How to write a fleet management software RFP: 8 essential tips

Whether you manage a public agency or a private fleet, selecting the right telematics solution often starts with a well-crafted request for proposal (RFP).

A clear, detailed fleet management software RFP helps fleet management vendors like Verizon Connect understand your needs, align offerings and submit responses you can confidently evaluate. But writing a fleet management software RFP is complex — especially for technology like telematics or video, which can vary widely in features, hardware and services.

Here are eight essential tips to help you write an effective RFP for fleet management technology.

1. Start with a clear project overview and objectives 

Begin your fleet management software RFP with a concise summary of your organization’s goals. What challenges are you solving with this technology — compliance, cost control, safety, operational visibility?

Whether you're looking to monitor driver behavior with AI video or reduce fuel costs through GPS tracking, your objectives will guide vendors in shaping their proposals. Clearly defining your goals up front reduces miscommunication and sets the stage for better vendor alignment.¹

Every RFP should also explicitly detail the specific features your company requires. This helps vendors determine product fit before submitting a bid, saving time for both sides and improving the quality of responses. 

2. Categorize your features as mandatory or “nice to have”

Be specific about what your fleet needs. Do you require near real-time vehicle tracking, engine diagnostics, custom reporting, mobile app access or integrated video with AI event detection?

After generating your list of desired features, sort them into two categories: Mandatory and “nice to have.” 

For example, you might categorize real-time GPS data and an open API as mandatory, while viewing SSO authentication as a desirable, but optional, feature. These categories offer bidders valuable insight into your company's values in a prospective partnership.They may also encourage vendors to tailor their proposals and even inform their future product roadmaps.

3. Clearly define your technical and functional needs

Work with internal stakeholders, such as operations, safety and IT, to ensure the fleet management software RFP reflects real-world functionality needs.² Be sure to include an overview of your fleet with details such as the number of vehicles, asset types and whether you're operating a powered, non-powered or mixed fleet.

Spelling out requirements clearly helps ensure vendors meet all qualifications and reduces the risk of disqualification over technicalities. A direct, upfront approach results in better proposals and fewer surprises during evaluation.

For instance, if your company's procurement process hinges on factors such as real-time data capabilities, in-house support services and proof of adequate liability insurance, explicitly state these prerequisites.

4. Include detailed submission requirements

Outline the expected response format and components of a successful response. Should responses include pricing tables, spec sheets or demo links? Are there file size or format restrictions? Who should the proposal be sent to and by when?

You’ll get higher quality responses if you give vendors enough time to coordinate across departments and gather accurate information. Aim for a minimum two-week response window for your fleet management software RFP. If you’re including a pre-bid Q&A or live demo phase, list those timelines as well.

5. Specify evaluation criteria and scoring

Show vendors how you plan to evaluate their responses. Will technical fit be weighted more heavily than price? What role will vendor references or case studies play?

Scoring criteria can include:

• Alignment with required features.
• System scalability and integration.
• Implementation timeline and rollout support.
• Customer service and training.
• Pricing structure and total cost of ownership.
• Data security, uptime and compliance with regulations.

Transparency in scoring helps reduce internal friction and improves the vendor selection process.⁴

6. Ask about training, support and onboarding

Many buyers overlook post-sale support — which can be a major differentiator when comparing vendors that offer similar functionality.⁵ Technology adoption doesn’t end at purchase. A true partner will invest in your success beyond just closing the sale.

Ask how vendors support onboarding, what training is offered and whether you’ll receive dedicated personnel to help manage implementation. 

Verizon Connect, for example, offers multiple layers of support including customer success teams, technical guidance and professional installation services — all aimed at getting you up and running quickly and effectively.

Professional installation in particular can often make a big difference in the success of your fleet management program and help you get on the road to ROI faster. If self-installation is an option, ask how difficult it is to install the hardware yourself and what kind of technical expertise is required.

Finally, ask how well the vendor understands your industry and whether they take time to tailor solutions to your operational environment. 

Want to know how Verizon Connect compares to competitors? Check out our factsheet.

7. Address compliance, data security and integration

Especially for government agencies or fleets handling sensitive data, it’s essential to specify requirements around data storage, privacy, system integration and compliance with industry regulations.

Ask whether data is encrypted in transit and at rest, where it's stored and what certifications the vendor maintains. Do they comply with NHTSA, FMCSA, DOT or CJIS standards where applicable? Can their platform integrate easily with your existing billing, payroll or CRM tools? What kind of uptime, cloud infrastructure and integration framework do they provide? Can they support both standard APIs and secure partnerships with other software providers?

8. Allow room for innovation

A rigid RFP might get you the lowest bid, but it could also prevent you from seeing cutting-edge tools that offer significant value and future growth.

Consider including a section that invites vendors to highlight differentiators, such as AI dashcams, smart geofencing or predictive maintenance tools. This gives you a chance to compare proposals based on core requirements, while still learning what additional value each vendor brings.

This approach lets you compare solutions on a common baseline while still surfacing the differentiators that can elevate a proposal.¹

Download sample RFP templates

To help you get started, we’ve created two downloadable fleet management software RFP templates — one for telematics and one for video solutions. Each includes a pre-filled outline, example language, and customizable sections to make the process easier.

• Request for Proposal (RFP): All things telematics
• Request for Proposal (RFP): Integrated Video

Sources:

¹ National Center for Education Statistics: Chapter 14—Writing a Strong Request for Proposal

² Automotive Fleet: Master the Fleet Management RFP Process Like a Pro

³ The Louisiana Division of Administration: RFP Fundamentals

⁴ National Institute of Standards and Technology: How to Write an RFP + Vet Suppliers for Your Small Business

⁵ NJ.gov Tips for RFP Applicants