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Defining fleet needs
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Note: operational constraints include security context and regulations that may apply (import options, labour law, etc).
Vehicles
The number and type of vehicles should always be aligned to the operational needs and conditions, including security, terrain, and team movement patterns. Operational fleet decisions must be compliant with safety and security guidelines (as stated in the IFRC Fleet Manual), with any deviation requiring approval from .
The vehicles selected must comply with IFRC standards, unless approval for the use of non-standard vehicles has been obtained from UKO.
When selecting vehicles, consideration should be given to the following factors:
- local terrain and topography
- state of road and traffic infrastructure
- need for specific equipment, such as in-vehicle communications equipment, a tow-bar or winching equipment, or use of the vehicle as ambulance
- import and export regulations
- local driver capacity (automatic or manual driving, 4×4 driving, left or right-hand drive)
- distance to be travelled and estimated usage (frequency, payload, etc)
- compatibility with existing fleet composition
- local and national service/maintenance and the availability of spare parts
- local rules and regulations, including emission regulations (not all IFRC-standard vehicles meet current emission levels for all countries)
- climate, including seasonal change.
The IFRC standard products catalogue contains full technical specifications of Federation-standard vehicles.
The key point for organising fleet is knowing what the needs are for the programmes in the country office (including any sub-delegations) and for general operations. It is the role of logistics to analyse these needs and then optimise the fleet. This, combined with the national regulations (i.e. load limits for trucks) and the limitations of the surrounding area (i.e. infrastructure) will provide the necessary information to choose the most effective set-up of fleet.
Defining the number and type of vehicles depends on the volume of the workload and the material or number of passengers to be transported, as well as the distance and terrain covered.
The below table will help define the type of equipment needed in operations. To help calculate the number required of each type of vehicle, see Annex 9.1, vehicle set-up evaluation in the ICRC fleet management manual.
| Consider | Criteria | Decisions |
|---|---|---|
| Type of terrain | Town/country/topography Paved/dirt roads Seasonality Warehouse Construction site | Cars, high-range 4x4, low-range 4x4, engine power Specifications of vehicles Tyres, sand plates, motorbikes, etc. Forklift Digger |
| Transport capacity | Bridge and road weight restrictions Local/international distribution Transport of passengers/cargo | Light trucks Trucks Bus |
| Radius of operation | Vehicle fuel capacity and reliability Number and type of vehicles Typical and exceptional journey durations Fuel quality and quantity in area of operation | Refuelling options, linked to typical and exceptional journeys (mileage and duration) Fuel sourcing strategy Storage on site |
| Availability of electricity | Power for all operations Security | Generators vs city power |
Each department has its own needs in terms of type and number of vehicles to add to the fleet list. For example:
- Administration may require cars for errands or official visits.
- Programme teams may need light 4×4 vehicles for field visits and transfers.
- Construction and warehousing teams may need pick-ups for equipment.
- Teams in charge of distribution (usually called relief team) will need trucks.
Combining and analysing these needs into a summary table will help constitute the fleet (in number and type), in a way that meets the needs of each team and minimises the cost of operation. The vehicle pool system (see the Requesting a vehicle and cost recharge section of Vehicle usage) should be considered, as it maximises vehicle utilisation through avoiding the taking of vehicles without justification.
| Team 1 | Team 2 | Team 3 | Team 4 | Team 5 | Total | |
|---|---|---|---|---|---|---|
| Vehicle type 1 | ||||||
| Vehicle type 2 | ||||||
| Vehicle type 3 | ||||||
| Vehicle type 4 | ||||||
| Total |
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Power supply
Generators must be set up and maintained by qualified staff – a mechanic or a head driver. Support is always available from locally available staff from other , or or from -based logisticians.
Note: specialist skills are required to manage generators. Staff involved in plant management processes must be trained electricians or experienced logisticians.
The output of a generator is measured in KvA (kilovolt-ampere) and volts. They can be air or water-cooled and can be soundproofed (silent) or not. Generators are either petrol or diesel-powered.
The British Red Cross uses hybrid generators when deploying their logistics or Emergency Response Unit teams (see the ERUs chapter for more details on the ERUs). These provide standard power generation and simultaneously charge a set of batteries, which can be used to provide power once the generator is turned off. The batteries’ power demand must therefore be included in the load calculations. Details of the generator specifications as well as a user manual are available from the international logistics team upon request and provided to the teams when they deploy.
