Fleet Case Studies

EVP’s fleet case studies demonstrate our fleet management project delivery experience and capability.

Our team has an unmatched depth and breadth of consultative experience in fleet management. Furthermore, we can cover all aspects of running your fleet from the strategic to the operational level. EVP has the expertise to influence every level of your business.

Customers receive the best value, with expectations met and projects delivered on time, so our legacy is lean, cost-effective and performance-driven.

EVP is entirely independent of any fleet-related supplier, which means you will always get the right advice all of the time. We are also members of the AFP.

Fleet case studies

Global Cosmetics Brand

Services Delivered: Fleet Consultancy, Fleet Procurement & Fleet Supplier Management

Scope: Procurement exercise for UK and Ireland Fleet

Objective: Cost reduction and Operational Enhancements

Main Stakeholders: HR, Finance and Payroll

Fleet:  361 vehicles (UK) and 78 vehicles (IRE)

Approach: Review all elements of the vehicle policy and operational procedures to maximise running efficiency of the fleet.

Review all elements of the vehicle policy and operational procedures to maximise running efficiency of the fleet.

Extensive analysis was undertaken as well as significant stakeholder engagement for driver populations and senior management. Other factors such as risk, environmental impact and brand considerations were factored into output presented to UK board.

RFP process undertaken in conjunction with EU countries. All proposed actions presented to UK Board for approval.

Identification of significant risk in how mileage was accounted for. Implemented control procedures (including new supplier) which reduced risk inherent in the existing processes and potential fines from HMRC. £80k p/a direct saving plus elimination of HMRC intervention (£1m+)

Re-contracting £180k in year saving plus ongoing year on year benefit. Benefit increased £100k by challenging initial re-write proposals received from supplier.

RFP results delivered immediate sign on benefit plus ongoing contractual enhancements around profit share and early termination provisions. Enhanced MI provision from supplier to provide further ongoing benefits.

Global Security Provider

Services Delivered: Fleet Strategy & Fleet Procurement

Scope: EU Fleet Review (Nordics + Benelux) and RFP for Southern, Central & Eastern Europe

Objective: Cost reduction and Operational Enhancements

Fleet:  2,400 vehicles in N&B and 900 in S,C & E

Main Stakeholders: Finance and Operations

Reviewed all elements of the vehicle policy and operational procedures to maximise running efficiency of the fleet. Extensive analysis was undertaken as well as significant stakeholder in specific countries.

Other factors such as risk, environmental impact and brand considerations were factored into output presented to Northern Europe Board. Main activities involved reviewing the vehicle estate with a view to rationalising vehicle choice, increasing OEM terms and enhancing operational delivery.

RFP Process for S,C&E Europe conducted in very short timescales (8 weeks from start) in conjunction with regional Finance Directors. Aim to look for a consolidated supplier across territories who the client could work with strategically on an ongoing basis.

Nordics and Benelux – Standardised vehicle applications across countries & enhanced manufacturer discount terms resulted in 12.5% reduction in running costs (£1.6m annualised). In some countries this was >30%.

Vehicle choice also reduced risk through more suitable specifications. Other benefits included the enhanced ability to reallocate vehicles to smooth out mileage patterns delivering further benefit.

Southern, Central and Eastern Europe – consolidated LeaseCo selected with 6% ongoing savings vs current baselines and 225k Euro sign on bonus. Credit issues for Greece worked through strategically to get Leasco comfortable with credit risk.

Industrial Engineer

Services Delivered: Fleet Consultancy & Fleet Procurement

Scope: UK Fleet

Objective:  Operational and Supplier Strategy

Fleet:  170 vehicles in UK, mix of commercials and cars

Main Stakeholders: HR and Operations

Conducted a structured review of all aspects of the fleet covering vehicle policy, manufacturers, funding, procurement, risk and environment.

Review of existing supplier agreements covering leasing, manufacturer, accident management, daily rental and risk management services.

Interviewed operational stakeholders to understand the operations requirements of the fleet relating to the commercial vehicle fleet.

Identified significant opportunities with the current supply base for rebates due and enhanced commercial benefit.

Re-positioned existing supplier relationships to ensure suppliers delivering in accordance with contractual requirements.

Proposed standardising commercial vehicle fleet into specific applications. Vehicles could be down sized and funded over different parameters with further manufacturer benefits yielding >10% reduction in running costs.

Facilities Management Provider

Services Delivered: Fleet Strategy & Fleet Procurement

Scope: UK Fleet

Objective:  Full Strategic Review

Fleet:  750 vehicles mainly light commercial vehicles

Main Stakeholders: Procurement and Operations

Conducted a structured review of all aspects of the fleet covering vehicle funding policy, manufacturers, operational cycle, procurement, risk and environment.

Review of existing supplier agreements covering funding, leasing, manufacturer, accident management, daily rental and risk management services.

Interviewed operational stakeholders to understand the operations requirements of the fleet relating to the commercial vehicle fleet.

Opportunities identified to reduce annual running costs by 14%

Standardised commercial vehicle specifications

Re-defined the fleet management operational model

Reduced headcount through outsourcing appropriate activity

Enhanced supplier contracts through clearer performance measures

Streamlined operational delivery

A Large UK Zoo

Services Delivered: Strategic Environmental Review

Scope: UK Fleet

Objective: Reduce environmental footprint

Fleet: 75 mixed zoo assets

Main Stakeholders: Operations

Undertook interviews with operational stakeholders to understand the operations requirement of the fleet relating to the commercial vehicle fleet across two very different Zoo’s, ranging from security to veterinary services.

Site visits to the two locations enabled us to understand the operational differences at each site and supporting vehicle requirements.

Additional market research to understand the range of vehicles both currently and in the near future, which would be suitable for Zoo operations.

