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FY22 Arizona State Clean Diesel Grant Program Work Plan Federal Fiscal Year 2022 U.S. Environmental Protection Agency State Clean Diesel Grant Program CFDA: 66.040 09/13/2022 Final Maricopa County Air Quality Department 301 W. Jefferson St., Suite 410, Phoenix, AZ 85003 Phone: 602-506-6010 Email: AQMail@maricopa.gov Maricopa.gov/AQ 2 SUMMARY Project Title: Maricopa County State Clean Diesel Grant Program Project Manager and Contact Information Organization Name: Maricopa County Air Quality Department Project Manager: Larz Garcia Mailing Address: 301 W. Jefferson St., Suite 410, Phoenix, Arizona 85003 Phone: 602-506-0147 Email: larz.garcia@maricopa.gov Project Budget Overview: 2022 EPA Base Allocation $366,593 EPA Match Bonus $183,297 State/MCAQD Matching Funds $366,593 Mandatory Cost-Share $2,854,968 Leveraged Funds $0 TOTAL Project Cost $3,771,451* * Includes project administration and $20,619 in indirect charges PROJECT PERIOD: October 1, 2022 – September 30, 2023 SUMMARY STATEMENT Maricopa County Air Quality Department (MCAQD) will continue the administration of the State Clean Diesel Grant Program by continuing program management and the subaward of allocated funds. MCAQD will subaward for the replacement of nineteen heavy-duty legacy diesel vehicles: eight school buses, seven Class 8 short-haul trucks and four Class 8 refuse haulers. Replacement vehicles include seven propane school buses and four CNG refuse haulers. The program will help reduce criteria pollutant emissions and improve public health and the environment. Additional state program information can be found at: maricopa.gov/4509/Clean-Diesel-Program 3 SCOPE OF WORK MARICOPA COUNTY AIR QUALITY GOALS AND PRIORITIES: The Phoenix-Mesa-Scottsdale core-based statistical area (CBSA) is located within central Arizona and is comprised of portions of Maricopa and Pinal counties. This metropolitan area is currently in non-attainment for the ozone and particulate matter (PM10) National Ambient Air Quality Standards (NAAQS). The area was previously in serious non-attainment for the carbon monoxide (CO) standard, but there has not been an exceedance of the CO NAAQS since 1999. The area was re-designated as in attainment in 2005. The area is currently classified as in attainment for the fine particulate matter (PM2.5), nitrogen dioxide (NO2), sulfur dioxide, and lead NAAQS; however, PM2.5 and NO2 are still pollutants of concern due to frequent elevated emissions and their relation to ozone. Emissions from diesel vehicles make up a significant percentage of all on road vehicle emissions and represent a considerable portion of overall emissions in Maricopa County. As shown in the table below, diesel vehicles are responsible for 45.5% of all PM2.5 emissions from on road vehicles and comprise 3% of PM2.5 emissions from all sources in Maricopa County. 2017 Annual emissions from on road diesel vehicles, as a percentage of: VOC CO PM10 PM2.5 NOx SO2 NH3 All on road emissions 5.7% 2.7% 28.3% 45.5% 38.3% 8.1% 6.3% All emission sources 0.4% 1.5% 1.3% 3.0% 19.6% 0.9% 0.3% Data Source: MCAQD (2017). MCAQD’s mission is to improve the air of Maricopa County so customers, residents and visitors can live, work, and play in a healthy environment. In support of this mission, MCAQD has established the goals of compliance with federal health standards in all county monitors and informing citizens of air pollution issues. These goals support progress towards EPA’s 2022- 2026 Strategic Plan Goal 1, “Tackle the Climate Crisis” Objective 1.1, “Reduce Emissions that Cause Climate Change.” VEHICLES AND TECHNOLOGIES: FY2022 funding will be used to purchase nineteen new heavy-duty vehicles including: seven (7) Class 8 diesel short haulers, eight (8) propane school buses and four (4) ultra-low NOx refuse haulers. Retired and replacement vehicles will meet program requirements as defined in the 2021 DERA State Grants Program Guide. The planned vehicle