It is important to match the power generated to your electrical needs as closely as possible: if the load is too high, the generator will stop and be damaged. But when the generator is supplying less than 40–50 per cent of its power capacity, fuel consumption increases, the lubricant deteriorates more quickly, and the engine’s life cycle is reduced.
Without any power demand to it, a generator will typically already be using 25-30 per cent of its rated power.
| Scenario | Impact on generator set | |
|---|---|---|
| A | Power demand is less than 40–50% of the maximum rated power | Fuel consumption increases Generator life cycle is reduced Lubricant deteriorates more quickly |
| B | Power demand is between 60–80% of maximum rated power | Optimal use of the generator |
| C | Power demand is more than 80% of the maximum rated power | Fuel consumption increases (but less than in Scenario A) |
| D | Power demand is more than 100% of the maximum rated power | Generator stops Generator life cycle is reduced |
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It is a good idea to have batteries as part of an electricity provision setup, so that they can be charged while the generator is turned on. Critical appliances (communication systems, fridges, alarm and/or security systems) can then work in case neither city power nor the generator can supply power. If the generator is used to charge batteries, make sure their rated kVA is calculated into the total power requirements.
To calculate your power supply needs and to choose the right generator, use the power calculator table. The generator size (in kVA) must be equal to or greater than the total consumption of all appliances. The higher starting requirement must be considered when calculating the generator size.
| Consider | Criteria | Decisions |
|---|---|---|
| Electrical load | Total load calculations Power (kVA) Local voltage and frequency | Reduce requirements? Alternate generators? (consider whether budget can cover duplicate setup) |
| Expected usage | Permanent/back-up system Consider requirement for UPS by way of back-up Starting system (manual/electric/automatic) | Alternate generators if constant power supply needed Establish running hours with regular breaks (consider if budget can cover duplicate setup) |
| Make, brand, place of manufacture | Local availability and quality of relevant fuel and parts Local maintenance capacity | Budget for fuel and spare parts |
| Geographical area of use | Altitude Temperature and weather conditions Exhaust emission regulations Cooling system (air/water) | Improve electrical safety at location Isolate generator appropriately (consider budget availability) |
| Place of use | Indoors/outdoors Ventilation Protection from elements Noise and disruption Type (portable/fixed/on trailer) Safety | Budget for generator shelter or noise reduction system Require inspection of terrain Security requirements How to earth it effectively? |
| Price | Budget, set-up costs, maintenance costs | Within budget/out of budget |
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Fleet options and modalities
The ’s aim regarding fleet management is to standardise fleet as much as possible, allowing for easier tracking, resource-sharing, and maintenance management. It also allows different parts of the Movement to benefit from competitive pricing from manufacturers.
Vehicles outside the list of standard fleet should only be purchased after approval from a centralised fleet management team (usually HQ logistics, or ).
The IFRC standard products catalogue and include the list of standard vehicles.
Fleet to be used in field operations should always be procured centrally and through the existing agreements with manufacturers.
Where fleet is being procured locally and only for city use, the following criteria should be adhered to as much as possible:
- Make – well-known European or Japanese make, well represented in country of operation.
- Category – city car (Peugeot 208, Toyota Corolla or equivalent), not necessarily a station wagon.
- Engine power – maximum 100 hp or 75 kw.
- On-board security – Alarm/immobiliser, antilock braking system (ABS), electronics stability control and air bag if available.
- Fuel – diesel or petrol (check regulations, availability and consider the environmental impact).
- Pollution control – optimum, but at least as per local regulation.
- Transmission – two-wheel drive, preferably automatic – unless road conditions in the city require four-wheel drive.
- Colour – preferably white, and a light colour if not available – should not clash with Movement visibility.
- Budget – equivalent to the cost of standard vehicles.
- Maintenance – access to local maintenance without HQ support.
Standardisation and compliance to environmental regulations should also be applied to the choice of generators. In general, ensure that the brand is well-established, that fuel type matches local fuel availability and that spare parts and maintenance are widely available.
Different types of fleet sourcing solutions
British Red Cross own fleet
In this option, the British Red Cross purchases the vehicles and uses them for its operations.
The decision of what vehicles and how many to buy will be based on operational needs and the procurement must be controlled and managed through . Such vehicles would be purchased and imported under the and the British Red Cross would donate the vehicles to them once the British Red Cross-supported programme ends.
