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The vehicles and prices can be viewed on the eDA. If you are a representative of an eligible entity and wish to have access to the eDA, please register by selecting New Buyer Registration on the login page of the:

• if you represent a State ºÚÁÏÕýÄÜÁ¿ entity which leases vehicles through State Fleet
• if you represent a different entity.

This CUA does not include vehicles which are over 4.5 tonne Gross Vehicle Mass.

State Fleet General Agreement

The State Fleet General Agreement provides a contractual framework between State Fleet and its clients to cover all vehicles leased from State Fleet.

Restricted use of vehicles

This contract allows Western Australian Public Authorities bound by the Procurement Act 2020and certain other approved organisations to access this contract for the purchase of vehicles strictly used for operational purposes only. To access the contract, there must be an intention for vehicles to be always registered in the name of the applicable organisation.

The contract is not available for the purchase of vehicles by ºÚÁÏÕýÄÜÁ¿ employees (or any person or entity related to those employees) for their personal use, including through salary packaging or novated lease arrangements. This extends not only to novated leases registered for personal use of a government employee, but also where a government employee will be the ultimate beneficiary under a lease, even though he or she is not initially registered under that lease. This is commonly referred to as reverse leasing.

Offering vehicles to government employees through this contract, where the vehicles are for their personal use, may constitute a breach of the contract between vehicle manufacturers and the ºÚÁÏÕýÄÜÁ¿. It may also result in an unlawful stamp duty exemption for the relevant individual.
Salary and Allowance Tribunal Determination members who lease vehicles through State Fleet are excluded from this restriction.
All approved users must ensure that vehicles purchased under this contract must be retained for a minimum period of 18 months or 30,000 kilometres.

WA Public Sector Bodies

All WA Public Sector Bodies as defined by the Public Sector Management Act 1994 are required to lease all passenger vehicles and light commercials (including vans, four-wheel drives, small trucks and buses) through State Fleet.

WA ºÚÁÏÕýÄÜÁ¿ Vehicle Policies

WA Public Sector Bodies are obliged to apply the WA ºÚÁÏÕýÄÜÁ¿ Fleet Policy and Guidelines in the management and utilisation of all WA ºÚÁÏÕýÄÜÁ¿ Fleet passenger and light commercial vehicles, irrespective of the funding source of those vehicles. State Fleet manages this policy.

The WA ºÚÁÏÕýÄÜÁ¿ Fleet Policy and Guidelines provide government departments and agencies with guidance on policies and practices relating to their passenger and light commercial fleet. It recognises that the government fleet vehicles are a significant asset. It also provides a framework to allow Chief Executive Officers (CEOs) to optimise the asset for the benefit of their organisation, and for government.

The policy is designed to find the right balance between prescription and empowerment to encourage organisations to strategically plan and manage their fleet asset to gain the best value from it.

Other approved bodies

This contract is available to other government entities, local government authorities, approved and registered Public Benevolent Institutions, Shire Councils and other approved bodies. These organisations can purchase vehicles directly from the contractor through their distribution network.

Motor Vehicle Fleet Services (CUA 06916)

To assist those agencies that lease their vehicles from State Fleet, fleet management contractors provide motor vehicle fleet services.
These services include:

• Vehicle replacement
• Fuel provision
• Licensing management
• Data management & reporting
• Decommissioning
• Crash management
• Maintenance & repairs
• Management of infringement notices & fines
• Fleet management advisory
• FBT management
• Arrange supply, fit out & management of equipment.

State agencies should be aware of the following requirements under Western Australian Procurement Rules as they apply to purchases from this CUA.  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 CUA

Exemption from using State Fleet leasing

The contractors are listed in ‘Who supplies what?’ however purchases the orders are to go through local dealerships.

The contractors are listed in ‘Who supplies what?’ however purchases the orders are to go through local dealerships. >In a very limited number of cases, State Fleet can exempt an agency from entering a leasing arrangement in order to purchase a vehicle outright using this Contract. Most of these situations arise where an organisation is given once-only special funding to purchase a vehicle.

In order to consider an exemption, agencies need to approach State Fleet with a business case. This would normally include:

• The reason for seeking an exemption from leasing
• Details of the model, fit-out, type
• The alternative funding arrangement
• The number of vehicles involved.

Exemption from using this CUA 

Procurement Frameworks are responsible for processing and approving all requests from State agencies seeking exemption from using a mandatory CUA. Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA.

Exemption requests should be directed to State Fleet through an email to the contract manager in the first instance. Requests for exemption but must be in writing via email and must provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.

For guidelines on what to include in an exemption request, please refer to the Common Use Arrangements Procurement Practice Guideline

The matrix below lists all contractors on the CUA and the goods/services they have been contracted to provide.

View the for further details on makes and models.
 

Pricing

The price of vehicles available is provided in confidence and can be obtained using the online Vehicle Selection eDecision Aid (eDA).  Pricing is updated at least quarterly, usually weekly if there are new models.

