The program is expected to create new efficiencies University-wide in purchasing and maintenance, as well as add sustainability benefits.
Effective immediately, a new vehicle fleet program has launched to centralize University vehicle acquisition and maintenance. The Support Operations unit of University Facilities and Services (UF&S) will oversee and manage the new University Fleet Program in conjunction with UR Procurement.
UF&S currently manages over half of the University’s licensed vehicles and operates the University’s Auto Shop. Expanding oversight to all University vehicles (excluding University affiliates) will allow departments to benefit from in-house mechanical expertise and will create new efficiencies University-wide in purchasing and vehicle maintenance, as well as add sustainability benefits.
The number of University vehicles and related expenses have steadily increased over the past several years, and additional needs are anticipated due to the University’s continued growth. Centralizing all vehicles under the University Fleet Program will help control costs, while emphasizing safety, sustainability, and best practices. Currently, most vehicle purchasing decisions are made on a departmental level, but by centralizing vehicles and creating a master plan, the University will be able to forecast future purchases and re-purpose assets to limit cost while maximizing a vehicle’s useful life. Additional benefits include routine and preventative maintenance services completed by the University Auto Shop; vehicle standardization; and installation of an all-inclusive vehicle management software program that promotes driver safety.
Standard preventative maintenance performed by the University’s Auto Shop at a more economical rate than outside shops will help ensure that vehicles are properly maintained while maximizing their useful life, as well as their end-of-life value.
During the transition of this centralized approach, Fleet Services will employ standard configurations for vehicles, including several models for the most common vehicle types, helping streamline maintenance by reducing the inventory of stock parts needed and improving mechanic efficiency. The University will also be able to develop an environmental strategy for additional electric and hybrid vehicles and plan for any related infrastructure needs.
All University drivers are required to enroll in the Safer Driver Program. To further assist department fleet managers in their efforts to promote driver safety, a vehicle management software program, Fleetistics, has proven to be a useful tool and will be installed in every vehicle.
Guidelines & Procedure
Under UF&S’s Fleet Program, new processes will take place for departments that are requesting a new or replacement vehicle. Please see https://www.facilities.rochester.edu/support_ops/fleet.php for full information and forms.
