National Clean Diesel Rebate Program
2014 School Bus Replacement Funding
Opportunity
Program Guide
&EPA
United States
Environmental Protection
Agency
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National Clean Diesel Rebate Program
2014 School Bus Replacement Funding
Opportunity
Program Guide
Transportation and Cimate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States
Environmental Protection
Agency
EPA-420-B-14-065
October 2014
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Table of Contents
Section 1: Background [[[ 2
Section 2: Eligible Applicants [[[ 2
Section 3: Eligible Vehicles [[[ 3
Section 4: Funding Amounts [[[ 4
Section 5: Application [[[ 5
Section 6: Selection [[[ 7
Section 7: Notification [[[ 7
Section 8: Purchase Order Submittal [[[ 8
Section 9: Vehicle Delivery [[[ 8
Section 10: Scrappage [[[ 8
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Section 1: Background
The Diesel Emission Reduction Act program (DERA) was originally authorized by Title VII,
Subtitle G (Sections 791 to 797) of the Energy Policy Act of 2005 (Public Law 109-58). DERA
was amended by the Diesel Emissions Reduction Act of 2010 (Public Law 111-364), codified at
42 U.S.C. 16131 et seq, adding, among other provisions, a rebate program option. The 2014
School Bus Replacement Funding Opportunity will provide financial assistance to public and
private fleet owners for the replacement of older school buses with new, cleaner school buses.
The 2014 School Bus Replacement Funding Opportunity will provide rebate incentives to
selected eligible applicants to replace school buses powered by model year 2006 or older engines
with new buses powered by a certified 2014 or newer model year engine, or operate solely on
electricity. Eligible replacement school buses may operate on conventional diesel (ULSD),
battery or hybrid drive trains, or alternative fuels. See Section 3 for specific information on
eligible vehicles.
This document describes the criteria and requirements of the 2014 School Bus Replacement
Funding Opportunity.
Section 2: Eligible Applicants
Eligible applicants include:
Regional, state, local, or Tribal agencies with jurisdiction over transportation or air
quality, including school districts and municipalities.
o A Tribal agency is a Federally recognized Indian tribal government, which is any
Indian tribe, band, nation or other organized group or community (including
Native villages) certified by the Secretary of the Interior as eligible for special
programs and services provided by him through the Bureau of Indian Affairs as
well as any organization.
Private entities that operate school buses under a contract with an entity listed above.
o If the applicant is a private entity, the applicant must certify on the rebate
application that it has an existing and executed contract to provide transportation
services to a specific public school district at the time of the rebate application.
Private schools and other organizations that operate school buses are not eligible
to apply for this rebate, unless they operate those school buses under a contract
with an entity listed above.
Ownership
At the time of application, the applicant must own and operate the school bus for which funds are
being requested. The applicant must submit a copy of the current vehicle title and vehicle
registration if registration is required by law in the state where the vehicle operates. If vehicle
registration is not included in the application package, the applicant must submit documentation
that registration is not required in its jurisdiction. If the existing vehicle title is not available at
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the time of application, a copy of the current and valid vehicle registration may be used as
alternative ownership documentation until a duplicate title is obtained.
State-Owned Buses
Public school districts that operate state-owned school buses meeting the 2014 School Bus
Replacement Funding Opportunity requirements may submit an application to replace up to five
buses per district. Each public school district applicant must submit the required ownership
documents as stated above in the Program Guide that show state ownership. The buses targeted
for replacement must meet the requirements for vehicle eligibility as stated in Section 3 of the
Program Guide.
The district must submit a signed letter from the state agency that owns the buses authorizing the
district to participate in the rebate program and, if the district is selected, to proceed with the
required scrappage of the replaced bus. The letter must be signed by the authorizing official and
must be submitted on the official letterhead of the state agency that owns the buses. A template
of the letter may be found in Appendix C.
Section 3: Eligible Vehicles
Vehicles for Replacement
For the purpose of the 2014 School Bus Replacement Funding Opportunity, a school bus is
defined as a vehicle used for the purpose of transporting 10 or more preprimary, primary or
secondary school students to schools or homes.