This option would usually only be considered when:
- it represents better value for money than other options, such as using the ’s system
- vehicles are required for more than two years
- there is assurance that the donation does not place an unnecessary burden on the HNS in terms of maintenance and cost.
In these cases, the British Red Cross usually covers all the costs associated with the vehicles, including maintenance, drivers’ charges including per diems, local insurance, registration and fuel.
The maintenance of British Red Cross-purchased vehicles outside the UK is done following the IFRC maintenance guidelines, unless it is agreed that the vehicle is managed under the ‘ fleet management procedures.
Commercial rentals
Renting vehicles or outsourcing their maintenance can be a requirement for an operation either temporarily (during a short-term surge in activity) or as a long-term solution (where ownership is not an option).
If renting vehicles, the applicable procurement procedure should be followed. The selected rental company must be reputable and offer value for money. See the Sourcing for procurement section for more details.
IFRC vehicle rental programme
For step-by-step guidance on sourcing vehicles through the , refer to the VRP service request management/business process document.
The vehicle rental programme
The International Federation’s vehicle rental programme (VRP) was established in 1997 to ensure a cost-effective use of vehicles and fleet resources. Revised in 2004, it continues to be an effective means of providing vehicles to International Federation and National Society operations. The programme is run as a not-for-profit service within the International Federation; monthly vehicle rental charges are calculated to cover the vehicles and the operating costs of the VRP.
Depending on the estimated period of vehicles’ requirement, it may be cheaper or more straightforward to rent them through the VRP, but a full cost comparison should be done before a decision is made. Cost comparison must cover the cost of the vehicle, shipping, registration, insurance and local insurance, maintenance and PSR of 6.5 per cent.
The overall aim of the VRP is to provide good-quality vehicles as quickly as possible, and with maximum bulk discount. It also enhances standardisation, centralises control and minimises costs, through end-of-lease sale. Vehicles on this programme are managed through the fleet base in Dubai and remain the property of the . All leases must be organised through the IFRC.
The vehicle rental programme is managed through the global fleet base in Dubai, but a lot of the fleet management team’s responsibilities are delegated regionally and implemented through regional fleet coordinators in the Operational Logistics procurement and supply chain management units (OLPSCM, also known as Regional Logistics Units).
Note: monthly VRP invoices are processed through .
The VRP agreement is materialised through a vehicle request form, which must be signed off by the British Red Cross country manager and submitted to the global logistics service (GLS) team in Dubai.
Global fleet base vs regional units: roles and responsibilities
VRP system – roles and responsibilities are as follows:
Global fleet unit (Dubai)
- overall management (operational and financial)
- maintaining the VRP business plan
- procurement hub for vehicles and vehicle-related items
- managing all incoming requests for dispatch and allocation of new and used vehicles
- supporting disposal of VRP vehicles
- preparing vehicles for deployment (technical assessment and repairs).
Regional fleet coordinators (in )
- implementation and maintenance of standards at a regional level
- advise on the implementation of preventative maintenance and repairs to maximise lifespan and usage of regional fleet
- coordinate movement of fleet across the region
- supporting planning of transportation needs in the region
- implementing standard asset disposal procedures
- ensuring proper maintenance of fleet wave database and analysing data
- reporting on regional fleet usage to global fleet base
- maintaining regional fleet files
- advise and train on fleet sizing, fleet management and VRP
- managing regional IFRC fleet.
VRP rental costs
To encourage forward planning, cost incentives have been built into the . Rental rates are based on a sliding scale, in which longer rentals benefit from cost savings (i.e. a sliding scale, based on the duration of the contract).
| Model | Five-year average monthly cost (CHF) | 12-month average monthly cost (CHF) |
|---|---|---|
| Toyota Land Cruiser HZJ78 | 720 | 830 |
| Toyota Land Cruiser pick-up double cabin HZJ79 | 671 | 775 |
| Toyota Land Cruiser pick-up single cabin HZJ79 | 650 | 750 |
| Toyota Land Cruiser SWB HZJ76 | 736 | 850 |
| Toyota Land Cruiser Prado LJ150 | 696 | 800 |
| Toyota Corolla ZZE142 | 635 | TBC |
| Toyota Hiace minibus LH202 | 621 | 715 |
| Nissan Navara pick-up double cabin | 546 | 630 |
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These rates are indicative and may change – quotes can be requested from the global fleet team when considering renting vehicles through the VRP. The latest version of the rate sheet is available here.
