As is often the case, during one of our most recent Protective/Evasive Driving courses an interesting side bar discussion arose from a question posed by one of our students. In turn, that informal conversation led to a more in-depth discussion that some might not see as being valuable or, for that matter, valid. In reality, these types of conversations are driven entirely by how our clients define not just security driving, but the broader function of providing secure transportation. For the majority of those clients, the secure transportation function is considered the cornerstone or center of gravity of their executive protection practices, as opposed to a supporting element of the same. While their definitions of secure transportation and executive protection may differ from that which others have been exposed to, those definitions translate directly into the roles and responsibilities that their people – our students – are assigned to and must fulfill.
In this instance, a student – whose title of Security Manager, Event Risk Management Corporate and International Protective Services, is the kind of catch-all that doesn’t really define the Secure Transportation/Executive Protection responsibilities he fulfills for his employer – posed some questions and raised some points specific to the challenges of renting vehicles in order to provide secure transportation for their principals, as opposed to those associated with hiring a traditional transportation provider or a more specialized provider of secure transportation services. The reasons for occasionally “taking it in-house” range from the comfort level the executives have with the familiar faces of their team, to a lack of bona fide secure transportation providers in a given city or locale. As this particular client, along with a number of others, has come to know all too well, it is one thing to say you can provide secure transportation services and quite another to demonstrate the ability and capability to do so while meeting the principals’ expectations in terms of service and professionalism.
So, while it may not be the “textbook solution” or, for that matter, the optimum approach to providing secure transportation, it must be recognized and acknowledged that there very well may be times that, in the course of their work, the protection practitioner will find themselves behind the wheel of a rental car. As with any approach to secure transportation executive protection writ large, if and when one finds themselves in this particular situation, there are some things worth considering:
Vehicle Type
What does the principal prefer? Sedan, SUV, hybrid, only those vehicles built by a US manufacturer, are just some of the preferences we have seen or heard. As with all things, the principal’s preference should take precedent to the fullest extent possible.
Obviously, there is some ambiguity, or wiggle room in that statement, and for good reason. Regardless of those preferences, or in the absence of any known preference, factors that should be taken into consideration include, but are not limited to, passenger capacity, cargo (luggage) capacity, drivability and recognizability. It is important to note that none of these factors can be viewed as a standalone consideration; they are all, to some degree, related to one another.
For instance, if the preference is for a hybrid vehicle, but the principal is on an extended trip with a significant amount of baggage, a hybrid vehicle may not be a viable option. This is simply because the batteries required for the hybrid systems typically take up room in the cargo area (the trunk on a sedan or the “way back’ in SUVs). Renting a second car is likely to raise questions regarding efficiency and cost effectiveness; after all, how do renting two vehicles – one just for luggage – lessen the environmental impact of the principal’s movement? Perhaps more importantly, what message is the principal inadvertently conveying if he or she is being moved about town in what certainly appears to be, and for all intent and purposes is a two car motorcade?
In this particular situation, where the number of passengers and pieces of luggage preclude using a hybrid vehicle, the practitioner may find themselves in the unenviable position of having to explain to someone – the Personal Assistant, Chief of Staff, etc. – why the preference for a hybrid vehicle may not be the most viable option. Ultimately that person, or the principal themselves, will have to make the decision. It is the practitioners’ job to give them what they need to make an informed decision and, of course, to implement that decision once it is reached.
Vehicle Color
This is also an area where the principal’s preference should be abided by to the fullest extent possible. Recognizing, of course, that sometimes the only full-sized SUV available will be one with a white exterior and, if you are dealing with two or three adult passengers and their luggage, a given vehicle’s passenger and cargo capacity may very well take precedent over color. At least in the near term; meaning that every effort should be made to arrange for a replacement to the dreaded white chariot the counter agent handed you the keys to when you arrived.
Once again, if the principal’s preference is unworkable or unattainable that fact needs to be communicated at the earliest possible juncture, along with your plan to remedy the situation and when you expect it to be remedied.
