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Road Bear RV Hire in the USA

2019 / 2020 Rates   |   2020 / 2021 Rates

All Rates shown in US Dollars

Public Liability Insurance (included in the daily rate)
The Public Liability Insurance covers a 3 party collision in the event that the renter is at fault. The insurance has no deductible. The policy protects the rental company up to USD $1,000,000 and the renter to Statutory Limits (state mandated minimum liability coverage which can be changed by a state anytime without notice - you find the current limits online). Liability Insurance has no deductible.

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 agreement for up to USD $1,000,000 toward 3 party damage claims.

Premium VIP Insurance (included in daily rate)
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:

  • "Uninsured Motorist" in case the renter is involved in an accident with a non-insured driver,
  • Accidental damages to the vehicle (renter’s or 3rd party’s fault),
  • Windshield, glass or tire damage,
  • Vehicle theft and fire, and
  • 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):
No liability, comprehensive or collision insurance coverage is provided and the customer has full legal and financial responsibility in case of:

  • Damages to the interior of the vehicle;
  • Personal injury, personal items and property;
  • Carrying more passengers than having seat belts available;
  • Deliberate or willful damages caused by the renter or his guests;
  • Damages caused to the vehicle by abuse or misuse for illegal activities;
  • Damages where the customer is charged by the local authorities for being careless;
  • Damages caused by freezing, e.g. unit not winterized, or overheating of vehicle or systems;
  • Driving the vehicle without a rental agreement, in breach or violation of the rental agreement;
  • Damages and accidents caused under the influence of alcohol, drugs or any other controlled substance;
  • Damages and injuries caused by neglecting proper operating procedures, e.g. incorrect fuel type or quality, ignoring oil or coolant levels, air pressure, etc., by overloading the vehicle and/or exceeding the legal towing capacity (towing limit is with proper equipment 1,500 lbs. – enclosed trailers, boats or vehicles are not allowed);
  • Damages where the customer is showing gross negligence or willfulness in failing to abide by the local laws and rules or disregarding common sense resulting in damage to the vehicle or third-party vehicle or property;
  • Operation of the vehicle by anyone not meeting the age requirements as shown on the rate sheet and rental terms & conditions, or not listed on the rental agreement or not having a valid, original driver license; and
  • Damages and losses due to "off-road" usage, or caused during travel in or thru restricted areas, following incorrect GPS guidance, traveling into non-authorized areas including but not limited to the country of Mexico, the inner cities of New York, Montreal and Quebec (Canada) (see Travel Restrictions section).

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 Flash Light
Whisk
Comforter Lighter / Matches Vegetable peeler
Cover for comforter Glasses Turner
Sheet Cups Basting Spoon, Slotted Spoon
Pillow Dinner Plates Scissors
Pillow Protector Salad Plates Grill fork
Pillow Case Mixing Bowl Coffee maker
Bath Towels Knifes Tea Kettle
Hand Towel Steak Knifes Measuring cup
Wash Cloth Forks Colander
Kitchen Towel Spoons Cutting board
Cleaning Towel Teaspoons Plastic containers
Paper Towel roll Roast Slicer Toaster
Broom Cookware Set Can Opener
Dust Pan and Brush Cork puller / bottle opener  
Please note: that items may vary slightly between locations

Customer Orientation:
We have German- and English-speaking staff at all locations. Dutch, French, Spanish, Portuguese is spoken at some locations. After completing the paperwork, the clients get a thorough personal walk-thru of the motorhome. In addition, every vehicle is equipped with an operation manual in German and English. In case of an emergency, accident or technical problem, clients may call the toll-free Help Desk number 24-hours a day, 7 days a week. The number is printed on the keychain.

One Way Rentals:
One-way trips are possible between all stations for a one-way fee shown on the rate sheet. One-way trips are always "on request" and depend on availability.

Security Deposit:
You are required to leave a security deposit of USD $1,000 at the time of pick up.
Please note:
during the August Season (10 nights minimum) - a USD $1,500 deposit is charged and not authorised
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.

Additional Customer Deposit after an Accident
Regardless of the customer being at fault or not, before handing out a replacement unit we request from the customer an additional USD $2,000 charged on the credit card. Such amount will be reimbursed at drop-off (minus any fees/charges).


Complimentary Transfers:
Complimentary transfers are provided once a day to (but not from) the airports DEN / EWR / LAS / LAX / MCO / OAK (not available from 01 April 2020) / 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 customers responsibility.

The parents or guardians are responsible to provide for the transfer according to the applicable laws a child seat or booster. Road Bear RV cannot bring the child seat or booster from the branch to the transfer point. We advise the customer to bring it with them from home or having it shipped to the hotel.

