A quick fleet snapshot

• Tell me briefly how many vehicles your organization manages and the high level mix by type, for example light vehicles, heavy trucks, construction equipment, and specialty units
• Estimate your fleet's average age in years and whether that average is rising or falling compared with last year Options: Average under 3 years, trending down, 3 to 6 years, stable, 6 to 10 years, rising, Over 10 years, rising
• How many active work orders or open maintenance requests did you average per month over the last 3 months Options: Fewer than 50, 50 to 150, 150 to 400, More than 400
• Which fuel or energy types are present across your fleet, select all that apply Options: Gasoline, Diesel, Compressed natural gas, Electric battery, Hybrid, Propane, Other
• Who currently owns the maintenance budget and who signs off on vehicle replacements in your organization
• Is your agency already using a cooperative purchasing contract for fleet services or procurement Options: Yes, active cooperative contract, No, but considering one, No cooperative contract in place, Unsure

Where routine becomes crisis

• What single operational failure in the last 12 months caused the biggest service disruption or unplanned cost
• Walk me through the chain of events when that failure happened, from the first alert to final resolution
• How often do deferred maintenance items turn into emergency repairs or service outages Options: Almost every month, Several times a year, Once a year, Rarely
• What are the measurable impacts when a vehicle is unavailable, expressed as service hours lost, overtime costs, or direct repair spend
• Should a recurring failure like that continue, would you be forced to pause any services or reallocate budget in your next fiscal quarter Options: Yes, pause services likely, Yes, require budget reallocation, No, we could absorb it, Unsure

Deciding what success means

• Imagine you could reduce total fleet cost by a clear percentage, what minimum reduction would make this engagement a clear win for your leadership Options: 5% to 9%, 10% to 14%, 15% to 20%, More than 20%
• List the primary KPIs your leadership watches for fleet performance, for example uptime, backlog, cost per mile, or replacement cycle Options: Uptime/availability, Maintenance backlog, Total cost of ownership, Cost per mile, Average vehicle age, Replacement cadence, Other
• How would a reduction in downtime translate into staff savings, overtime reduction, or improved service coverage in your department
• Describe how you use monthly or quarterly fleet reports to change purchasing or maintenance decisions
• Assuming a pilot delivered the target reductions in the first quarter, who could sign the contract and how quickly would you need to move to meet your procurement calendar

Where change stalls

• Which political or departmental objections have previously blocked consolidation or using an external fleet manager Options: Department autonomy concerns, Union or labor issues, Elected official pushback, Procurement policy worries, No significant objections, Other
• Who needs to approve changes to maintenance contracts and capital replacements, and who is most likely to push back
• How long does procurement review and legal clearance usually take for awarding a new vendor contract in your agency Options: Less than 30 days, 30 to 60 days, 60 to 120 days, More than 120 days
• Tell the story of a previous vendor transition that faced problems, what specifically failed and what you changed afterwards
• Estimate the fiscal or political risk you could tolerate before leadership would halt a program Options: Low, program would halt quickly, Moderate, could pause for fixes, High tolerance, would continue through issues, Unsure
• Would you stop the evaluation if key political or procurement blockers are not resolved within 60 days Options: Yes, No, Maybe, depends on which blockers, Unsure

The other paths you are weighing

• Name the alternatives you are actively considering, including the incumbent, an internal program, or other vendors
• For each alternative, what would have to be true for you to keep it instead of moving to an external program
• Has anyone on your team proposed solving the backlog or lifecycle problems internally instead of hiring a partner Options: Yes, full internal plan proposed, Yes, partial internal steps proposed, No internal proposal, Unsure
• How much faster or cheaper does the incumbent or internal option claim they can resolve backlog and replacement planning Options: Faster and cheaper, Faster but same cost, Same timeline, cheaper, No clear advantage claimed, Unsure
• List the contract features or service levels that would be non negotiable for you to change vendors
• Would you still run a competitive process if the incumbent agreed today to match your top contract term Options: Yes, we need competition, No, we would accept incumbent, Maybe, depends on other factors, Unsure

