2019 Diesel Emissions Reduction Act
(DERA) School Bus Rebates
Program Guide
United States
Environmental Protection
tl Agency
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2019 Diesel Emissions Reduction Act
(DERA) School Bus Rebates
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-19-050
September 2019
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Table of Contents
Section 1: Overview 3
Section 2: Eligible Applicants 3
Section 3: Eligible Vehicles 4
Section 4: Funding Amounts 6
Section 5: Application 6
Section 6: Selection 9
Section 7: Notification 10
Section 8: Purchase Order Submittal 10
Section 9: Vehicle Delivery 11
Section 10: Scrappage 11
Section 11: Request for Payment 12
Section 12: Payment 12
Section 13: Cancellation of Rebate Application 12
Section 14: Agency Contacts 12
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: Payment Request Checklist 26
Appendix I: Terms and Conditions 27
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Section 1: Overview
This document details the criteria and requirements for the 2019 Diesel Emission Reduction Act (DERA)
School Bus Rebate Program.
As 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.
School buses collectively travel over four billion miles each year, providing the safest transportation to
and from school for more than 25 million American children every day. However, diesel exhaust from
these buses has a negative impact on human health, especially for children who have faster breathing
rates than adults and whose lungs are not yet fully developed. EPA designed this rebate program to
encourage school bus fleet turnover so more children can ride buses meeting the cleanest emissions
standards. These new buses can reduce pollution like nitrogen oxides (NOx) and particulate matter (PM)
by over 90% compared to older diesel buses. This results in cleaner air on the bus, in bus loading areas,
and throughout the communities in which they operate.
In this funding opportunity, eligible applicants include public schools and private fleets serving public
schools. Applicants selected in the lottery will be awarded rebates for replacing old diesel school buses
powered by model year 2006 or older engines with new buses powered by 2017 or newer model year
engines. Eligible replacement school buses may operate on diesel, gasoline, battery, or alternative fuels
such as natural gas or propane. Depending on bus size, EPA will offer $15,000 -$20,000 per bus to fleets
scrapping and replacing their old buses. Scrapping old buses is necessary to ensure that the older, dirty
buses will not be put back on the road.
Please continue reading for detailed instructions on how to apply and participate in this funding
opportunity. See Appendix A for the 2019 DERA School Bus Rebate Program timeline.
nts
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 through the Bureau of Indian Affairs.
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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Bus 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. Note: Leased buses and buses with active lien-holders do not qualify for
rebates.
In some cases, a company may have wholly owned subsidiaries that own the buses that will be replaced.
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 2019 DERA School Bus Rebate
Program requirements may apply to replace 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 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 2019 DERA School Bus Rebate Program, a school bus is defined as a vehicle primarily used for
transporting 10 or more preprimary, primary, or secondary school students to or from schools.
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. 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. To submit two applications, at least one of the applications must list 10 buses for
replacement. Applicants submitting two applications must list different buses on each application.
Applicants must sign both applications.
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
transporting students over the most recent 12 months, or having been in use at least three days per
week on average transporting students during the current school year.
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See the following table for the limits on the number of bus replacements that can be requested in the
rebate program:
Table 1: Maximum Number of Replacements
Total Bus
Fleet Size
Number of
Applications Permitted
Bus Replacements
Per Application
Total Replacements
Per Applicant
1-100
1
Up to 10 replacements
Up to 10 replacements
101 and over
2
Up to 10 replacements
Up to 20 replacements
Old Vehicles to be Replaced:
Vehicles listed for replacement must be:
Diesel school buses powered by a 2006 or older model year engine;
Gross Vehicle Weight Rating (GVWR) of 10,001 lbs or more;
Owned by the applicant or state government without any liens on the title;
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 on average 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.
New 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 2017 or newer model year engine, or operate solely on electricity.
Eligible replacement school buses may operate on diesel, gasoline, battery, or alternative fuels;
Be smaller than, or no more than one vehicle class size larger than the original school bus. For
example, a class 6 bus (as determined by GVWR, see Table 5 below), can be replaced with a class
7 or smaller bus, but not a class 8 bus;
Be purchased, not leased or leased-to-own;
Operate in the same manner and over similar routes as the original school bus; and
Meet Federal safety standards.
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 primarily for transporting 10 or more preprimary, primary, or
secondary school students to or from schools 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.
