A Smarter Approach to Utility Vehicles and Fleet Planning

Many colleges and universities purchase utility vehicles (UTVs) one at a time from multiple vendors rather than following a comprehensive campus transportation strategy. While this approach may solve short-term needs, it often complicates fleet management, increases costs, and creates inefficiencies over time.

In contrast, working with a single UTV supplier—one that offers strategic guidance, vehicle expertise, and long-term planning—enables facilities teams to build safer, more reliable, and more sustainable transportation operations from day one.

So how do you move from a fragmented fleet to a strategic one? These four steps can help you build a campus transportation plan that supports efficiency, safety, and long-term value.

Step 1: Understand the Changing Campus Facilities Environment

Facilities maintenance teams face growing complexity when managing campus transportation. Common challenges include evolving state and local regulations, unclear sustainability standards, flat or shrinking budgets, evolving rules for new vehicle classifications such as low-speed vehicles (LSVs), expanded pedestrian zones, limited parking, and the proliferation of UTVs over vans and pick-ups, which makes choosing the right vehicle even harder.

Without a clear strategy, these challenges can slow productivity and create risk. With thoughtful planning and transportation expertise, however, many of these issues can be addressed during the fleet selection process.

When evaluating vehicles, ask suppliers to identify opportunities where full-size trucks or vans can be replaced with more cost-effective utility vehicles. In many cases, this single change can save thousands of dollars per vehicle over its lifetime.

Step 2: Choose a Single Supplier With the Right Expertise

To reduce future complexity, many campuses benefit from sourcing vehicles through a single supplier that understands higher-education environments. A unified fleet approach can improve safety and compliance, reduce training time, streamline parts inventories, simplify warranties, standardize electric charging, improve preventive maintenance, and stabilize fleet budgets.

If a full transition isn’t immediately possible, campuses can move toward a single supplier in phases based on fleet condition and budget considerations.

When evaluating suppliers, look for:

• Sales teams experienced with college and university campuses
• Knowledge of vehicle classifications and local regulations
• Participation in government or cooperative purchasing contracts
• Clear guidance on electric vs. gas utility vehicles
• Factory-authorized service and maintenance programs
• A wide range of commercial accessories and configurations

Once selected, involve internal fleet managers and mechanics early to ensure the solution fits real operational needs.

Step 3: Select Rugged, Work-Ready Utility Vehicles

Not all UTVs are built for institutional work. Some recreational vehicles are marketed as work vehicles despite having suspensions, frames, or speed capabilities that are poorly suited for campus environments.

Facilities teams should prioritize vehicles designed specifically for daily work, hauling, and long operating hours. Key considerations include durable aluminum frames that resist corrosion, rugged cargo beds, automotive-grade engines with EFI on gas models, downhill speed control, onboard charging for electric vehicles, easy service access, customization options, and comprehensive warranties.

Focusing on durability and safety upfront helps reduce downtime, extend vehicle life, and protect both workers and pedestrians.

Step 4: Leverage Your Sales Partner as a Strategic Resource

Once you’ve selected a supplier and sales team, treat them as a strategic partner rather than a transactional vendor. Discuss safety, sustainability, training, liability, maintenance, and operational challenges early in the process.

Ask your sales professional to:

• Identify opportunities to downsize or right-size your fleet
• Replace full-size vehicles with utility vehicles where appropriate
• Support on-road, off-road, or mixed-use requirements
• Advise on applicable incentives or tax credits
• Work directly with departments to understand daily workflows

The result should be a comprehensive campus transportation strategy that addresses vehicle selection, safety equipment, accessories, vehicle sharing opportunities, and long-term cost reduction.

Strategic Transportation Planning Pays Off

While developing a comprehensive transportation strategy requires upfront effort, it delivers long-term savings in time, cost, and operational stress. The right supplier can serve as a trusted partner—helping your campus operate more efficiently, safely, and sustainably while supporting the evolving needs of students, staff, and facilities teams.

Working with an experienced provider like Club Car helps institutions move beyond piecemeal purchasing toward a smarter, more strategic fleet approach.