Overall Requirements
Transport and freight arrangements for voting materials and equipment will need to cover:
- post-production distribution of equipment/materials to the electoral management body (in low-risk security situations, often organised more cost-effectively by the manufacturer and included in product costs);
- any distribution required from central and regional electoral management body storage facilities to local election administration offices;
- distribution of equipment and materials to voting stations and other voting locations;
- emergency voting day transport contingencies;
- transport of voting material to ballot counting centres (where regional or central counting centres, rather than voting stations, are used for the count);
- return of election equipment and materials to the electoral management body for sorting and storage;
- disposal of any election material that is not to be retained;
- courier services between the electoral management body's central/regional and local offices.
Logistical planning should take into account the most cost-effective transport routes and means, considering local infrastructure conditions, time constraints and security assessments. It will be more difficult to service remote areas at low cost; use of fixed-wing or helicopter air transport, boats and similar high-cost conveyances may be necessary. Similarly, service of voting locations in foreign countries will generally require high-cost urgent air freight.
Contracting Out
It is generally not cost-effective for the electoral management body to maintain its own permanent transport fleet. However, there may be advantages in the hiring of some transport vehicles and drivers in urban areas for peak periods of materials delivery and pick-up. This may be necessary where other suitable transport operators or other government agencies' vehicles are not available. Where vehicles are hired, costing must include all associated costs, such as drivers, fuel and insurance.
Transport Security
Election materials and equipment must be transported by means that provide adequate security. The level of security required will depend on assessed security risks. In low-risk environments, normal commercial transport systems or even private vehicles can be used. In high-risk environments, special arrangements for protected convoys or transport using military, police or international agency resources may be required. Although costs in such situations may be high, adequate security of the material is the overriding consideration.
Polling Officials' Needs
There may also be a need to provide transport for polling officials and, in some situations of high risk, secure convoys for voters. With regard to polling officials, vehicle leasing may be necessary to provide:
- the required mobility for roving polling officials (see Other Voting Operations Staff);
- a transport service for polling officials, where they are working out of their local area or where public transport facilities are poor (use of buses rather than smaller vehicles would be more cost-effective);
- transport for mobile voting stations, both in urban areas servicing institutions and in remote areas.
Potential Efficiencies
There may be opportunities for efficiencies in transport costs by using, wherever possible:
- transport resources of other government agencies or the military for equipment and materials distribution and return (a less attractive option where 'user pays' systems for inter-agency services is used);
- in low security risk areas, voting station managers' private vehicles for pick-up and return of voting materials and staff to and from voting stations, paying a vehicle allowance as a more cost-effective alternative to hiring transport vehicles or contractors;
- distributing voting equipment and furniture from regional locations rather than from a central hub;
- ensuring that available furniture and facilities in voting sites are used, to avoid the transport of additional furniture or equipment;
- in rural and remote areas, using voting sites that have facilities for free storage of bulky equipment, such as voting compartments or booths, between elections.
