Terms and Conditions of the 2019 Car Rental Standing Offer

No. EN578-190054
Standing Offer
Government of Canada - Car Rental Program for All Employees

Table of Contents

Part 1 - General Information

1.1 Introduction

Part 2 - Standing Offer and Resulting Contract Clauses

A. Standing Offer

A2.1 Offer
A2.2 Security Requirements
A2.3 Standard Clauses and Conditions
A2.4 Term of Standing Offer
A2.5 Authorities
A2.6 Identified Users
A2.7 Additions to the List of Identified Users During the Period of the Standing Offer
A2.8 Call-up Procedures
A2.9 Call-up Instrument
A2.10 Limitation of Call-ups
A2.11 Acceptance of a Call-up
A2.12 Priority of Documents
A2.13 Certifications
A2.14 Applicable Laws
A2.15 Disclosure of Information
A2.16 Application of Rates
A2.17 Collision Damage Waiver (CDW)
A2.18 Fleet and Counter Location
A2.19 Toll Charges and Associated Administrative Fees

B. Resulting Contract Clauses

B2.1 Statement of Requirement
B2.2 Standard Clauses and Conditions
B2.3 Term of Contract
B2.4 Payment
B2.5 Invoicing Instructions
B2.6 Term Rental
B2.7 Honouring Rental Vehicle Reservations
B2.8 Vehicle Mechanical Breakdown
B2.9 Loyalty Programs

Part 3 - The Car Rental Directory

3.1 Directory Format
3.2 Distribution of the Directory
3.3 Customer Complaints
3.4 Mailing List

Annex A: Company Information and Rates

PART 1 - GENERAL INFORMATION

1.1 Introduction

The Standing Offer is divided into three (3) parts plus the annex, as follows:

Part 1 - General Information: provides a general description of the requirement;

Part 2    2A, Standing Offer and 2B, Resulting Contract Clauses

    Part 2A - Standing Offer: includes the Standing Offer containing the offer from the Offeror and the applicable clauses and conditions;
    Part 2B - Resulting Contract Clauses: includes the clauses and conditions which will apply to any contract resulting from a call-up made pursuant to the Standing Offer.

Part 3 - The Car Rental Directory: includes information relevant to the Car Rental Directory itself.

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

PART 2 - STANDING OFFER AND CONTRACT CLAUSES

A. STANDING OFFER

A2.1 Offer

2.1.1 The Offeror offers to fulfill the requirement in accordance with the 2.1.2 - Summary.

2.1.2 - Summary

For the purpose of this Standing Offer, the following definitions apply:

Passenger vehicle refers to the following vehicle categories as identified in Annex A, 2.2 Vehicle Categories, paragraph (a):

  1. Hybrid
  2. Compact
  3. Intermediate Sedan
  4. Standard Sedan
  5. Full Size Sedan
  6. Mini-van
  7. Standard SUV
  8. ½ Ton Pick-up
  9. ¾ Ton Pick-up
  10. 1 Ton Pick-up

Commercial Vehicles refers to the following vehicle categories as identified in Annex A, 2.2 Vehicle Categories, paragraph (a):

  1. 8 - 15 Passenger Vans
  2. Cargo Vans
  3. Cube Vans (12' to 22')
  4. 3 Ton Cargo Truck

Canada foresees a potential need for passenger vehicle rental services during the period from January 01, 2019 to December 31, 2019; the Offeror is hereby invited to provide Canada with an offer for passenger vehicle rental services as defined herein.

In order to assist “Identified Users” in renting passenger vehicles in the most economical manner, it is the intention of Canada to:

  1. Solicit offers from interested car rental agencies or firms, in the form of daily rates for a number of passenger and commercial vehicle categories;

  2. Publish the rates that meet the criteria set out in this document, in the 2019 Car Rental Directory for use by Identified Users on official government business travel authorized by Federal, Provincial or Territorial Governments and paid or reimbursed from public funds in accordance with the Travel Directive.