Applicants may submit only one rebate application that includes up to five eligible replacement
school buses. A school bus with an active lien-holder does not qualify to participate in this
program.
See Section 4, Table 1 for assistance with determining the class of the proposed school bus to be
replaced.
Vehicles listed for replacement must be:
Diesel-powered Class 3 through Class 8 school buses powered by a 2006 or older engine
model year are eligible for replacement;
Able to start, move in all directions, and have all operational parts; and
Have accumulated at least 10,000 or more miles over the most recent 12 months, or been
in use for at least three days per week during the current school year.
Applicants are required to certify on the rebate application that the school bus or buses to be
replaced meet these operational requirements.
Replacement Vehicles
Replacement school buses may not be ordered under this funding opportunity until the applicant
has been selected and has received the selection letter from EPA.
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All replacement buses must meet the following criteria:
Powered by a certified 2014 or newer model year engine, or operate solely on electricity.
Eligible replacement school buses may operate on conventional diesel (ULSD), battery or
hybrid drive trains, or alternative fuels;
The same or smaller vehicle class as the original school bus and operate in the same
manner and over similar routes as the original school bus; and
Meet Federal safety standards and required warranties.
The applicant takes sole responsibility for ensuring the replacement bus is in operational
condition.
In addition, selected applicants [selectees] must agree to:
Register the replacement school bus as required by state law (if applicable);
Maintain insurance as required by law;
Not make modifications to the emission control system on the replacement school bus or
engine; and,
Be available for follow-up inspection of the school bus and related documents for three
years after receipt of the rebate, if requested by EPA or its designee.
Selectees must maintain ownership of the replacement school bus for three years after receipt of
the rebate, and the bus must be used for the purpose of transporting 10 or more preprimary,
primary or secondary school students to schools or homes during that three-year period. If the
replacement school bus is sold before the end of the three-year period or used for purposes other
than described above, the selectee may be required to return up to the full amount of the rebate to
EPA. The amount required to be returned is at the discretion of EPA, and will be determined on
a case-by-case basis.
Section 4: Funding Amounts
For the 2014 School Bus Replacement Funding Opportunity, EPA anticipates having up to
$3,000,000 available for rebates, subject to availability of funds. Funding will not be provided
for administration expenses.
EPA reserves the right to partially fund applications, reject all applications and make no
selections under this program, or to make fewer selections than anticipated.
Table 1: Bus Size and Rebate Amount
CLASS
Class 3
Class 4
Class 5
Class 6
GROSS VEHICLE WEIGHT
RATING
10,001- 14,000 Ibs.
14,001- 16,000 Ibs.
16,001 -19,500 Ibs.
19,501 -26,000 Ibs.
REBATE AMOUNT
$15,000
$15,000
$15,000
$20,000
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Class 7
Class 8
26,001- 33,000 Ibs.
33,001 Ibs. +
$20,000
$25,000
Section 5: Application
Completing the Application
EPA must receive all rebate applications (EPA Form 5600-260) and required supporting
documentation by Monday, November 17, 2014, 4:00 pm EST. The application may be
downloaded from www.epa.gov/cleandiesel/documents/2014-clean-diesel-rebate-application.pdf
as a fillable Portable Document File (PDF). See Appendices A and B for sample rebate
applications. You must have Adobe Reader to open and fill in the fields of this form. For more
information about PDFs, please see www.epa.gov/epahome/pdf.html.
The rebate application includes identifying information such as organization name, address, Dun
and Bradstreet (DUNS) number, Employer ID Number (EIN), and the name of the organization's
authorized representative, who is able to sign on behalf of the applicant organization. If an
applicant does not have a DUNS or EIN, they must obtain one prior to applying for a rebate. An
organizational Dun and Bradstreet (D&B) Data Universal Number System (DUNS) number must
be included on the rebate form. Organizations may obtain a DUNS number at no cost by calling
the toll-free DUNS number request line at 1-866-705-5711, or visiting the D&B website at:
www.dnb.com.
