Fleet tender requirements checklist

Fleet tender requirements checklist

Your fleet and tender

• Organisation: [Organisation]
• Tender reference: [Reference]
• Supplier: [Supplier]
• Vehicles and assets: [Numbers, types and locations]
• Required software capabilities: [Capabilities]
• Existing systems and data to import: [Systems, files and history]
• Contract period and target rollout: [Dates]

Keep the requirements that apply to this purchase. Mark each mandatory or desirable before issuing the brief. Assess mandatory conditions separately from scored preferences, and publish your evaluation method and any weightings with the tender.

Supplier response and buyer assessment

Repeat these fields for each requirement below. Include the requirement ID so the response can be compared across suppliers. Describe anything that costs extra, needs custom delivery or is planned for a future release.

• Requirement [ID]: [Capability]
• Priority: [Mandatory / Desirable]
• Supplier response: [Included / Additional cost / Custom delivery / Planned / Unavailable]
• Demonstration or supporting document: [What was shown or supplied]
• Hardware, fees or other dependencies: [Details]
• Buyer assessment: [Meets / Partly meets / Does not meet / Not yet assessed]

GPS trackers and installation

• H01 — Vehicle fit: plug-in or installed devices suitable for the stated vehicle types, with power requirements and installation method explained.
• H02 — Vehicle data: location, journey history, odometer and the engine or diagnostic information required by the buyer. State what each proposed device supplies.
• H03 — Driver identification: identify the driver using a card, fob or other proposed method; describe the equipment included.
• H04 — Coverage: describe mobile network coverage, behaviour outside coverage and how journey data is recovered.
• H05 — Device supply and support: name who designs and manufactures the devices and where support sits.
• H06 — Staged installation: state installation time per vehicle and a fitting plan that keeps enough vehicles in service.
• H07 — Warranty and replacements: provide warranty terms, failure replacement times and any related charges.
• H08 — Contract end: explain device ownership, removal or reuse, and what happens to data held on the devices.

Software capabilities

• F01 — Live tracking: vehicle locations, journey history and replay.
• F02 — Pool vehicle booking: self-service reservations, rules, approvals, check-in and return capture.
• F03 — Maintenance: services scheduled by date and usage, with defects followed from report to repair.
• F04 — Pre-start checks: driver inspections with automatic escalation of failures.
• F05 — Compliance reporting: FBT trip classification and logbook data, fuel tax credit apportionment, fatigue checks and Chain of Responsibility reporting as applicable to the fleet.
• F06 — Fleet reporting: utilisation, cost per vehicle and exceptions, with export to open formats.
• F07 — Automatic spreadsheet imports: import existing vehicles, history and costs from CSV or Excel files. Demonstrate automatic column matching, entries needing attention and the result using the buyer’s file.
• F08 — Integrations: exchange the required information with [Finance / HR / Fuel cards / Asset management / Other]. State the direction and frequency of updates, what is available now and any delivery or ongoing charges.

Data and security requirements

• D01 — Data ownership: all fleet data owned by the buyer, exportable at no cost, in open formats.
• D02 — Data residency: data hosted, processed and backed up in Australia; hosting provider certifications stated.
• D03 — Account access: single sign-on with the buyer’s identity provider and automatic deprovisioning.
• D04 — Permissions and audit: role-based access, least privilege and a full audit trail including supplier support access.
• D05 — Encryption: protection in transit and at rest.
• D06 — Incident response: breach notification within [24/48/72] hours, a named security contact and cooperation with incident response.
• D07 — Data deletion: remote deletion for lost or decommissioned devices, with the process explained.
• D08 — Driver privacy: support for applicable workplace surveillance requirements, including notice templates and in-vehicle signage.

