RFP Template for Fleet or High-Exposure Accounts: Requirements, KPIs and Evaluation Scoring

Comprehensive, step-by-step guide for U.S. commercial insurance procurement teams, risk managers and procurement professionals who need a repeatable, defensible RFP for fleets and other high-exposure accounts. This ultimate guide covers what to include in the RFP, the operational and underwriting requirements, sample KPIs and SLAs, a practical evaluation scoring matrix, sample questions, a pricing template, negotiation levers and governance checks you must not overlook.

Why this guide matters

Fleet and high-exposure accounts (transportation, construction, third‑party logistics, waste hauling, energy services, large delivery networks) carry outsized losses, frequency and nuclear verdict risk — making procurement decisions materially important to cost of risk and financial volatility.
A strong RFP reduces market friction, improves quote comparability, and creates a robust basis for vendor selection and post-award governance.
This guide is U.S.-market focused and designed to be copy-paste ready for procurement teams or internal legal/risk reviewers.

Related reading from the same content cluster

Table of contents

Executive summary: Purpose and who should use this RFP
Core RFP structure (sections and required attachments)
Mandatory underwriting data & exhibits (fleet exposures)
Service requirements, SLAs and KPIs (what to require and measure)
Pricing worksheets and comparative tables (sample template)
Evaluation scoring matrix (weights, sample rubric, worked example)
Sample RFP questions by category (underwriting, claims, risk control, technology)
Legal, compliance and procurement governance checklist
Negotiation levers and post-award performance management
Example timeline and internal roles
FAQs and expert tips
References and suggested external resources

Table of Contents

1. Executive summary: Purpose and who should use this RFP

Use this RFP when you are replacing or renewing a program for an account with:

Large vehicle counts (e.g., 50+ units) or multi-state operations with varied exposures.
High-severity loss potential (auto liability, hired/non‑owned exposures, pollution, cargo).
Complex contractual insurance obligations or high frequency of third-party risk transfers (subcontractor, lease, vendor).
Need for vendor performance transparency (broker or carrier KPIs, claims advocacy, loss‑control programs).

A well-structured RFP clarifies intent (coverage, service, cost-efficiency), standardizes responses and makes evaluation objective and defensible for procurement, finance and executive stakeholders. Best practice in fleet RFP framing includes providing clear fleet profiles, loss history, desired service commitments and a transparent scoring methodology. (automotive-fleet.com)

2. Core RFP structure — sections and required attachments

Use the following section structure; make some items mandatory (non-compliant responses are rejected).

H1: RFP title, version, issuance date, submission deadline, contact
H2: Executive summary & objectives (what success looks like)
H2: Company & fleet profile (see Section 3 for required exhibits)
H2: Scope of services (lines of coverage, territories, treaty/excess structure)
H2: Proposal submission requirements and response format (page limits, templates)
H2: Evaluation criteria & weighting (explicit scoring matrix)
H2: Contract & SLA terms (sample contract, required minimums)
H2: Pricing templates and assumptions (standard pricing tables)
H2: Appendices & exhibits requested (loss runs, vehicle lists, contracts)

Required attachments to ask bidders for:

Standardized quoting workbook (Excel) — mandatory format
5+ years loss runs (electronic PDF and CSV if available)
Vehicle listing by VIN/Unit ID, class, usage and garaging state(s)
Driver roster with MVR and training program summaries (or description of motor vehicle record screening)
Current policy copies and endorsements
Claims handling approach and sample claim workflow
Sample policy forms / proposed endorsements
References (three comparable client references, contact info, scope)

Why the standardized quoting workbook matters: it allows objective, cell-by-cell comparison across carriers/brokers for premiums, fees, credits, unit costs and attachments. Procurement teams that standardize templates reduce manual reconciliation time and improve apples-to-apples comparisons. (automotive-fleet.com)

3. Mandatory underwriting data & exhibits (fleet exposures)

At a minimum require these exhibits to be included with the proposal:

Exhibit A — Fleet summary table (vehicles by class, model year, GVW, primary use, annual miles)
Exhibit B — Geographic operations map / states of operation by % business activity
Exhibit C — Driver roster (name/ID, hire date, years of experience, classification)
Exhibit D — 5 years loss runs (paid and incurred, reserved, claim details: date, description, indemnity, expense)
Exhibit E — Safety program description (driver training, telematics vendor, disciplinary policies)
Exhibit F — Contracts that impose insurance obligations (form wording that may require endorsements)
Exhibit G — Current policy copies (declaration pages and key endorsements)
Exhibit H — Any citations, DOT audit results or regulatory actions

Data quality note: ask for CSV or Excel versions in addition to PDFs so you can run basic analytics (frequency by vehicle, loss severity trends, driver-specific exposure). Insurers rely heavily on loss-run granularity; missing or inconsistent data can materially bias pricing and appetite.

