National Clean Diesel Rebate Program
2015 School Bus Replacement and
Retrofit Funding Opportunity
Program Guide
&EPA
United States
Environmental Protection
Agency
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National Clean Diesel Rebate Program
2015 School Bus Replacement and
Retrofit Funding Opportunity
Program Guide
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
&EPA
United States
Environmental Protection
Agency
EPA-420-B-15-086
September 2015
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Table of Contents
Contents
Section 1: Background 2
Section 2: Eligible Applicants 2
Section 3: Eligible Vehicles 3
Section 4: Funding Amounts 6
Section 5: Application 6
Section 6: Selection 9
Section 7: Notification 9
Section 8: Purchase Order Submittal 9
Section 9: Vehicle Delivery or DOC plus CCV Installation 10
Section 10: Scrappage 11
Section 11: Request for Payment 11
Section 12: Payment 12
Section 13: Cancellation of Rebate Application 12
Appendix A: Sample Application for a Public Entity 13
Appendix B: Sample Application for a Private Entity 14
Appendix C: Letter Tern plate for State-Owned Buses 15
Appendix D: Rebate Application Checklist 16
Appendix E: Sample Scrappage Photos 17
Appendix F: Sample Scrappage Certification Letter 23
Appendix G: Terms and Conditions 24
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Section 1: Background
The Diesel Emissions Reduction Act program (DERA) was originally authorized by Title VII, Subtitle G
(Section 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.
EPA designed this rebate program to encourage school bus fleet turnover so more children can ride
buses with the cleanest emissions standards or buses that have been retrofitted to reduce emissions.
The 2015 School Bus Replacement and Retrofit Funding Opportunity will provide financial assistance to
public and private fleet owners for the replacement or retrofit of older school buses. See Section 3 for
specific information on eligible vehicles and the replacement and retrofit options
This rebate program 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 2015 or newer
model year engine, or operate solely on electricity. Eligible replacement school buses may operate on
ultra-low sulfur diesel fuel (ULSD), battery or hybrid drive trains, or alternative fuels.
This rebate program will also allow fleet owners the option to retrofit buses powered by model year
1994 to 2006 engines with Diesel Oxidation Catalysts (DOCs) plus Closed Crankcase Ventilation (CCVs).
DOCs are exhaust after-treatment devices that reduce toxic emissions from diesel vehicles and
equipment. DOCs are widely used as a retrofit technology because of their simplicity and limited
maintenance requirements. CCV systems redirect emissions back to the intake systems for combustion
instead of emitting them into the air and are often used in combination with a DOC. EPA will fully fund
the cost of these retrofit technologies up to $3,000.
This document describes the criteria and requirements for the 2015 School Bus Replacement and
Retrofit 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 recognized group or community (including Native villages)
certified by the Secretary of the Interior as eligible for special programs and services
provided by her through the Bureau of Indian Affairs or other organizations.
• 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.
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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 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 2015 School Bus Replacement
and Retrofit Funding Opportunity requirements may submit an application to replace up to 10 buses per
district and retrofit up to 10 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 or retrofit must meet the requirements for 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
For the purpose of the 2015 School Bus Replacement and Retrofit 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.
Fleet size is determined by how many buses are in current operation and meet the above definition of a
school bus. Current operation is defined having accumulated at least 10,000 or more miles over the
most recent 12 months, or having been in use at least three days per week during the current school
year.
Public and private applicants with school bus fleet sizes between 1-100 buses may submit only one
rebate application that includes up to ten eligible replacements and/or up to ten eligible retrofits.
Public and private applicants with school bus fleet sizes with 101 or more buses may submit two rebate
applications that include up to 10 eligible replacements and/or up to ten eligible retrofits per
application. In order to submit two applications, at least one of the applications has to list 10 buses for
replacement and/or retrofit. Applicants submitting two applications must list different buses on each
application. Applicants must sign both applications. EPA will verify fleet size once an application has
been selected.
