Getting Oriented Together

• Tell me briefly why your team started looking at electrification now.
• How many vehicles are in the fleet you are considering for electrification? Options: Under 10, 10-49, 50-199, 200-499, 500+
• Which vehicle classes make up most of your daily miles, for example parcel vans, shuttle buses, or medium-duty trucks? Options: Light-duty vans, Medium-duty trucks, Heavy-duty trucks, Transit buses, Shuttle buses, School buses, Other
• Describe a typical weekday operational cycle for one of those vehicles from first dispatch to return.
• Who on your team will sign off on a pilot and who approves capital spend? Options: Fleet director, CFO/Finance, Operations director, Sustainability officer, Facilities manager, Other
• When you picture a successful first phase, what outcome would make your CFO and operations leader say we should scale?

Where the Fleet Really Spends Its Miles

• What single route or duty cycle in your network, if electrified incorrectly, would disrupt service or spike costs immediately?
• Walk me through the telemetry you currently collect for that route, including vehicle miles, dwell times, and charging windows. Options: Vehicle GPS traces, Duty cycle logs, Telematics battery state data, Odometer/fuel records, Charging session logs, Route schedules, None of the above
• Which data sources hold that telemetry today, for example telematics provider, maintenance logs, or route planner? Options: Telematics vendor, In-house database, Maintenance system, Route planner, OEM logs, Spreadsheets
• How clean and continuous is that data, for example percent of days with full telemetry available? Options: > 90% of days, 70% to 90% of days, 50% to 70% of days, < 50% of days, Unknown
• If critical telemetry is missing, what workaround have you relied on and what would stop that workaround from supporting an assessment?

Where the Current Plan Gets Tripped Up

• What single permit, utility, or depot constraint could stop the project before construction starts?
• List the depots and yards you are considering and note which ones already have three phase service or space for chargers. Options: All candidate depots have three phase service, Some have three phase service, No depots currently have required service, Unknown
• Who among your stakeholders pushes back most on schedule or budget, and what is their core objection? Options: Finance - cost concerns, Operations - uptime concerns, Facilities - space or permitting, Procurement - vendor complexity, Executive - competing priorities, Other
• How long are typical procurement lead times for vehicles and for electrical equipment in your region? Options: Under 8 weeks, 8 to 16 weeks, 16 to 24 weeks, More than 24 weeks, Varies by vendor
• If a single resource constraint were resolved tomorrow, which one would accelerate your timeline the most? Options: Utility approval, Capital allocation, Site access or permits, Data readiness, Technical staffing, Other

Operational Readiness and Must-Haves

• If a technician had to be unavailable during a pilot, which operational gap would halt the pilot?
• Name the team or role that will own daily charger operations, incident response, and energy scheduling after the pilot. Options: Fleet operations, Facilities / engineering, Third party operator, Maintenance team, Energy manager, No owner defined
• How many dedicated hours per week can your operations and maintenance teams commit to pilot setup, data collection, and training? Options: Under 10 hours, 10 to 25 hours, 25 to 50 hours, Over 50 hours, Not available
• Identify the internal systems that must integrate for the pilot, such as fleet management, telematics, or building management, and who controls those systems. Options: Fleet management system, Telematics / AVL, Building management system, Energy management system, ERP / billing, Work order system, None
• Is your vehicle and charging data stored in a centralized location that we can access, or is it distributed or restricted? Options: Centralized and accessible, Centralized but access restricted, Distributed across systems, Not collected
• If access is restricted, describe who controls it and the approvals required.

The Other Paths You Are Weighing

• What would have to be true about your current vendor or internal effort for you to keep going with them instead of bringing an outside partner?
• List the external firms or internal programs you are actively evaluating alongside this work. Options: Existing OEM partner, General contractor or EPC, Utility-led program, Internal electrification team, Another consultant, Do-it-yourself procurement, Other
• If you stayed with the incumbent approach, what assumption must remain correct for it not to fail?
• Are any internal leaders proposing to solve this without an outside partner, and if so how advanced is that proposal? Options: Yes, actively proposing, Yes, considering, No, Unsure
• On a scale, how comfortable is your procurement team with selecting multiple vendors across vehicles, chargers, and utilities? Options: Very comfortable, Somewhat comfortable, Neutral, Uncomfortable, Not involved
• If an internal team leads the effort, what capability gap would most likely cause delay or failure?

