Federal and State Grant Funding Sources

1
Federal and State Grant Funding Sources Writing
a Successful Grant Allegheny County Health
Department / PA Dept of Environmental Protection
Diesel School Bus Retrofit Technology Workshop

• Brian Rehn
• U.S. EPA Region III
• Air Protection Division

2
Federal Grant Funding Sources Clean School Bus
USA

• Congress provided 5 million to EPA for CSB USA
  demonstration grants in FY 2003, and an
  additional 5 million in FY 2004
• EPA selected 2003 2004 projects from 120
  applicants
• For 2005 Clean School Bus Funding was set at 7.5
  million, for a cost-shared grant program
• Funds intended for projects that demonstrate a
  variety of approaches to reduce school bus
  emissions through retrofit or replacement
• 2005 RFP soliciting applications will be released
  in May with application due within 45 days

3
Clean School Bus USA Grants (Cont)

• Eligibility is for school districts.
• School Districts CAN contract with private
  fleets, but a school district must be grant
  applicant.
• The Presidents FY 2006 budget calls for 10
  million for Clean School Bus USA grant funding

4
Other Federal Grant Funding Sources

• Sensitive Population Competition provided 1.5
  million in 2004 for retrofits in a variety of
  sectors
• West Coast Diesel Collaborative

5
Additional Funding Opportunities

• Supplemental Environmental Projects SEPsToyota
• 20 million from Toyota Motor Corporation
  settlement
• Awarded by lottery to school districts or
  government entities that own school bus fleets
• Up to 750,000 per district, 350 per bus for
  ULSD
• Interested entities were required to submit
  Expression of Interest by November 2004
• Eligible entities were rank ordered by lottery,
  and 62 school districts (plus several from a
  waiting list) were invited to apply for funding
• Approximately 40 school districts already
  approved for funding (as of April 20, 2005)
• Most school districts will complete the
  installation of diesel particulate filters by the
  fall of 2005
• See web site www.cleanbusesforkids.com for more
  info
• Look for future additional state/local SEP
  agreements for potential funding sources.

6
Examples of Past Clean School Bus Funding in this
Region
7
Past Non-Federal Funding Sources

• Sub-grant program under the National School
  Transportation Association www.nsta.org
• SEPs Over 4 million under VEPCO
  afforementioned 20 million Toyota Motor
  Corporation
• Look for additional state/local SEP agreements/
  for potential funding sources

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VEPCO SEP- Funded Projects

• Virginia Electric Power Company is funding
  numerous diesel school bus retrofit projects in
  Region 3.
• These projects meet criteria in the settlement to
  involve fleets in diverse areas and areas with
  poor air quality.
• These projects advocate the use of engine
  retrofit technology, replacement with cleaner
  engines, the use of cleaner fuels and strategies
  that will reduce engine idling

9
VEPCO SEP Projects (continued)

• School District of Philadelphia (PA) 63K to
  convert one refueling depot to ultra low sulfur
  diesel (ULSD) fuel to service 123 buses and
  subsidize the cost differential of fuel for one
  year.
• North Penn School District (PA) 151K to
  subsidize the cost differential of ULSD for the
  entire fleet of 136 buses for two years and to
  install PMFs or DOCs.

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VEPCO School Bus Projects . .

• Montgomery County Schools (MD) 300K to
  subsidize the cost differential of ULSD at the
  Bethesda depot and to retrofit model year 2000
  buses with DOCs.
• Prince Georges County Schools (MD) 200K to
  retrofit model year 2000 and newer buses with
  DOCs and reprogram ECMs on appropriate buses.

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VEPCO School Bus Projects . .

• Anne Arundel County Schools (MD) 84K to
  retrofit model year 1998 and newer buses with
  DOCs and reprogram ECMs on appropriate buses.
• Fairfax County School District (VA)
• 1 million to retrofit 285 buses with DOCs and
  reprogram ECMs on same buses.

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School Bus Projects . .

• Roanoke County Public Schools (VA) 275K to
  retrofit 100 buses with DOCs.
• Roanoke City Schools (VA) 250K to retrofit 100
  buses with DOCs.
• Frederick County Public Schools (VA) 400K to
  retrofit 125 buses with DOCs.

13
VEPCO School Bus Projects . .

• Winchester Public School District (VA) 70K to
  retrofit 18 buses with DOCs and reprogram ECMs on
  6 buses.
• Virginia Beach and Norfolk City Schools (VA)
  680K to expand the use of CNG buses and
  infrastructure. Purchase 11 CNG buses. Upgrade
  or build new CNG refueling site in VA Beach.

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VEPCO School Bus Projects . .

• Henrico County Public Schools (VA) 300K to
  retrofit 100 buses with DOCs.
• Berkeley and Jefferson County Schools (WV) 150K
  to retrofit 68 model year 1997 buses and newer
  DOCs.

15
Allegheny County Health Department

• Penn Hills School District (PA) 185K from
  countys Clean Air Fund to retrofit up to 75
  school buses with DOCs and to perform "pre-and
  post retrofit installation" verification testing
  of 10 buses.

