NATIONAL TRANSPORT AND SAFETY AUTHORITY. PART A: GENERAL INFORMATION 1. Name of Sacco/Company:

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1 NATIONAL TRANSPORT AND SAFETY AUTHORITY PUBLIC SERVICE VEHICLE OPERATOR VETTING FORM INSTRUCTIONS The dully completed form should be submitted in duplicate to the nearest NTSA offices within fourteen (4) days from the date of the Public tice. Public Service Operators will be held responsible for any misinformation provided. Failure to submit the dully completed form within the stipulated timeframe will lead to cancellation of the Operator s License. PART A: GENERAL INFORMATION. Name of Sacco/Company:. a) Is the Sacco/Company registered under either the Companies Act or Cooperative Societies Act? b) If yes, Provide copy of the registration certificate 3. Does the Sacco/Company have a PIN certificate? If yes, Provide copy of the certificate 4. Is the Sacco/Company Tax Compliant? If yes, provide a copy of a valid Tax Compliance Certificate 4. How many route(s) does the Sacco/Company have?... Provide the list of the routes: a).. b).. c).. d).. e) f) If more than 5 routes, attach separate sheet providing the list of the routes 5. Did the Sacco/Company apply for the route(s)? If yes, provide evidence of route(s) application (attach letter copy of the route application/s) 6. Did the Authority approve the route(s)? If yes, provide evidence of each route approval by the Authority (attach letter of approval) 7. List the full names, ID Numbers, Contacts of Directors and Sacco Officials

2 a) List of members as registered under the Cooperative Societies Act/ Company Act (Provide the CR - Companies only) S/NO NAMES OF THE DIRECTORS/SACCO OFFICIALS ID NO CONTACT 8. How many PSVs operated by the Saccos/Companies are owned by the Directors/ Sacco officials? Provide details in the table below in ANNEX (ONE) provided. 9. Does the Sacco/Company have a physical office? If yes, attach the lease agreement or evidence of rent payment. 0. Is your Sacco/Company Commuter, Long distance or both? Tick appropriately. Commuter Long Distance Both PART B: MANDATORY REQUIREMENTS I) General Mandatory Requirement. Compliance with Road Service License (RSL) a) What are the total number of vehicles licensed to operate for the Sacco/Company? b) Provide the following PSV information: DETAILS NUMBERS Total number of vehicles with valid RSLs Total number of vehicles without RSLs Total Number of vehicles with expired RSL c) If non complaint, does the Sacco/company have reasons for no compliance? If yes, Annex the reasons for non-compliance

3 ) Compliance with Motor Vehicle Inspections requirement. Provide the following PSV information DETAILS Total number of vehicles with valid motor vehicle Inspections certificates Total number of vehicles without valid motor vehicle Inspections certificates 3 NUMBERS a) If non complaint, provide reasons why. Has the Sacco/Company provided a letter explaining the reasons for non-compliance? 3) Does the Sacco/Company have a code of conduct approved by the Authority? If yes, attach a copy 4) Does the Company / Sacco comply with the labour laws? Do you remit NHIF contribution for the staff? If, provide statements of remittance for vember 07, December 07 and January 08 for NHIF. 5) Do you remit NSSF contribution for the staff? If, provide statements of remittance for vember 07, December 07 and January 08 for NSSF. 6) Do you have an approved health and safety policy in place? If yes, provide a copy. 7) Does the Sacco or Company have a Work Injury Benefit Scheme for the employees? If yes, provide the contract documents. 8) Does the Sacco/Company have a written contract with the staff? If yes, provide the latest contracts and payroll for the last three (3) months. 9) Does the Sacco/Company have a customer s complaints handling procedure?. If, attach the procedure for handling complaints. 0) Does your Sacco/Company submit quarterly reports? a) If, provide quarterly report for July-September 07 and October-December 07. b) If, give reasons

4 NB: For Content of quarterly Report see PSV Regulation 04 Section 9 ) Staff Compliments a) Provide a list of all the drivers with the following details as an attachment in the following format S/. Name ID. DL Ref PSV Badge. Vehicle Allocated b) Provide a list of all the conductors with the following details as an attachment in the following format S/. Name ID. PSV Badge. Vehicle Allocated c) Provide the list of all the route inspectors with the following details as an attachment in the following format S/. Name ID. Contacts Route Highest Level of Education d) Provide the details of the office manager(s) as an attachment in the following format S/ Name ID. Contacts Highest Level of Education e) Provide the details of the Accounts clerk as an attachment in the following format S/ Name ID. Contacts Highest Level of Education ) How are the vehicles in your fleet serviced? Internal Outsource a) If internal, provide the details of the mechanics in the following format. S/ Name ID. Contacts Highest Level of Education 4

