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Mainstay Group gains from move to automated fleet management

Mainstay, which has offices in Worcester and London, operates throughout the UK with a workforce of 470 employees and previously relied on a manual system to manage its mixed fleet of 60 cars and vans. 

Following the appointment of Fleet Alliance, Mainstay is gaining from extensive reporting on any aspects of its fleet operation using the firm’s online fleet management system, e-fleet. 

The e-fleet system is also being used to improve vehicle provision, offering drivers a choice of six makes of cars, including Ford, Vauxhall, SEAT, Volkswagen, Audi and Toyota, while senior management grades can also choose from BMW and Mercedes models. 

A new fleet policy has been designed to encourage uptake of vehicles with carbon emissions of 120g/km or less, with a “green” option of a Toyota Auris hybrid for any drivers who want to experience an electric-powered vehicle. 

Mainstay also operates 17 Renault Trafic and Citroen Berlingo light commercial vehicles for facilities staff, and contract hires both cars and vans for three years/60,000 miles. 

However, new vehicle contracts are based on actual mileages driven to generate further savings within the fleet, while Fleet Alliance manages the company mileage quarterly to ensure drivers are within contract mileage and to avoid any potential excess mileage charges. Any contracts for vehicles under the agreed mileage can be amended and all savings generated passed onto Mainstay during the life of the contract. 

Mainstay company car drivers can now utilise the e-fleet platform for new vehicle ordering online, while managers use the system to generate reports into various aspects of the operation of the fleet, including predictive mileage and P11D reporting. 

The company has also introduced the e-fleet mobile app for all drivers as it allows them to update business and private mileage, electronically complete vehicle inspection reports and access key support services remotely through their smart phones and other mobile devices.

Drivers can also book their next service directly through the app with nominated dealerships and independent garages, this speeding up the whole service delivery process.

For all new vehicles added to the fleet, Fleet Alliance has introduced panel of funders to competitively tender for every new model and then selects the most cost-effective on behalf of the client. Used in this way, competitive tendering can reduce acquisition costs by 8-10% costs. 

Fleet Alliance managing director Martin Brown commented: ‘We are delighted to have been able to fully automate the management of the Mainstay Group fleet through our e-fleet platform. 

‘This also extends the range of services available to Mainstay drivers and allows them to not only access their details at any time, but also to provide key fleet information, such as vehicle condition and mileage reports, while working remotely,’ he said.

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Natalie Middleton

Natalie has worked as a fleet journalist for 16 years, previously as assistant editor on the former Company Car magazine before joining Fleet World in 2006. Prior to this, she worked on a range of B2B titles, including Insurance Age and Insurance Day. As Business Editor, Natalie ensures the group websites and newsletters are updated with the latest news.