Author: Xantrex Team

Field trucks are essential tools for municipalities and utility companies, enabling maintenance crews and field workers to perform their duties efficiently. However, procurement and upfitting missteps can result in costly, inefficient, or unusable vehicles. Here are seven common mistakes municipalities and utility companies have made, with lessons to help avoid them.

1. Failing to Clearly Define Needs

One of the most common errors in field truck procurement is issuing requests for quotes (RFQs) or proposals (RFPs) with vague or incomplete specifications. This leads to mismatched vehicle capabilities. For example, some municipalities have purchased trucks without sufficient power capacity or even had the wrong type of inverter installed preventing users from using sensitive electronics and forcing expensive post-purchase modifications. Effective needs assessments and detailed RFQs are essential to ensuring trucks meet operational requirements​

Lesson: Collaborate with field teams to identify power, storage, and functional requirements, ensuring procurement documents reflect real-world needs.

2. Overlooking Weight and Load Distribution

Ignoring weight limits and load distribution is a critical mistake that can cause premature wear and unsafe operating conditions. For instance, vehicles that exceed their Gross Vehicle Weight Rating (GVWR) can experience brake failure, tire blowouts, and suspension damage. Municipalities have faced increased maintenance costs and downtime due to improperly specified vehicles​

Lesson: Work with upfitters to ensure upfits (e.g., toolboxes, cranes) align with the truck’s payload capacity and maintain a balanced load distribution.

3. Prioritizing Low Initial Costs Over Long-Term Value

Focusing solely on the lowest bid often leads to vehicles with subpar components or limited customization. Several municipalities have experienced higher maintenance costs and operational inefficiencies because they prioritized upfront savings over durability. For example, cheaper auxiliary systems have frequently failed under demanding conditions, leading to expensive replacements​

Lesson: Use total cost of ownership (TCO) analyses to evaluate vehicle options, considering lifecycle costs, reliability, and suitability for the intended purpose.

4. Fragmenting the Upfitting Process

In an effort to save money, some municipalities have split upfitting tasks across multiple vendors. While this approach might seem cost-effective, it often results in delays, miscommunication, and logistical challenges. Sometimes using a unified work truck power system instead of mix and matching power components can ensure that the power system work and communicate together.

Lesson: Use a single, experienced vendor for all upfitting needs to ensure a cohesive, timely process.

5. Neglecting End-User Input

Another recurring mistake is neglecting to involve field workers and drivers in the specification process. Trucks are often upfitted without considering how tools will be accessed or how power systems will be used. This oversight leads to inefficiencies, as workers struggle with poorly designed layouts​.

Lesson: Conduct workshops or surveys with end users to gather feedback on past issues and ideal configurations for new vehicles.

6. Failing to Future-Proof Fleet Investments

Municipalities and utilities sometimes fail to consider emerging technologies or regulatory changes when procuring vehicles. From ePTOs and auxiliary power that can help fleets provide power while complying with changing regulations, there are fleet managers should keep themselves up to date on emerging trends.

Lesson: Plan for fleet electrification, alternative fuel compatibility, and compliance with upcoming regulations when specifying trucks.

7. Skipping Pilot Testing

In some cases, municipalities have adopted new configurations or technologies without proper testing, leading to operational failures. For instance, during Winter Storm Uri in 2021, inadequate preparation for extreme cold weather led to significant failures in equipment used across Texas, exposing weaknesses in cold-weather performance. In some municipalities, the field vehicles designated to restore the grid were also affected due to the lack of heating for the Generators and APUs.

Lesson: Pilot new vehicle designs or technology in limited deployments to ensure functionality and durability before scaling up.

Conclusion

Procurement and upfitting of field trucks are complex processes that require careful planning, clear communication, and collaboration with stakeholders. Avoiding these seven mistakes can save municipalities and utility companies time, money, and frustration, ensuring that field workers have the tools they need to perform their jobs efficiently and safely.

Fleet managers should prioritize total cost of ownership, consult with end users, and engage experienced upfitters to ensure vehicles meet both current and future needs. By learning from past errors, municipalities can build resilient, effective fleets that support essential public services.

Assessing Power Needs for Field Vehicles

Public works fleets play a critical role in maintaining infrastructure and responding to community needs. Whether it’s street repairs, snow removal, or utility maintenance, modern field vehicles must be equipped with auxiliary power systems to operate tools and equipment efficiently. For fleet and procurement managers, accurately assessing power requirements is vital to ensure vehicles are both cost-effective and capable of meeting operational demands.

