National Clean Diesel Rebate Program
2016 School Bus Replacement and
Retrofit Funding Opportunity
Program Guide
SEPA
United States
Environmental Protection
Agency

-------
National Clean Diesel Rebate Program
2016 School Bus Replacement and
Retrofit Funding Opportunity
Program Guide
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
United States
Environmental Protection
^1	Agency
EPA-420-B-16-078
September 2016

-------
Table of Contents
Section 1: Background	2
Section 2: Eligible Applicants	2
Section 3: Eligible Vehicles	3
Section 4: Funding Amounts	6
Section 5: Application	7
Section 6: Selection	9
Section 7: Notification	10
Section 8: Purchase Order Submittal	10
Section 9: Vehicle Delivery or DOC plus CCV and FOH Installation	11
Section 10: Scrappage	12
Section 11: Request for Payment	13
Section 12: Payment	13
Section 13: Cancellation of Rebate Application	13
Appendix A: Rebate Timeline	14
Appendix B: Sample Application for a Public Entity	15
Appendix C: Sample Application for a Private Entity	16
Appendix D: Letter Template for State-Owned Buses	17
Appendix E: Rebate Application Checklist	18
Appendix F: Sample Scrappage Photos	19
Appendix G: Sample Scrappage Certification Letter	25
Appendix H: Terms and Conditions	26
1

-------
Section 1: Background
The U.S. EPA's Diesel Emissions Reduction 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 2016 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 2016 or newer
model year engine, or that operate solely on electricity. Eligible replacement school buses may operate
on ultra-low sulfur diesel fuel (ULSD), gasoline, battery or hybrid drivetrains, 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 a DOC plus a CCV, up to $4,000.
For 2016, EPA will also be offering funding for fuel operated heaters (FOH) that are installed on the
same buses being equipped with DOCs plus CCVs. Fuel operated heaters, also known as direct fired
heaters, warm the engine block and passenger compartment without the need to idle the bus engine.
These heaters use only one cup of fuel per hour compared to half a gallon of fuel needed to run the
engine for an hour. EPA will fully fund the cost of a DOC plus a CCV and a FOH, up to $6,000.
This document describes the criteria and requirements for the 2016 School Bus Replacement and
Retrofit Funding Opportunity.
Section 2: Eligible Applicants
Eligible applicants include:
• Regional, state or local agency, or port authority, or tribal government or native village, which
has jurisdiction over transportation or air quality, including public school districts and
municipalities.
o A Tribal government 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.
2

-------
• 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 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.
In some cases, a company may have wholly owned subsidiaries that own the buses that will be replaced
or retrofitted. In this situation, the application may be submitted under the name of the parent
company. If the owner listed on the bus title differs from the name of the parent company, then the
applicant must also provide a letter of explanation that details the relationship between the parent
company and subsidiaries.
State-Owned Buses
Public school districts that operate state-owned school buses meeting the 2016 School Bus Replacement
and Retrofit Funding Opportunity requirements may submit an application to replace up to 10 buses per
district and/or to 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. Please see Appendix D for
a template of this letter.
Section 3: Eligible Vehicles
For the purpose of the 2016 School Bus Replacement and Retrofit Funding Opportunity, a school bus is
defined as a vehicle primarily 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 as having accumulated at least 10,000 or more miles
3

-------
transporting students over the most recent 12 months, or having been in use at least three days per
week transporting students 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 10 eligible replacements and/or up to 10 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 10 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.
Table 1: Maximum Number of Replacements and Retrofits
Fleet Size
Number of
Applications Permitted
Replacements and
Retrofits
Per Application
Total Replacements
and Retrofits
Per Applicant
1-100
1
Up to
10 replacements
and
10 retrofits
Up to 10
replacements and
10 retrofits
101 and over
2
Up to 20
replacements and
20 retrofits
Vehicles for Replacement
Vehicles listed for replacement must be:
•	Diesel-powered school buses powered by a 2006 or older engine model year;
•	Gross Vehicle Weight Rating (GVWR) of 10,001 lbs or above;
•	Able to start, move in all directions, and have all operational parts; and
•	Have accumulated at least 10,000 or more miles transporting students over the most recent 12
months, or been in use for at least three days per week transporting students 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 2016 or newer model year engine, or operate solely on electricity.
Eligible replacement school buses may operate on conventional diesel (ULSD), gasoline, battery
or hybrid drivetrains, or alternative fuels. Be advised, engine model year often differs from
vehicle model year. See Section 5 of this program guide for more information on engine model
year;
4

