Hired Vehicle

       10 (Ten) Point Highlights      

Eligibility:

(i) Latest comprehensive instructions regarding hiring of private vehicles for official use by State Government Offices has been explained in FDOM No.15836 Dt.27.05.2025.

(ii) The revised rate will be applicable to new contracts for which bids will be invited after issue of this office memorandum.

(iii) Only those HoDs who do not have an earmarked vehicle and who have to perform extensive tours, will be allowed to hire a vehicle at par with Collectors/Superintendent of Police on case-to-case basis with prior concurrence of Finance Department. The mileage, as prescribed above, shall also be applicable for equivalent model of Government Vehicles.

(iv) Officers in the rank of Additional secretary and above or equivalent and Heads of Department are entitled for independent vehicle' Provision of "Pool Vehicle" shall be made only for the officers in the rank of under Secretary / Deputy secretary / Joint secretary or of equivalent rank working in State Government Departments and Heads of Department.

(v) A model Service Provider Agreement is at Annexure-ll and the Log Book format is at Annexure-lll. (Page 7 to 16 of FDOM No.15836 Dt.27.05.2025.)

(vi) The hiring charges do not include fuel cost (petrol/diesel) which is to be paid separately basing norms.

(vii) The vehicles shall not be older than three years at the time of submission of bid. Vehicles older than seven years should be replaced by new vehicles by the service Provider.

(viii)  The period of the contract shall be for a period of 3 years which may be extended by maximum 1 year subject to satisfactory performance.

(ix) Vehicles used by Officers of the grade of Heads of Department and above up to maximum of 2500 kms in a month. Vehicles used by other Officers and for pool duty up to maximum of 2000 kms in a month.

(x) ln case of variation exceeding 20%, Administrative Department shall accord approval recording the reason of variation. 

(A) FOR OFFICIAL USE
SL	Category of Offices	Maximum MonthlY Hiring charge (exclusive of aPPlicable taxes) (in Rs )		Minimum Average Mileage (In Km/lit)
		Present	Revised
1	Blocks/ Tahasils /and other filed offices	31,000	37,200	10
2	District/ Range level offices	20,000	24,000	17
3	Collectors/SPs/other equivalent officers (for their own official use)	37,000	44,400	10
4	Heads of Department / Administrative Departments (Pool vehicle)	20,000	24,000	17
5	Speciaf Secretary / Additional Secretary / Director (For their own official use)	26,000	31,200	17
6	Principal Secretary /Commissioner-cum-SecretarY / other equivalent officers (For their own official use)	30,000	36,000	12
7	Officers of Apex Scale	42,000	50,400	9
8	Hon'ble Ministers & Other Dignitaries	42,000	50,400	9
9	College / University / Training Institute (Bus)	85,000	90.000 (32 Seater)	6
10		-	71,500 (25 Seater)
11		-	58,500 (15 Seater)
(B) FOR SPECIAL PURPOSES
SL	Type of vehicle	Maximum MonthlY Hiring charge (exclusive of Applicable taxes) (in Rs )		Minimum Average Mileage (In Km/lit)
1	TATA Ace and Equivalent (LGV)	33,500		16
2	Mahindra & Mahindra Pick up Van/Bolero CamPer/Tata 407 Pick UP and equivalent	42,000		6

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RELEVANT CIRCULARS : HIRING OF VEHICLES

HIRED VEHICLE IN GOVERNMENT OFFICES : LETTERS & CIRCULARS ----
Category ⇅	Letter ⇅	Date ⇅	Subject ⇅	Level ⇅
FDOM.	15836	27/05/2025	Comprehensive instructions regarding hiring of private vehicles for official use by State Government Offices	Hiring Vehicle
FDOM	11915	15/04/2025	Renewal of contract for hiring of vehicles	Hiring Vehicle
FDOM	35340	19/12/2024	Clarification regarding payment of engine oil for vehicles deployed on hire basis.	Hiring Vehicle
FDOM	2477	29/01/2024	Monthly Hiring charge of Pick Up van	Hiring Vehicle
FDOM	22924	14/08/2023	Comprehensive instructions regarding hiring of Private petrol/ diesel vehicles for official use by State Government Offices	Hiring Vehicle
Letter	29819	30/11/2022	Hiring of vehicles for official use by State Government Officers	Hiring Vehicle
FDOM	33326	27.09.2019	Clarification on “Hiring of Private vehicle for official use by State Government Offices-Revision of hiring charges and related guidelines”	Hiring Vehicle
FDOM	30464	06.09.2019	Hiring of Private vehicles for official use by State Government Offices- Revision of hiring charges and related guidelines	Hiring Vehicle
FDOM	27037	08.10.2015	Revision of Hiring charges of private vehicles and fixation of mileage of hired vehicles and Government vehicles	Hiring Vehicle
FDOM	34085	29.09.2012	Hiring of private vehicles for official use by the offices under the State Government	Hiring Vehicle