  3. Publish the rates for commercial vehicles that meet the criteria set out in this document, in the 2019 Car Rental Directory for use by Identified Users for non-travel related requirements.

"Identified User" or "Identified Users" includes departments, boards or agencies of the Government of Canada or Crown corporations for whom Public Services and Procurement Canada (PSPC) is authorized to provide services under the Department of Public Works and Government Services Act, and that is listed in the Preface (see Identified Users), 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 travelling on official government business in performance of their contracts, the term Identified User(s) may also include such persons.

The definition above applies for the rental of commercial vehicles with the exception of cost-reimbursable contractors, consultants or advisors, which are not authorized to rent such vehicles.

Employees of Identified Users, when travelling 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 travelling on official government business in performance of their contracts with Identified Users, are frequently required to travel by rented passenger vehicles.

Employees of the Provincial and Territorial Governments identified on the Identified Users page are also considered as an Identified User.

A2.2 Security Requirements

There is no security requirement applicable to the Standing Offer.

A2.3 Standard Clauses and Conditions

All clauses and conditions identified in the Standing Offer and resulting contract(s) by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada.

2.3.1 General Conditions

2005 (2017-06-21) General Conditions - Standing Offers - Goods or Services, apply to and form part of the Standing Offer, subject to the following:

(a) Regarding Section 8 of 2005 General Conditions, “standing offer unit prices” do not include the prices offered by the Offeror in response to individual Requests for Volume Discounts. Canada will not be liable for any errors, inconsistencies or omissions in any information published regarding this series of Standing Offers.  If the Offeror identifies any errors, inconsistencies or omissions, the Offeror agrees to notify the Contracting Authority immediately.

(b) Regarding Section 4(d), although this Standing Offer is not assignable or transferable and any purported assignment or transfer is void and of no effect, for this Standing Offer Canada may agree (in its sole discretion) to issue a substitute Standing Offer where:

(i) a request to the Standing Offer Authority to issue a substitute Standing Offer is made by the original Offeror; and

(ii) the proposed substitute Standing Offer is for the same goods and services, on the same terms and conditions, and at the same prices then in effect in the offer submitted by the original Offeror.

2.3.2 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 car rental costs, including purchases paid by Government of Canada Individual Designated Travel Card (IDTC) and Departmental Travel Expense Card and Account (DTEC). The data must be aggregated and submitted on a quarterly basis to Canada as follows:

  • 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 (vehicle rental, car insurance, etc.)
  2. Number of rentals per month, per location, per duration
  3. Average length of rental per month, per location

These reports must be sent by e-mail or fax to:

E-mail: tpsgc.rhelvdgt-acrdtmd.pwgsc@tpsgc-pwgsc.gc.ca
Fax: 613-943-7967

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 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.

A2.4 Term of Standing Offer

2.4.1 Period of the Standing Offer

The period for placing call-ups and rendering services against the Standing Offer shall be from January 01, 2019 to December31, 2019 inclusively.

2.4.2 Comprehensive Land Claims Agreements (CLCAs)

The Standing Offer (SO) is for the delivery of the requirement detailed in the SO to the Identified Users across Canada, including areas subject to Comprehensive Land Claim Agreements (CLCAs).

A2.5 Authorities

2.5.1 Standing Offer Authority

François Dicaire
Supply Specialist
Public Services and Procurement Canada
Traffic Management Directorate
Travel Procurement Services Division
Accommodation and Car Rental Program
140 O'Connor St., 7th Floor, Station 07021
Ottawa, Ontario, Canada
K1A 0S5

Telephone: 343-550-1616
E-mail: francois.dicaire@tpsgc-pwgsc.gc.ca or tpsgc.rhelvdgt-acrdtmd.pwgsc@tpsgc-pwgsc.gc.ca

The Standing Offer Authority is responsible for the establishment of the Standing Offer, its administration and its revision, if applicable. Upon the making of a call-up, as Contracting Authority, he is responsible for any contractual issues relating to individual call-ups made against the Standing Offer by any Identified User.