-------
•	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.
Selectees must maintain ownership of the replacement school bus for three years after receipt of the
rebate, and the bus must be used primarily 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.
When ordering new buses, please consider adding fuel-operated heaters as an option. These devices
allow you to keep the engine and passenger compartment warm without needing to idle the diesel
engine. The small upfront cost of a fuel-operated heater can lead to big savings in fuel costs and
significant reductions in harmful emissions over the life of the vehicle.
Retrofitted Vehicles
Engines eligible for DOC plus CCV and FOH options 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; and
•	Must be compatible with the selected DOC plus CCV from EPA's verified technology list and FOH
from EPA's verified list of idling reduction technologies.
The selectee takes sole responsibility for ensuring the EPA verified DOC plus CCV and FOH are
compatible with their engine and remain 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;
5

-------
•	Not make modifications to the retrofit technologies or engine after installation;
•	Follow the CCV maintenance schedule for filter cartridge replacement;
•	Follow the FOH maintenance schedule; and
•	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 primarily 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 installation, please visit: www.epa.gov/sites/production/files/2016-
03/documents/420f10030.pdf
Section 4: Funding Amounts
Vehicles for Replacement
For the 2016 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 administrative
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 2: Bus Size and Rebate Amount for Replacements
Class
Gross Vehicle Weight Rating of Replacement
Rebate Amount
Class 3
10,001-14,000 lbs.
$15,000
Class 4
14,001-16,000 lbs.
$15,000
Class 5
16,001-19,500 lbs.
$15,000
Class 6
19,501-26,000 lbs.
$20,000
Class 7
26,001-33,000 lbs.
$20,000
Class 8
33,001+ lbs.
$25,000
Retrofitted Vehicles
Applicants should list $4,000 per DOC plus CCV on the application. This is the maximum EPA will pay.
Typically, DOC plus CCV installation should not exceed $4,000 per bus. Applicants that wish to add a
FOH in addition to the DOC plus CCV are eligible for up to $6,000 per bus. Selectees should work with
dealers to make sure the parts and installation will not exceed these amounts. EPA will reimburse
selectees the exact amount paid for the parts and installation, as determined by receipts submitted later
in the rebate process, up to the maximum amounts stated above.
6

-------
Section 5: Application
EPA must receive all rebate applications (EPA Form 5600-266) and required supporting documentation
by Tuesday, November 1, 2016, 4:00 pm Eastern Time. The application should be downloaded as a
fillable Portable Document File (PDF) from the Clean Diesel Rebates website. See Appendices B and C
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/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: http://www.dnb.com/duns-number.html. An EIN may be obtained by visiting the IRS
website at: www.irs.gov/Businesses/Small-Businesses-&-Self-Emploved/Applv-for-an-Emplover-
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)
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 nameplate that is permanently affixed to the
engine. Note: The engine model year is often one or more years older than the vehicle
model year. Be sure to use the engine model year when filling out your application and
payment request form. The engine model year can also be determined from the EPA engine
family name. The first character in the engine family name corresponds with the engine
model year pursuant to the table below. For example, the EPA engine family name on the
engine plate in the photo in Appendix F of this program guide is 1NVXH0466ANB which
corresponds with engine model year 2001.
Table 3: First Character of EPA Engine Family Name and Corresponding Engine Model Year
1980
A
1990
L
2000
Y
2010
A
1981
B
1991
M
2001
1
2011
B
1982
C
1992
N
2002
2
2012
C
1983
D
1993
P
2003
3
2013
D
1984
E
1994
R
2004
4
2014
E
1985
F
1995
S
2005
5
2015
F
1986
G
1996
T
2006
6
2016
G
1987
H
1997
V
2007
7
2017
H
1988
J
1998
W
2008
8
2018
J
1989
K
1999
X
2009
9
2019
K
7

