Budgeting and procurement are probably not the most exciting parts of managing a public sector fleet. Let’s be honest, they can be pretty frustrating at times. But the ability to manage these challenges effectively ensures fleet operations remain efficient, cost-effective, and resilient in the face of changing demands and constraints.

We have plenty of articles on budgeting (and procurement) that you can find throughout Government Fleet. However, because I know you don't always have time to sift through articles, I thought I'd put together some of the best advice I've read and lay it out for you below. 

These are a few of my favorite things...that I've learned about budgeting (and procurement). 

Embrace Alternative Solutions When Looking for Vehicles 

It's not if but when you'll need to replace vehicles, so have a plan B, even if it diverts from what you may be used to. Maybe this means buying directly from a local dealer. Buying from a dealer’s inventory can help fleet managers get new vehicles into their fleet more quickly. 

Chuck Cramer, CAFM, director of fleet services for the city of Lynchburg, Virginia, explained that if he's on a trip, he's looking at the lots. And if it's not too far away, he's stopping.

Other alternatives could be lightly used vehicles or off-leases. When in doubt, contact a dealer and ask questions. 

Work with the Necessary Departments

You're not in this alone. Know not just the departments but the people in those departments who can help you crunch numbers and find faster ways to get vehicles ordered. Work with your financing and purchasing department to streamline the approval process in case there is a vehicle at a local dealership that is urgently needed. 

With that, make sure you know what the replacement standard is. And if you don't have one, now is the time to do so. Take it from Kelly Reagan, fleet administrator for the City of Columbus, Ohio, division of fleet management, which operates under the city’s director of finance.

When he began with the city of Columbus, none of the department fleets had a vehicle replacement standard, and 80% of the entire city’s fleet was out of lifecycle. Now, the standard Reagan developed is driven by data: duty cycles, regression analysis based on maintenance costs and years in service, total lifecycle costs, etc.

 Get Your Fuel Usage in Order

When it comes to getting your budget in order, making sure your fuel usage is under control is a good place to start. Take advantage of technology that monitors idling. An idling vehicle control system can autonomously manage fleet idling, energy consumption, and climate control so that drivers have less to worry about. 

While telematics can sometimes feel overwhelming, with data overload, that data can actually save you money by helping fleets understand fuel spend. From pre-planning better routes to getting a snapshot of driver behavior, data from a telematics system can go a long way. 

Finally, check what free data platforms are already connected to your vehicles. You may find there's a free platform waiting to be used. 

With all that said, from what I've learned from the experts, it's better to do something than nothing at all when it comes to these things.