replacements meet emission reduction solutions defined in Section VIII.B Scope of Work of the Program Guide. ROLES AND RESPONSIBILITIES: MCAQD will be responsible for the overall promotion, administration, management, reporting, EPA correspondence, data and document collection, financial and post grant award management. This includes all necessary coordination between the subawardees and their fleet administrators. In addition to grant administration, MCAQD will continue to develop the DERA grant program in the state. These efforts will focus on program awareness and building collateral material including program guidance specific to the Arizona application process with additional material to assist subawardees in the management of their subaward. This program development includes documenting policy and procedures for internal process and administration, solicitation of 4 proposals, developing the application format, subaward recruitment procedures, selection and oversight, payment reimbursement, etc. The funds will be allocated to subgrantees within Maricopa County, who will be reimbursed within 30 days for their DERA work plan costs upon receipt and approval of program requirements, documentation, and invoicing. The MCAQD Director acts as the agent of the County for all air quality grant-funded projects. The Grant Programs Administrator will confirm subaward and other service invoice amounts are in compliance with the subaward agreement and program requirements. The Grants Programs Administrator will review and confirm allocation of expenses and ensure deliverables align with the project work plan. Subaward and contractor invoices will be routed for additional review and payment processing through the agency Finance Division. Subaward Recipient (s) All recipient and subrecipient responsibilities will be clearly defined by MCAQD in the subaward assistance agreement. Passthrough entities will follow provisions set forth in 2 CFR 200.300 & 2 CFR 200.331 of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Grant Guidance). This includes requirements of the Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards; Title 2 CFR, Parts 200 and 1500. Per the general principles of the EPA Subaward Policy, all subaward assistance agreements will be properly awarded, managed, and monitored for compliance with all applicable regulations and in a manner that promotes accountability while minimizing burdens on pass-through entities and EPA staff. Subrecipients will follow all federal grant requirements per 2 CFR 200 including 2 CFR §200.318 General Procurement Standards through §200.326. Per §200.321, MBE/WBE utilization will be encouraged. The Yuma Union High School District and Madison School District are all public schools and will follow state procurement guidelines. Sysco Foodservices of Arizona is a private entity and will follow their own written and established procurement guidelines for vehicle replacements. Additionally, the subawardees will provide work plan updates on the project; compile vehicle data collected on all vehicles; and estimate emission reductions, cost effectiveness and health benefits using the EPA’s Diesel Emissions Quantifier. All subawardees will supply the program administrator with quarterly reporting data and updated vehicle purchase information to update the master technical datasheet and program files to complete quarterly and final grant reporting. Per fleet expansion requirements, subawardees will scrap and render program vehicles permanently disabled by cutting a three-inch hole in the engine block and disabling the chassis by cutting through the frame as outlined in the program guide. Scrappage will be documented with photographs and certificates of destruction. Evidence of appropriate disposal includes legible digital photos of: 1) side profile of vehicle; 2) VIN tag or equipment serial number; 3) engine label with serial number, engine family number, and engine model year; 4) engine block, prior to hole; and 