-------
3) Gross Vehicle Weight
Table 4: Vehicle Class and Gross Vehicle Weight
Class
Gross Vehicle Weight
Class 3
10,001-14,000 lbs.
Class 4
14,001-16,000 lbs.
Class 5
16,001-19,500 lbs.
Class 6
19,501-26,000 lbs.
Class 7
26,001-33,000 lbs.
Class 8
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.
4)	Engine Manufacturer
The engine manufacturer is the manufacturer of the original engine. This information can
usually be found on the engine nameplate.
5)	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. See Appendix F for a photo of an engine nameplate.
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.
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
8

-------
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 $4,000 per bus. Applicants choosing the DOC plus CCV and FOH option should list
$6,000 per bus. Before reimbursement, the selectee will need to provide a receipt showing
the 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 www.epa.gov/cleandiesel/clean-school-bus#idle.
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 B for a sample rebate application for a public school district, and see Appendix C 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 to 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 D) 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:
Clean Diesel Rebate(a)epa.gov. Emailed applications must include the subject line: "DERA 2016 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.
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:
9

-------
•	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. To view a map of EPA Regions, please visit: www.epa.gov/aboutepa#pane-4;
•	At least one Tribal applicant, provided at least one eligible Tribal entity applies; and
•	At least 10 applications which exclusively request retrofit funding, provided that there are 10
eligible applicants.
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 may be selected for participation.
Both the selectees and applicant waitlist will be posted on the Clean Diesel Rebates website.
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 official selection letter from EPA, they may purchase the eligible
replacement school bus or DOC plus CCV and FOH.
Section 8: Purchase Order Submittal
Replacement Buses
Proof of purchase 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 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.
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.
10

-------
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, "DERA 2016
School Bus Proof of Purchase and the name of your organization.
Retrofitted Buses
Proof of purchase for the DOC plus CCV or the DOC plus CCV and FOH is required to be submitted to EPA
within 90 days of the date of the selection letter. The date of the purchase 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 or a DOC plus CCV and FOH vendor on purchaser letterhead and include the following information
for each DOC plus CCV or DOC plus CCV and FOH:
1)	Purchaser name, address, and phone number;
2)	Vendor name, address, and phone number;
3)	DOC plus CCV and FOH product name;
4)	Product 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, "DERA 2016
School Bus Proof of Purchase and the name of your organization.
Section 9: Vehicle Delivery or DOC plus CCV and FOH 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 must obtain a bill of lading, or proof of delivery, from the vendor;
proof of delivery must be submitted to EPA with the payment request form as described in Section 11.
Retrofitted Buses
Selectees must select a certified dealer to install the DOC plus CCV or DOC plus CCV and FOH 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 or DOC plus CCV and FOH must meet the requirements described in Section
3. Selectees must obtain an installation receipt from the dealer; proof of installation must be submitted
to EPA with the payment request form as described in Section 11.
11

-------
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. Scrappage may be completed by the selectee or by a salvage
yard, or similar service, provided all scrappage requirements are met and all necessary documentation is
provided. 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.
Past selectees have successfully used a three inch hole-saw or a torch to create the hole in the engine
block.
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) label;
3)	Engine plate showing the EPA engine family name;
4)	Chassis rail cut in half;
5)	Engine block, prior to hole being drilled; and
6)	Engine block, after hole has been drilled
Please see Appendix F 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 the salvage yard that performed the service, or, if the selectee performs the scrappage service
themselves, the authorized representative listed on the application form. A template of the letter may
be found in Appendix G. The letter must include:
1)	The date the buses were scrapped;
2)	A listing of the buses with engine model year and VIN; and
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 Payment Request Form (Section 11).
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.
12

