How Bidvest Foodservice cut its parking fines

Bidvest Foodservice was incurring avoidable costs and wanted to pinpoint savings opportunities. FleetWave stepped up to the task with a powerful database that helped cut its parking fines by 15-20%.


Bidvest Foodservice (formerly ‘3663’) is one of the UK’s leading food service companies. Its Fleet Support team, based in Galashiels, manages a large portfolio of trucks, cars, fork lift trucks and sundry mechanical handling equipment.

Bidvest Foodservice

Bidvest manages a large and complex fleet to deliver its food products. Strong organisation is critical to its success and the company had historically held all its data on four internally-developed Access databases.

However, there was an increasingly need to have all information more readily available. The databases it had in place weren’t flexible enough to cope with demand and it was felt it would be impractical to develop them further.

At the same time, the company had recognised that it was receiving a large amount of penalty charge notices (PCNs) when making deliveries. Reducing these notices would save substantial amounts of money so Bidvest wanted a system that could help it better understand savings opportunities and integrate with existing business systems.

FleetWave enables asset visibility

In order to achieve these goals, Bidvest started to look into master databases that could store all of its vehicle, fridge and mechanical handling equipment data.

It required access to be available on three levels:

  • Central fleet management team
  • Individual depot
  • Finance department

After exploring some options, Bidvest spoke to Chevin to see how FleetWave could collect and store data in a single location.

Chevin has a wealth of experience in asset management and it used this knowledge to create a system tailored to Bidvest’s requirements. Bidvest’s existing transport operation data was migrated to the new FleetWave system, which could maintained centrally by the company’s Fleet Support team.

Added functionality provided access to the Bidvest finance department and individual depots, enabling input of depot-specific data and the retrieval of specified reports.

The framework not only collated the required data but helped Bidvest interpret and understand the information. It also allowed for other objectives to be realised, such as providing access to trading companies and reduction in data duplication.

Management software led to cost reduction

 The solution provided by Chevin had the capability to support an unlimited number of users at various sites, and could be accessed and updated from any global location – providing great ease of use.

A module was also developed to help Bidvest collate data about PCN hotspots and trends, and take action to avoid charges and reduce costs – for example, by finding parking alternatives at delivery points.

Lynsey Roberts, Fleet Support, commented:

“We deal with approximately 1,000 PCNs per month. The notices are faxed to us on a daily basis by the depots and we then process them, deciding which ones we are paying and which we will appeal.”

FleetWave records the PCNs and associated correspondence on a daily basis, and generates appeal letters as required. Various reports can also be generated – such as the total amount of fines paid, and top ten lists of any category, for example; location, driver or vehicle.

Lynsey explained:

“Previously, the penalty charge notices were managed locally at depot level, but there is now a central structure in place and the process is now more manageable, information is easily obtained and it is all stored on one centralised database.”

With the FleetWave system, the number of fines received by Bidvest reduced by 15-20%, saving the company between £150,000 and £200,000 per annum.