DRDO
TRANSPORT POLICY. CUM PROCEDURE
8 998
PREFACE
DRDO scientists are today engaged in development of contempora~ystateof-the-art defence weapons isnd equipnaent of the three Sewiees. "These projects
aim at development of very high quality productslprocc3sses within very stringent
timeframes. It is therefore desirable that the orpnisation also provitle the matching level of the support services to the scientists. Logistics is one of the ixnportant
stlpports required by the scientists for timely completior~of their cievefoprnerrt tasks.
To rneet the above objective, it is essentiai that we are able to opemte and
maintain the transport fleet so as to provide high degree of quality sewice to the
scientists. Our establishments are located in various pads of the cotlntry wtiere
sanie amount af support from the armed forces workhopslsupyly depots is not
available. The procedure relating to procurement, operation and rnaitztenance of
transports in DRIIO has therefore to be flexible enough to cater for the specific
problems faced by the establishments ire different parts of the country. A need has
therefore been felt to evolve a DWO specific transport policy-cum-procedt~r~.
This
document is a commendable effort by the Directorate of Managernent Services of
I-IQrs DRDO in this direction.
This document lays down the guitlelines %orprocurement, repair, maintenance,
running and disposal of the transport vehicles requiredlased by DWDQ establishment. It also lays down procedure for procurernent of FOL, spare parts and various
accessories required for the vehicles on the charge of DRDO establishments.
This transport policy is an attempt to provide more autonomy and flexibility
to the laboratories and establishments so that they may be able to reduce the response
time arlcl optimise the use of their tmnsport resources to the best advantage for
supporting the R&D projects and the scientists.
Dated : July 1998
CONTENTS
gJ%aapfsrSubject
111
Aurtherisatio~flof Vehicles
- General
.. ?Transport authorisatioal
- Manpower strength of the LabJ13tt
Materials Transportation
- Location of LabsJGtts
- Project Activity
Essential Services
- Authorisation of vehicles at
Headquarters for official use
lIIi
Sanction off vehicl@s
- General
- Sanctioning of replacement vehicles
- Budgetary Provisions
Guidelines for induction of
replacement vehicles
- Saurce of slapply
.. Sanctioning of additional vehicles
XV
Pracuremsnnt 0%vehicles
General
- Sewice Pattern Vehicles
- 'Trade Pattern Vehicles :
DCG:;S&D Rate Contracts
- Trade Pattern Vehicles :
Dlred Purchase
.- Procurement of Specialist/
Dedicated Vehicles
- #\llotrnen't (I&B.A Numbers
*.
-.
Procurement: of vehicles fitted
with catalytic eonve13ors
V
Hiring of V~l~ieEes
and ShowHall of Drivers
- General
- Sanctior~far Hiring of Transport
- Shortfall of Drivers
VI
Aceovlrnting and Reappropridion of Vehicles
SiilnctisnedlAPathc~~risad
against P~ajectsl
Ptrogrammss
- General
.- Reappropriation of FrojectlPragmmme Vehicles
- Reappropriation cjf DetllicatedISpecialist Vc?hicles
VBil
Running crof Vehicles
- General(Mi1itary Driving Licenses)
.- Vehicle Log Boak
- Drivers Car Diary
- Meterage Run by individual vehicles
Vlll
MaintertancdOverhauf ingIMaJar Repairs
to Vehicles
- MaintenanceIMinor Re pairs
Responsibility for MaintenanceJMinor Repairs
- Majar Repairs
OverhaulinylMajor Repair Ayenci~s:
Service Pattern Vehicles
- OverhaulinglMajo~Repairs Agencie!; :
'Trade Pattern Vehicles
- Selection of Reputed Workshops
- Settlement of Bills for Repairs
- hsessrne nt/Fixation of KPL.
+
IX
haaceursment (B% FQL, tgraes, tttbefs, batteries,
@$herfitmsnt items aetd spares far vshiclles
- FOL
- Stomye of f 0 L
- Fire Precautions
- Procurement of Spares
- Tyms and Tubes
- Batteries
X
Discard Policy fsr DRDO Vehicles
.-
-
Xl
Accessories
General
Iliscard of Vehicles
- Automatic Discard
- Discard of BER vehicles
- Discard of Obsolete Vehicles
.- Condemnatian of Tyres/Ttlbes/Btys &
Major Assys.
10.1
10.2
10.2.1
10.2.2
10.2.3
36
36
36
37
37
10.2.4
38
11.1
11.3
39
39
11.4
39
11.6
40
12.1
12.2
12.3
12.4
12.5
12.6
41
41
41
42
42
42
Disposal of Vehicles
- Circumstances under which vehicles
become due for Disposal
., Obsolete Vehicle
Vehicles rendered surplus/\~nserviceableon
completion of Experimental Trials
- Procedure f ~ disposal
r
of vehicles
discarded or BER category
=.
XlZt
Accounting ab M.T. veebfclas, Vsebicls Tool Kits/
TooldSparea/FOB. atc. and Layout of MT Stclprsee
-
-.
-
XIHH
Source of receipt of vehicles
Accounting of vehicles
Accounting of FOL
Stock verification
Layout of MTIFOI.. Stores
Vehicle RecordslDocumentation
'P"Paneportfox A~nenityPurposes
- I-firing out of Govt Transport
- Use of Govt Transport for
rccreationlamenity purposes
XEfV
MT Accidents arad Curnngeneatloa
-. General
- Procedure to be followed in case of aaidents
- IInvestigatianjBaard of Inquiry
- Compensation in the event of accidents
- Regularisation of Losses due to EUI1I" Accidents
LIST OF APPENDICES
.. Particulars for kSlotm@ntof BA Nurnbers ...
Appx .. A
- Sample Contmct for "TransportHiring ..,
Appx - B
- Sample Contract fox Staff Car Hiring ...
Appx - C
.- List of Vehicle Records/Documentafion ...
appx - I)
- Accident Report Form ...
Appx - E
Refe~ed
urrder para
Na. I~RDC>/11,16fSC-POLfCY/98/RD-MSnX
779/LI3(R&L))
Governrnerlt of India
Ministw sf Defsr~ce
Deptt, of Defence Research & D~~veloyilnerlt
New llelhi, %Ire5th June '98
The Scientific Adviser to Raksha Manbi
& Director General Researc:h and Development
New Delhi
Sub. :
1998"
P .
Sir,
I am directed to convey the approval of khs President of India far adoption of
"DRDO Transport hilicy-cum-Procerd~ire1998" as enclosed.
This document on %ansport Poiicy will be applicabta to all LabsIEstts and
other self accounting units of the DRDO including DRDQ HQrs with immediate
effect.
2.
3. Any ambiguity experiernced in implementatianlinterpretation of the procedure will be refemd to R&D lF4Qrs (BMS)for clarification.
4. This issues with the concurrence of the Ministry of Defence fFiniR&D) vide
their U.Q. No. I535/Dir/Fin(R&D}I98 dated 4.6.98.
Ya~arsfaithfully,
Ih
Under Secretary of Gavt. of India
C ~ p yfa :I . CGDA, New DeIhi
ies
3 . All CCs (R&D)
5. Chief Executive (CW8rE)
7. CDA (R&D),Barlgatore I
and Sub Offices
9 . Directar (Fin/R&I>)
5 Copies
2 . Addl. FA (R)& Add\ Secy
2 Copies
2 Copies
4. Chief Adviser (Tech)
6 . CDA (K&D), New Uelhi
8 . DGAUS, New Uelhi
1 0 . Director, Mgmt Services
I. I . I-lead BFA
10 Copies
5 Copies
2 Cop
2 Copies
15 Copies
5 Copies
800 Copies
2 Copies
1 Efficientand prompt nlovement of men and materials is sf paramount importance to meet organisational goals of any departmerat. In the current scenario, where various Labslhtb have been asigned high value tirne bound
projects, the speedy mobiiisatiark of resources to meet time schedules for
completion sf projects or conduct of dev@iopmenUalsertrials, will help to
attain these targets. At present, them is no uniform laid down policy on all
aspects of MT vehiclesltmnspoPeation and the executing authorities have to
draw guidance from different orders issued by other Services. Some of these
orders are quite archaic in nature and cumbesome to follow routinely. There
exists a definite need to consulidatelratiunafisethe present adfloc policies/
procedures beirtg followed by DRDO LabsIFstts. This document aims at taying down a broad poiiq far MT vehicles to meet the requirement of land
tmnsportzstion without comp~amisingthe economy ox incurring arry infmctunets
expeaditure considering the following specific aspects :(a)
At times, the t~ansportatioi~
of tiardwarelmaterid to meet immediate
requirenlents af prajects or for conductirtg various trials, are not considered viable by using the facilities offered by Railways irl the interest
of safety orland speed.
(bj
Specific transportation of project hardware over long distarlccls to the
trial venues or systems co-ordinating LabsIEstts located at different
places, can ordy be met by special-purflose vehicles meeting the standards of endurance and safety.
(c)
Induction of fuel efficient vehicles to achieve ecorlarny and minimisirkg
the pollution to conforin to natio~laipolicies on poIlution contrctl, have
assumed utmost importance. The boom in indigenous automobile industry now offers wider choice/scope to select the most suitable tmnsportation vehicles to meet the needs.
(d)
The emphasis on speed of execution of projects and tibemiisation irt
Govt policies call for enhanced delegatioxtJsirnplificatio~~
in proc:urcment of vehicles C3r fuel and lnaintenance through) authorised agencies
or at the I,ablEstt level.
1.2 Issue of these ~ r d e r swill provide consolidated reference on all aspects of
MT vehicles and transportation;wit1 offer adequate flexibility for timely execution
of projectslprogrammes and will be applicable to ail vehicles held on charge
of DRBO LabslEsttslWQRS.
?he main criterinn/factors for deciding/reviewing the holdings of vehicles in
DRDO Lab/Fstt can broadly be catagorised as under:8
*
*
8
*
*
Manpower strength of the lI,aboratory.
Laad of Mditeriab in the R&B Project Activity and internal material handling.
1-ocation of 1-ablbtt in terms of distance from township, rail/roacl/
air terminal and commercial activity.
Project Activity requiring interaction with distantly located organisations
and to meet any other specific project needs.
Essential Services such as Fire Fighting, Ambulances, collection of
RationsIPerishable items for entitled personnel and security duties.
IJncertainty in procuring suitable transport from the tmde for fast movement
of trial stores to predetermined sites.
2.2 TMNSBORT AU'FklORISA*FIIOMBASED ON MANPOWER STRENGTH
OF THE LABIESm
Manpourer Strength of the LablEstt :
2 .%.1 Movement of Entitled category Personnel/Scientists held on LablEstt
strength for :
(a) Attclnding technical discussionslseminar nt outside educational
institutions, specialistlprofessional bodies.
(b) Visiting officers from other I,abs/htts, outside consultants, experts nrld dignitaries.
(c) Movement .of regular cc>mbiitantsas per tkwir entitlizments.
(d) Movement of security per;c,i ~14Ed~itflmcampi is,
tuo~lciilg
(e) Movement of persoritnel for ally esset,fia-,idutic>s011f~.icl~'
hours including security duties.
(f) Bank duties for cash collectiolt/deposit; delivery of urgent mail,
personnel deputed for cash purchase and escort duty for classified documents and other consignments.
Matsriuls Transportation:
2.2.2
(a) Collectior~and despatch of materials fronl and to local srzirrcss
of supply.
(t)) Collection and despatch of material consignmerats from and to
nearest mil head, motor transport agencies and air terminals.
(c) internal material handling requiring enobile cranes, tmctors, forkiifk,
battey trollies etc.
(d) Material transportation to field stations, trial sites, test ranges,
other test venues etc.
Location of LabslEstts:
2.2.3 Additional tmnsportation requirements will be catered for under all
categories of requirements of transportation of men ancl mctterials.
(a) It will be justified to create additional transpoatatio~lfacilities
for personnel of non-entitled category, where 100% residential
accommodation in Lab/Estt Canipus cannot be provided and
frequency of public trarlspctrt is such that it does not c:ndble the
staff to keep to the timings of the 1-ab/Estt.
(b) Additionai transport requirements are essential for such Labsf
Estts to cover distant location for rrtaterials dc!Iivery/despatch
terminals (rail, road, air) for the goods consignrnenls.
(c) Additional distances to the con~rnercialcentres and other civil
facilities such as hospitals and meeting of daily necessities for
(dl
the staff add extra road mileage to be covered artd would well
justify additional requirement of transportation vehicles.
Distant location of the LabIEstt also reflects on the requirerrrent
of additional transport for the technical necessity of liaison/discussions with institutes of higher learning i.e. Universities, Engineering Colleges and the technical libraries at these institutions
to aid project work.
Project activity :
2.2.4 Major Projects and Propammes essentially require exterisive rnovement c ~ f,naterials and personnel. These requirements, though are
tixar~hound for the duration sf the project; but car] not ordinarily be
met from the existing I,ab/htt holdings of the transport vehicles. Such
req3irements for the specific projectslprograrnmes will be assessed
ncarranslly taking into account :-
a ) Assessed aggregate scientists movements for technical/scientific
discussions, scientific datalsample collection from distantly placed
sources such as sea shore points, combat units like Air Force
stations (landingor take off sites), land forces assault areas, simulated
combat sites.
(b) Personal interaction or transportation of designed assemblies ta
design proving trial sites, test ranges or units/organisations where
environmental tests can be conducted such as DGQA's regional
centres or production agencies i.e. HALIBEL or private industxy .
fc) Tmnspurtation of cansultar~ts/expertsto render on-site design,
engiiaeering or quality control advice on the project hardware
from the specialist industry or engineerindedumtional institutions of higher learning.
Id) Maintenarrcelsupport of the major facilities created under a project
will also require transport vehicles considering the usefulness/
utilisetion of major facility by outside users of LabIEstt.
SpecialistlDedicated Project Vehicles : Requirement of speciale
ist/dediceated IarojecC Vehicles arc? intended to cater to special
rquirements like carriers for weapons i.e. torperioes, missiles,
rockets, radars from the dcveloging I,at.t/Estt to system coordinating LabIEstt, test range sites or protluction agencies. While
the explosive carrying vehicies are lo conform to the guidelines
laid down in CMVR, other weaponlsyste~r~
carriers are normally
designed and fabricated by the specificatiotls evolved jointly by
the developing LabIEstt with Vehicle Research and Development
Estt., Ahmednagar. These specialistldedicated carrier vehicles
will be atnthoritied arid sanctioned over and above the normal
transport. Such developments will forrri a part of the R&D Projecf
Activity and the funds will be catered far in the project ft~ndingl
sanctions.