Practical gate checks for getting started

• Identify the single missing capability that would prevent a rollout, telematics access, parts history, API availability, or a named local owner Options: Telematics access, Parts history digitized, API or data feeds, Named local owner, None of the above, Other
• Do you currently collect telematics data on any portion of your fleet Options: No telematics deployed, Telematics on some vehicles, Telematics on most vehicles, Telematics on all vehicles
• How many of your maintenance records are digitized and accessible in a system that can be queried Options: None, Less than 25 percent, 25 to 75 percent, More than 75 percent
• Are there procurement, legal, or privacy approvals that must be cleared before a vendor can access vehicle records Options: Yes, procurement and legal required, Procurement only, Legal only, No approvals required, Unsure
• Does a 30 day delay on data access or assigning a local owner force a pause in your program Options: Yes, must pause, No, we can proceed, Maybe, depends on other mitigations, Unsure

Who signs and who carries the work

• Name the person or role most likely to block the program even if the financial case is strong
• Describe the approval sequence for contracts with the roles involved and expected timing for each step
• How quickly can each approver typically sign once the final terms are presented Options: Within 7 days, 7 to 21 days, 21 to 45 days, Longer than 45 days
• Identify the named owner or role who would manage day to day operations after go live
• When procurement stalls, what fallback path exists to keep the timetable, for example cooperative contract references or emergency approvals Options: Unsure, Cooperative purchasing reference available, Expedited approval path, No fallback available

Decision triggers and next steps

• Could a successful pilot remove the key political or procurement objections that are currently blocking a full contract Options: Yes, likely, Probably, Unlikely, No
• Confirm the minimum KPI thresholds the pilot must hit to make the program irreversible, for example backlog reduction, uptime improvement, or cost per mile Options: Backlog reduction target, Uptime target, Cost per mile target, Combination of the above, Other
• How soon after a successful pilot would you expect to move to contract signature and mobilization Options: Immediately, within 30 days, Within 60 days, Within 90 days, Longer than 90 days
• Explain any final compliance or procurement checks that must clear before signature and who owns them
• Does your procurement office accept references to a cooperative purchasing contract to speed approval Options: Yes, standard practice, Yes, with review, No, not accepted, Unsure
• Could you commit a named project sponsor and a target signature date within 30 days if the pilot proves the model Options: Yes, sponsor and date available, Maybe, need internal alignment, No, unable to commit, Unsure

• Solution Experience Session

• Confirm the current state and its cost
• You confirm the presented lifecycle scenario eliminates the reactive-work pattern you described and reduces operational downtime exposure.
• Run the lifecycle model on the provided fleet inventory and deliver a scenario comparison showing reactive versus preventive spend before the follow-up meeting.
• You agree that the scenario timing aligns with your procurement windows and budget-year constraints.
• Walk through a realistic lifecycle scenario for a high-priority vehicle group
• Provide the latest fleet inventory export, recent repair backlog log, and a list of vehicle groups you consider priority for year-one.
• Map responsibilities and acceptance signals
• You identify the remaining evidence or data points needed to finalize scope and commercial terms.
• Confirm the cooperative purchasing identifiers and procurement windows that will constrain replacement timing.
• Surface procurement and scheduling constraints that affect the scenario
• Validate the demonstrated future state

• Solution Experience Session
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

Procurement snapshot

• Do you plan to use a cooperative purchasing contract for this engagement? Options: Yes, No, Unsure / exploring options
• If yes, what is the cooperative contract name or program you will reference?
• If available, provide the cooperative contract or solicitation identifier (contract number, award ID, or reference code).
• Which public awarding agency or jurisdiction issued the cooperative award you are referencing?
• Do you require the seller to enroll, piggyback, or sign onto an existing cooperative contract before work begins? Options: Enrollment required before start, Enrollment acceptable after award, No enrollment required, Unsure

Required procurement attachments and references

• Please attach or list any procurement documents the seller must follow (award notice, solicitation, contracting rules, procurement manual).
• Which of the following written references should the seller align contract language to? Options: Cooperative contract document, City/County procurement manual, State procurement statute, Solicitation/ITB/RFP document, Other
• Is there an official contract template or required clause package you will provide for incorporation? Options: Yes - will provide template, No - seller draft acceptable, Seller draft with buyer redlines, Unsure
• If yes, please attach or paste the exact clause text or indicate where we can retrieve it.

