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Road Bear RV Hire in the USA

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All Rates shown in US Dollars

Public Liability Insurance (included in the daily rate)
The Public Liability Insurance covers accidents in the event that the renter is at fault. The policy protects the rental company up to USD $1,000,000 and the renter to Statutory Limits (State mandated minimum liability coverage). Liability Insurance has no deductible and current limits can be checked @ https://extranet.mbainsurance.net/mirna/choice/statelimits.php.

SLI (Supplemental Liability Insurance)
The optional SLI coverage provides the customer with an increased limit of liability protection. SLI protects the renter and any authorized driver listed on the rental contract for up to USD $1,000,000 toward 3rd party damage claims.

Premium VIP Insurance
Included in the daily rate are:

Premium VIP coverage includes secondary comprehensive and collision coverage for the rented vehicle with a deductible of USD $1,000 per incident.

Coverage includes but is not limited to:

  • Accidental damages to the vehicle (renter’s or 3rd party’s fault),
  • “Uninsured Motorist” in case the renter is involved in an accident with a non-insured driver,
  • Vehicle theft and fire (personal property and items in the vehicle are always excluded),
  • Windshield & glass damage,
  • Vandalism

No insurance coverage is provided (liability or comprehensive & collision) while traveling into non-authorized areas including but not limited to the country of Mexico, the inner cities of New York, Montreal and Quebec (Canada).

Non-Covered Damages (including but not limited to):
Customer has full legal and financial responsibility in case of:

  • Damages to the interior of the vehicle
  • Breach or violation of the rental contract
  • Carrying more passengers than having seat belts available
  • Personal damages and personal property are never covered
  • Deliberate and willful damages caused by the renter or his guests
  • Damages caused to the vehicle by abuse or misuse for illegal activities
  • Renter negligence, e.g. backing up without a guide, following incorrect GPS guidance, etc.
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems,
  • Damages caused by neglecting proper operating procedures, e.g. incorrect fuel type & quality, ignoring oil or coolant levels, air pressure, etc.
  • Damages and losses caused during travel in or thru restricted areas and damages due to “off-road” usage
  • Damages and accidents caused under the influence of alcohol, drugs or other controlled substances
  • Damages and injuries caused by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs.)
  • Operation of the vehicle by anyone not meeting the age requirements as shown on the rate sheets and rental terms & conditions, or not listed on the rental contract or having a valid driver license.

Please take note: In case of a claim, Road Bear RV will not act as an adjuster for any third-party insurances purchased by the renter (such as USD $0.00 deductible insurance, etc.).

Convenience Kits:

GPS - Navigation Clothes hangers
Whisk
Comforter Flash Light Vegetable peeler
Cover for comforter Lighter / Matches Turner
Sheet Levelers Basting Spoon, Slotted Spoon
Pillow Glass Scissors
Pillow Protector Cup Grill fork
Pillow Case Dinner Plate Coffee maker
Bath Towels Mixing Bowl Tea Kettle
Hand Towel Knife Measuring cup
Wash Cloth Fork Colander
Kitchen Towel Spoon Cutting board
Cleaning Towel Teaspoon Plastic containers
Paper Towel roll Roast Slicer Toaster
Broom Cookware Set First Aid Kit
Dust Pan and Brush Can Opener  
Bucket / Trash Can Cork puller / bottle opener  

One Way Rentals:
Upon availability one-way trips are possible between all stations for a one-way fee shown on the rates pages.

Security Deposit:
You are required to leave a security deposit of USD $1,000 at the time of pick up.
This amount will be blocked on your VC/MC/AX credit card. An additional security deposit may be required when attending events such as burning man or if no mileage has been prepaid, etc where the deposit will be charged (not blocked).
Security deposit will be released when the vehicle has been returned clean, undamaged and on time.

Additional deposits may be required or charged for special events such as a regional festival, “Coachella”, “Burning Man”, “Stagecoach, “Further Future”, “NASCAR”, when a surcharge applies or if no mileage has been pre-paid, etc. Vehicle will not be handed out in case of insufficient funds, the reservation will be cancelled and prepaid funds are forfeit.

Based on the credit card company rules, for reservations up to 29 nights we authorize the amount. For reservations 30 nights and longer the amount is charged on the credit card.


Credit cards:
VISA, Master/Euro, American Express cards are accepted. No pre-paid credit cards are accepted.