The rebate application requires applicants to supply the following information related to the
school bus to be replaced.
1) Vehicle Identification Number (VIN)
The VIN or vehicle identification number is most frequently located on the driver's side
dash and is visible through the windshield. The VIN can also be located on the vehicle
title. The VIN is 17 letters and numbers and there are no letters "I" or "O" so there is no
confusion with the numbers 1 and 0.
2) Engine Model Year
The engine model year can be found on the label attached to the engine itself, usually on
the nameplate that is permanently affixed to the engine. Do not confuse the engine
model year with the vehicle model year that is found on the title. The engine model year
can differ from the vehicle model year
3) Gross Vehicle Weight Rating and Vehicle Class
CLASS
Class 3
Class 4
Class 5
Class 6
GROSS VEHICLE WEIGHT
RATING
10,001 - 14,000 Ibs.
14,001 - 16,000 Ibs.
16,001 -19,500 Ibs.
19,501 -26,000 Ibs.
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Class 7
Class 8
26,001- 33,000 Ibs.
33,001 Ibs. +
4) Engine Manufacturer
The engine manufacturer is the manufacturer of the original engine. This information
can usually be found on engine nameplate.
5) EPA Engine Family Name
The EPA engine family name is an 11 or 12 character number/letter designation included
on the engine nameplate for all heavy-duty truck engines sold in the United States. The
EPA engine family name is usually found on the nameplate that is permanently affixed to
the engine. The exact location and appearance of the nameplate varies by engine
manufacturer.
If the EPA engine family name does not appear on the engine or is difficult to read, the
manufacturer of your engine may be able to assist you in determining the engine family
name. Some manufacturers also have online tools where their customer can enter engine
serial numbers and determine the engine family name.
6) Annual Miles Traveled
Annual miles traveled should be obtained from driver or maintenance logs.
7) Annual Fuel Consumption
Annual fuel consumption should be obtained from driver or maintenance logs.
8) Annual Hours Idling
Hours idling may be based on actual hours idling or estimated based on known usage.
9) Location of operation of the school bus
County and state that the school buses listed operate in.
10) Rebate Amount
See Section 4 to find the corresponding rebate amount for the size of the buses listed on
the application.
11) Idle reduction policy
Check yes or no if the school transportation provider has an idle reduction policy for the
buses listed on the application. This is not a requirement for eligibility, it is for inventory
purposes only. For more information about idle reduction, visit
www.epa.gov/cleandiesel/sector-programs/antiidling.htm
By signing the rebate application, applicants are certifying that the VIN, engine model year,
gross vehicle weight rating, vehicle class, engine manufacturer, engine family name, miles
traveled, fuel usage, idling hours, and idle reduction policy reported are true to the best of their
knowledge. EPA reserves the right to request copies of documentation, such as activity logs, to
verify the above information.
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EPA may contact an applicant to clarify any information provided by that applicant.
See Appendix A for a sample Rebate Application for a public school district, and see Appendix
B for a sample Rebate Application for a private fleet owner.
Submitting the application
A copy of the vehicle title and registration must be submitted with the application package. The
applicant must be listed on the title as the sole owner of the vehicle unless applying to replace
state-owned buses. Public school districts applying with state-owned buses must also submit a
signed letter (see Appendix C) on the official letterhead of the state agency that owns the buses
at the time of application. See Section 2 for additional information.
Email the completed rebate application, along with a scanned copy of each vehicle's title and
registration, and if applicable, a letter from the state agency that owns the buses to:
CleanDieselRebate@epa.gov. Emailed applications must include the subject line: DERA
School Bus Rebate Application and the name of your organization. If the applicant does not
have access to email, please call 202-343-9689 for assistance.
Section 6: Selection
All applications that are submitted to EPA by the deadline will be assigned a unique
identification number, and applicants will be selected through a random number generator. EPA
will select at least one applicant from each EPA Region, provided each Region has an eligible
applicant. As additional resources are available in EPA Regions, more projects in those Regions
may be funded. EPA will also select at least one Tribal applicant, provided at least one eligible
Tribal entity applies. To view a map of EPA regions, please visit,
www2.epa.gov/aboutepa#pane-4.
