities who have their motor vehicle cover through RiskCover. This coverage is provided at no additional up-front cost. However, where claims occur these costs will reflect in the Public Authority s loss history and may impact on Fund Contributions (premiums). Department of Finance Page 11

12 If a customer elects to adopt this approach then rental vehicles are not covered by the insurance offered by the Contractors. If an accident occurs, RiskCover will be responsible for any cost associated with the accident. Public authorities must immediately notify RiskCover of any circumstances likely to give rise to a claim. The appropriate claim form and supporting documentation must be submitted to RiskCover. For Public Authorities there are several advantages to selecting the RiskCover self-insurance option: Rental rates are lower. The insurance cover provided by RiskCover is less restrictive than that is provided by the Contractors. RiskCover provides comprehensive reporting of claims and accident history to support risk management. There are no excesses unless a public authority has elected to carry one. There are no age excesses. There are no restrictions on the use of the vehicle by probationary drivers. Overhead and under body damage is covered. Public Authorities do not have to notify RiskCover of the hire arrangement at the time of hire. Public Authorities are encouraged to contact their Client Service Manager / Fund Services Coordinator at RiskCover to discuss their individual circumstances. Further information is available on RiskCover s website. Other Approved Users need to consult their insurance or risk management areas to ascertain their organisation s preferred approach. Contractor Supplied Insurance: When customers select this option, the Contractors will provide comprehensive insurance cover. This cover provides, subject to the following paragraph, the customer with insurance against damage to, or loss of, the rented vehicle and damage to other vehicles and property. In the event of an accident the customer will be liable for a general excess. The excess will be as follows: 1. General Insurance excess (includes insurance for unsealed but gazetted roads, and single accident collisions including animal damage); a. 2WD - $550 (includes GST) b. 4WD - $1,650 (includes GST) 2. Overhead, under body damage - Driver liable for all damages. 3. Age Restrictions - Driver under 21 liable for all damages Conditions are attached to the insurance provided by the contractors. The insurance will be void if: the driver is a probationary driver; the driver is under 21 yrs of age; the driver is under the influence of alcohol or drugs; the vehicle is used to carry passengers or goods for payment; the vehicle is used in places where they are unsuitable; the vehicle is used in contravention of Traffic or Road Safety Act; the vehicle is used to carry dangerous substances; the vehicle is deliberately misused or abused; or there is inadequate safeguarding of the vehicle from accident, damage or loss. Department of Finance Page 12

13 The contractors should not be offering additional insurance to CUA customers and the systems have been designed so as not to allow additional insurance-related payments to be made by accounts linked to the CUA. Damages Customers are not liable for any downtime charges attributed to potential loss of business by the contractor whilst repairs are undertaken on rental vehicles, which was damaged during a rental unless a breach of contract has occurred. Replacement of Vehicles If vehicle breakdowns during rental or the vehicle is unfit or unsafe for use, the contractor will rectify the problem and provide a replacement vehicle within 2 hours for metropolitan and interstate areas contractor will advise the customer as to the repair/replacement timeline. Rental Agreement At the start of rental, the driver will be required to sign a Rental Agreement. Customers please note that where the Rental Agreement differs from the terms and conditions of the CUA, the terms and conditions of the CUA will apply. Preferred Customer Programs Contractors under CUAMVR2014 offer preferred customer programs at no extra charge for frequent renters who can benefit from faster reservations, rental processing, returns and receipts. The following is an overview of the preferred customer programs and customers are encouraged to contact the respective Account Managers if they wish to know more or participate in these programs. For customers who no longer work for the agency, it will be the responsibility of agencies to recover membership cards and advise the Contractors of customer s card cancellation. Vehicle Usage Customers may use all vehicles on properly formed and constructed sealed roads. Avis Australia conditions for Passenger and Commercial Vehicles: Intermediate 4WD/AWDs may only be used on gazetted sealed and unsealed roads. Large 4WD Wagons and 4WD Utilities are permitted to drive on all gazetted roads and manmade tracks, however use in virgin bush is subject to permission from the renting location and suitability of the vehicle. Customers renting a vehicle from an Avis location south of Carnarvon and plan to travel north of Carnarvon must seek permission from Avis by contacting Darren Spencer, WA Sales Manager, or [email protected] Budget Car and Truck Rentals conditions for 4WD s: Intermediate 4WD/AWDs may only be used on gazetted sealed and unsealed roads. Large 4WD Wagons and 4WD Utilities are permitted to drive on all gazetted roads and manmade tracks, however use in virgin bush is subject to permission from the renting location and suitability of the vehicle. Should agencies request permission to drive in virgin bush, the agency will have to be self insured or responsible for all repair and recovery costs. Budget must be notified prior to rental to ensure vehicle is suitably equipped and to mitigate duty of care. Customers are allowed to drive the vehicle: Department of Finance Page 13