2.5.2 Technical Support

For technical support, please send your request to:

Fax: 613-943-7967
E-mail: tpsgc.rhelvdgt-acrdtmd.pwgsc@tpsgc-pwgsc.gc.ca

Contacting the above for technical support should be for technical issues that are not contractual in nature regarding the Standing Offer.

A2.6 Identified Users

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

A2.7 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 Identified Users), 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 Identified Users) 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 an lectronic communique to the Offeror. The most up-to-date copy of the Identified Users can be found in the Identified Users.

A2.8 Call-up Procedures

2.8.1 For Travel and Non-travel Use of Passenger vehicles (excluding Commercial Vehicles):

There is no ranking established.

2.8.2 Right of First Refusal Basis for Non-travel Related Uses of Commercial Vehicles:

The call-up procedures specifically for non-travel related uses of commercial vehicles require that when a requirement is identified above twenty five thousand dollars ($25,000), the identified user will contact the highest-ranked offeror to determine if the requirement can be satisfied by that offeror. If the highest-ranked offeror is able to meet the requirement, a call-up is made against its standing offer. If that offeror is unable to meet the requirement, the identified user will contact the next ranked offeror. The identified user will continue and proceed as above until one offeror indicates that it can meet the requirement of the call-up. In other words, call-ups are made based on the "right of first refusal" basis. When the highest-ranked offeror is unable to fulfill the need, the identified user is required to document its file appropriately. The resulting call-ups are considered competitive and the competitive call-up authorities can be used.

A2.9 Call-up Instrument

The Work will be authorized or confirmed by the Identified User(s) using the duly completed forms or their equivalents as identified below, or by using Canada acquisition cards (Visa or MasterCard) for low dollar value requirements.

Call-ups must be made by Identified Users' authorized representatives under the Standing Offer and must be for services included in the Standing Offer at the prices and in accordance with the terms and conditions specified in the Standing Offer.

2.9.1 For travel related uses, the Identified Users will reserve their passenger vehicles:

  1. by telephone, facsimile, e-mail, Internet, by using an automated booking tool 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.

The Identified Users may also obtain services in a walk-in, where the Identified User will immediately obtain the services, 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.

2.9.2 For non-travel related uses, the Identified Users will reserve their passenger or commercial vehicles:

1. By calling the local counters directly or by using the Call-up against a Standing Offer form (PWGSC-TPSGC 942) which is available on the PWGSC Forms Catalogue website. 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

2. By using an equivalent form or electronic call-up document which contains at a minimum the following information:

  • standing offer number;
  • statement that incorporates the terms and conditions of the Standing Offer;
  • description and unit price for each line item;
  • total value of the call-up;
  • point of delivery;
  • confirmation that funds are available under section 32 of the Financial Administration Act;
  • confirmation that the user is an Identified User under the Standing Offer with authority to enter into a contract.

A2.10 Limitation of Call-ups

The rental of a vehicle must not exceed two hundred forty (240) consecutive days and $80,000 CAD (all taxes extra) in Canada, or $80,000 USD (all taxes extra) in the USA, for each individual call-up against this Standing Offer.

A2.11 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 licence.

The Offeror must also accept that the vehicles may be driven by Identified Users that possess a National Defence Driver License (DND 404).

A2.12 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 which subsequently appears on the list.

  1. the call up against the Standing Offer, including any annexes;
  2. the articles of the Standing Offer;
  3. the General Conditions - 2005 (2017/06/21) General Conditions - Standing Offers - Goods or Services;
  4. the General Conditions - 2010C (2018/06/21) General Conditions - Services (Medium Complexity);
  5. the Annexe A
  6. the Offeror's offer.

A2.13 Certifications

2.13.1 Compliance

Unless specified otherwise, the continuous compliance with the certifications provided by the Offeror with its offer or precedent to issuance of the Standing Offer (SO), and the ongoing cooperation in providing additional information are conditions of issuance of the SO and failure to comply will constitute the Offeror in default. Certifications are subject to verification by Canada during the entire period of the SO and of any resulting contract that would continue beyond the period of the SO.

