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Requesting a Canberra-based Vehicle

Overarching Obligations

The Parliamentary Business Resources Act 2017 imposes overarching obligations.
The dominant purpose and value for money tests and specified conditions must be met. See s25, 26, 27, 28.

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Getting started

Please contact the Ministerial and Parliamentary Services’ (M&PS) ACT Territory Manager if you wish to request a Canberra-based vehicle.

Selection and Lease of Vehicle

Where the Commonwealth holds an existing lease on an available vehicle, it is generally expected that you will use this vehicle on the basis of ensuring value for money to the Commonwealth.

Where there are no Commonwealth-leased vehicles available, or where an available vehicle is not suitable for conducting your parliamentary business, you may request any vehicle from the same list of standard private plated vehicles approved by the Special Minister of State. However, you must ensure the type of vehicle you select provides value for money. As part of this process, you are expected to take into account estimated monthly lease costs of vehicles available for selection. This information will be provided to you as part of the vehicle selection process.

In limited circumstances and with the approval of the Minister, you may request a non-standard vehicle instead of a standard vehicle. You will be required to personally reimburse the Commonwealth the additional cost of a non-standard vehicle.

For new leases, the fleet provider will provide you with a Request for Lease Quote (Fleet Management Agreement) form to be completed. Vehicle orders are placed with the fleet provider and may take some months to fill.

When determining the term of a lease, the fleet provider considers the projected use of the vehicle (i.e. the number of kilometres (km) likely to be driven), as well as factors such as the warranty provided for the vehicle and the local road and weather conditions. It is expected that you will retain the vehicle for the entire lease term or if less than the lease term, the period that you are eligible for a Canberra-based vehicle. The lease term will be reviewed regularly against these projections and may be adjusted to ensure the lease achieves value for money. Lease periods are typically 30,000km/three years.

Optional Extras

Requests for optional extras to be added to a vehicle should only be made at the time the vehicle order is placed. Optional extras that can be fitted by the vehicle’s dealer, that were overlooked at the time the vehicle was ordered, may only be added until the time of the vehicle’s first scheduled service.

Should you wish to add dealer-fitted optional extras after the original order is placed, you must discuss the matter with the fleet provider. This will allow the fleet provider to make arrangements with the contracted vehicle supplier and ensure that the fitting dealer is given the required advance notice.

All optional extras included in the cost of the lease must be kept with the vehicle, and returned with the vehicle:

  • at the end of the vehicle lease
  • after the vehicle is written off in an accident, or
  • when you cease to be eligible for a Canberra-based vehicle

(whichever occurs first).

M&PS and Fleet Provider Responsibilities

M&PS is responsible for:

  • advice on the selection of vehicles
  • advice on use of Canberra-based vehicles within the work expenses framework
  • invoicing for certain administration fees incurred, and
  • remaining a contact point for escalation of issues.

The fleet provider is responsible for administering all other Canberra-based vehicle functions during the life of each vehicle lease, including:

  • vehicle renewal emails and telephone follow up
  • processing of quotes and orders
  • paying reimbursements for out-of-pocket costs (such as when a fuel card is lost or not working), and
  • contacting parliamentarians and their staff regarding due and overdue servicing.

Queries

For queries relating to the progress of Canberra-based vehicles orders, please contact the sgfleet M&PS Manager on 03 6242 2102, email MPSVIP@sgfleet.com.

For queries relating to the use of or eligibility for Canberra-based vehicles, please contact the Advice and Support Help Desk.

Relevant Legislation

Last updated: 18 October 2019