LiveWest Vehicle Management Services & Colleague wellbeing

One Point of Contact Service • To provide a 24/7 service. • Ability for a colleague to report and or book any activity through your online portal 24/7. Colleague App • Availability of an app for Colleagues to use, where issues can be logged. • Be able to provide clear and detailed learning tools for the organisation to access. Maintenance Management: All vehicle Servicing, Routine Maintenance and mechanical repairs will be in accordance with manufactures recommendations, LiveWest may require additional servicing and/or customised maintenance when business needs dictate. • All maintenance management offering must comply with the above requirement including the ability to deliver customised maintenance requirements. • The ability to communicate when a vehicle is requiring maintenance and ability to book their vehicle in for maintenance. • Have the ability to deliver a customised maintenance schedule for an existing customer. • Provide guidance/suggestions on how efficiencies are managed and can be achieved on the down time of vehicles relating to maintenance management. • Accessability of access to live data on repairs and expected vehicle return times. • Robust approach to Vehicle service scheduling (minimum of four weeks notice of booking) • Robust approach to vehicle service scheduling process, detailing timelines accordingly. • Robust approach to Vehicle Servicing to be completed Monday – Friday, with a suitable relief or spare vehicle. • Planning controls are in place which reduce downtime events by scheduling planned maintenance accordingly. • Administration of the LiveWest spare vehicle fleet to minimise colleague downtime and overall disruption. • Ability to provide mobile servicing in agreed situations. • Process for all required types of Vehicle MOT scheduling (minimum of three months’ notice of booking) and organisation of all warranty works and recalls when required. • Ability to recycle and consider Environmental impat on repairs. • Utilise, manufacturer data and incorporate into a formate in which LiveWest can use. Vehicle Breakdown and Roadside Repair / Recovery • 24/7 direct access to the providers Vehicle Breakdown and Roadside repair or Recovery service to a nominated location. (Including all UK bank holidays). • Arrangement and ongoing management of your breakdown provision with agreed response times for breakdowns managed. • Utilisation of manufacturer breakdown provision. • In the event of the vehicle being VOR, a suitable relief vehicle replacement to be supplied to the colleague at roadside / or agreed location within 4 hours of initial contact. • In all cases of vehicle recovery will include colleague repatriation. Consumables • Availability for LiveWest staff to utilise the network for supply & fitting of consumables and small repairs typically bulb replacement, oil and screen wash. Tyres • Management of tyres according to policy. • Image capture facility for tyres pre and post replacement. Glass • Management of Glass according to policy. • Image capture facility for glass pre and post replacement. Accident Management Services • 24/7 Access to Accident Management Services. • Process for managing LiveWest colleagues’ wellbeing in the event of an incident, considering: o Repatriation o Wellbeing o Escalation • Provision of First Notification of Loss and triage process including ability for colleagues to report live or online and provide supporting images. • That you can make use of on-board telematics and camera feed within the claims triage process. • Management of Repair Process – Confirmation of accessible to operating locations in the southwest and are insurer approved. • Claims Analysis. Ability to receive and store Insurer claims data at no cost to LiveWest. • Ability to provide liaison services with our broker and insurer to support our claims objectives at no cost to LiveWest. • Environmental consideration for repair process, to work with your supply chain to reduce the environmental impact of vehicle repairs and ‘Green parts’ • Provide an Uninsured Loss Recovery process. • Provide a Relief Vehicle in the event of an accident • Provision of Accident Debrief post-accident analysis process. Fleet Administration • Administration of our vehicle permit requirements and process on how our colleagues can access the service. • Mechanism for supervisors to carry out vehicle checks on LiveWest vehicles. • Administration our vehicle parking dispensation requirement and process of how our colleagues can access the service. • Ability for driver and colleagues to access Parking Apps and how this would be administered. • Process to transition V5 management under this service provision including tax and other vehicle registration needs (if required). • Ability to process for manage fines including timely manners, management of late payments and appeals. • Daily Vehicle Inspections will be required and the need to administer that will be a requirement and defect resolution once identified via Vehicle Inspection. • Provide ability for Vehicle Handover and Quarterly Safety Audit and defect resolution once identified via Vehicle Inspection. • Ensuring that the Motor Insurers Database (MID) is updated and meets managed standards expected by the Motor Insurers Bureau (MIB). Supplier Management • Communicate with LiveWest contracted suppliers for maintenance and accident repairs. • Provide an ongoing management and audit of suppliers used by LiveWest. • Provide an ongoing for defect resolution once identified via Supplier Vehicle Inspection. • Provide support for LiveWest in the management of Spare Vehicle utilisation and storage. Colleague Management • Process for LiveWest colleagues who are approved to drive on company business. including licence check validation. • Provide a Colleague learning and development programme for ongoing colleague education • Provide support for LiveWest in provideing and promoting colleague wellbeing. • Identify issues with LiveWest colleagues and how this will be communicated to LiveWest. • Mechanism for colleague communications/messaging/alerts to LiveWest colleagues via all mediums. • Assist LiveWest with ongoing colleague induction programmes when required. Management Information – LiveWest require some specific Management information, which is listed below, but not exclusive. All this information must be inline with GDPR and other LiveWest Policies. • An App for provision of colleague and vehicle support. With relevant main tools and features for a successful application • Notifications and alerts in relation to exception reporting. • Management System for provision of all vehicle and colleague data. • Management information supplied can be customised to meet the specific requirements of LiveWest. • Providing key management information on an agreed basis to LiveWest. • Provide consolidated invoicing with a LiveWest monthly Purchase Order included. • Review Meetings and assigned account manager is provided for the LiveWest requirement. • Proactively manage the account, including frequency of reviews. • Report on demonstratable savings based on the current LiveWest operating profile. • Achieve in line with the proposed KPI’s reporting and communication/meetings the client management LiveWest will require the deliver the service. Listed, but not exclusive to: o Vehicle breakdown response time (time to attendance roadside) o Vehicle roadside repair o Vehicle recovery time o Vehicle down time (VOR) o Average cost per vehicle o Check Sheets completion o Colleague Compliance and Risk o Colleague Influenced Costs o Accident Frequency o Fines • You have relevant policy in place to address Information Security, Data Protection and Privacy Policies in line with LiveWest.