Applicants not selected by lottery will remain in random number order on the wait list. If a
Selectee does not complete the remaining required steps in the rebate process, that Selectee will
be removed from the program and the next applicant on the wait list will be selected for
participation.
Both the Selectee List and the Applicant Wait List will be posted at
www.epa.gov/cleandiesel/dera-rebate-schoolbusl4.htm
Section 7: Notification
EPA will notify selectees and those applicants that are on the wait list within 30 days of the
application submittal deadline.
Selectees must register in the System for Award Management (SAM). EPA will direct selectees
to register in SAM prior to receiving their official selection letter. If a selectee does not register
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in SAM within 7 days of notification, that selectee will be removed from the program and the
next application on the wait list will be selected. Information can be found at www.sam.gov.
Once selectees receive the selection letter from EPA, they may purchase the eligible replacement
school bus.
Section 8: Purchase Order Submittal
A copy of the purchase order for the new school bus is required to be submitted to EPA within
90 days of date of the selection letter. The date of the purchase order cannot pre-date the date of
the selection letter. The proof of purchase may be a procurement request, purchase order, or any
other document that clearly shows a transaction being initiated between the selectee and a school
bus vendor for the purchase of an eligible school bus. Proof of purchase must be on official
school bus vendor or purchaser letterhead and include the following information for each bus:
1. Purchaser name, address, and phone number;
2. Vendor name, address, and phone number;
3. Vehicle make, model, engine model year, and purchase price;
4. Vehicle purchase date; and
5. Vehicle delivery date predetermined and agreed upon by both vendor and purchaser.
Selectees that submit false or misleading information may be barred from future participation in
DERA and other federal funding programs or may face other penalties.
The proof of purchase document should be scanned and saved in PDF format titled
"[Organization's Name] Proof of Purchase" and emailedto: CleanDieselRebate@epa.gov.
Include the subject line: DERA School Bus Proof of Purchase and your organization's name.
Section 9: Vehicle Delivery
Selectees must take delivery of the new vehicle within nine months from the date of the selection
letter and prior to submitting the payment request to EPA. New vehicles must meet the
requirements described in Section 3.
Section 10: Scrappage
Each bus being replaced must be scrapped or rendered permanently disabled prior to selectee
submitting the payment request to EPA. The older bus being replaced must be scrapped and
permanently disabled by:
1. Drilling a minimum V? diameter hole completely through the engine block, and;
2. Cutting the chassis rail in half.
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Proof of scrappage must be provided with the payment request. Scrappage documentation must
include JPEG images of the following with corresponding file names:
1. Side profile of the bus
a. Side profile.]peg
2. Vehicle Identification Number (VIN)
a. VINj peg
3. The engine tag that includes:
a. Engine serial number
i. Engine serial number.]peg
b. Engine family identifier
i. Engine family identifier.]peg
4. Chassis rail cut in half
a. Chassis.jpeg
5. Engine block, prior to hole being drilled
a. Engine block pri or j peg
6. Engine block, after hole has been drilled
a. Engine block after.jpeg
Please see Appendix E for example photos of scrappage.
The selectee must also provide a letter on their letterhead confirming the scrappage requirements
have been met. The letter must be signed by the authorized representative listed on the rebate
application forms. A template of the letter may be found in Appendix F. The letter must
include:
1. The date the buses were scrapped.
2. A listing of the buses with engine model year, engine family name, and VIN.
3. The name and contact information for the entity that scrapped the buses, if other than the
applicant.
The letter confirming scrappage should be scanned and saved in PDF format titled
"[Organization's Name] Scrappage Letter" and emailed to: CleanDieselRebate@epa.gov.
This letter should be sent with the JPEG scrappage photos along with the Request for Payment
(Section 11).