Amounts
For the 2019 DERA School Bus Rebate Program, EPA anticipates offering $10,000,000 in 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.
The table below lists the rebate amount offered for replacement school buses. The Gross Vehicle Weight
Rating (GVWR) of the replacement bus determines the rebate amount. For example, downsizing from a
class 6 bus to a class 5 or smaller bus would yield a rebate of $15,000 rather than $20,000. A fleet could
also replace a class 5 bus with a class 6 bus (but no larger), and would qualify for a rebate of $20,000
based on the class of the replacement bus. Note: EPA will not increase the bus funding amount if a fleet
incorrectly requests $15,000 per bus rather than $20,000 per bus.
Table 2: Bus Size and Rebate Amounts 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.
$20,000
Section 5: A
EPA must receive all rebate applications and required supporting documentation by Wednesday,
October 30, 2019, 4:00 pm Eastern Time. The application should be downloaded as a fillable Portable
Document File (PDF) from the School Bus Rebates website. See Appendices B and C for sample rebate
applications. See Appendix E for a checklist outlining the application requirements.
To open the application, please download the PDF to your desktop before opening it with the free
Adobe Reader program. For more information about PDFs and a link to download the free Adobe Reader
program, 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 can 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
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D&B website at: 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-Employer-ldentification-
Number-EIN-Online
The rebate application requires the applicant to supply the following information related to the school
buses 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. The engine model year can also be determined from the 12-character 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. 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, not the vehicle model year.
Table 4: First Character of EPA Engine Family Name and Corresponding Engine Model Year
1980
A
1991
M
2002
2
2013
D
1981
B
1992
N
2003
3
2014
E
1982
C
1993
P
2004
4
2015
F
1983
D
1994
R
2005
5
2016
G
1984
E
1995
S
2006
6
2017
H
1985
F
1996
T
2007
7
2018
J
1986
G
1997
V
2008
8
2019
K
1987
H
1998
W
2009
9
2020
L
1988
J
1999
X
2010
A
2021
M
1989
K
2000
Y
2011
B
2022
N
1990
L
2001
1
2012
C
2023
P
3) Gross Vehicle Weight Rating (GVWR)
Gross vehicle weight rating is often listed on the same sticker that the VIN is displayed on
near the driver's side dash. It may also be listed on the bus registration. Note: Replacement
buses must not be more than one class size larger than the original bus.
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Table 5: Ve
Tide Class and Gross Vehicle Weight Rating
Class
Gross Vehicle Weight Rating
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+
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 a 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 an example of an engine nameplate with engine family name
1NVXH0466ANB.
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.
Annual Miles Traveled
Annual miles traveled are the miles travelled over the previous 12 months. This figure
should be obtained from driver or maintenance logs.
Annual Fuel Use
Annual fuel use is the number of gallons of diesel fuel used over the previous 12 months.
This figure should be obtained from driver or maintenance logs.
Estimated Remaining Life
Enter your best estimate of years of remaining useful life of the vehicle (including possible
second lives with other fleets) were it not being scrapped.
Rebate Amount
See Section 4 to find the corresponding rebate amounts. This field should autofill based on
the GVWR entered. Note: You will need to edit this field if you are upsizing from a class 5 to
a class 6 bus in which case the rebate will be for $20,000 rather than $15,000. If you are
downsizing from a class 6-8 bus to a class 3-5 bus you will need to edit this field to reflect a
rebate payment of $15,000.
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10) Idle Reduction Policy
Use the drop-down menu 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-reduction.
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 or its representatives 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 Appendix C for a sample
rebate application for a private fleet owner.
Submitting the Application:
Applicants must submit the application via email. A copy of the vehicle title and registration for each bus
must be submitted with the application package, and must 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:
CleanDieselRebate@epa.gov. Emailed applications must include the subject line: "DERA 2019 SCHOOL
BUS REBATE APPLICATION and the name of your organization.
Section 6: Selection
All applications that are submitted to EPA by the deadline will be assigned a unique identification
number. These numbers will be placed in an ordered list using a random number generator lottery
process. Subject to the availability of funds, EPA will select applicants for funding from the list in this
order:
1. The single highest ranked applicant from each state and territory1
2. The remaining highest ranked applicants until all EPA HQ funds2 are allocated
3. If an EPA Region3 contributes additional funding to the rebate program, the remaining highest
ranked applicants from that Region until all funds provided by that Region are allocated
1 Territories includes Puerto Rico, Washington DC, Virgin Islands, American Samoa, and the Northern Mariana
Islands. EPA will also ensure that at least one tribal applicant is selected for funding, if an application from a tribal
entity is received.
