Using the rental vehicles contract

Using this contract

• 1

  Assess your needs

  Identify and prioritise your agency's rental vehicle requirements. Think about:

  • the type of vehicles and volume required
  • the typical duration of the rentals
  • the location of provider(s)
  • if your agency has any unique requirements.

  The needs analysis tool in the contract resources section can help you do this.

  Contract resources

• 2

  Review the categories

  There are two categories in the rental vehicles contract.

  1. General rentals: providing passenger vehicles with up to nine seats.
  2. Commercial rentals: providing passenger vehicles with ten or eleven seats. It also includes other goods vehicles.

  Both general rentals and commercial rentals categories are available nationwide and are charged on a per-day basis. 

  Based on your needs analysis, you might find that your agency needs to rent vehicles in both categories.

• 3

  Review providers

  Review the panel of providers for each category using the services comparison guides tables in the contract resources section.

  Consider the total cost of the service, including emissions. Electric vehicles are frequently the best choice in terms of price and emissions. You can calculate emissions using the Ministry for the Environment’s ‘Measuring emissions’ guide.

  Measuring emissions: A guide for organisations: 2024 detailed guide – Ministry of the Environment

  You should also read the services agreements for each provider. These are available on the Providers page.

  Rental vehicles providers

  Contract resources

• 4

  Complete a service order

  You are encouraged to sign separate service orders with all providers on the panel to give you maximum choice and vehicle availability. Complete a service order using the template provided in the contract resources section.

  Contract resources

  Your service order should include invoicing, approach to account management, reporting requirements, insurance and any unique requirements you may have. The template has details on what to include for each of these topics, and more information on reporting is under Provider reports.

  Provider reports

  Keep a copy of the signed service order in your agency's records. Set up reminders to proactively manage a provider's delivery of your agency's requirements, and to meet any of your own obligations (like payment of provider invoices).

• 5

  Make a booking

  Once your service order is complete, you can make a booking.

  You can do this directly through the providers website or through your nominated travel management supplier. 

  End of process