5) engine block, after hole; 6) cut frame rails. Any program income generated from vehicle scrappage will be documented and related funds will be expended on 5 project activities. As required for the purchase of goods or services under an EPA National Clean Diesel Campaign grant, all project procurements will occur through competitive bidding for those goods and services and conduct cost and price analyses to the extent required by the procurement provisions of 40 CFR Part 30 and 31. The subawardee will be responsible for the timely submittal of invoices and supporting documentation. The subawardee will conduct an open bid process to award a fixed price contract to a single local vendor to supply equipment. Equipment vendors will be required to conduct any necessary equipment maintenance training with the fleet manager. Additionally, vendors will present and collect from the fleet managers a sign-off of services document indicating satisfactory acceptance of equipment. TIMELINE AND MILESTONES: This schedule is per the 2021-2022 Diesel Emissions Reduction Act (DERA) State Grants Program Guide published April 2022. However, due to supply chain delays on replacement vehicles, we are requesting a six-month extension and award letter with budget authority until June 30, 2024. Activity Start End Maricopa County Clean Diesel Program 10/01/2022 12/30/2023 Quarter 1 10/01/2022 12/31/2022 Quarter 1 – Project Start EPA Awards FY22 DERA Grant 10/01/2022 10/15/2022 Subaward agreements created and scheduled for governing board approval. 10/01/2022 11/30/2022 Conduct site visits to review program related guidelines & scrappage requirements with subawardee financial & fleet staff 10/01/2022 11/30/2022 Issue local press release and update program website with subaward data 10/01/2022 11/30/2022 Award all subawards 11/30/2022 12/31/2022 Schedule all giant foam check presentations to occur in new year 11/30/2022 12/31/2022 Subawardees conduct competitive contract bids for replacement vehicle suppliers 11/30/2022 12/31/2022 Quarter 2 01/01/2023 03/31/2023 Submit Quarter 1 report to EPA 01/01/2023 01/30/2023 Formally present all giant foam checks and update program website with photos 01/01/2023 02/28/2023 Conduct second site visit to inspect vehicles to be replaced and focus on scrappage photos. Verify replacement vehicles have been ordered. 01/01/2023 03/31/2023 Host DERA Info Workshop for FY23 02/15/2023 02/28/2023 6 * Due to supply chain delays on replacement vehicles, we are requesting a six-month extension and award letter with budget authority until June 30, 2024. PROGRAMMATIC PRIORITIES: MCAQD will ensure that the grant projects selected for funding meet programmatic requirements as defined in the 2022 DERA State Grants Program Guide. Subawardees will be selected based on their project location in reference to designated non-attainment areas to ensure that the replacement vehicles put into circulation are being utilized to maximize the reduction of PM2.5 and Ozone. Designation data is from the EPA’s Green Book of Nonattainment Areas for Criteria Pollutants and designated as “nonattainment area” or “maintenance area” for PM2.5 and/or Ozone. Project locations are based off of the EPA’s Office of Transportation and Air Quality’s March 2021 “2021 DERA State Grants Priority County List”. Additional priority is being placed on school buses in order to reduce the amount of pollution being emitted in school bus parking areas. Subawardee will be responsible for choosing and procuring the replacement vehicles that best fit their budgets while maximizing pollutants and adhering to program requirements. A portion of the work plan specific to Sysco Food Services of Arizona includes vehicles operating out of their distribution center in Maricopa County. Update program website with new application 02/01/2023 03/31/2023 Submit FY23 NOIP to EPA 03/01/2023 03/31/2023 Quarter 3 04/01/2023 06/30/2023 Submit Quarter 2 report to EPA 04/01/2023 04/29/2023 Provide technical assistance to FY22 applicants 04/01/2023 04/30/2023 FY23 application due end of month 04/01/2023 04/30/2023 ACT Expo Conference 04/01/2023 04/30/2023 Submit FY23 application to EPA Region 9 05/01/2023 05/31/2023 FY23 Encourage early submission of photos and provide review prior to scrappage 04/01/2023 06/30/2023 Submit FY23 application in grants.gov 06/01/2023 06/30/2023 Quarter 4 07/01/2023 09/30/2023 Submit Quarter 3 Report to EPA 07/01/2023 07/30/2023 Review work plan progress, collect final project support documentation, review, and pay subrecipient invoicing. 