Scrappage may be completed by the selectee or by a salvage yard, or similar service, provided all
scrappage requirements have been met and all necessary documentation is provided. Equipment
and vehicle components that are not part of the engine or chassis may be salvaged from the bus
being replaced (e.g., seats, tires, etc). The engine and chassis may be sold for scrap metal,
provided that the bus is disposed of in accordance with federal and state requirements for vehicle
disposal.
Section 11: Request for Payment
Selectees must submit the following documentation to request reimbursement from EPA:
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Payment Request form (EPA Form 5600-261)
o The payment request requires selectees to provide detailed information on the
new vehicle, such as the Vehicle Identification Number, engine model year,
vehicle class, engine manufacturer, engine family name, fuel type, and vehicle
cost.
Scrappage photos and letter (see Section 10)
A copy of the school bus invoice for the new bus
A copy of the bill of lading (proof of delivery) for the new bus.
To request reimbursement, email the completed payment request, proof of scrappage, a copy of
the school bus invoice, and a copy of the bill of lading (in PDF format) as attachments to:
CleanDieselRebate@epa.gov. Include the subject line: DERA School Bus Payment Request
with your organization's name. These documents must be sent no later than nine months after
the date of the selection letter (Section 7).
Section 12: Payment
Once EPA has received and approved the selectee's payment request and supporting
documentation, EPA will issue the rebate funds electronically to the Selectee. EPA anticipates
that payment will be issued to the selectee within approximately 10 business days from when
complete documentation is received by EPA.
Section 13: Cancellation of Rebate Application
If a selectee fails to submit all of the required forms and other documents by the deadlines, the
rebate application will be cancelled and any reserved funds will be offered to the next eligible
applicant on the waiting list. EPA will notify the selectee prior to cancelling any reserved funds.
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Appendix A- Sample Rebate Application for a Public School District
vvEPA
United States Environmental Protection Agency
National Clean Diesel Rebate Program
Rebate Application
Funding Year 2014 Target Fleet [School Bus
OMB Number: 2060-0636
Expiration Date: 1D,'31/2015
Rebate Type Replacement
Applicant Information
I Organization Name Anytowo Pubic School District
(Address 1234 Main St
| City Anytown County/Parish Part State CA * \ ZIP 12345
Employer/Taxpayers. .FVTN Dt234567B DUNS Code D12345S7S
Organization is a Fede-ralty
recogn^ec tnoa' government
Eligible Entity Information iPrvate Fleet Owier.Applicants Only;.
p-«ate fiea cwiers are 3be tc app v "or 1/iSrg fteT Pie Natlana Gear 3iesel ReBate Program If the veNdeis) DC eqjpmen", fsr wricn *urxlrg * aeli
are cjraitj ccrracted sf 'eased ti an si g ae e"ttj An slgoe erlty is a ^aeral, regtera, Kate, loca, or flba agencj cr c«rt ajBwIty *lh julsaoion BVEF
trartsooRator giole Entity Name
Eligible Entity Locator iCcunty, State)
I certify the fleet of venicleisi OT equipment, for which rebate funds are being reoiuested. meet the requirements for
private fleets as desor,bed atxsve and in the terms a.nd conditions within the Program Guide.
Original Vehicle
Vehicle identification u*. , ., ... Vehde Engirw Engine Family Annual c ^
Number , -.,ia^ Class Manufacturer Name Miles , ,
Year Weight Use
Annual Location of
Idling Operator!
Hours County Sate
1| 9A9AAA9AXAA999995 1SS9 34,000 Oass B Engine Co 1XXXXDG.DODC 12,500 1^00 270 Part Ct * \
: .IMI..I !
*\ d
3i ' d
4! d
^ d
Total Funas Requestea
Retsate
Amount*
S25.000
r^ ace
IvX I 'Certify that tne vehiclei.sl listed for replacement are operational ants meet the
\/\ e'gioility requrements cefined in the Prsgram Guide.
I certify that tne venicleisl listed for replacement will be pfjpeny cisposec of
accord ng to the require-nents defined in. the P'ogram 3u=ide.