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Fleet Size
1-100
101 and over
Number of Applications
Permitted
One
Two
Replacements and
Retrofits Per Application
Up to 10 replacements
and/or
10 retrofits
Total Replacements
and/or Retrofits Per
Applicant
Up to 10
replacements
10 retrofits
Up to 20
replacements
20 retrofits
Vehicles for Replacement
Vehicles listed for replacement must be:
• Diesel-powered school buses powered by a 2006 or older engine model year;
• Above Gross Vehicle Weight Rating (GVWR) of 10,001 Ibs;
• 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.
All replacement buses must meet the following criteria:
• Powered by a certified 2015 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 determined by GVWR, 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 selected applicant [selectee] takes sole responsibility for ensuring the replacement bus remains in
operational condition.
In addition, selectees must agree to:
• Register the replacement 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.
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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.
Retrofitted Vehicles
Engines eligible for DOC plus CCV option include:
• School buses equipped with 1994 to 2006 model year engines;
• Must be powered by ultra-low sulfur diesel fuel (ULSD);
• The engine must be well maintained and not consume lubricating oil at a rate greater than that
specified by the engine manufacturer;
• The engine must not have been originally certified or equipped with a DOC or diesel particulate
filter;
• Must be compatible with the selected DOC plus CCV from EPA's verified technology list or
CARB's verified technology list.
Applicants should list $3,000 per DOC plus CCV on the application. This is the maximum EPA will pay.
Typically, DOC plus CCV installation should not exceed $3,000 per engine. Applicants should work with
dealers to make sure the parts and installation will not exceed $3,000. EPA will pay the exact amount
for the parts and installation as determined by receipts submitted later in the rebate process.
The selectee takes sole responsibility for ensuring the DOC plus CCV is compatible with their engine and
remains in operational condition. The selectees should work with manufacturers and suppliers to
ensure the engine type and model year are compatible with the technology and should negotiate a
warranty with product suppliers prior to purchase.
In addition, selectees must agree to:
• Perform regular engine maintenance to ensure DOC performance;
• Not make modifications to the retrofit technologies or engine after installation;
• Follow the CCV maintenance schedule for filter cartridge replacement;
• Be available for follow-up inspection of the school bus and related documents for three years
after the receipt of the rebate, if requested by EPA or its designees.
Selectees must maintain ownership of the retrofitted 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 retrofitted 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.
For more information about DOC plus CCV installation, please visit:
www3.epa.gov/cleandiesel/documents/420fl0030.pdfwww3.epa.gov/otaq/diesel/documents/420flOO
30.pdf
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Section 4: Funding Amounts
Vehicles for Replacement
For the 2015 School Bus Replacement Funding Opportunity, EPA anticipates having up to $7,000,000
available for rebates, subject to the 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
the program, or to make fewer selections than anticipated.
Table 1: Bus Size and Rebate Amount for Replacements
Class
Class 3
Class 4
Class 5
Class 6
Class 7
Class 8
Gross Vehicle Weight Rating
10,001-14,000 Ibs.
14,001-16,000 Ibs.
16,001-19,500 Ibs.
19,501-26,000 Ibs.
26,001-33,000 Ibs.
33,001+ Ibs.
Rebate Amount
$15,000
$15,000
$15,000
$20,000
$20,000
$25,000
Retrofitted Vehicles
EPA will pay up to $3,000 per bus for the DOC plus CCV option. This includes parts and installation.
Section 5: Application
EPA must receive all rebate applications (EPA Form 5600-260) and required supporting documentation
by Friday, October 30, 2015, 4:00 pm Eastern Time. The application should be downloaded as a fillable
Portable Document File (PDF): 2015 Rebate Application 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 www2.epa.gov/home/pdf-files.
The rebate application includes identifying information such as organization name, 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. 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. An EIN may be obtained by visiting the IRS website at:
www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employer-ldentification-
Number-%28EIN%29-Online
The rebate application requires the applicant to supply all of the following information related to the
school bus to be replaced:
1) Vehicle Information Number (VIN)
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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 does not use the letters "I" or "O" so as to avoid
confusion with the numbers 1 and 0.
