How to Write a Better Vehicle Spec for Your Next RFP or Quote Request
How To Write A Better Shuttle And Van Vehicle Spec For Your Next RFP
The quality of your shuttle and van vehicle spec often determines the quality of the bids you receive. Vague requirements invite guesswork, while overly rigid specs lock you into one solution and drive up cost.
Thank you for reading this post, don't forget to subscribe!RO Bus Sales works with agencies, districts, and private fleets that are tired of getting bids they cannot compare fairly. A clear shuttle and van vehicle spec helps vendors quote accurately and helps you end up with vehicles that actually fit your routes, riders, and maintenance capability.
Here are practical ways to improve your next shuttle and van vehicle spec before you send it out the door.
Start your shuttle and van vehicle spec with the job, not the chassis
Before you write a single line about engines or seating, answer:
Who will ride this vehicle most often
What routes it will run
How many hours per day or miles per year you expect
Any special constraints, like narrow streets or height limits
A vehicle built for airport shuttles will look different from one built for senior living, even if the chassis is the same.
Define capacity in real terms
Instead of a generic “up to 15 passengers,” be specific:
Minimum seated passenger count
Number of wheelchair positions required, if any
Whether seats must be fixed or flexible (folding or track systems)
This helps builders design layouts that match your actual needs, not just maximum numbers on paper.
Be clear about accessibility needs
If you need an ADA accessible vehicle, spell it out:
Lift or ramp requirements
Number and location of securement positions
Priority locations for mobility devices versus fixed seats
You do not need to dictate every detail, but set clear expectations so all bids solve the same problem.
Focus on performance and durability, not brand lists
Instead of dictating every brand name, describe:
Performance requirements
Duty cycle expectations
Environmental realities (climate, terrain, road conditions)
Where brands are required, explain whether “equivalent” products are acceptable and on what basis.
This gives you flexibility while still protecting your standards.
Specify the interior environment
Do not leave comfort to chance. Clarify:
Flooring type (commercial, slip resistant, easy to clean)
Seat type and basic level of cushioning and finish
HVAC expectations for your climate
Riders will judge the vehicle on how it feels, not just how it drives.
Address service and support expectations
A strong spec goes beyond delivery day. Include:
Documentation requirements, including manuals and wiring diagrams
Parts availability expectations
Any required training for drivers or technicians
Ask bidders to describe their support model clearly. It matters.
Keep comparison in mind
When specs are too loose, you receive bids that are impossible to compare fairly. When they are too prescriptive, you may exclude good solutions.
Aim for:
Clear minimum requirements
Room for vendors to propose options or alternates
A structure that lets you weigh cost, quality, and support side by side
You want enough detail to ensure quality, without locking yourself into a single configuration unless that is truly required.
The bottom line
A good vehicle spec tells vendors exactly what job you need the vehicle to do, and what standards it must meet, without trying to micromanage every bolt and bracket.
That balance leads to better bids, fewer surprises, and vehicles that actually perform the way you need them to once they hit the road.
Right Size Your Transit Fleet With RO Bus Sales
RO Bus Sales helps transit agencies and public fleets build the right mix of shuttles and vans for local routes, demand response, micro-transit, and paratransit service. We focus on commercial grade builds that balance rider comfort, safety, and long term operating costs.
Share your current routes, ridership patterns, and replacement timeline with the RO Bus team, and we will help you compare platforms, layouts, and options that actually fit your service model. Contact RO Bus Sales today to request our latest digital fleet catalog and schedule a no pressure fleet planning conversation.
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