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Using the rental vehicles contract

Using this contract

  • 1
    Assess your needs

    Identify and prioritise your agency's rental vehicle requirements. Consider the type of vehicles and volume required, the location of depots, and if your agency has any unique requirements. The needs analysis tool in the contract resources section can help you do this.

  • 2
    Review providers

    Review the panel of providers using the Services comparison guide available under contract resources. Consider how this aligns with the needs of your agency and if a secondary procurement process is in place. See our contract resources for tools to help.

  • 3
    Complete a Services Order

    Using the template provided in the contract resources section, complete a Services Order for each provider you intend to procure services from. You can sign a Services Order with all providers on the panel to ensure maximum choice and vehicle availability.

    The contract provides full flexibility to allow your agency to engage the provider(s) that best meets your needs at any given time.

    Prior to signing, you may like to talk to some or all of the providers to communicate your needs and critical success factors, and to learn more about their services. This could be by phone or in person. Contact details can be found in the providers page.

    Your Services Order should include invoicing, approach to account management, reporting requirements, insurance and any unique service requirements you may have.

  • 4
    Make a booking

    Once your Services Order is complete, you can make a booking either directly through the providers website or via your nominated Travel Management Supplier.

    End of process


A selection of standard reports is offered by all suppliers, including:

  • Transaction Report - traveller name, cost centre, pick-up and drop-off details, kilometres driven, method of booking, method of payment, rental period, fuel charges, accessories
  • Summary Report - spend, top travellers, top locations, number of hires, booking methods, average hire costs, average rental length, total refuelling
  • lost opportunity savings, including vehicles that require refuelling upon return
  • membership programme
  • vehicle type booked versus vehicle provided by supplier.

Frequency and detail of reporting is agreed between each agency and supplier and is recorded in the Services Order, along with any additional optional reporting that may be required ie validated carbon inventory.

Contract resources

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