Essential Seruices :
2.2.5
(a) Ere Fighting Equipment : Procurement of i he Fire Fighting Equiprnent
is obligatory for all DRDO LabsIEstts in compliance with the
directions of the Chief fire Adviser, Ministry of Defence dndlor
CentraIlState Govt. Fire Service authorities. These directions
are based on expert study of the total campus area of 1-absi
Estts; requirements of the inflammables ow explos~vt)holdings
arid distance at which the nearest townshiplother rnilitdry establishrnents or civil fire fighting facilities are located.
(b) Ambulance entitlements of the Lab/Estt will be decided consid-,
ering the stipulations made under the Factories Act (if applicable to LabIEstt). Welfare of the personnel and their families
will also be catered for while arriving at such decisions, considering the distance to the nearest civil or military hospital.
(c) Collection of Rations and perishables for combatants held on
LabIEstt strength would require transport. Where ASCIArrny
delivery services do not exist, provision arid supply of peristlables such as ice, milk and other beverages to workers engaged
in industrial and health hazardous employment will conform to
the Factories Act. These, however, will add to daily suns of the
transport, if the same cannot be sub-contracted to an outside
agency.
Security Duties : It is essential fo cater for tho trianspod requirements of security staff, scritrics and armed guatd.s. S~ciiPifylmrisporl
will be pmvitlsd to di~tylsecnrityofficers for night rounds, especially for the LakdGtt having z\ large perirnetcr with costly dnd
classified dssets. Wherever dctilchrnents, field stations, test rancgesl
facilities dre 1oratr.d at a distance frorrl the main, I,at~/htt,additional load on transportatiort will have fu be catered for in the
interest of safegrldrding the assets.
(e) Mailll>AK Duties,
(4)
Ar&lTHOtlalSATB[ONOF VEHICLES AT DRBQ HQRS FOR OFFICIAL USE
Govt. trave authorised use of vshicles for boxlafid~official duties at Weaclquarters. Followirlg cluties arc nortnalfy performed by the vehicl~fleet of DRIIC)
HQrs:
(a)
Pick up and tfrop duties for senior officers of the level of Sc: C$'Eyuivalont
and above in t e r m of Ministry of Finance Office Mewlo No. F 20(5) /
E IfI(A)/93 dated 28.1.1994 as anlended from time to time, irt case
they do not opt for trans1,ortation allowance. (GO1 MOF letter No.
2 1(1)/9TIEII(B)dated 03 Clct '98)
(b)
Transportation of HQrs officers for attending meeti~~gs/sernini~rs/discnssians etc.
(c)
Transportation of Senior outstation officers from and to AirportIRailway Station/Rus stand.
(d)
Transportation of outstation officers from place
of work and back.
(e)
Other miscellaneous duties like cash collection,locaI purchase, dak
delivery, hospital etc.
(36
residerice to place
2.3.1 Authorisation of vehicles for DRDO WQrs, will, thus be guicied by the
above factors and also taking into consideration total strength of vehicle users.
CHAPTER
- III
SANCTION O F VEHICLES
Sanctioni[lg of vehicles fails ui~dertwo categories :)
Eleplacerner~tvehicles tor tEtc discardc?d/BER(Beyond Economical Repairs)
category.
[h)
Sanctioning of vel-licles f o ~
I-abs/Estts rlcwly former1 or dctditio~aalvehicles for existing i,abs/Estts for additional work loadlprojects.
3.2 The authority far sancfir~ningof vehicles lor the DRDO LabslT<stts of the
above two braad categories will be as given in ttae succeeding paragraphs.
Procedure given hereunder is considered rational and in confvrnlity with latest policy of the Govt. towards further delegalion of powers/liberalisation
and will meet the requirements of the precise time schedule of the projects,
without diluting the financial propriety.
3.3 SANCTIONlMG OF REPLACEMENT VEHICLES
The Directors of Labslhtts will be authorised to sarlctiorl the procurement of
vehicles replacements in consultation with local CIIA (R&D), after a v~tiicle
already held in PE of the Lab/Estt, has been discarded in terms of the laid
down procedure. Necessity for obtaining sanction from higher financial authority is obviated due to the facts that :-
(a)
Necessity for the vehicle has already been examined and confirmed
by the earlier sanction 11y the higher authorities.
(b)
Manpower requiremer~tsin terms of driver and tnainte~lanceinfrastructure already exist in the LabIEstt.
(c)
Provision for expenditure on replacement is catered for in budgetary
allocation of the LablEstt.
(d)
Expc~nditureon replacement of vehicles will be sanctioned Isy thrt
Xlirector as CI'A for the vehicles damaged by road aercidellmt to Bin
condition, after the deiibemtions of the Board of Enquiry are cornpleted and avenues for its replacement by the insurance compariy are
fully explored (under third party compensation, when another vehicle
is involved).
While sanctioning replacement vehicles, Directors will ensure that the
new vehicle being procured is of the sanie type and class a s the
downgraded vehicle. If it is proposed tc) procure a different type or class
of vehicle, case for sanction of such vehlicles will be forwarded lo DRIIO
HQIIS (MPD).
3.4 BUDGETARY PROVISldSMS
All DRDO LabslEstts wit1 be allocated specific amount based or) the
forecast budget projected by thern under their I,P budget head, to meet the
expenditure on the foliowing under the sub-head "Trtansport, Running and
Maintenance'' :(a)
Rurrning cost of the vehicles including Gasoline arid ~ ~ ~ ~maintet i n e
nance and repairs.
(t;)
Procurement of replacement vehicles after the existing one is discarded.
(c)
Hiring of transport for transportation of personnel.
3.5 The Directors of the X,abs/Estts will be sanctidning authority for above expenditure, with ceiling on the annual provisions allocated to each DHDO Lab/
Esst.
3.6 GUIDELINES FOR fNDUCTllON OF REPLBCEMENT VEHICLES
It is well worth to consider induction of replacement vehicles of rnodern design when an old vehicle is discarded which may be of old vintage. Following
guidelines will be borne in mind, while sanctioning a replacement. Staff cars
will be replaced as per the list approved by.the Govt from tirne to time.
(a)
Replacement should be fuel efficient to current standarcis, giving gootl
mileage, relatively lower cost of maiiltenarice ant! higher or matching
endurance*Guidelines issued by Ministay of Finance, Ileptt:of Expenditure
from time to time for induction of vehicles with improved fuel efficiency arld contmlled pollution, will be borne in mind.
(b)
Effort must be made to ensure! that mplacement vet~iclesconformixlg
to above, will have higher c a q i ~ l gcapacity for the same cast (except
staff tarts).
(c)
Due to boom in irldigetlous automobiie industry, the downward price
trend will be takm into accazlnt for vehicles of matching carrying capacity afad neambo~~ts
the snrne H.P engine.
d
Vehicles held againast projects \whose PDC has expired, will not be
allowed replacement.
(e)
Confirmation Lo the fact that the vehicle ta be replaced is covered
under the "discard policy" in terms of the guidelines given irk Chapter
X.
(iif
For special type ad vehbe!es, if required to be replaced, it will be ensurecf that the new type selected for procurement conforms to the
specificafians. For example, the ammunition carrying vehicles should
conform to the CIGA (Chief Inspector of Civil Armaments) specifications and will be duly inspected by the local inspection authority of
DGQA inspection set up.
(g)
While si~nctioningreplacement vehicles, it will also be ensured that
the furictions of transporting, carried out by the discarded vehicle,
carlnot be met by hiring af vehicles or through transport agreement
with the private transpohation companies to avoid multiplication of
new assets.
Vehicle holdings that require replacements fall under two categories :
(a)
Sentice t>atter? Vehic/es : 'These are ruggedised version of vehicles
which are riot available through the civil sources and perforce have to
be acquired through Army sources or DGS&I) if the same are rate
contracted without going through the Army channel.
Trude Paltern Vehicles : The Automobile Directorate of the DGS&D
conclude nurnerotls rate contracts with renowned manufacturers for
their latest vehicles, tyres, tubes, batteries etc. It will be obligatory to
procure such vehicles from the DGS&D rate contract outlets by DRDO
ii.abs/Fstts as Direct Demanding: Officers. If replacement is nut covc?redby rate contracts, these will lilorhrever be directly procured from
the manufacture~Itheirartthorised dealers following the Purchase Pmtzdum
in vogue for other materials in the DIKDO.
3.8 SANCTBONING ADBIITBONAL VEHICLES
Sanctirtn for induction of additional vehicles of ail categories will be projected
io Rein Headquarters (MPDJ for acceptance of necessity through respective
Technical Directorates at DlRDO HQrs. The Director, MPD will put up to a
"Vehicle Sanctioil Comntittee" set up at W&D Headquarters for acceptance
of ~:ecessity of such additional requirements.
3 9 This committee will have the following membepship
:-
cc ~ri&l>(R}
Chairman
'Khch Ilirector - carrtroBliang the f-ablktt
Men~ber
Rep Intcrgated Fin (R&D)
Member
~ J ('ti&D)
S
Member
Ijirector, MPD
Member Secy
The i~iec?tixlgsof above committee will he held as iartd when required.
3.10 Labs/G'cts will forward their additional transport requirements alongwith:-.
)
Cornpreher.rsivt2 statement of case providing justificatian for the atldi.tional tral.lsport (Project or general) demand, approxinnate cost and
likely sources of supply, requirement of any advance of furlds for bac:)king,
requirement of additional tfrivers r d requirement of additlorla1 infmstructure facilities for maintenance,
(b)
Chart showing deployment of existing vehicles, in terms of daily hours
of use, sanctioned strength af the drivers and yearwise running expenditure fix.gasoline, maintenancelrepain, salary of drivers) incurred
during last three years.
(c)
Details of the hired transport used during last three years;.
(d)
Requirement of aclditional drivers, if considered essential, will be processed as per the gmcedux for sanctioning of additional raanpower.
3.31 1 The recommendations of the above committee will be put up to CFA for
approval.
PROCUREMENT O F VEHICLES
Prociirement expenditure on new vehicles, replacement vehicles, accessories, spaRs (including tyres, tubes and batteries) gasoline and maintenance
will be met from L.P. budget of the LabsIEstt. Hence, the posi:
sanction procedures to be followed for all these items will conform ta
the i-~rocurernentof materials in accordance with the 'MMeyials Management Policy - Dee '96" promulgated vide GOI Minist~yaf Defence letter
No .DMM/8 1001/Policy/1995-96/5482/D~R&D)I96
dt. 29 Wov '96 as
ame~ided.
4.2 The requirement of vehicles from the procurement point of view, fall rilrndelr
the following three broad categories :{a) Service httern Vel~icles.
(b) Trade ,.httern Vehicles.
(c) SpecialistIDedicated Vehicles.
4.3 SERVICE PAmEBN VEHICLES
Requirement of the sewice pattern vehicles and their spare parts wrt~encansidered essential, miry be procured througl~Army Sources (MGO's Branch).
The important point that leads to selection of such vehicles, as new induction
or replacement is their ruggedisation to withstand arduous termin and hostile
environment.
4.4 Thew requirements will be projected to R&D I-1Qrs (WD)against the budgetary projections made under central purchase. Pas substitutes from tmde
for such vehicles are not acceptable, the demanding LabIEstt has to wait for
their turn of allotment from the Army quota.
4.5 TWDE PKmERN VEHICLES = DGS&D RATE CONTRAnB
QjNCLUQBNGMA(]IORACCESSgbRlES,'fiPaRES)
DGSW concludes mte conbacb periodicaily for the vehicies availabie isoriri
the reputed trade sources and their accessories like lyres, ttxbes, batteries
(both for civil as weH as defence indentors). The Automobile Directorate at
DGSW Head Office concludes such contmcts. Copies of the rate cot~tracts
with the automobile manufacture~/suppliersare avdiilable at DGS&D Head
Office and Regional Offices. DiWgO Labslktts should pmct~retfreia r e q ~ i r ~
ments through these rate conhcts directly from the 'trade outlets as Direct
Demanding Officers (BDO's).
4.6 TWDE BAmEW VEHICLES-DIRECTPURCHqASE
(HnrcLmInrc;;
MAJOR ACCESSQRBES/SPARES~
In cases where sanctioned vehicles with specified brand name are not caw
ered by the DGS&D rate contracts or the delivery schedule expmsed by the
rate contracts is unduly long and cannot meet the ernewent requimmenb of
the Lablhtt, these will be purchased directly from the trade, following the
Iocal purchase procedure emanating from the Policy Document prbmufpteel
vide GO1 Min of Def letter of 29 Nov '94 (para 4.1 above).
i
4.7 T ~ main
P steps for such purchases will sequentially be
:-
(a)
Confirming budgetary provisions for projectJscherne for which the
vehicle is required.
fts)
Clearance by appmpriate Store Pmcuremerlt Committee for new vehicles.
(
Acceptance of necessity by the "Vehicles Sanction Commit%ee9'
tat DRUO
EIQrs for additional vehicles and acceptance of necessity by Director
Lab/Estt for replacement of discarded vehicles of commern:ini type.
(
Calling of quotations under openllimited tenders (with approval of
competent authority).
)
I3eparatior1 of CST.
)
Schecluling "FV(=/NC,if r,smsiderc?d necessary.
(g)
FFirlancial siar~ctior~
sf the C.EA.
(h)
Placement of supply orden.
4.8 PRQCUEMENT OF SPECIA%[e$tSTDEDIICATED
VEHICLES:
The procedure for procurement of the basic vehicle i.e. chassis and engines
will be the same as for the Service PatternITrade Vehicles i.e, from Arrny
Sources, DGS&E) rate contract or "Frat8e. Madificationslacirditior~sto thesc.
basic vehicles will be based on the guidelirtes laid dawn in CWR. These
rnodificatioi~s,if eatmnot be undedaken by ffte selected supplierrilrnanufactt~rem, will be assigned, under a clevc?iopment'fabricati~ncourtract fallowing the
RI'iDO procedures in vogue for such mrttmcts. The expenditure involved will
be met from the project for which such velrieles are required.
4.9 ALLOWENT
OF BA NUMBERS
All MT Vehicles borne arm the strength of services and other Inter-service
organisaticlns/departmer~tsarc! allotted Broad Arrow Numb~rsi.e. BA Nos.
centrally by Army EIQ, General Staff Branch MISO. In order to ~nairttain
uniformity in classification and tc) keep proper statistical data, it is essential
to have all the vehicies allotted with BA Nos. on acquisition by DMDO I ~ b s l
htts. It is advantageous to have distinctive identity of defence vehicles hearing BA Nos., as this system serves several useful purpose..;. 'The vehicles
marked with E3A Nos are treated as a special class. In the event of any rrr foreseen
mishapslemergencies, the staff driving such vehicles can expect proper
courtesylhelp from the civil authoritieslcommon public, if such need arises.
Generally, in the restricted parking zones, service vehicles are given a special
or preferential treatmertt arid are allowed entry without imposition of rigid
restrictions. All defence vehicles are also exempted from the levy of insurance charges.