What Success Will Actually Change

• If the pilot proves cost and reliability, what immediate decision would your executive team be willing to make that they are not making today?
• Describe the measurable KPIs that would make the CFO sign the next purchase order, for example cost per mile or uptime. Options: Cost per mile, Total cost of ownership over 5 years, Energy cost per mile, Vehicle uptime, Maintenance cost per mile, GHG emissions reduction, Driver satisfaction
• How soon after a successful pilot would you expect to scale to additional depots, within one quarter, two quarters, or longer? Options: Within 1 quarter, 1 to 2 quarters, 3 to 4 quarters, More than a year, Depends on budget cycle
• Name the people who need to see the business case and the format they prefer, for example spreadsheet, slide deck, or executive summary. Options: Finance / CFO, Operations / Fleet, Facilities, Executive leadership, Procurement, Board
• Specify the single public metric you would use to show the program is meeting your sustainability goals. Options: GHG reduction (tons CO2e), Total cost savings, Percent of fleet electrified, Uptime improvement, Other

Practical Next Steps and Decision Timing

• What short-term constraint, if removed, would let you sign for a pilot this month?
• Choose your preferred timeline for pilot start, within 4 weeks, 8 weeks, 12 weeks, or later. Options: Within 4 weeks, Within 8 weeks, Within 12 weeks, Not ready in next 12 weeks
• What deliverable would you require to feel comfortable moving from pilot to full deployment, for example an interconnection study or a trained technician roster? Options: Interconnection study, Detailed total cost model, Trained technicians roster, Permits and site plans, Pilot performance report, Vendor warranties
• How flexible is your capital approval window, do you have fixed budget cycles or emergency spend authority? Options: Fixed budget cycle only, Has emergency spend authority, Can reallocate within quarter, Unclear
• If the pilot demonstrates the target savings, who has the authority to approve expansion and how quickly could they act?

• Assessment Assumptions and Data Access Kickoff
• Depot Telemetry and Facilities Walk
• Route Profiles and Duty-Cycle Validation
• Stakeholder Requirements and Success Criteria Alignment
• Data Review and Assessment Scope Decision

• Schedule the analysis kickoff meeting contingent on data delivery or remediation completion.
• Export and provide full GPS route traces and trip logs for the agreed sample period.
• Collect and provide typical cargo weight estimates and any seasonal route changes for each route profile.
• Confirm stakeholder list and decision authorities
• A confirmed stakeholder and decision authority list is in place for approvals and escalations.
• Operational and budget constraints are captured and mapped to assessment assumptions.
• Measurable success metrics and reporting cadence are agreed for the assessment and pilot phases.
• Provide a stakeholder contact list with decision roles and approval thresholds.
• Share budget ceilings, incentive preference, and any deadline constraints relevant to procurement or deployment.
• Review collected datasets and quality findings
• Assessment scope, deliverables, and timeline are finalized and accepted.
• Dataset completeness status is recorded and remediation tasks are scheduled where needed.
• Clear go/no-go decision for analysis start is documented with next steps.
• Publish the final assessment scope and timeline document reflecting any data assumptions.
• Provide any remaining datasets or confirm the dates when outstanding data will be available.
• Confirm engagement scope and success criteria
• Scope, target success criteria, and the list of required datasets are confirmed.
• Data access approach and security requirements are agreed and documented.
• Fieldwork and per-site session schedule is set with preliminary attendee roles.
• Provide a populated data-inventory spreadsheet listing file names, owners, formats, and sample record counts.
• Grant the agreed data access or share secure export links for telemetry, GPS, and fleet logs for the defined date range.
• Confirm dates and locations for the depot walkdown and driver interviews, or provide alternative windows.
• Validate telemetry exports and sample records
• Telemetry sample is validated as usable or documented with specific data gaps.
• Facility electrical capacity and required documents list are captured for design work.
• Site layout, candidate charger locations, and operational access windows are recorded.
• Deliver the full telemetry export for the agreed date range in the confirmed file format.
• Provide the single-line electrical diagram, meter data, and recent utility bills for the site.
• Upload a set of site photos, a scaled site plan, and any parking or staging rules that affect charger placement.
• Ingest sample GPS traces and route summaries
• A validated set of route profiles and duty-cycle templates ready for simulation is approved.
• List of edge-case routes requiring additional telemetry or pilot testing is documented.
• Inventory data sources and owners
• Prioritize data gaps and remediation actions
• Capture operational performance requirements
• Validate duty-cycle with driver and dispatcher input
• Review site electrical documentation
• Walk the physical site and staging areas
• Capture environmental and load factors
• Discuss budget guardrails, incentives, and target timelines
• Agree data access methods and security controls
• Finalize assessment scope, deliverables, and timeline
• Set fieldwork schedule and per-site sessions
• Confirm go/no-go and next steps
• Confirm site operational constraints and windows
• Agree final route templates and classification
• Ratify measurable success metrics and reporting cadence

