Optimizing Fleet Management and EV Infrastructure for Denver Public Schools
Xcel Energy Fleet Electrification Advisory Program - Denver Public Schools - Sawatch Labs
This case study details how Denver Public Schools (DPS) partnered with Sawatch Labs to leverage data-driven insights for optimizing their fleet electrification and electric vehicle (EV) infrastructure. The study aimed to identify optimal placement of vehicles and charging infrastructure to facilitate efficient EV adoption. Utilizing Sawatch Labs' ezEV, ezIO, and EMIT analytical tools, the project provided DPS staff with access to online dashboards for real-time data visualization and informed decision-making. This report summarizes DPS’s key findings, methodologies, and opportunities used to achieve the school district’s fleet electrification objectives.
Executive Summary
In March 2023, Denver Public Schools (DPS) engaged Sawatch Labs through the Xcel Energy Fleet Electrification Advisory Program (FEAP) to conduct a 12-month fleet electrification analysis. The goal was to identify strategic actions to achieve DPS's ambitious fleet electrification targets. As operational changes were made within the district based on valuable insights gained from analysis, the project was extended for an additional six months to further build on those finds. Throughout the study, extensive fleet vehicle operational data was collected and analyzed. Sawatch Labs provided DPS with detailed findings during monthly meetings and provided recommendations via online dashboards. Sawatch offered actionable guidance, addressed questions as they arose, provided customized reports for funding opportunities, and adapted analytics to reflect evolving operational needs.
Key Milestones Achieved
By the project's conclusion, DPS was strategically positioned to streamline the transition process, reduce expenditures, and achieve its electrification goals. This success was driven by the comprehensive data analytics provided by Sawatch Labs' software and the bespoke solutions provided by Sawatch’s partnership.
With Sawatch’s assistance, DPS collected:
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Evaluated changes to operational needs, fuel costs, and vehicle lifecycle costs. This comprehensive analysis provided DPS with a clear picture of the financial implications of EV adoption, allowing them to make informed decisions and optimize their budget.
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Developed a strategic vehicle replacement schedule prioritizing EV implementation for both its "White Fleet" (district vehicles) and "Yellow Fleet" (school buses). The schedule included specific timelines and vehicle models, ensuring a smooth and cost-effective transition.
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Identified strategic locations for charging infrastructure installation. This involved analyzing current vehicle routes, parking locations, and electrical grid capacity to pinpoint the most efficient and accessible charging sites.
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Determined electricity demand at each charging site at various levels of fleet electrification. This ensured that the electrical infrastructure could support the increased demand from EV charging without disruptions or outages.
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Calculated the appropriate number and level of EVSE ports required. This involved considering the number of vehicles to be charged, charging speeds, and peak usage times to avoid bottlenecks and ensure efficient charging.
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Identified school buses suitable for EV replacement and eligible for the EPA Clean School Bus grant program. This allowed DPS to leverage available funding opportunities to accelerate their EV adoption.
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Tracked real-time emissions reductions from existing EVs and projected future reductions. This data helped DPS measure the environmental impact of their electrification efforts and communicate progress to stakeholders.
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Identified opportunities to minimize operational impact during the EV transition, including optimizing vehicle consolidation and domiciling. By adjusting routes and vehicle assignments, DPS could maximize the efficiency of their EV fleet and minimize disruptions to daily operations.
Key Study Parameters:
Total Vehicles Studied: 514 (212 White Fleet, 302 Yellow Fleet)
Data Collection Period: June 29, 2022 – November 14, 2024
Temperature Range Observed: -10°F to 100°F
Miles Observed: 2,560,669
Projected Total Cost of Ownership (TCO) Reduction: $350,000
Projected Greenhouse Gas (GHG) Emissions Reduction: 3,011 tons
EV Recommendations: 89
Introduction
Sawatch Labs specializes in fleet electrification solutions, empowering organizations to make informed EV transition decisions. Using advanced predictive analytics, Sawatch Labs assisted Denver Public Schools in its fleet electrification effort by:
Determining EV suitability. This involved analyzing vehicle usage patterns, routes, and operational requirements to identify which vehicles were best suited for EV replacement.
