Overview
The Government Fleet Management Policy (2019), developed by the Ministry of Works and Supply, provides Zambia with its first comprehensive framework for the acquisition, use, maintenance, and disposal of government vehicles, plant, and equipment.
The policy is designed to address long-standing inefficiencies, high operational costs, and fragmented systems in government fleet management, while ensuring value for money, accountability, and sustainability.
Vision & Goal
- Vision: “A world-class, value-for-money public service fleet, plant, and equipment management system by 2030.”
- Goal: To create an enabling environment that promotes efficiency, cost-effectiveness, and accountability in the management of government fleet assets.
Rationale
For decades, government fleet management was guided only by circulars and service conditions, leading to:
- Rising costs in procurement, maintenance, and insurance.
- Lack of standardisation of vehicles and equipment.
- Weak institutional coordination and monitoring systems.
- High expenditure on personal-to-holder vehicles.
The policy introduces a coherent, structured, and transparent framework to reduce costs and improve efficiency.
Guiding Principles
The policy is anchored on:
- Accountability – strict compliance with rules and transparency in management.
- Equity – fair allocation of vehicles between urban and rural areas.
- Integrity – honesty and uprightness in fleet management.
- Social Justice – inclusiveness in use and access.
- Sustainability – cost-effective and environmentally conscious utilisation.
- Decentralisation – empowering ministries, provinces, and agencies (MPSAs) to manage their fleets under national standards.
Policy Objectives & Measures
1. Procurement & Standardisation
- Develop guidelines for standardised vehicle and equipment procurement.
- Undertake needs assessments before purchases.
- Bulk-buying for economies of scale.
- Promote fuel-efficient and climate-friendly vehicles.
2. Efficient Fleet Management
- Introduce a computerised fleet management system linked across all MPSAs.
- Ensure optimal use of pool and utility vehicles.
- Enforce strict parking, labelling, and reporting rules.
- Strengthen accident reporting and accountability through the Standing Accidents Board.
3. Equitable Allocation
- Distribute vehicles based on institutional mandate, geography, and population needs.
- Strengthen the Public Service Motor Vehicle Loan Scheme to reduce dependency on government-provided vehicles.
4. Digitalisation & Data Management
- Create a national electronic fleet database integrated with MPSAs.
- Link systems with Road Transport and Safety Agency (RTSA) for registration and monitoring.
5. Cost Efficiency
- Promote vehicle pooling and leasing.
- Encourage bulk procurement of fuel and lubricants.
- Explore public-private partnerships and innovative financing models.
6. Disposal Framework
- Ensure transparent disposal in line with the Public Finance Management Act (2018).
- Use auctions, insurance settlements, donations, or transfers with full accountability.
7. Access to Vehicle Loan Scheme
- Expand affordable financing options for public workers through the Public Service Micro Finance Company (PSMFC).
- Negotiate favourable packages with dealers and banks.
Implementation Framework
- Cabinet Office: Provides oversight and presides over the Plant, Vehicle and Equipment Committee (PVEC).
- Ministry of Works and Supply: Leads coordination, develops the national database, manages the pool system, and enforces compliance.
- MPSAs Transport Units: Manage institutional fleets, enforce regulations, and maintain digital databases.
- Other Ministries: Finance, Transport & Communications, Home Affairs, and Justice collaborate on finance, road safety, clearance, and legal matters.
- Public Service Micro Finance Company (PSMFC): Manages the loan scheme for public workers.
Legal Framework
The policy draws from key legislation including:
- Roads and Road Traffic Act (2002)
- Public Procurement Act (2008)
- Public Finance Management Act (2018)
- Chartered Institute of Transport & Logistics Act (2014)
- Public-Private Partnership Act (2009)
Expected Outcomes
By implementing this policy, Zambia expects to achieve:
- Reduced fleet costs through pooling, leasing, and efficient utilisation.
- Improved service delivery through reliable and well-managed transport.
- Greater accountability and transparency in asset management.
- Digitalised systems for real-time monitoring and reporting.
- A sustainable and equitable fleet system aligned with Vision 203