4.9.1 In view of the above, all LzabslLtts on acquisitior~of new vehicles,
will forward their proposals for allotment of BA Nos tc~R&D HQrs
(MPD).Strch proposals ,to W&D HQrs will be sent with complete par-
ticuliirs ar per Appendix 'A', which art? required by Army HQrs for
allotinent of the BA Nos to avoid delays.
4.9.2 for ilewly introcii1cec.l vehicle(s) makes or moctels, complete literattire
fro111 the rnartt~faetureralongwith the photograph of the vehicle will
also be supplied to IiKrD It-IQrs, while forwarding proposals for allotment of BA Nos.
4.9-3 K&I) EIQ, (MPI)) will process the cases with Army kXQ for allotmeirtt
of BA Numbers.
4.9.4 Spec:ially designecl and dttdicatcd vehicles will bear letter 'V' a!; a Isrefix to the vehicle rzgistered/l3A number. 'This will also apply to project
prototype vehicles.
4.10 PROCUREMENT OF VEHICLES F%TTEDWlTH CA'iTAl.'VTlt:
CONVERTERS
It is essential to limit/control the pollutarlt ernissiorts frorn vel~icleexhaust to
ixlect tits statutory requirerrlents. DRDO should therefore take a lead in
ixnplernenlatiiig ihe pollution control measures. Only Vehicles fitted with
catnlytic convertors, if available, in the market should be procured in future in
citic~swhere unleaded petrol is available.
CHAPTER V
HIRING OF VEHICLES m D StfORFALE OF DRIVERS
Miring of vsI-licles inerits cons id era ti or^ tinder the following circumstances :.(a)
Where the rec-luir~rnerat
of transportation of men and tnatorials ~cannot
be met by the existitlg transport faeld at. the Lab/f:stf, hiring oi 'I'F'1"
will be all interim measure, till augm~ntatiortof the transport ficd is
approved by the competent authority.
(b)
Xn compliance with the Materials Managernerlt F'olicy - 2996 (Para
4.2 P4), if the transportation requirements car] be rnet by hiring, tllr;?
I_abs/Estts will not project additional procurenaent/inductio~aof vehicfes. This will save avoidable Eirlarlcial investments arlct creation of
rrtaintenancelrepair infrastn~cture. Financial berlefitlanalysis in such
cases will be carriect out before arriving at thc? decisior~of I-lirincg.
(c)
To xneet the sporadic requirements of transportation such as
:-,
i)
Conduct of National or International Seminars.
ii)
Condilct of Annual Day of LabIEstt to i~nprovepublic awaretaess on DKDO.
iii)
Exhibitions with a view to attract industry for participatioil in
defence hardware projects.
iv) Visit of official digtlitaries of GOI. o~rlitlentScientists invited for
lectures. foreign Govt official visits as apl~rovcdby R&l) fdQrs
a t ~ dconsultants for specific: advisory tasks.
v]
vi)
Relief and protective operations during natural calatnities i.e.
earthqt~akes,iire, floods, incessant rains e tc.
Any other specific rey uiretnents.
5.2 SANCTION FOB HIRING
QF TRANSPORT
Hirirtg of transport for mnteri;alslstores wifl be classified under movement of
~naCr?rialslequiprrjent,for which the Directors of DRDO Labs/htts have k~eert
vesfeci with full powers.
5.3 !-%iringof transport for purposes other than materiztis will be approved by the
M&D WQrs, (I)MS)/Lab Directors in accordance with the financial powers
vested in fltern. In sttch cases, limits for exercising such powers wifl be as
lnncler :(a)
Hiring to meet shortfall of tmr~sportpending approval of transport
sanctior;in~positioniny,will be met from the specific burigetary dllocations made to the I-altsiEstts under L.K? brndget allowed for rep lac^merits, a-qaair a i d maintei~ipnceas mr~~ntisnecl
it1 Chapter
para 3.4
above.
(b)
Sorrction far Hiring of Transport fur one time sporaciic requirements
rnentjonc!cl at para 5.l(o)(v)above, will be accorded on case to case
basis by Director of 1-ablEstt or by R&I) HQrsIDOMS. When such
requirenierlls exceed tho delegated powers, the LabsIEstt will refer
s ~ c hcases through respective Technical Ilirectors to DOMS for processirlg sanction of G.O.I., if additional funds are required.
(c)
In cases of unforeseen emergent circumstances mentioned at para
5.l (cj (v) above, telephonic1FAX approval of CFA concerned will be
sought and ex-post-facto sanction of competent aut,horityfobtained, if
the expenditure incuwect exceeds the financial powers vested under
"I-liring of Civil Transport for any Pubtic Purposes".
(cl)
Hiring af transport for movemerit of materialslstores will be preferred
option, where such additional requirements corlld be met by hiring,
thus abstain! tlg from the additions to the transport fleet (and allied
infrastructirref. Where such requirement is frequent, the DRDO Labs/
Estts will enter into an AnniiallPerioctic Transport Contract with an
established transporter for transportation of materialslstores locally
orland tolfrurn other places in India. The procedure for inviting ten-
iten, preparatiori of (:SIT, negotiations by TPC/NI:s and piixement
of order/contrar:t, after approval of C.I:A., under the financial powers delegated to Directors/R&D IiQrs for "Transportation of Material1Eqtlipment" wilf be in conformity with the procedure for purchase
of materials. A sample "Annual Transport Contract Agreement" is
placed at Appendix 'B'. The expenditure on such contracts will be
rnet from the &.F? budget of the LabstEstts.
(e)
Hiring of the staff cars at R&U IlQrs will however be decided considering expenditure involved and obtaining sanction of the ilppropriate
financia! authorities tinder powers vested in them. The proceclute for
esncl\lding hiring cor\tr;acts, after the sanction will necessarily involve
t h compliance
~
of laolicies containeci in the Material Managenlent Policy
1396 i.e. invitation of tenders, preparation of CST and holding Price
Negotiations (if considerecl necessary) by a suitably appointed T.l?C./
N.C. by DOMS. A sample contract for staff car hiring is placed at
Appendix 'C' .
5.4 SfIORTFAllL OF DRIVERS
Situations [nay arise whc?re dtre to leave, long absence, hospitalisation, Ty
Iluty etc. there is a temporary shoPtagelnon-availability of drivers. In order
"1-1 carry on with urgent tasks Iike project activity, trials arid other admixlisltrative duties, LabsIEstts. may meet the shortfail of drivers by utilisiriy services
ctf existing group 'Dl employees who may be in possession of proper driving
licerlses for the class of vehicles required to be driven by them ancl a1-e willing
to perform such duties. These individuals engaged on driving duties will be
granted special allowr~~lcss
as permitted by Government of India. Suitable
indemnify bonds will bet obtiliraed frorri the concerned individuals lo perform
the driving duties to cover unforeseen contingencies.
ACCOUNTING AND REAPPROPRIATION OF
VEHICLES SmCTIONEDIAU'BFHORISED
AGAINST PROJECTS/BROGRAMMES
Specific sanctions aw accorded for general type or tledicated/specia%islvehicles for time burl$ major projects1 pmgmmmes. kential, conditions for
the sa~~ction
sf such vehicles excl~lsivelyfor the pmjecb, to meet the needs
as enumemted in Chapter-IE - Para 2.2.4 above wlP be :
(a)
That the projectlgro'sgrammes requirememlts of transpot-t cannot be
met from the existing holdings of the kanspa&ticun facilitieslvehiciles
already hePd by Lablhtt.
fic1wive p r o p a b will be projected for vehicles, if the projectlpmpn1rne
duration including the Mal phase leading to induction in service or
free flow ~f production is two years or more.
(c)
major projects/proc~rnmessf lesser duration (2 years) this requirement will be met by hiring of vehicles, if feasible, on as required
basis. This will save an creation of capital assets.
6.2 The cost of induction of new vehicles or hiring on "as required basis" will
be met from the project cost and funds for the same catered for in the project
sanction. Project sanctions will also include the cost of design and fabrication of specialist vehicles to be designed and fabricated under designlfabrimfion eontrzdcts.
6.3 REABPROBRHApYO]RI OF PROJECT/IT/PROGRAMMEVEHICLES
The procedure for dispsa6lreappm.opriation of all capital assets, which have
resi<iual life on campletion of projectlpro~mrne,is given under the " Accollnting sf Project Stores" in accordance with the insh.uctions contained in
Wetter Ns>.R&D HQ/87146/RD-26/79/D(R&D) dt. 61 Feb 1977- Uradc!~
tNs procedure, the M."$".ehicies, which have residual life in terms of Rntage
or metemge m on comphtbn of the project, will br! ~eappmpfiateda under :
The M.T. Vehicle (including driver if specificalty positioned) will as
first priorify be reappropriated to new projectlpropmme necessitating such vehicfe. The new inductions, to .Q put up for sanction under
the new projectlpro~mme,will aceordingiy be with-held.
(a)
-
(c)
In @as= where new pmjectslpm~mmesdo not require the tased weklkle, the safne will be ~.nersdwith the general poll of the Lablbtt.
Such vehicle will be used for their balance of useful life and their replacement will not be permitted as brought out in para 3.6 (dl.
Fifort will be made to wappmpfiate veltricles mdemd suptw on pmjed
completion, to sister &abs/E%tts to meet their requirements, which
have been pmjected to the "Vehicle Sanction Committee" at R&D
HQn, provided the type of vehicle so appropriated meets the requirements of the projecting LabsIbIAs.
6.4 No credit for cost sf the reappwgriated vehicle will be allowed t~ the project
cost, apinst which the vehicle was initially procured.
6.5 R~PPROPRHATBONOF DEDICA~DISPECHALIISTVEHICLES
Whereas the reappropriation of the general we vehicles will tlnt pose any
pmblem, the dedicatedlswcialisf vehicles specially designegmodified for the
pmject needs, will be reappropriated, on completion of the pmject under the
following order of precedence:a
The vehicles modified far a pmjectlpropmmc! to
an indigenousiy
designed equipmentlweapom, which has successfully unde~oneuser
Mals, such as lndra Radar etc will be deemed as production prototypes, These will hence be not disman~ed for p u p s e oft reaippmpriation and may either be rebined in the Labsfitt or istteril free ot'
cost to the concerned user service for bininiJdemons&atio~~,
if so
required.,
(b)
The $edicatedlspecialist vehicle designed and fatrricintecl far projet:{.
as a facility such as ammunitiorn, warhead, missile calwyirng vans, etc,
will be retained in the hbsfErtta ;:.c a~nh;ralfacility for similar oilgoinglfuture projects in the Labi'btt or rjas:er I,absihtb. No credif
will be allowed to the project cost against whictr it was initially
designed1 fabricated.
jc)
Xn cases of specifically designedlspecialist vehicles evolved for the
project, which do not fall under category (a) arid (b) above and do nos
have further utility in the LabIEstt or in sister Lablhtt, wiil be dismantled
ta free the basic chassis and the engine. These items of %tagbasic
vehicle will be utilised by the bbl&tt far further conversic~nirestoration to the best advantage of the State.
RUNNING OF VEHICLES
GENERAL (MILIITAIQVDRIVING LICENSES)
It is mandatory for all military and civilian drivers of DRDO Vehicles bearing
BA nurnbers, to have a valid nlilitary driving license. For civilian drivers, it is
necc!ssan/ to have a civil driving license of appropriate class of vehicles, in
addition to the rr~ilitarydriving license. 'The military driving license will be
issued by an officer (preferably MTO), authorised by the Director of the Lab/
Estt. As DRDO vehicles will continue to bear BA nos. and designated as
Military vehicles, the responsibility for 1.f1eir fitness of being road worthy and
safe will rest on the rr~ainteriai~ce
authority of the BMUO Lab. Xt will thus be
er~suredthat the vehicles are kept under optirnum run~tingcontfitions and
avoid accidents attributable to lack of mairlterla11ce/upl<ee~).
Maintenance of Vehicl~I.og Kook is an essential reynirc?ment for all vehicles
held by IIRDO Labs/,/Estts. Vehicle Log Books for vehicles of service origin
are received along with the vekticles. Similarly, Xo,g Books will be maintained
for the vehicles acquired from the trade sources. Vehicle Log Roc~kRearing
No.IAFZ-21197 (Wevis~.d/Eqmivaler~t)
will contincle to be used a i d rnainialnetl
up-to-date and produced for audit verification periodically.
DRIVERS CAR DIARY
Car Diaries IAFZ-2209 are required to be rnaintainecl in cases of all types of
vehicles viz. Staff Cars, Light/Heavy Iluty Vehicles, Project Vehicles, Ambulances, Motor Cycles etc. These are important auditable documents and will
be properly maintained. Two car diaries will be rnaintained for each vehicle
and one of these will be used for alternate quarters (3 monthly cycles) to
record duties for the respective quarters, till these are exhaustect. The Car
Diary far the previous quarter will be produced for audit while the c\.rrrent
one will be used by the Driver to note the current duties. It will be seen in
particular that :
(a)
'The specific:duty ~~erformed
is shown under appropriate column heading
'Specific nature of Duty' e.g. inspection, to attend meeting, to receive a dignitary, conveyance of stares to railway station for despatch
by mil or drawing rations for cornbatarlts from supply depot etc:
(b)
Appropriate column of the Car Diary should be completed and signed
by the officer using the vehicleluser of the vehicle it1 case of load
carrying vehicles, Where senior officers not below the rank of Directors or officers of the mnk of Scientist '(3' or equivalent are the users
of the staff cars, the K%/;/IF'A may sign the Car Diary. in no case,
Diaries will be cornpieted by the drivers ihernselves. 'The ear diaries
will ba invariably signed by sfficersltheir PAS car PSs before cclrnmencemerlt of the duty so E ~ Sto avoid ernbamssmeast due to unforeseen
accidents.
(c)
Kilometer reading and FOI, dmwn should be recorded in the relevant
columns.
(d)
All pages of the Car Diary are nurn1)erecl to prevent risk of additional
t~nauthorisedjourneys being recordecl. Blank pages and lines in the
car diaries will not be left unfilled while making entries.
)
Authority for use of load carrying vehicles will be entered in the "'Remarks" coiurnn. At ththe end of the quarter, when the Car Diary it;
replaced by another, a certificate of the Director or fnis representative
will be endorsed on the Car Diary to the effect that moves entctred
therein have been 3uthorised by hirn as per authority quoted against
such moves in the "Wemarlis" column.
(0
Motor spirit in tank will be checked an the last day of the month by filling
tank ta the mwimum capacity and result recorded in the Car Diary in red
ink.
(sf
Journeys performed on amenity (payment or free) and other payment
duties vriil also be recorded in the Car Diary in red ink. MROITR No.
giving disposal of the money will be given in the "Remarks" column.
A mantlscript register showing comprehensive record of payment du-
ties via particulars of transport, kilornetreage rate and disposal nf
will be maintained in the Labs/htts wherein all payment including
amenity payment duties will be recoded.