A2.14 Applicable Laws

The Standing Offer and any contract resulting from the Standing Offer must be interpreted and governed, and the relations between the parties determined by the laws in force in Québec.

A2.15 Disclosure of Information

In the event of a resultant Standing Offer, the Offeror agrees to the disclosure of its unit prices, company data and services by Canada, which will include posting them in the Car Rental Directory on the Internet, and further agrees that it will 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.

A2.16 Application of the Rates

  1. The rates offered for passenger vehicles are for travelling employees of Identified Users, when travelling 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 travelling on official government business in performance of that contract, all where such travel is paid for or reimbursed from public funds in accordance with the Travel Directive.

  2. The rates offered for all categories are for employees of Identified Users on an as and when required basis for ad hoc purposes. Rental of these vehicles should not be for business travel purposes. Cost reimbursable contractors, consultants or advisors are not authorized to rent vehicles for any other purpose than business travel related requirements.

  3. 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 or Provincial Governments, or when the form of payment is the Government of Canada IDTC or DTEC. A security deposit cannot be required. Also, proof is not required when the rental is for non-business travel related requirements or when renting commercial vehicles.

  4. 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 IDTC or DTEC; 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 vehicle is returned.

  5. The rates offered for passenger vehicles are firm daily rates with unlimited kilometres.

  6. The rates offered for commercial vehicles are firm daily rates with a minimum of free kilometres as follows:

    200KM per day or,
    1000KM per week or,
    4000KM per month.

  7. If drop-off charges are applicable on one way rentals, the Offeror must indicate the fee structure under "Services Offered". 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.

  8. When specials or other rates are offered, which include a kilometre 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.

  9. 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.

  10. 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. As such, and following PWGSCs own internal guidelines for response time, Offerors are required to provide a response to overcharge requests within five (5) business days.

A2.17 Collision Damage Waiver (CDW)

(a) The daily rental rates does not include costs for the Collision Damage Waiver (CDW). The Offeror has quoted a separate rate for CDW for:

  1. all Identified Users, and
  2. if applicable, if there is an additional charge for Identified Users who are less than 25 years of age.

(b) The CDW rate quoted for passenger vehicles must provide coverage that fully insures the Identified User with nil-deductible, against collision, loss, damage, fire, theft, vandalism, tire and glass damage and loss of use, except in cases in which the Identified User has been charged and convicted of an indictable offense while using the rental vehicle.

(c) The CDW rate quoted for commercial vehicles must provide coverage that fully insures the Identified User with a maximum of $1000 (one thousand dollars), depending on vehicle category, against collision, loss, damage, fire, theft, vandalism, tire and glass damage and loss of use, except in cases in which the Identified User has been charged and convicted of an indictable offense while using the rental vehicle.

(d) The CDW rate must provide coverage when the vehicle is used on unpaved roads, as long as these roads are maintained by some level of government (federal, provincial, municipal or by a band council when on an aboriginal reserve).

(e) The Offeror understands that Identified Users, using the Government of Canada Individual Designated Travel Card (IDTC) or Departmental Travel Expense Card (DTEC), have been advised that the purchase of the CDW is not required since this protection is provided automatically when the IDTC or DTEC are used to pay for the full charge of passenger vehicle rentals. The CDW coverage provided by the IDTC or DTEC covers the cost of collision and loss damage to the passenger vehicle rental, without any recourse to a user's personal automobile insurance. Offerors will be responsible to ensure that Identified Users paying the full charge of passenger vehicle rentals with the IDTC or DTEC are not charged for CDW coverage.

(f) It should also be noted that some Identified Users may elect to pay for vehicle rentals using personal premium credit cards that provide CDW coverage. In such instances, they are not required to purchase the CDW separately when renting vehicles.

(g) Identified users not paying for the vehicle rentals using the IDTC, DTEC or with a premium credit card providing CDW coverage, must purchase the CDW coverage offered by the Offeror separately when renting vehicles.

