- Rapid Logistics Assessment –ROADS

Mission :Date :Region :

Compiled by :Email :Phone :

Final Checklist for Road Assessment Activities Done Comments

1 List and map roads of potential use to and within the emergency zone

2 Issue/update distance and time matrix for various types of vehicles you will use from the main port of entry and logistics hubs to disaster/operation area

3 List secondary road options in case of closure of main/usual roads

4 If applicable – consult with the Ministry of Roads/ Transport/ Infrastructure/ Urban Development to initiate repairs to damaged roads

Road Network Assessment

Handout 5 - Logistics Assessment Exercise

Where can you find information on roads? In the LCA, chapter “Road Assessment”: road and inventory, distance matrix, weighbridges, axle load limits. Ministry of transport In the LOG: http://log.logcluster.org/response/transport/index.html#road-transport Google Earth Logistics Cluster website: Road Transport and Corridor maps, Concept of Operation (CONOPS). WFP GeoPortal maps. Other UN agency websites: UNOCHA, UNDAC, WFP, UNHCR, UNICEF, ReliefWeb. Other humanitarian organisations Main users of road network (private or government companies, truck transporters) will provide you information about: access, condition, time between locations,

weighbridges, axe load limits, security. Donors involved in road rehabilitation projects (World Bank, bilateral cooperation…). Taxi, bus and truck drivers Police and militaries (if not involved in a conflict) Communities

Useful tips: Maintain close contact with various sources of information for regular updates (Logistics Cluster meetings) If you have doubts regarding road condition status, send a team for a short assessment and check security constrains. Be aware that in some countries there are informal arrangements for controlling and managing the local markets and transport businesses. This could be by region,

districts, villages, or small towns where certain groups (ethnic, tribal, clans, etc.) control some businesses.

Road Assessment

From/to (names) From To: NAME: NAME: GPS Waypoint: GPS Waypoint:

Total Distance (kms) Is the route passable?

Normal travel time (hrs/days)

Current travel time (hrs/days)

Is there an alternate route? (Please complete a separate road assessment for alternate routes)

Yes No Yes No via:

Are there any security concerns?(Where and of what nature)

Yes No If yes please elaborate -

Road Assessment

What type of vehicles can travel this route?

Truck + Trailer (>20 T) Heavy Truck (<20 T) Light Truck (<10 T)4WD (<3.5 T) Motorbike Non-motorized traffic

What is the type of the road? Paved Unpaved Compacted - smooth Compacted - Rough Uncompacted – dry Uncompacted - Mud Snow -Ice

Are their axle load limits on this route? Yes No If yes please list - Are there any other dimensions limitations?

Weight If ticked please indicate the limitation- Width If ticked please indicate the limitation- Length If ticked please indicate the limitation- Height If ticked please indicate the limitation-

What particular constraints are there on the route

Bridges and tunnels Restricted depths (rivers) Ferry capacities Steep hills Floods, landslides, snow Landmines Necessary transhipments

Checkpoints Seasonal/weather factors Tide schedule Roadblocks Other (please indicate)

How is the present volume of traffic compared to the one previous to the event?

Hardly any less than usual Normal More than usual

How can we explain the difference?

Disaster related Weather Logistics issue Political

What bottlenecks exist?

1. Location (between x and y/distance from town)

Nature of bottleneck (damage to bridge, road, high pass)

What possibilities are there for re-opening and/or increasing movement capacities?What materials, equipment, expertise would be required?

What would it cost and how long would it take?

Road Assessment

2. Location (between x and y/distance from town)

Nature of bottleneck (damage to bridge, road, high pass)

What possibilities are there for re-opening and/or increasing movement capacities?What materials, equipment, expertise would be required?

What would it cost and how long would it take?

3. Location (between x and y/distance from town)

Nature of bottleneck (damage to bridge, road, high pass)

What possibilities are there for re-opening and/or increasing movement capacities?

What materials, equipment, expertise would be required?

What would it cost and how long would it take?

Any additional information on route?

Copy and paste this table as many times as needed.

- Rapid Logistics Assessment –FUEL

Mission :Date :Region :

Compiled by :Email :Phone :

Final Checklist for FUEL Assessment Activities Done Comments

1 List and map Fuel supply points of potential use to and within the emergency zone

2 Summarize available types of fuel to operate vehicles and planes/ helicopters

Where can you find information on fuel?- The existing LCA: Contacts details of distributors and testing company- Truck transporters, taxi companies, electricity production unit- Major distributors- Station services

- Logistique Cluster website and meeting- Ministry of transport website- If you know main distributors in country, check for related information on the company web sites or contact them directly. For example: www. bp.com,

www.shell.com. These website often have links and contacts which can provide you with information about the situation in your area of deployment related to fuel, suppliers, prices and availability.