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Getting Ready To Secure Available Grants/Funding
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Getting Starting in Applying for Available
Funding?

• Assemble your team (technology, administrative,
  organizational support). Start talking to people
  to build alliances and network. Who might help
  you?
• Talk to your state/local govt contacts about your
  interest.
• They may be able to help you identify funding,
  give you pointers about your project, or write
  letters of support.
• Notify EPA of your interest now by providing your
  contact information to cleanschoolbusUSA_at_epa.gov.
  (or to the regional)
• Talk to verified technology vendors about the
  technology that might be right for your fleet.
• Visit www.epa.gov/otaq/retrofit/retroverifiedlis
  t.htm

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Give Your Ideas A Tune-Up

• Assess your fleet and operating conditions.
• Compile records of vehicle and engine models
  ages annual mileage fleet size needs.
• Develop a track record. Document your successes
  with
• idle reduction and smart operating practices,
• cleaner fuels,
• driver training to reduce emissions,
• fleet maintenance,
• Tools for Schools and other projects that
  demonstrate your organizations ability to work
  in partnership for a cleaner environment.

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Consider Funding Opportunities

• Do your homework about what funding is available
  and what they require.
• Check overarching federal grants website at
  http//www.grants/gov.
• Check the PA DEPs website at
  http//www.dep.state.pa.us/dep/deputate/airwaste/a
  q/cars/retrofit.htm
• Conduct an administrative check-up. How prepared
  is your organization to receive and manage
  federal or state funds?
• Are there local corporate partners or donors you
  might approach?
• What is your organizations budget process?
• This is also important for getting ready to have
  matching funds for federal grants!

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Consider How You Will Contribute

• Learn about what is an allowable match.
• In-kind contributions are possible for federal
  grants at www.grants/gov.
• Line up your matching contribution early as it
  may take time in a budget cycle.
• Identify local resources that could be used to
  satisfy matching fund requirements such as local
  or state funding and/or private sector
  contributions.
• Focus your proposal on results purchasing
  hardware or activities that result in emissions
  reductions (not administrative overhead).

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Start Writing Early

• Start preparing a written description of the kind
  of program you would like to implement early.
• Be specific. This write-up may serve as the
  building block for your grant application and for
  describing your plan to your partners.
• Describe your technical program and how you will
  communicate your results to the community and the
  granting agency.
• Get feedback on your basic write-up.
• Ask your partners to be ready to write you
  letters of support.
• Learn about grant writing by taking a tutorial
  www.epa.gov/seahome/grants.html

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Once A Request for Proposals (RFP) Is Released...

• Read it very carefully and follow the
  instructions exactly
• Answer each criteria fully and in order. Fine
  tune your project plan to match as many of the
  criteria as possible.
• Dont write a general narrative that fails to
  specifically answer the criteria.
• Dont assume that the reviewers know about
  anything you dont tell them.
• Take credit for the things youre doing.
• Blow your own horn -- demonstrate that you can
  accomplish a program like you are proposing.

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Line Up Your Support

• Obtain letters of support from partners
• State officials
• local American Lung Association or asthma groups
• technology suppliers or fuel suppliers
• Bring in geographic partners, like the school
  district just on the other side of the line. You
  may be able to save costs.
• If you have experts lined up or key personnel,
  supply their resume or summary of experience

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Put on Finishing Touches

• Consider your matching amount
• If you dont have dollars, consider an in-kind
  match (e.g., labor for installation, maintenance)
• Quantify the amount and document your
  calculations.
• Assemble your proposal and edit it.
• Ask a third party to edit the document or look
  for places where it could be stronger.
• Do the answers respond to the criteria and are
  they to the point?
• Are you crystal clear about how you will execute
  the project? Do you discuss the types of
  technologies (even if you must go out for
  competitive bid) in a way that conveys youve
  done your homework?
• Is the timeline realistic?

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Final steps

• Read it over again and check against the
  requirements
• Turn it in by the deadline.
• Thank your partners for their support and keep
  them informed of any news.
• Wait for the good news.

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Take Action Now!

• Reduce diesel engine idling time to a minimum.
• Choose the newest, cleanest vehicles when
  upgrading your fleet and use them on the most
  active routes.
• Train drivers to avoid caravanning or following
  vehicles with visible smoke.
• Practice smart driving.
• Check EPAs web site regularly for information
  and ideas.

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EPA Websites For Further Information

• www.epa.gov/otaq/retrofit/
• www.epa.gov/cleanschoolbus/
• www.grants.gov

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EPAs National Clean Diesel Campaign

• Call or email your questions
• Kelly Sheckler, Voluntary programs/Energy, U.S.
  EPA, Region 3, [phone], sheckler.kelly_at_epa.
  gov
• Brian Rehn, Mobile Sources/Planning, US. EPA,
  Region 3, 215-814-2176, rehn.brian_at_epa.gov
• Paula Krall, CSB USA Contact, U.S. EPA, Region 3,
  215-814-2076, krall.paula_at_epa.gov.
• Visit CleanSchoolBusUSA_at_epa.gov.