4. Service requirements, SLAs and KPIs — what to require and measure

High-exposure programs must tie vendor selection to measurable service outcomes. Below are recommended KPIs split between broker-level and carrier/claims-level performance.

Key broker KPIs (examples)

Placement/bind time (RFP -> bound policy): target ≤ X business days for standard renewals.
Quote completeness: % of quotes returned in the required format and by stated deadline (target 100%).
Policy issuance accuracy: % of policies issued without material errors at first issue (target ≥ 98%).
Program optimization outcomes: documented premium savings or enhanced coverage/options recommended (annual).
Transparency: fee disclosure and commission schedule provided (yes/no) and third-party commissions disclosed.

Key carrier & claims KPIs (examples)

FNOL (First Notice of Loss) acknowledgement: within 2 business hours for severity > threshold.
Claims acknowledgement to insured: % within 24 hours (target ≥ 95%).
Claims closure cycle time: average days to closure for bodily injury and property damage claims (benchmarked).
Salvage recovery % and expense ratio improvements (where applicable).
Reserve adequacy: variance between final indemnity and initial reserve (target within ±20%).

Operational KPIs & SLAs to require in the RFP

Dedicated account team and escalation matrix (names, SLAs for escalations).
Periodic management reporting cadence and content (monthly/quarterly claim dashboards, loss trends).
Meetings & account governance: frequency of executive reviews, claims reviews and safety program workshops.
Telematics/data integration: ability to receive telematics feeds, data format and cadence.

Why SLA measurement matters

SLAs move the relationship from subjective promises to measurable obligations that can be reviewed and enforced in renewals or contract adjustments. Large brokers and carriers increasingly include operational reviews and remediation plans as standard practice. (marsh.com)

5. Pricing worksheets and comparative tables — sample template

Require bidders to complete a standardized pricing workbook that separates premium, policy fees, broker fees and ceded/reinsurance costs. This is a minimal column structure:

Item	Carrier A	Carrier B	Carrier C
Base premium (primary)	$	$	$
Premium – per vehicle class (line items)	$	$	$
Policy fees (filing/inspection/endorsements)	$	$	$
Broker/consulting fee (flat/% of premium)	$	$	$
Deductible credit / retentions	$	$	$
Expected loss-sensitive adjustments (COR, retrospective)	$	$	$
Estimated annual total cost of risk (prem + fees + retentions)	$	$	$

Pricing rules & instructions to bidders (include in RFP)

State whether prices must be held for a specific period (e.g., 90 days).
Specify the basis for exposure (unit counts by vehicle class/annual miles).
Require a sensitivity table for deductible alternatives (e.g., what premium change for $5k → $25k deductible).
Require explicit listing of non-insurance fees and service charges (administrative fees, inspection fees).

Sample worked example: include an "apples-to-apples" column that normalizes carriers to the same coverage and deductible assumptions. This is essential when carriers propose different endorsements or coverage placements.

6. Evaluation scoring matrix — weights, rubric and worked example

Make the scoring matrix explicit in the RFP. Below is a recommended weighting for fleet/high-exposure selection. Adjust weights to reflect your strategic priorities (price vs. claims service vs. carrier capacity).