-------
Section 11: Request for Payment
Replacement Buses
Selectees must submit the following documentation to request reimbursement from EPA:
•	Payment Request Form (EPA Form 5900-261) 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; and
•	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). The subject line should include, "DERA 2016 School
Bus Payment Request and Scrappage and the name of your organization.
Retrofitted Buses
Selectees must submit the following documentation to request reimbursement from EPA:
•	Payment Request Form (EPA Form 5900-261) including detailed information on the DOC plus
CCV and FOH technology;
•	A copy of the invoice for the DOC plus CCV and FOH; and
•	A copy of the installation receipt for the DOC plus CCV and FOH
To request reimbursement, email the completed payment request, a copy of the invoice for the DOC
plus CCV and FOH, and a copy of the installation receipt for the DOC plus CCV and FOH 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). The subject line should include, "DERA 2016 School
Bus Payment Request and Scrappage and the name of your organization.
Section 12: Payment
Once EPA has received and approved the selectee's payment request form 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 may be offered to the next eligible applicant on the
waiting list. EPA will notify the selectee prior to canceling any reserved funds.
13

-------
Appendix A: Rebate Timeline
Table 5: Rebate Timeline
September 29, 2016
2016 School Bus Rebate Program opens. EPA begins accepting
application submissions.
November 1, 2016,
4pm Eastern Time
Application submission deadline
Estimated December
2016
EPA posts selectees and waiting list online and emails official
selection letters to selectees
Estimated March 2017
Deadline for the submission of purchase orders for replacement
buses and retrofits (90 days after the date on the selection letters)
Estimated September
2017
Deadline for payment request form and supporting documentation
(9 months after the date on the selection letters)
Within one month of
receipt of complete
payment request form
and supporting
documentation
EPA will process the payment and the selectee will receive an
electronic deposit in the bank account associated with their SAM.gov
registration
14

-------
Appendix B: Sample Application for a Public Entity
oEPA
United States Environmental Protection Agency
National Clean Diesel Rebate Program
Rebate Application
OMB Number 2D60-Q686
Expiration Date: 3/31/2D19
Applicant Information Funding Year 2016 Target Fleet School Bus Rebate Type Replacement/Retrofit
Organizafcn Name
Address
City
County/Parish
State
ZIP
Organization is a federally
recognized tribal government
Employer/Taxpayer No. iewtinj
DUNS Code
Q12345678
60000
Anywhere
Anytown Public School District
1234 Main St.|
Eligible Entity Information (Prvate Fleet Owner Applicants Only-.
Prtvate fleet owners are able zc apply for ?undng Irani 1fre National Clear Diesel Reftate Program If sfie vehkJe(s) or equipment. Tor wtilcti funding is Deng requested,
are currently contracted or leased to an eligible entity. An eligible enllty Is a federal, regional, s«i», local, or tribal agency or port au&oriy wttfi Jurtsdkrtton over
transportation or air quality. For adfl:lonal information regarding private fleet appflcante and eligible entitles, please refer to trie Program Guide.
Eligible Entity Type
Eligible Entity Name
Bigibie Entity Location (County, State)
U



1 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 within the Program Guide.
Original Vehicle

Vehicle Identification
Number (V1N)
Engine
Model
Year
Gross
Vehicle
Weight
Engine
Manufacturer
EPA Engine
Family Name1
Annual
Miles
Annual
Fuel
Use
Annual
Idling
Hours
Replacement or
Retrofit
Rebate
Amount
1
9A9AAA9AXA9eB99SB
2001
30.000
Engine Co.
1XXXOO.OOOO
15,000
1.400
270
Replacement 3
$20,000
2
9A9AAA9AXA9§e99S8
2002
30.000
Engine Co.
2XXXOOBOOOO
12rOOO
1.300
200
Retrofit Q
54,000
3








