AGREEMENT FOR VEHICLE HIRE - INDIA

AGREEMENT FOR VEHICLE HIRE

               This agreement   is  made    on   this    ____________________________ day    of   2014  between                                            M/s _________________________________________________________________ (herein after called the Contractor whose term includes its successors and assignees) whose registered office is at _________________________________________________________________________ and is registered under ________________________________________________________________ and acting through its authorized official Sh. ______________________________________________ , and Department of Telecommunication. (Herein after called the DOT whose term includes its successors and assignees) whose registered office is situated at Sanchar Bhavan New Delhi and acting through its authorized official Sh.________________________, at DDG TERM Office at Bhubaneswar. The Contractor will provide Commercial vehicles on hire basis for DDG (TERM) for official use on the terms and conditions herein contained, and rates as mentioned in appendix-I. The “Contractor” has deposited Rs._________________ (Rupees _______________________________________________________  ) as interest free Performance Security.

               Now these present witnesses and it is hereby agreed and declared by and between the parties to these present as followings.

1.        The Contractor shall during the period of this contract that is to say from _________to ________ or until this contract is determined by such notice as herein after mentioned, will provide commercial vehicles not older than March 2010 year model, on the rates accepted as described in schedule vide appendix-I to this agreement. It is agreed by the Contractor that number of vehicles required is likely to change and may be demanded according to the exigencies of service by DOT.

2.        The Contractor shall comply with all the terms and conditions of TENDER documents contained which are part and parcel of this agreement and forms integral part of this agreement and also the following.

3.        The authorities of DOT indicated in appendix-I shall place an order for their requirement on the official Hire order form appendix-II (herein after called Hire order) and will receive acknowledgement from the Contractor for supply of vehicles. It is anticipated that the Contractor will supply vehicles to these authorities on regular basis until such time the contract is valid and the parties in agreement are satisfied with the performance of the contract.

4.        The Contractor agrees with the DOT and with each authority competent to order that every contract of hire order should be subject to the terms of this Agreement for vehicle Hire and in the event of a conflict between these terms and the terms in hire order, the terms of this Agreement for vehicle Hire shall prevail.

5.        Contractor will provide vehicles to DOT not older than year March 2010 model,  and registered for the commercial purpose only and taxes; insurance etc. due on such vehicles shall be the liability of the contractor.

6.        The Contractor should provide the particular model or make of vehicle as agreed upon in the contract. The DOT only reserves the right to substitute it with another similar vehicle. If for any reason whatsoever the DOT is not happy with the condition of the vehicle provided, the Contractor’s nearest office will be informed immediately and they should accept and liability to replace it as per requirement. If for any reason the Contractor is not in a position to provide a substitute vehicle as demanded by the DOT then the DOT will be free to engage a vehicle from the open market and debit the expenditure on account of it on the claims payable to the Contractor.

7.        Contractor will submit bills to the ____________  Section of _____________, of DOT on monthly basis for release of payment by DOT.

8.        The driver of the vehicle shall be provided with the duty slips by the Contractor where date, time Kms reading and places visited are to be filled in and signed by the users/ DOT officials. On the basis of these duty slips, the bills shall be raised to DOT by the contractor. Counting of distance will be from garage, but chargeable distance in this respect shall not be more than 5 kms in each way between user delivery address and the garage/normal parking place.

9.        If the Contractor fails to provide the vehicle to DOT and if the service is not found satisfactory enough, the DOT shall have the right to terminate the contract in whole or part as per clause 5 of Section VI of TENDER Document.

10.      In the event of any mechanical failure/ break down of vehicle after its reporting duty, the contractor shall arrange for replacement by another Commercial Vehicle. Not-compliance may attract penalty as per Clause 9(i) of Section VIII of Tender Document.

11.      In the event of failure on the part of contractor to supply vehicles as mentioned in the preceding paragraph, penalty as per Clause 9 (ii) of Section VIII of TENDER Document shall be imposed.

12.      In case of any accident resulting in loss or damage to property of life, the sole responsibility for any legal or financial implication would vest with the contractor. DOT shall have no liability whatsoever.

13.      The Tender Document No  NIT No. DDG/TERM/OD/Tender-Vehicle/2013-14 Dated 05/02/2014, which is annexed to this agreement, as schedule “B” shall form part and parcel of this Agreement and integral part of this agreement.

14.      That contractor is liable for any legal dispute/cases/claims that have arisen or may arise during the currency of the agreement in respect of vehicles provided by contractor. DOT will not be liable for any loss, damages, etc. suffered/ to be suffered by contractor or third party as the case may be.

15.      If for any reason the DOT is dissatisfied in any way with the standard of the vehicle or felt deficiency in service during the hire period, it will be reported to the Contractor in writing. The Contractor without raising any dispute on such assessment by the DOT regarding the standard of the vehicle provided or quality of service rendered by them may immediately replace it with another commercial vehicle on receipt of such complaint.

16.      The Contractor shall also be liable for all fines, penalties, and the like of parking, traffic and other criminal offences arising out of or concerning the use of the vehicle during the hire period and any toll Charges or entry Taxes payable locally and the Contractor accordingly indemnifies the DOT against all such liability.

17.      The Contractor shall not act as a broker for other hire companies or any individual and the contract will be valid only if the company signing the contract supplies the vehicles themselves from their own fleet. The Contractor will also ensure that they will not supply the vehicles to DOT which are either owned by employees of DOT or their near relatives as defined in Sch-IV of Company Act 1959 and Section-VII item (7) & (8) of the TENDER documents enclosed as schedule “B” to this agreement. A certificate to this effect is annexed to this agreement as Section-IV.

18.      In the event of any question, dispute or difference arising under the agreement or in connection there with (except as to matter the decision to which is specifically provided under this agreement), the same shall be referred to sole arbitration of the DDG TERM Odisha. In case his designation is changed or his office is abolished then in such case to the sole arbitration of the officer for the time being entrusted whether in addition to the function of the DDG TERM Odisha or by whatever designation such officers, may be called (hereinafter referred to as the said officer) and if the DDG TERM Odisha   or the said officer is unable or unwilling to act as such, than to the sole arbitration of some other person appointed by the DDG or the said officer. The agreement to appoint an arbitrator will be in accordance with the Arbitration and Conciliation Act, 1996.

19.      If the Contractor institutes any legal proceedings against the DOT to enforce any of its rights under this agreement it shall be in the legal jurisdiction of DOT where the vehicle has been hired and not the place where the Contractor has his registered office.

Signed ____________________                                                              Signed ________________________

For and on behalf of the DOT                                                                    For and on behalf of the Contractor

Name (caps) ___________________                                                      Name (caps) ____________________

Position _______________________                                                     Position ________________________

Date __________________________                                                    Date ___________________________

In the presence of Witnesses                                                                      In the presence of Witnesses

1.                                                                                                                     1.           

2.                                                                                                                     2.