(h)
Car Diary will be allowed to be retained by the drivers for the period
of daily duty oniy and will be deposited in the M.T Office every day
unless othewise required for duties of longer duration.
(i)
All journeys against which nature of duty performed is not clearly
specified in the Car Diary will be treated as "Non-Plilty Journey" and
charges recovered from the officers using (Sovernment bansport, for
the kilometrvs run at normal rates. Powers for regularisation of audit
objections for non-duty journeys in certain cases arc laid down in Schedule
XIV, Appendix If, ER. k r t P (1983 Edition).
0)
A seperate Car Diary for projectltrial vehicles will be maintained in
accordance with the format specified by the Developing Agency in
terms of MVR for the Army (1990) page 40 Para 100.
7.4 All running in connection with maintenance, testing, repair and static running either by the unit or rnaintenance/repair agency will be recorded as
Workhop road test and static rurlnitlg under the appropriate column of the
Car Diary via: "Specific Nature of Xluty". The quantities of fuel for static
running of all vehicles will be laid down by local orcfers. When detailed or
used for Fire Station duties for towing trailer fire pumps, static run will be
given thrice a day (24 hours) and this fact will be borne in mind while deter-.
mining the scale of fuel and its write off for the purpose of static running of
these vehicles. As the daily consumption of FOL for test and static running
would be negligible, it may not: be feasible to account for the quantity consumed for this purpose. It will be deducted from the total petrol consumed
for the month as a whole and an entry to this effect made in the kilometreage
card. However, it must be erlsrired that the maximum quantity authorised for
static running is not charged off as a matter of course in respect of any vehicle. The quantity of FOL consumed on static ninning of vehicles will be
excluded while working out KPL achieved.
7.5 Instances of non-completion!imprope~ completion of Car Iliary will be dealt
with by Labs/P"$ttsas follows :
(a)
The Car Diaw will be examined by an officer as soon as the cluty has
beer1 performed with the view to ensure that the nature of duty has
been clearly stated so as to determirte if the journey pertains to bonafide
Goveri~mentduties.
(b)
if the nature of duty skowri does not convey the exact nature of duty
and it is not likely to meet the audit requirements, the following action
will be taken :
i)
ji)
The offic:er demanding transport/usc.r will be asked to submit
the explanatior~lrciasoxlsindicating the exact nature of duty performed in support of the boriafides of the journey.
If from the expIarratior~/xeason,it is found by the Director that
the transport was not used for bonafide Government duties, the
user will be billed forthwith and the amour~trecovered.
'7.6 "Fhe charges recovered for unauthorised, non-bonafide duties will be at normal rates.
7.7 METEMGE RUN BY INDIVIDUAL VEHICLES
liestrictions are imposed on n~eteragelrniieagerun cturirlg each year in the
Defence Ssrvices/Units, so as to ensure even distribution of distance run by
number of vehicl~sheld by the IIr~it/FormationlCommand.DRDO vehicles,
however, are mainly used for the time bound projects and all activities related
with the designldevelopment and trials. While bearing the important aspect
of avoiding unduly long rneterage running load on a few vehicles, it is not
viable in the R&D LabsIEstts to lay down the meterage restriction for the
vehicles. M.T.O's, on behalf of the Lab/Estt Director, will, however, ensure
not to concentrate the transportatior~load on some vehicles only and will
make all efforts to run number of similar class of vehicles in turn, for different
duty runs required on weekly basis. This general guideline will be borne in
mind while assignirlg duties to vehicles.
7.8 As far as possible and feasible, the transportation load will be evenly distributed and the same vehicle will not be repeatedly used for different assignments.
CHAPTER - VII!
MAINTENANCE/OVERHAUILING/MAJOR
REPABRS TO VEHICLES
8.1 MAINTENANCE//MINO%1:
REPAIRS
Maintenance comprises of the task of cleaning, inspection, lubrication, rnitior
adjustinerlts effected by the drivers with the hand tools at their disposal a r ~ d
c~drlyreporting of defects. It has the object of Ireeping vehicles in excellent
r u ~ l ~ ~ i l lorder
!?
arid of preventing mirror defects from develctpirq into rnore
serious ones due to lack of timely care and action.
8.2 RESPONSIBILITY FOR MAINTENANCUMINOR REPABRS
I-abs1Estts wili ensure that the vehicles held on charge are properly and regularly maintained and the personnel who drive and maintain these vehicles,
discharge their responsibility efficiently. Directors may delegate this responsibility to any officer of the Lab/Essts designated as MTO.
'The l,itbs/Estts will have their vehicles regularly inspected. While the daily
and weekly inspection of the vehicles will be carried out by the Lab/Estt MTO
witflirl the 1ab/F3ttlby allocating one day in a week for irlspection and maintenance
of each vehicle by rotation, the periodical inspection,' maintenance of the
vehicles including tyre rotation will be carried out in accordance with the
instructions of the EME workshop for Service Vattern Vehicles and as per the
rnarlufacturers Operation cum Service Manual supplied with the vehicles based
on the kilorrleterage run by the vehicle. For repairs, the vehicles will be sent
to the authorisecilreputed agencies as giver1 below:
(a)
Service Ptttern Vehicles to the nearest EME worlzshop or to reputed
civil workshop capable of undertaking such repairs.
(b)
The Trade Pattern Vehicles will be serviced by the authorisedlreputed agencies. 'The periodical inspection/maintenance/n~inor repairs
can, however, be carried out at the Lablbtt who have suitably qualified professionals arid spares obtained from authorised dealers.
8.4 For such repairs assigned either at EME workstlop or nt
.* thc! autliorisedire]luted agency, the drivers will accompany the vehicles. I he tctols artcf accessories, however, will be retained in the ?.at)/Fsff.
8,s
MAJOR REPAIRS
The. fo1lowil-g procedure will be adopted with regard to rnajor repairs :
(a)
Irr the event of the vehicle becoming non-runner due to failure nctt
attributable to accident and due to fair, wear and tear, tho Director of
the LabIEstt will refer to EMEIreputed workshop in respect of Service Pattern Vehicles. , Trade Pattern Vehicles, will be referred to the
authorised workshopirepttted Service Stations for inspection to oh-,
tain estimate of repair for according financial sanction for such ~ p a i r s .
(b)
In the event of such darnages caused by accident or unfair wear and tear,
the Directors of LabIEstt will, at the first instance, appoint a Board of
Enquiry to fix the responsibi.,Uity.In such cases, the Board of Enquiry will
follow the procedure for losses as per the current orders in vogue in DRDO.
8.6 In cases where the major damages have been caused due to road accident, it
is mandatory to lodge an EI.13. with the nearest Police Station. These cases
fall under the following two categories :
(a)
Where the damage has been caused due to the fault of another vehicle
and if the other party is agreeable for an out-of-court settlelnerlt or
arrange compensation from their Xnsurance Company, this may be
agreed. It wifi, hence not be necessary to proceed with titigation and
repairs can be undertaken after receipt of compensation.
(b)
If the damages caused are attributed to the negligence of the driver of
DRBO vehicle, this will be deemed as a loss due to neglect and dealt
with in accordance with the procedure in vogue in dealing with such
losses, based on the findings of the Board of Enquiry.
NOTE:The repairs to the vehicles in respect of both (a) and (b) above, will
however, be carried out after acceptance of the findings of the Boarrl
of Enquiry by the CFA and need not await the judgment from the Civil
Court where the case is subjudice.
8.7 It is essential that the Directors of DRDO %,abs/bttsbased on urehicles inspection ~ p ~ dforecast
s ,
thc. requirernent of overhatal/major repajn. For
this pupose, the Directors will draw upon the data available in the vehicle
Log Books (Chapter VlIl Para 7.2), which will be kept updated to provide
datdcondition of each vehicle required during the year. This will. enable
them to consewe funds, for the expenditure from the budget allocated to
them as per their projections (refer Chapter III pam 3.4) for running, maintenance and replacement of M.T. vehicles. Cast estimates of such major
mpaidoverhauis will be forecast by a team of qualified officerslstaff and
M.W. in consultatio~awith the agency/manufactu~r',6authorised worbtaop.
The time dumtion for such repairsloverhaul will also be estimated, so as 8 0
draw tip a pmgmmme for the repairs and evenly distribute the tmnsportation
%aiato
$ the other mad-wodhy vehicles.
It will be appropriate to send the Service Pattern Vehicle to nearest EME
wcsrbhop for mpairs. Estimate of time for such major regairsloverhad will
be obtained fmm the EME workshops.
8.8.1 In case where IEME worbhops express undue delay in abtaitrixlg spares,
Diwctops of Labs/ktts will use their discretion to withdraw the vetaicle and get these repairsloverhaul done from alternative sources
i.e. a\dhorise$lreputed agencies. This is applicable to vehicles ohtainable fwm the Civil Sources (e.g. Cars, Ambulances, Truck.. TA'PA,
Leyland etc). In the later case, a Board of qualified professionals
within the LabIEstt, will prima facie assess the expenditure and time
required for repairs. Specific approval of h e Director of the Lab/
h t t will be obtained before sending the vehicle for overhaulimajor
repairs to the selected maintenance workshops. %nsuch cases, tool
kits, accessories etc. held with the vehicle will he retained by MTO in
the LabIEstt.
The trade pattern vehicles will be sent to the authorisedireputed workshop,
after carrying out internal assessment of expenditure on overhaullmajor re.-
pair as stated in the preceding pam. Expenditure for such repairs will be
sanctioned by the Director of the %,abfii? alte~the firm estisraate of repair is
obtained from the authorise4reputeB workhog,.
14.10 It will however, be borne in mind that in case of vehicles, w h e ~cost of major
repairs/overhaul exceeds 50 per cent cost of the vehicle, Directors will use
their discretion to declare the vehicle as BER and discard for replacement
keeping in view the availability of funds. iln case the decision to discard the
vehicle is taken, procedure given for the dismrd/condemnat.ion (Chapter. X)
will be foflowed.
8.1 1 Appropriate entry is to be made in the Vehicle Register (1[M%-2186)on the
specific gage allocated to the vehicle, sent for over-klaulindmajor repairs
and when received, similar entries will also be made in the vehicle Lag Book,
giving details of the overhaui/major repain i.e. change of major perrts, engine, piston etc. Such entries in the log book will be made in red ink.
8.12 SELECTION OF WEPUED WORKSHOPS
It may always not be possible to carry out the =pairs to vehicles throtagh the
authorised workshops of manufacturers either due to distant locatian or nonexistance of such agencies or undue delays caused in execution of repairs
through the authorised workshops. To meet such exigencies, the repairs may
be assigned to other reputed workhop as given below:(a)
Based on the marlset survey and reputation of various workshops located at a convenient distance from the Lab/Estt, the Directors will
identify as many agencies as possible for enlistment to introduce the
element of fair competition.
(C3)
After identification of the agencies as per the 'preceding sub-para, a
comprehensive rate list (indicating validity period) for all anticipated
repair tasks for different categories of vehicles, will be called for from
the above mentioned prospective agencies.
(c)
Tlle selection of minimum three or more reputed workshops for registrilltian will be made by a Committee appointed by the Director for
this purpose. A representative from the local CDA (R&D) office will
be included in this Carnmittee. The registratioxi of rep\lted repair
agencies will be based on the masonahleness of mtes quoted, facilities
available at their workhops and assessed y)mrnytness in meeting the
repair needs. Such registmtions will be subject to review periodically,
8.12.1 Estimation of repairs involves dismantling of the! defective parts/subassemblies. It may not be feasible to box-up the dismantled parts and
tow the vehicle from vendor to vendor ta obtain multiple quotations.
As such, it will be in order to assign such repairs lo the registered
~
rate lists tat the time of
repair agencies as per the mtes B ~ c I Q ~in( ? the
their registmtion.
8.12.2 'Fhe Directors will lase their discretion far con~nuaticanor wr~10valof
the =$stemd vendors bawd on the agency's performance.
8.19 SEmEMENT OF BlLLS FOR REPAIRS
The bills for the repain will be abtairted on appropriate? format used as for
other sewice charges, duly p~receiptedalanwith repair ortier and payment
disbursed to the maintenance agency by Labbtt or thro:~gh(XI.4, as applicable in each case, in accordance with Matexiinis Purchase Pmcedure in vogue.
The KPL of each vehicle will be assessed and fixed periodically (preferably
once in an year) by the nearest EME workshop ox by a Regional Station Board
constituted by R W HQrs (DOMS) on zonal basis. While fixing WL. followi~~g
points will be kept in mind:(a)
Traffic conditions under which vehicle is to be run,
(b)
TerrainIRoad Conditions.
8.14.1The MTO or the officer entrusted with the responsibility of controlling MT vehicbs in the Lablbtt, will ensure that all vehicles maintain
the autharised level of WL. Any fall in achieving the requisite KBL.
will be viewed seriously and the afffected vehicles wifl be subjected to
proper maintenaneelrepain, as and when necessary>
CHAPTER
sm
IX
PROCUREMENT OF FOk, 'TYRES, TUBES,
BAmERIES AND OTHER FITMENT I'FEMS AND
SPARES FOR VEHICLES
-lo ~neet~ q u i r ~ ~ n eofn tk-fll,,
s
the l,nbs/Eskts
may adopt any one of tiat? folas coalsidereti irmst suitable and convenient :-.
lowing modes of g.troc:tar~nler)t
fa)
Where ASE: supply is feasibje/avi~ilablenearby, this source of supply
may be tithkisrsd to draw maxi~numadvantage provided the ASC at!..
thorities are agreeable to cater for BRDO requirements
+
)
Wia~repracticable in view of the jtastifaed corl.surng~tion,kerb-side petrol
purnji..; may be 'xnstdled within the I+a't,/Fstf:premises
(c)
Where the mte of consumption does not justify installation of a Irert)side petrts.1 pump andor the supply from ASC sources is not feasible,
the recj~liremenbof FOk may be rnet from the nearesi retail outlets of
the national oil companies
(1
Requirements of trilleaded petrol used for vehicles fitted with Catalytic Ccrrmverts:!rs, will be met by purchase of such petrol Irom local
petrol pumps1ASC (Army)sources
)
The expenditure on F63L pmcurement will be rnet from the LP budget-head arid consumption resfricliect to the annual ceilirlgs as prescribed from time $0 time!
9.2 STORAGE !IF FOL
For meeting bulk requirements of FOL through the natiorlalised oil cornpanies, the iI,abs/E~xttuwill conclude contracts for specified periods for which
advance paymerits would be admissible, wherever insisted upon. Such con-
tracts will be concluded otk the hlPk mkes wllici~eire X . I C ) T T ~ Iower
G ~ I ~ than
retail rates c h a ~ e dby the taile en.
