This article is based on a recent episode of The Fleet Success Show podcast.
Watch the full episode here:
Preventive Maintenance (PM) is more than just oil changes and inspections—it’s the first line of defense against catastrophic failure, unexpected downtime, and massive repair costs. In the world of fleet maintenance, where vehicles must be safe, reliable, and cost-effective, PM isn’t optional—it’s mission-critical.
And if you don’t believe it, just ask award-winning fleet manager Dave Persad—who recently shared a jaw-dropping story on The Fleet Success Show about how contaminated fuel wiped out 110 engines in his fleet. Without meticulous PM records and rock-solid maintenance workflows, things could have been far worse.
Let’s break down what PM means, how to improve it, and why your PM strategy can save—or sink—your fleet.
When PMs are missed, delayed, or poorly documented, you're essentially betting your fleet’s future on luck.
In 2018, Dave Persad was managing a large government fleet when he noticed something unusual:
“We had oil coming up into the intake. The air filter was wet with oil. We thought maybe the tech overfilled it. But then it wasn’t just one car—it was dozens.”
After stripping engines, calling dealers, and ruling out internal issues, they discovered the shocking truth: contaminated fuel. One of their shared suppliers had accidentally delivered biofuel-contaminated gasoline. The result?
“By the time we figured it out, we had to replace 110 engines—10% of the fleet.”
That discovery didn’t just come from blind luck—it came from preventive maintenance data, accurate work orders, and a culture of documentation.
Preventive Maintenance refers to scheduled inspections and service tasks performed to avoid breakdowns. This includes:
By catching issues early, fleets can reduce vehicle downtime, avoid expensive repairs, and ensure the safety of drivers and the public.
Skipping or neglecting PM leads to:
In Dave’s case, the initial oil issues could have easily been dismissed if not for routine inspections and tracking PM compliance.
“Everyone was pointing fingers at us. But we had the records. The PMs were done. It wasn’t us—it was the fuel.”
In today’s data-driven fleet operations, documentation isn’t just helpful—it’s non-negotiable. Accurate PM records:
With RTA’s fleet maintenance management software, managers can automate PM schedules, monitor real-time compliance, and ensure every service is documented and reportable.
After uncovering the fuel issue, Dave’s team went a step further:
“We started taking fuel samples every 30 days, storing them in secure cabinets. If something was wrong, we’d catch it early.”
This rolling 30-day fuel test became a new part of their PM program—showing how preventive strategies evolve from experience.
Here’s how fleet managers can level up their PM strategy:
Use fleet maintenance software like RTA’s to set custom PM intervals by vehicle class, asset age, and usage patterns.
Track completion rates, overdue tasks, and technician performance. High compliance = high availability.
Eliminate paper, reduce errors, and keep a full record of every task.
Add QC checkpoints after service tasks to ensure work is done right the first time.
Empower your team to spot issues before they become failures.
Especially for agencies using bulk or shared fuel—contamination is more common than you think.
The best fleet maintenance management systems (FMMS) provide:
RTA Fleet360 delivers all this and more—trusted by government fleets, public safety agencies, and enterprise fleets nationwide.
Preventive maintenance helps avoid unplanned downtime, extend asset life, improve safety, and reduce total cost of ownership by identifying issues before they lead to breakdowns.
It depends on vehicle type, usage, and manufacturer specs—but common intervals include every 5,000 miles, 3 months, or 300 engine hours. A PM program should be tailored using software.
PM is proactive—done on a schedule to prevent failures. Corrective maintenance is reactive—done after something breaks.
Fleet maintenance software automates schedules, alerts managers to upcoming tasks, tracks compliance, and creates auditable records of all maintenance activities.
Fleets can reduce maintenance costs by up to 30%, lower downtime, extend vehicle life, and avoid costly failures—just like Dave Persad’s fleet, which was saved by having airtight records and routines.
Fleet managers, here's the hard truth: you don’t rise to the occasion—you fall to your level of preparation. PM isn’t a checkbox—it’s your shield against chaos.
Dave Persad’s story is a powerful reminder that even when disaster strikes, a disciplined maintenance program can make the difference between recovery and collapse.
Want to improve your PM game? RTA can help.
Discover how RTA’s Fleet Maintenance Management Software can streamline your PM program, improve technician productivity, and give you peace of mind with airtight records.