You Can’t Always Get What You Want…
In most instances rental car companies will not guarantee that a specific type, color, make or model of vehicle will be made available to you, regardless of how long in advance you make the reservation. There is, however, at least one company that will offer such guarantees to its highest level of preferred status customers. This same company will also allow renters in the higher level of preferred status pick from among the selection of cars available in its premium luxury and specialty categories, if they have reserved that category of vehicles.
Regardless of which company you deal with, preference and accommodation will be more readily available to those who have a higher level of preferred status. After all, who doesn’t want to reward customers for their loyalty, or go the extra step to please a repeat customer?
But if You Try Sometimes…
If, like many of your peers and contemporaries, you find yourself having to rent vehicles for secure transportation purposes on a recurring basis, it’s wise to approach it in a way that will ultimately offer the most benefits. With that in mind, your best bet may be to work towards the highest level of preferred customer status with as many rental car companies as possible, starting with those that offer the most generous benefits or rewards.
Additionally, it’s always best to pick up the rental car you will be using to transport the principal as far in advance as is reasonably possible. That’s not to say you should arrive a week before the principal just to pick up the luxury category rental you’ve reserved. But picking the car up a day in advance will allow you (and/or the others who may be tasked with driving duties) the opportunity to thoroughly inspect the vehicle, familiarize oneself with the controls and features of the vehicle (i.e. door handles and locks, mirror adjustments, electronic system functionality, etc.) and more thoroughly assess its mechanical condition.
Vehicle Inspections
Regardless of when you pick the vehicle up or where you pick it up from, it is strongly advised that the driver perform a thorough inspection before departing the rental car company’s facility. This all important consideration can be broken down into three broad categories – exterior, interior and mechanical.
Exterior Condition
Exterior condition is pretty straightforward. In some instances a representative of the rental car company will inspect the vehicle in the presence of the renter at time of pick up. That scenario is less likely if you have some level of preferred status with the rental car company which allows you to pick up the car without checking in at the service desk if you are picking the vehicle up from a high traffic location, such as an airport. In those instances, it is strongly advised that you do a walk around, note any damage and report it immediately to the rental agents on site.
Interior Condition
As far as interior condition goes, self-inspection is a must. While it is the stated policy of virtually every rental company that each car is “thoroughly” cleaned and inspected upon turn in, one need only consider how quickly those cars are put back into service to recognize the need for a truly thorough inspection of the interior and trunk or cargo area. Keeping in mind the purpose for renting the vehicle, the rear seat area should receive the most attention. Look for everything from items or issues which present safety hazards – such as broken trim and displaced floor mats – to unsightly stains on the upholstery and discarded or misplaced items left under the seats. It’s also important to locate and test the switches that operate the power door locks, power windows and lights (including the headlights, parking lights and interior lights).
In addition to hazards, misplaced items or unsightly blemishes one should be sensitive to distasteful odors, ranging from tobacco smoke to soured food or drink. While here in the US virtually all of the major rental car companies have strict no smoking policies, that doesn’t mean that driver’s cannot or absolutely will not smoke in the cars. As with all things, getting caught comes before the punishment so there will always be those who think the rules don’t apply to themselves; and right now, somewhere out there, is someone about to rent a vehicle that was last used by just such a person.
Regardless of what odor you may detect, or how faint it may seem, if there is even the hint of an odor you should consider exchanging the car for another. What may seem barely noticeable to you after spending four or five hours on a commercial airliner surrounded by fellow travels bathed in perfume or sweat, might very well be unbearable to the principal. Or, conversely, once the car is exposed to the heat of the day, it may suddenly be much more noticeable to you, the principal…and people a block away.
Mechanical Condition
While everything discussed thus far is important, nothing is more important in terms of safety and security than the mechanical condition of the vehicle. While a vehicle breakdown at any point in time isn’t going to sit well with the principal, a vehicle breakdown in the wrong part of town could very easily place the principal at risk of being a victim of circumstance, as the potential for them to become the target of a crime goes up exponentially while both you and they are sitting on the side of the road waiting for a tow truck. In those circumstances where the principal is subject to a persistent threat, such an occurrence may be the catalyst for a deliberate attack on the principal.
