Memorandum of Understanding (MoU) between Department of Post (DOP) and Chief Electoral Officer of (State/UT) (Election Commission of India)
1. This Memorandum of Understanding has been entered into on 2021 between Department of Posts (DOP) represented through Chief Post Master General of Circle, (hereinafter referred to as “DOP”) and the Chief Electoral Officer of State/UT (hereinafter referred to as “CEO”).
2. Whereas the Chief Post Master General (CPMG) of Postal Circle, Department of Posts under the Ministry of Communications, Government of India and the Chief Electoral Officer of State/UT, intend to enter into MoU for delivery of Elector Photo Identity Cards (EPICs) and various Notices through Speed Post services of DOP on mutually agreed upon terms.
3. And both the parties, therefore, have agreed to on the following terms & conditions:
Article 1:
DURATION OF AGREMENT
i. The MoU shall be valid for five years with effect from 2021. The validity
of the MoU shall be extendable subject to the terms and conditions to be mutually agreed upon by both the parties at the time of each extension.
Article II:
MoU OPERATING OFFICERS
ii. Both CPMG and the CEO shall designate an officer of appropriate level as Single Point of Contact (SPOC) for day-to day co-ordination at the State and District Headquarter level.
iii. Standard Operating Procedures agreed upon by Department of Posts in consultation with Election Commission of India shall be implemented both by CPMG and CEO for booking and delivery of the EPICs and Notices through Speed Post.
Article III:
SCOPE OF AGREEMENT
iv. DOP shall provide facilities available under the Speed Post service including booking, transmission and door delivery of all Speed Post articles containing EPICs and Notices.
v. DOP shall enable Application Programming Interface (API) with the CEO system(s) for Track & Trace and delivery status update of the articles.
vi. DOP shall extend credit facility under Book Now Pay Later (BNPL) scheme to CEO for booking and delivery of EPICs and Notices through Speed Post. The Speed Post charges will be settled by CEO as per instructions and guidelines on BNPL facility issued by DOP from time to time.
vii. CEO shall provide PIN Code wise sorted bundles of envelopes containing EPICs and Notices deliverable in the respective district only along with soft copy of booking data as per prescribed format at the identified Post Offices at each District HQ.
Article IV:
RATES
viii. DOP shall charge a flat rate of Rs.25/- (Rs. Twenty five only) per article (weight up to 50 grams) for delivery of EPICs and Notices through Speed Post deliverable within a revenue district. No volume discount will be applicable on the flat rate.
ix. The mutually agreed flat rate will be reviewed after one year from the date of signing of the MoU or revision of current Speed Post rates, whichever is earlier.
Article V:
LIABILITY OF DEPARTMENT OF POSTS FOR DELAY IN DELAY IN
DELIVERY / LOSS / DAMAGE TO ARTICLES IN TRANSIT
X. In case of delay in delivery/loss of the article of consignments, compensation may be claimed by the CEO as per the existing guidelines available in the Gazette Notification. Compensation for loss or damage to contents of Speed Post Articles will be regulated in terms of Govt. of India Notification No GSR 738(E) dated 18th November, 2013. Compensation for delay/loss of the consignments will be claimed at booking Office by the customer. The booking office will issue the compensation for delay/loss of the consignments subject to the verification of the same.
Article VI:
ARBITRATION
xi. In the event of any dispute or difference between the parties hereto, such dispute or difference shall be resolved amicably by mutual consultation or through the good offices or empowered agencies of the Government. If such resolution is not possible, then, the unresolved dispute or difference shall be referred to arbitration of an Arbitrator to be nominated by Secretary, Department of Legal Affairs (“Law Secretary'). The Arbitration and Conciliation Act, 1996 (No. 26 of 1996) shall not be applicable to the arbitration under this clause. The award of the Arbitrator shall be binding upon parties to the dispute.
Article VII: TERMINATION OF MEMORANDUM OF UNDERSTANDING
xii. In case of either party deciding to terminate this MoU, notice of three months in writing must be given to the other party.
Chief Electoral Officer
Department of Posts,
Circle/Region/Division
Address
Email id
State/UT
Address
Email ID
