Fleet tender requirements checklist

The requirements list for a fleet telematics or fleet software tender, written from the buyer's side and ready to lift into your RFT.

How to use it: Copy the requirements into your tender schedule and mark each mandatory or desirable. At the demonstration stage, ask every vendor the same questions and score what they can show you.

Functional requirements

• Live vehicle tracking with journey history and replay.
• Software-only tracking option (driver app) for vehicles without devices, with mixed fleets supported on one map and vehicle history.
• Pool vehicle booking: self-service, rules, approvals, check-in and return capture.
• Maintenance: services scheduled by date and usage, defects tracked from report to repair.
• Driver pre-start checks with automatic escalation of failures.
• Compliance reporting: FBT trip classification and logbook data, fuel tax credit apportionment, fatigue checks and Chain of Responsibility reporting as applicable to the fleet.
• Reporting: utilisation, cost per vehicle, exceptions; export to open formats.
• Import of existing fleet data (vehicles, history and costs) as part of implementation.

Data and security requirements

• All fleet data owned by the buyer, exportable at no cost, in open formats.
• Data hosted, processed and backed up in Australia; hosting provider certifications stated.
• Single sign-on with the buyer's identity provider; automatic deprovisioning.
• Role-based access, least privilege, full audit trail including supplier support access.
• Encryption in transit and at rest.
• Breach notification within [24/48/72] hours, named security contact, incident cooperation.
• Remote data deletion for lost or decommissioned devices.
• Compliance support for workplace surveillance law: notice templates and in-vehicle signage.

Hardware and installation

• Who designs and manufactures the devices, and where support sits.
• Installation staged so vehicles are not withdrawn from service in bulk; time per vehicle stated.
• Device warranty terms and failure replacement times.
• What happens to devices and data at contract end.

Commercial

• Whole-of-life pricing per vehicle per month: software, hardware, installation, support, exit.
• Contract term, renewal and exit terms, including data return.
• Uptime commitment and how it is reported.
• References: at least two comparable Australian fleets, with contact details.

Evaluation questions for the demonstration

1. Show a failed pre-start check and what happens next, end to end.
2. Show a pool booking, check-in, late return and how the exception surfaces.
3. Show the FBT data for one vehicle for one quarter.
4. Show how a spreadsheet of our vehicles would be imported.
5. Show your audit trail for a support action performed by your own staff.
6. Walk through your last security assessment and your breach notification process.

Last updated 10 July 2026. General information, not tax or legal advice.