Fleet Electrification Step 13: Acquire ZEVs and EVSE

GSA Fleet is supported by a national network of Fleet Management Centers (FMCs) staffed by managers and fleet service representatives (FSRs), who are responsible for assigning GSA Fleet vehicles and providing administrative support (visit GSA's website to find a FMC or FSR). Additionally, included within the lease of a GSA Fleet vehicle is a nationwide team that includes:

• A National Maintenance Control Center that supports preventive maintenance and repairs, and record-keeping on vehicle repair history
   
• A National Accident Management Center that allows fleets to report accidents and incidents, initiates third-party repairs, and ensures best value accident management services
   
• GSA's AFV Team that provides guidance and resources on the latest laws and regulations relating to fleet vehicle sustainability and operational and procurement efficiency
   
• A Loss Prevention Team (LPT) that monitors for fraud, waste, and abuse as well as managing GSA Fleet Services Cards
   
• A Vehicle Remarketing Team that maximizes proceeds on sale vehicles through the exchange sale process

For vehicles leased through GSA Fleet, customers must first request a vehicle through the Customer Acquisition Module (CAM), an ordering tool accessed through GSA's Fleet Drive-thru system. CAM serves as an online method for vehicle selection and approval for replacement vehicles, as well as additional vehicles for the fleet. Within CAM, the fleet manager selects their replacement and additional vehicle type, SIN, preferred fuel type (i.e., BEV or PHEV), and desired options. The vehicle selection then goes through a customer review chain until it has received final approval from its agency headquarters. Once approved by the agency, the FSR will finalize the vehicle order and it will be placed with the manufacturer.

Customers' monthly lease rates are determined based on the vehicle type (often the vehicle SIN) and assigned through a unique equipment code (rates are updated annually). Additionally, ZEVs typically require an incremental cost for acquisition that covers the difference between the vehicle's acquisition cost and the lowest cost vehicle in that vehicle type or SIN. These costs are not allocated to a specific fleet location or vehicle; 42 U.S.C. 13212(c) requires GSA Fleet to spread the incremental costs of AFVs (including ZEVs) across the entire fleet.

For the purchase of agency-owned ZEVs, GSA is a mandatory source for procuring vehicles except for certain vehicles procured by DOD under the FMR (41 CFR § 101- 26.501-1). Similar to leasing, acquisition of ZEVs through GSA leverages its purchasing power and uses existing procurement and support existing contracts with major ZEV manufacturers. Agencies primarily order vehicles for purchase using GSA's online tool, AutoChoice. AutoChoice allows an agency to compare contractors, select different vehicle configurations, choose equipment and color options, and view side-by-side comparisons of vehicle models from manufacturers. Agencies can also use AutoChoice to check on order status, get miles per gallon (mpg) fuel ratings, select dealerships, run reports, and more. For more information on purchasing vehicles through GSA, visit their website.

Federal agencies may also use GSA's Multiple Award Schedule SIN 532112 (Schedule 751) for the commercial short- and long-term lease of sedans, sport utility vehicles, vans, and light trucks. In addition, ancillary supplies and services may be available. Federal agencies can order directly from leasing vendors through GSA Advantage. The schedule includes current model year vehicles with 12, 18, 24, 30, and 36-month lease terms. Delivery is 90 to 120 days after receipt of order. Vehicle maintenance is not included on commercial leases. All vehicles offered under SIN 532112 are current model year vehicles and meet Federal Vehicle Standards 122 (Sedan and Station Wagons) and 307 (Light Trucks).

GSA provides an Excel spreadsheet listing all available alternative fuel vehicle (AFV) configurations, including ZEVs, on their Alternative Fuel Vehicles page. A summary of fiscal year 2023 availability of light-duty ZEVs as of January 2023 is also listed in the table below.

The number of ZEVs available through GSA will continue to expand as the market grows and matures. Consult with local GSA FSR's to discuss timelines, model closures, and expectations for model reopenings.

Agencies that have internal EVSE site assessment, design, construction, and installation capabilities can complete the EVSE installation themselves. Installing the EVSE yourself requires staff with the necessary electrical and construction expertise but can reduce costs. Agencies should use the specifications identified in Step 10: Complete Site Assessment and Design EVSE as the basis of the statement of work (SOW) to complete the EVSE installation.

