There are essentially three possible sources of vehicles. As a response transpires, we generally move down this list, using #1 in the short term, #2 in the medium term, and #3, purchases, in the long term.
- Vehicles reallocated to the response from existing CP fleet or from other country programs.
- Vehicles rented in the country
- Vehicles procured
a) Purchase abroad and import them
b) Purchase in-country, new vehicles
c) Purchase in-country, used vehicles (rarely requested and approved)
Each source of vehicles has advantages and disadvantages which are detailed below.
a) Is generally quicker and more flexible than purchasing.
b) Is usually more expensive (than purchases) in the long run. We often find that a few months of leasing will ultimately cost more than the purchase price of a new vehicle CIF plus taxes.
c) There may be some donor sensitivities about renting. Discuss options and costs with the donor, and get any agreements in writing, prior to leasing vehicles charged to donor funds.
d) Drivers are often included in the vehicle lease cost and agreement, saving time up front to hire and train drivers. But it also gives us minimal control over driver selection, training, monitoring and behavior. Keep in mind that these drivers perceived by local communities as CRS staff, and their behavior and professionalism can positively or negatively affect the Agency’s reputation.
e) Owners may want to keep the vehicle home at night or on weekends, even though they may sign a lease agreeing they won’t do so (see the lease template). This could lead to tensions with the owner (if we don’t give in) or issues around security, maintenance, and mileage/kilometer logging issues (if we allow it).
If we think that we will eventually purchase vehicles, then submit a Purchase Requisition as soon as possible. Often, because of importation restrictions and technicalities, new vehicles take several months to arrive, clear customs and get registered. Also, assess the local market, identify supplier and request a quotation as soon as possible. If the CP has an approved ERRWR the local purchase approval from HQ might be waived. It is advised to move quickly as demand on vehicle available locally for sale is high in early stage of an emergency.
a) All vehicles, whatever their source, must have:
i) Tool Kit
iii) First Aid Kit
b) Consider including accessories:
iii) High Lift Jack
iv) Additional Spare Tire (In-Country Purchase)
v) Tow Rope
vi) Radio Communications Equipment
c) Consider procuring a Vehicle Spare Parts Kits which falls under two categories (i) maintenance package or (ii) service package
d) In some regions, CRS includes onboard electronic Vehicle Tracking System hardware installed by the vendor. Contact the DRDOps and/or HoOps to discuss options, and regional requirement.
Visit http://www.toyota-gib.com/eng/ for the specification of the most frequently procured vehicles that meet CRS’ field operations condition and context:
Global Supply Chain Management has established of a Long-Term Agreement (LTA) with Toyota Gibraltar Stockholdings Ltd. (TGS) for the supply of vehicles to our overseas operations.
This agreement represents a one-year indefinite delivery, indefinite quantity contract that secures fixed Ex-Works (EXW) pricing for a large range of vehicles till the end of 2020, as well as, fixed pricing for spare parts, accessories and Cost Insurance and Place (CIP) freight for nearly thirty country destinations around the world for two consecutive 6-month terms.
Please click on the CRS-TGS Long Term Agreement Country Specifics
3. Donor Regulation Factors
a) Vehicles are restricted goods for every major donor. Our primary donor, the US Government, must pre-approve in writing any vehicle purchase we plan to make with funds that come from them.
b) The majority of donors have restrictions on buying used equipment (e.g. vehicles) with their resources.
c) US Government regulations specify the brands of vehicle we can purchase with their funds, as well as source and origin restrictions.
d) Even if a vehicle is budgeted in a proposal that is funded, and the budget is part of the official award document, the procurement of the vehicle must be approved in advance in writing, by the donor’s official representative.
e) Some donors have regulations specifying the brands of vehicle we can lease with their funds, as well as source and origin restrictions regulations.
When scheduling or acquiring vehicles, think about “visibility.” Should vehicles be identifiable as belonging to, or being used by CRS. If you want old-looking vehicles for security’s sake, think about buying used vehicles. However, make sure you get USAID approval for the purchase of used equipment, if you’re using their money.