• Solution Experience, Vehicle & Charger Options

• Quick orientation, end-to-end process
• You confirm the prioritized vehicle list aligns with the duty cycles that had been failing or causing range shortfalls.
• Provide complete fleet telemetry, recent GPS traces, and route assignment rules for the prioritized depots.
• Confirm the current state and its cost
• You confirm the charger sizing and depot impacts shown produce a realistic timeline, cost envelope, and risk profile for a scoped pilot.
• Provide single-line electrical service data, site photos of proposed charger locations, and preferred site access windows for pilot work.
• Proof, vehicle prioritization using your routes
• Model prioritized vehicle and charger options using the submitted scenarios and deliver a recommendation package with TCO comparisons and phased pilot scope.
• Agreement on the remaining evidence and data required to finalize the pilot scope and move to Engagement Scope.
• Define pilot acceptance criteria and measurable success metrics based on the validated future state from this session.
• Proof, charger options and depot impact
• Operational impacts and readiness
• Validate we got it right

• Vehicle and Charger Solution Experience
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Depot charging infrastructure design package
• Electrification roadmap and deployment schedule
• Depot electrical service upgrade engineering
• Procurement specifications for vehicles and chargers
• Total cost of ownership financial model
• Incentive capture and application package
• Utility coordination and interconnection documentation
• Pilot program implementation and management
• Depot commissioning and charger testing
• Technician maintenance training and HV certification
• Driver training and operational procedures rollout
• Telematics and energy management integration package
• Onsite battery storage and load management design
• Route simulation and charging schedule deliverables

Depot charging infrastructure design package

• Describe the depot locations and attach the site single-line diagram (SLD) or main service rating for each depot (kV, kVA).
• Which charger power levels (kW) and connector categories are required for your vehicle classes (choose all that apply)? Options: Level 2 (6-19 kW), DC fast charge 50-150 kW, DC fast charge >150 kW, Mixed levels across sites
• Confirm the maximum simultaneous charging sessions you need during peak depot departure windows (number of ports). Options: 1-5, 6-15, 16-30, 31+
• List known site constraints such as transformer low-side kVA limits, preferred charger mounting zones, underground utilities, or protected historical structure restrictions.

Electrification roadmap and deployment schedule

• Provide the target milestone dates (pilot start, pilot end, full deployment start) with month and year.
• Identify which vehicle classes (for example: Class 3 delivery van, Class 6 box truck, 40-foot transit bus) are in scope for Year 1 deployment. Options: Class 3 delivery, Class 4-6 medium-duty, Class 7-8 heavy-duty, Transit bus
• Estimate the expected phasing by quantity per phase (assessment, pilot, design, deployment) including number of vehicles and chargers per phase.
• Which tasks do you explicitly consider out of scope for a fixed-fee assessment (for example: permitting-only fees, on-site civil construction, long-lead hardware procurement)?