2) Engine Model Year
The engine model year can be found on the plate attached to the engine itself, usually on
the nameplate that is permanently affixed to the engine. The engine model year can differ
from the vehicle model year.
3) Gross Vehicle Weight
Table 2: Vehicle Class and Gross Vehicle Weight
4)
5)
Class
Class 3
Class 4
Class 5
Class 6
Class 7
Class 8
Gross Vehicle Weight
10,0001-14,000 Ibs.
14,001-16,000 Ibs.
16,001-19,500 Ibs.
19,501-26,000 Ibs.
26,001-33,000 Ibs.
33,001 lbs+
The applicant does not need to indicate class size on the application, only the Gross Vehicle
Weight. However, the new bus cannot exceed the class size of the bus being replaced.
Applicants should refer to the table above to make sure their new buses fit the weight
requirements.
Engine Manufacturer
The engine manufacturer is the manufacturer of the original engine. This information can
usually be found on the engine nameplate.
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 it 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 customers can enter engine
serial numbers and determine the engine family name.
6) Annual Miles
Annual miles traveled should be obtained from driver or maintenance logs.
7) Annual Fuel Use
Annual fuel consumption should be obtained from driver or maintenance logs.
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8) Annual Idling Hours
Hours idling may be based on actual hours idling or estimated based on known usage.
9) Replacement or retrofit
Use the drop down menu to select the replacement or retrofit option.
10) Rebate Amount
See Section 4 to find the corresponding rebate amount for the size of the buses listed on the
application for the replacement option. Applicants choosing the DOC plus CCV option
should list $3,000 per bus. After selection, the applicant will need to provide an exact cost
including parts and installation.
11) Idle Reduction Policy
Check the appropriate box to indicate 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,
please visit www3.epa.gov/cleandiesel/sector-programs/antiidling.htm.
Please note that the Original Vehicle table has space to list only five buses. Applicants may list
additional buses on page two of the application.
By signing the rebate application, applicants are certifying that the information provided is 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.
EPA may contact an applicant to clarify any information provided by the 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
Applicants may submit the application via email, which is an option on the bottom of page one of the
application. A copy of the vehicle title and registration for each bus must be submitted with the
application package, and can be attached the email. 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 the help line at 877-623-2322 for assistance.
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Section 6: Selection
All applications that are submitted to EPA by the deadline will be assigned a unique identification
number, and applications 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. If 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.
Each selectee will be assigned an EPA contact to work with throughout the process.
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 and applicant waitlist will be posted on the 2015 School Bus Rebate page.
Section 7: Notification
EPA will notify selectees and those applicants that are on the wait list within 45 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. Information can be found at
www.sam.gov.
Once the selectee receives the selection letter from EPA, they may purchase the eligible replacement
school bus or DOC plus CCV.
Section 8: Purchase Order Submittal
Replacement Buses
A copy of the purchase order for the new school bus is required to be submitted to EPA within 90 days
of the 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
on 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, GVWR, engine model year, and purchase price;
4) Vehicle purchase date; and
5) Vehicle delivery date predetermined and agreed upon by both vendor and purchaser.
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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 "Proof of Purchase"
and should be emailed to your assigned EPA contact. The subject line should include the name of your
organization and DERA School Bus Proof of Purchase.
Retrofitted Buses
A copy of the purchase order for the DOC plus CCV is required to be submitted to EPA within 90 days of
the 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 DOC plus CCV
vendor on purchaser letterhead and include the following information for each DOC plus CCV:
1) Purchaser name, address, and phone number;
2) Vendor name, address, and phone number;
3) DOC plus CCV product name;
4) Vehicle purchase date; and
5) Installation 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 "Proof of Purchase"
and should be emailed to your assigned EPA contact. The subject line should include the name of your
organization and DERA School Bus Proof of Purchase.
