Rural Fleet Managers
A Fleet Manager in a rural community is the mastermind behind keeping a municipality's or business’ vehicles—and the entire operations—running smoothly. From fire trucks and snowplows to school buses and Semis, they oversee fleets as diverse as the communities they serve. No two fleets are alike, and that’s where the magic of a fleet manager comes in. With an intimate knowledge of their community’s needs, resources, and quirks, they know exactly what works best for their unique slice of rural life. Whether it’s deciding on fuel types, optimizing routes, or keeping aging equipment in fighting shape, fleet managers are the unsung heroes of local logistics!
STEP 1: Identify Your Needs
A. Assess Current Fleet Composition
B. Analyze Operational Needs
C. Data Collection and Management
If you’ve already done this, you're a step ahead. But if not, you're not alone, and it's never too late to start.
- Inventory all vehicles, noting their types, usage patterns, fuel consumption, and maintenance schedules.
B. Analyze Operational Needs
- Identify routes, mileage, and payload requirements to determine compatibility with clean fuel technologies.
C. Data Collection and Management
- For data collection and fleet management, consider using this resource link to find competitive pricing for fleet data management software. Alternatively, you can go old-school by using this spreadsheet template to track data manually, or print it out and place a copy in each vehicle.
- Example - Heavy-duty diesel engines, (buses, garbage trucks) could be transitioned to propane, while light-duty utility vehicles (sedans, golf carts, light duty trucks etc) could be replaced with electric vehicles.
- Evaluate the availability of clean fuel stations or EV charging locations and identify any gaps in coverage.
- After mapping out existing stations, consider how your fleet can utilize the current infrastructure.
- Additionally, explore opportunities for your locality to expand access by adding alternative fuel stations for EVs, biodiesel, CNG, RNG, propane , or even hydrogen— these fuels are tailored to regional availability and fleet needs.
If you’ve already done this, you're a step ahead. But if not, you're not alone, and it's never too late to start.
We were currently compiling something (referring to data and info on vehicles), but it was not enough in the detail that it probably needed to be, and it probably wasn't regularly kept up. So, it did highlight our needs there, and what we should be doing.
— Chris Adock, Public Works Director, Pittsylvania County, VA
STEP 2: Make a Plan
A. Goals, Cost Analysis,
B. Build a Transition Budget
Use the insights from your AFLEET or TCO analysis to build a transition budget. Consider these factors when budgeting:
C. Leverage Additional Funding Opportunities
- Setting realistic and attainable goals is key to successfully transitioning to alternative-fuel vehicles, no matter how gradual the process. Ask yourself:
- Am I aiming to reduce costs in our budget?
- Do I want to decarbonize our fleet?
- Is increasing fleet resilience a priority?
- Do I need to meet local, state, or federal mandates?
- All of these objectives are important, but as the fleet manager, it’s essential to identify your specific goals. This clarity ensures they can be tracked, measured, and ultimately achieved.
- After defining your fleet transition goals, connect with your local Clean Cities Coalition for support.
- If your state lacks a coalition, reach out to the nearest one—they can assist with an AFLEET Tool analysis to compare the total cost of ownership (TCO) for transitioning from conventional to alternative fuel vehicles (AFVs).
- Do a quick TCO assessment on you own for vehicles of interest to your fleet here (TCO calculator)
B. Build a Transition Budget
Use the insights from your AFLEET or TCO analysis to build a transition budget. Consider these factors when budgeting:
- Fuel Prices: Research regional alternative fuel prices (including electricity) for accurate projections. Check the AFDC website to learn more.
- Long Term Savings: TCO is a major factor when purchasing a new vehicle. With many alternative fuel vehicles like propane, or electric, lower fuel and maintenance costs can provide significant long-term financial and time saving benefits. (i.e . less maintenance means less idle time of the vehicle).
- Local Transportation Plans: Align your budget with city, town, or county transportation goals.
- Staff Capacity: Account for workforce time and training required for new fuel systems.
- Partnerships and Stakeholders: Engage community leaders and organizations to share costs and workloads.
C. Leverage Additional Funding Opportunities
- Explore state and federal funding programs offered by the DOE, EPA, and DOT to support your transition.
- Partner with your Clean Cities Coalition to identify and navigate grant opportunities, apply for financial assistance, and manage funding processes.
- You can also join with local community groups, economic development boards, and planning districts to find funding and support.
STEP 3: Take Action
Now that you've assessed your fleet's needs and created a clear plan, it's time to turn ideas into a reality. Taking action starts with prioritizing the steps you can implement immediately and leveraging available resources to make progress. Here's how:
- Start Small, Scale Strategically: Begin by transitioning one vehicle type or department to alternative fuels or electrification. Use this as a pilot to evaluate performance, train staff, and gather data for future scaling.
- Engage Stakeholders: Meet with your team, local government leaders, and community members to present your plan and secure buy-in. Clear communication helps foster collaboration and support.
- Implement Infrastructure Improvements: Coordinate with utilities, vendors, and local organizations to install or upgrade fueling/charging stations. Share costs and resources through partnerships wherever possible.
- Track Progress and Adjust: Use fleet management tools or manual tracking methods to monitor results. This will allow you to make data-informed adjustments and demonstrate progress toward your goals.
- Ask for Help: Don’t go it alone! Partner with your local Clean Cities Coalition for expert advice, funding navigation, and technical assistance. Many coalitions offer tailored resources to guide rural fleets through transitions. If you’re unsure where to start, reach out to Gregory Brennan of Virginia Clean Cities and creator of this playbook for personalized support. [email protected].