Mandatory clauses and policy constraints

• Which of these clauses or policies are mandatory for compliance in your procurement? Select all that apply. Options: Indemnification and liability limits, Public records access and retention, Data privacy and security, Insurance minimums, Audit and inspection rights, Background checks and driver screening, Debarment and suspension certification, Conflict of interest disclosure, Local preference or residency requirements, Prevailing wage or living wage requirements, E-verify or workforce eligibility, Other
• For any selected mandatory clause, please provide the exact required language or the document reference and section number.
• Are there any statutory or jurisdictional procurement constraints the seller must follow (for example specific procurement code sections or state rules)? Options: Yes, No, Unsure
• If yes, please identify the statute, code, or rule reference and any key compliance actions it requires.

Insurance, bonds, and certification requirements

• What insurance types and minimum limits must the seller carry (for example general liability, auto, professional liability)? Please list type and dollar minimums.
• Are performance bonds, payment bonds, or other surety instruments required? Options: Performance bond required, Payment bond required, Both required, Not required, Unsure
• Are there any required vendor registrations or certifications the seller must maintain (for example business licensing, vendor portal registration, SAM or equivalent)? Options: Yes - list required registrations, No, Unsure
• If yes, please list required registrations, certification IDs, renewal dates, or where to verify them.

Data, records, and privacy obligations

• Does your procurement require specific data handling or privacy standards the seller must meet? Options: Yes - provide standard or policy, No specific standards, Unsure
• If yes, please name the standard or describe the requirement (for example data ownership, retention period, encryption, access controls).
• Are there public records, open records, or freedom of information obligations that affect how data and documents are produced? Options: Yes, No, Unsure
• If yes, what is the required notice process or seller responsibilities when records are requested?

Approvals, signatories, and procurement owners

• Who are the procurement owner roles that must approve the seller (roles rather than individual names is fine)?
• For each procurement owner role, what is the preferred contact method for contract coordination (email, procurement portal, in-person signature)? Options: Email, Procurement portal upload, Wet signature / in-person, Mail, Other
• What form of final approval is required to execute the contract (for example signed master agreement, purchase order, cooperative contract enrollment)? Options: Signed master agreement, Purchase order, Cooperative contract enrollment, Board or council approval required, Other
• Are there any specific signature delegation rules we should be aware of (for example must be signed by the procurement officer or department head)? Options: Yes - will provide rules, No specific delegation rules, Unsure

Submission format, portals, and timing

• How should the seller submit contract documents or compliance evidence (email, portal upload, physical delivery)? Options: Secure procurement portal, Email to procurement contact, Physical delivery/mailed, Other
• Are there required forms or templates the seller must submit with the proposal or contract (for example W9, certificate of insurance, references)? Options: Yes - will provide list, No, Unsure
• If yes, please list the required forms and whether they must be on your templates.
• Is there a mandated review or pre-award compliance check the seller must pass before contract execution? Options: Yes - compliance review required, No, Unsure
• If yes, what documents or proofs will the compliance check review?

Subcontracting, staffing, and background checks

• Are subcontractors permitted, and if so are there prequalification or approval steps for subcontractors? Options: Subcontractors allowed with approval, Subcontractors allowed without approval, Subcontractors not allowed, Unsure
• Do you require background checks, driver records checks, or drug testing for seller staff who will perform work? Options: Yes - specify level, No, Unsure
• If yes, please describe the level of checks required and who pays for them.

Exceptions, redlines, and negotiation limits

• Are there any non-negotiable clauses the seller must accept as written? Options: Yes - will provide list, No, Unsure
• If yes, please identify which clauses are non-negotiable.
• Are there contract areas where limited redlines are acceptable (for example insurance limits, indemnity wording, data clauses)? Options: Yes - limited redlines allowed, No - take-it-or-leave-it, Unsure
• If limited redlines are allowed, please list the topics where redlines are acceptable and any hard limits.