14 Into or out of the Northern Territory, Tasmania or to any points in Western Australia north of Carnarvon; In the Northern Territory and Western Australia, outside any city limits between dusk and dawn. Thrifty Car Rental for 4WD s: Intermediate 4WD/AWDs may only be used on gazetted sealed and unsealed roads. Large 4WD Wagons and 4WD Utilities are permitted to drive on all gazetted roads, but may not be used in off road areas such as beaches, sand dunes, deserts, dry riverbeds etc unless authorised prior approval is obtained from the location at the time of booking. Prior approval can be sought for special circumstances. Customers please note that if the Place of Hire is in Western Australia, Northern Territory or Tasmania the vehicle can be used out of the State or Territory of hire. Agencies are encouraged to ensure that users of the CUA are aware of the inherent risks involved in off road vehicle use. Airport Concession Recovery Fees Airports around Australia charge the contractors a fee for the use of their facilities. The fee is passed on to customers and represents a percentage premium on either the Time and Kilometres component of the rental or All rental charges. Customers will pay the additional premiums on the contract rates when a rental vehicle is collected from an airport. The fees are subject to regular review by relevant local authorities and hence are subject to change during the term of the new contract. Please refer to the document Airport Concession Recovery Fees for the latest fees. Fuel The Customer will be responsible for all fuel costs during the rental and for: Returning the rental vehicle with a full tank of fuel; or Paying the contractor for a full tank of fuel for the rental vehicle at the contractor s standard fuel price. Infringement Fees Savings Tip: Fees can be avoided by collecting vehicles from non-airport locations Savings Tip: Avoid filling up the fuel tank at the Contractor s premises to avoid a premium fuel rate. Customers are responsible for any parking, speeding and traffic infringements issued during the rental period. Thrifty Car Rental charges an administrative fee of $66 for each traffic infringement issued. Department of Finance Page 14

15 NEED MORE INFORMATION? Exemption from using this CUA The Department of Finance is responsible for processing and approving all requests from public authorities seeking exemption from using a mandatory Common Use Arrangement (CUA). Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA. Exemption requests should be directed to either the Director Strategic Sourcing or the Director ICT Sourcing in the first instance. Requests for exemption may be received by posted letter or , but must be in writing and provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency. Other exemption guidelines are available here. Complimentary Feedback and Complaints Resolution Department of Finance aims to continuously improve the services it provides to customers and welcomes feedback on the level of satisfaction experienced under this contract or with the contractor(s) performance. If you are dissatisfied with the goods and/or service provided by the contractor or have any specific concerns, these should be discussed in the first instance directly with the contractor. If the problem or issue is not resolved to your satisfaction, then contact the Contract Manager at Department of Finance. Appendices Appendix 1: Definition of Metro/Country/Remote Appendix 2: Where are the Contractors Located in WA Appendix 3: Frequently Asked Questions Forms and Tools Contractors Details Price Schedule Airport Concession Recovery Fees Links to CUA information Government Contracts Directory ebook Still need more information? Contact the Contract Manager Department of Finance Page 15

