Digital Vehicle Logbook System

Norwegian Church Aid (NCA) is a humanitarian and development organization dedicated to promoting human dignity and justice worldwide. With a presence in over 30 countries, NCA works tirelessly to provide emergency assistance, support sustainable development, and advocate for the rights of marginalized communities. Our mission is to save lives and seek long-term solutions to poverty, injustice, and inequality.

NCA operates a fleet of about 100 vehicles across 15 countries: Afghanistan, Angola, Burkina Faso, DR Congo, Ethiopia, Lebanon, Mali, Malawi, Nigeria, Pakistan, South Sudan, Sudan, Syria, Tanzania and Zambia. NCA plans to equip each vehicle with a tablet and install the software or application for the purpose to replace the current paper logbooks.

The software at a minimum need to record date, time and place of departure and arrival, odometer readings, refuelling of the tank, repair and maintenance of the vehicle. A vehicle booking module in the system is desirable.

Purpose of the Tender

In our ongoing efforts to enhance efficiency of our operations, NCA is seeking proposals for a comprehensive digital vehicle logbook system. By implementing a digital solution, NCA aims to:

• Asset management
  With 100 vehicle assets across 15 Country Offices, NCA needs to ensure that operative data is reported back and analysed centrally to ensure informed decisions are made. For instance, determining when would be the best time to sell the vehicle to maximize both the utilization of the asset as well as the return value of selling the asset on the local market.
• Operational Efficiency
  Digitalising data entry in vehicle logbooks will reduce manual work to input in Excel and allow to have a live picture of the fleet usage. A digital solution also allows to streamline several processes into one tool: vehicle booking, vehicle usage monitoring, asset management, environmental sustainability and costs allocation according to actual spend on fuel and maintenance and kilometres driven by a specific project
• Accountability and Transparency:
  Integrated cost allocation information to assign to project fleet usage to the corresponding PID, facilitate input in the accounting system with detailed documentation and improve accountability towards donors. Digital vehicle logbooks system will enhance our ability to maintain accurate records of vehicle usage and staff movements. This transparency is essential for accountability to our donors and stakeholders.