2021 American Rescue Plan (ARP)
Electric School Bus Rebates
Program Guide
rtk United States
Environmental Protection
^1 Agency
-------
2021 American Rescue Plan (ARP)
Electric School Bus Rebates
Program Guide
Transportation and Climate Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
£% United States
Environmental Protection
Agency
EPA-420-B-21-045
September 2021
-------
Table of Contents
Section 1: Overview 4
Section 2: Eligible Applicants 4
Section 3: Eligible Vehicles 5
Section 4: Funding Amounts 7
Section 5: Application 7
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 13
Section 13: Cancellation of Rebate Application 13
Section 14: Agency Contacts 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: Payment Request Checklist 26
Appendix I: Terms and Conditions 27
Page 3 of 28
-------
Sect
This document details the criteria and requirements for the 2021 American Rescue Plan (ARP) School
Bus Rebates.
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. The American Rescue Plan Act
of 2021 appropriated a total of $50,000,000 to several EPA programs, including DERA, for "activities that
identify and address disproportionate environmental or public health harms and risks in minority
populations or low-income populations." EPA allocated $7 million of this total to DERA to fund electric
school bus rebates for these populations.
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. The ARP Electric School Bus Rebates will
replace old, highly polluting diesel buses with zero-emission battery-electric 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, eligibility is limited to (1) high-poverty public school districts, (2) tribal
governments and (3) private school bus fleets serving these public schools. Applicants selected in the
lottery will be awarded rebates for replacing old Type C or D diesel school buses powered by model year
2006 or older engines with new Type C or D electric school buses. EPA will offer $300,000 per bus, for up
to 4 buses, to fleets scrapping and replacing their old diesel 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 2021 ARP Electric School Bus Rebates timeline.
Section 2: Eligible Applicants
Eligible Applicants Include:
• Public school districts listed on the ARP Rebate Eligibility List posted on the ARP Rebates website
o Districts on the eligibility list are estimated to have 30.00%1 or more students living in
poverty based on the US Census Small Area Income and Poverty Estimates (SAIPE)
School District Estimates for 2019
• Federally recognized Indian tribal governments responsible for providing school bus
transportation.
o A Federally recognized Indian tribal government is any Indian tribe, band, nation, or
other organized group or community (including Native villages) certified by the
1 States and territories without any school districts estimated to have 30.00% or more students in poverty are
represented in the eligibility list by the single highest poverty school district in those states/territories.
Page 4 of 28
-------
Secretary of the Interior as eligible for special programs and services provided 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.
Bus Ownership:
At the time of application, the applicant must own and operate the old 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:
Eligible public school districts that operate state-owned school buses meeting the 2021 ARP Electric
School Bus Rebate requirements may apply to replace up to 4 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 2021 ARP Electric School Bus Rebates, 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.
Old Vehicles to be Replaced:
Page 5 of 28
-------
Vehicles listed for replacement on the application must meet the following criteria:
• Type C or D diesel school buses powered by a 2006 or older model year engine2;
• Owned by the applicant or state government without any liens on the title;
• Operational - 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 either the previous
12 months or calendar year (Jan. - Dec.) 2019, or been in use for at least four days per week on
average transporting students between 9/1/2019 and 2/29/2020.
Applicants are required to certify on the rebate application that the school bus or buses to be replaced
meet the above requirements.
New Replacement Vehicles:
All replacement buses must meet the following criteria:
• Must not be ordered prior to receiving signed EPA selection letter3;
• Drivetrain operates solely on battery-electric power;
• Must be a Type C or D school bus;
• Be purchased, not leased or leased-to-own4;
• Not funded with any other federal funds or Volkswagen Environmental Mitigation Trust funds;
• Operate in a similar 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;
• 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 transporting 10 or more preprimary, primary, or
secondary school students to or from schools during that three-year period. The bus must continue to
serve the school district listed on the application for at least three years. 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.
2Per [LlJiS^rRcatM^
"A Type "C" school bus is constructed utilizing a chassis with a hood and front fender assembly. The entrance door
is behind the front wheels; also known as a conventional school bus. This type also includes cutaway truck chassis
or truck chassis with cab with or without a left side door and a GVWR greater than 21,500 pounds."
"A Type "D" school bus is constructed utilizing a stripped chassis. The entrance door is ahead of the front wheels;
also known as rear or front engine transit style school buses."
3 EPA may revise this requirement if there are delays in the selection letter process. Any changes will be clearly
communicated via email to selectees.
