Multi-jurisdictional short-term rental of motor vehicles

• Car sharing and leasing are not in scope of this SOA.
• Please refer to State Fleet for information on leasing vehicles. 

Eligibility 

Eligible Customers (State Agencies and Other Approved Entities) as set out in the Approved Register of Common Use Arrangement Buyers, are eligible to access this SOA. 

Status

The SOA is non-mandatory for all Eligible Customers state-wide. 
Eligible Customers therefore may use Suppliers that are not on this SOA State Agencies purchases, however, must be in accordance with WA Procurement rules. 

This SOA is for short term rental, for longer-term requirements, consider leasing a vehicle.
The Head Agreement and Customer Agreement details including any special conditions are contained within the E-Decision Aid (EDA).

State agencies 

‘State Agency Customer Agreements’ have been signed and established across all vehicle categories and SOA Suppliers. State agencies can therefore choose any SOA Supplier and can change SOA Supplier at any time.

State Agencies will be required to complete an account establishment form outlining contact, payment details and insurance requirements of their agency with SOA Supplier(s). 

If you choose to use a Supplier under this SOA, the SOA’s terms and conditions will apply. 

For long term requirements consider leasing a vehicle or check if another department has a fleet vehicle that they do not require for that period. 

You can also find a list of government vehicles able to be rehired from disposal for a short term in the Fleet CUA eDecision Aid (EDA).

State agencies are required to follow the WA Government Fleet Policy and Guidelines.

Other Approved Entities

‘Other Entities’ listed on the ‘Registered Approved CUA User List’ that are not classified as a ‘State Agency’ must complete and sign the Customer Agreements template available from the Contract Manager or EDA in order to access SOA rates, terms and conditions. 

Please see the EDA for relevant Customer Agreement Templates and next steps.  

Award Programs 

Award programs for individuals (e.g. frequent flyer programs) are not to be offered through this Contract. 
Travellers can however sign-up to the membership programs to help expediate their rental experiences, with individual rewards blocked as part of the contract.

Agencies must cancel memberships for staff who leave government roles and advise the SOA Supplier of the cancellation.
 

State agencies should be aware of the following requirements under Western Australian Procurement Rules as they apply to purchases from this SOA.  The below table is a summary of the requirements, and State agencies are encouraged to review the WA Procurement Rules. 

Procurement planning

Request development and contract formation

Contract management

Exemption from using this SOA

This is a non-mandatory SOA therefore exemptions are not required to purchase outside of the SOA; however, use of the SOA is strongly recommended to achieve value for money, increased vehicle category options and geographical coverage, robust data reporting and consolidated Supplier management. 

As part of the tender process, SOA Suppliers were assessed on their corporate, social, and environmental responsibility, including sustainability initiatives. This SOA supports environmentally conscious choices:

• Electric and hybrid vehicles are available, with Suppliers maintaining low-emission, modern fleets.
• Environmental practices include spill kits, water-saving car washes, biodegradable cleaning products, and tyre recycling.
• All Suppliers promote Indigenous employment and workforce diversity. Some Suppliers have Indigenous owned franchises. Please see suppliers with Indigenous owned franchises below:
  • Avis Budget Group partners with Chalkwest Pty Ltd, an independently owned and operated Aboriginal Budget franchisee.
  • SIXT Australia partners with Waru Vehicle Hire, a majority Aboriginal‑owned business offering vehicle rental throughout the Pilbara region.
  • Further information can be found in the supplier detail accordions below.

This table provides an overview of all Suppliers you can purchase from under the SOA and the goods and services they have been contracted to provide.

SOA suppliers

You can find their contact details at the bottom of this page.

All SOA Suppliers have departures from this SOA. Supplier Special Conditions are outlined in the Customer Agreement Annexure (I), available via the EDA for authorised users.

For WA locations, refer to the EDA; for interstate sites, visit the Suppliers’ websites.

Pricing

Refer to the EDA to access price schedule and compare rates, you can choose self-insured or Supplier insured rates refer below for detail. 

Contract SOA rates are intended solely for the benefit of Approved Entities within the scope of their business activities and will not be extended to individuals for leisure purposes or any use outside of their business activities.

Price basis

Rate depends on:

• Insurance: Whether you're self-insured (e.g. through Insurance Commission WA/ own insurer) or require insurance from the Supplier.
• Location & Usage: Where you're picking up the vehicle (metro, country or remote), rental duration, vehicle type, and distance travelled (Km charges).
• Extras: Additional charges may apply for services like refuelling / recharging, GPS, tolls, airport/city/ premium location surcharges (subject to change without notice), or one-way rentals.