"Please see the Program Guide
for eligible rebate arrojnts
Applicant Signature
By sgning, , certify tne statements and information prwiceo in tnis apolicatcn are tnje anc accurate to tfie best of my
knowledge. If selectee for funding, agree to provide tne required docu menlaton ana assurances necessary for funding.
Puncing for tne Natcnal Clean Diesel Rebate program is sub:ect to continuing federal aop'cpriat'ons. Please see the Prog an-
Gu de tb" aflditiona fu-nd ng -nfo-Tnation
Ajtnorized Repnesentatve Name Jane SlTlittl
Title Superintendent Email smith.jane@aps.org Phone (555! 555-5555
A jtnon'zed RepnesentanVe Signature Date 1 0/2/20 1 4
EPA Form 5600-260 15-14)
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Appendix B- Sample Rebate Application for a Private Fleet Owner
cvEPA
United States Environmental Protection Agency
National Clean Diesel Rebate Program
Rebate Application
OMB Number: 2060-0686
Expiration Date: 10/31/2015
Funding Year[2014 ] Target Fleet [school Bus Rebate Type [Replacement
Applicant Information
| Organization Name A School Bus Operating Company
| Address 5678 Main St.
| City Anytown {
| Employer/Taxpayer No. .;EWTINI 012345678
County/Parish Lake State MN _*j ZIP 12345
Organization is a Federally
jDUNSCode 1111111111
recognized tribal government
Entity Information (Private Fleet Owner Applicants Only)
=rva:e fleet caners are as e a ape') Tor tu^d pg ion tie Natlcna: Clean Diesel ^«ba:e °ragram f trie ventaefs) or equpnent. for which funding is cemg requested.
are curer.-y cerraced or leases to a^ ellg.ols entty. An etgltsie enay «a teaera, regions, state, oca!, or trios ageray or pert autnoity wim Junsaictson sat
tranipsrtafoi cr air qua'Ty For addtcra! fifbtT3-.'or regaidlng prtvace fleet applcamc ana Blgble e"B:eE pease refer to the Program Guide.
Eligible Entity Type Eligible Entity Name Eligible Entity Location (County, State)
State Govf'Agency * j Anytown Pub lie School District Lake.MN
I eertiy iSe fleet of vehicle(s! or equipment, for which rebate funds are being requested, meet the requirements for
private fleets as described above and m the terms and conditions within the Program Guide.
Original Vehicle
Vehicle Identification
NuH-ber
1|| flABAAASAXAA9W989
2
3
4|
5|
Engine
Atodel
Year
ig§e
Grcss
Vehtde
Weight
31, ODD
Vehide
Class
Class 7
Engine
Manufacturer
Eng"ne Go
Engirse Famsy
Name
1XXXXOD.OGOO
Annual
Mies
12,500
*>
Annual
Fuel
Use
1,400
Annuai
Idling
Hours
270
Tot
Location erf
Operation
County State
Lake Mh ^
J
'
-
Rebate
Amount"
S2D.&DQ
S20 ODD
X' I certify that the vehicle(si listed for replacement are operational arc! meet the
. eligibility requirements defined in the Program Guide.
X1 I certify that the vehiele(s) listed for replacement will be property disposed of
;_ J according to the requirements defined in the Program Guide.
'Ptease see the Program Guide
far eligible rebate amounts
Applicant Signature
l!\x1 By signing, I certify the statements and information provided in this application are true and accurate to Hie best of my
i'^ knowledge. If selected for funding, I agree to provide the required documentation and assurances necessary for funding.
Funding for the National Clean Diesel Rebate Program is subject to continuing federal appropriations. Please see the Program
Guide for additional funding information.
