पि म रे लवे

मु ालय कायालय
चचगेट, मुंबई
सं. WR-HQ0GENL(G1VH)/29/2020 िदनां क:- 10-12-2024
ित,
सभी पीएचओडी/एचओडी/डीआरएम/सीड ूएम/सीपीआरओ

िवषय:- मंडलों/कायशालाओं/अ तथा मु ालय/सीसीजी ारा वाहन िकराये पर लेने की सं शोिधत

नीित।
संदभ:- इस कायालय के िदनांक 22.02.2024 के समसं क प ।
***********
वाहनों को िकराये पर लेने के िलए पू व म जारी प सं ा WR-HQ0GENL(G1VH)/29/2020 िदनां क
22/02/2024 के तहत जारी िनदशों के ान पर, ‘वाहन सेवा िकराये पर लेने’ के िलए संशोिधत िदशा-िनदश
तथा समेिकत िनदश त ाल भाव से जारी िकए जाते ह।

यह प पि म रे लवे की वेबसाइट (10.3.2.55) पर होम पे ज पर “शे ूल ऑफ पावस” के मौजू दा

आइकन के अंतगत अपलोड िकया गया है ।

यह मु ालय िव की सहमित तथा अपर महा बं धक के अनुमोदन से जारी िकया जा रहा है ।यह प
पि म रे लवे की वेबसाइट (10.3.2.55) पर होम पे ज पर" श यों की अनुसूची "के मौजू दा आइकन के तहतभी
अपलोड िकया गया है ।
सं ल : ऊपरो अनुसार ।
UJJWA Digitally signed
by UJJWAL DEO

L DEO 11:38:23 +05'30'

Date: 2024.12.11

उप महा बं धक (सामा )
ित - अपर महा बं धक– कृपया जानकारी के िलए।
सिचव/प.रे -.महा बं धक की जानकारी हेतु।

WESTERN RAILWAY
Headquarter Office
Churchgate, Mumbai
No. WR-HQ0GENL(G1VH)/29/2020 Date:-10-12-2024
To,
All PHODs/HODs/DRMs/CWMs/CPRO

Sub:- Revised policy for hiring of vehicle by Divisions/workshop/other and HQ/CCG.

Ref:- This office’s letters of even no. dtd.22.02.2024
***********
In supersession of the earlier instructions for hiring of vehicles issued vide
letters No. WR-HQ0GENL(G1VH)/29/2020 dated 22/02/2024, the revised guidelines for
‘Hiring of Vehicle Service’ and the consolidated instructions are issued herewith for
immediate effect.
This letter is also uploaded on the Western Railway Web site (10.3.2.55) under
existing icon of “Schedule of Powers” on home page.
This issue with the concurrence of HQ finance and approval of Additional
General Manager.
Encl: As above. UJJWA Digitally signed
by UJJWAL DEO

L DEO
Date: 2024.12.11
11:38:43 +05'30'

Dy General Manager (G)

C/- AGM – for kind information please.
Secy/WR- for kind information of GM.
 REVISED POLICY FOR HIRING OF VEHICLE

Sr. Terms & Conditions Standard conditions for hiring of

No. contracts for Western Railway
1. Period Maximum upto 03(Three)Years.

2. Segment of AC vehicles (i) AC Sedan or AC SUV as per GeM portal for

SAG/NFHAG.

(ii) Premium Sedan as per GeM Portal for

CHOD, HAG & above and DRMs in divisions.
3. Segment of Non-AC vehicles (i) Non-AC Sedan or Non AC SUV for
SG/JAG/NFSAG or below as per GeM portal.

(ii) Non-AC MUV as per GeM portal having

provision of transportation of material for Field
Supervisors.
4. Maximum monthly ceiling Kms (i) HQ Officers – Upto 2000 Kms

(ii) Other than HQ– Upto 2500 Kms

Note:-
Maximum ceiling limit has been specified.
One can process for lower limit of KM based
on actual utilization/expected utilization &
depending on availability of option in GeM.

5. Maximum Monthly ceiling 320Hrs

Hours
Note:-Maximum ceiling limit has been specified,
one can process for lower limit of Hours based on
actual utilization/expected utilization & depending
on availability of option in GeM.
6. Maximum Duty hours per day 12Hrs.

Note:-
i) Maximum ceiling limit has been specified, one
can process for lower limit of Hours based on
actual utilization/expected utilization &
depending on availability of option in GeM.
ii) Normal period of working for monthly hired
package will be from 08:00 hrs. to 20:00 hrs.
The timing of the 12 hrs. period of working
may vary based on actual requirement of the
Railway Administration on day-to-day basis or
as required by user.