2 Estimated to be $10 million
3 See a map of EPA Regions at the following link: www.epa.gOv/aboutepa#pane-4
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After selection, each selectee will be assigned an EPA contact to work with throughout the rebate
process. The rebate contact will confirm applicant eligibility and assist the applicant with any questions
on fulfilling the rebate program requirements.
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, drops out, or is otherwise deemed
ineligible, that selectee will be removed from the program. The funds from that selectee will be offered
to other 2019 applicants if there is sufficient time remaining in the 2019 Rebate Program. EPA will follow
the selection process above when reallocating these funds.
Both the selectees and applicant wait list will be posted on the School Bus Rebates website.
Section 7: Notification
EPA will notify selectees and those applicants that are on the wait list within 90 days of the application
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/SAM. Be advised, there are a number of companies that claim to offer assistance with the
sam.gov registration process for a fee. Please avoid any non ".gov" websites in this process and
complete your free registration on www.sam.gov/SAM. You can find free support resources at the
Federal Service Desk here: www.fsd.gov
After the selectee receives the official selection letter from EPA, they can purchase the eligible
replacement school bus.
Seeli = >ii i'U!11 "1 1 "! !l la!
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) Purchase order date; and
5) Vehicle delivery date estimate.
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 2019
School Bus Proof of Purchase and the name of your organization.
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S /ery
Selectees must take delivery of the new vehicle within eight 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 documentation of proof of delivery from the vendor. Proof
of delivery must be submitted to EPA with the Payment Request Form as described in Section 11.
¦ ¦ ii"i i I" Scr 11 -
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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 scrappage photos.
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.
Selectees are not required to report any income from scrappage to EPA.
Section 11: Request for Payment
Selectees must submit the following documentation to request reimbursement from EPA:
Payment Request Form;
Scrappage photos and letter for buses being replaced (see Section 10);
A copy of the invoice for the new bus; and
Proof of delivery of the new bus (e.g., dated bill of lading or delivery date on invoice)
Please refer to Appendix H for a more detailed checklist of payment materials. To request
reimbursement, selectees must email these documents to their assigned EPA contact. These documents
must be sent no later than eight months4 after the date of the selection letter (see Section 7). The
subject line should include, "DERA 2019 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.
. mi 11 1 11 " i i 1 \ A| -i 'ii' ation
If a selectee fails to submit all the required forms and other documents by the deadline, the rebate
application will be canceled and any reserved funds may be offered to other applicants on the wait list.
EPA will notify the selectee prior to canceling any reserved funds.
Section 14:, cts
EPA will respond to questions from individual applicants regarding eligibility criteria, administrative
issues related to the submission of the application, and requests for clarification about any of the
language or provisions in the announcement through a "Frequently Asked Questions" document.
4 Fleets can request extensions to the payment request deadline. EPA will review these requests on a case-by-case
basis and may grant extensions if sufficient justification is provided. For example, EPA could grant an extension of
the deadline if a fleet is purchasing an electric school bus that takes more time between order and delivery than a
diesel bus.
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Applicants may email written questions to: CleariDiesel@epa.gov. Please type "Rebate Application
Question" in the subject line of your email. Questions and answers will be posted in the FAQ document
at https://www.epa.gov/cleandiesel/school-bus-rebates-diesel-emissions-reduction-act-dera The
deadline for submitting application questions is Tuesday, October 22, 2019.
Selectees will be assigned an EPA contact to assist with any questions throughout the project period.
