DRDO TRANSPORT POLICY. CUM PROCEDURE

8 998

PREFACE

DRDO scientists are today engaged in development of contempora~y state- of-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 match- ing 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 %or procurement, repair, maintenance, running and disposal of the transport vehicles requiredlased by DWDQ establish- ment. 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%aapfsr Subject

111 Aurtherisatio~fl of 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, @$her fitmsnt items aetd spares far vshiclles - FOL - Stomye of f 0 L

- Fire Precautions - Procurement of Spares - Tyms and Tubes - Batteries - Accessories

X Discard Policy f sr DRDO Vehicles .- General 10.1 36 - Iliscard of Vehicles 10.2 3 6

- Automatic Discard 10.2.1 3 6 - Discard of BER vehicles 10.2.2 37 - Discard of Obsolete Vehicles 10.2.3 37 .- Condemnatian of Tyres/Ttlbes/Btys &

Major Assys. 10.2.4 38

Xl Disposal of Vehicles - Circumstances under which vehicles

become due for Disposal 11.1 39 ., Obsolete Vehicle 11.3 39 =. Vehicles rendered surplus/\~nserviceable on

completion of Experimental Trials 11.4 39 - Procedure f ~ r disposal of vehicles

discarded or BER category 11.6 40

XlZt Accounting ab M.T. veebfclas, Vsebicls Tool Kits/ TooldSparea/FOB. atc. and Layout of MT Stclprsee - Source of receipt of vehicles 12.1 41 - Accounting of vehicles 12.2 41 -. Accounting of FOL 12.3 41 - Stock verification 12.4 42 - Layout of MTIFOI.. Stores 12.5 42 - Vehicle RecordslDocumentation 12.6 42

XIIHH 'P"Paneport fox A~nenity Purposes - 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@nt of BA Nurnbers ... Appx .. A

- Sample Contmct for "Transport Hiring .., 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, %Ire 5th 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~ire 1998" as enclosed.

2. 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.

3. Any ambiguity experiernced in implementatianlinterpretation of the proce- dure 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~ars faithfully, Ih

Under Secretary of Gavt. of India

C ~ p y fa :- I . CGDA, New DeIhi 5 Copies 2. Addl. FA (R) & Add\ Secy 2 Cop

ies 3 . All CCs (R&D) 2 Copies 4. Chief Adviser (Tech) 2 Copies 5. Chief Executive (CW8rE) 2 Copies 6 . CDA (K&D), New Uelhi 15 Copies 7. CDA (R&D), Barlgatore I 8 . DGAUS, New Uelhi 5 Copies

and Sub Offices 10 Copies 10. Director, Mgmt Services 800 Copies 9 . Directar (Fin/R&I>) 5 Copies I. I . I-lead BFA 2 Copies

1 Efficient and prompt nlovement of men and materials is sf paramount impor- tance to meet organisational goals of any departmerat. In the current sce- nario, 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@iopmenUalser trials, 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 consulidatelratiunafise the present adfloc policies/ procedures beirtg followed by DRDO LabsIFstts. This document aims at tay- ing down a broad poiiq far MT vehicles to meet the requirement of land tmnsportzstion without comp~amising the 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 con- sidered 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 stan- dards of endurance and safety.

(c) Induction of fuel efficient vehicles to achieve ecorlarny and minimisirkg the pollution to conforin to natio~lai policies on poIlution contrctl, have assumed utmost importance. The boom in indigenous automobile in- dustry now offers wider choice/scope to select the most suitable tmns- portation vehicles to meet the needs.

(d) The emphasis on speed of execution of projects and tibemiisation i r t

Govt policies call for enhanced delegatioxtJsirnplificatio~~ in proc:urc- ment of vehicles C3r fuel and lnaintenance through) authorised agencies or at the I,ablEstt level.

1.2 Issue of these ~ rde r s will 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 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.

8 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*FIIOM BASED 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, ex- perts nrld dignitaries.