Section 9: Vehicle Delivery or DOC plus CCV Installation
Replacement Buses
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. Selectees should receive a bill of lading, or proof of delivery, to send in with the
payment request form.
Retrofitted Buses
Selectees must select a certified dealer to install the DOC plus CCV within nine months from the date of
the selection letter and prior to submitting the payment request to EPA. A selectee must use a certified
dealer to complete essential installation checks to ensure the CCV works properly. The DOC plus CCV
must meet the requirements described in Section 3. Selectees must submit an installation receipt.
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Section 10: Scrappage
Replacement Buses
This only applies to buses that have been replaced.
Each bus being replaced must be scrapped or rendered permanently disabled prior to the selectee
submitting the payment request to EPA. The bus being replaced must be scrapped and permanently
disabled by:
1) Drilling a three inch by three inch hole completely through the engine block; and
2) Cutting the chassis rail in half.
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
2) Vehicle Identification Number (VIN)
3) Engine plate
4) Chassis rail cut in half
5) Engine block, prior to hole being drilled
6) Engine block, after hole has been drilled
Please see Appendix E for example photos of required scrappage documentation.
The selectee must also provide a letter on their letterhead or the letterhead of the salvage yard that
performed the service confirming the scrappage requirements have been met. The letter must be
signed by salvage yard that performed the service, if applicable, and the authorized representative listed
on the rebate application form. 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 and VIN
3) The name and contact information for the entity that scrapped the buses
The letter confirming scrappage should be scanned and saved in PDF format titled "Scrappage Letter"
and emailed to your rebate contact. This letter should be sent with the JPEG scrappage photos along
with the Request for Payment Form (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 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
Replacement Buses
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Selectees must submit the following documentation to request reimbursement from EPA:
• Payment Request Form (EPA Form 5600-261)) including detailed information on the new
vehicle
• Scrappage photos and letter for buses being replaced (see Section 10)
• A copy of the 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 for replaced
buses, a copy of the invoice for the new bus and a copy of the bill of lading for new buses in PDF format
as attachments to your assigned EPA contact. These documents must be sent no later than nine months
after the date of the selection letter (see Section 7).
Retrofitted Buses
Selectees must submit the following documentation to request reimbursement from EPA:
• Payment Request Form (EPA Form 5600-261) including detailed information on the DOC plus
CCV technology
• A copy of the invoice for the DOC plus CCV
• A copy of the installation receipt for the DOC plus CCV
To request reimbursement, email the completed payment request, a copy of the invoice for the DOC
plus CCV, and a copy of the installation receipt for the DOC plus CCV in PDF format as attachments to
your assigned EPA contact. These documents must be sent no later than nine months after the date of
the selection letter (see 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 the payment will be issued
to the selectee within a month 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 deadline, the rebate
application will be canceled and any reserved funds will be offered to the next eligible applicant on the
waiting list. EPA will notify the selectee prior to canceling any reserved funds.
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Appendix A: Sample Application for a Public Entity
United States Environmental Protection Agency
National Clean Diesel Rebate Program
Rebate Application
OMB Number: 2060-0686
Expiration Date: 10/31/2015
Applicant Information
Funding Year|2015 | Target Fleet [School Bus Rebate Type | Replacement/Retrofit
Organization Name Anytown Public School District
Address 11234 Main St.
City Anytown
County/Parish [Anywhere
-I ZIP 60000
Employer/Taxpayer No. favrm, |p1 -2345678 J DUNS Code 101-234-5678
D
Organization is a federally
recognized tribal government
Eligible Entity Information (Private Fleet Owner Applicants Only)
Private fleet owners are able to apply for funding from the National Clean Diesel Rebate Program If the vehicle(s) or equipment, for which funding is being requested,
are currently contracted or leased to an etigtble entity. An eligible entity \i 3 federal regional, state, local, or tribal agency or port authority with jurisdiction over
transportation or air quality. For additional information regarding private fleet applicants and eligible entities, please refer to the Program Guide.
