Fleet Management

Fleet Management

Operating and maintaining a fully compliant vehicle fleet in line with current industry standard regulations and UK road laws has never been so important. This is just one of the many pressures that comes with managing a fleet of commercial vehicles, but it is often the most vital.

 

Our Compliance Management solution can help your business relieve this pressure and meet those regulatory obligations by providing advanced booking and scheduled maintenance management. This includes tailored arrangements in line with your fleet operations which are managed throughout the life cycle of the vehicle, HGV or specialist asset. We take a smart and proactive approach, working together with our Maintenance and Downtime teams to ensure events are planned and carried out in line with your schedules, and downtime can be kept to a minimum.

Our team understands both the common and wider risks associated with operating small, medium and large sized commercial vehicle fleets, affecting driver safety, public safety, vehicle roadworthiness and business reputation. We ensure everything possible is done to avoid these being compromised.

 

How it works

Compliance expertise

With specialist vehicles at the core of our business, we are experienced in assessing risk and planning compliance requirements for even the most complex vehicle fleets. Our dedicated compliance team are CPC qualified and are skilled in managing a wide range of vehicle fleets, of all sizes. We work closely with you to provide the expert support you need, ensure all regulatory obligations are met and your Operator Compliance Risk Score (OCRS) is protected.

Operator Licencing

Obtaining a Goods Vehicle Operator Licence is often the simplest stage in the process, the retention of the licence through meeting the legal responsibilities and duties is the real challenge. Our comprehensive audit and compliance service will help you manage your operator licence systems and documentation to ensure you will never put your licence at risk and your business in jeopardy. Our audit service comprises of the following:

  • Full examination of your preventive maintenance inspection framework
  • Review of inspection frequencies, based on vehicle activity and mileage
  • Analysis of driver procedures and reporting
  • Driver licence and CPC check procedure
  • Driver disciplinary review
  • Vehicle authorisation and Operating centre information
  • DVSA self-service information review and update
  • Advice & guidance on frequency of follow-up visits and reviews

 

If you have been instructed by the Office of the Traffic Commissioner to undertake regular maintenance investigations or simply just need the peace of mind to know you are operating within the legislation our audit service will provide detailed action planning and reporting to help you remain compliant.

Do you know?

It is standard practice for a DVSA regional enforcement teams to inspect an operator’s site if their licence is new or if they have been issued with fixed penalty notices. The powers of DVSA inspectors are wide-ranging, and inspections are mandatory, under the terms of your goods vehicle operator licence.

What happens when DVSA visit my site? The purpose of the inspection is to ascertain your level of compliance with operator licensing. This is done by checking you are carrying out the undertakings you agreed to when applying for your licence. The inspector will ask what compliance procedures you have in place and ask for evidence that they are being carried out diligently. This inspection will have a huge impact on how DVSA view your business and the likelihood of future inspections and site visits.

What are the risks of non-compliance? If DVSA inspect a site and finds the operator is not adhering to their undertakings, DVSA will inform the Traffic Commissioner. The Traffic Commissioner will likely call the operator to a public inquiry to find out why.

If at the public inquiry the operator can not demonstrate a level of compliance that the Traffic Commissioner wants to see, it’s likely that restrictive action will be taken against that operator.

This action can (and often does) include:-

  • Imposing extra conditions to your licence
  • Reduction of the number of vehicles/trailers you can operate
  • Damage/removal of a Director/Operator’s repute
  • Disqualification of Company Directors
  • Imposing regular site visits by DVSA

 

 

Operator Licence Compliance Audit

Our audit covers all areas of your undertakings such as; tachograph and driver hours, vehicle record keeping, maintenance and defect reporting. The procedure will be performed at your location and the whole process shall take approximately 60-90 minutes, depending on availability of information and size and scale of the business operation. A full written report of our findings will be provided within 7 days and maybe used as evidence to demonstrate compliance to Traffic Commissioners.

Questions you ought to consider if you have any whatsoever about your operator compliance are;

Record Keeping
1, Do you have a robust system in place to control all documentation that DVSA will require during a site visit or remote enforcement session?

Maintenance
2, Are your vehicles inspected within the agreed maintenance interval?
3, Do your drivers perform daily walk around checks before use every day?
4, Are any defects reported, rectified and signed off by your repair agent?
5, Do you have a system that records all this?

Tachograph Analysis
6, Is your tachograph data (analogue or digital) analysed on a regular basis (monthly)?
7, Are your drivers (or users of the vehicle) notified of tachograph infringements in writing and a record kept?
8, Do you have a tachograph calibration certificate on file for each tachograph?
9, Have your drivers been trained on how to use a tachograph properly, and are fully aware of drivers hours rules?

Forward Planning
10, Do you have a vehicle maintenance forward planning system in place?
11, Are all vehicle maintenance events planned in advance by at least 6 months?

Fees are dependent upon several factors; from the scale and location of your organisation, to the number of vehicles and personnel involved in the transport operation.

However, we do realise with today’s demands on time and resources it can be useful to have some price orientation in the first instance.

Dependent upon the factors listed an onsite visit by a qualified consultant can range from £275 for ‘mock’ DVSA spot-check to £1100/day for a full system audit and report.

External CPC Transport Manager.

If you hold a Standard National or Standard International Operator’s licence, you are obliged to employ a ‘professionally competent’ person to manage your transport operations. It is NOT necessary to employ a full-time Transport Manager to satisfy this legislative requirement, particularly if you are a small to medium sized operator with a relatively small fleet (e.g. 1-20 vehicles). Outsourcing your CPC (Certificate of Professional Competence) holder is an acceptable method of O licence compliance and provides a cost-effective solution at the fraction of the price of employing a dedicated member of staff.

Standard National & International Operator Licence External CPC Transport Manager

The monthly fees for the provision of an external freelance Transport Manager CPC holder are subject to Operator Compliance Risk Scores (OCRS) as follows:

Green Operators

The first vehicle is chargeable at £250.00 and each additional vehicle thereafter, £50.00

Amber Operators

The first vehicle is chargeable at £300.00 and each additional vehicle thereafter, £80.00 Acceptance is strictly subject to a full DVSA compliance audit. Audit fees may apply.

Red Operators

Prices and terms on application.

All fees are payable monthly in advance on flexible term contracts. Immediate cover available subject to terms and conditions.

Restricted Licence External CPC Transport Management

If you hold a Restricted Operator’s licence, you are not obliged to employ a ‘professionally competent’ person to manage your transport operations. However, you are still subject to the same sets of regulations as higher-tier operator licence holders. We can offer a consultancy service on either a retainer or an ad-hoc basis, this service can include tachograph analysis and reporting. You will be provided with a comprehensive administration system for both vehicles and drivers to ensure you remain compliant with your licence undertakings.

Monthly Fee £50.00 per vehicle, minimum billing applies. Based on an initial 3-month contract, monthly thereafter.

We have worked with Transmaster for a number of years and cannot fault them. Their work ethic and professional approach fits seamlessly with our operation.

Neil Brusby

Compliance Manager