(c) Movement .of regular cc>mbiitants as per tkwir entitlizments.

(d) Movement of security per;c,i ~14E d~itflm campi is,

(e) Movement of persoritnel for ally esset,fia-,i dutic>s 011f~.icl~' tuo~lciilg hours including security duties.

(f) Bank duties for cash collectiolt/deposit; delivery of urgent mail, personnel deputed for cash purchase and escort duty for classi- fied 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~l facilities 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~rnercial centres and other civil facilities such as hospitals and meeting of daily necessities for

the staff add extra road mileage to be covered artd would well justify additional requirement of transportation vehicles.

(dl Distant location of the LabIEstt also reflects on the requirerrrent of additional transport for the technical necessity of liaison/dis- cussions with institutes of higher learning i.e. Universities, Engi- neering Colleges and the technical libraries at these institutions to aid project work.

Project activity :

2.2.4 Major Projects and Propammes essentially require exterisive rnove- ment c ~ f ,naterials and personnel. These requirements, though are t ixar~ 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 (landing or 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 indus- txy .

fc) Tmnspurtation of cansultar~ts/experts to render on-site design, engiiaeering or quality control advice on the project hardware from the specialist industry or engineerindedumtional institu- tions 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.

e SpecialistlDedicated Project Vehicles : Requirement of special- 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 coordi- nating 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 es- tablishrnents 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 ( i f appli- cable to LabIEstt). Welfare of the personnel and their families will also be catered for while arriving at such decisions, con- sidering 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 peristl- ables 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.

(4 ) Security Duties : It is essential fo cater for tho trianspod require- ments of security staff, scritrics and armed guatd.s. S~ciiPify lmrisporl will be pmvitlsd to di~tylsecnrity officers for night rounds, espe- cially 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, addi- tional load on transportatiort will have fu be catered for in the interest of safegrldrding the assets.

(e) Mailll>AK Duties,

Ar&lTHOtlalSATB[ON OF VEHICLES AT DRBQ HQRS FOR OFFICIAL USE

Govt. trave authorised use of vshicles for boxlafid~ official duties at Weaclquar- ters. 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 rm 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/dis- cnssians etc.

(c) Transportation of Senior outstation officers from and to AirportIRail- way Station/Rus stand.

(d) Transportation of outstation officers from place (36 residerice to place of work and back.

(e) Other miscellaneous duties like cash collection,locaI purchase, dak delivery, hospital etc.

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 ve- hicle users.

CHAPTER - I I I

SANCTION OF VEHICLES

Sanctioni[lg of vehicles fails ui~der two categories :-

) Eleplacerner~t vehicles tor tEtc discardc?d/BER (Beyond Economical Repairs) category.

[h) Sanctioning of vel-licles f o ~ I-abs/Estts rlcwly former1 or dctditio~aal ve- hicles for existing i,abs/Estts for additional work loadlprojects.

3.2 The authority far sancfir~ning of 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 lat- est 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 au- thority 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~ts in terms of driver and tnainte~lance infra- structure already exist in the LabIEstt.

(c) Provision for expenditure on replacement is catered for in budgetary allocation of the LablEstt.

(d) Expc~nditure on 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 corn- pleted 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 ~ ~ ~ ~ t i n e mainte- 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 ex- penditure, 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 de- sign 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 effi- ciency arld contmlled pollution, will be borne in mind.

(b) Effort must be made to ensure! that mplacement vet~icles conformixlg to above, will have higher c a q i ~ l g capacity 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 ca- pacity 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 en- surecf 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) specifica- tions and will be duly inspected by the local inspection authority of DGQA inspection set up.