Modeling EV adoption costs. This included analyzing upfront costs, operating costs, maintenance costs, and potential savings from fuel and emissions reductions to create a comprehensive cost model.
Planning and optimizing charging infrastructure. This involved identifying optimal charging locations, determining the electricity demand at various levels of fleet electrification, and selecting the most appropriate quantity and level of charging equipment to meet DPS's needs.
Efficiently managing EV fleets. This included developing strategies for vehicle assignment, right-sizing, and charging scheduling to maximize efficiency and minimize downtime.
Modeling potential future emissions reductions as well as tracking and reporting on actual observed emissions reductions. This involved collecting data on vehicle emissions and using it to calculate the environmental impact of EV adoption, allowing DPS to track their progress and demonstrate their commitment to sustainability.
Demographics and Geographic Scope
Denver Public Schools, the largest district in Colorado, serves over 90,000 students across more than 200 schools. The District aims to reduce greenhouse gas emissions by at least 90% from 2010 levels by 2050. A major hurdle in achieving this goal for their transportation related emissions reduction goals is the substantial upfront costs associated with transitioning from diesel-powered buses to electric or other low-emission alternatives. While electric buses generally offer lower operational expenses, their initial purchase price is often considerably higher. Furthermore, the necessary charging infrastructure requires additional investment and potential upgrades to the electrical system. Even with funding opportunities like the EPA Clean School Bus Program, these transition costs may not be fully covered.
Urban and Suburban Environment: Denver's mixed urban and suburban landscape influences transportation logistics, charging infrastructure feasibility, and vehicle selection. The diverse environment requires a flexible and adaptable approach to EV adoption, considering the varying needs of different communities within the district.
Large Geographic Area: The district's expansive area necessitates a substantial fleet, presenting both a challenge and a significant opportunity for impactful change through electrification. The large geographic area also means that charging infrastructure needs to be strategically distributed to ensure that all vehicles have access to charging when needed.
Existing Transportation Infrastructure and Operations
School Bus Fleet: DPS operates a large school bus fleet, a prime target for electrification due to predictable routes, consistent usage, and potential for substantial emissions reductions. The district currently operates three electric school buses. The existing fleet of diesel buses presents a significant opportunity to reduce emissions and improve air quality for students and the community.
Other Vehicles: DPS also utilizes a fleet of support vehicles, including maintenance trucks, administrative vehicles, and passenger vehicles, all of which were included in the Sawatch Labs analysis. Electrifying these vehicles can further reduce emissions and contribute to the district's sustainability goals.Sustainability Goals and Initiatives
Electric Vehicle Findings and Recommendations
Sawatch Labs used high-fidelity telematics data to model each vehicle's daily energy needs, considering factors like speed, weight, fuel efficiency, temperature, topography, and idle time. This detailed approach ensures accurate operational feasibility and TCO assessments. The analysis incorporated DPS-provided assumptions and various financial models, including grant funding scenarios and managed charging strategies. By considering a wide range of factors and scenarios, Sawatch Labs was able to provide DPS with tailored recommendations that met the school’s fleet electrification objectives.
Summary of Findings and Recommendations
Over 2.5 million miles of driving data were analyzed, with temperatures ranging from -19°F to 100°F. Of the 514 vehicles studied, 89 were identified as strong EV candidates, primarily large cargo vans and SUVs.
During the project, DPS secured funding through the EPA's Clean School Bus program and applied for a Fleet Zero Grant to reduce charging infrastructure costs. These funding sources are essential for reducing the upfront costs of electric school bus adoption, making the transition more affordable for the district. The district also partnered with Xcel Energy for electrical upgrades, including a new transformer at their primary charging location. This collaboration with a local utility provider ensures that DPS has the necessary electrical infrastructure to support its EV charging needs.
