Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Drivers initials
Version
Version 1.0
June 2009
This publication was produced by DAI for use by personnel assigned to the Ethiopian USAID Urban Gardens
Program Project, funded by the US Agency for International Development.
The information and data contained herein are protected from disclosure by 18 U.S.C.
1905 and are proprietary information as defined by 41 U.S.C. 423. They shall not be disclosed in whole or
in part for any purpose to anyone by the government, except for purposes of proposal evaluation,
negotiation, and contract award, as provided by FAR 15.413-1 and FAR 3.104, or to the public, without the
express written permission of DAI
Version
Table of Contents
LIST OF ABBREVIATIONS AND ACRONYMS..........................7
STATEMENT OF PURPOSE: OPERATIONS & PERSONNEL POLICY
MANUAL...........................................................................8
STATEMENT OF UNDERSTANDING.......................................9
SECTION ONE: INTRODUCTION........................................10
1.1 INTRODUCTION TO DAI..............................................................................10
1.1.1 Areas of Expertise.........................................................................10
1.1.2 DAI Mission and Values..................................................................10
1.2 STRENGTHENING MSMES AND THE BUSINESS ENVIRONMENT IN CAMBODIA
11
1.3 ETHIOPIAN USAID URBAN GARDENS PROGRAMTEAM: ROLES AND
RESPONSIBILITIES............................................................................................11
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OFFICE HOURS.............................................................................................46
DRESS CODE...............................................................................................46
WORK EQUIPMENT........................................................................................46
OFFICE SECURITY.........................................................................................46
MANUALS....................................................................................................47
COMMUNICATIONS.........................................................................................47
3.6.1 Office Telephones........................................................................47
3.6.2
3.6.3
3.6.4
3.6.5
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4. PROCUREMENT...........................................................50
4.1 FUNDAMENTALS OF PROCUREMENT...................................................................51
4.2 THE PROCUREMENT PROCESS........................................................................52
4.3 PROCUREMENT OF SERVICES.........................................................................57
4.3.1 Time and Materials (T&M) Subcontracts.......................................58
4.3.2 Independent Consultant Agreements..........................................58
4.3.3 Fixed Price Purchase Orders for Services.....................................58
4.3.4 Illustrative Purchase Order Activities...........................................59
4.4 PROCUREMENT OF COMMODITIES...................................................................60
4.5 ADDITIONAL GENERAL PROCUREMENT POLICIES..................................................60
4.5.1 Obtaining the Best Price..............................................................61
4.5.2 Commissions...............................................................................61
4.5.3 Approval from Technical Leads....................................................61
4.5.4
Receipt of Goods...................................................................61
4.5.5 Receipt of Services......................................................................61
4.5.6 Signatory Authority/Approval Limits............................................62
4.6 PROJECT PROPERTY.......................................................................................63
4.6.1 Non-Expendable Equipment........................................................63
4.6.2
Expendable Equipment and Supplies......................................63
4.6.3
Inventory Management and Reporting...................................64
5. PROJECT EVENTS........................................................65
5.1 DEFINITIONS OF PROJECT SPONSORED EVENTS...................................................65
5.2 REIMBURSEMENT TO PUBLIC AND PRIVATE SECTOR PERSONS FOR REASONABLE EXPENSES
RELATED TO ATTENDING PROJECT-SPONSORED EVENTS...............................................66
5.3 STUDY TOURS & INTERNATIONAL EXPOSURE VISITS...........................................69
6. PROJECT TRAVEL.........................................................74
6.1
6.2
6.3
6.4
6.5
TRAVEL REQUESTS........................................................................................74
TRAVEL EXPENSES AND PER DIEM....................................................................74
USE OF OWN VEHICLE...................................................................................75
TRAVEL ADVANCES........................................................................................76
TRAVEL VOUCHERS.......................................................................................76
PROJECT VEHICLES.....................................................77
OF
PROJECT VEHICLES..........................................................77
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10
7.11
7.12
7.13