4 Standard vehicle loans are permitted if the title to the new bus is under the applicant's name
Page 6 of 28
-------
Sect!. ¦ in !. | 111 kii! r Alnr-iinl :-
For the 2021 ARP Electric School Bus Rebates, EPA anticipates offering $7,000,000, 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.
Applicants can request funds for replacing up to 4 buses. The rebate amount per electric bus
replacement is $300,000 and the maximum amount of funding that can be requested per application is
$1,200,000.
11. mi " , HHi!' :»1 !>-!i
Eligible applicants may only submit one application. EPA must receive all rebate applications and
required supporting documentation by Friday, November 5, 2021, 4:00 pm Eastern Time. The
application should be downloaded as a fillable Portable Document File (PDF) from the ARP 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
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-Emplover-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 "\" 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
Page 7 of 28
-------
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 1: 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
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. Be sure to list the
GVWR in pounds.
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.
2019 Miles Traveled
Enter the vehicle miles travelled in calendar year 2019. This figure should be obtained from
driver or maintenance logs.
2019 Fuel Use
Enter the fuel use in gallons in calendar year 2019. 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. Remaining life is the
fleet owner's estimate of the number of years until the bus would have been retired from
Page 8 of 28
-------
service if the bus were not being scrapped because of the rebate funding. The remaining life
estimate is the number of years of operation remaining, including if the unit were to be
rebuilt or sold to another fleet. The remaining life estimate depends on the current age and
condition of the vehicle at the time of scrappage, as well as things like usage, maintenance,
and climate.
8) Replacement Bus Fuel Type
Select "Batt. Electric" for each school bus being replaced with a battery-electric school bus.
9) Rebate Amount
See Section 4 to find the corresponding rebate amounts. This field should autofill based on
the Replacement Bus Fuel Type entered in the previous field.
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/dera/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:
DERARebatesgepa.gov. Emailed applications must include the subject line: "2021 ARP ELECTRIC
SCHOOL BUS REBATES 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
Page 9 of 28
-------
process. Subject to the availability of funds, EPA will select applicants for funding from the list in this
order:
1. The single highest ranked tribal applicant
2. The single highest ranked applicant from each EPA region5 not represented by the selected tribal
applicant
3. The remaining highest ranked applicants until all funds are allocated
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 2021 applicants if there is sufficient time remaining in the 2021 ARP Rebates. EPA will follow
the selection process above when reallocating these funds.
Both the selectees and applicant wait list will be posted on the ARP 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. 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. 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.
Section 8: Purchase Order Submittal
Proof of purchase for the new school bus and EV charger 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.6 The proof of purchase may be a procurement request, purchase order, or any other
5 Depending on the amount of funds requested in selected applications, EPA may not be able to fund an applicant
from each region. See a map of EPA regions at the following link: www.epa.gov/aboutepa/regional-and-
geographic-offices
6 EPA may revise this requirement if there are delays in the selection letter process. Any changes will be clearly
communicated via email to selectees.
Page 10 of 28
-------
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, fuel type, engine model year, and purchase price;
4) EV charger make, model, and purchase price7;
5) Purchase order date; and
6) Delivery date estimate.
While leases and lease-purchases are not allowed, standard vehicle loans are permitted if the title to the
new bus is under the applicant's name. 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 2021
School Bus Proof of Purchase and the name of your organization.
/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 l!" Scr.«Mh«;v
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. Please append the last 4 digits of the bus's
VIN to the file name (e.g., SideProfilel234.jpg):
7 EV Charger may be on a separate purchase order than the replacement buses
Page 11 of 28
-------
Tab
e 2: Scrappage Photos
Photo
File Name (insert last 4 digits of VIN for "####")
1
Side profile of the bus
SideProfile####.jpg
2
Vehicle Identification Number (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 hole being drilled
EngineBlockPrior####.jpg
6
Engine block, after hole has been drilled
EngineBlockAfter####.jpg
Please see Appendix F for example scrappage photos.
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 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 invoices for the new bus and EV charger; and
• Proof of delivery for the new bus and EV charger (e.g., dated bill of lading)
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 months8 after the date of the selection letter (see Section 7). The
8 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.
Page 12 of 28
-------
subject line should include, "DERA 2021 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.
I ! ! i 1 ! i II I ! ! i II I • 1 Mh ll' '<1""! i
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:,
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.
