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PRE-DISTRIBUTION COORDINATION
Establish the location for a distribution based upon requests from potential partners or the need
to return to past distribution sites to help more people while following up with past wheelchair
recipients.
Establish reliable contacts within the country to do a distribution at least 6 months in advance
Send measuring worksheets (e-mail version or by mail) and have them begin to re-
cord measurements and take a photo of each the recipient.
Have them contact local associations that serve the disabled, orphanages, physical
therapists, government health departments, etc
Once they’ve gathered 100 or 200 measuring worksheets have them mail them to
ROC Wheels
Review the measuring worksheets and the recommendations for mobility products if included
ROC Wheels and physical therapists review the measuring worksheets and determine the best
mobility product for each person
Begin initial fundraising if the partners show the ability to perform a distribution together
Create a budget for the cost of the mobility products based upon review of the measuring work-
sheets
Request a shipping quote from BKA Logistics (Manisha Lad) based upon the total number of
wheelchairs (100 wheelchairs = 20 footer and 200 wheelchairs = 40 footer)
Combine the mobility products cost, shipping costs, and estimated costs associated with per-
forming the distribution in order to determine a final budget
Establish shipping sponsor
Continue fundraising based upon the total budget
Identify the consignee and contact person that will receive the shipment
Coordinate with partners and consignee to determine a location for storage of the mobility prod-
ucts until the distribution team arrives
Coordinate with partners and consignee the distribution sites and necessary logistical support
for transporting the mobility products and distribution team (if multiple sites)Coordinate with part-
ners and consignee to arrange the accommodations, transportation, and meals for the distribu-
tion team
Continue fundraising until 75% of the budget has been received
Once 75% of budget received then submit a purchase order for the mobility products
Research costs for airfare, accommodations and meals and determine cost per team member.
Work with consignee and perform the necessary tasks in order to receive a Duty Free Exemp-
tion Certificate from the countries government or US based consulate
Make arrangements for the shipment through BKA Logistics and ask them to hold the booking
at the current quote until the duty free certificate has been received
Determine distribution date and number of team members based upon the expected arrival time
of the container and clearance from customs
Find a Physical Therapist to accompany the team, try to get PT sponsorship.
Gather distribution team and begin to educate the volunteers on the distribution procedures,
health concerns (vaccines), political and cultural environment, necessary financial support they
will need to pay or fundraise, and provide the distribution itinerary
Have a team meeting if possible before leaving to assign responsibilities for each distribution
day and ease any concerns or questions.
Wheelchair Distribution Procedures
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