Select Fleet Management System
| This Ready-to-Use RFP Master™ template for Fleet Management Software selection enables you to easily query vendors about more than 1,786 state-of-the-art criteria essential to the successful evaluation, selection, and implementation of an integrated fleet tracking system solution. |
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| System Global Issues | Vehicle/Equipment Records | Service Dispatch |
| General Reporting | Preventive Maintenance Scheduling | Special Pricing Capabilities |
| Service Level Requirements | Fuel Data Collection | Service Dispatch Reports |
| Service Level Agreements | Tire Management | Service Fleet Asset Mgmt |
| External System Integration | Parts Management | Warranty Claims Process |
| Web Enabled Functions | Inventory Records | Equipment Maintenance Requirements |
| Cloud Configuration | Item Master Information | Inventory Control Requirements |
| Software Usability | Equipment Identification | Fleet Management Reports |
| Transition Planning | Inventory Location Factors | Maintenance Costing |
| Client Web Interface | Inventory Transaction Tracking | GIS/GPS |
| User Compatibility | Service Work Orders | Cloud Administration |
| Fleet Mgmt Dashboard | Repair/Work Orders | SaaS/Cloud Security |
| Fleet Mgmt Mobile Apps | Work Order Processing | Many More... |
Actual screens and questions from this fleet RFP and it's matching Vendor RFP Response Evaluation Toolkit are shown below to illustrate how they enable you to easily collect the unique metrics needed to successfully identify, acquire, and implement the fleet management software solution best suited to your company's needs.
About these Fleet Processing RFP Template:
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SAVE WEEKS, even MONTHS OF TIME by using thousands of professionally written fleet software RFP statements & questions to communicate your software system requirements quickly and accurately. No need to re-invent the wheel. View typical RFP Table of Contents. |
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IDENTIFY Feature AVAILABILITY & DELIVERABILITY. Unlike other RFPs, Infotivity RFP Masters automatically collect the information needed to identify BOTH the AVAILABILITY of fleet software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each RFP Master includes a Feature Support Matrix™ (FSM) to automatically capture this information, which can be used to create very accurate and reliable fleet management software system implementation schedules. View samples here. |
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Determine RISK and SUPPORTABILITY. RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX™ of each proposed fleet software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed fleet software system up and running. Measure the true impact of each system on your business over the long term. View sample here. |
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VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor software proposals. View example here. |
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EASILY CUSTOMIZED to meet your unique fleet management system needs, using basic Excel techniques. |
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PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board! No installation, no learning curve. |
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"APPLES-to-APPLES" COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed system fleet software features side-by-side faster and more accurately with the fully automated Color Comparison Chart™ matrix included with this RFP at no extra charge. View a typical comparison here. |
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"Fleet Response Evaluation Ratios (scores) help you save time. View a typical evaluation ratios here. |
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AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed fleet software system matches up to your business priorities. This graph compares the overall total scores for each proposed system. This Score is based on all vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here. |
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Feature Delivery Methods This graph compares HOW each fleet vendor is planning to deliver the proposed fleet management system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this fleet comparison are based on responses to fleet system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here. |
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Supportability Index A proposed fleet management system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a fleet system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to fleet Software System Features only. This graph compares the potential support effort inherent in each proposed fleet management system. View sample 3-D Bar Chart comparison here. |
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Overall Comparison This graph compares the total Weighted Score of each proposed fleet management system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed fleet system and whether or not the fleet system can indeed be implemented by the proposing fleet vendor successfully. View sample 3-D Bar Chart comparison here. |
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Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the fleet management RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing fleet vendor. View sample 3-D Bar Chart comparison here. |
This Fleet Management RFP also has Supporting Documents INCLUDED:
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Cover Letter Samples - Make the task easier with this fleet mgmt RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique fleet management system needs. |
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Full Version of risk assessment matrix checklist focused on fleet mgm't system acquisition and implementation projects for working sample "Click Here" |
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the Optimized fleet management RFP Guide. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom fleet RFP questions. Included or Sold Separately |
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The Fleet Management System Cutover Checklist Helps Streamlines Implementation! Included or Sold Separately |
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MS Word document describing the organization and usage of the fleet comparison matrix. |
A Detailed & Comprehensive List of:
Identify BOTH Software Features Availability and Deliverability
Unlike other RFPs that try (and fail) to gather useful solutions data about complex fleet management system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master™ uses a Feature Support Matrix™ (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This RFP Master function is useful during both the fleet management software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.
Determine the Risk & Supportability of Proposed
Vendor Response Input Validation.
Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each fleet management software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!
Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems
Evaluation Ratios
Use an extensive set of ratio calculations to compare fleet vendor proposals quickly and efficiently.
Weighted Grade Score Graph
Compares the Weighted Grade Point Score calculated for each proposed fleet management system. This is calculated as follows: The fleet vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that fleet management RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a fleet software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed fleet management software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.
Feature Delivery Method Comparison:
An analysis of how each fleet vendor is proposing to deliver the system feature/function contained in their fleet proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) fleet feature presents far less risk than that same fleet feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.
Fleet Supportability Index Graph:
The Supportability Index is a forecast of how much fleet management software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed fleet software, and which business processes depend on the customized software.
Overall Comparison Graph:
This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed fleet management system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that fleet system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.
Vendor Profile Score Graph:
The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the fleet RFP. The fleet management vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.
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ALL the fleet management system selection tools & features described above, i.e., everything needed to accurately identify fleet user needs, quickly determine fleet management requirements, prepare and distribute an RFP, compare & evaluate vendor RFP responses (proposals), and select the best fleet program for your organization's needs, are included in or with each RFP Template!
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