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! j ii- I. li I II n III i B
Table 7: Rebate Timeline
Monday, September
30,2019
2019 DERA School Bus Rebates program opens. EPA begins accepting
application submissions to CIeanDieseIRebate@epa.gov
Tuesday, October 22,
2019
Deadline for submitting application questions to
CIeanDieseiPepa.gov helpline
Wednesday, October
30, 2019, 4pm Eastern
Time
Deadline for submitting applications
January 2020
(Estimated)
EPA posts selectees and wait list online and emails official selection
letters to selectees
April 2020
(Estimated)
Deadline for submitting copies of purchase orders for replacement
buses to EPA (90 days after the date on the selection letters)
September 2020
(Estimated)
Deadline for Payment Request Form and supporting documentation
(8 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
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Appendix B: Sample Application for a Public Entity
aFPA £SiProtection DERA School Bus Rebate Application
In I m m Agency
Applicant Information Funding Year: 2019 Target Fleet: School Bus Project Type: Vehicle Replacement
OMB Number 2060-0686
Expiration Date: 4/30/2022
Applicant Organization Name:Anytown Public School District
Applicant Street Address (No PO Boxes'): 1234 Main st
City: Anytown
County: Anycounty
State: Illinois
Zip:12345
Employer/Taxpayer No. (EIN/TIN):i2-345e7B9
DUNS Number 1234E67S8
Applicant Organization Type: Public Fleet
Total number of school buses in organization's fleet: 140
Do the schools served by the buses listed below have an idle reduction policy? Yes -1
Additional Fields for Private Fleets Only: Private fleet owners can apply for funding from the Natkxial Clean Diesel Rebate
Program if tie vehicle(s) for which funding ts being requested are currently contracted or leased to an eligible entity (e.g., public
school). For additional information regarding private fleet appl icants and eligible entities, please refer to the Program Guide.
Type of eligible public entity vehicles are contacted with: Select
Public Entity Name:
Public Entity Street Address:
Public Entity City:
Public Entity State:
Public Entity County:
Public Entity Zip:
~
Chech box to certify that the privately-owned vebicle(s) listed below are contracted with and serve the public entity listed
above.
Original diesel vehicles(s) that will be scrapped and replaced:
17-Characier Vehicle
Engine
GWVR
Diesel Engine
12-Character EPA
Annual
Annual
Estimated
Rebate
Identification Number
Model
(Gross Vehicle
Wetff* Racnu
Manufacturer
Engirve Family
Miles
Fuel Use
Remain.fig
Amount
(V1N)
Year
In ts ;-
Name
Traveted
(gallons)
Life {yre)
1
WAS AAA9AXY1234567
1968
31,000
Engine Co. Inc.
WXXDDOCG0123
11.222
1.M0
9
320,000'
2
XA9MA9 AXY1234 568
1999
14,000
Engine Co. Inc.
XCCDWC00123
13,000
1,200
7
SI 5,000
3
$0
4
$0
5
$0
6
$0
7
$0
8
$0
9
$0
10
$0
Total Funds Requested:
S35.DD0
0
Check box to certify that the diesef school buses listed for replacement are (1) operational, (2) owned by the Applicant,
(3) have accumulated 10,000 miles or more over the most recent 12 months or have been in use for at least three days
per week transporting students during the current school year, and (4) will be scrapped if selected for funding.
0
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 assurance necessary for funding.
Authorized Representative Name: Jane Smith
Title : Tra nsporation Director
Email: J.L.Smith iganytownsohool.edy
Phone: 123-458-7990
Authorized
Representative Signature:
Date:
10/5/2019
Alternate Representative Name: John Wilson
Title: Vice Principal
Email: j .M.W ilson @anyuownschool .ed u
Phone: 123^50-7991
f signing electonca y, dick "Sufamit by EmaiT below and attach vehicle tide and registration documents. For paper signatures, please scan the signed rebate
application anus submit to C:&arDieselReb3teaec^.Gyj wlh vehicle title arc reg stratky documents as described in this funding opportunity's Program Guide
Submit by Email
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Appendix C: Sample Application for a Private Entity
AFPA DERA School Bus Rebate Application
UmmW ITlA^fiflCy
Applicant Information Funding Year: 2019 Target Fleet: School Bus Project Type: Vehicle Replacement
OMB Number 2060-0656
Expiration Date: 4/30/2022
Applicant Organization Name: Anytown Transport Co.
Applicant Street Address (No PO Boxes): 1234 Main sl
City: Anytown
County:Anycounty
State: Illinois
Zip: 12345
Employer/Taxpayer No. (EIN/TIN): 12-3450788
DUNS Number: 123456788
Applicant Organization Type: Private Fleet Under Contract with Public Schoc - I
Total number of school buses in organization's fleet: 140
Do the schools served by the buses listed befow have an idle reduction policy? Yes
Additional Fields for Private Fleets Only: Private fleet owners can apply for funding from the National1 Clean Diesel Rebate
Program if the vehicle(s) for which funding re being requested are currency contracted or leased to an eligible entity (e.g., public
school). For additional information regarding private fleet applicants and eligible entities., please refer to the Program GuKte.