Commercial terms and support

• C01 — Complete pricing: separate software, hardware, installation, migration, integrations, training, support and exit charges. State upfront costs, recurring fees and optional extras.
• C02 — Comparable totals: provide the total over [Contract period] for [Vehicle count] and its equivalent per vehicle per month. State the billing basis and frequency, minimum commitments and the effect of adding or removing vehicles.
• C03 — Contract terms: state the contract duration, renewal conditions and exit terms, including data return.
• C04 — Service availability: provide the uptime commitment, how it is measured and how it is reported.
• C05 — Support: state support hours, contact channels, response commitments and escalation arrangements.
• C06 — References: provide at least two comparable Australian fleets, with contact details and permission to contact them.
• C07 — Rollout acceptance: agree a staged rollout or pilot, responsibilities, success criteria and the acceptance decision before full rollout.

Optional phone-based tracking

• A01 — Driver app alternative: offer phone GPS for vehicles where it suits the buyer, alongside GPS trackers on the same map and vehicle history. Explain device permissions, driver participation and any differences from installed tracking.

Evaluation questions for the demonstration

1. Find a representative vehicle, replay a completed journey and show the vehicle data required by the buyer.
2. Submit a failed pre-start check and follow the defect through to maintenance.
3. Make a pool booking, check out the vehicle and show how a late return appears.
4. Show one vehicle’s FBT data for a quarter.
5. Import the buyer’s existing spreadsheet, including automatic column matching, entries needing attention and the imported vehicles and history.
6. Compare utilisation and fleet costs, then export the results.
7. Change a user’s access and show the audit trail for a supplier support action.
8. Explain the most recent security assessment, incident notification, device replacement and the data return and deletion process at contract end.

For each demonstration, note the requirement IDs covered, what was shown, any gaps and the buyer’s assessment. Keep planned features separate from capabilities available in the proposed delivery.

A starting point, not legal advice. Review against your own agreements and state rules.

A fleet tender requirements checklist gives suppliers a common brief for software, GPS trackers and related services. This editable document covers vehicle fit, software capabilities, security, pricing, support and demonstration questions. It also provides fields for supplier responses and your assessment.

• Read the government fleet procurement guide

Yes. Use the Edit document tab to add your fleet details, keep relevant requirements and add anything specific to your organisation. Mark requirements mandatory or desirable and agree your evaluation method before issuing the brief. Download the edited document before leaving the page.

• Open the editable checklist

Download Markdown (.md) saves the current document as an editable plain-text file. Print / save PDF opens your browser’s print options for the reading view. Edits stay in the open page and are not saved when you leave or reload, so download your changes first.

• Go to the document controls

Ask suppliers to identify whether a capability is included, costs extra, needs custom delivery, is planned or is unavailable. Attach the relevant demonstration or supporting document and identify hardware, fees and other dependencies. Use the same buyer assessment scale across responses, with mandatory conditions assessed separately from scored preferences.

• Read the supplier response fields

Include your vehicle types, installation needs, driver identification and required vehicle data. Ask about coverage, device supply, support, warranty, replacements and ownership at contract end. The checklist puts GPS trackers first and keeps phone GPS as an optional alternative where it suits your fleet.

• Explore IntelliTrac GPS trackers

The checklist covers data ownership, Australian hosting, access, audit trails, encryption, incident response, deletion and driver privacy requirements. Adapt these conditions with your procurement, IT and privacy teams. Ask suppliers to explain and demonstrate their answers and supply the relevant security documents.

• Get the IT security supplier checklist

It asks suppliers to separate software, hardware, installation, migration, integration, training, support and exit charges. Use the same fleet size and contract period, then compare the total and its monthly equivalent per vehicle. Check actual billing terms, minimum commitments and optional extras alongside that figure.

• Understand whole-of-life fleet costs

Yes. Compare IntelliTrac’s platform and GPS trackers against the same requirements you give other suppliers. See live tracking, shared bookings, servicing and fleet costs together, and ask us to demonstrate your priority scenarios and automatic spreadsheet import.

• Explore IntelliTrac fleet management software