Eligible Entity Type
Eligible Entity Name
Eligible Entity Location (County, State)
I certify the fleet of vehicle(s) or equipment, for which rebate funds are being requested, meet the requirements for
private fleets as described above and in the terms and conditions wrthin the Program Guide.
Original Vehicle
Vehicle Identification ?J?ln
Number .,
Year
1 9A9AAA9AXA999999 2001
2 8A8AAA8AXA688888 2002
3
4
5
v/ , ." Engine Engine Family Annual c .
«S-!j Manufacturer Name ' Miles ,,uel ™'n9
Weight Use Hours
30.000 Engine Co. 1XXXXOO.OOOO 15,000 1.400 270
30,000 Engine Co 2XXXXOQ.OOOO 12.000 1.300 2CO
Replacement or Rebate
Retrofit Amount"
Replacement 0 $20,000
Retrofit [»| $3.000
a
I
a
*To list additional vehicles for retrofit or replacement, please use table below
|Yes »| Does your school transportation provider have an idle reduction policy?
I certify that the vehicle(s) listed for replacement are operational and meet the
eligibility requirements defined in the Program Guide.
I certify that the vehicle(s) listed for replacement will be properly disposed of
according to the requirements defined in the Program Guide.
Total Funds Requested
123,000
Applicant Signature
"Please see the Program Guide for eligible rebate amounts
\/ By signing, I certify the statements and information provided in this application are true and accurate to the best of my
l/\l 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
Authorized Representative Name Jane Smith
Title [Superintendent
Email [jsmit h@anytownschool.edu
Phone | (123)456-7890
Date 10/8/2015
Authorized Representative Signature
If signing »l«clrt.n»:fl1ly. dick "Suhmt by FmaC twlow and attach vehicl* titla arrf «gistrali«i dOhTurmintii Fnr papw signaturss. plaase scan the flgnsd reb«* application an.: : t
'.•|*.-ar-4'ir'L.vlrvL'jKjij>.^.'i) gwy wtUi v#*iicle liHa art(J rwgi'dra&on docum«nl5 as ctescntwd this lundmg o&pcwltrnti/s fasatgiLSMfite.
EPA Form 5600-260 (9-14)
Submit by Email
Print Form
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Appendix B: Sample Application for a Private Entity
United States Environmental Protection Agency
National Clean Diesel Rebate Program
Rebate Application
OMB Number: 2060-0686
Expiration Date: 10/31/2015
Applicant Information
Funding Year|2015 | Target Fleet [School Bus Rebate Type | Replacement/Retrofit
Organization Name
Anytown Transit Co.
Address J4321 Main St
City Anytown
I
County/Parish |Anywhere | State | IL Q ZIP
60000
Employer/Taxpayer No. favrm, |p1 -2345679 J DUNS Code 101-234-5679
D
recognized tribal government
Eligible Entity Information (Private Fleet Owner Applicants Only)
Private fleet owners are able to apply fur funding from the National Clean Diesel Rebate Program if the vehicle^} or equipment, for which funding is being requested,
are currently contracted or leased to an elig'ble entity. An eligible entity 1-3 a federal regional, state, local, or bibal agency or port authority with jurisdiction over
transportation or air quality. For additional information regarding private fleet applicants and eligible entities, please refer to the Program Guide.
Eiioible Entity Type
Eligible Entity Name
Eligible Entity Location (County, State)
ptate Govt/Agency [J [Anytown Public School District
J I Anytown, IL
I certify the fleet of vehicle(s) or equipment, for which rebate funds are being requested, meet the requirements for
private fleets as described above and in the terms and conditions wrthin the Program Guide.
Original Vehicle
Vehicle Identification ?J?ln
Number .,
Year
1 9ASAM9AXA999999 2001
2 8A8AAA8AXA688888 2002
3
4
5
v/ , ." Engine Engine Family Annual c .
