Writing a government RFP for vehicle telematics or dash cam solutions

A Request for Proposal (RFP) is a formal solicitation used by government entities to procure products or professional services. Unlike simpler RFQs (Requests for Quotations), RFPs are used for complex projects where evaluation criteria extend beyond cost, such as technology, features, subject matter expertise, and technical support. Federal, state, and local government entities, such as those in California, Texas, New Jersey, or Massachusetts, have a history of issuing RFPs for fleet management systems, including vehicle telematics, dash cams, or trailer tracking. 

By law, RFPs must be publicly posted on official platforms like sam.gov or your entity’s website to ensure transparency and encourage fair competition. These bid opportunities provide equal access to large enterprises and small businesses, fostering innovation and cost-effectiveness. A well-written RFP ensures you attract qualified vendors, adhere to government contracting regulations, and achieve the best value for your agency. Read on for best practices and a free government RFP template.

Best practices for writing a government RFP for telematics solutions

1. Define the scope of work clearly

Before drafting your RFP, identify the exact problems you aim to solve with telematics or dash cam solutions. Are you looking for:

• Real-time GPS tracking to improve fleet visibility?

• Solutions for better Hours of Service (HOS) compliance?

• Features like drowsiness detection to enhance driver safety?

Organize requirements into mandatory and secondary categories to help vendors prioritize their responses. For example, real-time tracking and integration with routing software may be mandatory, while advanced analytics could be a desirable feature.

2. Provide detailed requirements

Clearly list all technical, operational, and compliance requirements and expected interoperability across verticals within the entity. For example:

• The number and types of vehicles in your fleet

• Integration with existing systems like payroll or dispatch software

• Data security standards, such as SOC 2 Type II compliance, to handle sensitive information

Specify any certifications or documentation vendors must provide to ensure compliance with government organization standards, like the U.S. General Services Administration (GSA) guidelines. Be sure to include a clear outline of any key RFP dates that bidders need to abide by.

3. Allow adequate time for responses

Give vendors at least two weeks to respond to your RFP to ensure high-quality submissions. Include a question-and-answer period to address vendor queries. This practice is especially important for larger fleets, such as those managed by agencies in North Carolina, Hawaii, or Alaska, which may require tailored solutions. Consider offering a pre-bid conference to present the RFP and allow bidders a forum to ask questions and get clarification.

4. Share bid evaluation criteria

Detail how proposals will be evaluated. Common criteria for telematics solutions include:

• Cost-effectiveness

• Technical compatibility

• Vendor experience in government contracting

• Support and training services offered

• Existing partnerships with similar entities or regional stakeholders 

Transparency in evaluation criteria builds trust and encourages participation in government bids.

5. Leverage an RFP template.

Using an RFP template tailored for telematics or dash cam solutions can save time and ensure completeness. Templates from vendors, like Samsara, can help you quickly and easily evaluate key features to better compare and contrast options, so you can invest the best solution for your agency.

Be sure to evaluate features in order to better: 

• Ensure the hardware and software capabilities meet your agency’s needs 

• Determine the flexibility and scope of a solution’s tech stack

• Understand security and privacy standards and practices

This template, which you can download here, helps ensure consistency across procurement notices and align with the needs of contracting offices.

What additional information should government agencies include?

• Bid Notification Platforms - Post your RFP on platforms like sam.gov or your official website to maximize visibility among potential vendors. Highlight bid opportunities for both large vendors and small businesses, aligning with federal, state or local requirements for diversity in contracting.

• Include Logistical Information - Provide detailed context about your fleet operations, such as:

  • Vehicle use cases (e.g., emergency response or real estate inspections)

  • Geographic challenges (e.g., hurricanes in Florida, extreme heat in Arizona)

  • Maintenance schedules and priorities.

This allows vendors to propose tailored solutions and provide accurate pricing.

• Address Cybersecurity - Given the risks of handling sensitive information, include cybersecurity requirements in your RFP. Accept industry-standard certifications like SOC 2 Type II as evidence of compliance, reducing the administrative burden on your team.

Get started on your government RFP with help from Samsara

Writing a government RFP for telematics or dash cam solutions is a meticulous process requiring attention to detail, compliance with government contracting rules, and clear communication of needs. By following these best practices, you can attract qualified vendors, improve fleet efficiency, and ensure a smooth procurement process.

A well-written RFP can make all the difference in achieving your fleet management goals, and Samsara’s deeply experienced team can help ensure you are set up for success. Download our template for a resource you can use to begin your RFP process.