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Terms and Conditions for Hiring Vehicles: 

i. Administrative Departments can hire vehicles, at their level, for official use in substitution of existing Government vehicles after completion of condemnation and scrapping of the vehicle in terms of guidelines issued by Commerce & Transport (Transport) Department' 

ii. Hiring sought for, without condemnation of existing vehicles and hiring of vehicle for new offices/entitled officers, will require prior concurrence of Finance Department' In case any vehicle has been hired with prior concurrence of Finance Department, no further concurrence of Finance Department is required for successive renewals or fresh contracts. Head of office concerned is empowered to renew the contract or go for a new hiring contract. However, hiring must be discontinued immediately if the vehicle is no lo-nger required for the office concerned or when the post of the officer concerned falls vacant' 

iii. The procuring entity shall follow a transparent bidding process for selection of the Service providers for hiring BS-Vl emission compliant Vehicles. A standard model bidding document (MBD) is at Annexure-l. 

iv. The hiring charges do not include fuel cost (petrol/diesel) which is to be paid separately basing norms 

v. The vehicles shall be in good condition and shall not be older than three years at the time of submission of bid. Vehicles older than seven years should be replaced by new vehicles by the service Provider. 

vi. The Service providers will ensure that the vehicle is kept under optimum running condition and avoid accidents attributable to lack of maintenance/upkeep. The hired vehicles cannot be used by the service provider for any private/commercial purpose beyond office hours or during holidays. 

vii. Vehicles may also be hired through electronic platform such as GeM etc. by adhering to the aforesaid norms. While floating the bid, it should be specifically stated that hiring charge does not include cost towards fuel which is to be paid separately basing on norms.

viii. The service provider shall have a valid GST registration to participate in the tendering. 

ix. The service provider, participating in the bidding process under the jurisdiction of Municipal Corporations, shall be registered on GeM platform. 

x.The recurring expenditure involved in hiring of vehicles shall be met from the Budget sanctioned for respective Offices under the object head of "Motor Vehicles"' 

xi. ln the Log books, Kilometre reading and POL shall be recorded in relevant columns and verified regularly by the authorized officer before releasing payment. 

xii. The hired vehicle shall be discontinued immediately, when the vehicle is no longer required due to retirement / transfer of the concerned officer or closure of the office/ project etc.

xiii. Administrative Department shall sanction hiring of vehicle, at their level, for onetime sporadic requirement on case-to-case basis (For example: One time hiring for a week/fortnight, etc.) 

xiv. The period of the contract shall be for a period of 3 years which may be extended by maximum 1 year subject to satisfactory performance. 

xv. provision of Odisha General Financial Rules, 2023 and Delegation of Financial Power Rules, 1978 shall be applicable for hiring of vehicles. EMD / Bid Security and Performance Security shall be as per the provision of Odisha General Financial Rules and as amended from time to time. 

xvi. No cost towards cost of tender paper shall be charged while inviting the tender. 

Ceilings of Usage

i. Vehicles used by Officers of the grade of Heads of Department and above up to maximum of 2500 kms in a month.

ii. Vehicles used by other Officers and for pool duty up to maximum of 2000 kms in a month. 

iii. ln case of variation exceeding 20%, Administrative Department shall accord approval recording the reason of variation 

Note-1: The ceiling on usage, as prescribed above, shall also be applicable for equivalent model of Government Vehicles.