By specializing in one area – fleet management – Mercury offers unmatched expertise and real-world experience to help organizations meet today’s fleet management challenges.

Mercury serves public and private sector fleet owners, fleet-focused product and service providers, fleet industry investors, and professional trade associations. We offer management consulting, information technology, research, expert witness, and professional development services. While we directly collaborate with most clients, we also partner with prominent accounting firms, management consultancies, architectural and engineering firms, defense contractors, and energy service companies. Learn more about our involvement with the National Conference of State Fleet Administrators and how we can assist your organization.

Fleet Management Consulting

fleet management services fleet management consulting services Mercury Associates IncOur consulting services range from broad-based reviews of all facets of an organization’s fleet management resources and business practices, to tightly focused analyses of a single issue or opportunity such as “Can we reduce the size of our fleet?” “How can we start electrifying our fleet and what will it cost to do so?” “Do we have the right number of mechanics?” and “How can we improve the performance and costs of our fleet management company?”

Our most popular consulting projects are top-to-bottom fleet management resources and practices reviews, fleet replacement planning and alternative financing studies, fleet rightsizing and right typing studies, fleet electrification feasibility/planning projects, fleet management company (FMC) performance reviews and contract restructuring/rebidding, optimal vehicle replacement cycle analyses, outsourcing feasibility studies, and fleet management policy and procedure development projects.

Best practices performance reviews are one of the most popular types of projects that we conduct. In this high-level, but comprehensive review, we evaluate current fleet practices using process mapping and gap analysis techniques aimed at first defining and then identifying strengths and weaknesses in specific functional areas. We determine how well these processes are defined and executed by assessing their soundness, consistency with industry best practices, and quantitative results in terms of costs, performance, and satisfaction levels.

  • Business Planning and Reporting
  • Customer Relationship Management
  • Financial Management
  • Fleet Maintenance Facility Programming and Planning
  • Fleet Service Facility Infrastructure Management
  • Fuel, Bulk
  • Fuel, Commercial Cards
  • Funding
  • Motor Pool Management
  • Recordkeeping, Data Management, and Management Reporting
  • Regulatory Compliance
  • Safety
  • Staffing, Fleet Department, and Service Technician Personnel
  • Supplier Performance Management
  • Vehicle Assignment
  • Vehicle Crash Repair and Claims Management
  • Vehicle Maintenance and Repair
  • Vehicle Remarketing
  • Vehicle Selection, Acquisition, and Replacement
  • Vehicle Utilization Management

Mercury assists fleet organizations that operate general, revolving, or sinking funds and cost clearing accounts to develop budgets and charge-back rates for improved performance and competitiveness. Mercury is a strong believer that cost transparency and ownership is imperative for effective cost control. Our thinking is that you cannot effectively manage costs that you cannot see or understand and for which there is a lack of accountability.

  • Charge-Back System Review and Rate Development
  • Review and Reengineering of Cost Charge-Back Rates
  • Internal Service Fund Audits and Replacement Reserve Funds Rightsizing

Fuel assessment and feasibility studies are in high demand because fuel is usually second to vehicle / equipment capital cost. Many fleet organizations have a high interest in the suitability of alternative fuels and how to address or implement sustainability initiatives. Mercury conducts assessments of fuel management programs, including current and potential, as well as internal fuel practices, contracts, commercial fueling practices, use of alternative fuels, and capital improvement needs.

  • Automated Fuel Management System Administration
  • Bulk Fuel Inventory Management
  • Bulk Fuel Site Management
  • Capital Improvement Requirements
  • Contractor / Vendor Payment
  • Customer Billing
  • Customer Satisfaction Level Assessment
  • Fuel Site Location Evaluation
  • Fuel Site Sizing, Design, and Construction
  • Fuel Contract Execution and Administration
  • Fuel Facility Operation and Upkeep
  • Fuel Facility Security and Regulatory Compliance
  • Fuel Card Issuance and Control
  • Fuel Card Expenditure Authorization

Optimal Replacement Cycle Analysis, or simply ORCA, is Mercury’s proprietary software tool developed to conduct vehicle lifecycle cost analyses with user specific data. The tool allows us to tailor the base information to specific needs, use actual or predictive costs, and adjust variable costs in a way that directly reflects the operations at hand.
We fine-tune your input data in order to return results based on empirical data that determines when replacement would be the most beneficial to the fleet operation. ORCA also determines incremental costs of retaining vehicles for periods longer than the ideal replacement year – so it is able to adapt to real-world circumstances.