(h) The CDW coverage offered on the IDTC and DTEC is for the full value of the passenger vehicle rental. It does not include antique or exotic automobiles, trucks, Off Road Vehicles, motorcycles, mopeds, recreational vehicles, campers, trailers, vans (with the exception of certain mini-vans) and pick-up trucks. Where the Identified User is offered a free upgrade to a vehicle that is not covered by the insurance provided either with IDTC, DTEC or with a personal premium credit card, the Offeror must provide its CDW coverage at no additional cost.

A2.18 Fleet and Counter Locations

  1. 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 2019, will have their rates for that airport or city location removed from the 2019 Car Rental Directory.

  2. 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 2019 Car Rental Directory.

  3. All passenger vehicles rented under this Standing Offer should not be older than the 2019 model year, with the exception indicated below. Passenger vehicles of the 2017 or 2018 model years may be utilized, providing that they are in clean condition, excellent state of repair and have not been driven more than 50,000 kilometres (30,000 miles).

  4. All intermediate vehicles rented under this Standing Offer must be of the makes and models listed below, or of similar size if not listed, or larger. Compact cars must be smaller and standard cars must be larger than the makes and models listed below:

    • Chevrolet Cruze
    • Ford Focus
    • Fiat 500X
    • Hyundai Elantra
    • Kia Forte
    • Honda Civic
    • Mazda 3
    • Nissan Sentra
    • Toyota Corolla
    • Subaru Impreza

A2.19 Toll charges and Associated Administrative fees

With respect to toll charges, video toll and associated charges, no duties or tolls, otherwise payable by law in respect of the use of any highway, parking meter, road, or bridge, will be paid by or demanded from any Identified User except that the Identified User may authorize payment of duties and tolls in respect of that use. Nothing in this section affects the liability for payment of duties or tolls lawfully demandable in respect of any vehicles other than those belonging to or in the service of Canada. This exemption also applies to Highway 407 ETR and to any vehicles rented/leased by Canada under the provision of this Standing Offer. If the Offeror receives a demand of payment for duties or tolls for rental vehicles, the Offeror will indicate in writing on the original invoice the Call-up Number and forward the invoice to the Identified User. Administrative fees for processing of toll charges from the Offeror are not authorized. The same procedures and conditions apply for parking meter fees and parking tickets.

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.

B2.1 Statement of Requirement

The Contractor must provide the services detailed in the call-up against the Standing Offer.

B2.2 Standard Clauses and Conditions

2.2.1 General Conditions

2010C (2018/06/21) General Conditions - Services (Medium Complexity), apply to and form part of the Contract.

Section 13, Interest on Overdue Accounts, of 2010C (2018-06-21) General Conditions – Services (Medium Complexity) will not apply to payments made by credit card at point of sale.

2.2.2 Title to Rental Motor Vehicle

Title to motor vehicle supplied under any call-up made against the Standing Offer shall at all times remain with the Offeror.

2.2.3 Supplemental General Conditions

Division of Responsibilities - Vehicles Rental for Non-Travel Related Use

Unless otherwise stated in the Contract, the following applies:

2.2.3.1 For the pupose of this clause:

The term "Normal Wear and Tear" refers to the natural amount of deterioration, which can be expected over the term of the lease and include:

  1. tire wear, paint chips and minor scratches that do not extend to the base metal;

  2. all paint scratches and paint wear and minor dents to interior, top rails and tailgates of pick-up trucks;

  3. paint chips caused by stones thrown by the wheels of the vehicles;

  4. frayed or stretched emergency brake cables;

  5. interior wear of vehicles not including holes, burns or tears of interior surfaces;

  6. interior wear of trucks including all paint scratches; and

  7. tire wear and damage, provided that the tires meet provincial safety standards.

Removal of decals or signage and any resultant paint repairs are not considered normal wear and tear and will be chargeable as a repair.