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AUTHORIZED DRIVERS...................................................................................78
DRIVERS LICENSE.........................................................................................78
AUTHORIZED PASSENGERS.............................................................................78
GUIDELINES FOR PROJECT VEHICLE OPERATION..................................................78
7.5.1
Fueling of Vehicles...................................................................78
7.5.2 Cleanliness...................................................................................79
7.5.2
Disposition After Hours............................................................79
7.5.4 Vehicle Assignments.....................................................................79
VEHICLE SAFETY AND SECURITY.....................................................................80
7.6.1 Safety and Security Guidelines.....................................................80
7.6.2
Responsible Operation...........................................................81
7.6.3 Adherence to Cambodian Law.....................................................81
7.6.4 Seat Belts....................................................................................81
7.6.5
Motorcycle Helmets...............................................................81
7.6.6 Accidents.....................................................................................81
7.6.7
Road Blocks...........................................................................82
7.6.8
When Vehicles Break Down....................................................83
INSURANCE..................................................................................................83
DEPARTURE TIMES........................................................................................83
VEHICLE INSPECTION PROCEDURES..................................................................84
7.9.1 Weekly Vehicle Inspection Report.................................................84
7.9.2 Pre-Departure Inspection and Checklist.......................................84
7.9.3 Post-Arrival Inspection, Servicing, and Cleaning...........................84
7.9.4 Quarterly Vehicle Summary Report..............................................85
REGULAR VEHICLE MAINTENANCE...................................................................85
VEHICLE SUPPLIES.......................................................................................86
RECORD KEEPING - VEHICLE RECORD BOOKS....................................................86
7.12.1 Vehicle Registration, Proof of Insurance, and Emergency Card. .87
7.12.2 Work Orders, Repairs, and Vehicle Maintenance Records and Log87
7.12.3 Weekly Vehicle Inspection Checklists.........................................87
7.12.4 Pre-departure Checklists............................................................87
7.12.5 Vehicle Logs...............................................................................88
7.12.6 Summary of Vehicle-Related Reporting......................................88
SUMMARY OF RESPONSIBILITIES - VEHICLES.......................................................88
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8.4.3
Scope of Work.........................................................................94
8.4.4
Approvals................................................................................94
8.4.3
Hiring Independent Consultants..............................................98
8.5 OPEN AND TRANSPARENT COMPETITION...................................................99
8.6 USAID BRANDING.......................................................................................99
10.
INFORMATION MANAGEMENT.............................102
10.1 TAMIS....................................................................................................102
10.2 HARD COPY FILING SYSTEM..................................................................102
APPENDIX
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EMPLOYEE TIMESHEETS.........................................................149
BID/COMPARISON MATRIX AND EXAMPLE..............................151
REQUISTION FORM.................................................................153
GOODS RECEIPT FORM...........................................................154
PAYMENT RECEIPT NO COMMISSIONS FORM........................155
PROVINCIAL OFFICE SPOTCHECK FORM.................................157
TRAVEL VOUCHER..................................................................160
TRAVEL VOUCHER INSTRUCTIONS..........................................162
PROJECT EVENT BUDGET TEMPLATE......................................164
STUDY TOUR CHECKLISTS......................................................165
DRIVER STATEMENT OF UNDERSTANDING.............................167
WEEKLY VEHICLE INSPECTION CHECKLIST.............................168
PRE-DEPARTURE VEHICLE CHECKLIST....................................169
DAILY VEHICLE LOG................................................................171
DAILY FUEL LOG......................................................................172
MONTHLY FUEL UTILIZATION LOG...........................................173
QUARTERLY VEHICLE SUMMARY REPORT................................174
VEHICLE MAINTENANCE LOG..................................................175
ACCIDENT REPORT FORM.......................................................176
VEHICLE SCHEDULE...............................................................177
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