The images below summarize the analyses conducted by Sawatch Labs for DPS’ 2022/2023 and 2023/2024 school years. Note, operational changes implemented by the district necessitated two distinct analyses be conducted, one for each school year. Additionally, the district requested various financial scenarios be modeled which impacted the number of vehicles recommended for replacement with an EV. For example, multiple financial incentives including local grants available at the time were included in the 2022-2023 analysis. However, the 2023-2024 analysis included only federal grants.
2022 - 2023 School Year
2023 - 2024 School Year
Yellow Fleet Analysis
Once funding was secured for up to 20 electric school buses and associated infrastructure, the focus shifted to determining which buses to replace and where to install charging infrastructure. Sawatch Labs considered operational feasibility, charging infrastructure requirements, upfront vehicle costs, dwell locations and frequency, and EPA Clean School Bus program eligibility criteria, which included:
Capacity to carry more than ten passengers.
Gross Vehicle Weight Rating (GVWR) of 10,001 lbs or more.
Primary use: student transportation.
Fully operational
2010 model year or older.
Minimum average service of three days per week during the 2022/2023 school year.
The analysis, utilizing data extending back to June 22, 2022, identified more than 100 school buses meeting these criteria and operational requirements for EV replacement.
“The analysis has been helpful for my team to evaluate our actual needs, as they often differ from what our various fleet managing departments think.”
The images below are taken from DPS’ ezEV dashboard presenting an example summary of the comparative analysis for an individual school bus.
While the cost difference between traditional and electric school buses presented a significant barrier, strategic prioritization enabled DPS to identify optimal candidates for replacement. The analysis took into consideration budget constraints.
White Fleet Analysis
Unlike the yellow fleet, the cost differential for white fleet EVs versus ICE vehicles was less of an obstacle. The analysis provided multiple pathways for DPS to achieve its goal of 7% white fleet electrification by 2028 and 100% by 2050.
“Similarly for the white fleet, we have used the data and analysis from Sawatch to determine what our charging needs will be when we are able to electrify some of the fleet. We were also able to use the vehicle selection recommendations your team presented to create cost estimates that were presented to leadership in an effort to allocate funding for EV replacements in the District. While the funds have not been confirmed yet, they did appreciate the level of specificity we were able to present with this presentation, which would not have been possible without the vehicle specific analysis from the FEAP program.”
EVSE Recommendations by Location
Sawatch Labs conducted an in-depth EV charging infrastructure needs assessment using historical travel data for each vehicle in the school district’s fleet. Leveraging the ezIO tool, Sawatch studied how a fully electric DPS fleet would operate. Vehicle use patterns were analyzed to model charging requirements. Daily driving needs determined the amount of energy each vehicle would need at the end of the day. It was assumed charging would occur at the location where each vehicle parked at the end of work. The time and duration of daily charging sessions were aggregated to model peak demand at each location throughout the study period.
The image below is taken from DPS’ ezIO dashboard and highlights the projected daily kW demand peaks at its Hilltop Lot C bus terminal.
DPS ezIO dashboard highlighting the projected daily kW demand peaks at its Hilltop Lot C bus terminal.
This analysis highlighted the minimum number of EVSE ports needed at each location, optimizing infrastructure deployment and minimizing costs. The data also projected peak charging demand, enabling fleet and facility managers to identify potential overlaps with facility peak demand, which could result in higher utility demand charges. This information facilitated proactive strategies, such as shifting charging to off-peak hours, to avoid increased costs.
“The analytics has helped us determine the charging needs that we will be pursuing for our recent grant award of 20 buses and associated charging, as well to determine what buses make the most sense to replace their routes with EVs. It will also be informative in identifying which vehicles will be the most impactful to scrap in terms of carbon reduction, and the least impactful in terms of adjustment to the fleet routing”
DPS transportation operations are headquartered at their administration building, with school bus operations across several terminals. The Hilltop bus terminal will serve as the primary site for future EV charging infrastructure. Focusing on bus replacements domiciled at Hilltop Lot C minimized potential operational impacts, such as route changes and the need to scrap existing buses to meet EPA grant requirements.