(g) While si~nctioning replacement 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 cov- c?red by rate contracts, these will lilorhrever be directly procured from the manufacture~Itheir artthorised 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 S ('ti&D) Member

Ijirector, MPD Member Secy

The i~iec?tixlgs of 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 infm- structure 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 ex- penditure 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 pro- cessed 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 OF VEHICLES

Prociirement expenditure on new vehicles, replacement vehicles, accesso- ries, 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-~rocurernent of materials in accordance with the 'MMeyials Manage- ment Policy - Dee '96" promulgated vide GOI Minist~y af 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~en can- sidered 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 bud- getary 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 QjNCLUQBNG MA(]IOR ACCESSgbRlES,'fi Pa RES)

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~/suppliers are avdiilable at DGS&D Head Office and Regional Offices. DiWgO Labslktts should pmct~re tfreia 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-DIRECT PURCHqASE (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 ~ P main 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, i f 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~s to thesc. basic vehicles will be based on the guidelirtes laid dawn in CWR. These rnodificatioi~s, if eatmnot be undedaken by ffte selected supplierrilrnanufactt~r- em, will be assigned, under a clevc?iopment'fabricati~n courtract 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~ts arc! allotted Broad Arrow Numb~rs i.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 hear- ing 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 insur- ance 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~faeturer alongwith the photograph of the vehicle will also be supplied to IiKrD It-IQrs, while forwarding proposals for allot- ment 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 Isre- fix to the vehicle rzgistered/l3A number. 'This will also apply to project prototype vehicles.

4.10 PROCUREMENT OF VEHICLES F%TTED WlTH CA'iTAl.'VTlt: CONVERTERS

It is essential to limit/control the pollutarlt ernissiorts frorn vel~icle exhaust 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~s where 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~ntatiort of the transport ficd i s 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~a of ve- hicfes. 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~nprove public aware- taess on DKDO.

iii) Exhibitions with a view to attract industry for participatioil in defence hardware projects.

iv) Visit of official digtlitaries of GOI. o~rlitlent Scientists invited for lectures. foreign Govt official visits as apl~rovcd by R&l) fdQrs a t ~ d consultants for specific: advisory tasks.

v] Relief and protective operations during natural calatnities i.e. earthqt~akes, iire, floods, incessant rains e tc.

vi) 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 !-%iring of 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~sport pending approval of transport sanctior;in~positioniny, will be met from the specific burigetary dllo- cations made to the I-altsiEstts under L.K? brndget allowed for rep lac^- merits, a-qaair a i d maintei~ipnce as 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 h cases through respective Technical Ilirectors to DOMS for pro- cessirlg sanction of G.O.I., if additional funds are required.

(c) In cases of unforeseen emergent circumstances mentioned at para 5. l (c j (v) above, telephonic1FAX approval of CFA concerned will be sought and ex-post-facto sanction of competent aut,horityf obtained, 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 pow- ers delegated to Directors/R&D IiQrs for "Transportation of Mate- rial1Eqtlipment" 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 consid- ering 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 admixlisltra- tive 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%isl ve- hicles for time burl$ major projects1 pmgmmmes. kential, conditions for the sa~~ction sf such vehicles excl~lsively for 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~rnmes sf lesser duration (2 years) this re- quirement 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 fabrica- tion of specialist vehicles to be designed and fabricated under designlfabrim- fion eontrzdcts.

6.3 REABPROBRHApYO]RI OF PROJECT/IT/PROGRAMME VEHICLES

The procedure for dispsa6lreappm.opriation of all capital assets, which have resi<iual life on campletion of projectlpro~mrne, is given under the " Ac- collnting 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! ~eappmpfiated a under :

(a) The M.T. Vehicle (including driver if specificalty positioned) will as first priorify be reappropriated to new projectlpropmme necessitat- ing such vehicfe. The new inductions, to .Q put up for sanction under the new projectlpro~mme, will aceordingiy be with-held.

In @as= where new pmjectslpm~mmes do not require the tased we- klkle, the safne will be ~.nersd with the general poll of the Lablbtt.

- Such vehicle will be used for their balance of useful life and their re- placement will not be permitted as brought out in para 3.6 (dl.

