Create your own Lease Proposals by using the following template,. Skip to content What is Car Lease Proposal? Next Next post: Legal Proposal Template. We appreciate the opportunity to earn your business! Prepared by: Sender Name [Sender. About [Sender. However, it can be helpful to share whether there is a scoring process or if certain aspects of the proposal itself will be weighed more heavily than others.
Remember, being transparent can help vendors deliver more relevant information to facilitate a better decision. This will help both you and the fleet management company create a realistic and specific program. The fleet services RFP process is a great way to determine what fleet providers might be able to offer in value-added services to your operation, especially if you are considering changing providers.
When you sit down to evaluate and compare fleet providers, it is important that you compare apples to apples as much as possible. This is where including a pricing template can be essential. In a pricing template, you can state how you want costs broken down — such as dollars per incident or percent markup — so you get accurate and comparable estimates.
It is also helpful and fair to request that any vehicle and lease rate pricing be based on a set date, as this pricing tends to fluctuate over time. Having a date as a reference point helps ensure that you are making accurate comparisons. Just like you need to be clear on your goals, you need to be clear on your selection criteria. When you are clear on your criteria, it makes it easier to select the most useful questions to include on your RFP.
For example, if it is critical to have a dedicated consultant to examine data and help evaluate fleet efficiency, it makes sense to add more questions about consulting experience, reporting, and client service.
These questions should then take precedence over insurance and fuel card questions. It is also important to include a variety of questions that touch on the qualitative side of fleet management as well as the quantitative.
You want to get a clear sense of how a company will work with yours, so things like client service structure and how they handle client questions or complaints is just as important to evaluate as pricing, financials, and years of experience.
Here are some key categories and topics to consider as you build out your fleet services RFP. Think about the most important things you want to learn as you put together questions for each category. What is most important to you and what specific needs do you have around the following?
After you have determined what to ask, look at the questions holistically and eliminate those that may be phrased differently but are seeking the same information as other questions. This will help streamline the fleet management RFP. It is best to avoid having several questions that are ultimately asking the same thing, which can make your RFP long and result in repetitive answers that do not add useful information.
After you have put time and thought into your fleet services RFP, it is equally important to consider your system for aggregating information from the responses and analyzing them.
Will you use an online tool to organize and store responses, or will you manually compile them? How will you compare your options? Will you examine each RFP submission separately, or will you examine various responses question by question?
Some of this will be guided by any scoring process you may have established. It takes time and thought to put together an effective RFP, but the time invested in creating a detailed and effective document will pay off by giving you clearer information about what fleet providers can offer your organization. Changing or adding a fleet provider significantly impacts your business operations, so you want to make sure your process leads you to a partner that can provide the solutions you need with a high level of flexibility and personalized service.
With a bit of strategic thinking, an RFP can guide you to an effective business partnership that could last for years to come. We have created an example fleet services RFP template and a sample pricing template to show how all of the pieces are connected.
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