In general, there should be no additional charges other than those identified in the price schedule and one-way fees. If there are for example purchases relating to equipment required to customise a rental vehicle then additional costs may apply. 

All prices are exclusive of GST unless stated otherwise.

Price breakdown

Pricing for duration of rental is broken down into the following number of days: 

There is a daily kilometre allowance applicable. If you go above the daily allowance the specified excess km charges will apply.

Insurance options

When creating an account with SOA Suppliers, you must choose between two insurance options:

• Self-Insurance: You provide your own insurance. No cover is provided by the Supplier.
• Supplier-Insured: The Supplier covers damage costs above the excess, unless there's a breach.

Your choice is recorded in your account and applies to all rentals. To change it, contact the Supplier in writing.

Rental rates are split between self-insured and SOA Supplier-insured rates. ICWA covers most State Agencies, making self-insured rates often more cost-effective. Confirm your coverage and account setup to avoid paying for duplicate insurance.

Self- insurance coverage 

State agencies insured by Insurance Commission WA (ICWA) automatically receive comprehensive cover for rental vehicles used for official business. Drivers must have agency approval to operate hire vehicles.

Key Points:

• Coverage is subject to ICWA’s terms and guidelines.
• No upfront insurance cost, but claims may affect future premiums.
• If using ICWA insurance, SOA Supplier insurance does not apply.
• In case of an accident, ICWA or your insurer handles the costs, pending on the policy.
• Notify ICWA and the SOA Supplier immediately if a claim is likely to arise and submit the required documentation.

Benefits of ICWA Insurance:

• Lower rental rates
• Broader coverage than SOA Supplier insurance
• Detailed claims reporting for risk management
• No excess (unless elected by the agency)
• No need to notify ICWA at the time of hire

Next Steps:

• Contact your ICWA client service manager to confirm your agency’s coverage.
• Visit the ICWA website for more details.

Important Notes:

• Check with the ICWA or your insurer—non-government users (e.g. volunteers, carers, temps) may not be covered.
• If choosing self-insurance, you must provide a certificate of currency and a letter authorizing this option.
• Other Approved Entities, check with your insurance or risk management team to determine your organisation’s preferred approach.

SOA Supplier insurance coverage

If you choose SOA Supplier insurance, they cover damage costs above the identified excess (damage loss waiver) in the price schedule. This includes:

• Damage to the rental vehicle
• Damage to other vehicles or property

General excess applies in case of an accident and covers:

• Driving on gazetted roads including unsealed roads in a fit for purpose vehicle
• Single-vehicle accidents including animal collisions
• Driving at any time (including dawn and dusk)
• Drivers over 21 including P-plates (restrictions may apply to vehicle class and p-plate type)
• Additional drivers
• Overhead /underbody damage
• Windscreen, Wheels and Mirrors
• Theft 

Important Notes:

• The Customer is required to pay the stated excess for any damage or loss to the vehicle
• Different excess levels apply depending on the Supplier (refer to price schedule).
• Insurance is void where damage or loss is due to driver Recklessness or as specified in the Head Agreement or Customer Agreement
• Additional ‘Special Conditions’ may apply please refer to the Customer Agreement Annexure I.

Ancillary charges 

Ancillary charges are set out in the price schedule, some of note are as follows:  

• One-way rentals fees

For one-way rentals, the vehicle doesn't include a return journey to the place of pick up. One-way fees may apply to metropolitan, country and remote areas:

• Please note that one-way hires incur significant fees and should be avoided where possible. We recommend considering all alternatives before opting for a one-way vehicle hire.
• Each Supplier has different one-way fees, please refer to the one-way fee schedule.
• Contact Suppliers for further information about one-way rentals

• Premium Location fees

SOA Suppliers charge an additional fee (premium location surcharge) for pick up / return in an airport, capital city, or premium location and subject to change during the term of the contract.

Refuel/ recharge fees 

You are responsible for all fuel / recharging costs during the rental and for: 

• Returning the rental vehicle with a full tank of fuel or recharged to nominated percentage.
• Paying the SOA Supplier for a full tank of fuel / recharge for the rental vehicle at the SOA Supplier’s standard fuel/ recharge price.

