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Terms and Conditions of the 2010 Car Rental Standing Offer

No. E60LP-090005 and E60LP-090006

Standing Offer

Government of Canada - Car Rental Program for All Employees

IMPORTANT: These Standing Offers are appicable for Offerors located INSIDE the geographical zones identified below as "Select Markets" and Offerors located OUTSIDE these zones and hereafter identified as "Regular Markets".

Select Markets

Calgary, AB

  • City - Having a city of Calgary address.
  • Airport - Having a counter located at the Calgary airport premises.

Deer Lake, NL

  • City - Having a city of Deer Lake address.
  • Airport - Having a counter located at the Deer Lake airport premises.

Edmonton, AB

  • City - Having a city of Edmonton address.
  • Airport - Having a counter located at the Edmonton airport premises.

Fredericton, NB

  • City - Having a city of Fredericton address.
  • Airport - Having a counter located at the Fredericton airport premises.

Halifax, NS

  • City - Having a city of Halifax address.
  • Airport - Having a counter located at the Halifax airport premises.

Kamloops, BC

  • City - Having a city of Kamloops address.
  • Airport - Having a counter located at the Kamloops airport premises.

Moncton, NB

  • City - Having a city of Moncton address.
  • Airport - Having a counter located at the Moncton airport premises.

Montreal, QC

  • City - Having a city of Montreal address (this includes all amalgamated cities)
  • Airport - Having a counter located at the Montreal airport premises.

Ottawa, ON

  • City - Having a city of Ottawa address (this includes all amalgamated cities)
  • Airport - Having a counter located at the Ottawa airport premises.

Quebec City, QC

  • City - Having a Quebec City address (this includes all amalgamated cities)
  • Airport - Having a counter located at the Quebec airport premises.

St. John's, NL

  • City - Having a city of St. John's address.
  • Airport - Having a counter located at the St. John's airport premises.

Toronto, ON

  • City - Having a city of Toronto address (this includes all amalgamated cities)
  • Airport - Having a counter located at the Toronto airport premises.

Vancouver, BC

  • City - Having a city of Vancouver address.
  • Airport - Having a counter located at the Vancouver airport premises.

Victoria, BC

  • City - Having a city of Victoria address.
  • Airport - Having a counter located at the Victoria airport premises.

Winnipeg, MB

  • City - Having a city of Winnipeg address.
  • Airport - Having a counter located at the Winnipeg airport premises.

Regular Markets

"Regular Markets" represents the cities in Canada that are located outside the geographical zones of the "Select Markets" identified above, as well as all the cities in the United States.

Table of Contents

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PART 1

GENERAL INFORMATION

1. Introduction

The terms and conditions are divided into three parts :

  1. Part I, General Information;
  2. Part 2:
    2A, Standing Offer, and
    2B, Resulting Contract Clauses;
  3. Part 3: The Car Rental Directory; and,

the Annex.

Part 1: provides a general description of the requirement;

Part 2A: includes the Standing Offer containing the offer from the Offeror and the applicable clauses and conditions;

Part 2B: includes the clauses and conditions which will apply to any contract resulting from a "call-up" made pursuant to the Standing Offer.

Part 3: includes information relevant to the Car Rental Directory itself (format, distribution, customer complaints, mailing list).

The Annex includes: Annex E - Company Information and Rates.

2. Summary of Requirement

"Identified User" or "Identified Users" includes departments, boards or agencies of the Government of Canada or Crown corporations for whom Public Works and Government Services Canada (PWGSC) is authorized to provide services under the Department of Public Works and Government Services Act, and that is listed in the Preface, during the term of the Standing Offer. These Identified Users include organizations listed at Schedules I, I.1, II, and some at Schedule III of the Financial Administration Act, R.S.C. 1985, c.F-11. Where context warrants such an interpretation, the meaning of the term may also include an employee of an Identified User. Where the Offeror has agreed to make the rates submitted in its offer available to cost-reimbursable contractors, consultants or advisors traveling on official government business in performance of their contracts, the term Identified User(s) may also include such persons.

This Standing Offer is to provide car rental rates in accordance with the terms and conditions contained herein, for the 2010 Car Rental Directory for employees of Identified Users, when traveling on official government business in the performance of their duties, family members of Government of Canada employees when on posting or transfer status, and Cost-reimbursable contractors, consultants or advisors traveling on official government business in performance of their contracts with Identified Users. Travel is authorized by Federal, Provincial or Territorial Governments and paid or reimbursed from public funds in accordance with Government Travel Policy.

