Our services

Consultation

Since we operate in a rapidly changing market environment, flexibility and quick response are crucial, as well as to recognize existing and future problems.

During the consultation we not only assess the needs of our client but also gain a better understanding of the challenges and ideas affecting the vehicle fleet. What is more, we describe the possible forms of cooperation, present our services and offer suggestions for solutions based on the client’s needs. After consultation, we provide information about the problems and risks related to current and potential vehicles, and we offer the solution and process too.

The consultation is free of charge for our partners.

E-Car readiness review

In recent years, alternative drive systems have gained more and more ground. Although they are eco-friendly, it is important to understand the ways we can take best advantage of the positive features and what to keep in mind before incorporating them into the car fleet.

The review shows how well prepared our client is for electric vehicles and for the use of alternative drive solutions. Moreover, the review will show the kind of electric vehicles and the extent they can be used in our client’s fleet.

The review also helps to prevent the introduction of vehicles which, in the absence of proper design, do not meet the expected requirements, but instead they lead to increased costs and CO2 emission.

Baselining

The basis for successful fleet management is to be aware of the current operation of the field, the organization, the existing business processes, the contractual background, and last but not least, the system that supports them. We are not only answering the above mentioned details but also the current cost structure of the car fleet.

During baselining, we analyze the internal processes related to vehicle usage and fleet management, we determine the saving potential of the purchase and operation of the vehicle fleet, while maintaining or increasing the current quality and service standards. Moreover, we examine the future risks of current contracts, agreements and operating practices, how they can be reduced or eliminated.

Then, in order to increase the operational efficiency of the vehicle fleet, we propose a possible renegotiation or tendering of current contracts, the modification of the current vehicle car policy, and the optimization of the internal processes related to the carfleet, if necessary.

Design, development, introduction/implementation of fleet strategy

Based on our extensive market knowledge (market players, regulations) and the information we gain from baselining, we prepare a proposal for the fleet strategy and develop the most optimal fleet management solution, while taking into account the needs, strategic goals, financial opportunities of our client, and relevant parent company regulations.

Fleet strategy includes:

• Reorganizing the fleet
• Creating or modifying the procurement and/or operational processes
• Determining KPIs and SLAs for measurement
• Creating or modifying the background systems that serve processes
• Screening process of supplier contracts

Once the strategy is adopted, the next step is to prepare the action plan that clearly shows the milestones for achieving the goals, including responsible persons and deadlines.

Implementation includes performing the action plan (steps, responsible persons, deadlines) that was prepared in accordance with the project scope. We support our client along the way in order to put changes into practice and to achieve the desired goals. The depth of this service is determined by the client's needs. On one hand, this can mean the direct support of our client, which means we are there in person throughout every phase of the implementation, or we can conduct negotiations and consultations completely independently, so we only report to our client about the status of the process once certain goals are achieved; this way we are taking over the complete workload.

During implementation

• we provide help with the necessary tasks for the organizational transformation (e.g. developing organizational structure, preparing job descriptions, documentation of business processes, specifying the needs of system development that result from changing business processes, supporting quality assurance audits etc.)
• we assist or, if required, retender the necessary supplier contracts
• we perform measurement, based on the agreed KPIs and SLAs.

Elaboration and modification of car policy

Car policy has a significant role in fleet management for every company. Due to continuous changes (e.g. business, market) these polices need to be reviewed or modified from time to time, but we are happy to help our client, while ensuring that the policy effectively supports the fleet management process through our market experience and knowledge of the corporate environment of our existing/former clients.

Tendering

This service is most often used by our clients when the goal is to build a new vehicle fleet, or to outsource the in-house fleet management activity to an external service provider (or the opposite external - internal), or put out the service of existing providers to competitive tender.

Main elements of the service:

• Setting-up the most appropriate service package from the range of services available on the market, taking into account the needs and possibilities of our client.
• Tendering based on the needs of our client.
• Select and invite the service providers who meet the criteria of the tender and the client.
• Provide personalized assessment tools (e.g. service provider evaluation form, “Scoring Model” for evaluating offers etc.)
• Full evaluation of bidders and their offer.
• Provide help in the selection of the best applicants for the final round of negotiations.
• Participation on the negotiations with the service providers.
• Preparation and negotiation of the draft contract with potential service providers.

Renegotiation of contract

Our client may already be in partnership with other fleet management company, however, based on Baselining or Benchmarking results, it turns out that our client has the opportunity to optimize fleet costs (TCO = total cost of ownership). In this case, within the tendering module, we provide possible solutions to modify the current fleet management contract in order to improve the quality of the service and reduce the total cost of the car fleet to the optimal level. Moreover, we also contribute to the implementation of suggestions, if required.

Benchmarking

Benchmarking allows our clients to continuously monitor the competitiveness of their current contracts.

We conduct an annual market research using our database, market knowledge and relationships. As part of the research, we study the content of the services available and vehicle types, as well as analyze the purchase price, residualvalue and the service costs of the vehicles. Above all, we provide statements about the cost of other available services in order to compare them with other market prices currently available on the market with the price level set in the client's contract.

This provides our client with real market information that forms an important basis for future decisions.

Cost optimisation

Recently, many companies had to reduce their operating costs due to COVID-19. Thanks to our extensive industry experience, we are able to provide our clients with advice on how to reduce their costs in order to achieve their goals.

Our advice is primarily aimed at exploiting saving opportunities that have arisen due to changes in vehicle usages caused by the pandemic.

Strategic support of daily operations

If our client already uses the services of a fleet management company, an independent expert may be needed to help monitor the service provider, control the total cost of the vehicle fleet (TCO), achieve saving targets and maintain service quality based on the applicable contractual background.

Main elements of the service:

• Support in preparing vehicle orders based on the contract
• Check individual vehicle contracts, modify base contracts
• Monitoring mileage
• Support for damage event administration
• Issue of replacement car insurance / pool car management support
• Invoice checking (operating cost: fuel invoice, repair offers, etc.)
• Invoice checking (operating cost: fuel invoice, repair offers, etc.)
• Normal contract closures - check and negotiate cost settlement with the fleet manager
• Reporting, fleet reporting
• Car policy audit
• Checking service quality

The main advantage of this service is that we provide additional resources to get the job done at the right level, so control can be practiced with the involvement of an independent external expert.

This service does not include support for daily operation of vehicles, e.g. vehicle handover/ takeover, delivering the vehicle to the repairer, etc.

Measurement, optimalisation

Based on the KPIs and SLAs that are defined as part of the project, it is advisable to re-evaluate whether the processes for achieving the goals are working properly 6-12 months after the implementation. Due to the differences caused by a dynamically changing environment, if necessary, processes have to be optimized. We do not leave our clients alone in this process either, since we provide professional support for successful closing.