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Background:

The City of Burlington and the City of Hamilton (“participating agencies” / “participating agency”) require rental vehicles to service the needs of the Cities without increasing the size of the fleet.  Rentals consist of various sized cars, minivans, trucks, cargo vans and passenger vans.  This is a corporate Contract, with pricing available for use by all City departments and affiliated boards. 

Each participating agency will schedule its specific requirements for delivery and/or drop-off points.  Vehicles will be rented on short notice, short term “day-to-day” basis, but also will be required for several months. The Vendor shall allow rentals for thirty (30) days with an option to renew every thirty (30) days.

In all cases, the respective City will be considered the renter of the vehicle. 

1. Vehicle Requirements

All vehicles will be 4 Wheel Drive / All Wheel Drive (wherever possible). Meaning that if a 4WD or AWD vehicle is available for rental within a category, that vehicle will be the one rented instead of another vehicle in the same category that is not 4WD /AWD.

All vehicles shall: 

• All vehicles will include ‘standard’ features such as: AM/FM Stereo, Bluetooth, power brakes, power steering, air-conditioning, air bags
• Be less than two (2) years old and have less than 40,000 kilometres
• Shall have an auxiliary power outlet, 12-volt, to plug in accessories such as cell phones
• Various factors may affect availability vs. requirements, therefore, a flat unit price per day will apply within the Category of vehicle, with no added surcharges for vehicle size, length of rental, vehicle make/trim level, method of propulsion, availability, or location. 
• If the Vendor cannot provide the vehicle requested, a substitute vehicle may be provided as long as it has similar features (but not less), in the same price category as the vehicle requested. 
  • If a vehicle is not available in the same category, the Vendor will supply a similarly equipped vehicle from a different category but cannot charge a higher rate. 
  • If the vehicle is from a lower priced category, the Vendor will charge the lower rate.
  • If the substitute vehicle offered is not acceptable to the Renter, the city may rent from an alternate source. 
• Be in complete working condition with all accessories operational, including any hydraulic lifts/ramps
• All vehicles will be supplied with a full tank of fuel.
• The preferred colour is white so that magnetic city logo decals will adhere.
• all CVOR trucks will include bed liners, Amber Beacon, Back up alarm and back rack.
• all CVOR trucks rented for a period of longer than one (1) week must be equipped with all required equipment for a work vehicle – First Aid kit, Fire extinguisher, triangle kit as legislated by OHSA & Highway Traffic Act. 

2. Exclusions

There may be occasions where the city requires rentals of work trucks that may be greater than two (2) years old, may have high mileage or do not meet the specifications required under this Request for Tenders.  Therefore, the participating agencies reserve the right to rent work trucks outside of this Contract. 

The City reserves the right to obtain goods, services or equipment from other suppliers should it determine, in its sole discretion, that it is appropriate to do so.

3. Access to this Contract

Only staff employed by the participating agencies are authorized to operate a vehicle under this Contract, with coverage under the City’s insurance provider. If the rental has not been pre-arranged, the Vendor must ask for city identification as proof of employment.  This contract does not include the rental of exotic, luxury, sport or elite vehicles.

4. Pickup and Delivery

There will be no additional charge for pickup or drop-off of vehicles within the boundaries of the City of Hamilton and/or City of Burlington.  

The participating agencies reserve the right to pick up a vehicle at the Vendor’s location. 

City of Burlington rental vehicles will be delivered to Vehicle Maintenance.  Vehicle Maintenance will schedule a time and delivery date for acceptance of vehicle with the appropriate Supervisor.

In the event that a rental vehicle has a malfunction, the Vendor must deliver a replacement vehicle within an hour of being notified.  City staff will not attempt to drive the vehicle to the Vendor’s location.

If necessary, the Vendor will arrange to have the vehicle towed back to their location.

5. Estimated Annual Quantities 

The quantities set out on the Form of Offer are estimated annual days rental, and shall be used as the basis for calculation upon which the award of the Contract will be made.  The actual amount paid to the Vendor will be the Unit Price multiplied by the actual quantities of such Goods and Services supplied during the course of the Contract.

The Vendor shall have no claim for any compensation against the City if the Vendor’s actual quantities of services completed are above or below the estimated quantities provided in the Form of Offer. 

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