Agencies should create a Request for Proposal (RFP) for EVSE installation services that includes a SOW that clearly outlines the project's specifications and contractor responsibilities. It should identify if the contractor is responsible for procuring the charging station and/or continued maintenance and support as well as require contractors to use a licensed electrical contractor to do all electrical work.

After receiving the SOW, contractors should respond with technical proposals and cost estimates. The team should evaluate technical proposals on cost, technical merit, and past performance. Carefully check that the contractors have the needed technical expertise (e.g., licensed electrical contractors). It is recommended to compare proposal costs to the cost estimate or Independent Government Cost Estimate (IGCE) developed in designing the EVSE. After reviewing proposals, the agency should evaluate whether to make an award or evaluate other EVSE installation alternatives (such as using the GSA EVSE BPA or GSA PBS's IDIQ).

Agencies can contract for the site assessment, design, and basic installation of EVSE using GSA's BPAs for EVSE (charging stations) and ancillary services, as discussed in Step 7: Coordinate Site Financial Planning with Headquarters. EVSE site assessment, design, and basic installation services are includedg under contract line-item number (CLIN) 006, and may include the following:

• Consulting services
• EVSE site assessment
• Permitting/inspection (as applicable)
• Utility coordination
• Site preparation (when no construction work is required)
• Affixing or securing the station
• Basic assembly/make-ready (when no construction work is required),
• Activation
• Compliance assistance with local, state, and federal building codes practices and regulations.

Find more information on acquiring EVSE installation services using GSA's EVSE BPA.
 

GSA's BPA for EVSE only includes basic installation services. Agencies may also contract for EVSE installation through GSA's PBS IDIQ for design, build, and construction services for infrastructure installation. For buildings not in the GSA PBS portfolio, agency contracting officers can award directly from IDIQ and manage the EVSE installation project.

Agencies must complete a Reimbursable Work Authorization (RWA), a financial agreement in which the customer reimburses PBS for their services, to initiate the EVSE installation services under the GSA PBS IDIQ contract. All agencies are required to submit a Work Request (WR) through the external RWA Entry and Tracking Application (eRETA).

Information on EVSE solutions to support ZEVs using GSA's Center for Electric Vehicle Infrastructure (CEVI) and the GSA PBS IDIQ can be found in their downloadable guide, GSA's Electric Vehicle Infrastructure Program. Reach out to PBS for more information.

For buildings in the GSA PBS portfolio, agencies should request EVSE installation services through either their GSA regional office or through GSA PBS's Center for Electric Vehicle Infrastructure (CEVI). The process typically depends on the building ownership:

• GSA-owned facilities. Requests should be made to the building manager or facilities manager.
   
• GSA-leased facilities. Requests should be made to the Leasing Acquisition Manager, leasing contracting officer, or leasing contracting specialist (LCS) in conjunction with the lessor.
   
• Delegated buildings. Requests should follow the delegation agreement, notifying the building manager or facilities manager.
   
• Multiple GSA facilities. Requests should be made to the CEVI, who will coordinate internally at GSA.

Agencies must complete a Reimbursable Work Authorization (RWA), a financial agreement in which the customer reimburses PBS for their services, to initiate the EVSE installation services under the GSA PBS IDIQ contract. All agencies are required to submit a Work Request (WR) through the external RWA Entry and Tracking Application (eRETA).

Information on EVSE solutions to support ZEVs using GSA's CEVI and the GSA PBS's IDIQ can be found in their downloadable guide, GSA's Electric Vehicle Infrastructure Program. Visit GSA's fleet electrification page or reach out to PBS for more information.

Charging-as-a-service (CaaS) allows fleets to pay for the installation, operation, and maintenance of EVSE (charging stations) on a monthly or annual subscription basis rather than pay upfront for EVSE acquisition and deployment costs, as discussed in Step 7: Coordinate Site Financial Planning with Headquarters. Agencies can contract for charging as a service using GSA's BPAs for EVSE (charging stations) and ancillary services, under CLINs 002, 003, and 010. Services currently include proactive monitoring and maintenance, assembly and activation of the stations, access control, unlimited station configuration and policy changes, software upgrades, ongoing operator and driver support, charging data and analytics, power management, and valet services.