~

4








~

5








~

Note: To list additional vehsdes for retrofit or replacement, psease use the table on the next page Total Funds Requested
S24,00l)|
j jYes-0 Does your school transportation provider have an idle reduction policy?	"see the Pribram fining for
\/l I certify that the vehicte(s) listed for replacement or retrofit are operational and	assistance in locating the 11-12
/\l meet the eligibility requirements defined in the Program Guide.	character EPA engine family
V/l I certify that the vehicle(s) listed for replacement will be property disposed of
/\\ according to the requirements defined in the Program Guide.
Applicant Signature
By signing, I certify the statements and information provided In this application are true and accurate to the best of my
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
jsmith@ anytownschool.edu
Phone (123) 456-7890
Authorized ReDresentative Signature l!"~

~ate 10/3/2016

Alternate Representative Name
John Wilson
Title
Transportation Director
Email
jwilson@anytownschool.edu
Phone (123) 456-7891
H! slgrlno efectmnlcaly, dtek 'Sufarit bj Emal" below and attach veNde t*3c and to titration docume^ti. For paper ilgnartjnss p4ease scan the sinned rebate ap^lcatoi arc suorrit to
¦rl'arcies^retaletgeca.jg. with vehicle tffle s*>d iCflMlBttUH Cocumenls as cescrtxtf till* ftjndlrg occcrtLrtty's Prcorar- Guce.
EPA Form 59QQ-266
Submit by Email
Print Form
15

-------
Appendix C: Sample Application for a Private Entity
svEPA
United States Environmental Protection Agency
National Clean Diesel Rebate Program
Rebate Application
OMB Number: 2060-0686
Expiration Date: 3/31/2019
Applicant Information Furxl'n9 Year
2016
Target Fleet
School Bus
Rebate Type Replacement/Retrofit
Organization Name
Address
City
County/Parish
State
ZIP
Organization is a fetferally
recognized tribal government
DUNS Code
Employer/Taxpayer No. (eihtinj
6QOQO
01-2345678
012345678
Anywhere
Anytown
[Anytown Transit Co.
4321 Main St.
Eligible Entity Information [Private Fleet Owner Applicants Only)
Private teet owners are abfe so apply Tor ifunang from the National Clean Diesel Refcate Program if sne verocJe(s) or equipment it*" whlct* funding is Deng requested,
are ciinenfly contracted or leased to an eligible ercttty. An eligible entity (s a 'ederal, regional, sfaSe, local, or tribal agency or port aiiStiorty wttn Jurisdiction over
transportation or air quality. For add'tonal inrormatlon regarding pilvale fleet applicants and eligible enlEles. please refer to the Program GuWe.
EligfiJle Entity Type
Elkjible Entity Name
Eligible Entity Location (County, State)
State Govt/Agency
j-
Anytown Public School District
Anytown, It-
X
1 certify the fleet of vehicle(s
fleets as described above a
!) or equipment, for which rebate funds are being
nd in the terms and conditions within the Prograrr
requested, meet the requirements for private
Guide.
Original Vehicle

Vehicle Identification
Number (WIN)
Engine
Model
Year
Gross
Vehicle
Weight
Engine
Manufacturer
EPA Engine
Family Name'
Annual
Miles
Annual
Fuel
Use
Annual
Idling
Hours
Replacement or
Retrofit
Rebate
Amount
1
9A8AAASAXAMSB999
2001
30.000
Engine Co.
1XXXOO.OOOO
15,000
1.4D0
270
Replacement T|
$20,000
2
9A9AAA9AXA89B909B
2002
30.000
Engine Co.
2XXXOOBODOO
12,000
1.300
200
Retrofit Q
54.D00
3