Complimentary Transfers:
Complimentary transfers are provided once a day to (but not from) the airports DEN / EWR / LAS / LAX / MCO / OAK / SEA / SFO (neither JFK nor La Guardia) and at all rental locations from/to named airport hotels. The complimentary permitted amount of luggage is in accordance with the airline regulations for economy passengers (1 suitcase max. 50 lbs. / 23 kg plus 2 pieces of hand luggage per person). Excessive luggage is the customer’s responsibility.
The parents are responsible to provide according to the applicable laws a child seat or booster.

Transfers:
Clients cannot pick up the vehicle the day they arrive from overseas or trans-continental and we recommend spending the first night at an airport hotel or motel. A priority shuttle service scheduling will be granted to customers who have supplied at least 72 hours in advance, via TO or online check-in, there pick-up location and how they can be reached to advise about the exact pick-up time. If customer should not have received such confirmation the day before pick-up until 4 pm, we advise the customer to call the pick-up rental station immediately but not later than 8 and 9 am of the departure day. If customers choose not to supply pick-up location 72 hours in advance, a complimentary shuttle service cannot be guaranteed.

The complimentary shuttle leaves the transfer location from Monday to Friday normally after 12:30. On Saturday based on appointment. If the customer has provided us the transfer location and how we can reach them but not received the exact pick-up time for the transfer at 16:00 the day before vehicle pick-up, we advise the customer to call the pick-up rental station between 08:00 and 09:00 on the pick-up day.

TRANSFERS SFO:
The convenient and inexpensive BART allows customers who stay in SFO downtown to arrive within 35 minutes at the BART train station in South Hayward instead of taking a 30 minutes taxi back to SFO airport hotels (US$ 50.00+) to catch the free shuttle (another 30-40 minutes). A free shuttle service between our branch and the BART train station South Hayward is provided when the customer informs us accordingly (see ‘TRANSFERS COMMON’). The train schedule can be looked up at: http://www.bart.gov/schedules/byline.aspx (select Fremont - Daly City).

Vehicle Pick up and Return:
At pick up the main renter must be present with the original driver license and physical credit card showing his/her name.
Vehicle pick up time is between 12:30 and 16:00 Monday to friday - Saturday Call for an appointment (general pick-up time 12:00 - 13:00). To avoid waiting times all customers are asked to check-in online and communicate with the branch to schedule the exact pick-up time. A very limited number of earlier and free of charge appointments may be available by calling the pick-up branch two or three business days prior to pick-up.

Vehicle drop-off time starts at 08:00 and has to be concluded at 10:30 am. Later drop-offs will not be entitled to get a complimentary transfer to the airport hotels or airport. A charge of USD $30 per hour applies for a late vehicle return.

Please note: Without full payment no vehicle will be handed to the customer; no exceptions made! In such a circumstance the mutual customer will be offered to pay the open amount. It is afterwards between the tour operator and customer to work out the mutual customer reimbursement.

Unauthorised Late Returns
For an unauthorized late return after 12:00 pm the sum of a) the actual gross rental rate night plus b) USD $300 for administration and handling will be charged for each day late, or part thereof. If the customer contacts Road Bear RV at least one business day before the vehicle is due for drop-off and obtains the proper authorization to extend in writing the regular rental rate (gross) will apply and is due at the time of extension.

Hours of Operation:
Monday through Friday from 8.00 am to 5.00 pm, Saturday from 8.00 am to 1.00 pm. (different times apply between NOV to Feb for New York City)
All stations are closed on Sundays and on all statutory holidays.

Pick Up Times: mon - Fri 12:30 to 16:00
Sat (call for an appointment - general pick up time is 12:00 - 13:00)

Please note: Denver & Seattle depots are closed 03 Dec 2017 to 25 Feb 2018

Taxes:
Sales taxes are included for all pre-booked items. Local taxes apply to all pick up- & drop off charges and may change at any time. Newly assessed governmental fees (other than sales tax or DMV fees) not known at this time will be collected from the customer at pick up.

Colorado Road Safety Fee:
Colorado Road Safety Fee of USD $2 per day (max USD $90 per booking) that will apply to all Denver Departures.

Refunds for unused portions:
There are no refunds for delayed pick ups / unused mileage / early returns or no shows.