I Authorized Representative r-4ame Jane Smith
| Title Director Email smith.jane@ABuses.com
j Authorized Representative Signature
EPA Form 5600-260 (9-14)
! Phone (555)555-5555
bate10O/2014
12
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Appendix C- Letter Template for State-Owned Buses
[MUST BE PRINTED ON THE OFFICAL LETTERHEAD OF THE STATE AGENCY THAT
OWNS THE BUS LISTED ON THE APPLICATION]
The [NAME OF STATE AGENCY THAT OWNS THE BUSES]_owns the buses operated by
[SCHOOL DISTRICT NAME]. The [NAME OF STATE AGENCY THAT OWNS THE
BUSES] authorizes [AUTHORIZED APPLICANT REPRESENTATIVE NAME] to submit an
application on behalf of [SCHOOL DISTRICT NAME] to the U.S. Environmental Protection
Agency for the 2014 School Bus Replacement Funding Opportunity to replace the buses listed
on the application.
[SCHOOL DISTRICT NAME] may apply to replace up to five buses owned by the state that
[SCHOOL DISTRICT NAME] operates. [SCHOOL DISTRICT NAME] must submit the
signed rebate application, the required registration documents as stated in the Program Guide,
and this signed letter in order to be eligible for participation in the 2014 School Bus Replacement
Funding Opportunity.
If selected to participate in the rebate program, [SCHOOL DISTRICT NAME] is authorized by
[NAME OF THE STATE AGENCY THAT OWNS THE BUSES] to proceed with all scrappage
requirements as set out in the School Bus Rebate Program Guide.
Only public school districts operating state-owned buses are eligible to apply. All other
eligibility restrictions for the applicant, vehicles, and program requirements must be met as
specified in the Program Guide (EPA-420-B-14-065). All eligible applications will be selected
by a lottery system.
[AUTHORIZED REPRESENTATIVE OF THE
STATE AGENCY THAT OWNS THE BUSES]
[PHONE NUMBER OF THE AUTHORIZED
REPRESENTATIVE]
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Appendix D- Rebate Application Checklist
The following information is required in order for an application to be considered eligible and
therefore entered into the random selection pool to potentially receive funds through the 2014
School Bus Replacement Funding Opportunity.
EPA must receive the Rebate Application by Monday, November 17, 2014, 4:00pm EST.
S Review eligibility of applicant to apply (Section 2)
S Review fleet and determine vehicle eligibility (Section 3) including:
a. School bus engine model year requirement
b. Operation specifications
S Certify eligible entity information (private fleet owner applicants only) (Section 2)
S Complete the rebate application (EPA Form 5600-260) available for download at
www.epa.gov/cleandiesel/dera-rebate-schoolbusl4.htm
a. Complete vehicle information required on the rebate application for each school
bus to be replaced (up to five)
b. Include Dun and Bradstreet (DIMS) and Employer ID Number (EIN)
c. Provide name, title, contact information and obtain the signature of the applicant's
authorized representative
S Attach a scanned copy of the vehicle title and registration for each bus to be replaced.
Note: a school bus with an active lien-holder does not qualify to participate in this
program.
S For public school districts applying with state-owned buses, attach a signed letter on
official state agency letterhead (Appendix C).
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Appendix E- Sample Scrappage Photos
1. Side profile of the bus
a. Side profile.]peg
2. Vehicle Identification Number (VIN)
a. VINj peg
BLUE BIRD BODY COMPAN
DATE OF MFR.
INC. VEH. MFD. BY
DATE
SUITABLE TIRE-RIM CHOICE
VWR
.AWR. FRONT
GAWR. REAR
WITH
RIMS, AT
PSI COLD SINGLE
WITH
RIMS, AT PS/ COLD DUAL
HIS VEHICLE CONFORMS TO ALL APPLICABLE U.S. FEDERAl-
OTOR VEHICLE SAFETY STANDARDS IN EFFECT IN
CLASSIFICATION
15
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3. The engine tag that includes:
a. Engine serial number and engine family name
i. Engine tag.)
4. Chassis rail cut in half
a. Chassis.]
16
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5. Engine block, prior to hole being drilled
a Engine block prior jpeg
1
a.