a

4








a

5








~

Note: To list additional vehscses for retrofit or replacement, pease use the table on the next page Total Funds Requested
S24.QOO|
'See the Program Guide for
assistance in locating the 11-12
character EPA engine family
name
[ Yes ^1 Does your school transportation provider have an idle reduction policy?
X
1 certify that the vehicte(s) listed for replacement or retrofit are operational and
meet the eligibility requirements defined in the Program Guide.
X
1 certify that the vehide(s) listed for replacement will be properly disposed of
according to the requirements defined in the Program Guide.
Applicant Signature
v7j By signing, I certify the statements and information provided in this application are true and accurate to the best of my
/\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
Owner
Email
1
esmith@anytcwntransit.com
Phone (123) 456-7890
Authorized Representative Signature
~ate 10/8/2016
Alternate Representative Name Joe Wilson
Title Transportation Director
Email jwilson@anytowntransit.com
Phone (123)456-7891
B storing eiCtrcnfcnly, dele "Submit by Emal' and atach vehicle tKe atd 'eglstrafon documents. paper signatures, please scan the signed rebate aosikaton arc suomtto
cteargles^retaleffcca-iicN ttflh vehicle We and reflWraitai Creurnents as deserted Hils fundtrg cccflrtLrttv'* Pre a ran Quae.
EPA Form 5SOO-266
Submit by Email
Print Form
16

-------
Appendix D: 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 2016 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 2016 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, or DOC plus CCV
and FOH 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-420-B-16-078). All eligible applications will be selected by a lottery
system.
[SIGNATURE OF THE AUTHORIZED REPRESENTATIVE OF
THE STATE AGENCY THAT OWNS THE BUSES]
[PHONE NUMBER OF THE AUTHORIZED
REPRESENTATIVE]
17

-------
Appendix E: 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 2016 School Bus
Replacement and Retrofit Funding Opportunity.
EPA must receive the rebate application by Tuesday, November 1, 2016, 4:00 pm Eastern Time.
~	Confirm eligibility of applicant to apply (Section 2)
~	Confirm fleet and determine the vehicle eligibility (Section 3) including:
o School bus engine model year requirements
o Operation specifications
~	Certify eligible entity information (private fleet owner applicants only) (Section 2)
~	Complete the rebate application (EPA Form 5600-266) posted on the Clean Diesel Rebates
website
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
o Provide name, title, and contact information for an alternate representative who can be
reached if the authorized representative is unavailable
~	Attach a scanned copy of the vehicle title and registration for each bus to be replaced or
retrofitted. Note: A school bus with an active lien-holder does not qualify to participate in this
program
~	For public school districts applying with state-owned buses, attach a signed letter of official
state agency letterhead (Appendix D)
18

-------
Side profile of the bus
Appendix F: Sample Scrappage Photos
i)
19

-------
2) Vehicle Identification Number (VIN) label
821280
MANUFACTURED BY
AMERICAN TRANSPORTATION CORPORATION
DA"E OF MANUFACTURE 05 MO. 01 YR.
GVWR 16,034 KGS ( 35,350 LBS )<=
GAWR FRONT 5,601	KGS ( 12,350 LBS ) WITH
295/75R22.5G TIRES	14 PLY AT
758 KPa	(110 PSI) COLD
RIMS	225X900 AXLE SINGLE
GAWR REAR 10.432KGS ( 23,000 LBS) WITH
11R22.5H	TIRES	14 PLY AT
758 KPa	( 110 PSI) COLD
RIMS	22.5X8.25 AXLE DUAL
Gross Vehicle
Weight Rating
THIS VEHICLE CONFORMS TO ALL
APPLICABLE FEDERAL MOTOR
VEHICLE SAFETY STANDARDS IN
EFFECT ON THE DATE OF
MANUFACTURE SHOWN ABOVE.
VIN
VEHICLE IDENTIFICATION NO.
1HVBGAAR01A917002 <=
VEHICLE TYPE
SCHOOL BUS BODY# 917002
20