07/01/2023 09/30/2023 Provide technical assistance as needed 07/01/2023 09/30/2023 *FY22 Award Period Ends at state level 09/30/2023 09/30/2023 Grant Close Out 10/01/2023 12/31/2023 Program outcomes posted on program website 10/01/2023 12/31/2023 Prepare and submit final report to EPA 10/01/2023 12/30/2023 Prepare and submit FFR SF-425 10/01/2023 12/30/2023 7 EPA’S STRATEGIC PLAN LINKAGE AND ANTICIPATED OUTCOMES/OUTPUTS: The activities to be funded under this announcement will support EPA’s FY 2022-2026 Strategic Plan. All subawards will support Goal 1, “Tackle the Climate Crisis” Objective 1.1, “Reduce Emissions that Cause Climate Change.” Specifically, in the heavy-duty transportation sector. By funding the vehicles listed below, we will support the EPA’s Strategic Plan of “tackling climate change and advancing environmental justice”. Per EPA Order 5700.7A1, achievement of the environmental results anticipated as a result of this grant award are outlined below. The table outlines the outputs and outcomes to be achieved by MCAQD that will reduce diesel emissions from fleets and reduce local and regional criteria pollutant concentrations. These results are calculated using the EPA’s Diesel Emissions Quantifier (DEQ) on-line tool. 8 Anticipated Outputs and Outcomes Activities Outputs Outcomes (short tons) Fuel = gallons Summary: NOx PM2.5 HC CO CO2 Fuel Replace four Class 8 refuse haulers, one 2000, one 2005, one 2006 and one 2008, Eight school buses, one 2004, two 2006, one 2007, and four 2008. Replace seven Class 8 short haul trucks, one 2001, one 2004, four 2005, and one 2006 Annual 4.264 0.309 0.333 0.415 177,3 15,758 Lifetime 19.889 1.453 1.601 0.894 727.8 64,691 Health Benefits $180,000 Subaward #1 Sysco NOx PM2.5 HC CO CO2 Fuel Replace one 2004, one 2005, five 2006 Short Haul trucks New Diesel Annual 2.519 0.227 0.202 0.812 82.7 7,352 Lifetime 11.603 1.047 0.934 3.744 375.6 33,386 Health Benefits $250,000 Subaward #2 Waste Management NOx PM2.5 HC CO CO2 Fuel Replace one 2000, one 2005, one 2006, and one 2008 Class 8 refuse haulers CNG Annual 0.651 0.047 0.049 0.106 82.9 7,370 Lifetime 2.941 0.205 0.216 0.380 304.9 27,098 Health Benefits $53,000 Subaward #3 Yuma Elementary SD NOx PM2.5 HC CO CO2 Fuel Replace one 2004 and one 2006 International School Bus Liquid Propane Annual 0.151 0.013 0.021 -0.011 14.1 1,254 Lifetime 0.898 0.075 0.126 -0.065 74.1 6,590 Health Benefits $2,700 Subaward #4 Yuma Union HSD NOx PM2.5 HC CO CO2 Fuel Replace one 2006 and one 2007 International and four 2008 Blue Bird school buses Liquid Propane Annual 0.397 0.010 0.035 -0.318 17.3 1,534 Lifetime 2.496 0.049 0.208 -2.153 112.3 9,987 Health Benefits $2,100 Program Development State Clean Diesel Grant Program Promote the DERA program annually and as needed to local organizations and agencies to reduce diesel emissions and to maintain a year-round active DERA program. Outreach 3 News Releases to Press releases on the State Clean Diesel Grant Program to 9 SUSTAINABILITY OF THE PROGRAM: MCAQD intends to provide outreach and administer the State Clean Diesel Grant Program and offer subawards to successful DERA applicants as long as funding is available from the EPA. The department will publicize and promote the program through social media, annual department reports, Maricopa County Air Quality web sites, as well as share or present the program at stakeholder meetings and other relevant outreach opportunities. The benefits of the program will be included and updated annually to publicize and promote the Arizona State Clean Diesel Grant Program and to recruit interested participants. 