(c) 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 require- ments 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~PPROPRHATBON OF DEDICA~DISPECHALIIST VEHICLES

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~one user Mals, such as lndra Radar etc will be deemed as production proto- types, These will hence be not disman~ed for p u p s e oft reaippm- priation 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;ral facility for similar oil- goinglfuture 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 %tag basic vehicle will be utilised by the bbl&tt far further conversic~nirestora- tion to the best advantage of the State.

RUNNING OF VEHICLES

GENERAL (MILIITAIQV DRIVING 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~ilitary driving 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~sured that the vehicles are kept under optirnum run~ting contfitions 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, X,og Books will be maintained for the vehicles acquired from the trade sources. Vehicle Log Roc~k Rearing 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, Ambu- lances, 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 re- ceive 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 Direc- tors 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 cclrnme- ncemerlt of the duty so E ~ S to 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~nauthorised journeys 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 "'Re- marks" 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 (1 990) page 40 Para 100.

7.4 All running in connection with maintenance, testing, repair and static run- ning 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 con- sumed 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 ve- hicle. 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"$tts as 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~ment duties.

(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 ) The offic:er demanding transport/usc.r will be asked to submit the explanatior~lrciasoxls indicating the exact nature of duty per- formed in support of the boriafides of the journey.

ji) 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~t recovered.

'7.6 "Fhe charges recovered for unauthorised, non-bonafide duties will be at nor- mal rates.

7.7 METEMGE RUN BY INDIVIDUAL VEHICLES

liestrictions are imposed on n~eteragelrniieage run cturirlg each year in the Defence Ssrvices/Units, so as to ensure even distribution of distance run by number of vehicl~s held 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 distrib- uted and the same vehicle will not be repeatedly used for different assign- ments.

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~drly reporting of defects. It has the object of Ireeping vehicles in excellent ru~l~~il l !? order 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 regu- larly maintained and the personnel who drive and maintain these vehicles, discharge their responsibility efficiently. Directors may delegate this respon- sibility 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/F3ttl by 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 authorisedlre- puted agencies. 'The periodical inspection/maintenance/n~inor repairs can, however, be carried out at the Lablbtt who have suitably quali- fied 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 acces- sories, 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 Ser- vice 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 ~pairs .

(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/btts based on urehicles in- spection ~ p ~ d s , forecast 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, main- tenance 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~a with the agency/manufactu~r',6 authorised 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 %aia$ to 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 ve- taicle and get these repairsloverhaul done from alternative sources i.e. a\dhorise$lreputed agencies. This is applicable to vehicles oh- tainable 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. %n such 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, en- gine, 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 non- existance 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 lo- cated 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 regis- trilltian 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/sub- assemblies. 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 repair agencies as per the mtes B ~ c I Q ~ ( ? ~ in the rate lists tat the time of their registmtion.

8.12.2 'Fhe Directors will lase their discretion far con~nuatican or wr~10val of 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~receipted alanwith repair ortier and payment disbursed to the maintenance agency by Labbt t or thro:~gh (XI.4, as appli- cable 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.

8.14.1 The MTO or the officer entrusted with the responsibility of control- ling 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 e n t s of k-fll,, the l,nbs/Eskts may adopt any one of tiat? fol- lowing modes of g.troc:tar~nler)t as coalsidereti irmst suitable and convenient :-.

fa) Where ASE: supply is feasibje/avi~ilable nearby, this source of supply may be tithkisrsd to draw maxi~num advantage provided the ASC at!.. thorities are agreeable to cater for BRDO requirements

+

) Wia~re practicable 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~liremenb of FOk may be rnet from the nearesi retail outlets of the national oil companies

( 1 Requirements of trilleaded petrol used for vehicles fitted with Cata- lytic 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 bud- get-head arid consumption resfricliect to the annual ceilirlgs as pre- scribed from time $0 time!

9.2 STORAGE !IF FOL

For meeting bulk requirements of FOL through the natiorlalised oil cornpa- nies, the iI,abs/E~xttu will 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 ~ G ~ I ~ Iower than $hit

retail rates c h a ~ e d by the taile en.