Type of eligible public entity vehicles are contracted with: Local Govt/Agency (e.g., school district) - I
Public Entity Name:Anytown Public School District
Public Entity Street Address: 1234 Main st.
Public Entity City:Anytown
Public Entity State: Illinois
Public Entity County: Anycounty
Public Entity Zip: 12345
12
Check box to certify that the privately-owned vehicle(s) listed below are contracted with and serve the public entity fisted
above.
Original diesel vehicies(s) that will be scrapped and replaced:
17-Character Vehicle
Identification Number
(YIN)
Engine
Model
Year
GVWR
i'Srws Vehicle
Weighs Radng
In
Diesel Engine
Manufacturer
12-Character EPA
Engine Family
Name
Annual
Miles
Traveled
Annual
Fuel Use
(gallons)
Estimated
Remain sng
Life (yrsj
Rebate
Amount
1
WAB AAASAXY12345S7
5 6 38
31,000
Engine Co. Inc.
WXXDD0C00123
11.222
1,300
0
S2D.00D
2
XA9AM9AXY1234568
1999
14,000
Engine Co. Inc.
XCCD0OCCO123
13.000
1.200
7
515,000
3
$0
4
$0
5
$0
6
$0
7
$0
8
$0
9
$0
10
$0
Total Funds Requested: $35,0011
IZ
Check box to certify that the dieset school buses listed for replacement are (1) operational, (2) owned by the Applicant,
(3) have accumulated 10,000 miles or more over the most recent 12 months or have been in use for at least three days
per week transporting students during the current school year, and (4) will be scrapped if selected for funding.
2
By signing, I certify the statements and information provided in this application are true and accurate to the best of my
knowledge. If selected for funding, I agree to provide the required documentation and assurance necessary for funding.
Authorized Representative Name: Jane Smith
Title.Owner | Eniail: j.L.Smiih@anytowntran sport com
Phone: i23-45e-7aeo
Authorized « ^
Representative Signature: "
Date: 10/5/2019
Alternate Representative Name: John Wilson
Title: Assistant Email: J.M .Wilson @anytowniransport.com
Phone: i23^t5e-7ast
If signing electronicafly, dick "Submit by Emal" below and attach vehicle ttie arxi registration documents For paper signatures, please scan the si$pied rebate
applicat or, and submit to CtearDieselRebatsitBeBa.oqk' wih vehkde title and regsfratky docurreTtf s as described in this funding opportunity's Program Guide.
Submit by Email
Page 16 of 28
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! j , i' V ! ' ! ii ' I 111| ! I- l> >i ) i «' ' ,'! I 11
[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 apply on behalf of [SCHOOL DISTRICT NAME] to the U.S. Environmental
Protection Agency for the 2019 DERA School Bus Rebate Program to replace the buses listed on the
application.
[SCHOOL DISTRICT NAME] may apply to replace 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 to be eligible for
participation in the 2019 DERA School Bus Rebate Program.
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 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 2019 Program Guide. 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]
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cation Checklist
The following information is required for an application to be considered eligible to potentially receive
funds through the 2019 DERA School Bus Rebate Program.
Applicants must email the materials listed below to CleanDieselRebate@epa.gov by Wednesday,
October 30, 2019, 4:00 pm Eastern Time.
~ Confirm eligibility of applicant to apply (Section 2)
~ Confirm vehicle eligibility (Section 3) including:
o Diesel engine model years must be 2006 or earlier
o Buses must 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 on average
transporting students during the current school year
~ Complete the rebate application posted on the School Bus Rebates website
o Complete vehicle information required on the rebate application for each school bus to
be replaced
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. Note: A
school bus with an active lien-holder does not qualify in this program
~ For public school districts applying with state-owned buses, attach a signed letter on official
state agency letterhead (Appendix D)
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Side profile of the bus - SideProfi!e####.jpg (Add last 4 digits ofVIN in place of "####")
Appendix F: Sample Scrappage Photos
i)
Page 19 of 28
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2) Vehicle Identification Number (VIN) label - VIN####.jpg
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
PIMS 225X825 AXLE DUAL
Gross Vehicle
Weight Rating (lbs.)
THIS VEHICLE CONFORMS TO ALL
APPLICABLE FEDERAL MOTOR
VEHICLE SAFETY STANDARDS IN
EFFECT ON THE DATE OF
MANUFACTURE SHOWN ABOVE.