$hit
Due to infiammable/haraxdc~t~~
nntttre csf the petroleum yro~lucts,anecessary
fire preeczlutisns will be obsewed while disgrensing axid stoxage is1 accosdn~lcc
with the exbting inrstructisns.
g 0 4 PROCUREMENT OP SPARES
For perfect upkeep of tkra vei~ielesin DRDO B,abs[lE=stB..;, i: es esser~tial.Li.aiat
the genuine spares ate r~ro~tlr~?"(!(
~ O R the
I
tssanmfacturer's seconnmcnc$enl/
aukhorised auklets although the spares miirketetb by ihe laa9.lie!aiar brand rnaavme
would $antamaura?to pmpY'nstary articles and the same will fie covered ulidej
the prevailir;lgrrales for purchase of ~~rasrrprietaq
article;; Ltzt this classificirlk~n
may net wholiy apply to such purcl~asesdue to t h fact
~ thal there are likely kr!
be a number of outlets. Far this rwson, where valsyittg pris~sarp ccHaargeck by
a number of authorisad deiale~,a cost comparison by terxdering (even on
limited tendering basis), would bring out itie most eccsrrczmnc price arid Iead ta
savings in G O Vexper~ditt~re.
~
9.5 In view of the above, for purchase of fitmsnt items anti spares the followin!:j
methodology in the ~ r d e of
r pafer(r?ncewill be adofried :
(a)
Impodant Pitmetat items like lyres, tubes, batteries thal are covercxl by
mte contract should as a first pmceder~ceIre pracmrct-l against I)(;S&.I.ll)
rate conimcts, by the bbslEstts as DDOs.
(b)
]Incases where ithe spares are
c
Break down spares of urgerrrt natrtre will Be procured tiamtngh cach
yurclzase, pmvidsct the cost of these spares is within :lie powers vested
for cipsi~purchase ira the Directors in accoxdalncc with the procedure
given in the Material Management Paiicy - Dec '96 referral lo at para
4.1 of Chapter IV above.
rltrt c~veretlby ths KSC;S&E) rate COILtracts, these wiBl be procured i m n ~Ithe authouised dealers, followiir!g
norma%procedu~.
9.6
TYRES AND TUBES
Tyres and Tubes rcxeived as origirial eyuiprnent are requirect to perforrn satisfactorily, the requisite distance of specified Kms under normal use as a warranty clause. Any manufacturing defect detected during the course of warranty shall be reported to the mar~ufacturersfor free replacement. The lyres
which have completed the specified Kilometreage run, would need replacement considering their condition and the reliability of the vehicle. In view of
the instructions or1 economising the expenditure, the option of getting the
tyres xetrciided from reliable sources will be adopted to give another lease of
life and zivoitling the need for replacement. Ilt~ecare will, however, be exercised to ensure that the retreading is done by reputed reliable agency arid
does not upset the rotary balance of the wheel by uneven retreading.
'The batteries received with the vetnicle are covered by the manufacturers warranty
and will be replaced free of cost in case of manrafactturing defect when reported.
The new batteries required as replacement will be procured against DGS8sD rate
contract or from manufacturers or their dealers.
9.8 ACCESSORIES
Acc~ssoriessuch as uptlolstery, fendersiguards, additional back view mirrors, actelitional locking system, burglar alarms, conversio~ikits etc. are normally mat~ufacturedby industry other than the automobile manufacturers.
These will, hence, be procured from the market following the procedure in
vogue for local purchase of materials.
9.9 Expenditure on "Repair and Maintenance of Vehicles" wit1 be met from the
budgetary allocatio~lrnacite r~rlclersub-head "Transport Running and Maintenance" defined in para 3.4 above under the local purct~ase(372/01 code
head) of stores after the sanction of the Director and will be restricted within
the Budgetory allocation under this sub-head.
9.4 0 The expenditure incurred on stocking of spares, tyres, tubes and batteries of
vehicles will be met from the nornlal Local Purchase of the LabiEstt.
9.1 1 hsentia! and fast rrlovbng critical spares shall be stored and minirnttm stoclr
levels maintained, based or1 the day -to-day experience far repleraishment.
Procurement as far as possible will be done from the authorised dealers/
distributors to ensure their genuineness.
9.12 The accounting of the fitrnent iterns and spares will be regulated in accordance with the procedure in vague for other materials. These will, however,
Re separately accounted for under the broad classification of MT stores.
9.13 8cc:assories procured for any vehicle will be accountedlistd in the vehicle1
Laas Book. This will facilitate the mO/Sbock Verifiers to check the accessar i a heid for each vehicle.
CHAPTER
-X
DISCARD POLICY FOR DRDO VEHiCL#ES
1 GENEMI,
The vehicles held by DRDO HQrs/Labs/E'ifts will be inspected pelriockieraltyl
regularly (Chapter VIE1 refes) to assess their road wowlhiness and ~)reve~lliiv~?
milinterlance carried out to avoid abrupt failures, till their dism1pc-k f.rw-n the
service.
10-2 DISCARD OF VEMIICLES
"Flre 'Discard of Vehicles' can be classified into tkiree categories as atefined
below and the procedure to bs ilot%oweclina redgspact of each cateijoky is given
in the succeding paragmphs:
10.2.1 Automatic Discad:- The vehicles (sewice as 4%
as tmde pattern)
wili be covered by the automatic discard programme onr completion ct8
the folIrjwing pescfibed vintage and kiionaeterag~r (a) Light vehicles with HE) lipto 20 k3P3 ( M C )
- 1,50,000h s or 6% Years whicfaever is later,
(b)
A11 other vehicles as per Govt of Pndia ietter Ha. PNo.G(20)/
87/D(GS-I\/) Dated 67 Dec 90 (as amended) regarding Discard
Policy of B Vehicles being followed by the. Army.
The automatic discard of vehicles based em tRe abovernerhtiorsed frirmtage/kilometerage will be af the discretion of the E9ir~ctorsof Labs/
ktts, who will be competent tcl atldhorise cantinuat ion or approve
discard of the vehicle depending on tRe conditiorr- In case the vehicle
is desired to be discarded, the M10
' wiPI initiateifill the 'Fcchiaical %nspection Report (vehicle) Form 1A.F (EME)E 0-3, inldicatirlg coamnpl~te
details and submit the same for Director's approval. After the Director's
a c
approval, the vehicle will be disposed off' as per the pr~cedur~.
Jwen
irt g:klnpler XI and re~~iacemenl
procure{! in acsc:~rdancewith tbte procedure indlmted in Chapter 11%.
2 G . 2 2 Dbcard BER Vehicbes:- At times, due to unfc~reseencir@umstanees
like accidents, manufacturing defects, abnorrnaf wear and tear etc.
the vehicles may have to be discarded prematurely, without complietiorl
of their prescribed vintage or ki:ometerage. Pn such cases, Directoks
sf Eabdbtb will constitute a b a d of Enquiry to investipte the cireurnstances and mcord their Iindinp. After cornpietian of all formaliitss/actian arking as a re.sult of ths findings sf the Woad of Enquiy,
if the D i r e d ~is) ~satisfied, 'the vehicle En questiorn will be put up to any
one a%the following authorities for condemnatio~dBEHC:efiificati~w
or
8) T91e 'Regionat Station Boards' on zonal k~asis. Such &ads wiiil
be constituted by the DRDO WQis (DOMS) on parly basis with
swcific p q w m m e to be foflowedby the concerned &abs/bti&.,.
The Wedona! Station bardlo will have the following compositisax-
Sdentist YEquivahwt or abvt?
$P) An FME officer or an officer twith
nwmob"ele specialisation
-
Chairman
-
Member
(Pi) K
-
0)
O of %heconcerned Lsblbtt
'
Member Sec:y
Tlie Re$og%ai Statbaa Baads will ckwk a11 detaib and conlptete the
Techniml Imaspec8i~;rnRepod [vehicle) bm IM(Em)E0-3for atbdainq the sarne with the b a r d Pmceeding. The b a r d Bmceedinp in
ali cases ullder this ultegary, will be ionvnrded to H t k D lIQn (DOMS)
&ornppm~ral,bclfo~initintirig dispo~llreplawmentaction.
X 44 .,% .3 Rlismrd of ~bsofets vehicles :-.' h a Government may d e c l a ~'oobsoBets9some old elass of vet~iclesdue to various reasoris tike stoppage of
pn~duc%i<>n,
manufacturing defects. superseded class or excessive fuel
el%~rr~sumption
etc. 611 receipt of orders from the higher HQEIDRDC)
HQrs iin this regaacl, f h ~I-abs'btfs
!
will take prompt action to discan1
such vehicles and seek st~itablerel.dacemerxts. In such cases, XliHTO
will initiate/fill the 'rechnical Xnsy;~c,!bri Ileport (Vehicle) Fortn 1:0-3,
indicating complete details i3ncl sulmit the snrtle for Direi:torls r~ppr~k~al.
After the Director's approval, the vehicle wifi be clispo!;clld off as per
the instructions on the subject.
10.2.4 Condemnation of Tyres/llirbes/Rtys & Major Assys :A Boarcl of officers will be detailed by fjirector of Lab fox condemnation of tyresltubeslbtys and major assemblies like engine, gearbox
etc. The Board will consist of following members :
One Sc 'E' or eqvt. and above
cer
..
Presidiriig Offi-
(b) Stores Officer
-
Member
(c) MTO
-.
Member
(d) Suitable 'Fechnical Officer
-
Mernber
(a)
'The Board will assess the condition of stores put u p to it for condetnnation and will declare the stores as serviceable, unserviceable or repairable.
CHAPTER
- XI
DISPOSAL O F VEHICLES
BRDO vehicles will be discarded due to nrntornatic discard progran~rnelor
rendered umerviceable Beyond Economical Repairs ddu~!tu fair, wear and tear.
11.2 Vehicles rencler~dBER (not covered by atttomatie tiiscard programme) will
need certification of disi)osal as per the procedwe given in Chapter X abczve
including the vehicles rendered BER due to accidents. The certification and
disposal action for vehicles irtvolved in accidents, however, will await the
findings of the Board of Inquinj, release from police authorities and survey by
the Insurance companies when another vehicle (covered by third party
insurance) is involved with a view to explore avenues for seeking tnor~etay
compensation. In cases where DRDQ vehicleddriwel-s arc! at fault, the board
of inquiry will fix the responsibility for loss9which will be dealt in accordance
with the orders in vogue for all losses aild submit the same to the competent
authority.
111.3 OBSOLETE VEHBCLES
If a class of vehicle is withtirawn by the manufacturer due to design defect or
is rendered obsolete due to stoppage of production lirre leading to non-.
availabiiity of spares, or is to be withdrawn on the grounds of excessive
fuel consumptionlpollution by statutory authoritieslcourt's verdict, such
vehicles will be discarded and disposed off in accordance with disposal pmce-.
(lures.
B 1.4 VEHICLES RENDEED SUBPWS/WSERVlCEABLE OW COMPLETION
OF EXPERIMENTAL TRIALS
11.4: Vehicles renderect surplus due to completion of experimental trials by
LabslLtts, will be disposed oif, after :-
)
)
these cease to have anly frlrlfrer requirenlerrt for ikie Lab1Esi.t
conducting such c!xperirraents
the exyerirnental vehicles having residual life, if catmot be xecleplayed for other tmnsportation assignment by the i,ab/Estt
11.5 Fitlnent items from the vehicle seflt~ncedfor disposal will be retrieved and
disposed off or used for cstl.ler work in the IlablFstt,
11.6 PROCEDURE POW DISPOSiiL QF VEHICLES DISCARDED OR BEB
CKrEGORY
Tile pmcedure fur disposal of velricles will be the sarne as applicable to other
rinf;entIceablematerials colllorrniricj to the orders pmmulgated by R&D %EQrr;
from tirtre to time. Different n net hods of dbposai are given as urider :-.
(a)
Disposal tlsratrgh attthorised channels such as Arrny Salvage Depot,
D(;S&D, MSTC etc.
(b)
Direct disposal by calling tenders and scheduling "Negotiations" with
prospective p~irci~asea.
(c)
By Public Auction.
I-abs rnay adopt any ogre of the above meniioned methods.
11.7 Cannibalisation of sewice~iblepark/sub assemblies frarn the vehicles intended
for tlisposal; far their use as replacement spares for other vehicles of same
class, held in the h b s l b t t s , will be left to the prudent discretion of the Director of the LabIlEstt considering the cast effectiveness of the cannibalisation.
1% ,8 With a view fo avoid misuse, pilfemge arid further tleterioration of the condernnedldo!vngraded vehicles, it is cox~sideredexpedient to take prompt disposal action. It will be ensured t h t in ail such cases the disposal action is
completed within a reasonable period not exceeding six r-tlonths.
CHAPTER
- Xllt
ACCOUNTING OF WT VEHICLES, VEHICLE
TOOL KITS/TqJOLS/SPARES/FOL ETC AND
LAYOUT OF MT STORES
12.1 S81liRCE OF RECEIPT 0%:
VEHICLES
Sources of receipt: of vehiclctt; in
)
DRDO are giver1 below
:-
A m y Sourcefor Sen~it:r?
%Sat.terr)Vehicles:The ve?hiclesisued frorn Central
Veilides Depot will be supported by Issue Voucher, Ve11icIe Kit List, Inspection Report, Xnsh1cfiod01xm~un.
cum-Maintenance Martual, L.og Bools.
(b)
'Ti-ade Source : Vehicles p r o c u ~ dthmtagh DGSW Rate Contract or direct purchase fmrn mar~ufactu~rsjautho~sed
dealers shall 'tx suppaded
by the S t ~ p p l iInvoice,
e~
Xr&wctinn and Opm~orkcum Maintenana Manual,
Inspection Report of the appropriate auttiority. GRV (Certificate Receipt
Voucher) shall be prepared by the IL,ab,'Eqtt on receipt cod the vczhid~.
14.2 ACCOUNTING OF VEHEGLES
The vehicle wiII be taken ott charge in the J,ab/btt: Vehicle Register (%AF"%2186)(based on the CRV) and tool kit, tools shall be brought on charge in the
ledger and ill1 entries attested by the authorised official. Vehicle kit inventories will be prepared in dupiicate and signed,by the driver. One copy wiil be
kept with log book and one copy will be maintained in stores sectiori for record.
12.3 ACCOUNTING 0 F FOL
Ledger folios will be niaintained for all classes of FCIL. The! gasoline issued
with the vehicle shall be brought on charge in the FOX. Ledger and subsequent issues will also be reflected in the FOL Ledger and concurrently eratered in the car diaries of individual vehicles and signature of driver obtained
as token of receipt. The iterns of FOX, fro111 Supply Depot ASC and fronl
trade sources also are to be brought on charge in the FOk Ledger. The FOL
ilerns will be subject to stock verification on the last wtzrkialy day of each
c-alencler mol~th.Endo~sementwill be (Measuw-Weigfit etc) made in the ledger and attested by the authorised official. On the last working day of the
month all the fuel tanks of the vehicles will be filled up to find out the exact fuel
balances in the tanks which in turn shall help in arriving at the comct WI, and
entries made in the KM[ card. WL arrived at, shall be recorded in the respective
vehicle Log Books and attested by h e MTO.
