EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates


EPA Clean Ports Program: Supplemental
Resource for Completing Progress
Reporting Templates

SEPA

United States
Environmental Protection
Agency

-------
EPA Clean Ports Program: Supplemental
Resource for Completing Progress
Reporting Templates

The statements in this document, with the exception of any referenced require-
ments, are intended solely as a resource. This document is not intended, nor can it be
relied upon, to create any rights enforceable by any party in litigation with the United
States. This document may be revised without public notice to reflect changes in the
EPA's approach to completing Clean Ports Program required semi-annual progress
reporting templates.

Office of Transportation and Air Quality
U.S. Environmental Protection Agency

NOTICE

United States
Environmental Protection
Agency

EPA-420-B-26-005
January 2026

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Table of Contents

Introduction	1

General Tips	1

Instructions for Selected Climate and Air Quality Planning (CAQP) Tabs	5

Instructions for Selected Zero-Emission (ZE) Technology Deployment Tabs	11

Appendix: Standardized Terminology for Vehicle or Equipment Types and Subtypes	18

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Introduction

This document is a supplemental resource for Clean Ports Program grantees to successfully complete
the required semi-annual progress reporting templates for both types of projects: Zero-Emission (ZE)
Technology Deployment and Climate and Air Quality Planning (CAQP). The required reporting templates
can be found on the "Clean Ports Program: Grantee Resources" webpage at:
https://www.epa.gOv/ports-initiative/clean-ports-program-grantee-resources#documents.

Semi-annual progress reports are a way for grantees to provide project implementation updates and
notify the U.S. Environmental Protection Agency (EPA) when a development occurs that may affect the
award. Therefore, it is important to submit accurate, complete, and consistent information in grantee
progress reports. The information below provides helpful tips for completing the progress reporting
template based on common issues that reviewers identified during the initial (January-June 2025)
progress reporting review process, as well as detailed instructions for the templates' more complex
tabs. Following the tips and instructions will help grantees complete their progress reports more quickly
and accurately.

This document is divided up into three main sections:

1. General Tips - Contains tips applicable to all grantees and general advice across multiple tabs
and tables. All grantees should review this section.

2. Instructions for Selected Climate and Air Quality Planning (CAQP) Tabs - Contains instructions
for entering data into the more complex tabs of the CAQP progress reporting template.

3. Instructions for Selected Zero-Emission (ZE) Technology Deployment Tabs - Contains
instructions for entering data into the more complex tabs of the ZE progress reporting template.

General Tips

This section contains a few general tips and reminders for entering data and completing the requested
progress reporting tables.

Tips Before Getting Started

• Please review the entire reporting template document before entering information, to get a
sense of what data fields are requested and the extent (i.e., rows and columns) of all the
worksheets.

• The last (far right) tab of both the CAQP and ZE templates includes a Data Dictionary with
additional guidance and definitions for various fields.

• Please do not delete any tabs or tables. There are hidden tabs used for auto-populating certain
fields and many fields are crosslinked via formulas.

• Be sure to inform your Project Officer (PO) about changes in your project as soon as possible
(e.g., changes to vehicles/equipment that will be purchased, project locations, or contact
information). Do not wait for the progress report.

• Be cautious when copy/pasting information into the templates, as there may be formulae
and/or formatting that can be overwritten. When pasting, right click and select "Paste Special,"

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

then select the icon for "Values" to only paste values into the workbook. See Figure 1 for
additional detail.

• Some tables ask for longer format narrative responses {e.g., Tab 13 Workplan Commitments). It
may be helpful to review the templates for those types of tables and draft those responses in a
separate document before copying and pasting the responses into the template.

• Gather all the materials you will need to complete your report. Key materials include your final
workplan narrative and other grant documents (such as your SF 424-A), financial records such as
invoices, and equipment specifications (if applicable).

Progress reporting templates are intended to become more complete throughout the project lifecycle.
Certain types of information can be entered as soon as the first reporting cycle, while other details will
only become available at later stages (such as once new equipment is acquired or deployed). Ensuring
data is entered at the appropriate time and that no tables are omitted is important. Below are some tips
for addressing data completeness.

• Only fill in fields in the progress reporting template that are highlighted blue, unless otherwise
specified in the reporting template. Fields highlighted yellow are for informational purposes
and/or are auto populated from other fields/tabs in the workbook.

• Certain fields may auto-populate with diagonal hashmark patterns (///), indicating a response to
those fields is not necessary based on prior responses.

• If a data field or tab is not applicable or the information is not yet available, please leave the
field(s) blank and do not enter any filler text {i.e., please do not insert "TBD", "N/A", etc.).