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.

g04 PROCUREMENT OP SPARES

For perfect upkeep of tkra vei~ieles in DRDO B,abs[lE=stB..;, i: es esser~tial .Li.aiat

the genuine spares ate r~ro~tlr~?"(!( ~ O R I the 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;lg rrales for purchase of ~~rasrrprietaq article;; Ltzt this classificirlk~n may net wholiy apply to such purcl~ases due to t h ~ fact thal there are likely kr! be a number of outlets. Far this rwson, where valsyittg pris~s arp ccHaargeck by a number of authorisad deiale~, a cost comparison by terxdering (even on limited tendering basis), would bring out i tie most eccsrrczmnc price arid Iead ta savings in GOV~ exper~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 r of pafer(r?nce will be adofried :

(a) Impodant Pitmetat items like lyres, tubes, batteries thal are covercxl by mte contract should as a first pmceder~ce Ire pracmrct-l against I)(;S&.I.ll) rate conimcts, by the bbslEstts as DDOs.

(b) ]In cases where ithe spares are rltrt c~veretl by ths KSC;S&E) rate COIL-

tracts, these wiBl be procured imn~ Ithe authouised dealers, followiir!g norma% procedu~.

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.

9.6 TYRES AND TUBES

Tyres and Tubes rcxeived as origirial eyuiprnent are requirect to perforrn sat- isfactorily, the requisite distance of specified Kms under normal use as a war- ranty clause. Any manufacturing defect detected during the course of war- ranty shall be reported to the mar~ufacturers for free replacement. The lyres which have completed the specified Kilometreage run, would need replace- ment 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~e care will, however, be exer- cised 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~ssories such as uptlolstery, fendersiguards, additional back view mir- rors, actelitional locking system, burglar alarms, conversio~i kits etc. are nor- mally mat~ufactured by 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~l rnacite r~rlcler sub-head "Transport Running and Mainte- nance" 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 accor- dance 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 accessa- r 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%owecl ina 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 (MC) - 1,50,000 h 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 frirm- tage/kilometerage will be af the discretion of the E9ir~ctors of 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 M1'0 wiPI initiateifill the 'Fcchiaical %n- spection 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 wen approval, the vehicle will be disposed off' as per the pr~cedur~. J

irt g:klnpler XI and re~~iacemenl procure{! in acsc:~rdance with tbte pro- cedure indlmted in Chapter 11%.

2 G . 2 2 Dbcard BER Vehicbes:- At times, due to unfc~reseen cir@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 cir- eurnstances and mcord their Iindinp. After cornpietian of all formali- itss/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~dBEH C: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 foflowed by the concerned &abs/bti&.,. The Wedona! Station bardlo will have the following composi- tisax-

0) Sdentist YEquivahwt or abvt? - Chairman

$P) An FME officer or an officer twith nwmob"ele specialisation - Member

(Pi) K O of %he concerned Lsblbtt - ' Member Sec:y

Tlie Re$og%ai Statbaa Baads will ckwk a11 detaib and conlptete the Techniml Imaspec8i~;rn Repod [vehicle) bm IM(Em)E0-3 for atbda- inq 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) &or nppm~ral, bclfo~ initintirig dispo~llreplawment action.

X 44 .,% .3 Rlismrd of ~bsofets vehicles :-. ' h a Government may d e c l a ~ 'oobso- Bets9 some old elass of vet~icles due 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~itable rel.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 condemna- tion of tyresltubeslbtys and major assemblies like engine, gearbox etc. The Board will consist of following members :

(a) One Sc 'E' or eqvt. and above .. Presidiriig Offi- cer

(b) Stores Officer - Member

(c) MTO -. Member

(d) Suitable 'Fechnical Officer - Mernber

'The Board will assess the condition of stores put u p to it for condetn- nation and will declare the stores as serviceable, unserviceable or re- pairable.

