CONTRACT AMENDMENT NO. 1_ATTACHMENT EXT SOW AND FUNDING_FINAL.DOCX

ADEQ18-182669 AMENDMENT NO. 1
Arizona State Clean Diesel Grant Program Matching Funds
EXHIBIT A
FY19 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 hasn’t been an exceedance of the CO NAAQS since
1996 and 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. Emissions from diesel vehicles make up a significant
percentage of all on road vehicle emissions, and also represent a considerable portion of overall emissions in Maricopa
County. As shown in the table below, diesel vehicles are responsible for 59.8% of all PM2.5 emissions from on road
vehicles, and comprise nearly one-tenth of PM2.5 emissions from all sources in Maricopa County.
2014 annual emissions from on road diesel vehicles, as a percentage of:
VOC CO PM10 PM2.5 NOx SO2 NHx
All on road emissions 7.2% 5.1% 59.7% 59.8% 38.0% 10.2% 3.3%
All emission sources .6% 2.9% .3% 1.1% 21.1% .9% 0.1%
Data Source: MCAQD (2017).
MCAQD’s mission is to provide clean air to Maricopa County residents and visitors so they 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 of informing citizens of air pollution issues. These goals support progress
towards EPA’s 2014-2018 Strategic Plan Goal 1: “Addressing Climate Change” and Objective 1.2: “Improving Air
Quality.”
VEHICLES AND TECHNOLOGIES:
FY2018 funding will be used to replace twelve school buses, four mid-size box trucks and two freight haulers as
defined in Section VIII.B of the National Clean Diesel Campaign FY 17-18 State Clean Diesel Grant Program
Information Guide. The planned vehicle replacements are included in the eligible list of emission reduction solutions
defined in Section VIII.C of the Program Guide.
The heavy duty diesel engine school buses to be replaced will be used to transport students to and from school and for
any other school district sanctioned activity. The selection of the vehicles and the list of specific manufacturer and
models of replacement vehicles will be included in the subaward agreement.
ROLES AND RESPONSIBILITIES:
MCAQD will be responsible for the overall administration, management and success of the program including grant
reporting, EPA correspondence, data and document collection, financial and post grant award management, outreach,
and the necessary coordination between the subawardees and their fleet administrators. In addition to grant
administration, MCAQD will continue to develop the DERA grant program to manage sub grants, which includes
administration and recruitment process for the continued participation in the State Clean Diesel Grant Program. The
program development includes documenting policy and procedures for internal process and administration, soliciting
proposals, developing the application format, subaward recruitment procedures, selection and oversight, payment
reimbursement, etc. The funds will be allocated to subaward recipients in Maricopa County, who will be reimbursed
within thirty days for their DERA services and purchases upon receipt of an approved invoice.
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ADEQ18-182669 AMENDMENT NO. 1
Arizona State Clean Diesel Grant Program Matching Funds
EXHIBIT A
FY19 SCOPE OF WORK
The MCAQD Director acts as the agent of the County for all Air Quality grant-funded projects. MCAQD grant funds
are managed by the Finance Division, which receives and processes invoices, and payments. The Grant Programs
Administrator will confirm subaward and other service invoice amounts are in compliance with the procurement
contracts. The Grants Programs Administrator will review and confirm allocation of expenses and ensure deliverables
align with the project scope and budget. Subaward and contractor invoices will be routed for additional review and
processing through a Certified Agency Procurement Aide Procurement Assistant. All invoices will be reviewed and
approved by the Travel Reduction and Outreach Division Manager. Final authorization and the timely scheduling of
payments will be completed by the Finance Division.
The Maricopa County Board of Supervisors has direct oversight responsibility for all the programs funded by grant
funds. The Maricopa County Grants Management Division is responsible for the county-wide reporting of Federal
and State grants. The Grants Management Division also compiles the Schedule of Expenditures of Federal Awards
(SEFA), which includes the federal grant activity of Maricopa County and related expenditures. Maricopa County’s
SEFA and Federal programs are audited annually as part of the County’s Single Audit. In addition, the Grants
Management Division is responsible for grant compliance which ensures that the financial activity is properly reported
and that the departments are complying with the requirements of the grantors. The Grants Management Division also
prepares the county-wide central service cost allocation plans including the departmental indirect cost plans.