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PART 2

STANDING OFFER AND CONTRACT CLAUSES

A. STANDING OFFER

1. Offer

1.1 The Offeror offers to fulfill the requirement in accordance with the Requirement in Part 1, Section 2 - Summary of Requirement.

2. Standard Clauses and Conditions

All clauses and conditions identified in the Standing Offer (SO) and resulting Contract(s) by title, number and date are set out in the Standard Acquisition Clauses and Conditions Manual issued by Public Works and Government Services Canada (PWGSC). The Manual is available on the PWGSC Website:

http://sacc.pwgsc.gc.ca/sacc/index-e.jsp

Pursuant to the Department of Public Works and Government Services Act, S.C. 1996, c. 16, the instructions, clauses and conditions identified in the standing offer by title, number, and date are incorporated by reference into and form part of the standing offer and any contract resulting from the Standing Offer as though expressly set out in the standing offer and any contract resulting from a call-up pursuant to the Standing Offer.

2.1 General Conditions

2005 (2007/05/25) General Conditions - Standing Offers - Goods or Services, apply to and form part of this Standing Offer.

2.2 Standing Offer Reporting

The Offeror must compile and maintain records on its provision of services to the federal government under contracts resulting from the Standing Offer. This data must include all purchases ordered, including purchases paid by Government of Canada DTC. The data must be aggregated and submitted on a quarterly basis to PWGSC:

Report #1 - 15 days following the end of March,
Report #2 - 15 days following the end of June,
Report #3 - 15 days following the end of September,
Report #4 - 15 days following the end of December.

The reports will provide, as a minimum, the following information on Government usage:

  1. Total government expenditure per month, per location, per vehicle category, per expense category (car rental, car insurance, etc.)
  2. Number of car rentals per month, per location, per duration
  3. Average length of car rental per month, per location

These reports must be sent to:

PWGSC
Traffic Management Directorate
Travel Services Division
Accommodation and Car Rental Program
11 Laurier St., Phase III, Floor 7B3-38
Gatineau, Québec, Canada
K1A 0S5


Attention: François Dicaire
E-mail: francois.dicaire@tpsgc-pwgsc.gc.ca

All data fields of the report must be completed as requested. If some data is not available, the reason must be indicated in the report. If no goods or services are provided during a given period, the Offeror must still provide a "NIL" report.

Failure to provide fully completed quarterly reports in accordance with the above instructions may result in the setting aside of the Standing Offer and the application of a vendor performance corrective measure.

3. Term of Standing Offer

3.1 Period of the Standing Offer

The period for placing call-ups and rendering services against the Standing Offer shall be from 1 January 2010 to 31 December 2010 inclusively.

4. Authorities

4.1 Standing Offer Authority

Should more information about the 2010 Car Rental Directory for Government Employees or the Terms and Conditions of this SO be required, please contact:

Standing Offer Authority

Peter Frey
Supply Officer
Tel.: 819-956-4341
E-mail: peter.frey@tpsgc-pwgsc.gc.ca

Mailing address:

PWGSC
Traffic Management Directorate
Travel Services Division
Accommodation and Car Rental Program
11 Laurier St., Phase III, Floor 6B3-33
Gatineau, Québec, Canada
K1A 0S5

Technical Support

For technical support, please contact:

François Dicaire
Telephone: 819-956-7764
E-mail:: francois.dicaire@tpsgc-pwgsc.gc.ca

Mailing address:

See above.

5. Identified Users

The list of Identified Users on the Standing Offer is in the Preface.

6. Additions to the List of Identified Users During the Period of the Standing Offer

Should Canada authorize the addition of new Identified Users to the list of Identified Users (see Preface), the Offeror hereby offers to provide the services specified herein to the employees of such new Identified Users, under the same conditions and at the rates and prices specified herein.

Any revision to the list of Identified Users (see Preface) will be authorized by the Standing Offer Authority at any time prior to the expiry of the Standing Offer and will be evidenced through the issuance of a "Revision to a Standing Offer and Call-up Authority" document.

7. Call-up Procedures

(a) The Identified Users will reserve their rental vehicles:

  1. by telephone, facsimile, e-mail, Internet, by using an automated booking tool (Sabre) to obtain a reservation for which a confirmation number has been provided by the Offeror, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the Identified User to the Offeror.