CHAPTER - XI

DISPOSAL OF 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~d BER (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 loss9 which 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 xecle- played for other tmnsportation assignment by the i,ab/Estt

11.5 Fitlnent items from the vehicle seflt~nced for 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;entIceable materials 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~ible park/sub assemblies frarn the vehicles intended for tlisposal; far their use as replacement spares for other vehicles of same class, held in the hbslbt ts , will be left to the prudent discretion of the Di- rector of the LabIlEstt considering the cast effectiveness of the cannibalisation.

1 % ,8 With a view fo avoid misuse, pilfemge arid further tleterioration of the con- dernnedldo!vngraded vehicles, it is cox~sidered expedient to take prompt dis- posal 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 Source for Sen~it:r? %Sat.terr) Vehicles: The ve?hicles isued frorn Central Veilides Depot will be supported by Issue Voucher, Ve11icIe Kit List, In- spection Report, Xnsh1cfiod01xm~un. cum-Maintenance Martual, L.og Bools.

(b) 'Ti-ade Source : Vehicles p rocu~d thmtagh DGSW Rate Contract or di- rect purchase fmrn mar~ufactu~rsjautho~sed dealers shall 'tx suppaded by the St~ppl ie~ Invoice, Xr&wctinn and Opm~ork cum 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 invento- ries 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 subse- quent issues will also be reflected in the FOL Ledger and concurrently era- tered 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~sement will be (Measuw-Weigfit etc) made in the led- ger 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.

:12.4 STOCK 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 endo~emnt for 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~d appmpriate 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 or~nised folfowing 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 ~ s superintendent 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~ms and 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 accor- dance 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. Hir- ing 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~e to 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 offic- ers in pussessio~l of private cars) far Service Officers and free of charges to other ranks (conthatants). 'The rateslhire charges for different types of ve- hicles are notified in Govt orders from time to time.

13.2.1 'The purposes for which the Gov! la cnra be sanci-iorsetl i 2 ~ ame- nity run are:-

(a) For recreational visits to ~eighbouring tetwne, and stations. (b) For visits to places of historicavtourist interests e.9. forts, his-

torical caves, battle ~ o u n d s , wild 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 pur- poses 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 ame- nity 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&zs in p~e fe~nce 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 mini- mum

(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

g The periods of use wii! he defined so as to minimise tirne spent irl idle halts

(21) Car diary with the words "Rec~ational Journey" written in red ink against %he heading "Specific Nature of Duty", will be used. The endorsernent will ba signed by the officer authorising the journey.

0) No inc~ase in 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 in- cluctc! the family menaben and their guests inclalding hdies

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, ealcu- lafed 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 &he deciding 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~d to 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-charge M.T. (M.T.0).

M,Te ACCIDENTS 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 in- volved in the accident belongs, will be respox~sible that the police are in- formed, 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.

14.2.1 As 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~espective of 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~liy authorised 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 wind- ing or any side turnings, shown in a sketch) and the state of the surface

(g) *'The position and direction of the vehicles concerned illk~fmted by a sketch or sketches, showing wheel t-raclrs and distances as accurately as possible

(h) The estimated speeds of the vehicles concerned

(i) If the accident occurred after lightins] up tirne, what lights the vehicles concerned were using

(j) Whether the wehicles concerned gave warning of approach, and the action taken by the drivers concerned to indicate whether such warnings had been heard

(k) How far apart the vehicles concerned were, when they fint carne into view of one another

(1) What steps were taken or amitted to be taken by the parties concerned to avoid the accident

(m) Particulars of the occumnce itself (n) 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 con- cerned, toeR&D HQrs (DMS) by the fastest available means as follows :-

(a) First report ~ t i ~ r3cr:idant ~jiving intimation in brief through fax / teledtelegarn etc, within, 24 hours of occurarace. l[n this con- nection 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 recomxnen- ddtions 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..3.1 I n 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.

