Using the fleet management services contract

Using this contract

Agencies should use this contract to help with the daily management of any aspect of their fleet. Fleets of any size can benefit from management services however some providers have restrictions on minimum fleet size or pre-requisite services for some of their offerings.

Discuss your requirements with your chosen provider to ensure they can offer the suite of solutions to meet your needs.

• 1

  Review your fleet

  Understand your agency’s requirements and objectives before choosing a fleet management provider.
• 1a

  Determine your needs

  Review the current state and work out where your agency lacks visibility or could use improvement. This will help determine your current benchmark for fleet performance.  

• 1b

  Review your data

  Review all your key fleet data, including any from your incumbent fleet manager (if applicable). This should include:

  • ongoing operational costs
  • fleet size, composition and geographic distribution
  • fleet utilisation
  • fleet operational use requirements
  • what current fleet management services your agency receives (if applicable)
  • current fleet management service performance (if applicable).
• 1c

  Engage key stakeholders

  Engage with key stakeholders across your agency to keep track of your fleet’s current functions, such as:

  • end user (driver) experience
  • agency and governmental policy considerations
  • organisational objectives
  • operational constraints that may impact the delivery of services for providers.
• 1d

  Set goals

  Set realistic, trackable goals for your fleet that can be managed in collaboration with your provider. These could represent a range of options such as:

  • increasing operational availability of vehicles
  • reducing fleet costs in specific areas
  • improving compliance or driver safety
  • reducing fleet size or fleet emissions profile.

  Your agency could opt to focus on one key metric or a range of options.

• 2

  Assess your needs

  Once you have looked at the current state of your fleet, review this contract and the service offering. Keep in mind your fleet management plan and your intended future state.

  • Does fleet management currently work well for your agency?
  • Do you plan to make any significant changes to your fleet that could impact the management?
  • What are the minimum requirements to help your agency meet its goals?

  You should also think about:

  • the geographical spread of your fleet
  • whether aspects of your fleet have bespoke or specialist needs
  • services your fleet may need outside of the core fleet management categories
  • the service scope of the contract, determining what services you would need from a provider and to what extent, as well as what could be provided in-house
  • your transition timeline, considering when services can start, when the contract expires, the timing of the financial year, etc.
• 3

  Review providers

  Consider each provider's profile, rates, and how they align to your requirements. You can find this information on the providers page using an agency login.

  Fleet management services providers

• 4

  Talk to the providers

  Talk to the providers to learn more about their services and communicate your needs.

  Think about what you might want to learn from them before you talk to them (for example, how they can support the transition to your desired fleet management delivery model).

  You may then have to seek quotes from some or all of the providers, depending on these discussions.