  2. through representatives of the Government Travel Services Contractor, (travel agent) to obtain a reservation for which a confirmation number has been provided by the Offeror, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the Identified User to the Offeror; or

  3. other travel services providers identified herein used by some of the Identified Users to obtain a reservation for which a confirmation number has been provided by the Offeror, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the Identified User to the Offeror.

(b) The Identified Users may also obtain their rental vehicles as a walk-in, where the identified user will immediately obtain the rental vehicle on-site, and the terms of the resulting call-up will be limited exclusively to the pertinent details of the requirements as provided by the identified user to the Offeror.

8. Limitation of Call-ups

The rental of a vehicle must not exceed 30 consecutive days and $3,000.00 Canadian in Canada, or $3,000.00 US in the USA, (30 days @ $100.00 per day, all taxes extra) for each individual call-up against this Standing Offer.

9. Acceptance of a Call-up

The Offeror must accept reservations from all Identified Users 18 years of age or older who possess a valid driver's license.

10. Application of the Rates

(a) The rates offered are for traveling employees of Identified Users, when traveling on official government business in the performance of their duties and for family members of Government of Canada employees when on posting or transfer status and, where the Offeror agrees, for cost reimbursable contractors, consultants or advisors working under contract to an Identified User and traveling on official government business in performance of that contract, all where such travel is paid for or reimbursed from public funds in accordance with Government Travel Policy.

(b) The Identified User can be asked for proof that they are on official Government business travel at the time that they pick up the vehicle. This is not applicable when the reservation is made through the Government Travel Services contractor, or other travel service providers used by Territorial Governments, or generally when the form of payment is the Government DTC.

(c) If the Identified User is unable to provide confirmation that they are on official Government business travel, and the reservation was not made through the Government Travel Services contractor, or other travel service providers used by Territorial or Provincial Governments, or payment is not made by the Government of Canada DTC; and the Offeror agrees to offer the government rate, the Offeror may request a security deposit. The security deposit must not exceed an amount based on the daily car rental rate, the daily CDW charge (if applicable), ACSRF, VLF and ACRF (if applicable) times the number of days of the rental. Such deposits will be applied towards the rental costs when the car is returned.

(d) If drop-off charges are applicable on one way rentals, the Offeror must indicate the fee structure under "Services Offered" in the Annex A. The Offeror must also advise the Government Travel Services contractor or the Identified User of the additional costs at the time the vehicle is reserved or picked-up. Failure to do so may result in the rejection of the charge. Drop-off charges can only be applied when the vehicle is returned to a counter location located in another city.

(e) Should an Identified User rent a vehicle for a period of seven consecutive days, the weekly rate shall be computed at no greater than:

  1. six times the daily car rental rate, plus
  2. six times the daily CDW rate if the coverage was purchased by the Identified User from the supplier,
  3. any applicable taxes, Air Conditioning Surcharge Recovery Fees (ACSRF), Vehicle Licensing Fees (VLF) and, if applicable, Airport Concession Recovery Fees (ACRF).

(f) When specials or other rates are offered, which include a kilometer charge, the total charge levied will not exceed the rental charge, that would be payable if calculated in accordance with the daily rate plus other fees per day quoted herein.

(g) The terms and conditions of this Standing Offer will apply to any call-up and resulting contract, even if at the time of reservation or pickup of the rented vehicle, the Offeror gives the identified user a rate that is lower than the rates that are part of the Standing Offer.

(h) The Offeror understands that the rates charged to the Identified User will be verified after payment and agrees to promptly refund the Identified User any payment made in excess of the rates quoted in the Standing Offer.

11. Fleet and Counter Locations

(a) Offerors that have submitted offers, for either an airport or a city location, where only one counter location exists and the counter location is not in actual operation on 1 January 2010, will have their rates for that airport or city location removed from the 2010 Car Rental Directory.

(b) During the period of the Standing Offer, it is the Offeror's responsibility to advise PWGSC if a counter moves or closes. For locations where only one counter exists and the counter closes, the Offeror's rates for that location will be removed from the 2010 Car Rental Directory.

(c) All vehicles rented under this Standing Offer should not be older than the 2010 model year, with the exception indicated below. Vehicles of the 2009 model year may be utilized, providing that they are in clean condition, excellent state of repair and have not been driven more than 50,000 kilometers (30,000 miles).

12. Priority of Documents

If there is a discrepancy between the wording of any documents that appear on the list, the wording of the document that first appears on the list has priority over the wording of any document that subsequently appears on the list.