14.3.3 Wherv considered neressary, refererace rimy be dr;lwr~ frorai Lhtl Motor Vehicles Act 1988 and Mechir~licnl VeflicIes Ik-'yllliiiir)rls for the Army 1990 as arnonded from time to t i r~~e , for 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~led r:)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, t h c ? 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~nscrliws with the latest provisio~is contained in the Motor Vehicfes Act 1'388 as arnerlded in this regard so as to settle st~cl-i caws 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 Ijecas- sary. 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~rovided by 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

15 . 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 ----- day of - Nineteen Nir~iy ------ is effective from _____--.- t? --__.. ---- bekveen t.he 13~siderit of tnndia, represented by Director, (ESTI', NAME AND ADDRESS), Mirlbtry of Defence, hereinafter referred to as Director, Estt (which expt-cls- sion, 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 cost- ing as per the order No. -,- dt- for trans- portation 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~.tiiing delailv 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~ling of a vehicle at outstation at a time and date tile C m R I m shall be given 96 &lours notice 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~icle and 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 i r k 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 posi- tion tkae vehicle described i ~ a para 23 below at (Estt, Narnn Ik. Adcfrclss) ar at olztstation, at short notice given by Director, Estt. or by an Officer aciir~g on 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. "%"he CkjRHER shall position a 5) toxlrler vefiicle with a body length of 18 feet on or before the specified time, date and place.

14. The rates rnenfio~ted in 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~all toads, 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 sta- tions shall be arranged by the CARRIER, for this purpose, the CARRIER shall always have atleast 5 loaders alongwith their vehicle at (btt . Name E3r. Ad- dmss) or at outstation. Loading time at (Eqtt. Name & Address) and unload- ing time at outstation and vice versa shall be within the workng hours i.e. 0830 to 1 700 hn at (Estt Mame & Address) and at oulstinliorls as per the working hours therein. Loading time at (£33. Name & Address) ancl alnlsad- ing time at outstations ar~d vice 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~nt of 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 Direc- tor, 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 (kt t . 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 de- cided 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%tt shall be transported fmm (Gtt hmc! & Address) to outstations and vim versa in the same 9 totlner vehicles without $mnsshipmen"rranless vehicle break- down enroute snd the vehicle is to be ~ p i m d the~kgt ~ s u l ~ n g in undue delay.

22. CARRIER shall unioaci stores and equipment belong to Director, f i t t 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/DETENTiION CHARGES

23. CARRIEII to report at 0900 hm in the morning on a t~~orliing day, if CAR- RIER 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 re- ports at any time after 0900 hps a loadindunloading time of 12 hrs will be counted. if any delay occurs beyond the 12 hrs loadin~unloadincq time, 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~rs more than 12 will be counted ias full day.

24. If transshipment etimute becomes unavoidable far reasons other than mern- tioned in para 18 above, the CMlRlm shall furnish the information to Direc- tor, 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~ent was 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 acci- tient.

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~voy note 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~ted and 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 ve- hicle 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 rnaxi- mum 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 re- r: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~ctor Estt (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 de- mur shall hartdaver ta Dimdor, Estt the arhount af recovery and compamsa- tion 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, bt t . 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~ent belort!girlg 50 Di- rector, Fstt has been completed :ri i i i t . : 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, dedilc- tions will be made in payment at the discretion of Director, h t t .

HNDEMNf FHGPBT1ION 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 employ- ees 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 em- ployees 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 proceed- ings, 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~ection with the transportation of Defence Stores and Equipment belonging to I)irector, b t t and loaded on fhe CARRIEH'S vehicles for trans- portation 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 13 expostire will be recovered from the CmRIER.

USES OH OTHER CARRIERS

45. Director, Estt. reserves the right to use other CARRIERS at his absolute dis- cretion without assigning any reasons for transportation of Defence Stores and Equipments belong to Director Estt to outstations as given on the Sched- ule to this contract and vice versa.

"fEWMHNATIION OF 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~k for 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~solution is 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 ~ w Scc.retay 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?ld unless 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. (date), and will lapse automatically after that, unIess renewed, in writing.