- Ministry of Oil, Gas, Natural Resources- Ministry of Finance

Useful tips:- Get feed-back about the fuel availability and quality from transporters and taxi companies.- Fuel wholesale and retail sales are very lucrative businesses – be aware of the groups dominating or controlling this business in the country.- Considering strategic importance and sensitiveness attached to the fuel, it may have political dimension and leverage attached to it.- If you plan to store large quantities of fuel and/or distribute by your own means, make sure that the place, location and facilities meet the necessary safety

regulations.

FUEL Assessment

Are diesel fuel and gasoline available at all operation locations? Yes No

If no, list the missing ones:

Fuel Depot 1 Fuel Depot 2 Fuel Depot 3 Fuel Depot 4

Name / Address GPS viewpoint

GPS Viewpoint

Ownership – contact details

What stocks are held in various locations?

Diesel Quantity……… Petrol Quantity……… Jet-A1 Quantity……… Other Quantity………

………………

Diesel Quantity……… Petrol Quantity……… Jet-A1 Quantity……… Other Quantity………

……………

Diesel Quantity……… Petrol Quantity……… Jet-A1 Quantity……… Other Quantity………

………………

Diesel Quantity……… Petrol Quantity……… Jet-A1 Quantity……… Other Quantity………

………………Is regular Yes No Yes No Yes No Yes No

replenishment ensured?

Frequency?

Weekly Fortnightly Monthly Other:

Other: ……………………

Weekly Fortnightly Monthly Other:

Other: ……………………

Weekly Fortnightly Monthly Other:

Other: …………………

Weekly Fortnightly Monthly Other:

Other: …………………

Means of replenishment?

By Sea By Road

By Sea By Road

By Sea By Road

By Sea By Road

What is the cost?

Currency:

Diesel: ………………... Petrol: ………………….. Jet-A1: ………………..

Currency:

Diesel: ………………... Petrol: ………………….. Jet-A1: …………………..

Currency:

Diesel: ………………... Petrol: …………………….. Jet-A1: ……………………..

Currency:

Diesel: ………………... Petrol: …………………….. Jet-A1: ……………………..

What are the payment methods available?

Cash Vouchers Account Set up Contract Other:

Cash Vouchers Account Set up Contract Other:

Cash Vouchers Account Set up Contract Other:

Cash Vouchers Account Set up Contract Other:

Are there any of these distribution variations?

Rationing system National priorities Weather recurrences Other:

Rationing system National priorities Weather recurrences Other:

Rationing system National priorities Weather recurrences Other:

Rationing system National priorities Weather recurrences Other:

Is there any access facilitation for humanitarian actors (UN or national depot)? Yes No

How could supplies be obtained directly, transported and stored in field locations?

- Rapid Logistics Assessment –

SeaportsMission :Date :

Region :Compiled by :Email :Phone :

Final Checklist for Seaport Assessment Activities Done Comments

1 List and map primary and secondary Seaports of potential use to and within the emergency zone ☐

2 Establish type, volume, weight of cargo to be transported from where to where ☐

3 If applicable – consult with the Ministry of Transport/ Infrastructure/ Urban Development to initiate repairs to damaged wharves ☐

Seaports Assessment

Where can you find information on seaport? http://www.ports.com http://portfocus.com/index.html http://www.portguide.com/ Ministry of Transport, National Maritime Authority Relevant humanitarian organisations,

Contact the national ports authority and/or Maritime authority Ministry of Transport The LCA

Useful tips: - Liaise with the freight forwarding agent regarding the port procedures and ask for tips. Inform HQ and your suppliers regarding the kind of forms, documents they should provide you with prior shipping the cargo/container. Confirm that containers are all in a proper condition and certified. Check means of loading cargo on your trucks from containers and the containers themselves. Evaluate the access of transport means into the port area. Verify the different port charges, detention and port free time periods.

Seaport Assessment

Seaport name: Classification I II III

Location of the Seaport GPS Coordinates:

Is the seaport fully operational? Yes No If yes operating hours …………………………………………………………………

Operational at night? Yes No

Are these structures operationalBerths Yes No

(Un)loading areas Yes No

Cargo handling area Yes No

Do they need Rehabilitation? Berths Yes No

Parking areas Yes No

Cargo Handling areas Yes No

If yes, please provide additional details:

Services available:

- Customs Yes No- Cargo Storage Yes Nofacilities

- Seaport security Yes No

CONTACTS

Customs Immigration Cargo Storage facilities

Seaport security Broker/ Freight Forwarder

Seaport Assessment

Technical Data:

Berth #1Berth #2Berth #3

Length (meter)

……..….....….....

Depth (meter)

……..….....….....

Draught at port

……..….....….....

Draught at berth

……..….....….....

Port Cargo Equipment:

Yard trucks Yes No Gantry Crane Yes No Top and/or Side handler Yes No Belt Conveyor Yes No Shipboard crane Yes No Dockside Crane Yes No Forklift Yes No Silo Facilities Yes No Containers facilities Yes No

Operational:

Yes NoYes NoYes NoYes NoYes NoYes NoYes NoYes NoYes No

Numbers:

……..….....….....……..….....….....….....….....….....