:12.4STOCK VERIFICATION
Stoclr verification of MT vehicles, tool kt, spares shall be mmied taut as and
when ordered by the Xlirector of the 1,ablbl.t. Howevel; statutorily these will
be verified once in a year and e n d o ~ e m nfor
t the %me rnade in the Ledgers.
12.5 MYOW OF MT/FO& STORES
An exclusive MT and FOL stares shall be omatriserd under the functional and
administmtive contra1 of the Head MIatefids Management (MMG) or placed under
the charge of the MTO, as conqide~dappmpriate by the Director of the LabBtt
concerned. This stores will be further subgrouped as under different categories af
MT stores such as tyresltubes, batteries, FQL, and spares. FOI, and battery
stores shafl be Iocated seyamtely owing to safety considerations. The stores st1aH
be o r ~ n i s e dfolfowing the establehed store keeping procedures, with proper bins
bearing due icleirtffication (i.e. bin carddstoda;tally sheets). Costly and attractive
spares and components shall be kept in lockable almimhs. The stores shall be
anfwted to the charge af a senior ston?b e p r l s t o ~superintendent
s
not connected
with the actual use of the items for the vehicles. With the exception of minor
consumables such as wire, cable, rivets, split pins etc. all the other items shall be
issued on clean exchange biasis (i.e. against return of old iterns proposed to be
replaced). For proper identification of s t ~ m and
s check of current stock balances,
bin cads and sft3ck location cards or registers will be maintained and kept upto
date by recoding consumption on a day to day bash,
162.6 VEHICLE RE@ORD~/DOC~ENTATIION
Ilt will be ensured that all records/dacumentatiarl pertaining to vehicles arc?
maintained properly anti kept up-to-date to avoid iosseslaudit objections. The
essential records to bc? mainfainecl in respect of each individual vehicle are
listed at Appendix 'Dl.
TRANSPORT FOR AMENITY PURPOSES
Govt vehicles can be hired out to the following agencies /individuals in accordance with the rlorrns stipulated in relevant irtstructotls issued from time to
time :(a)
Civil Govt departmenb.
[I]
Provincial Govt and local authorities.
(L:)
Military department including military farms.
(ci)
Individuals paid Iron1 Defence Service Estimates.
(e)
Civil firms far carriage of goods when considered necessay by Z,abs/
Estt.
)
Govt contractors when certified by I,abs/Es.tts that the use of Govt tpt
is inescapable aild that the goods lo be carried are for Govt use. Hiring charges for various types of vehicles will be charged at the daily or
normal rates as favourable to the State.
Hiring out rates will be as notified by Govt of Indiil from tirr~eto tirne.
13.2 1JSE OF GOVT 'kWANSP8RT FOR RECREATBOMAI, /AMENITY
P%JRKO$ES
Govt vehicles call be provided for recreafional purposes under conditions
{given in the suceediny rJams on amenity rate/speciai arnenity rales (for officers in pussessio~lof private cars) far Service Officers and free of charges to
other ranks (conthatants). 'The rateslhire charges for different types of vehicles are notified in Govt orders from time to time.
13.2.1 'The purposes for which the Gov!
nity run are:-
la cnra be sanci-iorsetl i
2 ~ame-
(a) For recreational visits to ~eighbouringtetwne, and stations.
(b) For visits to places of historicavtourist interests e.9. forts, historical caves, battle ~ o u n d swild
, life sanctuaries, major national
projects like dam sites, national laboratori~s,steel plants etc 80
Km ewh way upto total of 3160 Mms.
(
For visits to private msidence for enjoyme~at.of osganised hospi..
tality.
(d) For organised sports.
(e) For recreational purpose and other entedainmenk.
(f) To the nearest railway station where suitable train services cork.
nect with recreational facilities.
13.2.2 The conditions goveriling authorisation of &ansport for amerlity purposes are as follows :(a) Use of vehicles for such pt1poses should not hamper the normal
working or the project activity of the 1-iablbtt.
)
Amenity runs will be restricted upto 160 Kms i.e. $0 Mrns each
way.
(c) No individual afficer will be allowed to hire the vehicle on amenity rates for more than once in a week
(d) Outside transport will not be specifically hired for amenity pt~pgzoses
(e) Parties must be made upto the utrnost extent practicable so as
to econornise in transport. Where possible, laqe pari&zsin p ~ e f e ~ n c e
to small, will be made up so as to fill larger types af vehicles to
capacity arld reduee the number of vehicles used to the minimum
(f) Journeys must be sanctioned either an special occasions or as
standard journeys organised as a regular service. The latter course
should be adopted wherever it is considered it will result in more
economical use of transport
The periods of use wii! he defined so as to minimise tirne spent
irl idle halts
(21) Car diary with the words "Rec~ationalJourney" written in red
ink against %heheading "Specific Nature of Duty", will be used.
The endorsernent will ba signed by the officer authorising the
journey.
0) No i n c ~ a s ein the tmnsport estabfishment of Eabsibtts would
be! soughtlaccepted on the basis of additional commitments on
account of amenity running
f i Tlae padies travelitlg in the inmenitry runtling vehicles may incluctc! the family menaben and their guests inclalding hdies
g
13.2.3'rhere will be no bar to the use of transport for amenity ptlposes
bet wear^ places wholly or partially connected by mil. The availabili@
of prablic tmnsport, including mil, will also not be EI bar to provisiar~of
tmaisptart for amenily purposes.
13.2.4 In cases where a goup of penondfamilies have to avail the facility of
amenity transport, it will be appropriate to club these requirements of
a group sf hbs/Efts located at the same station.
113.2.5 The mtes chargeable will be on a kilometm per vehicle basis, ealculafed from garage to garage unless empty vehicles are used for other
purgaoses when the charge will be to the point where the vehicles
underiake a fresh service. "The officer responsible for authorising the
tmnsport, will be &hedeciding authority in determining the kilometres
tmvelled in such cases. The pates of hi^, to be charged for Bifferent
type of vehicles, will be as notified in the Govt orders from time to
time.
13.2.6 The aisen of 'AmeniQ Tiansport' will be requi~dto fllrnisfn an ""Idemrmity
Bonct" dilly countersigned by the concerned officer, as per the standad
pmforma, before commenement of the journeys which will be obtained
and kept for record by the officer-in-chargeM.T. (M.T.0).
M,TeACCIDENTS
AND COMPENSATION
To accomplish the task of project related activities, the DRDO Labs/Fd;tts are
required to manage sizeable holdings of various types of 1Mi.l:Vehicles. lrispitc?
of all the precautions and proper training to the drivindrrlaintenance staff,
the catastrophic event of road accidents is an unavoidable occumnce. It is
thus appropriate to include hereunder the brointi procedure to be followed in
case of accidents.
14.2 PROCEDURE TO BE FOLLOWED 1N CASE OF ACClDEMTS
The procedure to be followed on the occumnce of an accident is given in the
succeedirjg paragraphs. The Director of La,/Fstt to which the vehicle involved in the accident belongs, will be respox~siblethat the police are informed, as early as possible, in cases where police investigation is likely to be
necessary. However, when an accident occurs at a distant place from fke
Lablhtt, this responsibility will rest with the senior most official preselit at
the site of accident.
14.2.1As soon as possible, after occurance of an accident, driven of DRDO
vehicles concernecl will report to their Directors, the following details
resulting from the accident :(a) Damage to DRDO vehicles and other Govt property
(b) Loss of Govt property
(c) Damage of public (other than DWDO) and private property
(d) Injury to DRDO and other personnel
14.2.2 Drivers will take the first opportunity of reporting to the civil police,
any accident in which they have been involved which resulted in injury
to a human being or damage to property other than DRnO property.
The drivers or other penonnet, not injured in the accident, will make
sincere endeavor to rush the first aialife saving rrtemures to the per.
sonlperso~~nel
needing such assistance, i~espectiveof the fact whether
they are DRDO employees or not.
24.2.3 The serlior most penorlldriver present at the time of an accident, will
be responsible for making a report giving following padicuia~to their
Diredors :(a) The date, time and place of accident
fbf The name of the driver and his passeragem and the ntlmber of
the DRDQ vehicle
(c) Whether the driver was ci~liyauthorised to drive
(
On what cluty the vehicle was proceeding and by whose orders
(e) The names of ail other persons and the regstmiion number and
cfescription of all other vehicles involved
(I) The width and characteristia of the road (i-e.straight or winding or any side turnings, shown in a sketch) and the state of the
surface
(g) *'Theposition and direction of the vehicles concerned illk~fmted
(h)
(i)
(j)
(k)
(1)
(m)
(n)
by a sketch or sketches, showing wheel t-raclrs and distances as
accurately as possible
The estimated speeds of the vehicles concerned
If the accident occurred after lightins] up tirne, what lights the
vehicles concerned were using
Whether the wehicles concerned gave warning of approach, and
the action taken by the drivers concerned to indicate whether
such warnings had been heard
How far apart the vehicles concerned were, when they fint carne
into view of one another
What steps were taken or amitted to be taken by the parties
concerned to avoid the accident
Particulars of the occumnce itself
Whether damage was done to any of the vehicies or to otlrer
property stating its nature iind cxtenf- and whether any person
was hurt, and the nature of in~uries
(o) The names and atldrcsses of witnesses and the statements made by
them
14.2.4Accideiats resulting in death or*serious injury to DRDQ personrtel or
other civilians will be reported by the Klirectors of the I.abs/Estts concerned, toeR&D HQrs (DMS) by the fastest available means as follows :(a) First report ~ t r3cr:idant
i ~
~jivingintimation in brief through fax /
teledtelegarn etc, within, 24 hours of occurarace. l[n this connection DR130 X1I)rs letter No. 13RDO/MS/C00R1C3/1.1k~9I
Pol dcnted 30 Apr '97 may be referred.
(h) Detailed report of accident- as per the spec:irnen of "Accitlent
Report Form" placed nt Ay~pendix'E,', within 7 days
(c) Board of Inquiry tindings ~~~101lgwith
comments and recomxnenddtions of tht! Ilirector, at the earliest
The Directors of labs/Estts will investigate the accident arid appoint a Boarci
of Inquiry with a view to assess the loss/danlage to Govt rsropertylinjuries
etc., caused by the accident and to fix responsit)iiity. XIowever, when such
nmtters become sub-juciice as a result of civil police intervention or at the
behest of other party, ruling of the civil court wlll be the over-riding factor.
14..3.1In case of accidents involving combatants, the matter will be reported
immediately to the concerned Station !-leadquarters who, in turn, will
order 3 Court of Inquiry vide Army Order No. 13/5/80.
14.3.2 The Govt as owner of the vehicle, is responsible for the action of its
driver. 'ft-je. hirer of any vehicle will not be liable for any damage to
the vehicle or for third party risks unless he is proved to be criminally
responsible for any accident. His position will be the same in a Govt
vehicle as i r l airy other hirecl vellicles e.g. taxi, bus, train etc. Entitled
hirer of Govt vehicle will not insure these vehicles against damage or
against thircl party risks.
14.3.3Wherv considered neressary, refererace rimy be dr;lwr~frorai Lhtl Motor
Vehicles Act 1988 and Mechir~licnlVeflicIes Ik-'yllliiiir)rls for the Army
1990 as arnonded from time to t i r ~ ~ for
e , guidaxic~while t1m11ng with
M.T. accident cases.
Il4-4 COMPENSATION IIN '$HE EVENT OF MT ACCIDENTS
With the latest provisions, relating to the paynterit of coinpensation to thc!
victims of road acciderit in the Motor Vehicle Act 1988 as amended, the
arnourlt of compensation as laredetern-ri~ledr:)n the basis of age and incorne. . of
the victim is payable without estabiishing the fatmlt of t h owner/driver.
~
1 lie
iiability has, therefore, beconic-2 absolute in law. 111 case of motor vetaicles
owned by the Govt, particularly those not used for commercial purposes, thc?
amount of cotnpensation will have to be paid by It-ic. Bepartn-lent, since these
vehicles are not il-lsured.
14.4.1 The officers vested with the responsibility of runnirig the transport
and haticlling of cornp~nsnlioi~
cdsc-.s, will ar,quairlt ths~nscrliwswith
the latest provisio~iscontained in the Motor Vehicfes Act 1'388 as
arnerlded in this regard so as to settle st~cl-icaws promptly.
14.4.2 I;"nytnent of cornpensakion will, however, not prgcltlde tile department
fmsi-r taking discipli~~ay
action includilzg recove!y of loss incurri:d by
the Govt, against the driver of the Ciovt vehicle, if considered Ijecassary. Nor will silch payment exempt the drivers frorn any critninal
liability resulting fwolrl the accident.
14.4.3 Directors of the I-abs/Fstts will be the Competent Financial Authority
to sailction payment of compensations, becoming payable as a result
of the juclicial awards, in terms of the stiptllatiorls made in the Motor
Vehicles Act. Delays in affzcting such payments to victims may result
in ilnposition of additional penal interest by the Courts.
14.5 REGULARISATION OF LOSSES DUE TO
MT ACCIDENTS
Losses resultilly from the MT accidents will be regtllarised in terms of the
findings of the Board of fllquiry and dealt with as per the procedure outlirled
in R&D HQrs letter No t l d m ! ~HD-26'0341
~
71 Dt 01 May 1971.
PARTICULARS FOR AikI"0TMENT OF BA NUMBERS
Catalogue Part No. (As giver] by DGQA, if nvailable)
Technical SpecifimtianslLntemtu~ j~rovidedby the manufacturer :
Standard N~rnenclature(Militasy class type)
Make
Model
%liesel/Pet
rot
Year of entry in service
Engine
Nu.
Chassis No.
1,O. Chassis dimensions
I I . 'Tonnage (load carving capacity)
12. No. of wheels
13. No. of axles
14. hie weights
1 5 . Drive (4x2, 4x4, 6x6, 8x8)
16. Role of the vehicle
17. Details of equipment fitted, if any
Nods : Also the 'Endne No.' and 'Qaassis No.' of the vehicle shouid be given in pencil
mbbing.
AGREEMENT FOR ROAD TWlVSPORrATlON OF
CONSIGNMENTS BELONGING TO DIRECTOR, (ESm.
NAME AND ADDRESS), MINISTRY O F DEFENCE, FROM
QESW.NAME AND ADDRESS)
TO VARIOUS DESSSBNATBONS HN INDIA AND VllCE VERSA
1.
This Ageement made on ----Nineteen Nir~iy
day of ---- bekveen t.he
-----is effective from _____--.- t? --__..