«S-!j Manufacturer Name ' Miles ,,uel ™'n9
Weight Use Hours
30.000 Engine Co. 1XXXXOO.OOOO 15,000 1.400 270
30.000 Engine Co 2XXXXOO.OOOO 12.000 1.300 2CO
Replacement or Rebate
Retrofit Amount"
Replacement 0 $20,000
Retrofit [»| $3.000
a
B
a
*To list additional vehicles for retrofit or replacement, please use table below
|Yes »| Does your school transportation provider have an idle reduction policy?
I certify that the vehicle(s) listed for replacement are operational and meet the
eligibility requirements defined in the Program Guide.
I certify that the vehicle(s) listed for replacement will be properly disposed of
according to the requirements defined in the Program Guide.
Total Funds Requested
123,000
Applicant Signature
"Please see the Program Guide for eligible rebate amounts
\/ By signing, I certify the statements and information provided in this application are true and accurate to the best of my
l/\l 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
Authorized Representative Name Ellen Smith
Title President
Email esmith@arty1ownsohool.edu
Authorized Representative Signature
Phone | (123)456-7891
Date 10/8/2015
If signing »l«dron.:aiy. did. -Subnrt by Fmal' Mom and attach vehid« Ml* and i»»itratioi documents Ft* ftftr signatures, ptoni* 10*1 Iho iiSKWd ivbat* appluat
':k--jr".li......,..i--..i,Iik-:jl..~..li n r. . . i ..•!., -Ml i. 'ni;oi-|.j LI L,lj,.. i!u'ill V''., ^V...J!.rn ''3 mat'
1-1 .'ir:,-. =.: -i- i I tr.
EPA Form 5600-260 (9-14)
Submit by Email
Print Form
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Appendix C: Letter Template for State-Owned Buses
[MUST BE PRINTED ON OFFICIAL 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 2015 School Bus Replacement and Retrofit Funding
Opportunity to replace or retrofit the buses listed on the application.
[SCHOOL DISTRICT NAME] may apply to replace up to 10 buses and retrofit up to 10 buses owned by the
state and operated by the [NAME OF SCHOOL DISTRICT]. [SCHOOL DISTRICT NAME] must submit the
signed rebate application, the required documents as stated in the Program Guide, and this signed letter
in order to be eligible for participation in the 2015 School Bus Replacement and Retrofit Funding
Opportunity.
If selected to participate, [SCHOOL DISTRICT NAME] is authorized by the [NAME OF THE STATE AGENCY
THAT OWNS THE BUSES] to proceed with all scrappage requirements or DOC plus CCV installation as set
out in the Program Guide.
All other eligibility restrictions for the applicant, vehicles, and program requirements must be met as
specified in the Program Guide (EPA FORM NUMBER). All eligible applications will be selected by a
lottery system.
Signed by the 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 2015 School Bus
Replacement and Retrofit Funding Opportunity.
EPA must receive the rebate application by Friday, October 30, 2015, 4:00 pm Eastern Time.
S Review eligibility of applicant to apply (Section 2)
S Review fleet and determine the vehicle eligibility (Section 3) including:
o School bus engine model year requirements
o Operation specifications
S Certify eligible entity information (private fleet owner applicants only) (Section 2)
S Complete the rebate application (EPA Form 5600-260). Download 2015 Rebate Application Form
o Complete vehicle information required on the rebate application for each school bus to
be replaced or retrofitted
o Include Dun and Bradstreet (DUNS) and Employer ID Number (EIN)
o Provide name, title, contact information and 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 of official
state agency letterhead (Appendix C)
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Appendix E: Sample Scrappage Photos
1) Side profile of the bus
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2) Vehicle Identification Number (VIN)
-^••Hf-
821280
MANUFACTURED BY
AMERICAN TRANSPORTATION CORPORATION
DA"E OF MANUFACTURE 05 MO. 01 YR
GVWR 16,034 KGS ( 35,350 IBS )
5AWR FRONT 5,601 KGS ( 12,350 IBS ) WITH
295/75R22.5G TIRES 14 PLY AT
758 KPa (110 PSI)COLD
RIMS 225X900 AXLE SINGLE
5AWRREAR 10.432KGS (23,000 IBS) WITH
11R22.5H TIRES 14 PLY AT
758 KPa (110 PSI)COLD
RIMS 22.5X8.25 AXLE DUAL
THIS VEHICLE CONFORMS TO ALL
APPLICABLE FEDERAL MOTOR
VEHICLE SAFETY STANDARDS IN
EFFECT ON THE DATE OF
MANUFACTURE SHOWN ABOVE.