Outsourcing some or most (never all – contact us to find out why!) of a fleet operation can be a challenge. Outsourcing might bring better service, lower costs, and greater satisfaction levels; however, some fleet management functions may not be good candidates to be outsourced. Mercury strongly believes some responsibilities should never be outsourced. We have helped numerous organizations in designing, implementing, and overseeing beneficial outsourcing programs for their vehicle and equipment fleets and have helped many others empirically decide that outsourcing is not the best option for them.

Today’s leading organizations are leveraging multiple modes of transportation to minimize their total cost of moving people and delivering goods and services. Well-run organizations are integrating both employer- and employee-provided vehicles in fleet programs as part of their vehicle allocation methodology. Mercury believes the fleet manager or other company leader should have authority over both programs to properly control costs and successfully provide fair, safe, and equitable transportation for all employees.

As a general rule when considering total cost of ownership (TCO), employees with high-mileage needs should be provided with a company vehicle; those with low-mileage needs should have their job function reviewed to determine if privately owned vehicles (POVs) would produce the lowest TCO through a business reimbursement program. In addition, employees who operate their vehicles for business use are compensated under either taxable or non-taxable reimbursement plans, but employers and employees often overlook differences in tax consequences between the two types of reimbursement methods. Reimbursement studies include:

  • Analyze Allowances and Reimbursement Policies for Cost Savings
  • Assess Compliance with Policies and Procedures
  • Audit Tax Reporting Compliance
  • Develop Customized, Equitable Reimbursement Rates and Vehicle Allowances

Fleet policies and procedures provide a guide for meeting organizational objectives and document the steps that employees, drivers, repair technicians, and management, are to follow when entrusted with the care of a vehicle or piece of equipment. Mercury assists fleet organizations with the development of standard operating policies, procedures, manuals, driver guidebooks, and much more. We have developed dozens of different products for a wide variety of diverse fleet operations throughout many different fleet segments. Examples of fleet policies and procedures content include:

  • Driver Eligibility
  • Driver Citations
  • Driver Motor Vehicle Record Assessment
  • Fuel and Car Washes
  • Personal Use
  • Reimbursement for Use of Personal Vehicle
  • Short-term Rentals
  • Use of Vehicle
  • Vehicle Condition, Maintenance, and Repair
  • Vehicle Crash
  • Vehicle Selection and Ordering
  • Vehicle Delivery and Acceptance
  • Vehicle Replacement
  • Vehicle Disposal / Remarketing
  • Vehicle Title and Registration
  • Vehicle Warranty

Mercury’s consultants have assisted many government and corporate vehicle and equipment fleet organizations in developing, launching, managing, evaluating, and finalizing requests for proposals. Because Mercury is an independent consulting firm and not an outsourcing provider, we are ideally positioned to help you attract a field of capable, motivated bidders. We offer objective and unbiased evaluations of potential outsourcing contractors’ capabilities, increasing the likelihood that the bidder is a good match for you. Examples of RFP Services:

  • Conduct Pre-bid Meetings
  • Develop Technical Performance Specifications for Services Procured
  • Design Price Bid Worksheets for Apples-to-Apples Comparisons
  • Develop Meaningful and Fair Proposal Scoring Methodologies
  • Secure and Evaluate Offers
  • Interview Bidding Suppliers
  • Contract Negotiation Assistance

Many fleet organizations struggle with replacing vehicles and equipment in an orderly and efficient manner. Sometimes, senior management does not appreciate the fleet’s contribution to the success of the enterprise’s overall mission and replacement decisions are based on short-term considerations. Fleet replacement costs are an easy target for budget cutting, especially in times of economic stress. Mercury consultants have been providing fleet replacement planning services to organizations for decades. We have designed programs that have brought reliability to fleet operations along with short-term fiscal stability and long-term economic value to our clients.
Examples of fleet replacement planning services:

  • Audit of existing replacement fund for proper balance and utilization
  • Development of a fleet replacement fund
  • Development of fleet replacement cycles and scheduling services
  • Identification and analysis of alternative replacement funding sources
  • Inventory valuation
  • Lease-versus-buy analysis
  • Mileage reimbursement and user charge-back methodologies
  • Review of existing replacement plan criteria
  • Vehicle and equipment replacement planning software

Periodic utilization reviews and rightsizing studies often pay for themselves many times over in increased productivity and lower operating and capital costs. Mercury has performed these studies for countless organizations. Our studies have enabled clients to reduce their fleet size by as much as 20 percent while lowering their replacement costs, repair bills, and discretionary-trip expenses.

  • Database Collection of Vehicle Usage, Purpose, Mission Criticality
  • Determine How Vehicles Are Being Used
  • Identify Candidate Vehicles for Reassignment or Disposal
  • Negotiate Final Disposition of Under-utilized Vehicles

VAM is a structured approach created by Mercury to assist organizations in performing a rightsizing study on their fleets with the intention of improving the quality of their fleet management and operating practices while reducing costs. This automated vehicle justification protocol analyzes utilization and mission criticality data to make preliminary recommendations for vehicle retention.

In order to assist clients in addressing interim and/or temporary fleet management staffing challenges, Mercury offers fleet subject matter experts (SME) for short-term periods, typically one year or less. The SME can work both on-site (as needed), as determined by the client or off-site at Mercury’s location or both. Fleet SMEs perform a diverse assortment of duties, depending on the needs of the organization.

Fleet Data Analytics Services and Tools

fleet management services fleet data analytic Mercury Associates Inc
fleet management services data based analytics Mercury Associates Inc

At the heart of many of our consulting projects are the aggregation and analysis of data to assess an organization’s past performance, current pain points, and future needs and improvement opportunities. Whether it be as part of a broad fleet management practices assessment or a targeted project such as developing a fleet electrification plan, Mercury combines insights developed through data analytics with the real-world experience of our subject matter experts to develop and present practical, actionable recommendations to senior decision-makers, fleet users, and other stakeholders.

Mercury’s data analytics activities are not limited to ad hoc consulting assignments. Organizations around the world, in every industry and sector of business and government, are increasingly outsourcing data analytics due to intense competition for data scientists and management analysts, especially in specialized fields like fleet management. Even very large fleet owners spending tens or hundreds of millions of dollars a year on their fleets find it difficult to develop and retain in-house analysts with deep knowledge of every facet of fleet management. Mercury works with 40 to 50 clients a year and constantly utilizes data to help them improve their fleets; no single fleet owner can hope to match the depth and breadth of this experience. A growing number of organizations retain us to provide ongoing fleet management analysis services, ranging from annual replacement plan and cost charge-back rate updates, to supplier performance oversight and contract compliance verification, to the broad-based fleet cost and performance measurement, benchmarking, and reporting.

Mercury utilizes several proprietary software applications to enhance our clients’ fleet management practices. These solutions include a fleet replacement planning, cost analysis, budgeting, and rate development tool; an optimal vehicle replacement cycle analysis program; fleet utilization analysis and rightsizing tools; and a fleet management cost-of-service analysis and charge-back rate development tool.

Fleet Information Technology

fleet management services fleet information tech Mercury Associates IncMercury is unique among fleet management consulting firms in that our information technology professionals are neither general fleet management advisors with a basic understanding of today’s fleet technology solutions or fleet solution providers who view technology as the answer to every fleet management challenge. Rather, they are dedicated fleet technology experts that have deep experience both working in and/or evaluating fleet management organization business practices and in helping such organizations acquire, implement, and use information technology. This includes experience working with ERP solutions like SAP® and EAM solutions like Maximo®, fleet assets management solutions like AssetWorks’ FleetFocus™ and Chevin Fleet Solutions’ FleetWave™, fuel management solutions like EJ Ward™, telematics solutions such as Geotab® and Samsara, motor pool management solutions such as INVERS FleetControl, other fleet-specific applications such as Mitchell1 and AllData parts manuals and repair estimating tools, and well-known business intelligence tools such as MS PowerBI and Tableau.