Engine block, after hole has been drilled
a. Engine block after.jpeg
17
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Appendix F- Sample Scrappage Certification Letter
MUST BE PRINTED ON THE APPLICANT'S OFFICIAL LETTERHEAD OR THE
LETTERHEAD OF THE COMPANY THAT SCRAPPED THE BUS
[DATE]
Bus Scrappage Certification
The following bus[es] was/were disposed of according to Section 10 of the National Clean
Diesel Rebate Program 2014 School Bus Replacement Funding Opportunity Program Guide. I
confirm that the EPA scrappage requirements have been met. [NAME OF ORGANIZATION
THAT SCRAPPED THE BUS] performed the bus scrappage on [DATE]. The phone number of
this organization is [PHONE NUMBER].
[Bus VIN] [Engine Model Year] [Engine Family Name]
[Signature of Authorized Representative of
Selectee]
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Appendix G- Terms and Conditions
Applicants are required to comply with the following terms and conditions. By signing the
rebate application (see Appendix A for example), applicants certify that they have read and agree
to the requirements of this document and the program terms and conditions.
Use of Replacement School Bus
The replacement bus must be of the same or smaller Vehicle Class (3 - 8) and operate in a
similar manner and over similar routes as the school bus it replaces. In addition, the selectee
agrees that they will:
Register the replacement school bus as required by state law (if applicable);
Maintain insurance as required by law;
Not make modifications to the emission control system on the replacement school bus or
engine; and,
Be available for follow-up inspection of the school bus for three years after receipt of the
rebate, if requested by EPA or its designee.
Ownership of Replacement School Bus
Selectees must maintain ownership of the replacement school bus for three years after receipt of
the rebate and the bus must be used for the purpose of transporting 10 or more preprimary,
primary or secondary school students to schools or homes during that three-year period. If the
replacement school bus is sold before the end of the three-year period or used for purposes other
than described above, the selectee may be required to return up to the full amount of the rebate to
EPA. The amount required to be returned is at the discretion of EPA, and will be determined on
a case-by-case basis.
Restriction for Mandated Measures
Pursuant to 42 U.S.C. 16132(d)(2), no funds awarded under the 2014 School Bus Replacement
Funding Opportunity shall be used to fund the costs of emission reductions that are mandated
under federal law. In addition, federal funds for school bus replacements must not be used in
combination with any other federal funding.
Documentation Requirement
If an applicant is selected, that selectee is responsible for providing the payment request and
required supporting documentation to EPA. Selectees are responsible for maintaining copies of
all submitted forms and documents, and EPA responses, for a period of three years after receipt
of the rebate.
EPA Responsibilities
EPA will review rebate applications for eligibility within the timelines established in Section 7.
EPA will promptly notify applicants by email of the status of an initial application within 30
days of the close of the open application period.
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Disbursement of Funds
EPA will issue rebate funds within 10 business days of determining that a selectee has submitted
a completed payment request and all supporting documents, including proof of scrappage of the
old vehicle and proof of the new vehicle delivery. If necessary, EPA may request additional
documentation from a selectee prior to issuing funds if EPA determines that any required
information is missing or incomplete. In such a case, EPA will provide the Selectee with a
reasonable amount of time to submit additional information.
Emission Reductions Reporting
EPA will use the vehicle information supplied by applicants to calculate emissions reductions
attributable to the 2014 School Bus Replacement Funding Opportunity for the purposes of
program evaluation and reporting to Congress on the effectiveness of the program.
Program Audit
EPA will conduct random reviews of selectees' documentation to protect against waste, fraud,
and abuse. As part of this process, EPA may request copies of rebate documents from prior
selectees who have received rebates, or may request documentation from current selectees to
verify statements made on the application and payment forms. Selectees are expected to comply
with recordkeeping requirements and must supply EPA with any requested documents for three
years from date of rebate issuance, or risk cancellation of an active rebate application or other
enforcement action.
Record Retention Requirements
Selectees must retain all financial records, supporting documents, accounting books and other
evidence of Rebate Program activities for three years after receipt of the rebate. If any
litigation, claim, or audit is started before the expiration of the three year period, the recipient
must maintain all appropriate records until these actions are completed and all issues resolved.
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