2.2.3.2 The Offeror is responsible for:

  1. Delivery and pick up of the vehicle at the address specified on the 942 – Call-up Against a Standing Offer form;

  2. Pre-servicing the vehicle in the normal way for delivery to the Identified User;

  3. Supplying a full tank of fuel with the vehicles delivered;

  4. Ensuring each vehicle delivered has the following equipment and accessories:

    • two (2) ignition keys
    • vehicle jack
    • wheel wrench;

  5. Replacement of tires covered by the tire manufacturer's normal warranty. (Replacement tires will be to original equipment specifications with the same life, standard and quality expectancy.);

  6. All Warranty Servicing: "Warranty servicing" means the supply of parts normally provided by the manufacturer's warranty together with the labour necessary to install such parts. The warranty service must be made available at any dealer for the make of vehicle leased, within Canada for rentals in Canada and within the USA for rentals in the USA; and

  7. Inspecting the vehicle upon its return to the designated rental location for any damages.

2.2.3.3 Canada is responsible for:

  1. Supply of fuel during the rental period;

  2. Washing the vehicle;

  3. Returning the vehicle with full tank of fuel;

  4. Ensuring that all original manufacturers' components of the returned vehicle are in working condition; and

  5. Fines for traffic violations, including unlawful parking issued to representatives of Canada during the rental period.

2.2.3.4 Damages and Repairs:

  1. Canada is responsible for damage to the vehicle (including damage to optional equipment not requested but accepted by Canada) during the rental period and caused or contributed to by negligence or carelessness of representatives of Canada and recorded to the extent that the loss or damage is not the result of normal wear and tear. Loss or damage due to theft but not due to negligence of Canada will be self-underwritten by Canada.

  2. If a vehicle is returned to the Offeror at the end of the rental in damaged condition, the Offeror must provide to Canada within five (5) business days after the return of the vehicle, a written estimate for the cost of repairs or replacement of the loss to the authorized representative of Canada identified in the call-up document. Repair work must be in accordance with industry standard.

  3. Canada reserves the rights to obtain, through a third party, its own estimates for the identified repairs to validate the Offeror's estimate.

  4. Once the cost of repairs is agreed to by both parties, the Offeror will invoice Canada for the agreed amount.

  5. If Canada decides to repair damage to a vehicle during the rental period, Canada will notify the Offeror before proceeding with the repairs. Both parties must agree to the repairs.

B2.3 Term of Contract

2.3.1 Period of Contract

The services must be rendered in accordance with the call-up against the Standing Offer.

B2.4 Payment

2.4.1 Method of Payment
  1. Upon arrival at a car rental counter, the car rental company will request an authorization from the credit card issuer used by the Identified User to ensure funds are available. Consequently, the credit card issuer will reduce the credit available by the amount authorized, that should be proportional to the type of rental, and the authorized amount will then be removed once the Identified User pays the final invoice and the car rental company settles the transaction with the credit card issuer. For all types of reservation, under no circumstances can the car rental company charge an advanced payment for a reservation or an extension of a reservation to the Identified User. The above process is not considered as a deposit or an advance payment and is considered common industry practice.

  2. Once the vehicle has been returned and inspected, an invoice must be submitted to the Identified User. Payment may be made with the Government of Canada IDTC or DTEC, a personal credit card, a debit card (Interac) or by 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. As such, and following PWGSCs own internal guidelines for response time, Offerors are required to provide a response to overcharge requests within five (5) business days.
2.4.2 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 Offeror's Offer. As such, the Contractor must send to PWGSC a revised invoice clearly indicating the corrected rate along with a clear indication that a refund was applied to the employees’ credit card. A copy of the credit slip from the Point of Sale terminal can also be sent as proof that a credit was issued. Following PWGSCs own internal guidelines for response time, Offerors are required to provide a response to overcharge requests within five (5) business days.

The Contractor agrees not to use the names of Public Works and Government Services Canada and/or Public Services and Procurement 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 2019 Car Rental Directory. This includes posting such information on the Contractor’s web site.

The Contractor agrees not to advertise or to promote "Government of Canada rates" for vehicle categories that were not requested in the RFSO. This includes posting such information on the Contractor's Web site.