Subaward Recipient (s) All project roles and responsibilities will be clearly defined by MCAQD in the subaward
assistance agreement that will describe the responsibilities of the recipient and subaward recipients.
Pass-through 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).
Per the general principles of the EPA Subaward Policy, all subaward assistance agreements will be properly awarded,
managed, and monitored in compliance with the applicable regulations and in a manner that promotes accountability
while minimizing burdens on pass-through entities and EPA staff.
Subawardees will follow their procurement and DBE guidelines and coordinate directly with new bus and vehicle
suppliers. Additionally, the subawardee will provide technical guidance 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 in order 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. Any program income
generated from scrappage will be documented and used as part of the required subawardee match.
As required for the purchase of goods or services under an EPA National Clean Diesel Campaign grant, all project
procurements will compete the contract for those goods and services and conduct cost and price analyses to the extent
required by the procurement provisions of 40 CFR Part 30 or 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.
The contractor will be required to conduct any necessary equipment maintenance training with the fleet manager.
Lastly, the contractor will be need to present and collect from the fleet managers a sign-off of services document
indicating satisfactory acceptance of equipment.
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ADEQ18-182669 AMENDMENT NO. 1
Arizona State Clean Diesel Grant Program Matching Funds
EXHIBIT A
FY19 SCOPE OF WORK
TIMELINE AND MILESTONES:
Activity Start End
Maricopa County Clean Diesel Program 10/01/2018 09/30/2019
Quarter 1 10/01/2018 12/31/2018
Subaward Agreement Established 10/01/2018 10/31/2018
Program Development 10/1/2018 12/31/2018
Update Webpage and ensure all subawardees are
updated on grant software, documented internal
policy and procedures.
Outreach Plan Info Workshop for FY18, plan and 10/01/2018 12/31/2018
implement communications, web page updates,
press release, highlighting award
Subawardee Conducts 11/01/2018 12/31/2018
Competitive Contract Bid for Supplier
Quarter 2 01/01/2019 03/31/2019
Submit Quarter 1 Report to EPA 01/05/2019 01/30/2019
Ensure Subawardee has established a Contract with 01/05/2019 01/30/2019
a supplier
Conduct Inspections of Work- 01/05/2019 01/30/2019
If vehicles have been replaced or retrofitted ensure
that all necessary documentation is submitted
Host DERA Info Workshop for FY18 01/05/2019 02/07/2019
Grant Program Administrator Training-Conference 1/15/2019 2/29/2019
travel
Collect subawardee intentions to participate 02/07/2019 3/05/2019
Submit FY2018 NOIP 03/06/2019 03/31/2019
Quarter 3 04/01/2019 06/30/2019
Submit Quarter 2 Report to EPA 04/05/2019 04/30/2019
Submit FY2018 Application 04/01/2019 04/30/2019
Ensure Subawardee established a Contract with a 04/01/2019 06/30/2019
supplier
Conduct Inspections of Work- 04/01/2019 06/30/2019
If vehicles have been replaced or retrofitted to
ensure that all necessary documentation is
submitted
Provide public updates on AQ Clean Diesel Grant 04/01/2019 06/30/2019
Web Site
Quarter 4 07/01/2019 09/30/2019
Submit Quarter 3 Report to EPA 07/05/2019 07/30/2019
All vehicles will be supplied 07/01/2019 08/31/2019
Conduct Inspections of Work-Scrappage 07/01/2019 09/30/2019
If vehicles have been replaced or retrofitted to
ensure that all necessary documentation is
submitted
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ADEQ18-182669 AMENDMENT NO. 1
Arizona State Clean Diesel Grant Program Matching Funds
EXHIBIT A
FY19 SCOPE OF WORK
Review work plan progress, review and pay 7/01/2019 09/30/2019
subaward recipient invoicing, collect final project
data
Award Period Ends 9/30/2019 9/30/2019
Grant Close Out 10/01/2019 12/31/2019
Submit Quarter 4 Report to EPA 10/01/2019 10/30/2019
Program Outcomes Posted on Web Sites 10/01/2019 12/31/2019
Prepare & Submit Final Report to EPA 10/01/2019 12/31/2019
Prepare and Submit FFR SF-425 12/01/2019 12/31/2019
DERA PROGRAMMATIC PRIORITIES:
MCAQD will ensure that the grant projects selected for funding support the programmatic priority as defined in
Section VIII.D of the Program Guide and require subaward grant applicants to review and follow the same Request
for Proposal as the National Diesel Emission Reduction grant program requirements. Subawardees will be selected
based on their project location to ensure that the replacement vehicles put into circulation are being utilized to
maximize the reduction of PM2.5 and Ozone. Additionally 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 from the guidelines provided by the EPA program guide.