Recognizing that most protection professionals don’t possess the knowledge of a Class A mechanic, out of necessity the mechanical inspection is straightforward, involving those systems and components that are most critical. First and foremost, safety system functionality – from ABS brakes to traction control and electronic stability control – should be verified. Fortunately, modern vehicles have a built in capability to perform a basic function check and inform the driver of any issues upon vehicle start up. By simply turning the key to the “run” position or in the case of RFID equipped vehicles, having the vehicle recognize the key triggers this self-test. The fact that the test is being performed is evidenced by the dash board lighting up like the proverbial Christmas tree as all of system warning lights will illuminate simultaneously. As the self-check progresses, the warning lights on the dash board will shut off, one by one. If one or more do not extinguish on their own, even after the vehicle is started, that is an indication of some problem with that particular system. More importantly, it is telling you that this is not the car you want to be transporting the principal in.
The next highest priority is to check the fluid levels. From engine oil and transmission fluid to windshield washer fluid, the levels should be checked and a rental car agent notified if any are low. Ideally these fluids can be topped off quickly by someone who is familiar with the vehicle and knows what they are doing. However, care must be taken not to overfill the engine and transmission, as leaks and/or malfunctions may occur. For this reason, it may be wise just to ask for another vehicle that is more appropriately maintained. Provide, of course, that the option is available.
The last component to be inspected is the tires. The first step is to check tire wear and tread depth. Tire wear should be even across the whole tire; a tire which has one edge (inside or outside) worn more than the rest of the tire is showing signs that the suspension is not properly aligned. Tires that show more wear on both the inside outside edges indicate that the tire pressure is too low, and vice versa. Because you can’t be certain of how long the tires have been on the car it is critical that you check the tire pressures with a gauge, as opposed to relying solely on a visual inspection of tire wear. Those who have participated in one of our driver training programs are well versed in the importance of tire inflation and pressure recommendations. For the purposes of this article, it should be noted that the tire pressures should be no lower than the vehicle manufacturer’s recommended pressures, which are displayed on a label on the driver’s door. Nor should they be any higher than the maximum pressure recommended by the tire manufacturer, which can found on the sidewall of the tire.
It should be noted that these are some just basic considerations that must be taken into account if, for whatever reason, the protection practitioner finds him or herself having to rent a vehicle in order to facilitate the principal’s transportation needs. There are other considerations as well, ranging from knowing how advanced systems like traction control and electronic stability control will effect vehicle operation when engaged and activated, to whether or not one should use the rental vehicles onboard (or optionally available) GPS-based mapping and navigation system. It is also worth noting that, at least when it comes to vehicle inspections, the very same approach described above works not just on rental vehicles, but on vehicles supplied by third party service providers or even dealership loaner cars. Therefore, it is strongly recommended that prior to putting your principal – that person whose safety and security you are ultimately responsible for regardless of who is behind the wheel or what vehicle they are in – in any vehicle that you are not intimately familiar with that the proper operation of all safety and security related systems be verified with through the manufacturers systems check process and that the condition of critical mechanical systems be checked as well.
When all is said and done, while renting a vehicle may not be the optimum means for providing safe and secure transportation for a principal, the reality is that it is being done effectively on a regular basis. As with most things protection-related, the key to effective and efficient secure transportation is to understand the risks entailed in whatever approach you find yourself having to take and developing a strategy for mitigating as much of the ensuing risk as possible, while managing the rest. Likewise, responsibility for developing and implementing that strategy falls squarely on those professionals responsible for managing and providing secure transportation.
About the Author
Joseph Autera, a former corporate security executive, is the President & CEO of Tony Scotti’s Vehicle Dynamics Institute, one of the world’s leading providers of highly specialized driver and secure transportation training programs to corporate security, law enforcement and military professionals. A highly sought after speaker on topics related to security driving, secure transportation planning and executive protection, he is frequently called upon to consult with Fortune 500 companies and government entities on security-related transportation issues.
He can be reached at jautera@vehicledynamics.net. For more information about the secure transportation related training VDI offers, visit their website at www.vehicledynamics.com.
Owen Camden says
When it comes to any type of transportation it is a good idea to try to get the best type possible. You really want to make sure that you find something really safe and durable. I think that it would be really interesting to be able to learn more about transportation and how it functions. I wonder where I could find more information.