Renting motor vehicles

Learn about the All of Government (AoG) rental vehicles contract, through which schools can rent passenger vehicles and light commercial vehicles, such as minibuses and vans.

Level of compliance Main audience Other

Recommended

  • Principals and Tumuaki
  • Staff responsible for buying on behalf of their school
  • Boards

AoG contracts are optional for schools to join. If not joining the AoG contract and renting as a standard customer, it is still recommended that schools consider the advice on this page.

Benefits of joining this AoG contract

Joining an All of Government contract is likely to save a school both time and money, while also reducing risk.

Learn more about All of Government contracts.

The AoG rental vehicles contract offers the following benefits to schools.

  • Discounted hire rates.
  • Competitively priced insurance options.
  • Less-than-one-day/car-sharing rental options (in Auckland, Wellington and Christchurch) in addition to the standard daily-hire model.
  • A choice from four daily-hire suppliers and three less-than-one-day suppliers every time a vehicle is needed.

How to join the AoG rental vehicles contract

The process for joining the AoG rental vehicles contract is similar to other AoG contracts.

Step Action
1

Before you begin

 

If your school hasn’t signed up to an AoG contract before, you will need to complete a non-disclosure agreement (NDA) available on the New Zealand Government Procurement website(external link).



Learn more about NDAs.



You can contact school.buying@education.govt.nz to find out if your school has already completed an NDA.

 

2

Read about the contract and the memorandum of understanding (MoU)

 

Log in to the New Zealand Government Procurement website(external link) to access more information on the contract. You will need to be using your school-linked RealMe account, as you will gain access to commercially sensitive information.

 

Learn more about linking a RealMe account to your school.

 

Read the MoU for the rental vehicles contract in the ‘Contract documents’ section on the New Zealand Government Procurement webpage(external link). The MoU sets out the obligations of the schools participating in the contract.

 

Learn more about MoU.

 

3

Complete a Form of Accession (FoA)

 

The FoA for rental vehicles can be completed online through the link below.

 

Rental vehicles - Form of Accession | New Zealand Government Procurement and Property(external link)

 

Completing the FoA confirms that your school agrees to the terms set out in the Memorandum of Understanding (MoU). It serves the same purpose as a Letter of Accession (LoA) which other AoG contracts use.

 

Learn more about a LoA.

 

4

Evaluate rental suppliers

 

Predict your future rental vehicle needs.

  • What sort of vehicle(s) do you expect to use?
  • For how long do you expect to rent each time?

 

It is useful to look at our key rental vehicle considerations at this time.

 

Also see the ‘Services comparison guides’ found at the bottom of the NZGP webpage to compare each supplier’s offering.

 

Using the rental vehicles contract | New Zealand Government Procurement and Property(external link)

 

5

Complete a service order

 

Complete a service order for each of the suppliers that you expect to rent vehicles from. The more suppliers that a service order is signed for, the more flexibility your school has when selecting a rental vehicle in the future.

 

There is a single service order template that can be provided to all daily-hire suppliers.

 

Each less-than-one-day rental supplier must receive a completed version of their own unique service order.

 

Send the service order to a supplier via their contact details as stated on the NZGP webpage (visible when logged in with a school-linked RealMe).

 

Rental vehicles providers | New Zealand Government Procurement and Property(external link)

 

6

Make rental bookings

 

Your school can now make bookings under the AoG contract with each supplier that you have completed a service order for.

 

See our key considerations when booking rental vehicles for further advice.

 

 

Key considerations when booking rental vehicles

Rental supplier

Schools are encouraged to look at the ‘Services comparison guides’ found at the bottom of the NZGP webpage (when logged in with a school-linked RealMe) to compare rental period models and suppliers.

Using the rental vehicles contract | New Zealand Government Procurement and Property(external link)

Rental period

Four suppliers offer daily rentals under the AoG contract. A vehicle’s price per-day often decreases, the longer the vehicle is rented for.

Less-than-one-day rental, also known as car-sharing, is available from three suppliers in Auckland, Wellington and Christchurch under the AoG contract.

Less-than-one-day prices can be charged by the hour or by the minute. These prices include fuel/electric charge, parking and vehicle maintenance. Insurance can be arranged through the supplier, or drivers can be self-insured.

Less-than-one-day bookings can be made on a round-rip model, where the car is collected from and dropped off at one designated car park. Bookings might instead be free-floating, where the car is dropped off at a point different from the point that it was collected from. The booking model offered varies by rental supplier.

Vehicle

When selecting a vehicle, consider how it will be used.

  • How many people will want to use the vehicle(s)? Will it be a smaller group, or larger, such as a sports team?
  • How much storage space will be required in the vehicle(s)?
  • What sort of vehicle will the users be comfortable driving?
  • Who, as a passenger, will the vehicle(s) need to be easily accessible for?
  • How long will the trips made in the vehicle(s) last?
  • Will the trips made be on open roads, or busy urban areas?

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