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8.3 Vehicle rental

Vehicle rental can be more cost-effective when a large number of vehicles are required in the early stages of an emergency response. Detailed guidelines for renting vehicles are available at Annex 18.36. See also Chapter 16 Procurement. When renting vehicles, ensure that:

  • rental vehicles meet basic standards for safety and conditions:
    • The vehicle should be legally registered in the country of operation.
    • The condition should be relatively new, with good inner and outer appearance.
    • It should conform with operational requirements (for example, four-wheel drive for off-road use, or sedan for a city).
    • It should have the necessary tools and accessories.
    • It must have complete and valid documentation (technical passport for the vehicle, local insurance, pollution control certificate, valid annual road tax payment, etc.) and a permit to travel to all locations where the operations requires it.
  • rental contracts cover the:
    • days and hours of rental
    • possession of valid documents (specify)
    • repair and maintenance at owner’s cost
    • provision of one paid maintenance day per month
    • requirement to abide by CARE’s standard policies and procedures
    • parking in CARE compound after duty hours to prevent misuse (especially when CARE logos are fixed on those cars) or siphoning of fuel (if CARE is providing fuel).

A sample Vehicle Rental Contract is provided in Annex 18.37.

It is preferable for CARE to rent only the car and to provide its own drivers (refer to Chapter 16 Procurement). If vehicle rental includes a driver, then the contract must also cover working hours, rest breaks, overtime hours and other conditions for the driver.

Ensure terms of payment represent fair practice (see Annex 18.36 Vehicle rental guidelines, Annex 18.38 Tracking Sheet for Vehicle Rental Payment, and Annex 18.39 Tracking Sheet for Weekly/Monthly Payment for Rented Vehicle).