Public works procurement checklist

PUBLIC WORKS PROCUREMENT CHECKLIST

Select the best-fit fleet intelligence solution

Ensure your fleet drives forward with the solution that best fits your operational needs. Learn more at geotab.com/public-works

Vendor must-haves

Government purchasing options: Access to state contracts, cooperative purchasing agreements (Sourcewell, NASPO ValuePoint), and GSA schedules to streamline procurement.

Procurement & contracting

Transparent pricing: Clear, predictable costs that fit government budgeting cycles.

Contract flexibility: Multi-year agreements with options for expansion or modification.

24/7 technical support: Maintain continuous access to expert assistance for critical operations and emergency response situations. Public sector fleet expertise: Partner with a vendor experienced in government fleet challenges, compliance requirements, and budget constraints. Dedicated government account management: Access specialists who understand procurement processes, stakeholder reporting, and public accountability.

Government-focused support

Third-party validation: Ensure the provider ranks highly with independent research firms like ABI Research for telematics leadership. Government client base: Partner with a vendor serving similar agencies with proven public sector implementations. Continuous innovation: Choose a provider committed to R&D that stays ahead of evolving government fleet needs.

Industry recognition & reliability

“Privacy by design” approach: Maintain complete control over your fleet data with the highest security and privacy standards. Government-grade compliance certifications: Ensure your vendor meets federal and state security requirements with verified certifications and regular third-party audits. Data governance: Partner with a vendor that understands government data governance, retention policies, and public records requirements.

Data security & privacy

Solution feature must-haves

Superior product quality: Sub-1% failure rate with comprehensive warranty protection. Comprehensive security framework and compliance certification: Verify vendor maintains current certifications for: Application security: FedRAMP authorization, ISO 27001, SOC 2 Type II compliance certificate.

Platform reliability & security

Infrastructure security: Cloud hosting with government-approved security controls.

Device security: FIPS 140-3 validated encryption on all hardware.

Network security: End-to-end encryption and secure data transmission protocols.

Agnostic platform: Flexibility to integrate existing systems and future technology investments.

Precise GPS Tracking: Variable ping rate that captures significant changes in position, speed, etc. for accurate and granular visibility into vehicle behavior and location (vs. time-based or distance-based ping rates that can miss critical events).

Complete fleet visibility

Discards redundant points to minimize data transmission costs.

Real-time monitoring: Live tracking and operational insights across your entire fleet.

Compliance documentation: Built-in tools for:

Route verification and service area mapping.

Maintenance standard compliance tracking.

Regulatory reporting automation.

Smart routing: Optimize routes for efficiency and service quality.

Instant alerts: Real-time notifications from engine data and auxiliary equipment to monitor for safety events, maintenance needs, and operational issues and more. Materials tracking: Monitor usage of salt, sand, fuel, and other resources with location-specific data.

Operational intelligence

Performance benchmarking: Compare against anonymized peer agency metrics.

Collision reconstruction report: Objective data that shows exactly what happened before, during, and after a collision—providing undisputed evidence beyond subjective accounts.

Advanced capabilities

Predictive analytics

Customization & flexibility Custom rules engine: Set specific thresholds for different departments, vehicle types, or operational zones. Tailored reporting: Create custom reports for different stakeholders (city council, department heads, public). Configurable alerts: Receive notifications on events that matter most to your operations. Accountability & risk management Detailed trip logging: Comprehensive records and reports for liability protection and legal defense. Service verification: Proof of work completed with GPS tracking and timestamped route completion reports. Dispute resolution: Data-driven evidence for service complaints and false claims. Environmental compliance: Track and report on materials usage and environmental impact. Liability protection: Defend against false property damage claims with GPS data, accelerometer readings, and comprehensive driving behavior records. Public engagement Community transparency: Tools to share service activities and performance metrics with residents. Public reporting: Citizen-facing dashboards for accountability and transparency.

Maintenance forecasting: Predict potential equipment failures and identify issues proactively, allowing for timely maintenance andpreventing costly breakdowns. Risk assessment: Driver and fleet collision probability ranking and minor/major collision detection to improve safety and reduce liability. Resource optimization: Predictive insights for materials, fuel, and maintenance planning.

Integration & scalability

Open architecture: SDK and API access for custom integrations with existing government systems. Hardware expandability: Add-on devices that plug directly into the vehicle tracking and telematics device for spreader controllers, sensors, cameras, etc. Third-party compatibility: Seamless integration with CAN, USB, RS232, and BLE interfaces. OEM partnerships: Direct data access from vehicle manufacturers’ built-in systems. Partner ecosystem: Integrates directly with vetted, industry-leading fleet solutions. Sustainability & efficiency EV readiness: Identify electric vehicle candidates and monitor battery performance. Alternative fuel tracking: Support for biodiesel, CNG, and other alternative fuel programs. Emissions reporting: Comprehensive CO 2 and fuel reduction tracking across your fleet. Waste reduction: Align with organizational sustainability goals.

Learn more about Geotab’s AI-powered fleet intelligence solution at geotab.com/public-works

Page 1 Page 2 Page 3 Page 4