Depot electrical service upgrade engineering

• Specify the existing utility service voltage and transformer size (kV and kVA) for each depot and attach the latest utility service agreement if available.
• Are there known secondary distribution constraints at the depot such as limited conduit capacity, meter socket form factors, or no spare switchgear spaces? Options: Yes, No
• When would you prefer utility shutdown windows for high-voltage work (for example weekends or overnight 10pm-5am)? Options: Weekends, Overnight (10pm-5am), Daytime scheduled windows, To be negotiated
• Indicate whether a short-term metering capture (kW/kWh profile over peak week) is available from your building management system or telematics for each depot. Options: Available, Available with gaps, Not available

Procurement specifications for vehicles and chargers

• Select the procurement model you prefer for vehicles and chargers. Options: Direct purchase, Operating lease, Power-as-a-Service (PaaS), Manufacturer or financier lease, Need to discuss
• Describe minimum vehicle performance specs to include in procurement (for example: required range at specified payload, minimum gradeability, cold-start performance at -20°C).
• Do you require charger procurement specifications to mandate Open Charge Point Protocol (OCPP) compatibility and remote diagnostics endpoints? Options: Yes, No, Prefer but not required
• Provide the acceptance tests you expect on delivered chargers (for example: successful OCPP handshake, firmware checksum lock, 120-minute sustained charge at rated power with no thermal trip).

Total cost of ownership financial model

• Identify the unit cost ranges you expect to use for each vehicle class and charger type (capex per vehicle, per charger, and site upgrade allowance).
• Estimate annual vehicle utilization hours and average energy per route (kWh per route) to be used in lifetime cost modeling.
• List incentive programs or rebate categories you believe apply (for example state fleet rebate, utility depot incentive, federal tax credits) and note which you have started applications for.
• Will you provide historical maintenance cost data per vehicle class (labor hours and average parts cost per year) for inclusion in the TCO model? Options: Yes, detailed, Yes, summary, No

Incentive capture and application package

• Enter the incentive program names and application deadlines you want captured (state rebate program name, utility rebate ID, grant opportunity title).
• Do you have an internal grants administrator or an external vendor authorized to sign incentive paperwork and submit applications? Options: Yes, No
• Specify which supporting documents you can supply for applications (vehicle spec sheets, fleet size attestation, utility account statement, tax status certificates).
• Indicate if you require timing-level cashflow in the incentive capture plan (rebate at procurement, rebate at commissioning, or performance-based payouts). Options: Procurement-time, Commissioning-time, Performance-based, Other

Utility coordination and interconnection documentation

• Name the utility service territories and the utility account numbers for each depot site.
• Are existing interconnection applications or queued upgrade requests already submitted for any depot site? Options: Yes, No
• Outline the utility studies you anticipate will be required (for example feeder load study, protection coordination study, short-circuit study).
• Confirm whether you have a named utility point of contact authorized to discuss transformer upgrades and schedule interconnection appointments. Options: Yes, No

Pilot program implementation and management

• Detail the pilot routes, specific vehicle unit IDs, and depot locations to be included, including expected daily miles per vehicle.
• How many on-road and depot cycles should be captured to validate duty-cycle fidelity and charger performance? Options: 50 cycles, 100 cycles, 250+ cycles, Custom
• What acceptance criteria will confirm pilot success for vehicle selection and charger performance (for example: route energy match within 10%, charger availability >95%, maintenance issues <X per 1,000 miles)?
• Who on your team will be the single point of contact for pilot scheduling, data access, and incident reporting (name and role)?

Depot commissioning and charger testing

• Enumerate the commissioning tests you require at each depot such as AC/DC power verification, earth resistance, voltage drop under load, and OCPP end-to-end transactions.
• What evidence will validate commissioning sign-off (for example: signed commissioning checklist, passing power quality report with THD and voltage within specification, and successful vehicle-to-charger energy transfer at rated power)?
• Name the firmware management and remote monitoring endpoints that must be integrated (OCPP version, API endpoints, TLS certificate requirements).
• Would you request formal operator training during commissioning on lockout/tagout (LOTO), emergency stop procedures, and basic fault triage? Options: Yes, No