Applicants may email written questions to: DERAgepa.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/dera/2021-american-rescue-plan-arp-electric-school-bus-rebates. The deadline
for submitting application questions is Thursday, October 28, 2021.
Selectees will be assigned an EPA contact to assist with any questions throughout the project period.
Page 13 of 28
-------
Appendix A: Rebate Timeline
Table 3: Rebate Timeline
Wednesday,
September 29, 2021
2021 ARP Electric School Bus Rebates open. EPA begins accepting
application submissions to DERARebatesPeDa.gov
Thursday, October 28,
2021
Deadline for submitting application auestions to DERAPepa.gov
helpline
Friday, November 5,
2021, 4pm Eastern
Time
Deadline for submitting applications
January-February 2022
(Estimated)
EPA posts selectees and wait list online and emails official selection
letters to selectees
April 2022
(Estimated)
Deadline for submitting copies of purchase orders for replacement
buses and EV chargers to EPA (90 days after the date on the selection
letters)
September 2022
(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
Page 14 of 28
-------
Appendix B: Sample Application for a Public Entity
Environmental Protection ARP Electric School BUS Rebates Application OMB Number: 2060-0686
»»Agency Expiration Date: 4/30/2022
Applicant Information Funding Year: 2021 Target Fleet: School Bus Project Type: Vehicle Replacement
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): 12-3456789
DUNS Number:987654321
Applicant Organization Type: Public School District on Eligibility List
J
Total number of school buses in organization's fleet: 55
Do the schools served by the buses listed below have an idle reduction policy? Yes
Additional Fields for Private Fleets Only: Private fleet owners can apply for funding from the ARP Electric School Bus
Rebates if the vehicle(s) for which funding is being requested are currently contracted or leased to an eligible entity. See the Eligibility
List here. For additional information regarding private fleet applicants and eligible entities, please refer to the Program Guide.
Type of Eligible Public Entity Vehicles are Contracted with: Select
J
Public Entity Name:
Public Entity Street Address:
Public Entity City:
Public Entity State:
Public Entity County:
Public Entity Zip:
~
Check box to certify that the privately-owned vehicle(s) listed below are contracted with and serve the public entity
listed above and that replacement buses funded in this program will continue to serve that entity for at least three years.
Original diesel vehicles(s) that will be scrapped and replacement bus fuel type:
17-Character Vehicle
Identification Number
(VIN) For Old Diesel Bus
Engine
Model
Year
GVWR
(Gross Vehicle
Weight Rating
in lbs)
12-Character EPA
Engine Family Name
2019
Miles
Traveled
2019
Fuel Use
(gallons)
Estimated
Remaining
Life (yrs)
Replacement
Bus Fuel Type
Rebate
Amount
1
WA9AAA9AXY1234567
1998
31,000
WXXD00C00123
11,222
1,300
9
Batt Electric -
$300,000
2
XA9AAA9AXY1234568
1999
28,000
XXXD00C00123
13,000
1,200
7
Batt. Electric - |
$300,000
3
J
$0
4
J
$0
Total Funds Requested: $600,000
0
Check box to certify that: The diesel school buses listed for replacement are (1) operational, (2) owned by the Applicant, (3)
have accumulated 10,000 miles or more in either the previous 12 months or calendar year (Jan-Dec) 2019, or been in use at
least four days per week transporting students between 9/1/2019 and 2/29/2020, and (4) will be scrapped if selected for funding
If selected for funding, the replacement Type C or Type D electric school buses will not be ordered until after being notified of
selection via a signed EPA selection letter and that those replacement buses will continue to serve the eligible school district for
at least three years. Replacement buses will not be funded with VW Mitigation Trust Funds or other federal funds. The total of
2021 ARP Electric School Bus Rebates funds and other eligible external funds will not exceed the cost of the new buses,
including the cost of charging equipment/infrastructure for those buses.
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: Transportation Director
Email: J.L.Smith@anytownschool.edu
Phone: 123-456-7890
Authorized
Representative Signature:
Date:
10/5/2021
Alternate Representative Name: John Wilson
Title: Vice Principal
Email: J.M.Wilson@anytownschool.edu
Phone: 123-456-7891
If signed electronically, click "Submit by Email" below and attach vehicle title and registration documents. For paper signatures, please scan the signed
rebate application and submit to DERARebates@epa.gov with vehicle title and registration documents as described in this funding opportunity's 2021 Program
Guide.