  1. the call up against the Standing Offer, including any annexes;
  2. the Standing Offer;
  3. the General Conditions - 2005 (2007/05/25) General Conditions - Standing Offers - Goods or Services;
  4. the General Conditions - 2035 (2008/12/12) General Conditions - Higher Complexity - Services;
  5. Identified Users (see Preface)
  6. the Offeror's offer.

13. Certifications

13.1 Compliance

Compliance with the Certification provided by the Offeror is a condition of authorization of the Standing Offer and subject to verification by Canada during the entire period of the Standing Offer and of any resulting contract that would continue beyond the period of the Standing Offer. In the event that the Offeror does not comply with any certification or that it is determined that any certification made by the Offeror in its offer is untrue, whether made knowingly or unknowingly, the Standing Offer Authority has the right to terminate any resulting contract for default and set aside the Standing Offer.

14. Applicable Laws

The Standing Offer and any contract resulting from the Standing Offer must be interpreted and governed by the laws in force in Ontario.

15. Disclosure of Information

The Offeror agrees to the disclosure of its unit prices by Canada, which will include posting them in the Car Rental Directory on the Internet, and further agrees that it shall have no right of claim against Canada, the Minister, the Identified User, their employees, agents or servants, or any of them, in relation to such disclosure.

16. Non-assignable

The Standing Offer cannot be assigned or transferred in whole or in part.

B. RESULTING CONTRACT CLAUSES

The following clauses and conditions apply to and form part of any contract resulting from a call-up against the Standing Offer.

1. Statement of Requirement

The Contractor must provide the services detailed in the Call-up.

2. Standard Clauses and Conditions

2.1. General Conditions

2035 (2008/12/12) General Conditions - Higher Complexity - Services, apply to and form part of the Contract.

3. Term of Contract

3.1 Period of Contract

The services must be rendered in accordance with the Call-up.

4. Payment

4.1 Method of Payment

(a) Upon arrival at a car rental counter, the car rental company may request the imprint of a credit card. For all types of reservation, under no circumstances can the car rental company charge an advanced payment or request a deposit for a reservation or an extension of a reservation.

(b) Once the vehicle has been returned and inspected, an invoice must be submitted to the Identified User. Payment may be made by the Government of Canada DTC, personal credit card, by debit card (Interac) or any other means accepted by the Contractor. If an Identified User has been charged with a rate that is not in accordance with the Standing Offer, the Contractor must promptly refund any payment made in excess of the rates quoted in the Standing Offer to the Identified user.

4.2. Basis of Payment and Overcharges

In consideration of being listed in the Government of Canada Car Rental Directory, the Contractor agrees to charge no more than the rate(s) quoted for the type(s) of vehicles indicated, in accordance with the Terms and Conditions listed herein.

The Contractor understands that the rates charged to the Identified User will be verified after payment and agrees to promptly refund the Identified User any payment made in excess of the rates quoted in the Standing Offer.

The Contractor agrees not to use the name of Public Works and Government Services Canada in any type of advertising media for promotion of its services. The Contractor further agrees not to advertise or to promote "government rates" in cities where rates submitted have not been accepted, or where rates were not submitted for the 2010 Car Rental Directory.

The Contractor agrees that the rates must not be subject to increase at any time, such as weekends, statutory holidays or during events of a local nature such as area fairs. Blackout periods will not be permitted.

The Contractor understands and agrees that failure to honour the rates, terms and conditions for the period of the Standing Offer may result in the removal of the firm's name for the affected location from the 2010 Car Rental Directory.

Additional charges such as the Vehicle Licensing Fee (VLF), the Airport Concession Recovery Fee (ACRF) and the Air Conditioning Surcharge Recovery Fee (ACSRF) are extra and must be in accordance with the Standing Offer.

Additional charges and exceptions may apply for rentals in the United States and must be in accordance with the Standing Offer.

The Collision Damage Waiver (CDW) insurance is included when using the Government Designated Travel Card and must not be charged to the Identified User. An Identified User using a personal credit card that does not provide the CDW coverage to pay for the car rental is responsible for purchasing the CDW, if needed.

The Public Liability and Property Damage (PL/PD) insurance minimum coverage of one million dollars ($1,000,000.00) in Canada, and one hundred thousand ($100,000.00)US per person up to a maximum of three hundred thousand ($300,000.00)US per accident and; twenty-five thousand ($25,000.00)US for property damage in the USA is included in the daily rate. Travellers may purchase additional liability insurance if the level of insurance included in the daily rate is insufficient.

