1 CONSULTANCY The all-round fleet solution Funding Products Green Fleet & Whole Life Cost Fleet Audit Competitive Tendering Fleet Management & Support Flexi Hire Accident Management FLE Fleet Insurance E T S OLU TI O N S Licence Check Fuel Management Fleet Risk S U PP O R T Fleet Alliance is a leading UK fleet management provider offering contract hire, leasing and a complete range of fleet solutions products. We manage over 18,000 vehicles with a combined value in excess of 300 million. We deliver a complete fleet solution via our market leading Fleet 360 model which provides you with the best combination of advice, products, competitive pricing and outstanding service. Fleet 360 is comprised of the following elements: Fleet Management and Support Managing all aspects of your fleet and providing quarterly mileage reporting and consultation. Licence Check Our online service reduces risk by checking your drivers licences against DVLA licence data automatically. Fuel Management Providing increased control over the way your drivers buy and use fuel. Fleet Risk We analyse the risks your drivers face and help minimise them through managed change and driver training. Fleet Insurance A single insurance policy that covers your entire fleet with no restrictions on business type or vehicle class. Fleet Audit A complete and thorough review of your fleet. Accident Management Reducing vehicle off-road days, administration and monitoring, leading to a reduction in fleet costs. Funding Products Choosing the products that work best for you from our complete range of contract hire and leasing products. Flexi Hire Short term rental from one day to 30 months. Green Fleet Reducing costs by lowering your fleet s carbon footprint and optimising your vehicle choices. Whole Life Cost Calculating the lifetime cost of your vehicle choices by taking into account elements such as CO2 and tax. Competitive Tendering Offering you the lowest, up-to-the-minute pricing by creating competition between our leasing partners. Fleet 360 is delivered via e-fleet, our cloud-based fleet management and reporting system. Coupled with a strong people-based customer service ethos, e-fleet provides a complete outsourced fleet management solution.
2 e-fleet is a cloud-based fleet management and reporting suite which allows you to view live fleet information anywhere in the world 24/7. Building on our unique multi-funder approach, e-fleet lets you manage your entire fleet from one system regardless of funder, including vehicles supplied by other fleet providers as well as your grey fleet. e-fleet provides immediate and unlimited access to your fleet information, whenever and wherever you need it. This puts you firmly in control and can help you reduce fleet administration costs. e-fleet provides a powerful combination of fleet management and reporting tools in one place. You can access e-fleet at any time from anywhere in the world where there is internet access. e-fleet will help reduce your fleet admin costs and avoid unnecessary charges. Permission based access offers facilities for both fleet managers and drivers. Features and benefits: Fleet management A complete range of tools to help improve contract management including: Online quotations Online vehicle ordering and renewal Online grade/choice lists Mileage capture Duty of care and risk management Checks and reminders help you manage both your company vehicles as well as your grey fleet and include: General maintenance/safety checks Driver licence checking MOT and service reminders Insurance renewal reminders Reporting Offers greater control and improved cost management with a full suite of powerful tools including: Predictive mileage reporting P46 reporting P11d reporting Notifications Reminders keep you on top of essential fleet tasks by providing advance notifications such as: Contract renewals Service due/overdue MOT due/overdue
3 e fleetmobile When it comes to managing your fleet, providing your drivers with the correct information and making it easily available when they need it most is crucial. Whether your fleet is provided by single supplier, or spread across various finance providers, Fleet Alliance offers your drivers a single, convenient point of access for all their key support services. Our powerful smartphone application provides drivers access to the main contact numbers and access points for their vehicle, including tyre replacement, automotive glass, maintenance and breakdown and even specific information such as your company s own insurance and accident management providers. Everything your drivers need is available at the tap of a screen. No need to call multiple numbers or refer to several sets of different servicing, maintenance and repair instructions - a single app is all they need. Better yet, e-fleet mobile is flexible enough to assist your drivers even when they re not in their own car. For instance, should a driver be using a pool vehicle and require emergency assistance, all they need is the registration number to gain immediate access to that vehicle s specific support numbers. No hunting through the glove compartment for a driver contact card or frantic calls to their fleet contact. But it s not just contact numbers that s straighforward. e-fleet mobile also makes service booking a breeze. Drivers can book their next service directly through the application itself without the need to call or the dealership. Fields are pre-populated with driver and vehicle information making the process is so simple your drivers are less likely to ignore that all important service warning light, guaranteeing your fleet is properly maintained and your drivers safe. You get closer control over vehicle servicing and address elements of your duty of care requirements and your drivers get to book a service easily, and without making a single call. With Fleet Alliance and e-fleet mobile, drivers have a consistent single point of access available 24/7 ensuring your drivers have exactly the information they need, when they need it most. Drivers are informed, safe vastly reducing calls to their fleet contact.