Final confirmations and attachments

• Please attach any procurement exhibits, contract templates, insurance certificates, or clause lists that the seller should use as the authoritative references.
• Who should the seller contact if they have procurement compliance questions, and what is the preferred contact email or portal?
• Are there any outstanding procurement open items or known risks the seller should be aware of before drafting a contract?
• Is there anything else about your procurement or compliance environment that would materially affect contract acceptance or timing?

• Lifecycle-Based Replacement Procurement
• Preventive Maintenance Execution and Recordkeeping
• Scheduled Repair and Mobile Maintenance Dispatch
• Depot Reconditioning and Heavy-Equipment Servicing
• Fuel Card Administration and Transaction Reconciliation
• Surplus Vehicle Sales and Disposal Management
• Cooperative Contract Procurement and Compliance Administration
• Fleet Reporting Deployment and Data Integration
• Telematics Installation and Utilization Data Onboarding
• Warranty Recovery and Recall Management
• Capital Acquisition Financing and Incentive Coordination
• Spare Pool Vehicle Management and Utilization Optimization

Lifecycle-Based Replacement Procurement

• Do you have an export of your fleet inventory (CSV) that includes VIN, year, odometer, asset tag and acquisition date? Options: Yes, No
• How many vehicles currently exceed your replacement policy by age or mileage? Options: Less than 50, 50-200, 201-500, More than 500
• Which capital funding year(s) should targeted replacements be scheduled into (for example FY2026)?
• What acceptance criteria will confirm procured replacements meet procurement and transfer requirements (examples: purchase order issued referencing contract ID, title transfer recorded, VIN removed from agency register)?
• Which cooperative purchasing contract identifier or procurement method must be cited on vehicle purchase orders?

Preventive Maintenance Execution and Recordkeeping

• Do you currently track preventive maintenance by time interval, mileage, engine hours, or a combination for each vehicle class? Options: Time (months), Mileage, Engine hours, Combination
• Which preventive maintenance tasks are mandatory for each vehicle class (for example: oil change at 5,000 miles; hydraulic filter at 500 hours)?
• Who will be the primary contact approving PM exceptions or out-of-cycle work and how should we reach them?
• What system stores historical repair orders and parts usage that we must integrate or import (for example a maintenance management export or paper binder scanned records)?
• What evidence will validate PM completion for acceptance (examples: signed work order, scanned invoice with VIN, telematics odometer snapshot tied to the PM event)?

Scheduled Repair and Mobile Maintenance Dispatch

• How many mobile-dispatch days per week are required to meet your current coverage needs for roadside and small repairs? Options: None, 1-2 days, 3-4 days, 5+ days
• Which on-site response SLA should mobile teams meet for high-priority outages (for example on-site within 2 hours)?
• What is your current dispatch triage workflow (call intake, priority codes, escalation) and who currently staffs it?
• Which parts inventory locations should mobile technicians be authorized to draw from (depot, satellite yard, van stock)? Options: Depot, Satellite yard, Van stock, All of the above
• What data elements must technicians submit to close a repair order (for example photos, VIN, labor hours, parts used, invoice number)?

Depot Reconditioning and Heavy-Equipment Servicing

• Which heavy-equipment classes require depot reconditioning as part of scope (examples: loader, grader, snowplow)?
• What typical lead time and bay scheduling window should we assume for a full depot recondition (for example 2-4 weeks)? Options: Less than 1 week, 1-2 weeks, 2-4 weeks, More than 4 weeks
• Which inspection or test reports must be produced after reconditioning (examples: hydraulic pressure test, load test, final checklist)?
• Who authorizes scope changes that exceed estimated labor hours or cost thresholds and how is that authorization documented?
• What disposal or hazardous-component steps must be completed before returning a reconditioned unit to service (examples: fluids drained, battery recycling, waste oil manifest)?

