Choosing the Right Mobile Fleet Vendor in Indianapolis: 12 Questions Every Manager Should Ask

Twelve questions every Indianapolis fleet manager should ask before choosing a mobile fleet service vendor.

Why vendor choice matters more than the logo on the truck

Price per hour is only one part of the story. Communication, documentation, and response time matter just as much.

Question 1: How fast can you respond to a down unit?

Ask for real numbers, not guesses. A good mobile vendor can tell you their average response time for local calls and how they prioritize loaded vs empty units.

Question 2: Do you offer scheduled on-site PM days?

Emergency work keeps trucks on the road today, but scheduled on-site PM is what keeps them from breaking tomorrow. Look for a vendor who will block time in your yard, not just wait for breakdown calls.

Question 3: How do you document inspections and repairs?

Your vendor’s paperwork becomes your proof during audits and insurance claims. Make sure they provide clear, unit-specific invoices and inspection forms you can pull quickly.

Question 4: Can you support FMCSA 396 and DOT annual inspections?

If your fleet is governed by FMCSA, your vendor should be comfortable with Part 396 requirements, defect documentation, and what inspectors look for on the side of the road.

Question 5: What’s your process for after-hours and weekend calls?

Breakdowns rarely follow business hours. Clarify who answers the phone at 2 a.m., what the after-hours rate is, and how they communicate ETA and findings.

Question 6: How do you handle parts sourcing and markups?

Transparent parts pricing is a big trust factor. Ask how they source parts, what their markup looks like, and whether they’re open to using your preferred suppliers when it makes sense.

Question 7: Are your technicians cross-trained on trucks, trailers, and equipment?

Fleets rarely run only one type of unit. A strong vendor can handle power units, trailers, and common vocational equipment without constant call-backs or dealer referrals.

Question 8: What diagnostic tools do you use for today’s diesel trucks?

Modern trucks require modern diagnostic tools. Ask which scan tools they use, what systems they can access, and whether they can send you reports from those diagnostics.

Question 9: How do you communicate during and after a job?

Fleet managers need updates, not surprises. Look for vendors who text or call with findings, send photos when needed, and recap recommendations in writing.

Question 10: Can you help prioritize repairs by safety and cost impact?

A good partner doesn’t just list problems – they help you rank them. Safety-critical issues, breakdown risks, and cost-saving opportunities should be clearly identified.

Question 11: Do you offer any coverage radius or travel limitations?

Make sure their service area fits your routes. Clarify how far they’ll travel, whether there are mileage fees, and how they handle calls outside the normal radius.

Question 12: What does a long-term partnership look like to you?

Great mobile vendors think beyond single jobs. Ask how they plan to learn your fleet, track trends, and proactively suggest improvements over time.