• Infringement fees

You are responsible for any parking, speeding and traffic infringements issued during the rental period.

The majority of SOA Suppliers provide traffic and parking infringement notification services, at no additional cost. Please refer to the price schedule to determine if an administrative fee is applicable.

Payment and invoices 

Payment can be made by opening up an account with the SOA Supplier. Payment terms are 30 days from the date on the invoice or as per Treasurers Instructions.

Customers, please note that you are not required to pay for rental services upfront at the time of making the booking.

The Customer may use any method of payment without additional charge.

Payment by purchasing card

You may also elect to pay by purchasing card at the time of picking up the rental vehicle. There are no additional surcharges or merchant fees for payments made by purchasing card. 

The government purchasing card offers a quick and convenient method of payment allowing goods and services to be efficiently purchased. 

Always remember to inform the SOA Supplier that you will be paying by government purchasing card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

Buying tips

1. Compare rates

Each Supplier offers different prices based on vehicle type, location, duration, and excess kilometres. Choose the best value option for your needs.

2. Choose the right vehicle

• For metro/inner regional areas: pick an economical or electric vehicle.
• For regional areas: if roads are sealed a 4-WD may be unnecessary, consider a better value alternative.
• For unsealed roads: check with the Supplier whether self- insurance is required and fit for purpose vehicles.

3. One-way rentals

Please note that one-way hires incur significant fees and should be avoided where possible. Contractors generally discourage one-way rentals and apply high charges as a penalty.

Before opting for a one-way vehicle hire, please consider all available alternatives. If a one-way hire is unavoidable, ensure you have reviewed the one-way fee schedule and are fully aware of the associated costs.

4. Refuelling/ Recharging 

Always refuel/recharge before returning the vehicle to avoid extra charges.

5. Surcharges

Airport and city centre pickups may include extra fees.

6. Online booking

If you book online through a SOA Supplier or the Travel Management Services CUA, you may be quoted an admin fee. This should be removed once a booking is made. Confirm with the Supplier this has been removed.

7. Rental vs Lease vs Pooling
    

• Use SOA for short-term rentals.
• For long-term needs, consider leasing or borrowing from another department.
• For medium term- check the Fleet CUA EDA for rehire options via the disposal vehicle list.
   

8. Insurance

Consider the self-insured option if covered by Insurance Commission WA or another insurer. Set up accounts accordingly.

9. Vehicle use

Be aware of risks with unsealed/off-road driving and fit for purpose vehicles are used. Agencies should inform Suppliers and drivers regarding driving on unsealed road to ensure safety of driver. Please review Supplier Customer Agreements as there may be a limitation on areas where the vehicle can be driven.

10. Customer Agreements

State agencies can contract SOA Suppliers directly using the guide and price schedule, standard Customer Agreements for State agencies have been established. Other Approved Entities (e.g. GTEs, Not for Profits, Local authorities and Universities) must sign a Customer Agreement (refer to template in EDA).

11. No quotes needed

Prices are fixed. Use the price schedule and contact Suppliers directly.

12. Use all Panel Suppliers

Maximise value by exploring all Supplier options for better coverage and vehicle choice.

Setting up and account

Eligible Customers (State Agencies and Other Entities) as set out in the Approved Register of Common Use Arrangement Buyers, are eligible to access this SOA. 

Step 1: Request access

Eligible Customers may request access from the relevant EDA page or email procurementsystems@dtf.wa.gov.au to access the EDA, which includes price schedules, head and customer agreements, and other SOA information.

Step 2: Complete Agreement

State Agencies: do not need to complete a Customer Agreement.

Other Approved Entity (e.g. universities, charities, local governments): Log into the EDA to download and complete the Other Approved Entity Customer Agreement.

Step 3: Contact Supplier

All customers to contact the relevant SOA Supplier’s account manager to get an account establishment application form, this may also be available on the EDA. 

Step 4: Submit application  

Complete the form with your account details, government funding confirmation, or authority letter to open an account. 
You’ll receive a discount code(s) from the Supplier(s) to use when booking, to gain access to the contracted rates.

Step 5: Choose insurance and provide booking information  

At the time of setting up your account with the SOA Supplier:

• Nominate Self- insured or SOA Supplier-insured option.
  • If you are self-insured, you will be charged the self-insured rates in the EDA price schedule.
  • Check with the Insurance Commission WA or alternative insurer as non-government employees e.g. volunteers, careers or temporary staff may not be covered.
• Specify what documentation you’ll provide to authorise rentals (e.g. purchase order, cost centre, purchasing card).