Our fleet technology team also has decades of experience with Cloud computing services, having operated Mercury’s enterprise Cloud since 2002, hosting an array of third-party COTS solutions and proprietary data aggregation and analytics tools for such prominent clients as Cox Enterprises, General Motors, and State Farm.

It is this combination of fleet management and technology experience that enables us to offer an array of technology services not available from other fleet management consulting or fleet technology companies.

  • Definition of functional and technical specifications using “fit-gap” analyses for fleet management information systems, ERP systems, such as SAP™ and enterprise asset management systems. A fit-gap analysis is a comparison of one or more systems’ functional capabilities to operational needs, product usability, and cost of ownership.
  • Deployment of a new fleet solution or re-deployment of an existing product – Implementation services include system installation and configuration, data cleansing and migration, interface definition and development, report and performance metric development, role-based training, and project management.
  • Project Management / Quality Assurance (PMQA)– Professional services designed to leverage our subject matter expertise during system implementations and upgrades. PMQA services include project management, system configuration advisory services, system testing and acceptance, and role-based training support.
  • System Administration– Professional services to remotely manage your locally installed fleet system(s), including providing ongoing user training, evaluate and test new releases, identify and address data issues, develop reports and key performance measures, modify system settings and screen designs, and administer application security.

fleet management services mercury cloud service 1 Mercury Associates IncSince 2002, Mercury has provided enterprise Cloud services to public and private fleet operations, as well as private Cloud ecosystems for several industry-leading fleet technology companies. Our Cloud services are tailored to meet your business needs. We offer physical and virtual infrastructure, hybrid and disaster recovery ecosystems, and comprehensive managed services platforms. Our Cloud combines best-of-breed, geographically diverse data center infrastructure (Level (3)™ and Internap™) and enterprise technologies (Microsoft™, Red Hat™, VMWare™, Dell™, Hitachi™, Palo Alto™, Cisco™, and Brocade™) to deliver a secure, high availability hosting environment that is backed by our comprehensive service level agreement (SLA).

Professional Development Consulting

fleet management services professional fleet development Mercury Associates Inc

As recognized experts in multiple disciplines of fleet management, Mercury consultants are sought out to provide unbiased training, develop independent instructional materials, and objectively weigh the pros and cons of best-of-breed fleet products and services.

Fleet Management Training
Mercury professionals have developed and conducted fleet management training presentations and workshops for more than 50 sponsoring organizations in more than 20 countries in North and South America, the Caribbean, Europe, the Middle East, Asia, and Australia. We have partnered with many prominent industry associations and media companies to develop and deliver fleet management best practices publications and training services over the years, including the American Public Works Association, Bobit Business Media, the NAFA Fleet Management Association, the National Conference of State Fleet Administrators, and the National Truck Equipment Association.

  • A Third Party’s Expert View of Your Operation
  • Building the Business Case for Fleet Modernization
  • Business Process Efficiency Improvement and Staffing Levels
  • Centralizing a Decentralized Municipal Fleet
  • Corporate vs. Government: The Top Transferable Best Practices
  • Determining Technician Staffing Requirements
  • Do You Know How to VAM?
  • Empower Yourself – Don’t Overlook Your “Other” Fleet
  • Evaluating Telematics for Effective Fleet Management
  • Fiscal Impacts on Government Fleets During Challenging Times
  • Fleet Information Management and Asset Level Data Reporting
  • Fleet Management 101
  • Fleet Maintenance and Repair Activities: Insourcing vs. Outsourcing
  • Generational Reflections on the Transitional Roles of a Fleet Manager
  • How a Cost Charge-Back System Can (and Can’t) Drive Fleet Cost Savings Drive Fleet Cost Savings
  • Make Data Work for You
  • Managing Third-Party Fleet Maintenance Service Providers
  • Reducing Fleet Capital Costs Through Improved Financing Practices
  • Rightsizing and Right Typing to Reduce Fleet Capital Costs
  • Ten Modern Metrics You Should Be Using
  • The Federal Fleet in a Post-COVID Economy
  • The Science of Fleet Management
  • Using Information Technology to Better Understand and Manage Fleet Costs

