Federal and State Grant Funding Sources Writing a Successful Grant Allegheny County Health Department

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 Congress allocated the money.Congress allocated the money.

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 President�s 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 SEPs:Toyota $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. Sub-grant program for school districts in partnership with their private school bus providers who are National School Transportation Association members www.nsta.org. Closed March 31st. Sub-grant program for school districts in partnership with their private school bus providers who are National School Transportation Association members www.nsta.org. Closed March 31st.

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 Sub-grant program for school districts in partnership with their private school bus providers who are National School Transportation Association members www.nsta.org. Closed March 31st. Sub-grant program for school districts in partnership with their private school bus providers who are National School Transportation Association members www.nsta.org. Closed March 31st.

8. 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.

10. 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 George�s County Schools (MD): $200K to retrofit model year 2000 and newer buses with DOCs and reprogram ECMs on appropriate buses.

11. 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.

12. 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.

14. 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 county�s 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.

16. Getting Ready To Secure Available Grants/Funding

17. 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@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/retroverifiedlist.htm

18. 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 organization�s ability to work in partnership for a cleaner environment.

19. 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 DEP�s website at: http://www.dep.state.pa.us/dep/deputate/airwaste/aq/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 organization�s budget process? This is also important for getting ready to have matching funds for federal grants!

20. 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).

21. 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

22. 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. Don�t write a general narrative that fails to specifically answer the criteria. Don�t assume that the reviewers know about anything you don�t tell them. Take credit for the things you�re doing. Blow your own horn -- demonstrate that you can accomplish a program like you are proposing.

23. 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

24. Put on Finishing Touches Consider your matching amount If you don�t 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 you�ve done your homework? Is the timeline realistic?

25. 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�.

26. 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 EPA�s web site regularly for information and ideas.

27. EPA Websites For Further Information www.epa.gov/otaq/retrofit/ www.epa.gov/cleanschoolbus/ www.grants.gov

28. EPA�s National Clean Diesel Campaign Call or email your questions: Kelly Sheckler, Voluntary programs/Energy, U.S. EPA, Region 3, (215) 814-2023, sheckler.kelly@epa.gov Brian Rehn, Mobile Sources/Planning, US. EPA, Region 3, 215-814-2176, rehn.brian@epa.gov Paula Krall, CSB USA Contact, U.S. EPA, Region 3, 215-814-2076, krall.paula@epa.gov. Visit CleanSchoolBusUSA@epa.gov.