• Some worksheets have tables that are many columns to the right and/or many rows down in the
worksheet. For example, Table 9c/10c (Programmatic and Narrative Updates) in ZE Tab 9/CAQP
Tab 10 (Year 1) begins on row 96 (see Figure 2). Tab 13 (Workplan Commitments) also has tables

Figure 1. Paste Special, Values Pop-Up Window in Excel

Data Entry and Data Completeness Tips

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

far down on the tab. Make sure to scroll down and across in each tab ensure that the progress
report submission is complete.

Figure 2. Zero-Emission Technology Deployment Competition Tab 9 (Year 1), Table 9c
(Programmatic and Narrative Updates)

Table 9c. Programmatic and Narrative Updates
Record and update project updates below.

Please provide programmatic and narrative updates on the project. As semi-annual reports are submitted, indicate updates or changes
for each period. For each period, please indicate if there was a change from the previous period. If yes, please provide an explanation in
the subsequent cell.

Question | ~

Jan-Jun 2025 Update

Jul-Dec 2025 Update

L01

1. Provide a comparison of actual
accomplishments to the objectives
established for the reporting period.

Comparison of actual accomplishments

July to December comparison of actual
accomplishments

2. If anticipated outputs/outcomes and/or
timelines/milestones are not met, why not?
Did you encounter any problems during the
reporting period which may interfere with
meeting project objectives?

What is your plan to address these problems
to ensure that the outputs/outcomes will be
met within the period of performance?

L02

3. Have there been any major personnel
changes during this reporting period?

4. Did any public relations events regarding
this grant take place during the reporting
period?

Tips While Completing the Report

• The progress report is intended to capture how the project progressed during the covered
reporting period {e.g., July-December 2025). For each subsequent submission, please only
update information associated with that specific reporting period.

o Major modifications (such as amendments or other modifications included in ZE Tab
7/CAQP Tab 8 (Amendments and Other Modifications)) should only be documented in
the progress report after PO approval. For example, if an amendment is needed but is
expected to be approved during the next reporting period, please report that change in
the next progress report,
o When reporting expenditures, such as in ZE Tabs 9-12/CAQP Tabs 10-12 {Year X), only
report on expenses that were withdrawn via the Automated Standard Application for
Payments (ASAP) system during the reporting period {e.g., July 1 to Dec 31, 2025).

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

• When reporting your project partners in Tab 3 (Project Partners), you can review your budget to
help determine whether your partner is a subawardee to fill out Column J (Is this partner a
subawardee?). If the funding for your partner is included under the "Contractual" category, they
are a contractor not a subawardee, and you should mark Column J "No." If the funding for your
partner is included under the "Other" category, they may be a subawardee. Contact your PO if
you are still unsure.

• Ensure that your overall budget details align with your final workplan narrative and SF 424-A.
For example, in ZE Tab 8/CAQP Tab 9 (Financial Summary), the data entered in the highlighted
blue cells should match your grant documents. Please do not round numbers.

• Reference your final workplan narrative as you complete your report. Many sections should
draw from the final workplan narrative, and in some cases, you may want to directly copy
details from the narrative into your reports. The following sections should align closely with your
final workplan, though you should add additional information to document project progress:

o ZE Tabs 9-12/CAQP Tabs 10-12 (Year X):

¦ Table 9b/10b (Project Updates), Columns A, B, and C (Activities, Anticipated
Outputs, and Anticipated Outcomes) should match the "Expected Project
Outputs and Outcomes" table in your final workplan narrative.

¦ Responses to each of the questions listed in Table 9c/10c (Programmatic and
Narrative Updates) should draw from the "Timeline and Milestones" and
"Expected Project Outputs and Outcomes" sections of the final workplan
narrative.

o Tab 13 (Workplan Commitments), reference your workplan to determine which rows
need to be completed. For all commitments included in the workplan narrative, be sure
to fill out the corresponding table in this tab.

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Instructions for Selected Climate and Air Quality Planning
(CAQP) Tabs

This section contains detailed instructions for completing the more complex tabs of the CAQP progress
reporting template. These instructions include information on when and how to complete requested
information, on a tab-by-tab basis.

Tab 5. Project Overview

• Please ignore this tab and do not enter any new data on this tab at this time. Document
planning activity details on Tab 14 (Specific Planning Activity) instead. The EPA may provide
further guidance on Tab 5 (Project Overview) in the future.

Tab 6. Port Facility Locations and Tab 7. Additional Locations

• If a project location spans more than one county, use a new line for each county. If a project
spans more than one location within the same port and county (e.g., two separate terminals),
use a new line for each location.