Federal Fleet Manager Certification
Mercury professionals, through the National Property Management Association (NPMA), develop the curriculum and conduct all the training for the Certified Federal Fleet Manager (CFFM) program, the only professional certification credential designed specifically for managers of the 1 million-plus vehicle US federal government fleet. For CFFM program registration and upcoming workshop schedules, visit NPMA at www.npma.org.

  • CFFS – Certified Federal Fleet Specialist defined as someone who works to support fleet activities, usually part time, such as a “vehicle control officer” or a fleet POC in an office.
  • CFFA – Certified Federal Fleet Administrator defined as someone who primarily manages a GSA leased fleet.
  • CFFM – Certified Federal Fleet Manager defined as someone who manages an owned or combination leased and owned fleet.

Anything and Everything Fleet Related

fleet management services everything fleet related Mercury Associates Inc

We often are asked if Mercury provides other fleet management services in addition to our extensive offerings of fleet management advisory, fleet technology implementation and support, and fleet management professional development services. The answer is Yes, including business development and market research, acquisition and investment due diligence, executive recruiting, expert witness, maintenance facility planning, and many other services.

Contact us if you need assistance – if it is fleet-related, we can help!

Companies that plan to market their products or services to organizations with fleet operations frequently turn to Mercury for strategic and tactical advice. Our consultants have built and nurtured long-term relationships within the fleet industry, both as former fleet managers and as trusted consultants to many different types of fleets operating in both the private and public sectors. We offer a full array of services that will enable aspiring vendors to penetrate the fleet market, gain a foothold, and accelerate sales growth.

  • Product and Service Development
  • Market Research Assistance
  • Business Plan Review and Validation
  • Business Development Strategy Assistance

Our consultants understand the day-to-day demands of dealing with fleet management stakeholders, vehicle operators, mechanics, and parts suppliers, as well as the supply- chain resources. Consequently, our consultants are skilled at gaining the confidence of fleet professionals and rank-and-file employees that is so critical to a successful consulting engagement. At the same time, many of Mercury’s experts managed fleet operations in large organizations in which they routinely were required to interact with their peers in parallel support organizations, such as budgeting and finance, human resources, and risk management, as well as with senior management and/or elected officials. Many of our consultants were executive leaders who have extensive HR experience in a fleet environment. Consequently, Mercury consultants are exceptionally well qualified to serve as objective fleet program evaluators, advisors, change agents – and recruiters of fleet management executives.

  • Develop Job Description and Recruitment Announcement
  • Create Evaluation Methodology
  • Solicit Candidates
  • Prepare Interview Questions
  • Conduct Initial Screening Interviews
  • Provide List of Qualified Candidates

Mercury’s reputation for integrity and our status as an independent, employee-owned consulting firm have led to many requests for assistance when objective, unbiased opinions and clear explanations of complicated issues are required. We have provided amicus curiae briefs and assisted attorneys for both the defense and plaintiff with preparations for direct and cross examinations in civil suits. Mercury’s testimony in both trials and depositions has also aided judges and juries to understand fleet industry standards as well as government rules and regulations that apply in the cases before them.

  • Fleet Operators as Defendants
  • Fleet Industry Suppliers as Defendants
  • Plaintiffs Suing Either Fleet Operators or Fleet Industry Suppliers

Many companies that plan to market their products or services within the fleet industry have benefited from Mercury’s market research services. Our extensive experience in the fleet business and our network of relationships in all industry sectors enable our consultants to assemble solid, actionable research reports and findings. Our market research reports have served as guideposts and reference documents, both for individual clients and for the fleet industry.

  • Product or Service Alignment With Fleet Industry Segments
  • Competitive Assessments
  • Price Point Analysis
  • White Papers