Submit by Email
Page 15 of 28
-------
Appendix C: Sample Application for a Private Entity
Environmental Protection ARP Electric School BUS Rebates Application OMB Number: 2060-0686
¦ »»Agency Expiration Date: 4/30/2022
Applicant Information Funding Year: 2021 Target Fleet: School Bus Project Type: Vehicle Replacement
Applicant Organization Name: Anytown Transport Co.
Applicant Street Address (No po Boxes): 1234 Main St.
City: Anytown
County: Anycounty
State: Illinois
Zip:12345
Employer/Taxpayer No. (EIN/TIN): 12-3456789
DUNS Number: 987654321
Applicant Organization Type: Private Fleet Under Contract with Tribal Gov, or School District on Eligibility ListjJ
Total number of school buses in organization's fleet: 55
Do the schools served by the buses listed below have an idle reduction policy? Yes
Additional Fields for Private Fleets Only: Private fleet owners can apply for funding from the ARP Electric School Bus
Rebates if the vehicle(s) for which funding is being requested are currently contracted or leased to an eligible entity. See the Eligibility
List here. For additional information regarding private fleet applicants and eligible entities, please refer to the Program Guide.
Type of Eligible Public Entity Vehicles are Contracted with: School District on Eligibility List
Public Entity Name: Anytown Public School District
Public Entity Street Address: 12 School St.
Public Entity City: Anytown
Public Entity State: Illinois
Public Entity County: Anycounty
Public Entity Zip: 12345
0
Check box to certify that the privately-owned vehide(s) listed below are contracted with and serve the public entity
listed above and that replacement buses funded in this program will continue to serve that entity for at least three years.
Original diesel vehicles(s) that will be scrapped and replacement bus fuel type:
17-Character Vehicle
Identification Number
(VIN) For Old Diesel Bus
Engine
Model
Year
GVWR
(Gross Vehicle
Weight Rating
in lbs)
12-Character EPA
Engine Family Name
2019
Miles
Traveled
2019
Fuel Use
(gallons)
Estimated
Remaining
Life (yrs)
Replacement
Bus Fuel Type
Rebate
Amount
1
WA9AAA9AXY1234567
1998
31,000
WXXD00C00123
11,222
1,300
9
Batt. Electric - |
$300,000
2
XA9AAA9AXY1234568
1999
28,000
XXXD00C00123
13,000
1,200
7
Batt. Electric - |
$300,000
3
J
$0
4
J
$0
Total Funds Requested: $600,000
0
Check box to certify that: The diesel school buses listed for replacement are (1) operational, (2) owned by the Applicant, (3)
have accumulated 10,000 miles or more in either the previous 12 months or calendar year (Jan-Dec) 2019, or been in use at
least four days per week transporting students between 9/1/2019 and 2/29/2020, and (4) will be scrapped if selected for funding
If selected for funding, the replacement Type C or Type D electric school buses will not be ordered until after being notified of
selection via a signed EPA selection letter and that those replacement buses will continue to serve the eligible school district for
at least three years. Replacement buses will not be funded with VW Mitigation Trust Funds or other federal funds. The total of
2021 ARP Electric School Bus Rebates funds and other eligible external funds will not exceed the cost of the new buses,
including the cost of charging equipment/infrastructure for those buses.
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: Owner
Email: J.L.Smith@anytowntransport.com
Phone: 123-456-7890
Authorized
Representative Signature:
Date:
10/5/2021
Alternate Representative Name: John Wilson
Title: Assistant
Email: J.M.Wilson@anytowntransport.com
Phone: 123-456-7891
If signed electronically, click "Submit by Email" below and attach vehicle title and registration documents. For paper signatures, please scan the signed
rebate application and submit to DERARebates@epa.gov with vehicle title and registration documents as described in this funding opportunity's 2021 Program
Guide.
Submit by Email
Page 16 of 28
-------
Mb"! K'! > ! 11 I 'i I'l ! 1'!!! i|h"I¦' 1"" loi 1 ¦' 1"" ' . I. J 11 11 >es
[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 2021 ARP Electric School Bus Rebates to replace the buses listed on the
application.
[SCHOOL DISTRICT NAME] may apply to replace up to 4 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 2021 ARP Electric School Bus Rebates.
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 2021 ARP Electric School Bus Rebates 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]
Page 17 of 28
-------
Appendix E: Rebate Application Checklist
The following information is required for an application to be considered eligible to potentially receive
funds through the 2021 ARP Electric School Bus Rebates.
Applicants must email the materials listed below to DERARebatesgepa.gov by Friday, November 5,
2021, 4:00 pm Eastern Time.