• For each location, be sure to fill out Column H (Estimate of the Share of Overall Project Activity
at this Site). This value should not be zero and should be rounded to a whole number. The
approach to estimating this value will vary depending on the details of each project. One
approach is to estimate the share of activity based on the percentage of costs occurring at a
given location. Please estimate to the best of your abilities using the following examples as a
guide:

o Example 1: A state agency will conduct a statewide port emissions inventory covering 10
ports across the state. The state agency expects the level of effort to collect data and
estimate emissions to be roughly the same for each port. The share of activities is 10%
at each of the 10 port locations,
o Example 2: A port with one primary location with a fleet of 100 vehicles and one
secondary location with a fleet of 50 vehicles will conduct climate and air quality
planning activities across both locations.

¦ If planning activities at the secondary location will require less time and funding
compared to the primary location, it may be appropriate to estimate 67% of
activities at the primary location, and 33% of activities at the secondary
location.

¦ Despite the different fleet sizes at each location, if the level of effort and
funding needed is roughly the same, then it may be appropriate to estimate
50% of the activities at each location.

• Be sure that all the values in Column H across both Tab 6 (Port Facility Locations) and Tab 7
(Additional Locations) sum to 100%.

• Most projects do not include additional (non-port) locations so Tab 7 (Additional Locations) may
be blank. You should fill out this tab if any part of your project takes place at a location that does
not meet the program definition of a port provided on Tab 6 (Port Facility Locations).

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Tabs 10-12. Years 1-3

• In Table 10a (Annual Rate of Expenditure), there are 41 additional rows that may be used for
additional line-item expenses. To view these rows, click the "+" button located to the left of the
row numbers next to row 60, as shown in Figure 3. If you use additional rows, please be sure to
fill out Column A (Category of Expenses) using the drop-down menu

Figure 3. Climate and Air Quality Planning Competition Tab 10 (Year 1), Table 10a

Category of Expenses

(populate additional rows as needed.

Line Item Description

selecting the appropriate Category of

Expenses) [V

Personnel

Fringe Benefits

Travel

Equipment

Supplies

Contractual

Construction

Other

Indirect Charges

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Figure 4. Climate arid Air Quality Planning Competition Tab 14 (Specific Planning Activity), Columns A-C

C 1

Planning Activity ID

(user is encouraged to

modify values in this Type of Planning Activity

column. This is used to (select from dropdown)
identify activities when
completing other tabs)

~ ~

Example: Terminal , _ . . ,.

Example: Emissions Inventory and/or
Operator Equipment . . „ .

Accounting Practice

Data Collection

If Other Planning Activity not listed, describe

Example if "Other" is selected: Emissions
Reduction Strategy Analysis; Emissions Inventory
and/or Accounting Practice

Grid infrastructure,

capacity, transmission Emissions Reduction Strategy Analysis
overview and analysis

WSImSMIi

Port electrification

infrastructure Emissions Reduction Strategy Analysis
feasibility studies

: '

• In Column B (Type of Planning Activity), select the most appropriate "type" of planning activity
for the activity that you listed in Column A

o All activities should correspond to at least one of the following eight eligible categories:

¦ Emissions Inventory or Accounting Practice

¦ Emissions Reduction Strategy Analysis

¦ Development of Emissions Reduction Target

¦ Plan for Reducing Future Port Emissions

¦ Port Resiliency Assessment

¦ Plan to Increase Resilience of Port

¦ Formal Stakeholder Engagement

¦ Workforce Planning Analysis

¦ The Notice of Funding Opportunity describes these activities and provides
examples: Clean Ports Program: Climate and Air Quality Planning Competition
Notice of Funding Opportunity (pdf) see Section I.B. (Program Goals and
Objectives)

o For a planning activity that applies to more than one of the eight default activities,

please select "Other" and list all applicable planning activity categories under Column C
(If Other Planning Activity not listed, describe) (see Figure 5).

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Figure 5. Climate and Air Quality Planning Competition Tab 14 (Specific Planning Activity), Columns A-C

A a

Planning Activity ID

(user is encouraged to

modify values in this Type of Planning Activity

column. This is used to (select from dropdown)
identify activities when
completing other tabs)

~ 0

Example: Terminal , ,.

