How to write a fleet graphics RFP.

A fleet graphics RFP serves two jobs: it tells qualified vendors what you need, and it filters out unqualified ones. Loose RFPs do the opposite — they invite low-quality bids from vendors who are guessing at scope, and they make qualified vendors over-quote to protect against unknown risk. Here's the structure we see in the RFPs we respond to most successfully, and the elements that prevent the most common procurement headaches.

The standard sections

Most municipal fleet graphics RFPs include some version of these sections:

• Background and project overview — what the procurement is for, who the issuing agency is, scale of the work
• Scope of work — specific vehicles, specific markings, specific materials
• Technical specifications — ASTM grades, certifications, performance requirements
• Submission requirements — what the vendor must include in their response
• Evaluation criteria — how submissions will be scored
• Timeline — deadlines for Q&A, submission, evaluation, award, and project execution
• Terms and conditions — insurance, warranty, payment terms, performance bond if required

Writing the scope of work

The scope of work is where most RFPs go wrong. Common failures: not specifying vehicle counts and types, not specifying marking dimensions and locations, not specifying material grade. Each ambiguity becomes a vendor assumption, and vendor assumptions vary widely.

What to include

• Vehicle inventory. Specific make/model/year for each vehicle type, count of each, year-of-service-life remaining for each. Example: "Twelve (12) Ford Police Interceptor Utility, model years 2022-2024, expected remaining service 5-7 years each."
• Marking specifications. Door shield design (provide artwork or reference design), striping pattern (location, width, material grade), unit number placement, agency identifier placement, decklid markings, hood markings if applicable.
• Material specifications. ASTM grade for reflective sheeting (Type I, IV, IX, XI as applicable), color references (Pantone or specific manufacturer color codes), warranty period required.
• Quantity expectations. Initial production batch size, ongoing replacement vehicle volume per year if multi-year contract, replacement marking requirements if any.
• Install location. Vendor facility, agency motor pool, or hybrid. Acceptable distance from agency for vehicle drop-off.
• Schedule constraints. Operational windows when vehicles can be released, any peak-demand periods to avoid, project completion targets.

Technical specifications that matter

Specific technical requirements give qualified vendors clear targets and disqualify vendors who can't meet them. Useful spec language:

Submission requirements

Specifying what each response must include lets you compare apples-to-apples. Standard requirements:

• Material data sheets for all proposed materials
• Manufacturer warranty documentation
• Installation methodology describing surface prep, application conditions, QA process
• Production capacity statement — vehicles per week the vendor can process
• References — minimum three with similar fleet scope, contactable supervisors
• Insurance certificates — general liability, auto liability, workers comp at specified minimums
• WBE/MBE certification documentation if relevant
• Pricing structure — per-vehicle pricing for the spec vehicle plus pricing for likely variants

Evaluation criteria

Publishing your evaluation criteria upfront does two things: it tells vendors how to position their responses, and it constrains your evaluation team to a defensible decision framework. Standard weighting:

Adjust the weighting based on what matters most for your specific procurement. Public-sector procurement often weights pricing more heavily; quality-focused procurement weights technical capability more heavily.

Realistic RFP timeline

Common RFP mistakes

1. "Match existing fleet" without specifying which existing

A common requirement: "Striping shall match existing department vehicles." If the existing fleet was done by three vendors over fifteen years using different materials and slightly different designs, "match" is undefined. Specify: "Striping shall match the design installed on Unit #1234 (ordered 2023, attached photos) using ASTM D4956-19 Type IV reflective sheeting in white and blue."

2. Vague material specs

"Premium reflective material" or "high-quality vinyl" leaves vendors guessing. Specify ASTM Type and Class, or specify acceptable manufacturers and product codes. The specifics filter out vendors who can't meet them.

3. Unrealistic timeline expectations

Asking for 30 vehicles wrapped in 4 weeks is unrealistic for any qualified vendor. Either accept the realistic timeline (10-12 weeks for that scope, phased) or reduce the scope.

4. Insurance minimums above what vendors carry

Some RFPs specify insurance minimums (e.g., $5M general liability) that exceed what most sign shops carry. Smaller vendors with appropriate coverage are filtered out by mismatched insurance requirements. Calibrate insurance minimums to the project risk, not to a generic high-water mark.

5. No pre-bid Q&A period

Q&A periods let vendors surface ambiguities before bid submission. RFPs without them produce bids based on vendor assumptions, which are inconsistent. Always include a Q&A period of at least 1-2 weeks.

Handling addenda

Address all Q&A responses through formal addenda issued to all bidders simultaneously. Don't answer individual vendor questions privately — that creates information asymmetry that disadvantages other vendors and creates protest risk after award. Public addenda are the procurement standard for a reason.