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 2019 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 (CD) insurance is included when using the Government of Canada IDTC or DTEC and must not be charged to the Identified User. An Identified User using a personal credit card that does not provide the CD coverage to pay for the rental is responsible for purchasing the CD coverage, if needed.

The Public Liability and Property Damage (PL/PD) insurance minimum coverage of one million dollars ($1,000,000.00) for vehicles rented in Canada and used in Canada and in the USA is included in the daily rate and will be the insurance of first instance; and one hundred thousand ($100,000.00US) per person up to a maximum of three hundred thousand ($300,000.00US) per accident and; twenty-five thousand ($25,000.00US) for property damage for vehicles rented 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.

2.4.3 Single Payment

For rentals of one (1) month or less, the Identified User will make a single payment.

SACC Manual clause H1000C (2008-05-12) Single Payment

2.4.4 Monthly Payment

For rentals of one (1) month or more, the Identified User will make a monthly payment.

SACC Manual clause H1008C (2008-05-12) Monthly Payment

2.4.5 Electronic Payment of Invoices - Call-up

The Contractor accepts to be paid using any of the following Electronic Payment Instrument(s):

  1. Visa Acquisition Card;
  2. MasterCard Acquisition Card;
  3. Direct Deposit (Domestic and International);
  4. Electronic Data Interchange (EDI).

B2.5 Invoicing Instructions

If so indicated on the PWGSC-TPSGC 942 Call-up Against a Standing Offer form, the Contractor must be able to accommodate direct billing to the Identified User. As such, the Contractor must submit invoices in accordance with the section entitled “Invoice Submission” of the general conditions. All invoices will quote the Standing Offer number and the PO number indicated on the PWGSC-TPSGC 942 Call-up Against a Standing Offer form.

B2.6 Term Rental

For passenger vehicles rented by federal government employees while travelling on official government business for a period of one two hundred forty (240) days or less, the Contractor must insert as renter, Canada.

For passenger or commercial vehicles rented by federal government employees for any other requirement for a period of two hundred forty (240) days or less, the Contractor must insert as renter, Canada.

B2.7 Honouring 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.

B2.8 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.

The Contractor will not charge for the period (to the nearest half day) that the vehicle was disabled.

B2.9 Loyalty Programs

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

PART 3 - THE CAR RENTAL DIRECTORY

3.1 Directory Format

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.

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

By selecting a car rental firm, Identified Users are able to view the car rental firm's services offered, 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.

3.2 Distribution of the Directory

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

An automated booking tool is available to government employees to help them make their reservations. We encourage you to make your passenger vehicle rental rates accessible to government employees using this online reservation service. To do so, please submit your passenger vehicle rates to Travelport (Apollo/Galileo), the Global Distribution System (GDS) utilized by the booking tool to search and display rates, using the rate code "GVC" to identify Government of Canada rates. The rate code “GOC” can also be used if you are on the Sabre GDS. Following are the required pseudo city codes:

  • HRG - 2DN3, 2DN4, 2DN5, 2DO0, 2DO1, 2DO2 (Travelport) and B3W1 (Sabre) (IATA 6752419-2)
  • AMEX - Z1C0 (Sabre)
  • Carlson Wagonlit - H120 (Sabre) and 22LO (Apolllo)
  • Vision Travel - T2PI (Sabre)
  • Yukon Government Travel - 27LL (Apollo)

Note: Car rental companies that use Travelport (Apollo/Galileo/Worlspan) must enter their Government of Canada rates into the GDS in order to prevent any errors in rates when employees book their car rental through the Online Booking Tool.

3.3 Customer Complaints

The Accommodation and Car Rental Program, Travel Procurement Services Division, PWGSC, will investigate complaints referred to them by an Identified User. Canada reserves the right to remove the offending firm's listing for that location (city or airport) 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. As such, and following PWGSCs own internal guidelines for response time, Offerors are required to provide a response to complaint requests within five (5) business days.

3.4 Mailing List

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

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

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