Example: Emissions Inventory and/or

Operator Equipment

Accounting Practice

Data Collection

If Other Planning Activity not listed, describe

Example if "Other" is selected: Emissions
Reduction Strategy Analysis; Emissions Inventory
and/or Accounting Practice

Final Report and „ ,

Other Activity

Website

Emissions Reduction Strategy Analysis; Emissions
Inventory and/or Accounting Practice; Plan for
Reducing Future Port Emissions; Workforce
Planning Analysis; Formal Stakeholder
Engagement

• If an activity affects multiple locations, do not use separate rows to list each location separately
for a specific planning activity. Instead, follow the instructions below to describe separate
locations.

• Primary Location (Columns D-J)

o In Column D (Primary Port Affected by Planning Activity), use the dropdown to select
the primary port that wiii be affected by each planning activity.

¦ The drop down will be populated based on information provided on Tab 6 (Port
Facility Locations).

o If the primary location for the activity is not a port, use the dropdown in Column E (If
Primary location of activity is not at a port, provide the Name of the Additional Project
Location) to select the "Additional Project Location."

¦ The drop down will be populated based on information provided on Tab 7
(.Additional Locations).

o Column F (Project Site ID), Column G (State), Column H (County), and Column I (City) will
be auto populated. There is no action needed.

o For Column J (Percentage of Planning Activity Affecting Site), enter a value between 0-
100% to indicate what percentage share of that activity wili occur at the primary
location.

• Secondary Location (Columns K - Q)

o In Column K (Secondary Port Affected by Planning Activity), use the dropdown to select
the secondary port that will be affected by each planning activity.

o If the secondary location for the activity is not a port, use the dropdown in Column L (If
Secondary location of activity is not at a port, provide the Name of the Additional Project
Location) to select the "Additional Project Location."

o For Column Q (Percentage of Planning Activity Affecting Site Secondary Location), enter
a value between 0-100% to indicate what percentage share of that activity will occur at
the secondary location.

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

• Additional Locations

o In Column R (Additional Counties where Planning Takes Place), if the listed planning
activity spans additional counties or sites not otherwise listed, please list these counties
here, using a semicolon to separate between different counties,
o In Column S [% of Planning Affecting Additional Counties), list the relative share of the
planning activity affecting the additional counties listed in Column R, using a semicolon
to separate between different counties, as shown in Figure 6.

Figure 6. Climate and Air Quality Planning Competition Tab 14 (Specific Planning Activity), Column R and

Column S

Additional Counties where Planning Takes Place

(Include county and state, and use a semicolon for
multiple counties, if needed)

Broward County, FL; Monroe County, FL

% of Planning Affecting Additional Counties

(Format response as [number]% in [county, state
abbreviation], and use a semicolon if listing
multiple counties)

4% in Broward County; 1% in Monroe County

Broward County, FL; Monroe County, FL

4% in Broward County; 1% in Monroe County

• For each row, the sum of the percentages in Columns J, Q, and S should equal 100% (see Figure
7).

• For each planning activity please estimate the percentage of the activity occurring at each
location (primary, secondary, and alternate locations). The approach to estimating this value will
vary depending on the details of each project. One approach is to estimate share of activity
based on the percentage of costs occurring at a given location. Please estimate to the best of
your abilities using the following examples as a guide:

o Example 1: A state agency will conduct a statewide port emissions inventory covering 4
ports across the state. The state agency expects the level of effort to collect data and
estimate emissions to be roughly the same for each port. The percentage share of the
planning activity is 25% at each location.

¦ Column J: 25%, Column Q: 25%, Column S: 25% in Additional County 1; 25% in
Additional County 2

o Example 2: A port with one primary location with a fleet of 100 vehicles and one

secondary location with a fleet of 50 vehicles will conduct a port resiliency assessment
across all locations:

¦ If the assessment at the other locations will require less time and funding
compared to the primary location, it may be appropriate to estimate 67% of
activity at the primary location, and 33% of activity at the secondary location.

• Column J: 67%, Column Q: 33%, Column S: Leave blank (no additional
locations)

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Despite the different fleet sizes at each location, if the level of effort and
funding needed is roughly the same, then it may be appropriate to estimate
50% of the activity at each location.

• Column J: 50%, Column Q: 50%, Column S: Leave blank (no additional
locations)

Figure 7. Climate and Air Quality Planning Competition Tab 14 (Specific Planning Activity), Columns J, Q,
and S (Note: several columns have been hidden in this figure for illustration purposes)

For each row, the sum of values in
columns J, Q, and S should equal
100%. Please check values.

Percentage of Planning Activity
Affecting Site

(Enter a value between 0-100% based
on the percentage of the planning
activity listed in each row taking place
at the primary project location.)

For each row, the sum of values in
columns J, Q, and S should equal
100%. Please check values.