Other comments:

Seaport Assessment

Storage type/ area

Capacity………………… M3 Bonded Covered Cold Chain Handling Equipment

Other/ Comments:

Security: Fence Guards Light Alert Procedures Fire services Communications

Other comments:

Road access to Seaport: Impossible Weather dependant Need rehabilitation Good

Rail access to Seaport: Impossible Weather dependant Need rehabilitation Good

Other general comment:

- Rapid Logistics Assessment –PROCUREMENT

Mission :Date :Region :

Compiled by :Email :Phone :

Where can you find general information on procurement?- In the LCA- chapter “Local supplies market” you will find list of suppliers (food and others)- Organisations’ procurement guidelines, rules and regulations.- Government Chambers of Commerce- Other humanitarian organisations- Yellow pages

Useful tips:- Make sure that the supplier is licensed and registered.- Preferably source locally rather than import, taking into account quantity and quality available.- Get feed-back from other clients.- Develop pre-supply agreement (frame agreements) for essential commodities and high turn-over commodities (strategic commodities)- Ensure inspection and documentation of goods received- Maintain clear documentation of all steps in the procurement process for memory and audit purposes- Enact simplified emergency procurement procedures to speed up the procurement process (Before activating any emergency procurement procedures, first check

the donor requirements and restrictions for specific projects) and if appropriate:- Increase limits of approval and authorisation for purchases. - Increase checks signatory limits. - Suspend the requirement for multiple quotes-authorise single or sole-source purchases where justifiable. - Suspend sealed and public bidding procedures (if this is part of your normal process). - Decentralise procurement to enable larger-scale procurement at the field level. - Immediately process payments due to vendors, as any delay in payments might hinder the delivery of goods. - Relax check-run dates for emergency purchases to help with immediate payments.

Final Checklist for Road Assessment Activities Done Comments

1 Establish a list of items and equipment required for:- Beneficiaries/customers- Programmes needs in response to emergencies- Prepositioning of stocks (if needed)

2 For each items/equipment, determine clear, precise and accurate specifications: physical attribute, technical specifications, and intended use.

3 Based on your organization guidelines/policy, consider appropriate purchasing criteria: Quality/availability/price/reliability/capacity/ packaging and marking/delivery time

4 Identify possible procurement sources from:1) local manufacturers, suppliers and vendors; 2) manufacturers, suppliers and vendors from neighbouring countries and region; 3) international or global procurement and existing supply agreements; 4) humanitarian logistics and relief items hubs and stockpiles; 5) bilateral in-kind contributions and donations by companies and states6) borrowing from other stocks and donations.

5 Based on the above, evaluate vendor performance

Suppliers Assessment and Procurement Needs

Local Suppliers Assessment

Supplier: Contact Details: LTA in place?

Yes No

If yes, please indicate end date-

What items do they have in stock or in the pipeline

S = Stock P= Pipeline

Water and Sanitation (WASH) SHELTER FOODWater Tank kits Tents Wheat Flour Bladder Shelter kits Corn Flour Pipe + fittings Blankets Oil Tap stands+ fittings Rubhall/ wiikhall Beans Buckets Kitchen sets Sorghum Water pumps Hygiene kits Plumpy Nut Waste pumps Tarpaulins sheets CSB Generators Tarpaulins roll High Energy Biscuits Jerry cans Collapsible? Y N

Construction tools Salt

Water purification tablets Mosquito nets Rice Water quality Testing Kit Lanterns Sugar Latrines slabs Lentils Hand Wash dispenser Vector Control sprayer Other in stock: Other in pipeline:

How often do they replenish their stocks?What (other) services can this supplier provide?

Transport Customs clearance Packaging/ marking Other:

Has the supplier worked with other humanitarian orgs / relief operations before?

Yes NoIf yes, please give details:

Any additional information: e.g. access, availability of additional storage etc.Supplier: Contact Details: LTA in place?

Yes No

If yes, please indicate end date-

What items do they have in stock – food and NFI’s?

S = Stock P= Pipeline

Water and Sanitation (WASH) SHELTER FOODWater Tank kits Tents Wheat Flour Bladder Shelter kits Corn Flour Pipe + fittings Blankets Oil Tap stands+ fittings Rubhall/ wiikhall Beans Buckets Kitchen sets Sorghum Water pumps Hygiene kits Plumpy Nut Waste pumps Tarpaulins sheets CSB Generators Tarpaulins roll High Energy Biscuits Jerry cans Collapsible? Y N

Construction tools Salt

Water purification tablets Mosquito nets Rice Water quality Testing Kit Lanterns Sugar Latrines slabs Lentils Hand Wash dispenser Vector Control sprayer Water Tank kits

How often do they replenish their stocks?

What (other) services can this supplier provide?

Transport Customs clearance Packaging/ marking Other:

Has this supplier been working with other humanitarian organisations / relief operations before?

Yes No

If yes, please give details:

Any additional information: e.g. access, availability of

additional storage facilities etc.