Step-by-Step Process for Completing a NYSERDA Fleet Electrification Plan
A Fleet Electrification Plan (FEP) is a roadmap to electrify a school district or third-party operator’s entire school bus fleet by 2035, funded mostly or entirely by NYSERDA. FEPs are site-specific planning documents that include a comprehensive evaluation of existing fleet vehicles, operations, site layout, and electrical infrastructure. These plans identify and prioritize recommendations to help fleet operators make informed decisions about bus, charger, and infrastructure purchases and installations. The plans also provide a general timeline for how to phase in zero-emission school buses by 2035 based on route feasibility and vehicle age, as well as high-level cost estimates and incentive information.
Under the New York School Bus Incentive Program (NYSBIP), fleet operators (school districts or school bus contractors) that have completed a FEP have a higher cap for the number of NYSBIP school bus vouchers they can receive. They also unlock an additional $30,000 per charger for NYSBIP charging vouchers.
Completing a FEP takes roughly 6-8 months. The following step-by-step guide describes each step of the FEP process in more detail. Additional information on these plans can be found on the Fleet Electrification Planning page.
Step 1: Conduct FEP intake call with NYSERDA (30 minutes)
Fleet operators join a brief call with a NYSERDA staff member to provide basic information on their school bus fleet and depot. Fleet operators can request an intake call by reaching out to [email protected].
Afterwards, NYSERDA staff provide contact information for pre-qualified consultants performing FEPs or meet with the fleet operator’s preferred firm to ensure they have sufficient qualifications to perform the FEP. The fleet operator’s preferred consultant then applies to the program on its behalf.
Step 2: Receive FEP purchase order from NYSERDA (1-2 months)
The consultant will work with the fleet operator to submit an application to NYSERDA. The application consists of a scope of work (SOW), budget, and participant agreement form which can be electronically signed. The SOW must meet NYSERDA’s requirements, but it should also be discussed with the fleet operator to ensure it meets their needs.
After NYSERDA receives the FEP application, a project manager will be assigned and reach out to the consultant to make any necessary changes to the application. In parallel, the project manager will schedule a scoping call with the fleet operator and consultant. During this call, the project manager will discuss the FEP process, review important scope items, confirm the budget and cost-share, and agree on roles and responsibilities. If all necessary changes have been made to the application, the scoping call represents the final step in the application process.
Following the scoping call, the NYSERDA project manager will generate a Purchase Order (PO), which can take 3-4 weeks. The PO officially reserves money for the project and, upon issuance, allows NYSERDA to pay the consultant. Any work done before a PO is issued will not be reimbursed by NYSERDA.
While the PO is being processed, many consultants will use that time to issue a Request for Information (RFI) and collect information from the fleet operator to complete the study.
Step 3: Develop FEP with consultant (6-8 months)
After NYSERDA has issued a purchase order, the fleet operator can begin working with their consultant to develop the FEP.
A typical FEP consists of eight tasks:
- Project Kickoff and Client Meetings
- Data Collection
- Route Analysis and Bus Technology Assessment
- Conceptual Charging Strategy
- Electric Utility Analysis
- Concept Development and Phasing Plan
- Transition Plan Cost Estimates
- Final Report and Presentation
The Data Collection step is critical for ensuring that the complete plan provides accurate insights and actionable next steps for the fleet operator. The fleet operator is expected to provide all required data to the consultant at the start of the project. This data will be specified in the SOW and typically includes a fleet inventory, vehicle ages, route distances, route timing, and depot information. After the Data Collection task is complete, the fleet operator is expected to remain an active participant throughout the duration of the study to ensure the insights are actionable and helpful to them.
Throughout the FEP process, the NYSERDA project manager will support project administration to reduce the burden on fleet operators. NYSERDA will also review deliverables throughout the process to ensure they meet expectations. Finally, NYSERDA will approve the final FEP report to ensure fleet operators have the information needed to execute the plan. NYSERDA’s review of the final report typically involves 1-2 rounds of comments which must be addressed by the consultant before the report is considered final.
Next steps after completing the FEP
Once fleet operators have completed the FEP process, there are some next steps they can take right away to start the early stages of electric school bus implementation.
Determine existing electrical capacity. How much existing electrical capacity is available at the site without upgrading utility-side infrastructure? This information should be included in the FEP. If not, an electrician or the FEP consultant can come to the site to make a determination.
Determine current charger and route feasibility. What existing infrastructure does the site have (e.g., a 208V service, 480V service, etc.)? What charger power levels (e.g., 19.2 kW, 30 kW, 60 kW, etc.), and how many of those chargers, can the site currently accommodate? Are there routes that can be successfully completed with an electric school bus based on those chargers? This information should be included in the FEP and will help determine where to start with early implementation.
Determine how to start early implementation. Is there a plan in place for procuring electric school buses, chargers, charge management software 
, or any other related equipment? Do purchases need to be included the school district’s annual budget process and, if so, how will they be presented to the community? What are the timelines for bus delivery and charger installation? What funding programs, such as the New York School Bus Incentive Program, can help cover the costs of buses and chargers?
Consider longer-term opportunities. Are there ways to prepare the site for full-fleet electrification during early implementation? It is generally more cost effective for fleet operators to “dig once” and future-proof the site even if they are only electrifying a small share of their fleet to get started. Examples include wiring the site to accommodate future chargers and starting make-ready projects with the electric utility to upgrade utility-side infrastructure. Taking these steps early on can minimize future construction costs and project timelines.
Determine whether an extension is needed from the New York State Education Department (NYSED). New York State Education Law §3638 requires that, starting on July 1, 2027, all new school buses purchased or leased must be zero-emission. The law notes that school districts that are unable to comply, including those who contract with private companies, can seek two (2) two-year extensions for this deadline. In December 2025, NYSED released their application and guidance for the initial two-year extension. Having a FEP underway or complete will help fleet operators gather information necessary to determine if they need an extension. However, it is important to note that these extensions do not affect the 2035 deadline for full zero-emission operations, so fleet operators should start adding electric school buses to their fleets now.
Additional FEP resources
For additional information on the FEP process, please consult the following resources:
- NYSERDA Fleet Electrification Planning webpage and fact sheet [PDF]
- April 2024 Fleet Electrification Planning webinar recording and slides [PDF]
- FEP application task work order plan (TWOP) template [DOCX] and checklist [DOCX]
- Final FEP report template [DOCX] and checklist [DOCX]
- Sample FEP completed for Sweet Home Central School District