10 The temporary hiring of vehicles must only be considered where WHO owned vehicles are not available, and where specific needs require this, for example a temporary peak in demand.
11 Transport Focal Points must evaluate whether existing vehicles could meet the requirement before progressing with the procurement of rental services.
12 Costs must be regularly reviewed to establish whether this continues to be more cost effective than purchasing a vehicle.
13 Using the monitoring tools put in place, Transport Focal Points must also verify the proper utilization of the rented vehicles before settlement of payment to suppliers.
20 To anticipate demand for rental vehicles, Long Term Agreements (LTA) must be established with preselected service providers following a bidding process. See Guideline on Vehicle Rental.
21 For the purposes of this policy, rented vehicles are considered as WHO vehicles, and should meet the following basic standards:
- The vehicle must be of a safe and roadworthy condition, insurance is in place and the drivers are licensed.
- Vehicles and insurance documentation must be checked. The vehicle must be legally registered in the country of operation.
- It must have the standard tools and accessories according to the current SRM requirements of the country.
- Drivers must receive a briefing about WHO rules and procedures related to safe driving, before assuming duties for WHO.
- Drivers must have undergone a medical assessment within the previous 12 months confirming their fitness to drive commercial vehicles.
- Drivers must receive basic first aid training including correct use of the Vehicle First Aid Kits and an HIV/AIDS awareness brief, as early as possible – and no later than 6 months after first day of appointment. Subsequently, each driver must undergo a first aid refresher training once a year.
22 On a weekly basis, the responsible WHO officer must validate and reconcile that all vehicles rented are required and actually being used in line with the needs of the programme.
Guidance on the management of rental transport services can be found in the WFS Vehicle Rental tool kit.