Opportunities identified to rationalise the vehicle estate, by reducing the number of vehicles required.

Delivered full strategic plan to reduce emissions from fleet to zero by 2025 in line with organisational objectives.

Co-developed unique vehicle specifications for specialist applications such as veterinary vehicles.

Financial plan to support the vehicle replacement programme.

Animal Charity

Services Delivered: Fleet Funding and Operations Review

Scope: Funding and operational review for UK Fleet

Objective: Optimise fleet operation

Fleet: 280 vehicles, mainly estate and commercial

Main Stakeholders: Operations

Assessed the viability of various funding and operational models.

Analysed the fleet to understand which model would suit the Client best.

Recommendation to move from purchase to a leased agreement for a selection of the fleet, saving £80k per annum.

Recommendation to undertake a sale and leaseback transaction to bring forward savings and to embed process efficiencies.

Standardisation of vehicle types to suit specific applications, generating volume leverage with OEM providers.

Recommendation to finance lease other assets to gain further financial efficiencies.

Proposed revised operation procedures to maximise asset utilisation and minimise.

Housing Association

Services Delivered: Tender Documentation Drafting

Scope: Tender Documentation Drafting for UK Fleet

Objective: Audit RFP Documentation

Fleet: 200 commercial vehicles

Main Stakeholders: Procurement

Review of the following documents:

Core service specification and commercial requirements.

Vehicle specification and pricing schedule.

Daily hire.

Accident management.

Vehicle conversions.

Telematics.

Glass and tyres.

Significant reduction in the volume of content taken to market resulting in a more focused and concise tender document.

Strengthened commercial requirements to de-risk the supplier selection process over the contractual term.

Enhanced contract control measures facilitating better supplier management capabilities over the contract term.

Increased speed of project delivery overall.

IT Service Provider

Services Delivered: Fleet Strategy and Fleet Procurement

Scope: Strategic Review for UK Fleet

Objective: Enhance Fleet Strategy

Fleet: 180 company cars and grey fleet

Main Stakeholders: Procurement and Operations

Review the current arrangements and establish a cost and operational baseline.

Objectively review the provision of a cash alternative to the company car.

Develop a strategic plan aligned to company objectives.

Re-negotiate the existing contractual arrangements with the fleet. management company.

Develop fully costed options for implementation.

Revised contractual arrangement with existing supplier leading to significant commercial enhancements.

Policy revised along TCO principals reducing overall cost and increased driver benefit provision.

Implemented revisions to mileage procedures, reducing risk of non-compliance and reducing cost to the business.

Established stronger policies and procedures across the fleet provision leading to reduced administrative burden and increased compliance.

Power Utility Company

Services Delivered: Full Fleet Review

Scope: UK Fleet Review

Objective: Review Current Fleet Provision and Operating Costs

Fleet: 60 vehicles – mixed fleet

Main Stakeholders: Finance and Operations

Our review included aspects like:

Operating costs

Current contract

Vehicle policies and procedures

Undertook consultations with key stakeholders to focus on operational efficiencies.

Optimisation of existing contract parameters along TCO principals to significantly reduce cost of in life assets.

Contract review supported the implementation of more robust supplier relationship management procedures.

Re-written vehicle policy documentation.

Blue Light Fleet

Services Delivered: Fleet Procurement & Fleet Consultancy

Scope: Fleet Procurement Review

Objective: Cost savings through the supply chain

Fleet: 1300 vehicles, 800 blue light & 500 support vehicles

Main Stakeholders: Procurement and Operations

Review of every aspect of their supply chain, including elements such as:

Vehicle procurement and conversions

Parts supply chain

Tail lift inspections

Emergency and non-emergency breakdown services

Bodywork repairs

Tyres

We then benchmarked supply chain and operational delivery.

Savings throughout the supply chain:

9% saving on bodywork repairs

23% saving on vehicle recovery

7% saving on spares

13% saving on tail lift inspections

8% saving on tyres

Public Sector Transport Department

Services Delivered: Fleet Operations Review

Scope: Transport Operations Review

Objective: Cost and Risk Reduction

Fleet: 380 vehicles, including cars and commercial vehicles

Main Stakeholders: Finance and Operations

A review of all elements of the transport operations.

Staffing of the transport department, premises and workshops as well as a full review of the council vehicle estate.

Asset utilisation and total cost of ownership were reviewed with a plan to increase the efficiency of the overall estate.

Risk and environmental considerations were central to the review process.

Introduction of additional pool vehicles and a new booking process to replace existing grey fleet mileage. Significant reduction in overall TCO and risk associated with grey fleet mileage.

Introduction of benchmarking to workshop operations and additional revenue stream through performing MOT’s on behalf of third parties.

Reduction in overall vehicle estate through increased asset utilisation and multi-purposing of certain vehicle types.

Housing Associations – Merger of two Fleets

Services Delivered: Fleet Merger Assistance

Scope: UK Fleet Merger

Objective: Smooth Merging of the Two Fleets

Fleet: 131 vehicles including cars, LCVs and Minibuses

Main Stakeholders: Finance and Operations

Analysis of both fleets and their policies, including car, van, cash and grey fleet drivers.

Considered Fleet risk strategy, including policies and practises and current supplier arrangements (lease companies, manufacturers, other services).

Vehicle service, maintenance and repair requirements.

Provision of accident management services, short term rental services, fuel etc.

Internal review and sign off process for determining vehicle entitlement.

Results Fleet policies – rewritten to ensure in line with best practice and H&S compliant.

Designed and implemented process for vehicle choice and specification.

Identified optimum future car funding/leasing options and potential suppliers.

Negotiated improved manufacturer / dealer terms and implemented updated terms.

Preparation of a RFP document to allow the client to tender for future fleet requirement.

Annual cost savings delivered of £30,675.

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