4 Fleet Audit Even the best run fleets have room for improvement. We begin every relationship by carrying out a free audit of all aspects of your current fleet. Our fleet audit will show you how much you could save on your fleet costs as well as how you can reduce your CO 2 emissions, reduce your administration and improve control of your vehicles and drivers. Fleet Alliance has the knowledge and experience to identify areas where you can reduce your costs and improve the performance of your fleet. Savings identified by Fleet Alliance are likely to be greater because of our Competitive Tendering model. As a client, our fleet audit service will be carried out free of charge. Our fleet auditing service includes a complete review of the following areas: Current grades and pricing Mileage Manufacturer and model choices Agreed CO 2 limits Contract length Whole Life Cost Service and maintenance agreements Review strengths and weaknesses of current suppliers On completion of this review, Fleet Alliance will offer suggestions about how to reduce costs and improve the running of your fleet. In addition, we would normally provide you with the following: New grade lists Manufacturer and vehicle choices Suggested green/co 2 policy Fleet policy document
5 Funding Products The way you fund your fleet is critical. We combine our independence with an extensive range of funding products to offer solutions that are impartial, balanced and above all, competitive. Fleet Alliance works with you to understand your objectives and demonstrate how different funding methods could reduce costs whilst supporting your company s business ambitions. Contract Hire A low-risk solution that offers you new vehicles without the capital outlay or the responsibilities of ownership. Contract Hire offers a fixed monthly fee which is ideal for budgeting and is an efficient way of running a fleet with none of the uncertainties and unpredictable costs of ownership. Finance Lease Suited to companies that require reliable vehicles that may be subjected to heavy use and/or wear and tear such as LCV s. Also suitable for companies looking to keep their vehicles on balance sheet and who want to take the residual risk once the contract ends. Sale and Leaseback We buy your vehicles from you and lease them back to you for a fixed monthly amount. Cash can be injected back into your business, helping to boost cash-flow. Salary Sacrifice An excellent addition to any company s benefit scheme. Salary Sacrifice provides a cost effective means of financing a car using tax and National Insurance contributions to maximise savings. Personal Contract Hire Fixed monthly rentals simplify budgeting whilst flexible duration and mileage terms can be tailored to your requirements. Vehicle maintenance can be included in monthly rentals, helping spread costs.
6 Green Fleet Many companies still believe that opting for a greener fleet will cost, rather than save, them money. This is no longer the case as a well thought out plan for improving the environmental performance of your fleet should also reduce your fleet costs. As well as saving you money, a greener fleet can help you win new contracts and retain customers, especially from large companies and public sector bodies who want to work with businesses who can show they are reducing their carbon footprint. Fleet Alliance will help ensure that improving your fleet s environmental performance will also lead to cost savings. Fleet Alliance has already helped clients reduce their CO 2 emissions by an average of 13% over the last five years. Coupled with our fuel management solution you can be truly proactive and demonstrate to customers and other stakeholders the progress you are making in reducing your CO 2 emissions. To illustrate the cost benefits of choosing a vehicle with CO 2 emissions below 160g/km, we compared two Ford Mondeos. Although the value of the 1.8 Edge model is 865 more, it could cost over 3,000 less to run over 3 years and could save the employee over 1,600 in Benefit in Kind (BIK) taxation. Element Contract term (months) Contract mileage Fuel type P11d value CO 2 (g/km) Miles Per Gallon Finance rental Service rental Total rental * Including disallowable VAT Lease Rental Restriction Cost to company * Monthly cost * Annual Benefit in Kind Class 1A National Insurance Contributions Total fuel cost Total insurance Total contract cost to company Cost per mile 2.0 Edge 36 90,000 Petrol 18, % ,758 1,827 13,497 2,100 25, p 1.8 Edge 36 90,000 Diesel 19, % ,216 1,619 10,325 2,100 22, p * Total rental includes disallowed VAT. Monthly cost includes disallowed VAT and assumes VAT at 17.5%. Insurance assumes an average yearly cost of 700. Total contract cost to company assumes 28% Corporation Tax.