Technician maintenance training and HV certification

• State the number of technicians to be trained per depot and list their current electrical qualifications (for example: journeyman electrician, low-voltage certified).
• Select which high-voltage safety and service topics must be included in training (battery system isolation, HV personal protective equipment, inverter troubleshooting, high-voltage diagnostics). Options: Battery isolation and PPE, HV diagnostics with DMM, Inverter service procedures, Emergency response and fire suppression
• When do you require technician certification to be completed relative to deployment (for example 4 weeks before pilot start)? Options: 4 weeks before deployment, 2 weeks before deployment, During commissioning, Not required
• Will you require written competency tests and hands-on practical sign-offs for each technician as part of certification? Options: Yes, No

Driver training and operational procedures rollout

• Explain driver shift patterns, typical payloads, and the maximum acceptable range reduction on routes due to weather or payload you will tolerate.
• Choose the on-route charging behaviors you expect to enforce (minimum state-of-charge at shift start, charging during scheduled breaks, preconditioning before departure). Options: Minimum SOC at start, Charge during breaks, Preconditioning required, No enforced behaviors
• Would you require custom driver manuals and quick-reference checklists tailored to last-mile and route drivers? Options: Yes, No
• Outline the communication plan for notifying drivers of charger outages or schedule changes during peak delivery windows.

Telematics and energy management integration package

• Detail the telematics feeds required (vehicle GPS trace, battery state-of-charge, energy per trip) and provide available API endpoints or export formats.
• Choose whether you expect real-time charge scheduling integration with the energy management system or batch uploads of session data. Options: Real-time API integration, Scheduled batch uploads, Hybrid approach, Undecided
• State which OCPP versions and authentication methods must be supported by charge points for integration with your energy management system.
• How long do you need telemetry and energy management logs retained for reporting and rebate documentation (months)? Options: 6 months, 12 months, 24 months, Custom

Onsite battery storage and load management design

• Enter the desired battery energy storage system (BESS) capacity in kWh or the target peak shaving kW value for the depot.
• Propose which BESS use cases you intend to pursue (peak shaving, demand charge management, backup power for critical operations) and rank them by priority. Options: Peak shaving, Demand charge management, Backup power, V2G or resilience use
• Define any preferred battery chemistry or thermal management constraints (for example: lithium iron phosphate, liquid-cooled battery enclosures) that must be met for procurement.
• Attach any site-level protection coordination limits or preferred switchgear ratings and models to guide load management integration.

Route simulation and charging schedule deliverables

• Upload representative route telemetry files (CSV or GPX) or indicate the telematics export frequency to be used for simulation.
• How many unique route profiles require simulation (for example one-way routes, multi-stop rounds, AM/PM school runs)? Options: 1-5, 6-20, 21-50, 50+
• Define the route model performance thresholds you require (for example: energy per mile accuracy within 10%, state-of-charge margin >=15% at shift end).
• Give the acceptable charger dwell time at stops for opportunity charging scenarios to be used in the charging schedule (minutes per stop). Options: <5, 5-15, 15-30, 30+

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Order Form & Payment Schedule
• Data Access Authorization
• Data Processing Agreement (DPA)
• Project Governance Charter
• Utility Filing & Agency Authorization
• Pilot Program Addendum
• Change Order Agreement
• Public Sector Procurement & Security Rider (conditional)

• decision_readiness
• success_criteria
• gaps
• stakeholders
• current_state
• desired_state
• desired_state
• gaps
• success_criteria
• decision_readiness
• current_state
• stakeholders
• stakeholders
• decision_readiness
• current_state
• desired_state
• success_criteria
• gaps
• decision_readiness
• decision_readiness
• decision_readiness
• decision_readiness

• Receive written Permission to Operate (PTO) from the utility
• Confirm completion and acceptance of utility interconnection and service upgrade work
• Obtain final electrical inspection and Authority Having Jurisdiction (AHJ) sign-off
• Execute and document Lockout/Tagout (LOTO) for energization activities
• Complete commissioning checklist and obtain signed commissioning report
• Document and verify electrical acceptance tests (insulation resistance, continuity, polarity, and protective device settings)
• Perform and document functional performance tests with representative vehicle duty cycles
• Validate network connectivity and cybersecurity controls for charger communications
• Verify emergency shutdowns and safety interlocks operate as designed
• Obtain final energization authorization from the buyer site owner/operator
• Deliver final handover package and confirm receipt