Fuel Card Administration and Transaction Reconciliation

• Do you have an existing fleet card account or BIN that must be integrated into reconciliation workflows? Options: Yes, No
• Which reconciliation cadence do you require for fuel transactions? Options: Monthly, Biweekly, Weekly, Daily/real-time
• What transaction fields must appear in reconciliation exports (examples: truncated card number, merchant code, odometer, driver ID)?
• Who will approve fuel-card transaction exceptions and what dollar threshold triggers an exception review?
• Which merchant IDs or fuel sites are policy-excluded from card use and should be blocked in reconciliation rules?

Surplus Vehicle Sales and Disposal Management

• Which disposition channels are permitted for surplus vehicles (public auction, sealed bid, direct sale, trade-in)? Options: Public auction, Sealed bid, Direct sale, Trade-in
• What minimum title and condition requirements must be met before listing (examples: clean title, lien release, odometer disclosure)?
• What reserve price or minimum-proceeds rule should we apply per unit?
• Who is the authorized signer for disposal documentation and what form of authority is required (for example signed affidavit or council resolution)?
• Which environmental or hazardous-component disposition steps must be completed for decommissioned vehicles (examples: fluid draining, battery recycling certificates)?

Cooperative Contract Procurement and Compliance Administration

• Which cooperative purchasing contract identifiers or contract numbers will apply to this engagement?
• What procurement constraints must be observed when placing purchase orders (examples: single PO per agency, department-level approvals, invoice routing)?
• Which contract clauses are mandatory for your procurement (examples: insurance limits, background checks, prevailing wage)?
• Who in your organization handles cooperative-contract compliance review and how should approvals be recorded?
• What audit evidence will demonstrate cooperative-contract compliance during implementation (examples: signed contract addendum, purchase order referencing contract ID)?

Fleet Reporting Deployment and Data Integration

• Which KPIs must be available at go-live (examples: fuel MPG by VIN, cost per mile, downtime hours)?
• What data sources must be integrated for reporting (examples: VIN-level maintenance CSV, fuel card export, telematics feed)? Options: Maintenance CSV, Fuel card export, Telematics feed, Asset register, Other
• What accuracy threshold must be met for go-live data (for example 95% VIN-match between sources)?
• Which report delivery formats and schedules do you require (examples: monthly PDF, live dashboard link, scheduled CSV export)? Options: PDF, Live dashboard, Scheduled CSV, API feed
• Who will own ongoing report requests and change tickets, and what SLA should apply for report edits?

Telematics Installation and Utilization Data Onboarding

• Which vehicle groups require telematics installation (examples: light-duty sedans, refuse trucks, snowplows)?
• What telematics data endpoints must be connected (examples: GPS position, engine hours, PTO status, fault codes)? Options: GPS, Engine hours, PTO status, Fault codes, Fuel level
• Who will have administrative access for telematics device provisioning and configuration?
• What VIN-to-device mapping format will you provide for onboarding (for example CSV with VIN, asset tag, device ID)? Options: CSV with VIN and device ID, API feed, Manual mapping during deployment
• Which message frequency or heartbeat constraints do you require from telematics devices (examples: location every 60 seconds, heartbeat every 15 minutes)?

Warranty Recovery and Recall Management

• Which warranty types apply across your fleet (examples: factory powertrain, extended service contract, component-level OEM warranty)?
• What documentation do you maintain for warranty claims (examples: original purchase order, proof of maintenance, repair invoice)?
• Name the warranty liaison who will coordinate OEM claims and recall remediation and provide their contact details.
• What repair-cost threshold or part-value threshold should trigger initiating a warranty claim process? Options: Any repair, >$500, >$1,000, Custom threshold
• Which recall-tracking artifacts must be recorded in lifecycle records (examples: recall bulletin ID, affected VIN list, remediation proof)?

Capital Acquisition Financing and Incentive Coordination

• Which funding sources or financing vehicles will be used for acquisitions (examples: capital appropriations, lease-purchase, grant funding)? Options: Capital appropriations, Lease-purchase, Grant funding, Other
• What deadline constraints exist for capital approvals tied to your budget cycle?
• Which incentives or grant programs should we coordinate as part of vehicle acquisition (examples: state rebates, federal grants)?
• Who is the authorized signer for capital purchase orders and what is their signing threshold?
• Which documents are required to secure financing or incentives (examples: council resolution, commitment letter, grant award)?

