Procurement pack // printable

Buy the operating system, not just the wash.

Use this neutral framework to compare fleet-washing vendors on site fit, control, evidence, and accountability. Print this page or copy the criteria into your procurement system.

Print-ready documentResource hub

RFP response structure7 required scope fields

Template 01 // RFP

Required response structure

01. Fleet inventory by vehicle class, count, site, shift, and operational status
02. Requested exterior, interior, washout, wheel, lower-assembly, and specialty scope
03. Target cadence plus seasonal or event-triggered service rules
04. Allowed service windows, access controls, staging plan, utilities, and security requirements
05. Wash-water containment, recovery, disposal, documentation, and local verification responsibilities
06. Insurance, licensing, subcontractor disclosure, incident response, and escalation requirements
07. Acceptance criteria, missed-unit process, rework window, reporting, and invoice detail

Weighted vendor scorecard6 criteria, 100% total

Template 02 // weighted review

Vendor scorecard

Criterion	Weight	Score 1–5	Evidence reviewed
Site and runoff plan	25%	____	________________
Scope and method fit	20%	____	________________
Quality-control system	20%	____	________________
Safety, insurance, licensing	15%	____	________________
Reporting and escalation	10%	____	________________
Commercial terms	10%	____	________________

Readiness and SLA worksheetsSite, quality, implementation

Checklist 03

Site readiness

□ Confirm property authorization and service-lane boundaries
□ Map storm drains, sensitive areas, traffic conflicts, slopes, and runoff paths
□ Identify water and power availability without assuming either is usable
□ Group vehicles by class and confirm keys, access, and out-of-service units
□ Set arrival, safety briefing, weather, cancellation, and emergency contacts
□ Document baseline condition, exclusions, inspection method, and acceptance owner

Checklist 04

SLA and QC

□ On-time arrival window and notice standard
□ Vehicle roster reconciliation and missed-unit disposition
□ Photo or inspection evidence appropriate to the contract
□ Defect classification, rework response, and escalation clock
□ Weather stop-work and rescheduling decision owner
□ Monthly review of complaints, rework, incidents, and scope drift

Worksheet 05

Implementation

Launch owner: ______
Pilot site/date: ______
Fleet roster owner: ______
Acceptance owner: ______
30-day review: ______

Educational procurement framework, reviewed August 25, 2026. It is not legal, safety, environmental, or insurance advice. Adapt requirements with qualified internal and local advisers.