5 3 4 b) If the servicing of the fleet is outsourced, do you have a contract? If yes, provide details in the following format and attach copy of the contract document. S/ Name of Company Contacts Location 3) Does the Sacco/Company issue receipts for fare paid? If yes, provide copies of the receipt books for the month of January 08. 4) Have the Sacco/Company insured all the vehicles in the fleet? If yes, provide the name of the insurance company/s and list the policy numbers (attach). II) MANDATORY REQUIREMENT FOR LONG DISTANCE SACCOS AND COMPANIES. Does your Sacco/Company licensed for day, night or both? Day Night Both. Does your Sacco/Company subscribe to a fleet management system capable of recording speed and location at any time? If yes, provide the details of the service provider in this format. S/. Name of the Provider Contacts Location 3. Has your Sacco/Company Subscribed to a data storage system capable of storing data on vehicle speed, location and operation for a period of thirty (30) days? If yes, give details of the service provider and print out for one vehicle covering the thirty days. 4. Does the Sacco/Company manage a passenger manifest before starting any journey? If yes, provide evidence 5. Does your Sacco/Company have a control centre to monitor the fleet management? 6. Does your Sacco/company comply with accident and emergency cover? If yes, provide the details of the provider in the following format. 5

6 S/ Name of Provider Contact Location 7. How many vehicles have been subscribed to the accident and emergency cover?.. Provide the list of the vehicles mentioned above (Attach the list) 8. Have the Sacco/Company insured all the vehicles in the fleet? If yes, provide the name of the insurance company and list the policy numbers (attach). 9. Does the Sacco/Company have a journey planner for the driver? (Long Distance Company/ Saccos) If yes, provide a sample PART C: TECHNICAL REQUIREMENTS. Does the Sacco/Company have audited accounts? If yes, provide copies for the last three (3) years. Have the Sacco/company complied with the annual road safety training for drivers and conductors? If yes, provide evidence of attendance. 3. Have the Sacco/Company invested on a measure to check on drunk drivers? If yes, explain Does the Sacco/Company have staff welfare for the employee such as bonuses, benevolent fund, loans etc.? If yes, explain Does the Sacco/Company have any incentives for the investors such as loans, investment options etc.? If yes, explain. 6

7 6. Does the Sacco/Company have a patrol vehicle? If yes, give details of the route covered and registration numbers of the vehicles.. DECLARATION I. (Name of the official) of Sacco/ Company and of P.O. Box Postal Code. (Town) do hereby declare that the information I have given is true to the best of my knowledge. Signature: Date: Official Stamp/Seal: 7

8 ANNEX : PSVS OWNED BY THE SACCOS/COMPANIES DIRECTORS/OFFICIALS S/NO NAME OF THE DIRECTOR/SACCO OFFICIAL NUMBER OF VEHICLES REG. NOS. 8

9 ANNEX LIST OF DOCUMENTS TO BE ATTACHED. Copy of letters to the Authority requesting allocation of routes. Copy of Letters from the Authority allocating the routes. 3. Copy of CR for companies and list of Sacco members for Saccos. 4. Lease agreement or evidence for rent payment 5. Copy of Code of Conduct approved by the Authority Statements of remittance for NHIF and NSSF for vember, December 07 and January Copy of contract for outsourced mechanic services 7. Copy of Approved health and safety policy 8. Copy of Contract documents for Work Benefit Injury Insurance 9. Latest contracts for the staff and payroll for the last three months. 0. Weekly schedule of inspection by a qualified mechanics. Copy of quarterly reports. Copy of contract documents for outsourced mechanic 3. Sample Copies of passenger manifest 4. Contract documents for the outsourced service provide for the fleet. 5. Copy of receipts for fare paid. 6. Copy of Contract for an accident and emergency cover 7. Copy of Contracts for fleet management system provider. 8. List of vehicles subscribed to the accident and emergency cover. 9. Insurers and list of policy numbers 0. Sample of a journey planner. Handling Complaints Procedure 9