Comprehensive Guide to Employee Transportation Services and Vendor Selection

Friends,

Management has decided to provide pick-up and drop services to the entire staff. I have been asked to work on this. Please guide me on how to proceed. What all things should be included in the quotation from the vendors, and how can I keep track of this entire process? Am I supposed to get the staff's signature twice daily? How can I assess the behavior of the driver and helper, and identify which driver was on duty on a particular day?

Secondly, I will be responsible for generating reports weekly, monthly, and quarterly. What should be the format of these reports? How should I verify the bills? Please assist me with some sample formats and advise on what precautions I should take.

Thank you in advance for your guidance.

Cheers!

Quotations include rates (as suggested by management, it may be on a per km basis, route basis, monthly on fixed routes basis, etc).

Following points should be taken into account while drafting an agreement for them:

1. Nature and scope of work should be clearly mentioned in the agreement.

2. Number and types of fleet-mix required.

3. Providing vehicles of make/model as specified by the client, which are compliant with all applicable statutory regulations.

4. All vehicles are commercially registered and comprehensively insured.

5. Security clearance, police verification, valid driving license of all drivers provided by the vendor.

6. The vehicles shall comply with all regulations as applicable, including those applicable to the vehicles (vehicle/passenger insurance/pollution norms, registration, permit, fitness, signage, etc.).

7. Payment of salary and other allowances of employees/drivers employed by the vendor.

8. Period regarding validity of contract, which can be extended thereafter on mutually agreed terms in writing.

9. Terms and conditions for termination of the contract not adhering to the service contract standard.

10. Basis of charges, terms & conditions regarding mode of payments.

11. Details regarding payments of statutory taxes like state tax, toll tax, and any other taxes as applicable.

In case you require any further support or you want to outsource your complete travel desk, kindly let me know...

Regards,

Rajesh

Quotations include rates (as suggested by management, it may be on a per km basis, route basis, monthly on fixed routes basis, etc.).

Following points should be taken into account while drafting an agreement for them:

1. Nature and scope of work should be clearly mentioned in the agreement.
2. Number and types of fleet-mix required.
3. Providing vehicles of make/model as specified by the client, which is compliant with all applicable statutory regulations.
4. All vehicles are commercially registered and comprehensively insured.
5. Security clearance, police verification, valid driving license of all drivers provided by the vendor.
6. The vehicles shall comply with all regulations as applicable, including those applicable to the vehicles (vehicle/passenger insurance/pollution norms, registration, permit, fitness, signage, etc.).
7. Payment of salary and other allowances of employees/drivers employed by the vendor.
8. Period regarding the validity of the contract which can be extended thereafter on mutually agreed terms in writing.
9. Terms and conditions for termination of the contract not adhering to the service contract standard.
10. Basis of charges, terms & conditions regarding the mode of payments.
11. Details regarding payments of statutory taxes like state tax, toll tax, and any other taxes as applicable.

In case you require any further support or you want to outsource your complete traveldesk, kindly let me know...

Regards,
Rajesh

Hi,

Can anyone forward any vendor details providing transport facility? We are planning on starting this facility for employees to and from the office to a designated pick-up point.