Suggested weighted scoring example (total = 100)

Pricing & Total Cost of Risk — 30 points
Coverage & Contract Terms (including exclusions) — 20 points
Claims handling & KPIs (FNOL, cycle time, advocacy) — 15 points
Risk control & loss prevention services (telemetry, training) — 12 points
Carrier appetite & capacity (limits, admitted options across states) — 8 points
Implementation & account team (transition plan) — 8 points
References & industry experience — 7 points

Scoring rubric (0-5 per question) — sample definitions

5 = Exceeds requirement, measurable proof, scalable (best-in-class)
4 = Meets requirement with minor differentiators
3 = Meets requirement (baseline acceptable)
2 = Partial response; remediation required
1 = Significant deficiency
0 = Non-compliant / missing

Sample evaluation table (excerpt)

Criterion	Weight (%)	Carrier A score (0–5)	Weighted score
Pricing & total cost of risk	30	4	24.0
Coverage & contract terms	20	3	12.0
Claims handling & KPIs	15	5	15.0
Risk control services	12	4	9.6
Carrier appetite & capacity	8	4	6.4
Implementation & account team	8	3	4.8
References & experience	7	4	4.8
TOTAL	100	—	76.6

Use the total score to rank proposals. Procurement best practice is to run a sensitivity analysis on the weighting to test whether the selection would change materially with small weight adjustments.

Make the evaluation panel cross-functional (procurement, risk, finance, operations, legal) and require independent scoring before a consensus meeting. This reduces bias and gives you defensible documentation for selection. Procurement best-practice guides and tender literature recommend structured scoring matrices and compliance checks as standard evaluation mechanics. (autorfp.ai)

7. Sample RFP questions by category (copy-paste ready)

Include a short instruction: require answers in the template or indicate “N/A” when not applicable. Keep question numbering to allow mapping to scoring.

A. Company, capacity & financial strength

Provide company/group name, NAIC number, AM Best rating and most recent statutory page. Attach certificate.
Provide limits and appetite for commercial auto/excess/broader casualty — include admitted vs non-admitted capabilities.

B. Underwriting & pricing

Explain your pricing methodology for fleets including rate factors and telematics credits.
Provide the monthly premium cadence and billing options.
For loss-sensitive programs (retrospective rating or captives), provide sample projections and historical reconciliation approach.

C. Claims handling & advocacy

Describe FNOL process and average acknowledgement time.
Share sample claims dashboard and metrics you will provide monthly/quarterly.
Describe litigation management: panel counsel use, outside counsel controls, settlement authority matrix and escalation process.

D. Risk control & prevention

Describe driver safety programs, training frequency and measurement approach.
Can you integrate vendor telematics? Provide supported vendors and minimal data fields.
Frequency and format of loss-control inspections.

E. Implementation & transition

Provide a 90-day transition plan with milestones, responsibilities and data transfer requirements.
Provide account team structure and named resources (if possible) plus bios.

F. Technology, reporting & integration

Describe reporting portal capabilities and custom dashboard examples.
Confirm ability to accept automated feeds (SFTP, API) and required format.

G. Legal & compliance

Identify any required endorsements or special terms you will require at binding (attach specimen wording).
Confirm willingness to sign the buyer’s Master Service Agreement (MSA) or provide proposed alternative.

H. References

Provide three client references of similar size/industry. Include contact info, program description and duration.

8. Legal, compliance and procurement governance checklist

Make these items mandatory pre-conditions for consideration or award:

Proof of insurance carrier solvency (AM Best/DBRS and statutory filings where required).
No conflicts of interest: disclose any contingent commissions, referral fees, or material third-party relationships.
Privacy & data retention: vendor must comply with your internal data handling requirements and applicable state laws for driver data.
Cyber / data security: insurance vendor must pass your security questionnaire or provide SOC 2 / ISO 27001 evidence.
Contract term & termination rights: include remedy windows for KPI breaches, remediation plans and service credits.
Binding authority and delegated underwriting: ask broker partners to disclose binding authority agreements and commission terms in writing. See our deeper guide on evaluating brokers for full checklist. (Internal link) (marsh.com)

9. Negotiation levers and post-award performance management

Negotiation levers for fleets / high-exposure accounts

Deductible layering — offer higher deductibles in exchange for premium credits plus loss prevention commitments.
Captive or pooled retentions — use captives where sophisticated risk financing makes sense; ask for RFO (Risk Finance Optimization) analysis to compare outcomes. (marsh.com)
Performance-based fee structures — tie a portion of broker fees to achievement of measurable targets (timely policy issuance, claims KPIs).
Loss-control / telematics funding — negotiate premium credits or co-investments in safety programs.
Audit and transparency rights — include rights to audit claims files and billing.