This guide provides a step-by-step framework to evaluate power needs and choose the right auxiliary power system for your fleet’s next vehicle procurement.

Step 1: Define the Vehicle’s Operational Role

Before calculating power requirements, identify the vehicle’s primary and secondary functions. Consider:

• Primary Use: Is the vehicle for routine maintenance, emergency response, or infrastructure repair?
• Secondary Tasks: Will the vehicle occasionally need to power additional equipment or provide emergency lighting?

For example, a street maintenance truck may need to power tools like jackhammers and compressors, while an emergency response truck might prioritize floodlights and communication devices.

Step 2: Inventory Equipment and Tools

Compile a list of all the tools and systems the vehicle will need to power. Categorize them based on:

1. Voltage Requirements: Does the equipment run on 12V, 120V, or 240V power?
2. Wattage: Determine both the continuous power consumption (normal operation) and surge power (startup requirements).

Tool/System	Voltage	Continuous Wattage	Surge Wattage
Jackhammer	120V	2,200W	4,000W
LED Work Lights	12V/120V	500W	N/A
Air Compressor	240V	1,500W	3,000W
Cordless Tool Chargers	120V	300W	N/A

By understanding these requirements, you can determine the minimum power capacity needed for your auxiliary system.

Step 3: Calculate Total Power Demand

Sum the wattage of equipment that will run simultaneously, adding a buffer for unexpected demand. Consider two factors:

1. Continuous Load: Total wattage required for regular operations.
2. Surge Load: Total wattage required to start high-power tools.

For instance, if your continuous load is 4,500W and your surge load is 7,000W, you’ll need an auxiliary power system capable of handling 7,000W peak demand.

Step 4: Choose the Right Auxiliary Power System

Based on your power calculations, select an auxiliary power system that aligns with the vehicle’s tasks. The three main options are:

1. Inverters:
   • Converts DC (from the vehicle’s battery) to AC power.
   • Best for light to medium loads (1,000–3,000W).
   • Ideal for vehicles running electronic devices or small tools.
2. Battery-Based Auxiliary Power Units (APUs):
   • Provides portable, quiet power without idling the engine.
   • Suitable for moderate loads (2,000–8,000W).
   • Great for environmentally conscious fleets in urban areas.
3. Generators:
   • Powered by gasoline, diesel, or PTO (Power Take-Off).
   • Handles heavy-duty tools and equipment (5,000–15,000W+).
   • Ideal for vehicles operating in remote areas or for extended durations.

Step 5: Factor in Environmental and Regulatory Requirements

In many regions, anti-idling regulations and emission standards shape fleet decisions. Battery-based APUs or inverters can minimize fuel use and emissions, while PTO-driven systems may require diesel retrofits to meet compliance standards.

Additionally, noise ordinances may influence your choice if the vehicle operates in residential or sensitive areas.

Step 6: Consult Stakeholders and Vendors

Collaborate with:

• Fleet Operators: Gather feedback on past equipment performance and pain points.
• Upfitters and Vendors: Seek recommendations for compatible power systems and ensure proper integration with the vehicle.

Step 7: Plan for Scalability and Future Needs

Choose a power system with a 20–30% capacity buffer to handle future equipment upgrades or changes in operational requirements. Flexibility ensures the vehicle remains useful throughout its lifecycle.

Practical Example

Imagine procuring a truck for utility maintenance. The vehicle will:

• Power an air compressor (3,000W surge, 1,500W continuous).
• Charge cordless tools (300W).
• Operate floodlights (500W).

Total Power Needs:

• Continuous Load: 1,500W (compressor) + 300W (charger) + 500W (lights) = 2,300W.
• Surge Load: 3,000W (compressor).

Recommended System: A battery-based APU or generator with at least 3,500W surge capacity and 3,000W continuous capacity, allowing for growth and buffer.

Testing out load level:

Below is a power load calculator for you to see what tools you can run in parallel

Conclusion

Accurate power needs assessment ensures your fleet vehicles are equipped to handle field operations effectively while staying compliant with regulations and minimizing operational costs. By following this structured approach, fleet and procurement managers can confidently specify auxiliary power systems that maximize efficiency and longevity for their public works fleet.