In government fleet operations, there’s no room for guesswork. Taxpayer dollars demand accountability, and fleet managers are under constant pressure to deliver cost savings, ensure compliance, and keep vehicles moving.
Choosing the right motor pool management software can transform your operations—from reducing fleet size to improving security and compliance. But how do you cut through the marketing hype and make a smart, future-proof investment?
Before you issue your next RFP or sign a new contract, make sure you ask these five essential questions.
For government agencies, cybersecurity and data privacy aren’t optional—they’re mission-critical.
Many fleet systems claim “secure hosting,” but that’s not the same as being FedRAMP compliant. FedRAMP certification demonstrates that a vendor has met rigorous federal standards for cloud security, data handling, and operational controls.
Ask your vendor:
✅ Are you FedRAMP certified—or actively pursuing it?
✅ Can your platform operate in environments like AWS GovCloud?
✅ How do you handle data encryption and access control?
Example: Agile Fleet is actively pursuing FedRAMP certification to ensure secure deployments for federal agencies. Their roadmap includes migration options to AWS GovCloud for enhanced security and compliance.
No fleet operates in a vacuum. Your fleet data often needs to connect with:
ERP systems like Workday
Maintenance management systems like AssetWorks M5
Accounting and billing platforms
Telematics providers like Geotab or Samsara
Seamless integrations can save time, reduce data errors, and help you achieve enterprise-wide reporting.
Ask your vendor:
✅ What systems does your solution integrate with out-of-the-box?
✅ Do you provide open APIs for custom integrations?
✅ How much does integration cost—and who handles it?
Example: Customers like Honda rely on Agile Fleet’s ability to develop customized integrations, including specialized vehicle ordering processes and API connections for enterprise systems.
Some fleet software vendors focus on overall asset tracking or maintenance—and treat motor pool reservations as an afterthought.
But managing a motor pool is unique. It demands:
Real-time reservations and availability tracking
Self-service kiosks or keyboxes for secure key management
Automated check-in/check-out workflows
Detailed utilization and billing reports
A true motor pool platform can help you reduce fleet size by 15–20% without sacrificing vehicle availability—a significant cost-saving opportunity.
Ask your vendor:
✅ Was this system designed specifically for shared fleet management?
✅ How does it handle key security, vehicle allocation, and usage tracking?
✅ Can it support both pool vehicles and permanently assigned vehicles?
Example: Agile Fleet’s FleetCommander was purpose-built for motor pool operations and integrates with secure keybox kiosks for 24/7 vehicle access.
Government procurement teams demand data. It’s not enough for a vendor to say, “Our software saves money.” You need proof.
Look for:
Case studies with measurable savings
References from similar agencies
Reports showing utilization increases or fleet size reductions
Ask your vendor:
✅ Do you have documented examples of agencies who reduced fleet size or costs?
✅ What ROI can we expect in year one, three, and five?
✅ Can you help us build a business case for funding?
Example: The State of Michigan credits Agile Fleet for helping replace manual tracking methods and improve oversight of an 11,000-vehicle fleet, enabling better resource allocation and savings.
Government budgets are tight. One of the biggest frustrations fleet managers report is surprise costs from software vendors—especially as operations scale up.
Make sure you understand:
License fees (per vehicle, per user, or enterprise-wide?)
Costs for integrations or customizations
Hardware costs (e.g. kiosks, keyboxes)
Future price escalations
Ask your vendor:
✅ Is your pricing fixed or usage-based?
✅ Are there volume discounts as our motor pool grows?
✅ What’s included in support and maintenance?
Example: While customers appreciate Agile Fleet’s flexible solutions, some have flagged concerns about future scaling costs. Agile Fleet is addressing this with transparent pricing discussions and volume-based discounts to support growth.
Motor pool software isn’t just a technology investment—it’s a strategic move to reduce costs, improve service, and keep your agency compliant and efficient.
By asking these five critical questions, you’ll ensure you choose a solution that fits your unique operational and regulatory needs—and delivers measurable value to your organization.
Thinking about upgrading your motor pool operations?
Contact Agile Fleet today for a personalized consultation—or explore how FleetCommander helps government agencies optimize fleet size, boost utilization, and ensure compliance.