Percentage of Planning Activity
Affecting Site
Secondary location

(Enter a value between 0-100% based
on the percentage of the planning
activity listed in each row taking place
at the secondary project location.)

For each row, the sum of values in columns J, Q,
and S should equal 100%. Please check values.

% of Planning Affecting Additional Counties

(Format response as [number]% in [county, state
abbreviation], and use a semicolon if listing
multiple counties)

50%

25%

4% in Broward County; 1% in Monroe County

25% in Broward County; 25% in Monroe County

Completion Dates

o In Column T (Estimated Planned Completion Date for Planning Activity), enter the

estimated planned completion date for the planning activity,
o Once the activity has been completed, use Column U (Actual Completion Date for
Planning Activity) to enter the actual completion date for the planning activity.

Outcomes

o In Column V (Outcome of Planning Activity), describe the outcome of the planning

activity once it has been completed. Please refer to the outcomes in your final workplan
narrative.

o For each outcome with public documentation, please list the web address of the public-
facing product in Column W {Publicly Available Documentation of Outcome).

Total Costs and EPA Funds

o In Column X (Total Cost of Planning Activity), enter the total estimated cost of the

planning activity. The total estimated cost of the planning activity is equal to the sum of
EPA and external funds,
o In Column Y (Total EPA Funds Expended for Planning Activity), enter the total estimated
EPA funds for the planning activity. This will equal the value in Column X unless you are
using external funds to pay for a portion of the activity,
o Once the planning activity has been completed, enter the actual total costs in Column X
and the actual EPA funds in Column Y.

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Instructions for Selected Zero-Emission (ZE) Technology
Deployment Tabs

This section contains detailed instructions for completing the more complex tabs of the ZE Technology
Deployment progress reporting template. Progress reporting templates are intended to become more
complete throughout the project lifecycle and the information below explains when and how to report
different types of data, on a tab-by-tab basis.

Tab 5. Port Facility Locations and Tab 6. Additional Locations

o 15 reach stackers and 1 rubber-tired gantry crane will be deployed at Location 1 totaling
$2.5M. 30 forklifts will be deployed at Location 2 totaling $1.5M. The share of overall
project activity at Location 1 = 63% ($2.5M/$4M total project costs), Location 2 = 37%
($1.5M/$4M).

• Be sure that the all the values in Column H across both Tab 5 (Port Facility Locations) and Tab 6
(Additional Locations) sum to 100%.

• Most projects do not include additional (non-port) locations so Tab 6 (Additional Locations) may
be blank. You should fill out this tab if any part of your project takes place at a location that does
not meet the program definition of a port provided on Tab 5 (Port Facility Locations). Examples
may include:

o Deployment of charging/fueling infrastructure at an off-port location such as a truck
depot or first point of rest.

o Installation of a solar grid at an off-site location to provide power for charging eligible
equipment and vehicles.

Tabs 9-12. Years 1-4

• In Table 9a (Annual Rate of Expenditure), there are 41 additional rows that may be used for
additional line-item expenses. To view these rows, click the "+" button located to the left of the
row numbers next to row 60, as shown in Figure 8. If you use additional rows, please be sure to
fill out Column A (Category of Expenses) using the drop-down menu

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates
Figure 8. Zero-Emission Technology Deployment Competition Tab 9 (Year 1), Table 9a

h uw

A . B

Category of Expenses

(populate additional rows as needed,
selecting the appropriate Category of
Expenses) [V

Line Item Description

Personnel

Fringe Benefits

Travel

Equipment

Supplies

Contractual

Construction

Other

. 17

Indirect Charges

~ 60

| <- Click + to access additional rows. Please do not insert or delete rows.

• Updates on activities that are not explicitly included in the final workplan narrative, such as
procurement, subaward agreements, quality assurance project plan (QAPP) approval, cross-
cutter compliance, and project design, can be included in the bottom row of Table 9c (Do you
have any other comments or feedback?).

• Please ensure that progress and notes reflect the activity the funds are being spent on. For
example, if funds are being spent on personnel or supplies during a reporting period, then this
should correlate to an activity listed as "In Progress" or "Completed" in Table 9b or an "other
comment" in Table 9c.