Cancellation:
Every cancellation needs to be made in writing. The day of receipt of the cancellation is the date the
cancellation fee is calculated as follows:

  • 60 days or more prior to rental date: USD $200
  • 59 - 30 days prior to pick up: 30% of the daily rate minus any applied discount + full one way fee if applicable.
  • 29 - 15 days prior to pick up: 60% off the daily rate minus any applied discount + full one way fee if applicable.
  • 14 to 05 days or less prior to pick up: 100% of the daily rate minus any applied discount + full one way fee if applicable.
  • 04 to 0 days or less prior to pick up: 100% of the daily rate minus any applied discount + holiday surcharge + prep fee + full one way fee if applicable

Amendment Fees:
Every reservation change needs to be made in writing and will be confirmed in writing. The handling of a change is up to 61 calendar days prior to pick-up free. Any later change results in a USD $50 handling charge.

Regardless when a change of name, date(s) or location(s) is requested, this will result in the recalculation of the amount due. The rates and discounts applicable at the time of the revision will apply. For a request to change date(s) or location(s) less than 61 calendar days prior to the existing pick up date the cancellation terms in the next paragraph apply.

No name change is accepted when a surcharge, e.g. Holiday Surcharge, or an extended minimal nightly rent rule applies. Such name change will be handled according to the cancellation terms in the next paragraph and result in a new booking.


Drivers Licence and Age:
A valid national driver's license is required for each driver. In addition we recommend that foreign customers have an international driver's license or an English translation of the license issued by their home country. All drivers must be at least 25 years of age for US and Canadian Renters, maximum of 79 years, 21+ years with authorization only.

Gasoline, Oil and Propane:
The cost of gasoline, oil and propane is not included and ROAD BEAR RV does not assume responsibility for estimates of consumption. All vehicles are delivered with full tanks and the customer is expected to return the vehicle with full tanks or will be charged accordingly.

Maintenance:
The customer is responsible for checking engine oil and coolant levels at each refueling as well as reporting mechanical failures immediately. Coolant refills and authorized repairs will be reimbursed upon return of the vehicle and presentation of all receipts (see mechanical breakdown). It is the driver's responsibility to operate the vehicle in a safe manner and to exercise all caution possible.

Mechanical Breakdown:
For maintenance & repairs exceeding USD $50 the customer must call the ROAD BEAR RV 24-hour toll free telephone assistance to get an authorization. Non-authorized invoices over USD $50 will not be reimbursed. Receipts must be presented for reimbursement. Customer will be held responsible for mechanical damage due to negligence in operation and/or maintenance.

Technical Difficulties with the Vehicle and its Features:
While our first and foremost priority is to provide our mutual customers an excellent and high quality vehicle and service, unexpected technical difficulties can arise. To ensure that our mutual customers can enjoy their motorhome experience we provide an extensive vehicle explanation and with every vehicle an operations manual and the phone number of our 24-hours/7-days help line which is free of charge from any landline in the USA.

Please note: We are not returning phone calls or accepting requests to call a customer back because customers may be hiking, visiting a museum, etc. and not at the vehicle when we call. The customers shall call when at or nearby the vehicle.

When we receive a phone call we differentiate between an inconvenience and an emergency:

  • We define an Inconvenience as something that requires the customer to spend additional time, a workaround or a non-safety related feature is not available. Examples are purchasing ice because the refrigerator is not working, the DVD player not working or the slide-out is not extending and therefore the interior space not increased.
  • We define as Emergency when the motorhome cannot be driven safely anymore. An example is when the engine stopped working. In this case the Vacation Interruption (VIP) Insurance applies (see next paragraph).

VIP - Vacation Interuption Protection
Should the renter’s motorhome vacation be interrupted by an Emergency as defined above, not accident or damages caused by the renter, for more than 12 working hours after reporting this to Road Bear RV, the renter will be reimbursed for the greater of the gross daily rental rate or expenses for hotel rooms up to USD $25 per person per night and car rental up to USD $500 per day per motorhome with a combined maximum of USD $1,500 per rental agreement.

Such reimbursement is only possible when we had the chance to take care of the problem and the customer cooperated to do so. Defects and repairs of Wi-Fi, GPS, radio, TV, CD or DVD player, generator, AC, refrigerator, heater, water heater, slide-out room, awning, cruise control, etc. are not considered mechanical breakdowns and are excluded from VIP reimbursement. Refund of expenses is in any case only possible against proper receipts.


In the event of an Accident:
Insurance coverage may be void if the following instructions are not followed: The customer must

  • Obtain from the police officer investigating the accident a local police report,
  • Notify Road Bear RV as soon as possible but not later than 24 hours after the accident,
  • Provide not later than the return of the vehicle the completed accident report form which is supplied to the customer and located in the vehicle along with the registration & insurance papers; such full-written report must contain the other party's name, address, phone number, driver's license number, date of accident, etc.
All documents relating to the accident must include a police report or identifying number.