~ Confirm eligibility of applicant to apply (Section 2)
~ Confirm old bus 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
either the previous 12 months or calendar year (Jan. - Dec.) 2019, or been in use for at
least four days per week on average transporting students between 9/1/2019 and
2/29/2020
~ Complete the rebate application posted on the ARP 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)
Page 18 of 28
-------
Appendix F: Sample Scrappage Photos
i)
Page 19 of 28
-------
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
RIMS 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.'
VEHICLE IDENTIFICATION NO.
1HVBGAAR01A917002 <
VEHICLE TYPE
SCHOOL BUS BODY# 917002
17-character VIN
Page 20 of 28
-------
3) Engine tag - EngineTag####.jpg
intern
12-character EPA
engine family name
! T
' "1
pMH|NE_"iNFORMATIO
:^"nt moteoh ^formations
=\G1N6 manufactured by:
ENGI^ogPWI^
11
cT?»»*igEE : _
EMISSION**
FAMILY
MOOEL
MODELE
»£)V. »«' P ftPU
PUSSMOtA TR/WN
1NVXHO466AN0
CH230
- 230 © 2300
, rofio. <• He* 66q p 1400
nmc i R-Pi A TR/MW ,
EMISSIONS CONTROL S
Dl. TC, ECM, CAC
;ystems
¦1
mini
iiinii
in
hi
hi
in
mini
llllll
THS INGK HAS A PRHARY NTENDED SERVICE
APPLICATION AS A MEDIUM HEAVY-DUTY DIESEL
BCNE AND CONFORMS 10 US. EPA. CALIFORNIA;
AUSTRALIAN AH). AND CANADIAN HEAVY-DUTY DIESEL
REGULATIONS APPLICABLE FOR THE MPLK) MODEL
YEAR AM) IS CERTIFIED TO OPERATE OTOIESEL FUEL.
YEAH AM) IS CERTIFIED TO 01
CE MOTEUR A ETE PRWOPALEI
CONCU EN TANT
OAK MOTRB DCSEL ROBUSTE DE GAMHE MOYENNE
ET EST CMWHt AUX REGLEMENTS DUIPA
kJL k-M. EF DU CANADA, APPLICABLE?# L'ANNEE
DE NGOELE ITUQUEE ET EST CERTIFIE POUR
EONCTKMER AU CARBURANT DIESEL.
Engine model year
Other engine family
identification.
Insufficient number of
characters to be the
12-character EPA
engine family name.
Do not use this ID on
your rebate materials.
CURB IDLE. FUEL RATE 0 ADV. POWER AND
INJECTION TIMING ARE NON-ADJUSTABLE
EM5INE S/N 470HM2U1305324
Page 21 of 28
-------
4) Chassis rail cut in half - Chassis####.jpg
Page 22 of 28
-------
W- • ¦ k„.
5) Engine block, prior to hole being drilled - EngineBlockPrior####.jpg
Page 23 of 28
-------
6)
Engine block, after hole has been drilled - EngineBlockAfter####.jpg
Page 24 of 28
-------
Hb"! K'i' ¦- "• ' *111'lh1 ®!" '1 I ¦ •Mb'-'iv 11 "11 ill- ¦
-------
Appendix HI: Payment Request Checklist
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
~ 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 and EV chargers
~ Proof of delivery for the new buses and EV chargers listing the date of delivery and the bus VINs
Page 26 of 28
-------
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 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);
• 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. The bus must continue to
serve the school district listed on the application for at least three years. 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 2021 ARP Electric School Bus Rebates
shall be used to fund the costs of emission reductions that are mandated under federal law.
Restriction on Other Funding Sources
No other federal funds or Volkswagen (VW) Environmental Mitigation Trust funds can be used on the
same bus replacement project as 2021 ARP Electric School Bus Rebate funds. Fleets can use external
non-federal and non-VW funding sources as part of their bus replacement project, but must confirm
with the source of those funds that they are not pass-through federal or VW Trust funds.
The total of 2021 ARP Electric School Bus Rebate funds and other eligible external funds cannot exceed
the cost of the new buses, including the cost of charging equipment/infrastructure for those buses.
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
notify applicants that have been selected for rebates by email within 90 days of the close of the open
application period. EPA will also post a list of selectees and organizations on the wait list on the ARP
Page 27 of 28
-------
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 2021 ARP Electric School Bus Rebates 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.
Page 28 of 28
------- |