Special Terms & Conditions and Service Level Agreement for Leasing of Transport Services and Fleet Management Services

  1. Leasing of transport services and Fleet Management Services are required on the following basis:

    Hiring of Cars on lease monthly rental basis with fleet management charges

    1. Period of 03 years with running upto80,000 kms.
    2. Period of 04 years with running upto1,00,000kms.
    3. Period of 05 years with running upto1,20,000kms
  2. The Hiring of vehicles will be for Sedan as well as Hatchback cars in the following categories:
    1. 800 cc to 1200 cc
    2. Above 1200 cc up to 1600 cc
    3. Above 1600 cc upto 2500 cc
  3. Brand new vehicle will be provided to the Govt. Departments.

  4. Service Provider will be paid a monthly lease rent by Govt. Department for the tenure toward the car provided by them on 24 Hours basis throughout the lease period. However, fuel charges will be borne by user department.

  5. Under Fleet Management liability service provider will maintain the car(s) during the entire lease period which will include scheduled, maintenance, unscheduled maintenance, tyre& battery replacement as per manufacturer’s schedule, 24x7 breakdown assistance. It would be the responsibility of Service Provider to arrange time to time service as well as repair of the car in case of damage/break down including towing of the car.

  6. In case the car could not be delivered duly repaired /serviced by the closing of the day an alternate car of same category will have to be made without any extra charges. Further, the alternate car so provided will remain with the user till such time the car remains off road on any account.

  7. The pickup and drop facility for service of car should also be provided without any extra charges.

  8. If the firm fails to provide the same status car in case of conditions mentioned above, user department will arrange the same on the cost of the contractor, which shall be recovered from their monthly rental.

  9. It will be the responsibility of service provider to provide zero depreciation insurance cover for the vehicle from the time it is taken out from the showroom for contracted period.

  10. In case of accident, the service provider will get the vehicle repaired. No extra payment for this will be given to service provider.

  11. In case of any major fault or in the event of accident, if no alternate vehicle is provided by the service provider, no payment for that period will be given.

  12. The service provider shall comply with all the statutory provisions as laid down under various Motor Vehicles Acts/Rules in force from time to time at its own cost. In case of violation of such statutory provisions by the Service Provider, there will not be any liability on part of user/ user’s Ministry/ Government.

  13. The vehicles provided by the service provider should have valid Registration Certificate, Full comprehensive insurance to cover third party and occupants, fitness certificate, PUC, Road Tax, permit etc and any other relevant permits/licenses essentially required by the RTO and any other statutory bodies for the operations of the vehicles, and must be revalidated before the expiry of the due date during the tenure of the contract period.

  14. The service provider shall take comprehensive insurance with third party unlimited liability risk of the vehicles detailed for the user department requirement. User shall not be liable for any damages whatsoever to public property and /or any third person due to any accident arising out of and in the course of deployment of contractor’s vehicle by user.

  15. The service provider shall be solely responsible for any claims by any third party and/or employees of user department traveling in the vehicle for any injuries.

  16. The service provider shall ensure that the vehicles deployed by him are maintained well, cleaned thoroughly both internally and externally, boot kept clear off dust, rubbish, oil and any personal belongings of the driver. Adequate spares such as bulbs, belts, spare tyres etc in good condition shall be kept in the vehicles at all times along with toolkit for use, if necessary. Also, all vehicles should have an emergency medical kit and Fire Extinguisher.

  17. The service provider shall not transfer or assign or sub let any part of the service once agreed or any share or interest here in any manner or degree directly or indirectly to any person, firm or corporation whatsoever.

  18. During the contract period, if the vehicle is seized or detained or requisitioned by Police/Motor Vehicle Authority or any other authorities for whatsoever reasons an alternate vehicle will be provided by Service provider without any extra charges.

  19. At the option of the Govt. user Service provider shall provide vehicle tracking system and will submit the record /data of journey including pickup time and drop time along with mileage.

  20. A logbook of each instance of violation of contractual obligations by the vendor as mentioned in Appendix-1 shall be maintained online. Every violation shall attract penalty as mentioned against each obligation in Appendix-1. Before imposing a penalty, the user department will provide 3 days prior notice to the vendor to make its representation. The vendor confirms and agrees that penalty whenever becomes payable the same shall be deducted by the user department from the payments due to the vendor.

  21. The service provider shall submit his monthly bills in triplicate towards the service rendered on the previous month to the user. Payment shall be effected by credit into the bank account of the service provider through ECS/RTGS within 10 days from the date of receipt of bills with supporting documents, complete in all respect. The service provider will have to intimate the bank account number, and other details of the bank to enable the user department to credit the payments directly into the account.

    User department shall pay the vendor all amounts on an invoice that are not the subject of a bona fide dispute within 10 days after department’s receipt of a valid invoice that complies in all material respects in terms of this Agreement; the payment shall be subject to any deductions such as penalties, statutory deduction etc.

Penalties for Non-Compliance of Service Level Agreement : Appendix-1

Penalties will be levied on the service provider, for the violation of Service Level Agreement of the contract as mentioned below:


Penalties:

S. No

Service Level Agreement

Penalties for Non-Compliance

1

Back Up Vehicle - To be provided within 60 minutes

In case of default the transporter must reimburse taxi charges claimed by the employee

2

Not maintaining vehicle as per schedule

Rs. 1000 if delayed by one day. After that contract will be terminated.

3

PUC Certificate

To be acquired before its expiry failing which contract will be terminated.

4

Fire Extinguisher, First Aid Box, Tool Kit

To be provided with vehicle in working condition. Replacement of the same if not working within 24 hours after that Rs. 1000/- penalty will be imposed for 48 hours. Thereafter contract to be terminated.

5

AC not working

To be Repaired if not working within 24 hours after that Rs. 1000/- penalty will be imposed for 48 hours. Thereafter contract to be terminated.

Format for Commercial Proposal: Appendix-2

FINANCIAL BIDS for Hiring of Cars on monthly Lease Rental basis withfleet Management Charges.


Penalties:

S No.

Model/Make

Monthly lease rental

(Rs.)

VAT on Monthly Lease Rental

(Rs.)

Gross Monthly Lease Rental

(Rs.)

Monthly Fleet Management Rental

(Rs.)

Service Tax

(Rs.)

Gross Monthly Fleet Management Rental

(Rs.)

Gross Rental per month

(Rs.)

Tenure / Kms.

Excess Mileage charges in Rs./Km.

Charges for termination of lease prior to tenure.

1

2

3

4

5

6

7

8

9

10

11

12

1

2

3

4

5

6