: 1 x DAMODAR VALLEY CORPORATION PYC TOWERS: VIP ROAD + ¢KOLKATA ~ 700 054 No, S/MM/VEHICLE/GENL/ 3 vs Dated : 2172-34 # SUB : GUIDELINES FOR CONTRACT FOR HIRING 1 OFFICE MEMORANQEM se ‘LL TYPES OF VEHICLES IN DVC. In order to achieve economy in expenditure on provision of vehicles (Heavy/Light) forecarying out official works of the Corporation; it has become necessary to update the guidelines for hiring of vehicles. The following instructions should, therefore, be followed henceforth in the matter and the earlier O.M. No. S/MM/ Vehicte/ Geni/Pt.A/(Vol.II)/-391 dated 02-12-1997 is hereby superseded, The hiring of vehicle is generally sanctioned by the Corporation on the following grounds : a) Arising out of new requirement over and above existing authorisation of vehicles 5) Replacement for existing departmental vehicle when the same becomes beyond economical repair (BER) c) To meet temporary requirement for a short duration when the departmental vehicles become due for major repair and not available for deployment 9) Arising out of. new requiremgnt for new Projects/Divisions. Based on the task/duty to be oertoried by the DVC Units in various plarfs/iocations, including DVC Corporate rao Kolkata, the hired vehicles ineluding Bus, Ambulance to be ensured for effefftive performance. Within the authorisation, the Control/management of the hired vetticle is the responsibility of the concé#ned Chief Engineer/Project_Head/HOD. Actual ‘requirement should be duly assessed and recorded before floating the tender'ehaiiry to protect the interest of the Corporation As per prevailing Corporation Guideline the survey report duly signed by competent authority declaring the existing departmental vehicle as unserviceable and beyond economic repair should reach the office of CMM for approval of the competent authority. The vehicle should be kept in running condition till hiring is done! Disposal of unserviceable vehicle be ‘completed as quickly as possible. To meet temporary requirement, hiring against authorised vehicle sent out for repair work of out of order may be done for a period not exceeding 2 months and one year for vehicle authorised but departmental vehicles not delivered/provided. It is expectedA ne period of hiring in such cases Should be based on the actual period likely to Ae fot bringing back such vehicles on road after necessary repairs 3, The concemed officials should forward the sroposal indicating the number of vehicles fi to be hired for their requirement for new projects/divisions through concemed ® Director/NOD giving the details of the, requirement for’ seeking approval of “* Corporation 6. Once thg,sanction for authorisation of vehicle/vehicles is issued by the Corporation, the resgonsibility and accountability for ensuring that hiring is done with prudence will est with concerned officers. The hiring of vehicle is to be finalised through a ommitige as per direction contained in the Purchase Manual. Request for ex-post facto oe of Corporation for ‘authorisation will not be entertained. In pase, the vehicle €gvers a distance exceeding the sanctioned,K.M. in a month but within the tenure of authorisation, power to accept such overrun lies on Station Chief/Project Head/HOD, in consultation with associated local finange The ‘following important aspects should generally be ¢overed while calling for tender for hitlng of any type of vehicles either through Open enquiry or Limited Tender Enquiry : a) Rationalized estimation of The proposed hiring tender to be worked out first in consultation with associated local finance. Market survey may also be done if felt nepessary, ih specific circupstances. b) Type/make of vehicle to be mentioned : Specify whether Petrol Driven or Diesel Driven vehigle is required : Number of vehiclg required for hiring , Period of hiring Generally tyr a period upto one year, but in no case it should be beyond 2 years. #, Thé hiring charges in Rs./| without considering the cost of fuel and lubricants should be obtained for a minimum run of 1200 Km. on the basis of 9 hours run per day for a period of a oi ao 1) Hiring charges in Rs./Km. for extra run beyond'@minimum run should generally be less than the pro-rata rate and to be adked g) Hiring charges (Rs./hr.) beyond 9 hours normal duty in a day may be asked. Running charges (Rs./Km) (considering thé cost of fuel and lubricants only) which is variable depending on the fuel price may also be asked. h) The vehicle should-not be older than 5 years from the date of NIT. i) Vehicle should be registered as Public Service/Commercial Vehicle and should possess ail the documents as needed by Statutory Authorities like MVDA. uirement (QR) for the participating bicoers tr a lender may De taken fromthe enclosed samole tender format x) Kilaqneter as well as-time shoulc generally De maintained trom plack to parking place every day. Parkint place where the vehicle reports for duty. “ve ) “Forvany failure in placement of vehicle the;contractor has to artange an alternative vehicle as a religt failing which @ penelty amount ingRupees should be imposed’‘on per day basis... m) Payment will be made by BYC on production of mohtthly bills in feicess along with the detailed enfes made in the, logbook duly siane by the authorised official.» | : “ 4 ) EMD is to be taken @s per the rules of the"Corporatign tor open tendering only (for estimated cost mote than Rs. 15 lakhs). "Mode of payment of EMD will aiso be asier Corporation guideline, However, EMD for LTE for hiring of vehicles should not be insisted : pa lace for hiring puro! 8. Asspecimen of the enquiry, addressed to the tenderer, schedule of enquiry and other terms & conditions covering the hiring of vehicles are enclosed for guidance g. The agreement for hiring of vehicles is to be treated as a service contract and DVC~ T- 3 format is not to De used for this purpose Tht format of the agre! issued separately. ' 10. After receipt of authorisation from HQ, Plant Chiet/HOD is authorised to finalise the contract for hiring of vehicles foliowing usual procedure in consultation with associated local finance, even if the lowest tendered rate is higher than the estimated rate after negotiation, if required, in’ terms of the existing orders and wustification for the same to be recorded without making any reference to Headquarter ‘ : 7 41. A list of prospective and capable vendors for mining of vehicles be prepared Station/Project wise and to be updated at regular intervals for floating of LTE, taking into account the qualifying requirement as mentioned in the enclosed NIT Format 42. This instruction will not be applicable for coal transportation contract and hiring of vy earth MOVING machineries. The instruction ¢ ined in the Purchase manual in this regard will, however, apply in such cases. ent will be This issues with the approval of Secretary, DVC i Seg (S SENGUPTA ) MATERIALS MANAGER