13~sideritof tnndia, represented by Director, (ESTI', NAME AND ADDRESS),
Mirlbtry of Defence, hereinafter referred to as Director, Estt (which expt-clssion, unless expressly excluclecl by the context, shall include their respective
successon and assigns) of the one part
AND
2.
Ws (Carrier name tk address) a company organised and existing under
the
laws of India artd having its Registered & Head Office at (address) hereinafter
referred to as a GmRIER (which expression, unless expressly excluded by
the context, shall include their respective successors and assigns) of the other part
3.
WHIEIRMS I(lil.ector, Estt. requested the CARRIER to enter the contract
for a period of ONE YEA& with the terms and conditions and also the costing as per the order No.
dt,
for transportation of various Defence Stores and Equipment belonging& Director,
frank (btt. name and address), to various destinations in India and vice versa
in accordance with the terms and conditions aild the delivery details attached
thereto
4.
AND WHEREAS the CARRIER has given their acceptance? by Ietter no.
5.
AND WHEREAS both Director, ktt and the CARRIER have discussed and
firsalised various terms and conditions inr:l~.tiiingdelailv 01" glaylnent, 1:aymen'r
terms and delivery schedule
06. AWD WHEREAS CARRIER has agreed and is In a positict~to undertake the
transportation of Defence Stowes and Equiplnetlt belotaging to Director, (EBtt.
name and address) to various destinations in India and vice-versa.
It is now agreed between both the parties to enter into this agreememi for
carriage of good$, stores, equipment, materials on the terms and rondii-ions
giver) as hereunder :-
7.
The CARHER shall in rlormal circumstances be given 96 htsut?; by Director,
h t t or by an Officer acting 0x1 his behalf for the positioning of a vehicle
described in para 13 below at a specified time and date at (EM. Name Ik:
Address). Pn case of positio~lingof a vehicle at outstation at a time and date
tile C m R I m shall be given 96 &loursnotice by Director, h i t or l y an Officer
acting an his behalf.
8,
The notice shall he given either by telegram, telc?x, or by a letter to the
CARRIER at (place). In ease the notit:@ is given on telephone it shall be
followed up by a letter frorn f)irector, Gtt. or ara Officer acting on his behalf
to the CARRIER.
9.
The CARRIER shall position the vehicle described in para 13 below at ( k t t .
Name & Address), or at out station as per the date and time given in the
notice by Director, h t t . 'The vehicle so positioned shall be owned by the
CARRIER. Erlcase the vehicle positioned is not owned by the CARRIER, the
ClbfiRIEZi' shall intimate immediately by telegrzrrn or telex of the name and
actdress of the company which owns the vel~icleand follow-rap by a letter to
llirector, Estt.
18. 'I'ransporterr should position the vetlicle at the station of collection within 24.
kcilrs after the expiry of 96 tlours notice (4 days), that means the CARRIER
should position the vehicle within 5 days from the date of reqtlisition by Directoa;
Esti. A grace period sf 2 days will be allowed aniy irk c?xc.eptiunal circus%starices, where ready vehicle is not available for the CABICtIER. Beyonti this
gmce period Rs 1001- per day will be charged for each day of delay and will
be dedtlcted iron1 the bill without any further notice.
EMERGENCY POSITIONING OF VEHICLE
11. Hrs case of an emergency Ito rneet the requirement, the CAWEXIER shaH position tkae vehicle described i ~ apara 23 below at (Estt, Narnn Ik. Adcfrclss) ar at
olztstation, at short notice given by Director, Estt. or by an Officer aciir~gon
his behalf.
CANCELLATION OF NOTICE
12., At tilm~c!s, Director, Estt or an Officer acting on his botialf may cancel the
order placed for positioning the vehicle at very short notice for ariministrative
and other reasons, In such circumstances, Director, Gtt. or an officer acting
2x1 his behalf reserves the right to send back the vehicle without ioati andl
without arny financia! liabiiity to Director, &kt. for cancelling the order.
13.
CkjRHER shall position a 5) toxlrler vefiicle with a body length of 18 feet
on or before the specified time, date and place.
"%"he
14. The rates rnenfio~tedin the schedule is for full truck load of 9 M T and the
norma1 9 tonner vehicle should have a size of 18 feet in length, 7 feet in
width and 7 feet in height. For the loads above 9 MT, the freight will be
c:alculated an prorata basis. For loads exceeding 18 feet length and 7 feet in
height for each 25 cms, ctr part thereof 5% of the mte will be extra for ferlgth
and 30% extra for height. The vendor car1 claim extri rates quoted as per the
certification by Director, Estt. or his represents tive.
15. Loads between 3MT to 4.5MT, are to be considered as half trt.rck loads. Lcads
above 4.5 MT to 9 MT, are considered as full truck loads. Loacis less than 3
M b r e considered as srr~alltoads, urlless otherwise specificd only srna!l loacls
will be handed ovedcolleded by Dimctor, Fsflt or the g.:onsignee from hrnspa~eJs
nearest office.
LOADING AND WLOADIWG OF VEH%ZGH,E
16, Loading and unloading of a vehicle at ( h t t Name & Address) or at out stations shall be arranged by the CARRIER, for this purpose, the CARRIER shall
always have atleast 5 loaders alongwith their vehicle at (btt. Name E3r. Addmss) or at outstation. Loading time at (Eqtt.
Name & Address) and unloading time at outstation and vice versa shall be within the workng hours i.e.
0830 to 1700 hn at (Estt Mame & Address) and at oulstinliorls as per the
working hours therein. Loading time at (£33. Name & Address) ancl alnlsading time at outstations ar~dvice versa may be extended at the tfiscretiotn of
Director, Estt or an Officer acting on his behalf. Loading and unloading
account be done on Saturdays and Sundays and other Public Holidays of
(btt.Name 8r Address) and at outstations.
17. If CARWIER fails to supply the labourers, loading and untoading will be done
by Estt or its representative at the outstatiotl ancl an amot~ntof EZs 20W- will
be deducted from the bill. Loading and unbading will be done by ktt., only,
if same labourer is available at the station. Otherwise, the LmnswP-ter has to
make local arrangements to bring the labourer and to c a m out the kmding
and unlaading opemtiorl.
PWOVlISltQN OF MATERltAL HANDLING EQUIPMWT
18, Subject to availability, material handling equipment such as fork lifts, handtrolleys
and other available material handling equipment shall be provided by Director, Estt to the CARRIER at (Estt Name & Address) fur loading and unloading
purpose. At outstations, there is no guarantee for provision of any material
handling equipment for loading and unloading purposes.
INTERSTATE LICENCE OF THE VEHICLE
19. The vehicle shall have a valid and current Inter State license for bnsporting
Defence Stores and Equipment from (ktt. Name 8s Addres} to outstation
and vice versa and shall be insured.
ESCORTS OF DlRECTOR, E89"If"*
TO TMVEL IN THE VEHICLE
20. Escorts of Ilirector, b t t . not more than two in number, shall tmvel inn the
vehicle from (EM. Name & Mdres) to outstations and vice versa, if sa decided by Director, b t i or an 0ffit:er ading on iris hehaif at an extra c(?s"ltu
Director, Estt.
NO THgdhNSSHIPMENT OF PULL TRUCK LOAD8
23.. Full truck loads of Defence Stows and %~$uipmetat
belsrtging to Directol; X%t
shall be transported fmm (Gtt hmc! & Address) to outstations and vim versa
in the same 9 totlner vehicles without $mnsshipmen"rranless vehicle breakdown enroute snd the vehicle is to be ~ p i m the~kgt
d
~ s u l ~ in
n gundue delay.
22. CARRIER shall unioaci stores and equipment belong to Director, fitt or cause
them to be unloaded from the vehicle for any reason till the vehicle reaches
the outstation destination of (Estt Name h Address).
%HAIdTING/DETENTiIONCHARGES
23. CARRIEII to report at 0900 hm in the morning on a t~~orliing
day, if CARRIER reports on holidays, those holidays: until next workirlg day wiif, nor bc:
counted for detention. Loadirrglrarlloading should be completed before 2100
krs i.e., the loadin_qlunloadirtg time of 12 tm is allowed. If the vehicle reports at any time after 0900 hps a loadindunloading time of 12 hrs will be
counted. if any delay occurs beyond the 12 hrs loadin~unloadincqtime, the
reasons of which are not attributable to the CI-aRIQI[=JFf,
detention charges will
be paid to the contractor based on the detention ceptificatf:issued by the user
officer at the station of operation. Every 24 hrs of detentiora charges Inours
less than 12 will be counted as half a day and hot~rsmore than 12 will be
counted ias full day.
24. If transshipment etimute becomes unavoidable far reasons other than merntioned in para 18 above, the CMlRlm shall furnish the informationto Director, fitt. by telegram or telex as soon as the event occurs and follow up with
a letter giving the following details:
(a)
No. of places where transshiprt~entwas involvecl with reasoxis.
(b)
Loaclirtg ancl unloading facilities available at traxisshipment points.
(c)
Any
losses to the Defence Stores and Equipment belonging
to Directot; Fstt. at the trarlsshiptrient points.
(ci)
Any other information relevant to the transportation, transshipment,
sixfety and security of the Defence Stares and Equipment belonging to
Director, Estt.
(e)
Facilities for loading and unloading at tmnsshipment points.
25. Loading and tanloading at transshipntent places shall be responsibility of the
CARRIER. The CARRIER shall also be zspensible for any losses or damages
to the Defence Stores and Equipment belonging to Director, Estt. which may
be caused as a result of the transshipment.
DELAY BN DELIVERY
26. Incase of delay in delivery of Defence Stores arid Equipment belonging to
Director, Estt arid at outstation and at ( b t t . Name & Address), the CARRIER
is to report in writing to the Director (Estt. Name & Address) every two days,
the progress of the. movements of tlte said Defence Stores and Equipment.
Such progress shall be informed by the CARRIER to Director, Estt. or an
Officer acting on his behalf.
ACCIDENTS
27. Any accident or brealrdown of the vehicle shall be reported immediately by
the CARRIER ta Director, h t t by telegram or telex and the CARRIER shall
follow up with a written report to Director, Estt within 12 hours of the accitient.
POSTAL ADDRESS, TELEPHONE NO. L TELEX
28. The CARRIER shall intimate Director, Estt in writing the postal address,
telephone no., telex no. and fax no. of their offices in (place ) or at outsta-
tion, the CARRIER shall intirniite Zlirector, Estt. in writing postal address,
telephone no., telex no. arid lax no., where the CARRIER cat1 be contacted
on his behalf.
SCHEDULE OF CONTRACT
29. Details of outstations, rates for fuif truck load, half truck load and small load
and delivery period are given in schedule of this contract. Thvse rates shall
be applicable frorn (Estt Name & Address) to outstations ancl vice versa. Save
as otherwise provided in this contmci, the CWRIER shall riot be entitled to
any other payment or charges on any account whatsoever unless ott\erwise
expressly agreed by and between parties hereto.
30. The ChaRlER shall issue a Lorry Receipt at (Estt Name & Address) and at
outstation loading points.
3 1. The delivery given in the schedule to this contract shall be strictly adhered to
by the CN2RIER, unless the non adherence to the delivery period is due tu
the following reasons :
(a)
Force Major
(bj
Abnormally bad weather
(c)
Serious loss of damage by fire
(d)
Civil commotion
(e)
Local combination of workmen leading to strike or lockout affecking the
personnel actually employed on the transportation of the consignments
(t)
Any other reason which in the absolute discretion of Di~ctor,Estt.
is beyond the CMKIEK'S (XINTROI,.
3 2 . A grace perioct of orbe day for even] three clays transit period may be allowed
by Director, Ltt baseti on the request made in writing by CARRIER. Beyond
this grace period a penalty of kds 2501- per day for clelay will be charged and
deducted frorn the final bill without any further notice. The grace period and
pmnalty clause is applicable for full truck loads only.
CONVOY NOTE
33. At every loading point three copic-ls of convoy note shall be handed over to
the CARRIER for which loirtiing is completed. The CARRIER shall obtain on
the ttlree copies of the coa~voynote the signature of the Officer to whom the
Xlefence Stores and Eyuiprncnt belonging to Director, Estt. are handecf over.
One copy of the receipted convoy note shali be handed over by the CmRIER
to the concerned Officer at the un\clacfing point, for after the unloading and
delivery is compl~tedand of the bdance two receipted copies of the convoy
notes, one copy is for the CAHRIER1s record and the other copy is to be
attached to the bill by the CARRIER.
REGISTIRATSIBN NUMBERS OF VEHjCLES
34. The CARRIER shall intimate in writing to Director, b t t within two days of
the signing this contract, the registmtion numbers of all 9 Tonners vehicles
owned by the CARRIER.
TBME IS THE ESSENCE 638' THE CONTRACT
3
Since time is the esserice of the contract, the CMIRIER shall ensure that the
Defence Stores arid Equipment belonging to Director, Estt loaded on the vehicle for transportation from (Estt Name & Address) to outstation and vice
versa are ctelivered to the concermc.cl Officer at outstations and Director, Fstt
or an Officer acting on his behalf within the transit period stated in the Schedrsle
to this contract.
36. 'Transit period for each station is given as Schedule to this contract. A rnaximum grace period of one day for every three days transit period is alloweci for
each station. If the transporter fails to transport the stores within the period
of transshipment arid grace period, he is liable for penalty at the discretion of
Director, Estt.
3 7. The CARRiER is respansible for the safety and secun'lty of the Defence Stores
arld Equipment loaded on the vehicle for transportation from (bit Name &
Address), to outstations and vice versa in the same sound condition as rer:eived by the CARWIIER at the loading point and within the delivery period
given in the Schedule to this contract.
DAMAGES AND WECWERIES
33. Defence Stores and Equipment. belonging to Di~ctor,Eqtt. found damaged
or lost at the time sf handing aver shall be open delivered by the CAWIER to
the caracarned Officer at the unloading point. Di~ctorEstt (htt. Narne h
Address) msewes the right not to accept the damaged consignmerlts if handed
over on open delivery by the GMRIE131 and also reserves the rights to recover
from the
UER full cost of the damaged and lost consignment from any
outstanding girymenb to the CARRIER either in this cantract or in any other
contmct of from the security deposit.
39, I%the cost of any recovery of comperlsation as stated in the corlhct is more
than the oubtanding payment to the CAWHER and the security deposit, the
notke of the clairn shall be given by Director, Estt or an Officer acting an his
behalf to the CmIm for such excess amount. The CMRIER without demur shall hartdaver ta Dimdor, Estt the arhount af recovery and compamsation of wyment by demand dmft drawn in favour of Di~ctor,h t t or within 7
days on receipt of claim.