Transfers:
Clients cannot pick up the vehicle the day they arrive with an inter-continental flight or from South America. Therefore we recommend spending the first night in an airport hotel or motel. Priority shuttle service will be granted to customers who have made contact at least 72 hours in advance, via you or the online check-in system with their transfer location and how they can be reached so we may inform them about the exact pick-up time for the transfer. If customers choose not to supply the transfer location 72 hours in advance the 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. Please note the limited Saturday hours. 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.

The complimentary airport (hotel) shuttle leaves at 11:00 at all branches.

Motorhome Pick Up and Drop Off Times:
At pick up the main renter must be present with the original driver license and physical credit card showing his/her name.

We also require the original driver’s license for any additional drivers in order for them to be insured and legally
allowed to drive the motorhome. We accept the original driver’s license in English, Dutch, German, Spanish, Portuguese, French, or Italian. If the driver’s license is in any language other than the above an international driver’s license or an official English translation must be presented at pick-up alongside the original.

We have the right, and legal obligation, to deny a renter the motorhome when the renter seems not capable to drive a motorhome, e.g. intoxicated, suspicion to be under drug influence, etc.

While it is possible that somebody else in the party drives the main renter will in such cases - no original driver license, not deemed to be fit to drive - not be listed on the rental agreement as driver and therefore not be covered by any insurance. Still the main renter remains fully responsible for the motorhome. If the main renter wants to be entered as driver he/she needs to return at a later time to one of our branches and obtain an updated rental agreement.

Vehicle pick up times are
Monday to Friday between 12:30 and 16:00
Saturday - Please call for an appointment.

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.

Note: In order to guarantee an early pick up or late drop off the customer has to extend, if availability allows, the reservation by one night prior respectively afterwards and pay for this extra night(s).

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.

Branch Hours of Operation:
Monday through Friday from 8.00am to 5.00pm    -     NYC / SEA* From Nov to Feb 9.00am to 4.00pm
Saturday from 8.00 am to 1.00 pm. (or during High Season as required)    NYC / SEA* : Nov to Feb by appointment
All stations are closed on Sundays and on all statutory holidays.
* SEA new times from 01 April 2020

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

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.

Cancellationand 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.

  • 60 Days or more prior to pick up: USD $200
  • 59 - 30 days prior to pick up: 30% of the daily rate minus any applied discount + one way fee if applicable.
  • 29 - 15 days prior to pick up: 60% off the daily rate minus any applied discount + one way fee if applicable.
  • 14 to 5 days or less prior to pick up: 100% of the daily rate minus any applied discount + one way fee if applicable.
  • 4 to 0 days or less prior to pick up and "No Show": 100% of the daily rate minus any applied discount + holiday surcharge + prep fee + one way fee if applicable.

No refund will be given for delayed pick-ups / early returns, unused mileage or for "no show".


Drivers Licence and Age:
The valid original national driver's license is required and must be presented for each driver (no photcopies). 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.

The minimum age for the rental of a RV is 25, the maximum age is 79 years (21 to 24 years only with prior authorization - obtainable for specific non-US licenses 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 below). It is the driver's responsibility to operate the vehicle in a safe manner and to exercise all caution possible.

Mechanical Breakdown:
For maintenance and repairs exceeding USD $50 the customer must call the Road Bear RV 24-hours/7-days toll free helpline to get an authorization. Non-authorized invoices over USD $50 will not be reimbursed. Receipts and replaced parts 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.

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

Toll Road System in the Florida Keys:
Since February 2011 the Florida Turnpike Enterprise has implemented an all-electronic open road tolling for the southern 47 miles stretch of the Turnpike, from US1 in Florida City to the Miami-Dade/Broward County line. The old tollbooths have been eliminated and the toll-fees cannot be paid in cash anymore.

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

  • 1. Customers picking up in MCO may conveniently rent a Sun Pass transponder at the branch.
  • A SunPass Transponder can be obtained by calling 1-888-865-5352 or visiting www.SunPass.com. The transponder will allow traveling on toll roads by paying money into the personal SunPass account.
  • 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.
Be Aware
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 US$ 100.00 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 fees 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).

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!

Child / Booster Seat:
The parents or guardians are responsible that the applicable laws in regards to child or booster seat are followed.

Vehicle 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 Road Bear RV liability is limited to the refund of the retail (=gross) rate difference of the two vehicles.
Note: vehicle substitution does entitle to any other compensation than the one mentioned above.

Smoking and Pet Restrictions, Cleaning Fee:
No smoking allowed. No pets permitted. A USD $250 minimum cleaning/deodorizing fee applies with either violation. The clients are responsible to return the vehicle with the interior clean and holding tanks dumped. The vehicles exterior does not require cleaning by the customer. Cleaning and dumping charges apply as posted at the drop-off location.

Travel Restrictions:

  • 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 disregarding these restrictions including accidents, mechanical breakdowns and thefts 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