TRUCKS

Choosing a truck is a very complex matter, which must always be discussed with your technical department.

A digital guide to help with the decision to "procure or rent" is available and allows, by going through different steps, to:

• process an analysis of your needs and the ability of your mission to manage and maintain a truck.
• decide between "procurement" or "rent" and in case of a choice to procure, between local procurement or international procurement (decision HQ).
• communicate between the field and head quarters about this topic
• capitalise on the analysis.

The digital guide is called "Truck Rent or Buy Analysis" and is available under the MSF tools and reference books in the digital catalogue and on SherLog.

Evaluation of needs, some guidance:

Begin by assessing your needs, answering the questions below as fully as possible, before considering possible solutions.

• When will the need for a truck begin?
• For how long?
• How many days per week?
• How many kilometres per week?
• For what kind of goods?
• What is the approximate payload needed?
• What is the approximate volume needed?
• How is the quality of the roads?
• What do other organizations do about transport?
• What is the fleet of trucks available locally regarding quantity, models, owners?
• Is it possible to use a local haulage contractor?
• Is it possible to rent a truck locally?
• Is it possible to share the transport capacity of other organisations?
• What type of truck do you need: a 4x2 or 4x4?
• Is it possible to buy a new or second-hand truck locally or regionally?
• What is the local availability of spare parts, and for which brands?
• Is it possible to recruit locally a good truck driver, a good driver's mate, and a good mechanic?
• Is there a good mechanical workshop in the area for repairs?
• Do you have the resources in terms of HR and materials to manage and maintain a truck?

The final decision should be taken between the operational section (mission and HQ) and the technical department.

An MSF truck allows for some flexibility and self-reliance in operations, while its management needs technical and HR means that should not be overlooked.

Contact your technical department to make the evaluation tool "procure or rent" available, for further discussions.

The procurement of a vehicle, either new or second-hand should always be discussed with your technical department and approved by them.

Possible solutions

• Contract with a local haulage firm

This is usually the best solution.

• Advantage: the haulage firm is responsible for the truck and for any problems occurring during transportation
• Disadvantage: less flexibility

A contract should be drawn up for each journey. This contract should clearly specify who is responsible for what with regards to loading and transportation.

For transport of sensitive or costly goods, or if there is a risk of theft, have an MSF staff member ride in the truck.

• Renting a truck locally

• Advantage: more flexibility
• Disadvantage: more work and more responsibilities for MSF

One contract should be adequate for all the journeys during the rental period.

This contract should clearly specify who is responsible for what with regards to the truck, its loading and the transportation.

Try to get the owner to assume responsibility for maintenance.

It is always preferable to rent a truck with a driver: although more expensive, this considerably reduces MSF's liability.

• Purchasing a truck

To be considered only as a last resort.

• advantage: more flexibility and independence
• disadvantages: significant investment, which will pay for itself only in the long term, and even then only if well managed (planning, maintenance, repairs, spare parts etc.)

It is essential to have a good and trustworthy truck driver, along with a driver's mate.

Of all the different possible options (new or second-hand truck, local or European purchase), buy a second-hand truck in Europe if you can. Avoid purchasing a second-hand truck locally.

Putting in place an adequate transport follow-up system is necessary to guarantee the security and operability of the material at a controlled cost.

The management of spare parts is quite complex.

In order to define the parts you need, you must first identify:

• the chassis type and number
• the engine type and number
• the year of assembly
• the front axle type and number
• the rear axle type and number
• the transfer box type and number (for 4x4)
• the gearbox type and number.

Finding part numbers in catalogues is a laborious task. However, if you give the suppliers the worn-out part and all the above information, they should be able to find the right part.

MANAGING THE VEHICLE FLEET

Vehicles are essential to the running of a project and must therefore be properly managed.

See the existing MSF guidelines on the subject.