Tab 13. Workplan Commitments

• Table 13e (Coordination with Complementary Initiatives and Leveraging of Additional External
Funds), include details on coordination with complementary initiatives AND additional funding
sources that are neither EPA Clean Ports funds nor cost share (if applicable).

o Leveraging of Additional External Funds: Examples include outside grants or funding
which may be used to pay for some portions of the project (e.g., a state grant which will
be used to support aspects of the project, such as electric vehicle supply equipment
(EVSE) installation).

o Coordination with Complementary Initiatives: Even if not using leveraged funds, you
should include details on complementary initiatives from the final workplan narrative.
Examples include previous phases of a project, such as providing shore power at
multiple berths or terminals, localized initiatives such as Great Lakes Green Shipping
Corridor, or other projects that may impact the results of the Clean Ports grant project.

o If you received funding under both the ZE and CAQP Clean Ports competitions, please
summarize complementary initiatives funded in your CAQP grant in this section.

Tab 14. Additional External Funds

• This tab is only for reporting external funds that are in addition to any external funds listed in
the award document. If external funding is used for cost share and included in the award
document, it should NOT be included in this tab.

• If there are additional external funds to report in this tab, then Question la of Table 13e on Tab
13 (Workplan Commitments) should be marked "Yes."

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

• If Question la of Table 13e on Tab 13 is marked "Yes" and there are no additional external
funds to report (for example, if there is coordination with complementary initiatives but there
are no leveraged funds), then leave Tab 14 blank. Do not enter "N/A" or other text.

Tabs 15-21. General Tips Across Tabs

• Column A of Tabs 15-21 provides default names for each vehicle/piece of equipment/piece of
infrastructure. You may edit this column to provide unique names.

• Many columns in Tabs 15-21 will not be completed until vehicles/equipment/infrastructure are
deployed. See below for the minimum information that should be completed prior to
deployment.

• The dropdowns for place(s) of performance and location information will auto-populate based
on information provided on Tab 5 (Port Facility Locations) and/or Tab 6 (Additional Locations).

• Complete information about Build America, Buy America Act (BABA) compliance as soon as
information is available (Table 15j (Vehicle or Equipment BABA Details), Table 17e {EVSE BABA
Details), Table 18d (Shore Power BABA Details), Table 19i (BABA Compliance), Table 20d (BABA
Compliance), Table 21d (BABA Compliance)).

• When completing cost information prior to deployment, enter the best available estimate at the
time of the progress report. Following deployment, update this information to reflect the actual
cost.

• For more information about reporting Activity Data, see the Guide for Vehicle, Equipment, and
Infrastructure Activity Data Collection, available at: https://www.epa.gov/ports-initiative/clean-
ports-program-grantee-resources#documents.

Tab 15. New Fleet Description

• Please complete the following columns prior to vehicle/equipment deployment:

o Column B: Vehicle or Equipment Type and Column C: Vehicle or Equipment Subtype

¦ Use the dropdowns to select from eligible vehicle or equipment types/subtypes.
Column C is restricted based on selections made in Column B. (See the
Appendix for a list of allowable vehicle or equipment type and subtype
combinations.)

o Column D: If 'Other' Subtype selected, please describe
o Column E: Technology Type

¦ Use the dropdown to select a technology type based on (1) whether the
technology is either a new vehicle/piece of equipment or a new powertrain, and
(2) whether the technology is battery electric, fuel cell, or electric/grid-
connected. If "Other" technology type is selected, please describe in Column F.

o Column F: If 'Other' selected for Technology Type, please describe
o Column I: Estimated Planned Date-in-Service

o For new vehicles/equipment (marked as "New Vehicle/Equipment" in Column E):

¦ Column AK: Acquisition Cost Per Vehicle or Equipment

¦ Column AL: Total EPA Funds Expended Per Vehicle or Equipment Acquisition
o For powertrain replacements (marked as "New Powertrain" in Column E):

¦ Column AU: Total Acquisition Cost Per New Powertrain

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

¦ Column AW: Total Funds Expended for Labor Related to Powertrain
Replacement

¦ Column AX: EPA Funds Expended for Labor Related to Powertrain Replacement
• When completing Table 15b (Place(s) of Performance):

o If the response to Column K (Vehicle or Equipment Operates in Multiple Performance
Locations Within this Project?) is "No," use the dropdowns in Column L (Primary Port or
Port Facility) or Column M (Additional Project Location) to select the primary place of
performance.

o If the response to Column K is "Yes," use the dropdowns in Columns L or M to select the
primary place of performance and use the dropdowns in Column T (Secondary Port or
Port Facility) or Column U (Additional Project Location) to select the secondary place of
performance. List any additional counties where the vehicle/piece of equipment
operates in Column AB.

o For each row, the sum of the percentages in Columns Q, Y, and AC should equal 100%
(see Figure 9).