17-character VIN
VEHICLE IDENTIFICATION NO.
1HVBGAAR01A917002<=
VEHICLE TYPE
SCHOOL BUS BODY# 917002
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CORPORATION
3) Engine tag - EngineTag####.jpg
12-character EPA
engine family name
12001
_ . mm OV»
IMPOKFAIni
engine manufactured by.
WITEUR FABRIQUE PAR:
-rrt> i/>l/ A KIR PK
EMISSION,*> 1NVXH0466ANB
C A kill V
MODEL
modele
CH230
tfri- or <» hpk
PUSSjmA TR/MW
230 @ 2'3UU
IB-FI TOBOl RPW
SCRJPLE IB-rt * TR/MN
660 Q> 1400
EMISSIONS CONTROL SYSTEMS
Dl. TC, ECM, CAC
BUIIMillllllllllRllllllllllllllil
T1
m
>
s
3
to
5
r*
r~
-------
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5) Engine block, prior to hole being drilled - EngineBlockPrior####.jpg
Page 23 of 28
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6)
Engine block, after hole has been drilled - EngineBlockAfter####.jpg
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Ij i'V i ii11!i i .t:! ».ipification 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 2019 DERA School Bus
Rebate 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 1VIN] [ENGINE MODEL YEAR]
[BUS 2 VIN] [ENGINE MODEL YEAR]
[SIGNATURE OF AUTHORIZED REPRESENTATIVE OF SELECTEE OR SALVAGE YARD REPRESENTATIVE]
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ecklist
To request payment after receipt of new buses and scrappage of old buses, selectees must email the
materials listed below to their EPA rebate contact within 8 months of the date on their selection letter:
~ Signed Payment Request Form listing new buses. EPA emailed this as "Attachment B" with your
selection letter.
~ 6 Scrappage photos for each bus being scrapped with correct filename listing the last 4 digits of
the bus VIN. See Section 10 for guidance.
1. Side profile of bus - SideProfile####.jpg
2. VIN label - VIN####.jpg
3. Engine plate showing the EPA engine family name - EngineTag####.jpg
4. Chassis rail cut in half - Chassis####.jpg
5. Engine block, prior to 3" hold being drilled - EngineBlockPrior####.jpg
6. Engine block, after 3" hole has been drilled - EngineBlockAfter####.jpg
~ Signed scrappage letter (see Appendix G for template)
~ Invoice for the new buses
~ Proof of delivery for the new buses listing the date of delivery and the bus VINs.
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Appendix I: 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 no more than one vehicle class size larger 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.
Ownership of Replacement School Bus
Selectees must maintain ownership of the replacement school bus for three years after receipt of the
rebate and the bus must primarily be used for transporting 10 or more preprimary, primary or
secondary school students to or from schools during that three-year period. If the replacement school
bus is sold before the end of the three-year period or used for purposes other than described above, the
selectee may be required to return up to the full amount of the rebate to EPA. The amount required to
be returned is at the discretion of EPA, and will be determined on a case-by-case basis.
Restriction for Mandated Measures
Pursuant to 42 U.S.C. 16132(d)(2), no funds awarded under the 2019 DERA School Bus Rebate Program
shall be used to fund the costs of emission reductions that are mandated under federal law.
Restriction for Federal and Environmental Mitigation Funding Sources
Federal funds for school bus replacements must not be used in combination with any other federal
funding. In addition, vehicles funded under this program must not also be funded with environmental
mitigation fund.5
Documentation Requirement
If an applicant is selected, that selectee is responsible for providing the Payment Request Form 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
5 For example, Volkswagen Environmental Mitigation Trust funds distributed by a state agency cannot be used to
fund the same bus that is being replaced under this rebate program
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the open application period. EPA will also post a list of selectees and organizations on the wait list on
the School Bus Rebates website.
Disbursement of Funds
EPA will issue rebate funds within a month of determining that a selectee has submitted a completed
Payment Request Form and all supporting documents, including proof of scrappage of the replaced
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 2019 DERA School Bus Rebate Program 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 to protect against waste, fraud, and abuse. As part of this
process, EPA, or its designees, 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. EPA, or its designees, may also conduct site visits to confirm
documentation is on hand and that replacement buses are still in service. Selectees are expected to
comply with site visit requests and 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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