VEHICLE IDENTIFICATION NO.
1HVBGAAR01A917002
VEHICLE TYPE
SCHOOL BUS BODY# 917002
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3) Engine plate
INTERNATIONAL*
2001
.NE MANUFACTURED BY:
CYLINDREE : '•«> L
EMISSION 1NVXH0466ANB
FAMILY
"OREL CH230 . I
r^^^^r^o^^oo I
PUSSJOUt IH^N
I IB-FI TOHO. • HFM I ggQ g, 14Q
I CMIE UWI X TR/MM I
EMISSIONS CONTROL SYSTEMS
Dl. TC. ECM, CAC
lllllllllllllllllllllllllllll'll
IMS mtt (US A PRWtftY MENDED SERVICE
«w*n« ^ A raw HEAvr-Dun DIESEL
gat AM) CdfOflMS TO OS. EPA. CALIFORNIA,
AUS1RAIIAN AHD. AND CANADIAN HEAVY-DUTY DIESEL
BEGULATK1NS AFFUCABtE FOR THE MPliD MODEL
TEAR. AM) B CEBTIFED TO (ffiMTE (WDIESEL FUEL.
1
-
Ct NOIEIR A I
T CONCU EN TANT
WIN ND1BJR DESa BOBUSTE DE GAMME MOTENNE
El ESI COKOf. AIR flEOEMENlS T '""
«K til Ef DU CANADA, APPLICABLE1)! L'ANNEE
DE NOtElE IPIIOIEE ET EST CERTIFIE POUR
FOCTUie) All CARBURANT DtSEL.
LE. FUEL'RATE 0 ADV. POWER AND
^TION TIMING ARE NON-ADJUSTABLE
&/N 470HM2U1305324
I
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4) Chassis rail cut in half
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5) Engine block, prior to hole being drilled
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6) Engine block, after hole has been drilled
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Appendix F: Sample Scrappage Certification Letter
[MUST BE PRINTED ON THE APPLICANT'S OR SALVAGE YARD'S LETTERHEAD]
[DATE]
The following bus(es) was/were disposed of according to Section 10 of the National Clean Diesel Rebate
Program 2015 School Bus Replacement and Retrofit Funding Opportunity Program Guide. I confirm that
the EPA scrappage requirements have been made. [NAME OF ENTITY THAT SCRAPPED THE BUS]
performed the bus scrappage on [DATE]. The phone number of the organization is [PHONE NUMBER].
[BusVIN] [Engine Model Year]
Signed by the 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 Replaced or Retrofitted School Bus
The replaced or retrofitted bus must be of the same or smaller Vehicle Class (3 - 8) and operate in a
similar manner and over similar routes as the original bus. 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 replaced or retrofitted 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 Replaced or Retrofitted School Bus
Selectees must maintain ownership of the replaced or retrofitted 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 replaced or
retrofitted 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 [seems like this should be mentioned earlier too]
Pursuant to 42 U.S.C. 16132(d)(2), no funds awarded under the 2015 School Bus Replacement and
Retrofit 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 or retrofits 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 45 days of the close of
the open application period.
Disbursement of Funds
EPA will issue rebate funds within a month 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 or technology installation. If necessary, EPA may request additional
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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 2015 School Bus Replacement and Retrofit 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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