Figure 9. Zero-Emission Technology Deployment Progress Report Tab 15 (New Fleet Description),
Columns Q, Y, and AC (Note: several columns have been hidden in this figure for illustration purposes)

Q II v

II AC

For each row: the sum of values in columns CI Y, For each row, the sum of values in columns Q, Y, For each row, the sum of values in columns d Y,
and AC should equal 100%. Please check values. and AC should equal 100%. Please check values. and AC should equal 100%. Please check values.

Percentage of Equipment Operation in

Percentage of Equipment Operation Percentage of Equipment Operation

... , Each Additional Location

within the Primary County and/or port within Secondary County and/or port ^ „

(% of time for nonroad equipment &% of
location location ,

i r miles driven for on rood. Format multiple
(% of time for nonrood equipment &% of (% of time for nonroad equipment & % of ,

resp onses as [n umber] % in [coun ty,
miles driven for onroad equipment; enter miles driven for onroad. Enter a value f

state abbreviation]. Use a semicolon if
a value between 0-100%.) rri between 0-100%.) rz-i F r—i

listina multiple locations)

75% 20% Port Location 3:3%; Port Location 4:2%

• Columns that ask for technical specifications in Tables 15c, 15d, 15e, 15f, 15g, 15h, and 15i
should reference information from the manufacturer.

• Complete all applicable remaining columns after vehicle/equipment deployment, including:

o Column J: Actual Date-in-Service

o Tables 15m, 15n, 15o, and 15p: Vehicle or Equipment Activity Data and Serving a Port
Verification

Tab 16. Scrappage

• Please complete the following columns/tables prior to scrapping vehicles/equipment:

o Column B: Does this scrapped vehicle or equipment correspond to any New Vehicle or
Equipment from 'New Fleet Description' table?

¦ If the response to Column B is "Yes," use the dropdown menu in Column C to
select the corresponding new vehicle. Selecting "Yes" will auto-populate
Columns D-Z based on information from Tab 15 (New Fleet Description).

¦ If the response to Column B is "No," provide information in Columns AA-AF.
o Table 16b: Current Vehicle or Equipment Specifications

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates
o Table 16c: Current Engine Information

o Table 16d: Current Annual Vehicle Activity Data & Estimated Remaining Life

• Complete Column BF (Date of Scrappage) after vehicle/equipment scrappage.

Tab 17. Infrastructure - EVSE

• Please complete the following columns/tables prior to deployment:

o Column C: Type of Charger

¦ "Level 2" chargers typically have a maximum output power (Column I) of 19 kW
or less.

¦ Select "Other" for EVSE that is not a "Level 2" or "DC Fast" charger, such as EVSE
for grid-connected equipment.

o Column D: If 'Other' charger type selected, describe charger type
o Column I: EVSE or Other EV Charger Maximum Output Power (kW)
o Column M: Number of EVSE or Other EV Charger Units
o Column N: Estimated Planned Date-in-Service
o Table 17b: Location of Charging Infrastructure
o Table 17f: EVSE Cost Summary

¦ If the response to Column AM (Does the Infrastructure Equipment Cost Include
Installation?) is "No," provide installation cost information in Columns AR-AS.

¦ If the response to Column AM is "Yes," do not enter any information in Columns
AR-AS.

¦ Use Columns AT-AV to report eligible expenses for the infrastructure group that
do not fall under Columns AN-AO or AR-AS.

• Complete all applicable remaining columns after infrastructure deployment, including:

o Column O: Actual Date-in-Service
o Tables 17h, 17i, 17j, and 17k: EVSE Activity Details

Tab 18. Infrastructure-Shore Power

• Please complete the following columns/tables prior to deployment:

o Column C: Type of Shore Power Connection
o Column D: Total Voltage Service Provided
o Column E: Total Voltage Service Provided, if not listed
o Column J: Number of Shore Power Pedestals
o Column K: Estimated Planned Date-in-Service
o Table 18b: Location of Shore Power Infrastructure
o Table 18e: Shore Power Cost Summary

¦ If the response to Column AC (Does the Infrastructure Equipment Cost Include
Installation?) is "No," provide installation cost information in Columns AD-AE.

¦ If the response to Column AC is "Yes," do not enter any information in Columns
AD-AE.

¦ Use Columns AF-AH to report eligible expenses for the infrastructure group that
do not fall under Columns AA-AB or AD-AE.