An additional 6.5 per cent programme support recovery cost must be added to the total cost of the contract with the VRP, as well as delivery and return shipping costs (including any applicable import duties).
VRP system – cost structure
Included in VRP rental rate
- global third-party liability insurance cover (up to CHF 10 million)
- full vehicle damage insurance (including a replacement vehicle)
- vehicle replaced at the end of its lifetime
- fleet management support
- accident insurance for driver and passengers
- specialist driver training (depending on context and availability of funding)
- access to a web-based fleet management system.
Not included in VRP rental rate
- telecom equipment ordered by the operation
- additional equipment: snow chains, spare part kits, roof rack
- all charges linked to the delivery of a vehicle: shipping, in-county transport, customs duties, taxes for import, port and warehouse charges, etc
- all in-country charges: registration, vehicle insurance, local third-party liability insurance, etc
- all operating costs, including fuel, maintenance and repairs
- all charges linked to the return of the vehicle to a VRP stock centre or secondary destination (as requested by global fleet base): customs duties and taxes for re-export, cost to deregister the vehicle in-country, transportation, port and warehouse charges, etc.
- any costs for additional repairs resulting from the loss of or improper documentation relating to a vehicle’s maintenance history
- any costs for additional repairs at the end of the rental period, for damage considered beyond the normal wear and tear.
Using another National Society’s vehicles
Most National Societies (NS) use a mileage rate that they charge for the use of their vehicles by Partner National Societies (PNS). Alternatively, they may charge a monthly fee or let PNS use their vehicles and only charge them the cost of fuel.
Mileage rates and what they include often differ, and it is recommended to clarify what is covered (fuel, driver costs, maintenance, etc), and how the amounts to be recharged will be calculated.
Choosing the best vehicle ownership solution
British Red Cross owned vehicles
Benefits for British Red Cross
- Vehicles belong to British Red Cross.
- At the end of a project, these can be disposed and realise residual value.
- British Red Cross is free to donate these vehicles to any partner of choice after the end of a project or five years.
Risks for British Red Cross
- British Red Cross must source the vehicles and ship to operation where required.
- Some governments force international organisations to donate vehicles to their governments at the end of a project.
- Vehicle must be managed as an asset (including depreciation).
- British Red Cross must spend large sum to buy the vehicles outright.
- If mission is cancelled or discontinued at short notice, British Red Cross is stuck with these vehicles.
- It is difficult to increase/reduce fleet size at short notice, but surge option plans can be built in.
- Donor constraints on expenditure.
IFRC’s vehicle rental programme
Benefits for British Red Cross
- Monthly vehicles rental cost is known, so easy for budgeting purposes.
- Access to standard vehicles.
- There is good scalability of fleet.
- Vehicles comprehensively insured at global level by IFRC.
- IFRC will replace vehicles after 150,000km or five years, whichever comes first (in-country costs associated to vehicle change will need to be covered by the requesting , but all other costs covered by ).
- IFRC will provide fleet management support, including cost tracking and driver training.
- There is no cost of disposal.
Risks for British Red Cross
- Solution includes shipping the vehicle into operation area and shipping out after the end of the lease, which can delay the availability of the vehicle to the operation.
- After five years, vehicle still belongs to IFRC and British Red Cross cannot donate it to partners.
- It can be expensive in the short term, considering shipping costs into and out of operational area.
- IFRC will charge a programme support recovery fee.
Local vehicle rental
Benefits for British Red Cross
- Locally available and no importation costs or delays.
- It is easy to scale up or down.
- It is easy to arrange at short notice.
- It supports the local market.
- Budgeting is easier when rates (including maintenance and service) are fixed.
- There is no need to have own maintenance facilities or resources.
Risks for British Red Cross
- Rental rates can be very high.
- There may be a maximum mileage under the rental scheme.
- Locally available vehicles may not be of a good standard.
- Local maintenance practices may not be safe.
- The right vehicles are not always locally available.
- Renting vehicles from questionable business people could result in bad reputation by association. Consult international sanctions lists before entering a lease agreement.
Using other National Societies’ vehicles
Benefits for British Red Cross
- Vehicles are readily available and easy to scale down.
- It gives support to movement partner.
Risks for British Red Cross
- It is not always easy to scale up (they might not have enough vehicles).
- It is only possible with small requirements.
- Vehicles are not always of a good standard.
- British Red Cross can only use what the partner has excess of or does not require.
Read the next section on Resourcing for fleet management here.
Related resources
Download useful tools and templates here