7 Whole Life Cost Whole Life Cost is a smarter way of selecting vehicles for your fleet which takes into account all the costs associated with running a vehicle, not just the monthly lease payment. Adopting Whole Life Cost reduces your overall fleet costs by helping you select vehicles with better fuel consumption and lower tax and National Insurance levels. Fleet Alliance understands Whole Life Cost and has helped clients achieve savings using this approach for many years. The systems Fleet Alliance has developed makes the adoption of Whole Life Cost simple and straightforward. To help you see the benefits, we can provide examples of savings based on the current vehicles on your fleet or a vehicle you are considering. To show the importance of Whole Life Cost and the savings that can be made, we compared two fleet vehicles over a three year contract hire agreement. Despite the BMW having a higher monthly rental than the Volvo, its lower CO 2 output means it's cheaper to operate over the lifetime of the contract by more than 2,700. Multiplied across a typical 50 vehicle fleet, the vehicle with the higher monthly rental would actually save you more than 135,000 over the duration of the contract. Element Combined Miles Per Gallon CO 2 g/km Monthly rental * Total rental cost * Total fuel cost * Insurance * National Insurance Tax on Lease Rental Restriction Whole Life Cost - over contract * Whole Life Cost - per month Volvo S ,873 8,660 2,100 1, , BMW 320d ,935 4,865 2,100 1, , * Monthly rental includes maintenance. Total rental cost includes disallowable VAT. Total fuel cost based on combined MPG. Insurance assumes an average yearly cost of 700. Assumes 28% Corporation Tax. Vehicles compared: Volvo S40 Saloon 2.0 SE Lux 4dr and BMW 320d Efficient Dynamics.
8 Competitive Tendering We compare the prices of up to seven finance providers for every quotation. A recent comparison showed that for a 50 vehicle fleet, the savings could be as much as 102,600 over a three year period. Fleet Alliance will save you money by ensuring you get a better funding deal on every vehicle we provide. Many companies understand the savings that can be obtained by getting several quotes for each vehicle they need, but don t have the time or expertise required to do this themselves. Fleet Alliance does it all for you. Fleet Alliance is one of the largest and most reputable companies in the UK to offer competitive tendering for company vehicles. Fleet Alliance has developed a bespoke system to streamline the process so you can get the vehicle your business needs more quickly and at the right price. To illustrate the potential cost benefits, we took a typical fleet vehicle and ran quotations across a selection of funders. As you can see in the example below, choosing the right funder could save you up to 57 per month. Projected across an average 50 vehicle fleet, then over a three year period you could be saving over 100,000. Vehicle: Audi A4 Diesel Saloon 2.0 TDi SE 4dr Product: Contract Hire Term: 36 months, 15,000 miles per annum Rank Best 2nd 3rd 4th Funder Funder 3 Funder 2 Funder 4 Funder 1 Total cost inc. maintenance Saving per month Total saving over36 mnths 2,052 1,
9 Fleet Management and Support Fleet Management and Support is a comprehensive service which provides assistance to your business and your drivers, including mileage reporting and technical advice. By taking away the cost and hassle from managing your company vehicles and drivers, our Fleet Management and Support service leaves you and your team free to get on with looking after your customers and growing your business. Fleet Alliance provides named contacts who are permanently on hand to deal with any enquiries that may arise. Our experienced team can deal with all fleet related suppliers directly, saving time and eliminating time consuming administration. Fleet Alliance helps clients avoid excess mileage penalties by providing a mileage guarantee, should we be supplied with the relevant data. Fleet Management and Support covers all aspects of service delivery: We handle all your day-to-day fleet administration, supporting fleet managers and drivers, helping them concentrate on their core business. We provide named contacts who are permanently on hand to deal with any enquiries that may arise. Our driver helpdesk is available 24 hours a day, seven days a week and offers technical support by phone or online. We handle all queries related to your finance provider and related invoicing. In addition to your company vehicles, we also provide document and risk management for your grey fleet. Our mileage management service provides quarterly mileage reporting and consultation. Fleet Alliance offers clients a mileage guarantee should they provide us with the relevant data. Using our mileage management systems, we can analyse driver mileages and ensure excess mileage costs are avoided. Should a client receive any excess mileage charges at the end of a vehicle s contracted term and we had not highlighted any potential over-run and offered corrective action, we would consider ourselves liable for the cost.