5. Blackout Dates

Recognizing the exceptional circumstance of the 2010 Olympic and Paralympic Winter Games being held in Vancouver and Whistler, British Columbia, the Government of Canada will permit Contractors operating in the pre-established geographical zones identified below to suspend their obligation to provide the annual rates quoted in their offers for those geographical zones during the period of 15 January 2010 to 1 March 2010. The quoted rates must apply for all other dates during the 2010 calendar year. Contractors may continue, and are invited to offer their government rates during the period of 15 January 2010 to 1 March 2010.

Contractors having counters with the following city addressees are permitted the temporary suspension of rates:

Geographical Zones:

Abbotsford, Burnaby, Chilliwack, Coquitlam, Langley, Maple Ridge, Mission, Nanaimo, New Westminster, North Vancouver, Pitt Meadows, Port Coquitlam, Richmond, Saanichton, Sidney, Surrey, Vancouver, Victoria, West Vancouver and White Rock.

6. Short Term Rental

For vehicles rented by federal government employees while traveling on official government business for a period of less than 31 days, the Contractor must insert as renter, Canada, as represented by ___________ (insert the employee's department).

7. Honoring Rental Vehicle Reservations

All accepted rental reservations will be honoured. In the event that a vehicle in a category reserved is not available at the time of pickup, the Contractor will upgrade, at the same rate as the reserved vehicle, to the next available category; or provide a similar vehicle from another rental agency at the same rate as that of the reserved vehicle. Pick-up trucks are not to be offered as upgrades or as replacement vehicles.

8. Vehicle Mechanical Breakdown

In the event that a rental vehicle mechanically breaks down, it shall be replaced promptly with a similar vehicle. If it cannot be replaced promptly with a similar vehicle, the Contrator will upgrade, at the same rate as the reserved vehicle, to the next available category; or provide a similar vehicle from another rental agency at the same rate as that of the reserved vehicle.

Pick-up trucks are not to be offered as replacement vehicles. The Contractor will not charge for the period (to the nearest half day) that the vehicle was disabled.

8. Loyalty Programs

Canadian Federal Government employees may join loyalty programs. However, employees will not be reimbursed should there be costs, over and above the car rental rates, to join loyalty programs.

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PART 3

THE CAR RENTAL DIRECTORY

1. Directory Format

(a) The Car Rental Directory for Government Employees is comprised of two sub-directories: Canada and the United States. Each sub-directory contains an alphabetical index of city listings.

(b) In each airport/city listing, car rental firms and their rates will be shown in ascending order by price per vehicle category.

(c) By selecting a car rental firm, Identified Users are able to view the car rental firm's services, telephone numbers, fax number, e-mail address and Web site address. For each city listing, Identified Users are also able to view the car rental firm's counter addresses and associated phone numbers.

2. Distribution of the Directory

(a) The Government Car Rental Directory is distributed electronically on the Internet at the following Web site:

http://rehelv-acrd.tpsgc-pwgsc.gc.ca

(b) With the modernization of Government travel, an automated booking tool is now available to government employees to help them make their reservations. We encourage you to make your company's rates accessible to government employees using this online reservation service. To do so, please submit your car rental rates to Sabre, the Global Distribution System (GDS) utilized by the booking tool to search and display rates, using the rate code "GOC" to identify Government of Canada rates. Following are the required pseudo city codes:

  • AMEX - Z1C0 (Sabre)
  • Carlson Wagonlit - H120 and 22LO (Sabre)
  • HRG Canada - B3W1 (Sabre)
  • Yukon Government Travel - 27LL (Appollo)

Car rental companies that do not currently list the GOC rates in the GDS can contact Sabre at car.sales@sabre.com for more information.

3. Customer Complaints

PWGSC will investigate complaints referred to them by an Identified User. PWGSC reserves the right to remove the offending firm's listing for that location from the Directory should they fail to take the appropriate corrective action or fail to adhere to the Terms and Conditions of the Standing Offer.

4. Mailing List

(a) The Travel Services Division of PWGSC maintains a source list of suppliers of passenger vehicle rental services in Canada and the United States. Each year, a Request for Standing Offer (RFSO) to provide car rental rates for the Car Rental Directory for Government Employees is mailed to each supplier on the source list.

(b) The source list will be purged of suppliers who have not responded to the RFSO for three (3) consecutive years.

(c) Notices advertising the existence of the source list and the proposed procurement of rental vehicle rates are advertised on the Government Electronic Tendering Service (GETS) - MERX. Suppliers may submit a written request to the Standing Offer Authority to be added to the source list at any time.

Date Modified: 2010-06-15

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