EPA’S STRATEGIC PLAN LINKAGE AND ANTICIPATED OUTCOMES/OUTPUTS:
The table on the following page outlines some of the outputs and outcomes to be achieved by MCAQD that will reduce
diesel emissions from fleets, and reduce local and regional air pollution of criteria pollutants. The program is in
alignment with the EPA Strategic Plan Goal 1.2 ‘Improving Air Quality,’ to ‘achieve and maintain health-and welfare-
based air pollution standards and reduce risk from toxic air pollutants and indoor air contaminants.’
Anticipated Outputs and Outcomes
Activities Outputs Outcomes (short tons) Fuel = gallons
Replace 12 legacy 8 x 2019 propane buses, NOx PM2.5 HC CO CO2 Fuel
heavy duty school 4 x 2019 diesel buses, 4
buses, and 6 short x 2019 short haulers, 2 x Annual 2.166 0.153 0.261 0.687 28.7 2,551
haulers 2018 short haulers
Lifetime 13.623 .964 1.783 4.576 195.8 17,406
Program County Clean Diesel Promote the DERA program on annual basis to local and other
Development Grant Program agencies to reduce diesel emissions. Maintain a year-round active
DERA program.
Outreach 3 News Releases to Press releases on the Maricopa County Diesel Reduction Program to
1,469 Media Outlets announce recruitment, subawards and outcomes.
Outreach Dissemination of project Include overview of the Maricopa County Diesel Retrofit Project at
information via social MCAQD and ‘Clean Air Make More’ (CAMM) outreach events,
media, internal and social media and on MCAQD/CAMM websites; increase public
external events, internal awareness of harmful diesel engine emissions and the relationship
and external websites with regional air quality.
Project Vehicles Subaward recipient Monitor project compliance to ensure that new vehicles were
Audits Monitoring purchased meeting program and procurement requirements, old
vehicles were scrapped and documented. Conduct fiscal and
program monitoring as needed and through quarterly and final
reporting. Site visits will be conducted as necessary.
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ADEQ18-182669 AMENDMENT NO. 1
Arizona State Clean Diesel Grant Program Matching Funds
EXHIBIT A
FY19 SCOPE OF WORK
Training Grant Programs Participate in year-round webinars and available training
Administrator opportunities to learn more about diesel and clean transportation
technology. This includes attending two conferences per year.
Grant/Project 4 Quarterly Reports Quarterly and Annual Progress Reporting to include number of
Administration 1 Final Report replacements completed to date with DEQ model results; updates on
activities, outputs and outcomes. Final report to follow.
SUSTAINABILITY OF THE PROGRAM:
MCAQD intends to offer and administer the 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.
Funding Partnerships & Subawards
Maricopa County intends to subaward $585,331 to three school districts and two privately owned commercial
companies to replace twelve school buses, two mid-size box trucks and two freight haulers. Of that dollar amount,
approximately $23,639 will be used for indirect costs by school districts for time, effort, and cost associated with
processing and executing all grant documentation.
The MCAQD will create and distribute outreach materials and/or provide a grant workshop, as well as conduct
outreach to build community interest and oversee application information sessions, maintain and online paperless
process for subawards, and maintain a general webpage for the MCAQD Clean Diesel Grant Program that includes
announcements, workshops and grant cycle information and results, application access, submissions, and other
relevant information.
Matching Funds and Cost-Share Funds
We will partner again with the Arizona Department of Environmental Quality who will provide matching funds of
$276,588 to cover the costs for the subawards. Subawardees will be responsible for the cost share costs associated
with their portion of the project. All matching funds are non-federal. School districts will use bond/district funds for
their matching funding source. Privately held companies will use general capital outlay funds for their matching
funding source.
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