10 Licence Check Changes to legislation mean that businesses are more exposed than ever to risks from the behaviour of their drivers. Our online service reduces that risk by checking your drivers licences against DVLA licence data automatically. Licence Check helps you comply with Health and Safety guidelines regarding driver licence checking. Once your drivers are set up, the process is automatic so you don t forget. This not only reduces the risks to your business but also reduces the administrative burden of checking licences manually. Licence Check provides comprehensive and up-to-date data on your drivers, directly from DVLA data, which protects you against fraud. You can choose the frequency of the checks and carry these out more often for drivers with driving convictions or a poor accident record. Fleet Alliance can provide help and advice in setting up your drivers for automated and secure driver licence checking. Corporate manslaughter law now makes it easier to prosecute companies responsible for fatal accidents. With an unlimited maximum penalty for a conviction, no company can take Duty of Care seriously enough. Fleet Alliance Licence Check addresses this issue by offering you a convenient and comprehensive online portal which allows you to check: Whether the driver ever passed a test Whether the driver is currently banned That the driver is entitled to drive the category of vehicle they are operating Whether the driver has any undisclosed points or endorsements on their licence That the driver s recorded address matches All you need to do is register your drivers details with us and nominate how often you would like our system to check their records. We charge a flat fee every time our system checks an individual driver s records. You can increase or decrease the frequency depending on a driver s status.
11 Fuel Management Fuel Management gives your business increased control over the way your drivers buy and use fuel; streamlining the process and reducing the cost of managing your fleet. Fuel Management puts you in control of the fuel used by your drivers. It reduces your administration costs and makes it easier for you to cut down on excessive business mileage claims and fraud. The Fleet Alliance fuel card is the most widely accepted in the UK and can be used in most of the leading petrol retailers including all the major supermarket fuel stations. It provides comprehensive fuel usage reporting which is accepted for tax purposes by HMRC. It offers full transaction reporting which can be linked into most fleet management systems so you can automatically link fuel usage to a vehicle or driver. After vehicle depreciation, fuel costs are likely to be the second biggest expense to your fleet. When you take into account current high fuel prices, it is becoming increasingly important to manage your budget. Fuel price isn t the only thing you should be concerned about. Fuel efficiency, processing claims, overall mileage and VAT recovery are also important considerations. Fleet Alliance Fuel Management is a convenient alternative to pay-and-reclaim and can help you save time recovering VAT: You will be provided with a single VAT invoice, saving you time reclaiming your money Provides a full breakdown of VAT Saves time finding individual receipts You won t have to worry about lost receipts The VAT invoice we send you is accepted by HM Revenue and Customs. There is no need to collect each individual receipt
12 Fleet Risk Crucial to effective fleet management is an understanding of the risks inherent in running a fleet of any size. We analyse in detail the risks your drivers face and then help you minimise them through managed change and driver training where appropriate. Risk management helps you eliminate the risk factors to which your drivers are exposed, ensuring you are operating within the law and that your fleet is managed with minimum risk and maximum cost efficiency. We understand the risks inherent in running fleets of all sizes. We audit your fleet and analyse the associated risks. Where necessary, we ll implement a bespoke driver training programme based on the findings of the risk analysis. We maintain, monitor and review the changes to ensure long term, sustainable improvement. Features: Fleet safety audit Identify where your organisation is most at risk and advise how your fleet risk can be reduced or eliminated. Driver risk assessment Build a detailed understanding of the risk factors to which your drivers are exposed. Bespoke driver training Training programmes tailored to the individual driver. Benefits: Legal compliance Ensure that everything reasonable has been done to keep your drivers safe. Direct cost reduction Reduce collision, running and maintenance costs. Indirect cost reduction Reduce lost man hours and wasted management time. Environmental impact Reduce the impact of your fleet on the environment. Reduced insurance premiums Over time, quantify the reduction in claims, leading to lower premiums.