16 APPENDIX 1: DEFINITIONS OF METRO/COUNTRY/REMOTE Department of Finance Page 16

17 METRO Department of Finance Page 17

18 APPENDIX 2: WHERE ARE THE CONTRACTORS LOCATED IN WESTERN AUSTRALIA? Please refer to the Contractors website for Interstate locations. All metropolitan areas AVIS AUSTRALIA Perth City 46 Hill St Perth Airport (T1,T2,T3) Fremantle 17 Queen St Welshpool 184 Welshpool Rd Osborne Park 440 Scarborough Beach Rd Joondalup 7 Delage St BUDGET CAR AND TRUCK RENTALS Perth CBD 960 Hay St Perth Airport Virgin Terminals Perth Airport Qantas Terminal Perth Airport International Terminal Balcatta 201 Balcatta Rd Belmont (4WD s) 83 Belmont Ave Burswood 239 Great Eastern Hwy Fremantle Cnr South St & Hampton Rd Redcliffe 302 Great Eastern Hwy THRIFTY CAR RENTAL Perth CBD 198 Adelaide Terrace Perth Airport Domestic Terminal Perth Airport International Terminal Bassendean 324 Collier Rd Fremantle 218 South Street Osborne Park 130 Hector St West Welshpool Cnr Dowd & Treasure Rds Country locations COUNTRY LOCATIONS AVIS AUSTRALIA BUDGET CAR AND TRUCK RENTALS THRIFTY CAR RENTAL Bunbury 76 Blair St 51 McCombie Road 68 Spencer St Busselton 25 Albert St Collie 124 Throssell St Department of Finance

19 Remote locations REMOTE LOCATIONS AVIS AUSTRALIA BUDGET CAR AND TRUCK RENTALS THRIFTY CAR RENTAL Albany 557 Albany Hwy 360 Albany Hwy Albany Airport Broome Coghlan St Broome Airport, McPherson Rd, McPherson Rd, McPherson Rd Carnarvon 6 Egan St 120 Robinson Street Carnarvon Airport Esperance 63 The Esplanade Esperance Airport Geraldton Geraldton Airport 13/65 Chapman Rd,, Mullewa Rd Via Geraldton Airport Mt Magnet Road Moonyoonooka 506 Geraldton-Mt Magnet Rd Moonyoonooka Geraldton Airport Kalgoorlie 520 Hannon St Hart Kerspian Dve 528 Hannan St Kalgoorlie Airport Karratha 28 Balmoral Rd, Via Karratha Airport Lot 18 Bayly Ave Karratha Airport Kununurra Lot 309 Dusty Rankin Dr Bandicoot Drive Kununurra Airport Learmonth Airport Exmouth 1 Griffiths Way Caltex Service Station - Murat Road Leinster Lot 403, Mainsbridge Rd Leonora 952 Rajah St Newman Airport, Great Northern Hwy, Cnr Woodstock & Lavert St Great Northern Hwy Paraburdoo Airport Port Hedland Port Hedland Airport Via Port Hedland Airport Via Port Hedland Airport Cnr Cajarina Rd & Harwell Way Onslow Ashburton Resort, Cnr Second & Third Ave Ravensthorpe 203 Morgans Street Department of Finance

20 APPENDIX 3: FREQUENTLY ASKED QUESTIONS Do I have to buy from this contract if I am purchasing from a regional location? Yes. This CUA is mandatory for all public authorities in Western Australia. Do I need to get quotes? No. This CUA offers fixed prices for all services. Simply contact the noted contracted suppliers for the services you wish to order. What happens if I need to purchase products/services that are not available on this arrangement? You can rent all standard products from this contract. As such it should not be necessary to purchase any additional items. In the instance that the product is not available on the CUA then buyers must purchase in accordance with relevant State Supply Commission policy. Details of these policies can be found at How do the May 2016 amendments to the State Supply Commission affect this CUA? The requirement for agencies to submit procurement plans, evaluation reports, contract management plans and variations to State Tenders Review Committee does not apply to this CUA. Agencies are not required to publish contract details on Tenders WA where the contract value is $50,000 or above or is varied by $50,000 or more. How does Finance manage the contract? The Contractor at the end of every quarter reports to Finance on a range of fields to enable Finance to monitor the performance of the contract against the key performance indicators and compliance with the terms and conditions of the contract. Can I receive updates about this contract, including any price changes? Yes. your contact details to the Department of Finance Contract Manager. Department of Finance