2022 Itemized Project Budget Budget Category EPA Allocation Mandatory Cost-Share Voluntary Match Line Total State Match Other Funds 1. Personnel $72,188 $72,188 2. Fringe Benefits $29,020 $29,020 3. Travel $2,500 $2,500 4. Equipment $0 $0 5. Supplies $693 $693 6. Contractual $0 $0 7. Other - $424,870 $2,587,738 $366,593 $267,230 W. Mgmt $3,646,431 1,473 Media Outlets announce recruitment, subawards and outcomes. Outreach Dissemination of program information via social media, internal and external events, internal and external websites, and workshops Include overview of the State Clean Diesel Grant Program at MCAQD and ‘Clean Air Make More.com” (CAMM) outreach events, social media and on MCAQD/CAMM website; increase public awareness of harmful diesel engine emissions and the relationship with regional air quality. Develop and distribute printed material to support the program. Replacement Vehicle Monitoring Subrecipient Monitoring Monitor subrecipient project compliance to ensure that new vehicles are purchased while meeting program and procurement requirements. Ensure old vehicles were scrapped and documented. Conduct fiscal and programmatic monitoring as needed and through quarterly and final reporting. Site visits will be conducted as necessary. Training Grant Programs Administrator Participate in year-round webinars and available training opportunities to learn more about diesel and clean transportation technology. This includes attending two program related conferences per year. Program Administration 3 Quarterly Reports 1 Final Report Quarterly and Annual Progress Reporting to include number of replacements completed to date with updated DEQ model results, updates on program activities, outputs, and outcomes. Final report submission. 10 Subawards 8. Total Direct Charges (sum 1-7) $529,271 $2,587,738 $366,593 $267,230 W. Mgmt $3,750,832 9. Indirect Charges** $20,619 $20,619 10. Total (Indirect + Direct) $549,890 $2,587,738 $366,593 $267,230 W. Mgmt $3,771,451 11. Program Income TBD 12. Other Leveraged Funds* TBD ** Indirect cost calculation does not include line item 7. Other – Subawards indirect costs of $33,359 * Waste Management is over matching with local funds at $267,230 Explanation of Budget Framework Personnel Personnel costs include two full time employees (FTE) Grant Programs Administrator annual salary of $63,087 who will spend .99 of FTE on administering the subaward program and oversee the grant program management and subawards, and the Grant Contract Coordinator (Financial), an annual salary of $59,176 who will spend .17 of FTE on overseeing the financial management and monitoring. The total personnel hours are 2402 at $72,188 for the budget award period. FY 2022 Personnel EPA Grant Programs Administrator @ 2054 hours $62,287 Grant Administrator Financial @ 348 hours $9,901 Fringe Benefits Fringe benefit costs for this proposal have been estimated at 40.2% of project personnel costs and based on the fringe rate calculated by MCAQD for the FY20 Annual Budget. Fringe benefit expense includes $13,632 county-wide fixed benefit cost per FTE that primarily includes premiums on medical, dental, vision insurance coverage and for pension contributions to the Arizona State Retirement System. A variable benefit rate of 19.82% is also included in fringe costs to cover departmental expense for employee life insurance premiums and transit pass use. FY 2022 Fringe Benefits EPA Fringe rate of 40.2% x $72,188 $29,020 11 Travel Travel to annual National Clean Diesel Conference, the ACT Expo, Forth Roadmap 12, or National Biodiesel Conference & Expo for the Grant Administrator to attend one conference and gain further knowledge and training. Virtual conferences may also be attended if available. Total cost is estimated at $2,500. This