Post-award governance (must-have)

Monthly claims dashboard and a quarterly executive review (with trend analysis, top 10 exposures, and action plan).
KPIs tracked in contract with clear thresholds and remediation plan (service credits, right to terminate).
Annual program review (benchmarking across carriers) and renewal negotiation cadence.

Operational note: include a handover/training period where incumbent broker/carrier and new vendor co-manage to avoid coverage gaps.

10. Example timeline and internal roles

Example calendar (for a standard competitive RFP)

Week 0 — RFP issued
Week 1 — Pre-bid Q&A window opens (allow 7–10 days)
Week 3 — Final RFP questions answered; proposals due (21 days from issuance)
Week 4–5 — Procurement panel scoring & reference checks
Week 6 — Shortlist, presentations / oral clarifications
Week 7 — Preferred vendor selected; begin contract negotiation
Week 9–12 — Transition & implementation

Internal roles

Procurement lead — RFP administration and scoring coordination
Risk manager — loss history, coverage requirements, technical lead
Legal — contract terms, endorsement review
Finance — total cost of risk reconciliation and budget approval
Operations / Fleet manager — practical constraints, telematics and driver programs

11. FAQs and expert tips

Q: How many bidders should I include?
A: For large/high-exposure accounts aim for 3–6 qualified bidders — enough to ensure competition but avoid diluting the panel with non-serious responses.

Q: Should I require incumbent carriers to bid?
A: Yes — but treat incumbents equally and require them to follow the same format and timeline.

Q: How do I handle confidentiality and competitive intelligence?
A: Issue a standard confidentiality agreement and avoid sharing competitor-specific pricing between bidders. Use aggregated benchmarking when useful.

Expert tip: require bidders to submit a redline of any proposed deviations to your sample contract — this accelerates negotiation and prevents surprises later.

Expert tip: use a compliance matrix (row = RFP requirement; column = bidder response page/section) to ensure every mandatory requirement is met. This prevents accidental scoring of non-compliant proposals. Procurement literature strongly recommends compliance matrices to reduce evaluation time. (autorfp.ai)

12. References and further reading

Authoritative resources used to build this guide:

Marsh — Strategic review and operational assessment resources for large commercial programs (useful for understanding program reviews, contract review and operational KPI focus). (marsh.com)
Automotive Fleet — Practical RFP structure and fleet-specific RFP execution guidance (good model for fleet RFP content and evaluation criteria). (automotive-fleet.com)
NAIC — Market share and commercial auto marketplace context (useful for carrier concentration and market dynamics that affect capacity and pricing). (content.naic.org)
ResponsiveIO / procurement guides — RFP best practices, templates and scoring mechanics (practical tender execution and scoring guidance). (responsiveio.wpengine.com)

Suggested internal cluster reads (to build out your procurement playbook)

Appendix A — Quick, copy-paste RFP checklist (required items)

RFP document (with clear submission instructions and scoring matrix)
Standardized pricing workbook (Excel) — mandatory format
5-year loss runs (PDF + CSV)
Vehicle list + driver roster (Excel)
Current policy copies + endorsements
Sample contract / MSA + required endorsements
Security and privacy evidence (SOC 2 / ISO 27001 or equivalent)
Three client references

Appendix B — Sample SLA language (claim FNOL)

“Carrier/broker to acknowledge receipt of First Notice of Loss (FNOL) within 2 business hours for claims with estimated exposure above $50,000 and within 24 hours for all other claims. Failure to meet SLA for three consecutive incidents triggers remediation. Measured monthly.” (Insert service credit schedule).

Final note
A well-run RFP for fleet or high-exposure accounts is both a procurement tool and a governance instrument. It should deliver defensible selection, measurable service expectations, and the data you need to manage the program and hold partners accountable. Use the templates, scoring rubric and KPIs above as a starting point — then adapt the weights and specific KPIs to your organization’s risk appetite, operating model and contractual obligations.

If you’d like, I can:

Produce a downloadable Excel pricing workbook and scoring calculator pre-filled with the sample rubric above.
Draft a 30–60 day transition plan template tailored to your fleet size and geographic footprint.
Convert the sample RFP into a fillable Word or Google Doc template with required exhibit placeholders.

Which of those would you like me to build next?