13 Fleet Insurance Fleet Insurance is a single insurance policy that covers your entire fleet with no restrictions on business type or vehicle class. Instead of rating you on each vehicle and earning no claims discount, Fleet Insurance will rate you on the claims experience of your business. You may also be able to add other types of insurance, such as goods in transit, if needed. This means you can cover other operational areas without having to set up a separate policy. Features and benefits include: Breakdown assistance Courtesy vehicle New vehicle replacement within 12 months of first registration Legal protection free on all policies Windscreen cover on all comprehensive policies Mirrored no claims bonus from private car insurance policies Cover for travel within the EU Cover for audio equipment Features and benefits are dependent on insurer and cover. Reduced administration Single renewal date and insurer Typically costs less than insuring vehicles separately
14 Accident Management In the event of an incident, Accident Management can significantly reduce vehicle off-road days, administration and monitoring, leading to a reduction in fleet costs and minimising disruption. Accident management reduces the disruption which arises when one of your drivers is involved in an incident. We take care of all the administration relating to the claim and getting your vehicle back on the road. This leaves you and your team free to look after your business. We provide a free replacement vehicle for 48 hours if your vehicle cannot be driven and a courtesy car while the vehicle is being repaired. For smaller incidents, repairs are carried out on your premises which can help reduce vehicle off-road time by up to 70%. We take care of all the administration and keep everyone informed on the progress of repairs by , text message and telephone. Industry statistics show that, per incident, over five hours is spent managing the accident process. Our Accident Management service removes this burden and guarantees your vehicles are back on the road in the quickest time possible. Benefits include: Independent network of approved repairers Estimates reviewed within four hours, with repair standards monitored by our expert engineers Key stakeholders notified of incidents via (insurer, broker, fleet contacts and uninsured loss recovery provider) Repairers offer a delivery, collection and mobile estimating service Courtesy car for the duration of the repair Comprehensive monthly management information Rentals backdated to incident date for total loss vehicles
15 Flexi Hire Flexi Hire offers businesses a flexible solution to both their short and long term mobility needs. Catering for cars and light commercials, we have access to over 1,200 locations throughout the UK. Flexi Hire allows you to rent a vehicle for any period from 1 day to over 2 years. If you run a core fleet of vehicles, Flexi Hire helps manage situations cost effectively, whether you need one or more extra vehicles for a specific period or a particular type of vehicle which you don t have in your fleet. Flexi Hire provides you with competitive rates across all types of vehicles and for all periods up to 30 months. You can extend the rental period at any time to meet changing circumstances. Short term hire benefits (0-90 days): No turndown - 100% order guarantee Full airport coverage One-way and out of hours capability Dedicated account management Secure on-line rental management Option to offset your rental carbon emissions Long term hire benefits (91 days - 30 months): No commitment to any specific hire period Add to, reduce or change your vehicles at any time without penalty All servicing and maintenance included Replacement tyres for fair wear and tear Replacement vehicles when needed Road fund licence included 24-hour breakdown cover, 365 days a year No excess mileage charges * One single monthly invoice * Fair usage policy applies Both short term and long term hires include bespoke online management reporting and Service Level Agreements.
16 Grey Fleet Management Grey fleet is a term used to describe vehicles used on company business which are not company cars. These range from vehicles funded by a cash allowance, to those owned by employees but used on company business. Our solution works to assist clients in managing the risks associated with grey fleet. A common misconception is that grey fleet requires less attention than a company car fleet when, in fact, they carry similar risks. We provide you with the tools required to maintain your grey fleet within the law - reducing your duty of care risk. We provide an effective online solution via e-fleet which ensures you have 24/7 access to all your relevant grey fleet data. Our risk products, Licence Check and Fleet Risk, remove the worry from your grey fleet and is geared towards drivers and fleet managers alike. Fleet Alliance brings visibility, strong management reporting and reduces your risk. Our grey fleet management solution is comprised of the following three elements: e-fleet Our cloud-based fleet management system provides important grey fleet notifications: - Service due/overdue - MOT due/overdue - Mileage capture Licence Check Our online licence checking system checks your grey fleet drivers licences against DVLA licence data, automatically ensuring they are legally entitled to drive. Fleet Risk Our risk management solution analyses in detail the risks your grey fleet drivers face, helping you minimise them through managed change and driver training where appropriate. Most businesses will have an element of grey in their overall fleet. Our grey fleet management solution ensures that it is managed with the same care and attention associated with running a typical company car fleet.
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CONTRACT HIRE (CAR LEASING) SCHEME 1. Introduction GUIDANCE NOTES The following details describe the conditions for providing a contract hire car to employees of the Council. Under the scheme, the Council
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