includes one roundtrip airfare flights at $900, four nights’ accommodations for 1 room @ $225 per room x 4 = $900. Incidentals, and ground transportation for four days @ $62 a day = $250 and conference registration fees of $450. FY 2022 EPA Travel out of state for 1 conference or webinars $2,500 Airfare $900 Accommodations $900 Incidentals $ 250 Conference Fees $450 Supplies Supplies are limited to printing and mounting of giant foam checks and outreach material to build community interest and oversee application information workshops. FY 2022 EPA Supplies $693 Equipment None Contractual None Other Maricopa County intends to subaward $3,646.431 to two school districts and two privately owned commercial company to replace seven school buses, ten Class 8 short haulers. FY 2022 Other: Vehicles Cost Per Vehicle EPA + Voluntary Match Mandatory Cost Share Subaward #1 Sysco Food Service of Arizona 2001 Class 8 Short hauler $112,800 $28,200 $84,600 Diesel with Diesel Replacement 2004 Class 8 Short hauler $112,800 $28,200 $84,600 2005 Class 8 Short hauler $112,800 $28,200 $84,600 2005 Class 8 Short hauler $112,800 $28,200 $84,600 12 2005 Class 8 Short hauler $112,800 $28,200 $84,600 2005 Class 8 Short hauler $112,800 $28,200 $84,600 2006 Class 8 Short hauler $112,800 $28,200 $84,600 Subtotal 7 Vehicles $789,600 $197,400 $592,200 Subaward #2 Vehicles Cost Per Vehicle DERA Cost Share Waste Management 2000 Class 8 Refuse hauler $346,385 $40,000 $306,385 Diesel with CNG Low NOx Replacement 2005 Class 8 Refuse hauler $263,943 $40,000 $223,943 2006 Class 8 Refuse hauler $263,943 $40,000 $223,943 2008 Class 8 Refuse hauler $346,385 $40,000 $306,385 Subtotal 4 Vehicles $1,220,656 $160,000 $1,060,656 Subaward #3 Vehicles Cost Per Vehicle DERA Cost Share Yuma Elementary School District 2004 Internatio nal School Bus $200,352 $50,088 $150,264 Diesel to LPG Replacement 2006 Internatio nal School Bus $200,352 $50,088 $150,264 Indirect costs $3,306 $3,306 Subtotal 2 Vehicles $404,010 $103,482 $300,528 Subaward #4 Vehicles Cost Per Vehicle DERA Cost Share Yuma Union High School Dist. 2006 International School Bus $200,352 $50,088 $150,264 Diesel to LPG Replacement 2007 Blue Bird School Bus $200,352 $50,088 $150,264 2008 Blue Bird School Bus $200,352 $50,088 $150,264 2008 Blue Bird School Bus $200,352 $50,088 $150,264 2008 Blue Bird School Bus $200,352 $50,088 $150,264 13 2008 Blue Bird School Bus $200,352 $50,088 $150,264 Indirect costs $30,053 $30,053 Subtotal 6 Vehicles $1,232,165 $330,581 $901,584 Total 19 Vehicles $3,646,431 $791,463 $2,854,968 *Waste Management is over matching with local funds at $267,230 Indirect Charges A copy of the MCAQD approved current indirect cost agreement is included with the application. The approved FY22 rate is 19.75%, thus 19.75% x total MCAQD direct cost $104,401 = $20,619 indirect costs. Administrative Costs Expense Cap MCAQD’s administrative expenses for the program are at or below the 15% cost cap for (personnel, fringe, supplies, contractual and materials) reimbursable expenses ($104,401 divided by state cost share of $366,593 plus federal share of $549,890 for a total project cost of $916,483) equals 11.4%). Funding Partnerships MCAQD will again partner with the Arizona Department of Environmental Quality to provide non-federal state matching funds up to an amount of $366,593 to cover partial costs of subawards. MCAQD will add any balance of funds required to receive the bonus incentive. All projects will be implemented as subawards as detailed in the “other” category above. Subawardees will be responsible for the mandatory cost-share associated with their portion of the project work plan. All matching funds are non-federal. Sysco Food Services of Arizona is a private organization and will use general funds. Waste Management of Arizona will use private capital funds. Both Yuma Union High School District and Yuma Elementary School District will use non-federal general school funds. Other Leveraged Funds N/A