-------
EPA engine
family name
international
P^i^iKn^oRMATiorrn _ ~ ~I
moteur informations ^UU I
manufactured by:
ENG.NE.COggag
aCFMENT : I 466 in'	J
[¦pT-i^EJ | 7.6 L	1
EMISSION i 1NVXH0466ANB m
FAMILY |	f	a
CH230	m
| MODELE I	2
230 © 2300 °
fus&mokA tr/wn	JD.
I la-FT TOKO. # RPM
I COUPLE IfrPl * TR/MN
660 P 1400
EMISSIONS CONTROL SYSTEMS
Dl. TC, ECM, CAC 	
IMS INCH I IAS A PRHAftY INTENDED SERVICE
/OTUMCN AS A WDWH HEAVr-DUTT DIESEL
EKM AH) CONFORMS 10 OS. EPA. CALIFORNIA;
AUSTRALIAN AS). AM) CANADIAN HEAVY-DUTY DIESEL
REGULATIONS APPLICABLE FOR THE WISD MODEL
TEAR. AM) IS CERTIFIED TO OPERATE OtTOIESEL FUEL.
CE MOTEUR A ETE PfflNOPAHMENT CONCU EN TANT
CMUN MOTEUR DIESEL ROBUSTE DE GAMME MOYENNE
ET EST CW-CflME AtK REGLEMENTS Dy,EPA ,
AtH E-iL ET DU CANADA, APPLICABLE^ L'ANNEE
DE HCOELE MUQUEE ET EST CERTIFIE POUR
RMCTXNER AU CARBURANT DIESEL.
CURB IDLE. FUEL RATE O ADV. POWER AND
INJECTION TIMING ARE NION-ADJUSTABI F
¦ bNGINE S/N 470HM2U1305324
Engine plate
Engine model year
Other engine family
identification.
Insufficient number of
characters to be the
11-12 character EPA
engine family name.
Do not use this ID on
your rebate materials.

-------
4) Chassis rail cut in half
22

-------
5) Engine block, prior to hole being drilled

23

-------
6)
Engine block, after hole has been drilled
24

-------
Appendix G: 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 2016 School Bus Replacement and Retrofit Funding Opportunity Program Guide. The program
requires that 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.
I confirm that the EPA scrappage requirements have been met. [NAME OF ENTITY THAT SCRAPPED
THE BUS] performed the bus scrappage on [DATE], The phone number of the organization is [PHONE
NUMBER].
[BUS VIN] [ENGINE MODEL YEAR]
[SIGNATURE OF AUTHORIZED REPRESENTATIVE OF SELECTEE OR SALVAGE YARD REPRESENTATIVE!
25

-------
Appendix H: Terms and Conditions
Applicants are required to comply with the following terms and conditions. By signing the rebate
application (see Appendix B 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 school bus must be of the same or smaller Vehicle Class (3-8) and operate in a similar
manner and over similar routes as the bus it replaces. In addition, the selectee agrees that they will:
•	Register the replacement school bus as required by state law (if applicable);
•	Maintain vehicle insurance as required by state law (if applicable);
•	Not make significant 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 the receipt of the
rebate, if requested by EPA or its designee.
Use of the Retrofitted School Bus
The retrofitted school bus must operate in a similar manner and over similar routes as it did prior to the
DOC plus CCV and FOH installation. In addition, the selectee agrees that they will:
•	Select a certified dealer to install the EPA verified DOC plus CCV and FOH;
•	Use a certified dealer to complete essential installation checks to ensure the CCV works
properly;
•	Maintain registration as required by state law (if applicable);
•	Maintain insurance as required by law;
•	Not make other significant modifications to the emission control system; 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 primarily 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
Pursuant to 42 U.S.C. 16132(d)(2), no funds awarded under the 2016 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
26

-------
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 that have been selected for rebates by email within 45 days of the close of
the open application period. EPA will also post a list of selectees and organizations on the waiting list on
the Clean Diesel Rebates website.
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
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 2016 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.
27

-------