Unauthorised extention of rental period / Late return: >
Unauthorized late returns will be charged an extra rental night for vehicles returned after 12 pm noon. An extra rental night plus USD $300 late fee applies for each day late. If the customer contacts ROAD BEAR RV and obtains the proper authorization to extend, the regular rental rate will apply.

Cleaning Fee:
The clients are responsible to return the vehicle with the interior cleaned and holding tanks dumped. The vehicle outside does not require cleaning by the customer. Cleaning and/or dumping charges will apply as posted at the drop off location.

Parking / Traffic Violations:
It is the clients responsibility to report and pay for all parking/traffic violations at check-in. Failing to report these violations at drop off will cause a charge of an administrative fee of USD $100 plus the fine (including all late charges) to the clients credit card.

Toll Road System in the Florida Keys
The Florida Turnpike Enterprise will be implementing an all-electronic open road
tolling. This will be in the beginning on the southern 47 miles stretch of the Turnpike, from US1 in Florida City to
the Miami-Dade/Broward County line. The old tollbooths will be eliminated and the toll-fees cannot be paid in
cash any longer.

There are the following options for payment to travel on the Turnpike:

  • 1. Contact the SunPass Customer Service Center by calling 1-888-865-5352 or visit them online at
    www.SunPass.com. Their representatives will provide information on how to obtain a “SunPass”
    transponder during the rental period. The transponder will allow traveling on toll roads by paying money
    into the personal SunPass account. Customers picking up in MCO may rent a transponder at the branch.
  • 2. To travel on the Turnpike the “TOLL-BY-PLATE” program can be used as an alternative. This program
    captures an image of the vehicle license plate and bills the registered owner of the vehicle for the toll
    amount. The “TOLL-BY-PLATE” program allows the customer to call in to register for a “TOLL-BY-
    PLATE” account and to pay for tolls before an invoice will be issued. Payments can be made by cash,
    credit/debit card on-line or through new payment kiosks located at major retail stores.

Florida State Law (Statue 316.1001) requires payment of prescribed tolls for the usage of toll facilities. Failure
to comply with this statute may result in the assessment of a USD $100 or more civil penalty, assessment of
court costs, and suspension of the vehicle registration and/or suspension of the driver's license. It will be
important for the customer to inform the Road Bear RV drop-off location of the fact that they traveled on the
Florida Turnpike regardless of what option they choose. In case that an invoice for toll fees will be sent to Road
Bear RV as the registered owner of the vehicle, all charges due will be charged to the customer’s credit card on
file and processed according to our rental provisions with regards to traffic citations (incl. administrative fees).

Storage:
We provide free storage of luggage at the rental station at client's own risk.

Vehicle Length:
If a customer requires the exact measurements to make arrangements with a ferry or other service such customer needs to touch base directly with us so we are aware that the assigned vehicle cannot be substituted with a longer one!

Substitution:
If for any reason the booked vehicle should not be available, ROAD BEAR RV reserves the
right to substitute a higher-rated vehicle at no additional cost. Should a lower-rated vehicle be substituted, the liability is limited to the refund of the gross rate difference of the two vehicles.


Restrictions:

  • Pets: Pets are not allowed. USD $250 Cleaning / deodorising fees applies.
  • Smoking: Smoking is not allowed in any vehicle. USD $250 cleaning/deodorizing fee applies.
  • Mexico: Traveling into Mexico is not permitted.
  • Death Valley: Traveling into Death Valley is not permitted between June 15th and September 15th
  • Alaska: Traveling within Alaska, Yukon and Northwest Territories is permitted as long as Road Bear RV has been advised at the time of booking.
  • Others: Traveling on any private, gravel, dirt or logging roads and other non-public roads, beaches, etc. and in the Inner city of New York, Montreal and Quebec City (Canada) is not permitted.
  • ROAD BEAR RV will hold the customer responsible for accidents or mechanical breakdowns occurring in a travel restricted area !

© 2004 US and Canada Travel - A Division of BTEC Travel Pty Ltd.
Telephone: (+61 3) 9584 0896 Fax: (+61 3) 9584 0840   Toll-Free Australia: 1300 663 854
Office Address: Office 3, 128 Balcombe Road, Mentone, VIC 3194, Australia
Mailing Address: PO Box 5309, Mordialloc, VIC 3195, Australia
Licence Number: #32610

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