Spare Pool Vehicle Management and Utilization Optimization

• Provide the number of spare pool vehicles you maintain by class (sedan, light truck, medium/heavy).
• What utilization threshold should trigger spare reallocation or acquisition (for example 80% utilization over 30 days)?
• Which KPIs should drive spare-pool sizing decisions (examples: mean time between failures, downtime hours, pool fill rate)?
• Who manages key custody, vehicle assignments, and pool scheduling and how should transfers be logged?
• Which records must be updated when a spare is placed into service (examples: assignment log, insurance endorsement, fuel card activation)?

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Service Level Agreement (SLA)
• Pricing & Order Form
• Cooperative Purchasing Addendum
• Procurement & Compliance Rider
• Data Processing Agreement (DPA)
• Acceptance Criteria & Warranty
• Implementation & Reporting Agreement
• Change Order Agreement
• Termination & Transition Services Agreement
• Insurance & Indemnity Schedule

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Decision (around day 90)
• Monthly Operational Check-in (ongoing, monthly)
• Quarterly Business Review (ongoing, quarterly)

• Close or advance the top three operational blockers with clear next steps and dates.
• Deliver a root-cause analysis memo for any metric more than 10 percent off target, including proposed fixes and timeline.
• Update the PM schedule and resource plan to reflect agreed remediation actions and circulate for comment.
• Restate acceptance criteria and numeric targets
• Produce a documented acceptance decision for each numeric criterion recorded in Solution Scope, with remediation timelines for any gaps.
• Confirm the incumbent system is decommissioned or retained read-only and that data migration or archiving is complete if this deal replaces an incumbent.
• Publish the acceptance decision record with criterion-level pass/fail status and remediation timelines.
• If remediation is required, produce a verification plan detailing the evidence that will prove each remediation item is closed.
• Provide an incumbent decommissioning report showing contract termination or read-only retention, data archive locations, and fallback closure evidence.
• Operational health snapshot
• Ensure telemetry feeds and integrations maintain expected uptime and that on-time PM completion is trending as required by Solution Scope targets.
• Re-confirm agreed success criteria and owners
• Update the operational ticket list with new target resolution dates and circulate the updated list after the meeting.
• Deliver any agreed dashboard or report adjustments to reflect the metrics reviewed this month.
• Quarterly outcome summary
• Confirm whether lifecycle cost reduction and maintenance spend per vehicle are on track relative to Solution Scope targets and document any required course corrections.
• Agree a prioritized set of enhancements or process changes for the next quarter with target delivery windows.
• Publish the quarterly outcome report showing trend charts and variance explanations for the named metrics.
• Produce a prioritized enhancement roadmap for the next quarter with estimated delivery windows and acceptance criteria.
• Confirm that core integrations and data feeds are live and returning expected records.
• Document all critical blockers with owners and target resolution dates so the first measurement can proceed.
• Produce a short deployment validation checklist showing integration endpoints, sample records received, and any gaps.
• Publish the blocker log with owners and target resolution dates for the first measurement meeting.
• Present first-period data
• Determine whether preventive maintenance completion rate and maintenance backlog count are moving toward Solution Scope targets or require remediation.
• Agree a short, named list of remediation actions with target dates to correct any metric deficits before the acceptance gate.
• Present outcome data against each criterion
• Open ticket and blocker burn-down
• Gap diagnosis
• Root-cause review for persistent variances
• Deployment and migration validation
• Operational remediation plan
• Early adoption and usage signals
• Short-term adjustments
• Enhancement and change backlog review
• Document pass or fail for each criterion
• Acceptance-gate readiness confirmation
• Operational risk register and mitigation
• Formal acceptance decision capture
• Asynchronous reporting and dashboard updates
• Blockers and open issues
• Incumbent system wind-down confirmation
• Immediate remediation actions and next checkpoint
• Agree remediation items and resolution timelines