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Review (around day 90)
• Monthly Operations Review (monthly, initial 6 months)
• Quarterly Business Review (quarterly)
• Annual Success Review and Lessons Learned (annual)

• Determine whether percentage of scheduled routes served by EVs and depot charger availability rate are on-track to reach Engagement Scope targets.
• Confirm the incumbent wind-down status is complete or on-track with actions and dates recorded.
• Publish the acceptance decision record, including evidence per criterion and signatory names or documented buyer decision.
• Operational KPI dashboard review
• Ensure depot charger availability rate and average energy consumption per mile are tracked and specific items exist for any deviations.
• Close high-priority operational tickets or have firm remediation dates for each open incident.
• Agree which enhancement requests enter the prioritized backlog for later review in quarterly business reviews.
• Update the operational issue register with current status and target resolution dates for high-priority incidents.
• Schedule targeted site checks or telemetry audits for any chargers with repeated availability faults.
• Quarterly outcomes vs Engagement Scope targets
• Confirm whether realized TCO and route electrification rates are within acceptable variance of Engagement Scope targets and document reasons for any gaps.
• Agree the top 3 operational or financial priorities for the coming quarter with measurable outcomes.
• Ensure incentive capture status is clear and any remaining actions are assigned.
• Produce a quarter-end financial reconciliation showing actual vs forecast TCO drivers and retained documentation for incentive status.
• Publish the prioritized list of operational improvements to be addressed next quarter with target metrics to track progress.
• Yearly outcomes vs Engagement Scope targets
• Confirm annual performance for TCO variance and vehicle uptime relative to Engagement Scope targets and document corrective themes if outside tolerance.
• Capture a clear lessons-learned record with specific process changes and training or governance actions.
• Transition the enhancement backlog into an agreed operational governance path with owners and review cadence.
• Publish the annual performance report including evidence, root-cause summaries for any target variances, and recommended corrective actions.
• Deliver the finalized enhancement backlog with handoff notes and the operational review schedule for the coming year.
• All named owners confirm the recorded success criteria in Engagement Scope are accurate and accepted.
• Open go-live issues are triaged with remediation tasks, owners, and target resolution dates.
• A short-term monitoring plan is agreed to surface adoption signals ahead of the first measurement.
• Publish a go-live issue register with owners and resolution dates for tracking before the next meeting.
• Collect first-week operational notes from depot teams, drivers, and maintenance for analysis.
• Present first measurement data vs Engagement Scope targets
• Re-confirm success criteria and owners
• Agree a prioritized remediation plan with clear tasks and dates to resolve the top root causes.
• Ensure measurement methodology and data sources are validated for the acceptance gate presentation.
• Produce a remediation task list for each metric gap with target completion dates.
• Deliver a measurement validation document describing data sources and calculation methods for the acceptance gate.
• If applicable, publish the remediation backlog with owners and target dates for each failed acceptance criterion.
• Restate acceptance criteria and numeric targets
• Produce a documented pass or fail decision for each acceptance criterion recorded in Engagement Scope.
• If any criterion fails, agree a remediation plan with named owners and firm completion dates.
• Financial reconciliation and incentives capture
• Present outcome data against each criterion
• Root-cause analysis for gaps
• Comprehensive lessons learned
• Open incidents and ticket burn-down
• Deployment and commissioning validation
• Document pass/fail per criterion and formal acceptance
• Lessons learned and process improvements
• Agree corrective actions and timelines
• Enhancement and change requests
• Enhancement backlog review and operational handoff
• Early adoption and operational signals
• Initial defect and blocker triage
• Short-term operational adjustments
• Confirm data sources and measurement cadence
• Close-out actions and monitoring plan
• Incumbent wind-down confirmation
• Agree priorities for the next quarter
• Agree immediate remediation actions
• Agree remediation plan for failed criteria