Fleet Management and Haulage Business

Fleet Management and Haulage Business

Otobase solutions is your fleet management and haulage business

Are you wondering what the fleet management and haulage business entails? Well, it is a durable business set to serve your various transport related activities.

At Otobase Solutions, we oversee, coordinate and facilitate your transport or movement of goods.  We manage the transportation of people and light cargo, possibly motor bikes and other equipment such as generators and warehouse handling equipment.

What exactly are your related transport problems?

Otobase solution policies are designed to meet your multiple vehicle projects and satisfy your demands.

Also, you can rest assured that we shall provide you specific guidelines for the management and use of the vehicles and mobile assets purchased from us. To enable you make better decisions, we facilitate accountability, monitoring of usage and costs, provides internal control and serves as a management tool.

As an effective fleet management company, we aim at reducing and minimizing your overall costs through maximum, cost effective utilization of resources such as vehicles, fuel, spare parts, etc.

Our basic vehicle policies have the following inclusions amongst others:

Introduction, purpose, scope, objectives, planning, approval and budget process, procurement, approved types for vehicles, ordering of vehicles process, assignment of vehicles, personal use of vehicles by staff, management of vehicles; control of fuel, maintenance/repairs of vehicles, vehicle insurance scheme, vehicle replacement sale of vehicles guidelines for drivers, assignment of Motorcycles, security, environment, reports, revisions, conclusion.

In an emergency situation, and especially in a rapid onset one, the Logistician may seek management authorisation to activate approved emergency processes and procedures. These provide guidance on the use of vehicles.

Identifying needs

Otobase solutions identifies your fleet needs, which depends on the nature of emergency and operations, as well as the size and area of operation – urban operations could utilise smaller saloon cars whereas remote field operation may require larger four-wheel drive vehicles for extreme terrain. Vehicle selection criteria are guided by:

The benefactor’s criteria applicable to the purchase ;uniformity of fleet; the appropriate vehicle type for local fuel availability; the purpose of the vehicle (cargo or passenger); the terrain in which the vehicle will operate; global acquisition cost; availability of local dealers; local availability of spare parts for the intended vehicle; warranties; and local availability of competent mechanics.

Depending on the level of emergency the criteria may vary.

Acquisition Process

The general criteria for selection of a vehicle should be in conformity with the standard recommended vehicles. The standard tender process is adopted for vehicles, as for all other goods and services, bulk items and items bought on a regular basis. In some cases, the process may result in outsourcing of some aspects of the vehicle management or leasing of vehicles (See Procurement topic). For small daily purchases such as spark plugs, filters etc, petty cash/float may be used by the fleet manager.


We give careful consideration to the form of insurance selected for our vehicles. The minimum legal requirements are always complied with.

To ensure compliance with the vehicle insurance requirements, we ensure our team of operations are dutifully trained and fully conversant with accident and incident report procedures for vehicles and personal injury.

Our organizational insurance covers all her vehicles; as a result, you have no need for fears or worries as we are always swift to deliver the best secured services ever.

Vehicle leasing (internal and external)

“A vehicle or asset lease is a contract by which one party lets vehicles or assets to another party for a specified period of time”.

“A lease on the other hand, is a written agreement by which one party agrees to let another party have the use of specified assets for a period of time for a fixed amount of money”.

In an external leasing option, the ownership could remain with the leasing company or entity, but the rights for use are passed on to the lessee for the period of the lease; in other cases, at the expiry of the lease, the ownership is transferred to the lessee; and the ownership remains with the lessee, but management of some aspects such as maintenance, could remain with the leasing company depending on negotiations.

However Internal leasing is different. The organisation itself owns the vehicles which are centrally managed and issued to programs on a cost recovery basis. Organisations therefore budget for leasing costs only.

The contents of the agreement will depend largely on the negotiating power of the lessee.


The nature of the contract is dependent on the ownership status which could be:

Contracting an external company to supply and manage the vehicles; in this case the external company supplies the vehicles but the management remains with the organisation; and the vehicles are owned by the organisation and an external company undertakes the management of the fleet.

In emergency situations outsourcing and external leasing are common practices. In a rapid on-set emergency, it takes time to ship-in or purchase vehicles for use in the response. Organisations are sometimes left with the option of outsourcing or leasing vehicles or trucks from the local market. In the initial days of the emergency, this can prove to be an expensive option. In emergency situations, there are usually very many organisations and very few assets. The high demand may cause price increases.

Vehicle Management

Vehicles are expensive but critical to an organisations’ operation. We facilitate the movement of personnel and the delivery of relief supplies to beneficiaries. Vehicle management is also one of the aspects of supply management that can be easily abused if not properly managed. Thus, for proper management, we ensure the following;

availability of vehicles when required; cost efficiency; programme or response continuity; staff safety; safety on the roads; vehicle safety; vehicle security; and performance management.

To achieve the above, some of the measures taken by Otobase Solutions are:

Every vehicle carries a log book; logbooks are checked on a weekly basis; vehicles are logged out and signed for before every trip. A vehicle allocation chart is recommended; the driver records all fuel and maintenance costs in the log book or fuel request and purchase voucher, indicating the reading on the odometer at the time of the expense; fuel can be purchased from a central petrol station and a receipt issued. Where there is no appointed petrol station, the vehicle fuel request form is completed and approved before funds are released for fuelling. Should the driver have to purchase fuel from their own funds or petty cash, the amount spent on the purchase will be reimbursed; all vehicle keys are surrendered at the end of the day; drivers adhere to the carrying capacity as provided by the traffic law; no unauthorized staff members are allowed to drive the organizations vehicles. Vehicles will be assigned at the discretion of the approving officer; and all new staff (those who have a driving license but have not driven for a specified period), will not be allowed to drive the organisation’s vehicles unless accompanied by a qualified driver or have been re-tested by the registered Automobile Association and authorized to drive.

We would like to draw the cotton here, but in our second edition on fleet management and haulage business, we shall be exposing you to fleet management systems. Trust us when we say you do not want to miss it for anything. So, get ready to stay with us all the way and enjoy more essential information on fleet management services. Thanks for reading this through. We completely value you.

For other fleet management service enquiries, feel free to send us a mail @ info [@] otobasesolution.com



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