If you are a representative of an eligible entity and wish to have access to the eDA, please register by selecting New Buyer Registration on the login page of the:

• if you represent a State ºÚÁÏÕýÄÜÁ¿ entity which leases vehicles through State Fleet
• if you represent a different entity.
   

Buyer tips

• Use the to see the make and model of vehicles currently under contract. It is updated regularly as new models replace discontinued lines.
• Agencies that lease vehicles through State Fleet can obtain advice from their Fleet Manager to ensure the vehicle selected plus the terms and kilometres selected for the lease meet the agency's requirements.
• The longer the term the cheaper the monthly lease payment.
• Regular servicing as set out by the manufacturer ensures the manufacturer's warranty remains valid.
• Regular checks of the vehicle by the vehicle custodian ensures it remains roadworthy between servicing.
• Choose a fit for purpose vehicle with the highest ANCAP safety rating and lowest emissions.
• Use a whole-of-life calculator to compare the costs of various vehicles.
   

Step by step buying process

WA Public Sector Bodies are required to lease vehicles through State Fleet unless it has received an exemption. Other approved bodies can buy directly using this contract.

Choose products/services that best meet your needs using the list of qualified contractors. Use the eDecision Aid to compare prices before deciding on which contractor to buy from.

Engage the contractor directly using the details provided in the contractor profiles. Review the to make sure you are purchasing in accordance to the buying rules and thresholds.

What is an operating lease?

The operating lease is a long term rental arrangement, which provides a vehicle in return for a fixed monthly payment. The agency leasing the vehicle retains the capital risk and costs associated with ownership. When the vehicle is returned meeting the agreed return standard, there is no residual liability on sale for the agency.

The vehicle belongs to the agency for the agreed rental term. Under an operating lease the costs of maintaining and fuelling the vehicle remain the agency’s responsibility.

State Fleet understands the vital role of financial risk management for operating an efficient motor vehicle fleet. The operating leases are designed to:

• Eliminate the problems of running the fleet
• Meet the unique needs of organisations
• Offer the latest in vehicle safety.

What is a finance lease?

State Fleet will consider the provision of a finance lease in special circumstances for heavy commercial vehicles, buses, vehicles with extensive fit-outs, or high kilometre vehicles. This allows vehicles longer lease periods (seven or 10 years) with higher kilometre specifications so the cost of the vehicles and accessories can be amortised over a longer period.
State ºÚÁÏÕýÄÜÁ¿ departments or agencies need to approach State Fleet with a business case to arrange a finance lease. This would normally include:

• the reason for seeking longer lease periods/higher kilometres
• details of the model, fit-out, type
• any other alternative funding arrangements investigated
• the number of vehicles involved.

Considerations for the acquisition of a vehicle

Operational requirements must be the primary consideration in the acquisition of additional or replacement vehicles. Vehicles must not be replaced or acquired to solely provide an officer with a means of commuting or for private use other than to allow SES or equivalent officers to participate in the Senior Officer Vehicle Scheme (SOVS) where no operational vehicle is otherwise available.

CEOs will be responsible for authorising the acquisition of vehicles, in order to manage their fleet size and cost.

Adequacy of vehicle numbers is reflected in usage; each vehicle must have a reasonable operational usage rate. Vehicles with low operational usage need to be justified as they may not be required or may be able to be deployed more effectively.

Where a CEO authorises an SES officer to participate in the SOVS, the vehicle is deemed an operational vehicle and must be made available for business use to other users during normal business hours.

Fuel efficiency

The National Greenhouse and Energy Reporting System’s measurement of CO2 emissions is used to calculate g/km emissions.

A CO2 benchmark of 185g/km for passenger vehicles and 195g/km for SUVs has been set. Light Commercial vehicles have no specific benchmark due to the many different categories of vehicles.

A vehicle’s fuel efficiency and level of CO2 emissions have been factored into the whole-of-life costs of a vehicle. The eDA lists whether a vehicle meets the CO2 benchmarks, where possible Public Sector Bodies should consider these benchmarks when selecting vehicles. 

State Fleet purchase carbon credits to offset the greenhouse gas emissions of the vehicle fleet.

Vehicle safety

Public Sector Bodies have a duty of care to provide a safe workplace. Fleet vehicles are considered an extension of the workplace and therefore should be as safe as is reasonable and practical.

The selection of safer vehicles and the fitting of vehicle accessories that promote occupant safety and the safe operation of fleet vehicles should be considered in conjunction with operational requirements and whole-of-life costs in the acquisition of vehicles.

It is mandatory for Public Sector Bodies to purchase 5-star ANCAP (Australasian New Car Assessment Program) rated passenger and light commercial vehicles unless approved by State Fleet. Information regarding ANCAP ratings can be obtained from:

Exemption from purchasing five-star vehicles due to lack of availability or not ‘fit-for-purpose’ requires a business case to be submitted to State Fleet endorsed by the Public Sector Body’s CEO outlining the use of the vehicle and the reasons why other 5-star vehicles are not appropriate.