7. Penalty clause As per GeM portal.

8. Extra Kms. & Extra hours This should be included in estimate and
Bid document for offering rate by bidder.
Note:-
a. Theproposalforhiringofvehicleshouldbeinitiatedafterobtainingtheadministrativeappro
valofPHOD/DRM/CWMasperapplicableitemofMSOP.
b. Clear Justification for proposal for hiring of vehicle should be given.
c. Details of departmental vehicle and hired vehicle should be provided.
d. Financial implications should be worked out based on latest LARs preferably from
GeM for same jurisdiction/geographical areas. All tendering proposals including
interim ones for more than 03 months should be invariably through GeM portal only.
e. In case if hiring proposal is against the provisions available in detailed estimate of
the sanctioned work, then apart from linking the copy of the relevant provision and
outer sheet bearing the signature of sanctioning authority, the approval of the
DE/RE sanctioning authority for charging the proposed hiring of vehicle expenditure
against the sanctioned estimate also to be linked with correct Project ID of IRPSM.
f. For proposals charged to revenue, detailed estimate to be framed and got vetted.
g. Funds availability to be clearly certified.
h. The tender for hiring of vehicle is to be done only through GeM. Any exception
should have the personal approval of GM/DRM in terms of MSOP Part A Item
44(Railway Board letterno.2018/Trans Cell/S&T/Model SOPdtd.21.09.2020).
i. The Policy will be withdrawn or amended in event of Policy guidelines on the
subject of Hiring of Vehicles is issued by Railway Board.
j. The officials using hired vehicle will not claim Transportation Allowance in terms of
Rly. Bd's letter No. PC-V/2008/A/TA/2 Dt. 29/09/2009.Declarationto this effect
should also be forwarded to concerned finance officer of the unit dealing salary.
k. In case requirement exceeds specified limits regarding KMs & hours for HQ/Other
than HQ, then approval should be obtained from the level of authority competent to
sanction as per MSOP.
While exceeding limits as laid down in policy, the decision to be taken as per
specific requirements of rare situations keeping the best interest of the Organization
in mind and associate finance scrutinizing such proposals critically.
l. This policy for hiring of vehicle will apply to MSOP Part 'C', Item 47 (C) only
and shall not be applicable for the proposal processed under MSOP Part C
(Misc. Matters) item 47(A),(B),(D), (E), (F)&(G).Adherence to the conditions of
relevant item No. 47(c) of MSOP Part C to be ensured.
m. Any other Hybrid model of hiring of vehicle (wherein, while the vehicle has been
hired contractually, driver & fuel are being provided by Railways) is NOT in
accordance with the vehicle hiring policy of Western Railway and hence not
desirable. Further, it is re-iterated that all vehicles hiring tenders must be done
through GeM only.
n. The ownership of the hired vehicle must not lie either directly or indirectly, in any
manner whatsoever, with Railway Employee or his/her family
members/beneficiaries.
o. Deployed vehicles and Drivers shall be solely in control of the officer for whom they
have been hired and Service Provider (Contractor) shall not have the right to deploy
the deployed Vehicles or Drivers for any other work at his discretion.
p. The Salary to be paid to the Driver shall be according to the latest minimum wage
including DA (as applicable) prescribed by the Chief Labour Commissioner of
Central Government or State Government for Skilled labour whichever is higher.
 q. Driver of each hired vehicle is to be paid uniform charges @ of Rs.500/- per month.
In case incidence of not wearing of the uniform for more than 3 times in a month is
reported, then for that month uniform charges shall not be paid.
r. Service Provider(Contractor) shall submit along-with the running bills, the proof of
amount paid to the Government for the Driver(s) deployed against Statutory
Employer Contributions viz. PF, ESIC etc.

s. The service provider shall be responsible for ensuring compliance with the
provisions related to Labour Law [Central/State] and specially Minimum Wages Act,
Payment of Wages Act, PF, ESI Act, Contract Labour [R&A] Act, 1970 & Minimum
wages Act,1948, Workmen Compensation Act, Motor Vehicle Act, Motor Transport
Workers Act, 1961 etc. and any other relevant acts as applicable at present or in
future during the tenure of the contract and as may be enforced from time to time.
Onus of compliance of all the applicable Laws/Acts/Rules/Guidelines/Notifications/
Regulations/Orders shall rest with the service provider only and the buyer will not be
liable in any manner.

t. Total Extra hour charges claimed per month shall be paid to the Driver of that
vehicle as per the Contract by the contractor and proof of the same to be submitted
to Railway along with bills.

u. Contractor shall submit Documentary proof before processing the bills of the
Contractors by the Railway i.e. Bank statement of having paid the Salary, Statutory
Deductions viz. Drivers contribution of PF, ESIC etc., plus ‘Extra hour charges’ and
minus Deductions for non-compliance of standards of the services as per Contract
pertaining to the Driver, and Statutory Employer Contributions viz PF etc.

The GST applicable on respective items of the invoice shall be shown explicitly by
the Service Provider on the GST Invoice raised.

v. The log book will be maintained as per extant GeM policy guidelines.
w. The associate finance at HQ has suggested following additional clauses-

 Pre-availability of the vehicle with the firm as per the specifications.

 Driver should be on pay roll of the firm for at least six months prior to tender
opening date.

The tender inviting authority may incorporate these as special conditions of the
contract, where ever needed, with approval of the competent authority.
Authority: Railway Board’s letters & items of SOP 2018 :
1. No.2002/CE-II/Genl/1 dtd 01.10.2002, No.F(X)II-2006/PW/II dated 21.11.2006, dtd.
07.02.2007 and dtd. 15.05.2007 - item 47 C of part C
2. No. E (TRG)2010 (31)/3 dated 03.05.2016 - item 47 C of part C
3. No. F(X)II/2016/PW/3 dtd 14-09-2016 - item 47 C of part C
4. No. F(X)II-2006/PW/II 18.05.2017 & 15.05.2007 item 27 Part B
5. No.F(X)II-2006/PW/II dated 21.11.2006 - item 41 part A
6. No. F(X)II-2006/PW/II dated 15.05.2007 - item 41 part A
7. No. 2017/Trans/01/Policy dated 18.10.2017 - item 47 C of part C
8. No. F(X)II-2006/PW/II dated 10/10/2017 - item 47 C of part C.
9. No. PC-V/2010/A/TA/1 dated 07.07.2014
10. No. 2018/CE-I/CT/4 dt. 26.11.2018
11. No.2020/E(LL)/AT/MW/2 dtd.18-04-2024

**********

VIDYA Digitally signed

by VIDYA
PRASHAN PRASHANT
T MAYEKAR
Date: 2024.12.10
MAYEKAR 17:35:21 +05'30'