Signed on behalf of the DIRECTOR, ESTI:

Signature on behalf of 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- sented by Director, (DMS or as authorised) -" - -- Defence Research 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~d Party).

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 enter- tained 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) - 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, in- curred, if any, would be payable by the Secoid Pam.

(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.

(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 quotations dated ,--, i.e . (amount in figures) ---- , (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 - -- re - spectively 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 m duration 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~rroger printed 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 wil l check the correctness trf the entries on arrival of the vehide at duty poir~t.

(c) The driver will be responsit~ie for getting the folluwirig particulars en- dorsed 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! CDA (l&l&D)- - by the First Party, after scrutiny. F9aayment will bc? tnade by CDA (R&I)) ,..

"Fhe rater; 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~tracrt is 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 - 2150)

7 . Mileage Card (IAFZ-22 12 (Revised))

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 (i) 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.

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* Badw& (H$Jb Compensation for - 49 Hitiny of 'rrimprt b r P e ~ o r n d .. 51 I%ocedure-in case of - 46 Vrocwement of Replacement Vekiclm - 9 lnvestigatiofiar(1 of Inquiry - 48 R&w Cost, Maintenan= and Repa;ia . 9 Mepofi form - 67 ReguYarisatisn of Losses - 49 cw 1 2 l n ~ - 23

A ~ ~ P o u I ~ ~ of A 6 c ~ s o d i ~ - .% FOL .. 41 Ressrd/Bacunrenhtjsn - 42 62 66 Souace of Vehicles -. 41. Stock &&cartion - 42 Vehicles - 41

h e & @ Hiring out GovL Trmport - 43 Use for Raealinn - 43

Mlefnsent BA number - 15

Aa~riisdiopr of Vakfclw Criteria for - 3 Essential Sewices - 6 Far DHDO HQRS - 7 %,ocation of Labfitts. .. 4 Mmpower Sbrengih - 3 Matsdal limportation - 4 Pmjed kfivity - 5

BaPtsdaar Condmmfion - 38 Procurement - 34

Cempnsmtf on MT Accidents .- 49

C~msdemnation Baitet-ies, Major k y s . , Tyaes & Tuba - -38

Hiring Trinnsport of Stom a d Equipment - 5 1

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= - 38 Obsolete Vehictes - 37

Dispsal Of Vehicles .. 39 Procedure - 40

D~ivem Ca Dairy - 23 Licence .- 23 Short fdl of - f 9

Pirc PremuBons - 33

FOl* Accounting of - 41 hcurmrnenf of - 32 Storage of .. 32

33iHng a~f Drivers - $9 Staff Cars - 18 13s 63 "ira~z~pnrt - 18

lnrsvaeOEgd%sn MT Accidents - 48

Fdadde~aaaes Asesrnent of XPL. -. 39 Selection of Reputed Workshop - 3Q

Ovarhadilsg Major lithspiil. Agencies - 29

Reagpaopdatlebn ~i Dedicatedffpecizdist Vehicles - 21 Paqiect Vehicles - 28

Bedrarfaatlm a% Lasses due to Awidenls - 49

Wapir Major - 28 Minor - 27

Rap@& Form in case of Amiden& - 67 R o c d u e in ass of Accidents - 46

Sndilsn of Additio~f Vehicles .. 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~ haters1 VeMcb hcupemed h q h DGSBD

Rate Contract - 314 Pattern Vehida h c w m e n t kou& Direct

Purchase - 14 Pattern Vehicles Maintmanm - 29

'1Pmncsga~k Sandon boa Wiring - 38

Ty~@iit Coademnagon of - 38 Procurement of - 34

Vezhiclae Aborisa8ion crf - 3 Pmcurement of =. 13 Sauadio~w of additional - 11 S-onistg of Replacemeslg - 8 Sewice Pilttecn -. 83 Spdal~t - 15 'Pmde r)n%tolfn - 34