Vehicle Equipment

CEOs must only approve the purchase of accessories that bring a vehicle up to a fit-for-purpose standard (including safety) or that are necessary to protect the vehicle from damage. The fitting of vehicle accessories is therefore to meet genuine operational requirements only.

Consideration must be given to what accessories are currently installed, and whether duplication is necessary.

In the case of high cost accessories, consideration must be given at the time of vehicle disposal stage to transferring them to another vehicle where cost-effective.

Vehicle Schemes

Operational Scheme (Home Garaged)

CEOs may only approve an officer participating in the Operational Scheme (Home Garaged) in the following circumstances:

• Where an officer is on call outside of business hours or it does not make financial or business sense to use an Operational Scheme (Agency Garaged) vehicle; or
• Where a vehicle is at real risk of regular vandalism if agency garaged.

Officers participating in home garaging must not use the vehicle for personal use other than commuting to and from work and must:

• Travel by the normal most direct route between home and work. Occasional stops and small variations are permissible. Regular variations (e.g. to attend a regular course) may be approved by the CEO; and
• Endeavour to ensure the security of parking arrangements at all times, such as off-street parking at home.

ºÚÁÏÕýÄÜÁ¿ Vehicle Scheme (GVS)

CEOs may only approve PSA Level 8 officers (or equivalent) accessing the GVS where it provides demonstrable value for money to taxpayers, for example:

• Where an officer is on call outside of business hours and it does not make financial or business sense to use an Operational Scheme (Agency Garaged) vehicle; or
• Where a vehicle is at real risk of regular vandalism if agency garaged.

CEOs must approve the lowest cost fit for purpose vehicle. GVS officers cannot influence vehicle selection decisions.

An officer is not eligible to use a vehicle whilst on leave. A CEO may however approve an officer’s use in circumstances where the officer is the sole user of the vehicle (such as in remote areas) and on the condition that the officer covers all fuel costs and does not drive interstate, travel great distances intrastate or use the vehicle on rough terrain.

Senior Officer Vehicle Scheme (SOVS)

CEOs may only approve Level 9 to Class 4 (or equivalent) officers accessing the SOVS.

Officers participating in the SOVS may use the vehicle for private purposes, though the vehicle must be made available for business purposes during the day.

SOVS participants are restricted to the lowest cost vehicle in the following categories:

• Passenger – light, small or medium
• SUV – small or medium

Where an officer has an operational requirement, the CEO may authorise a SOVS officer to be allocated an operational vehicle.

At the discretion of the CEO, SOVS participants may have the option of using their SOVS vehicle during periods of paid leave for up to three months. SOVS participants must consider the operational impacts of a vehicle not being available, exercise due restraint in the use of vehicles and not travel great distances or use the vehicle on rough terrain.

Range of lease terms

Regarding vehicles covered by the WA ºÚÁÏÕýÄÜÁ¿ Fleet Policy and Guidelines, Lessees must select the lease term which best matches the mandatory kilometre specification. The Lessee agrees to lease the vehicle until either the mandatory:

• monthly lease term (60 months passenger; 72 months SUV/Commercial); or
• kilometres (100,000 km passenger, 120,000 Km SUV/Commercial)

is reached, unless otherwise endorsed by State Fleet.

Vehicles not covered by the WA ºÚÁÏÕýÄÜÁ¿ Fleet Policy and Guidelines (for example SAT vehicles) are not bound by the mandatory lease term listed above and may be leased under a range of terms at or above 40,000 kilometres.

Once the lease term ends the vehicle must be returned promptly.

Lease termination

Rehiring a vehicle

Generally at end of the lease term a vehicle needs to be returned to State Fleet for disposal. It is recognised however that there may be rare occasions where the use of a vehicle has been impacted by an agency’s change of circumstances. State Fleet will work with the agency in such cases and one option may be to approve the rehire of the vehicle for longer than originally intended. An organisation should discuss any such changes with its contracted Fleet Manager.

Failure to return vehicle

Where a vehicle is not returned at the end of the lease term the agency will be required to make further monthly lease payments for each month beyond the lease term. Where the vehicle is not returned within three months of the end of the lease term State Fleet may, at its discretion, increase the vehicle rental.

Over-use adjustment

Where a vehicle exceeds its vehicle kilometre specification by more than 5,000 kilometres, the agency agrees to pay an overuse adjustment. The overuse adjustment is 5 cents for every kilometre exceeding the first 5,000 kilometres.

Early lease termination

If an agency terminates a lease prior to the end of the lease term then the agency will be charged an adjustment equivalent to 80% of the remaining lease payments. The early return adjustment reflects the shortfall in rental payments needed to cover the capital depreciation on a vehicle.

Residual risk

State Fleet will carry the residual risk on the sale of the vehicle. The only exceptions to this are any vehicles where a Finance Lease applies and an estimated residual value has been agreed between State Fleet and the agency concerned.

Vehicle loss

Where a vehicle is damaged, and in the opinion of the insurer is not considered economical to repair, then the agency or its insurer will be responsible for the payment of the termination value for that vehicle. The calculation is based on the debt principal outstanding on the vehicle at that time.