-

Defining the key requirements

The first step of the RFP process is to define the key requirements. It’s important to consider your needs today and forecast the capabilities you will need in the future as your fleet evolves.

The questions you need to address range from basic to complex.

For example:

  • What specific challenges are your business and drivers facing?
  • How many telematics devices will you need? Will one type of device work for everything?
  • What kind of vehicle/driving metrics do you want to track?

As well:

  • Do you need to integrate telematics with another internal management system or accounting software?
  • Are you considering going electric?

We have put together the following telematics RFP preparation checklist to help guide you.

Guidelines for writing a telematics RFP

When defining your fleet goals, it may be helpful to consider your needs in the following areas:

  • Productivity
  • Safety
  • Fleet optimization
  • Compliance
  • Expandability
  • Sustainability

Other categories to consider adding to the RFP are support, implementation, project management and security — with a specific emphasis on cybersecurity. A solution that offers cybersecurity features, short-term and long-term, should be a key component of your RFP.

Here are more details on those  key fleet management areas:

Security

Cybersecurity is an executive responsibility and cannot be overlooked for any RFP. Create a dedicated section to cover cybersecurity standards, testing, data security and database management.

Look out for:

  • FedRAMP certification (for government fleets)
  • FIPS 140-2 validation
  • Two factor authentication (2FA) or multi-factor authentication (MFA)
  • Strong and robust security policies

The National Motor Freight Traffic Association (NMFTA) has also created telematics procurement RFP templates for carriers to help raise the bar on cybersecurity.

Productivity

Add productivity-focused features into your RFP, such as real-time GPS tracking and asset utilization. Building in this requirement will help you find the tools you need to maximize fleet uptime, balance your field activity with the most cost effective vehicle, asset and people strategies.

Productivity requirements to include:

Zones:

  • Create different zone types to reflect where and how assets are used and domiciled
  • Associating zones with any privacy concerns for zone labels, individual or group user access

Trips:

  • True trip miles calculated from odometer readings
  • Accurate trip start and location times based on ignition for electric and combustion vehicles
  • Calculate trip activity within 10 seconds of vehicles emerging from indoor or overnight parking

Other points to consider:

  • Automate the data from all stop activity for reports and enable access by API with CRM or ERP systems
  • Define your expectation for accuracy and quality in time recording +/- seconds, not minutes, no missed stops or activity
  • Multiple event notification options including email, web service call, text, security user desktop alerts
  • Accurate breadcrumb trail recording of trips viewed with multiple map options to view trips on streets or with street image views
  • Alerts and notifications delivered to responsible management users for under-used, parked or missing assets
  • Audit log reports of personal versus business trips for tax log preparation
  • Real-time active tracking for police, first responder fleet vehicles

Safety

Dangerous driving behaviors can be monitored and manager escalations automated. Prioritizing safety in your RFP will support your goals for employee health and safety and help reduce the adverse effects of harsh driving. You can also specify social distancing measures as part of your safety policy.

Points to consider:

  • Pre- and post-trip vehicle inspection reporting with centralized data
  • Basic safe driving reporting through advanced driver coaching
  • Identification of a driver matched to a vehicle’s daily use
  • In-vehicle driver alert options and risk management summary
  • User region, zone, or groups specific speeding thresholds for reports, coaching and/or notifications
  • Seat belt use safety policy in driver risk summaries
  • Driving in reverse, aggressive acceleration, braking and swerving in driver risk summaries
  • Instant collision notifications and detailed collision reconstruction

Fleet optimization

Managing fuel consumption and maintenance can help minimize fleet costs. Tracking specific variables, such as idling or electric vehicle suitability, and benchmarking them against similar fleets, can help you reach these goals using data-driven, cost-saving strategies.

Points to consider:

  • Ability to benchmark fleet cost of operating versus alternative fuel and vehicle types
  • Engine data monitoring for priority preventative repairs
  • True odometer readings accessible by API to feed other fleet management systems
  • 12V cranking battery voltage health and notifications to prevent jumpstarts
  • Fuel efficiency and vehicle maintenance reports
  • Cost of idling
  • Compatibility with data exchange into fleet management systems

Compliance

Electronic logs and integrated vehicle inspection apps for drivers can streamline fleet compliance processes in the field. Find tools for strengthening regulation compliance, from HOS to fuel tax reporting.

Points to consider:

  • Electronic logging:  ELD USA, ELD Canada 2021 compatible, tachograph (Europe, Latin America)
  • Duty of Care reports
  • IFTA and IRP mileage reporting
  • Vehicle inspection mobile app for drivers

Expandability

An important question to ask apart from “what can the software do?” is “how can the software help us work better?” For example, will the solution allow you to customize or build a mobile app for workers?

Points to consider:

  • IFTA and IRP mileage reporting tax reporting support
  • Vehicle inspection mobile app for drivers
  • System enables expansion
  • APIs and software development kit available for free
  • Hardware Add-Ons
  • Software Add-Ins
  • Third-party device and OEM integration
  • Integration with different FMIS systems

Sustainability / Electric vehicles

Highlighting sustainability on your RFP will help you focus on minimizing emissions or managing EVs. Look out for tools that help improve routing, reduce idling or support EV transitions.

Points to include:

  • Track CO2 emissions
  • Fuel consumption reports
  • Recycling program for devices

If you have or will be acquiring electric vehicles in your fleet, ask for these features:

  • Electric vehicle suitability assessment tools
  • EV model support and basic monitoring such as EV state of charge reporting and real-time charging status
  • Driving energy data monitoring
  • Charging data
  • EV alerts and notifications

For a complete breakdown of the features you need to include in your RFP for EVs, please refer to the Telematics RFP checklist for EV support.

Support

Getting the most value from your investment in fleet technology requires a robust support system that includes installation, software and troubleshooting assistance, as well as training programs. Consider adding support services such as expert help, video, or knowledge base articles, or lifetime device warranty to your RFP.

Creating a comprehensive telematics RFP that covers your current and future fleet management goals will help you find the provider that best suits your needs, while supporting success in the long run.

Read more about Geotab Telematics