• Complete all applicable remaining columns after infrastructure deployment, including:

o Column L: Actual Date-in-Service

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates
o Tables 18g, 18h, 18i, and 18j: Shore Power Utilization

Tab 19. Infrastructure - Hydrogen

• Please complete the following columns/tables prior to deployment:

o Column C: Type of Station
o Column H: Total Number of Dispensers
o Column J: Total Dispensing Capacity of the Station (kg/day)
o Column N: Estimated Planned Date-in-Service
o Tables 19f and 19g: Service Details and Location of H2 Station
o Table 19j: Funding Details

¦ Use Columns BH-BJ to report eligible expenses for the infrastructure group that
do not fall under Columns AU-BE or BF-BG.

• Complete all applicable remaining columns after infrastructure deployment, including:

o Column O: Actual Date-in-Service
o Tables 191,19m, 19n, and 19o: H2 Station Utilization

Tab 20. Infrastructure - Power Gen

• Please complete the following columns/tables prior to deployment:

o Column C: Type of Energy Generation
o Column G: AC Capacity of the System (kW)

¦ Column G should reflect the combined nameplate capacity of the system's
inverter(s). This value should not be confused with the DC capacity of the
system, which is the combined nameplate capacity of the solar panels.

o Column H: Estimated Planned Date-in-Service
o Table 20b: On-Site Power Generation Location Details
o Table 20e: On-Site Power Generation Cost Summary

¦ Use Columns AD-AF to report eligible expenses for the infrastructure group that
do not fall under Columns Z-AA or AB-AC.

• Columns D-F should include information about both the solar panels and inverter(s), separated
by a semicolon.

• Complete all applicable remaining columns after infrastructure deployment, including:

o Column I: Actual Date-in-Service

o Tables 20g, 20h, 20i, and 20j: On-Site Power Generation Activity Data

Tab 21. Infrastructure - BESS

• Please complete the following columns/tables prior to deployment:

o Column F: Number of Units
o Column G: Total Energy Capacity (MWh)
o Column P: Estimated Planned Date-in-Service
o Table 21b: Location of BESS Infrastructure

¦ If the response to Column X (Does the BESS Serve Multiple Port Facilities?) is
"No," use the dropdown in Column Y (Primary Location Served by BESS) to
select the primary port served.

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

¦ If the response to Column X is "Yes," use the dropdown in Column Y to select
the primary port served, and list any additional port locations in Column Z.

o Table 21e: BESS Cost Summary

¦ Use Columns AO-AQto report eligible expenses for the infrastructure group
that do not fall under Columns AI-AJ or AM-AN.

• Complete all applicable remaining columns after infrastructure deployment, including:

o Column Q: Actual Date-in-Service
o Tables 21g, 21h, 21i, and 21j: BESS Activity Data

Tab 22. Infrastructure - Other

• Provide details on any additional infrastructure materials or components that are not reported
on the previous infrastructure tabs. Example types of infrastructure to report here include:

o Electrical system upgrades, including, but not limited to eligible upgrades to electrical

panels or electrical service, wiring/conduit, and meters
o Mobile shore power cable management systems

• Include the following information:

o Total cost

o Amount of EPA funds expended

o BABA compliance approach (e.g., full compliance or use of specific waiver)

o Estimated planned date-in-service

o Actual date-in-service (when available)

-------
EPA Clean Ports Program: Supplemental Resource for Completing Progress Reporting Templates

Appendix: Standardized Terminology for Vehicle or
Equipment Types and Subtypes

Vehicle or Equipment Type

Vehicle or Equipment Subtype

Locomotive_and_Rail

• Line Haul Locomotive

• Railcar Indexer

• Railcar Mover

• Switch Locomotive

Marine_and_Harbor_Vessels

• Crew/Work Boat

• Ferry Vessel

• Patrol Boat

• Tugboat

• Other Vessel/Not Listed (if "Other" subtype

selected, please describe)

Cargo_Handling_Equipment_and_Other_Nonroad

• Aerial Lift

• Crane (Gantry)

• Crane (Mobile Harbor)

• Crane (Rail-Mounted Gantry)

• Crane (Rubber-Tired Gantry)

• Crane (Ship-to-Shore)

• Crane (Other) (if "Other" subtype selected,

please describe)

• Conveyor

• Forklift

• Material Handler

• Reach Stacker

• Shuttle Carrier

• Side Pick

• Skid Steer Loader

• Sweeper

• Tractor (Terminal Tractor)

• Tractor (Other) (if "Other" subtype selected,

please describe)

• Top Handler

• Other Nonroad/Not Listed (if "Other" subtype

selected, please describe)

Onroad

• Bus

• Class 8 - Drayage

• Class 5-7 - Drayage

• Class 8-Other

• Class 5-7 - Other

• Passenger Van

• Other Onroad/Not Listed (if "Other" subtype

selected, please describe)

-------