The analysis identified 71 potential charging sites based on vehicle dwell locations and durations. After factoring in EV replacement recommendations, the number of projected charging locations decreased to 23 sites, streamlining near-term infrastructure investment. DPS staff utilized the ezIO dashboard to visualize charging station port count recommendations and project energy requirements at each site. They also had access to advanced features, enabling them to model various scenarios across all products included in their study.
The map below shows the geographic spread of potential charging sites observed across all vehicles included in the DPS’ fleet analysis.
The geographic spread of potential charging sites observed across all vehicles included in the DPS fleet analysis.
Emissions Tracking through EMIT
The transition from internal combustion engine (ICE) vehicles also has broader implications. Transportation staff may need to adapt route scheduling and bus assignments to accommodate charging durations and range constraints. Facilities staff will play a role in overseeing electrical infrastructure upgrades and maintenance.
To effectively address these challenges, DPS has adopted a proactive approach that includes strategic planning and a direct dismantling of barriers. A key tool in this approach is Sawatch Labs' EMIT software, which provides the capability to measure a range of vehicle emissions, including GHG, CO2, CO, NOx, PM2.5, and PM10. EMIT offers DPS the following capabilities:
Rapid reporting on both GHG emissions and those that impact ground-level air quality
Identification of vehicles and operational contexts where transitioning to electric vehicles (EVs) will have the most substantial effect on overall emissions
Tracking of emissions savings achieved through the utilization of their existing electric school buses
Evaluation of potential emissions reductions across the remainder of their fleet
Below is a graphic taken from DPS’ EMIT dashboard, showing emissions reductions observed during the 2023/2024 school year.
DPS EMIT dashboard showing emissions reductions observed during the 2023/2024 school year.
Electric Bus Operational Performance
DPS acquired its first electric school bus in Fall 2021 through grant funding, with two more added since. Sawatch Labs' ionEV software application was used to analyze the operational data of these buses throughout the study. ionEV provided DPS with insights into:
Real-time EV operational performance.
Opportunities for increased cost savings and emissions reductions.
Metrics to support reporting requirements and track progress toward sustainability goals.
Key findings from the analysis of the district's electric school buses between June 30, 2023, and November 14, 2024, include:
Zero Missed Electric Miles: This highlights the feasibility of electric school bus implementation due to their consistent routes and parking routines, and underscores DPS's effective EV fleet management.
The statistics below detail several key operational metrics related to the three electric school buses currently in operation at Denver Public Schools.
The Graphic above visualizes progress towards DPS’s school bus electrification goals.
Taking Action on the Findings
This comprehensive study empowered DPS with the data-driven insights and actionable recommendations needed to optimize their fleet management and EV infrastructure. Key takeaways include:
Strategic Vehicle Replacement: DPS can confidently prioritize EV adoption based on detailed analysis of operational needs, cost savings, and emissions reduction potential.
Optimized Charging Infrastructure: Strategic placement of charging infrastructure, considering operational factors and site-specific electrical capacity, ensures efficient and cost-effective deployment.
Data-Driven Decision Making: Access to real-time data and analytics through online dashboards enables ongoing monitoring, evaluation, and adjustment of the EV transition strategy.
Collaboration and Stakeholder Engagement: The project fostered collaboration between DPS, Xcel Energy, and Sawatch Labs, facilitating ongoing support and knowledge transfer to ensure long-term success.
By leveraging these findings and continuing to utilize the analytics tools provided, DPS is well-positioned to achieve its ambitious fleet electrification goals, creating a more sustainable and cost-effective transportation system for the district.
Fleet Electrification, Simplified
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