40, Bill in duplicate, as per specimen attached to this contract together with the
receipted copy of the convoy note for each trip shall be prepared by the
CBfiRIW to Director, btt. The payment of bills fa the CAMER shall be
made by SCDA (R&D),by cheque within 30 days of receipt of the said bill
pmvidsd that :
(a)
Handing over of the Defc?nce Stores and Eclnipn~entbelort!girlg 50 Director, Fstt has been completed :ri iiit.: satisfaction of the flirector or
an Officer on his behalf.
(b)
No claims has arisen in connection with the hill as a result of accident,
theft, loss, damage, delayed delivery or any other cause,
(cj
I-f services are not carried out as per the terms of this contract, dedilctions will be made in payment at the discretion of Director, h t t .
HNDEMNfFHGPBT1ION OF DIRECTOR, ES'IPk
4 1 . The CARRIER shall always be regarded as an independent contractor for
carriage and his employees shall not at any time be regarded as the employees of Director, Estt. Director, Estt shall not be liable or responsible: for
damage or loss or injury, if any caused to the life or property of any person,
whether they be employees of the CARRIER or third parties by reason of any
act of commission, omission, recklessness or neglect on the part of the employees or on the CAKRIER or on any person engaged by the CARIjIER in
connection with the contract of this transportation or incidental loading or
unloading, nor shall Director, htt. be liable or responsible for the claims, if
any, of the employees of the CARRIER under the Workman's Compensation
Act or any other Enactment cf Law. The CARRIER shall keep Director, htt
fully indemnified and harmless always on account of all claims and proceedings, if any, of their employees or others against Director, Estt.
NO LIABILITY ON DIRECTOR,ES1I"F.
42. Director, Este shall not be liable for any action direct or indirect that rnay be
instituted by any person or body of persons of Governrnerll against the CAR-
RIER in conr~ectionwith the transportation of Defence Stores and Equipment
belonging to I)irector, b t t and loaded on fhe CARRIEH'S vehicles for transportation and any consequent liability. The CAXIRIER shall keep Director,
Estt duly indemnified in this behalf.
FULL TRUCK LOAD
43. The 9 tonner vehicle loaded with Defence Stores and Equipment belonging
to I)irector, Estt a n full load basis, shall be exclusively far Director, t i t t and
no 0th.x materials or consignments shall be loadeci into the 9 tonner veklicle
either at ( b t t Name (IG Address) or betweer, h t t . and at outstations and vice
versa till the veilicle reaches the destination points.
44. The Defence Stores arid Equipments loaded on the 9 tonrier vehicle be fully
covered with tarpautins by the CARRIER. If the stares are not covered by the
tarpaulin, cost of the damages incurred during transit due
recovered from the CmRIER.
13
expostire will be
USES OH OTHER CARRIERS
45. Director, Estt. reserves the right to use other CARRIERS at his absolute discretion without assigning any reasons for transportation of Defence Stores
and Equipments belong to Director Estt to outstations as given on the Schedule to this contract and vice versa.
"fEWMHNATIIONOF CONTRACT
46. Director FBtt reserves the right to terminate the contract at any time during
the currency of the contract, if the services rendered by the CARRIER are rlot
satisfactory, or without assigning any reason.
SECURITY DEPOSIT
47. The CMRIER will furnish a Bank guarantee from any Natianalised Bai~kfor
Pis X0,000/- (Rupees Ten Thousand Only), valid for a period of 15 rnonths
from the (Pate of this contract to coverup any losses to Director, b t t .
8 . In the event o l any dispute or difference between the p.arties hereto, suc:lr
dispute or differences shall be resolved amicably by mutual consultation or
through the good Offices of empowered agencies of the Government. If such
a r~solutionis not possible, then the unresolved dispute or difference shall be
referred to Arbitrator to be nominated by Secretary, Department of Legal
Affairs (Law Secretary) in terms of Ofd. --. t~le~rt~~ratndun~
Nu. 55/3/1175-CF
dated 19th December 1975, issued by ti14 Cdbinet Secrc3taxiat (Deparfmvnt
of Cabinet Affairs) as modified horn tinae to time. Arbitmtion Act, ZZJ40 (10
of 3940) shall, however, not be applicbble to this arbitrntion in this case.
The award of the Arbitrator shall be binding o n thr partres to the cltsyute,
provided, however, any party aggrieved by such award rnay make a iurbhPr
reference for setting aside for revision of the award to tttc, L ~ Scc.retay
w
whose decision shall bind the parties finally and concltlsively.
49. Performance of this ilcpernent shall continue during the arbitmtion proceeclisngs
and no payment due or payable by Director, EBtt. silall \IG: witt-lhc?ldunless any
such payment is or forms part of the subject matter of bhs arbikatiot~proceedings.
STAMP DWY
50. The stamp duty, if any, payable on this contract under the laws in force ixr
]India shall be borne and pait1 by the Director, b t t ,
BIALHDITY OF 'rHE (CONTRACT
51. The duration of this contract is from --------- (date) fc:, ----.-....----A.
and will lapse automatically after that, unIess renewed, in writing.
(date),
Signed on behalf of the
Signature on behalf of
DIRECTOR, ESTI:
CXRKIER
In the presence of
In the presence of
APPENDIX T9
SAMPLE CONTRACT FOR STAFF CAR HIRING
(Ti) be executed on a stamp paper of Rs two or appropriate value)
COMTMCT AGREEMENT
1.
THIS ASREEMEN?' is made between the President of India, to be repre-- Defence Research
sented by Director, (DMS or as authorised)
-"
Ek. Development Organisatiotl, Ministry of Deferrce, New Delhi, on one part
(hereinafter
(:ailed
the
First
Party)
and
M/s
on
the
second
part
(hereinaf--------------.-.--.-----.-.
ter called the Secar~dParty).
2.
The agreemetlt will be effective from the date of signing of the Contract i.e.
(date).----.--
3.
Geaswal Terms & C6pnditioxts :
(a)
Only (~YP)
---__----- cars will be provided by the Second Party
as per the rvquirernent of the First Party. No other cars will be entertained by the First Party.
(b)
Drivers will be well versed with places in (City). 'They will be well
mannered and courteous to the Users.
(c)
In case the Second. Party is unable to provide (type of) -
(d)
The kilometer reading of the car will start from and terminate at %xi
Garage.
(e)
No kilometerage will be admissible for the driver to go out for lunch
or tea.
cars
on demand for any reason whatsoever, the First Party would be at
liberty to hire the cars from the open market and extra charges, incurred, if any, would be payable by the Secoid Pam.
(a)
Full Day : 'Full Day' would itnply mag@of the car upto 120 Kms run
and 10 hours duration. The rates would be as per Second Party's
i.e . (amount in figures)---,
quotations dated
,--,
(amount in words)
. In cqse the
.,-----------.,---..
car is used beyond-120 Mms or 10 hours, additional charges for extri
Mtns and hours at: the rate of Ils
artd Bs -- respectively would be adm~isible,according to the Quotation of the Secorltl
F'arty as quoted above.
(b)
MaHf Dq: 'Ilalf Day' would imply the run of the car upto 60 Krns
atid 5 h ~ u mduration arid the mtes would be as per Second l+at.ty's
Quotation dated ------"-----.--.----- i.e., (Amount in
figures)-------famotlnt in wads) .
.
- --.
If the car is used beyond 5 hours duration and beyond 60 Kms, then it
worlltl be taken as a Full Elay usage and the payment will be rnade for
the full thy. I'or additional Kms done wlthin 5 llours or additi~tlal
hours within 643 Krns run, extra charges Rs. --- ----. ---. per Mm
(Rupees-____--_- -- only) or (Rupees--only) per hour
wouirl be payable in accordance with the qrrotatiorr of fhc! Second
Party as mentioned above?.
*.
5.
Nlglmt Charges an(%81%
taxes extra:
"Ail tisxes extra" such as rlight cliarges, toll tax, passengqr tax, permit fee,
will be levied extra, only and exclusively tor outstation trips, whidr would
have a minimum limit of 200 Krn per day. Xf the vehicle is retained beyonci
10 hours (wiihin the city} and during hours of darkness, no NIGHT CkIARGES
would be Izvisd but only extra charges on hourly or kilometreaye basis (as
applicable ancl as explained in para 4(tt) above) would be payable to Second
Party. However, ear parking charges incurred will be re-irnbursed for local
duties on production of relevant receipts.
(a)
I~rrogerprinted Duty Slips will be used by tire Second Party.
(b)
The initial Krn rearling and starting time will be recorded by the Sec
ond Party on $he duty slip. Representatives of the Fint Party will
check the correctness trf the entries on arrival of the vehide at duty poir~t.
(c)
The driver will be responsit~iefor getting the folluwirig particulars endorsed on the Duty Slip by the user of the cars :(if T'inal. (closing) Km reading and place.
(ii) Time at closing.
(iiif
Signature with the name and designalioxl of the &Jii;er.
Bills will be? subnnitted by the Second Party, which would be fawarded to the!
- by the First Party, after scrutiny. F9aayment will bc?
CDA (l&l&D)tnade by CDA (R&I))
,..
"Fherater; mutualiy agreed to as above, based on the quotation of "rie Second
Party ctated -___-.
-behween the two parties will tot be revised for a
pried of one year flvrn -,---"-to
--unless
petroleum
rates revision is done by the God.
9.
The dumtion of this cor~tracrtis freitn .-----.___
-,-to
and will lapse automaiically after that, unless renewed, in writing.
*-.,-,
----+,
The Erst Party reserves the right to terminate the contrict with 30 days raotice, in
case the services rendered by the Second Party are not cansiclered satisPactory.
(Signature of the Proprietor
of the Transport Company)
(Second party)
(Signature of DOMSI
Authorisqd Clfficer)
Defence R&D Orgnnisotiotl
Min of Ilefer~ce
(Erst Party)
APPENDIX
LIST OF VEHICLE RECORDS/DOCUMENTKF~ON
'
1.
Unit Vehicle Register (IAFZ 2186)
2.
Vehicle I.og Book (IAFZ - 2197 (Revised))
3.
FOE Register (IAFZ - 2286)
4.
Vehicle Tool Kit Inventoric!~
5.
Drivers Car Diary (JAFZ - 2209)
6.
Trarlsport Indent/Requisition Fortars (IAFZ
7.
Mileage Card (IAFZ-2212 (Revised))
.=
-
2150)
APPENDIX 7E9
ACCIDENT REPORT FORM
- DRDO ESnSlLABS
Date and tirne of accident
Nature a%Accident
(i)
MT Acciderll
(iif Accidents title to trials/experiments
(iii) Other reason (mention i n brief]
Place of Accidernt. and Name of Person
affected (tnernber of publicJDIiD0 person~nel)
Cause of Accident
Effect of accident
InjuryIDeath
(ii) Damage to Govt Vehicle
(iii) Damage to property like stores
(iv) Other / Miscellaneous
(v) Any report filed with local police. If
yes, inclucle a copy of FIR.
(i)
In case of injury please indicate action taken for medical aidltreatment and
present status of affected person
Preventive/ Remedial measures
Whether court of inquiry has been constituted. If yes, give name of Presiding
Officer
COMPILED SOLELY FOR THE PURPOt$E OF ASS1STING REFERENCE
A~ciPBen*
Compensation for - 49
I%ocedure-incase of - 46
lnvestigatiofiar(1 of Inquiry - 48
Mepofi form - 67
ReguYarisatisn of Losses - 49
Badw&(H$Jb
Hitiny of 'rrimprt b r P e ~ o r n d.. 51
Vrocwement of Replacement Vekiclm - 9
R&w Cost, Maintenan= and Repa;ia . 9
-
cw 1 2 l n ~ 23
A ~ ~ P oofu I ~ ~
A 6 c ~ s o d -i ~.%
FOL ..41
-
Ressrd/Bacunrenhtjsn 42 62 66
-. 41.
Stock &&cartion - 42
Souace of Vehicles
-
Vehicles 41
C~msdemnation
Baitet-ies, Major k y s . , Tyaes & Tuba - -38
he&@
-
Hiring out GovL Trmport 43
Use for
Cempnsmtf on
MT Accidents .-49
Raealinn - 43
Mlefnsent
BA number 15
-
Aa~riisdioprof Vakfclw
Criteria for - 3
Essential Sewices 6
Far DHDO HQRS - 7
%,ocationof Labfitts. .. 4
Mmpower Sbrengih - 3
Matsdal limportation 4
Pmjed kfivity 5
-
-
BaPtsdaar
Condmmfion 38
Procurement 34
-
-
-
Hiring Trinnsport of Stom a d Equipment 51
Hiring Staff Gar for Persamel - 63
Delegation of Pewem
Sanction of Replacement (PE)Vgl.rickc4s by
Director, Lablbtt. ..8
DGS ast D
Rate Contract 14
-
Discard
Automatic - 36
BER Vehicles - 37
Btiys, Major Assys, Tyrts* Ik 'Tub=
Obsolete Vehictes - 37
Dispsal
Of Vehicles .. 39
Procedure - 40
- 38
D~ivem
C a Dairy 23
Licence .- 2
3
Short fdl of f 9
-
-
Reagpaopdatlebn ~i
Dedicatedffpecizdist Vehicles 21
Paqiect Vehicles 28
FOl*
-
-
-
Pirc
PremuBons - 33
Bedrarfaatlm a%
Lasses due to Awidenls 49
-
Accounting of 41
hcurmrnenf of 32
Storage of .. 32
-
Wapir
Major 28
Minor - 27
-
33iHng a~f
Drivers $9
Staff Cars - 18 13s 63
"ira~z~pnrt18
-
Rap@&
Form in case of Amiden& - 67
R o c d u e in a s s of Accidents 46
-
-
lnrsvaeOEgd%sn
MT Accidents - 48
Fdadde~aaaes
Asesrnent of
XPL. -. 39
-
Selection of Reputed Workshop 3Q
Ovarhadilsg
Major lithspiil. Agencies 29
-
Sndilsn of
Additio~fVehicles .. 11
Budgetary Provisions - 9
Replacement Vehicles .. t3
Specialist Vehides - 21
%Mce
Pattern Vehicles - 13
Flattern Vehicles Maintennnct? 29
-
Source ef
IZeceipt or'Vehicla - 41
Supply of Vehicles .. 10
Spares
Procurement - 33
'frads~
Ty~@iit
Coademnagon of - 38
Rate Contract - 314
Procurement of - 34
Pattern Vehida h c w m e n t k o u & Direct
Purchase - 14
Vezhiclae
Pattern Vehicles Maintmanm - 29
Aborisa8ion crf - 3
Pmcurement of 13
'1Pmncsga~k
Sauadio~wof additional - 11
Sandon boa Wiring - 38
S-onistg
of Replacemeslg - 8
Sewice Pilttecn -. 83
Spdal~t 15
'Pmde r)n%tolfn- 34
haters1V e M c b hcupemed h
q h DGSBD
=.
-