For State Agencies who have an existing account with an SOA Supplier, the new rates will be updated automatically. Still, review the SOA price schedule to ensure you're getting the best value.

Booking a vehicle

Once your account is set up, you can book a vehicle:

• Directly with the SOA Supplier – by phone, online, or in person (if authorised).
• Through CTM (Travel Management Services CUA Contractor) – via their booking tool, email or phone.

Booking steps 

Process to gain access to the contracted rates where customer agreements have been signed:

Step 1:  Choose a supplier              

Select the one that best suits your needs (location, price, availability, service).

Step 2: Make the booking

Use the Supplier’s contact method or CTM’s online booking tool (especially if flights are also needed).

Step 3: Identify your organisation

Quote your discount code and request WA Government SOA rates (SOA00211205).

These discount codes link you to the SOA rates, each SOA Supplier at account establishment provide a different discount code.

If you're unsure of your discount code, contact the SOA Supplier's account manager for assistance.

Step 4: Provide rental details

• Renter’s name and contact details
• Pickup and return dates, times, and locations
• Flight number (if applicable)
• Vehicle type
• Booking contact details
• Purchase order or cost centre number

Step 5: Record the reservation number

CTM Bookings

• Car hire can be booked at SOA rates alongside other travel arrangements.
• You will need to provide your SOA Supplier account number or discount code to link bookings correctly.

Notice periods

To help ensure vehicle availability and avoid cancellation fees, please provide the SOA Supplier with the following minimum notice periods when booking:

• Passenger vehicles: Minimum 24 hours
• Commercial vehicles: Minimum 48 hours
• Specialised or one-way regional vehicles: 72 hours cancellation notice

Rental agreement and terms

• Rentals are based on a 24-hour period starting from vehicle delivery or pickup.
• Drivers are required to sign a rental agreement, but the SOA terms and conditions take precedence.

Vehicle collection

• Quote reservation or booking name
• Provide driver’s licence and company ID
• Confirm payment method
• Sign rental agreement (SOA terms prevail)
• Inspect vehicle with condition report,
• take time-stamped photos of any pre-existing vehicle damage/ scratches/ windscreen chips etc

Vehicle return

• Refuel with full tank/ recharge to nominated percentage unless agreed otherwise
• Park in designated bay
• Check for damage and take time-stamped photos
• Return keys and report condition
• Pay for rental or receive invoice later

Vehicle usage

Vehicles can be driven:

• Anytime (day/night).
• On sealed or properly formed gravel roads only if fit for purpose.
• With contractor approval on all gazetted roads with a suitable vehicle.

Extension to active car rental arrangements

During the rental period extensions to the car rentals can made directly with the Supplier, refer to SOA Supplier Profiles accordion for details.

Damage Liability

Customers aren’t liable for downtime due to loss/damage unless caused by reckless driving.

Loss damage waiver insurance

Each Supplier has various excess liability amounts on each vehicle category as set out in the price schedule. Check that vehicle excess is confirmed upon vehicle collection.

Emergencies

If your vehicle breaks down through no fault of the driver, you may obtain road service generally by contacting the rental car company in the first instance. Most companies offer a 24-hour service.

Full details and contact numbers for each company's breakdown service should be in the vehicle glove box or accompany the rental agreement.

Active contract management pays off

• Return vehicle with a full fuel tank or recharged to nominated level.
• Upon vehicle return, check for any additional damages against your vehicle condition report and take time-stamped photos of the vehicle.
• Check your invoices to ensure the correct price is being charged.
• Manage your contract term – keep an eye on your contract expiry date.
• Test the market on a regular basis to see what the other SOA Suppliers are offering
• Check invoices for accuracy before authorising payment.
• Monitor service level compliance.
• Document any issues as they arise even if they are resolved. This will assist in ongoing SOA Supplier performance management.
• Pay your bill on time to avoid paying overdue interest/late payment charges – these add up.
• Ensure you have an account that offers value for money by reviewing the SOA Supplier rates and establish one or more accounts to ensure you are getting the best value for money.

How to manage complaints and disputes

In the case of a complaint or dispute, both the customer and the Supplier must use their best efforts to resolve the dispute at the site or agency level.

If you are unable to resolve issues, please contact the Contract manager.