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1 ADEQ18-182669 AMENDMENT NO. 4 Arizona State Clean Diesel Grant Program Matching Funds EXHIBIT A FY20 SCOPE OF WORK Project Budget Overview: 2019 2020 EPA Base Allocation $324,122 $347,149 EPA Match Bonus $162,061 $173,575 State Matching Funds $324,122 $347,149 Mandatory Cost-Share $2,327,031 $1,474,335 Leveraged Funds (Waste Management) $144,084 $0 TOTAL Project Cost $3,281,420 $2,342,208 PROJECT PERIOD: October 1, 2020 – September 30, 2021 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 12 heavy-duty legacy diesel vehicles: six school buses, one Class 6, one Class 7 and four Class 8 short -haul trucks. Replacement vehicles include 5 alternative fuel school buses: three propane and two battery- electric. The program will help reduce criteria pollutant emissions and improve public health and the environment. 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 2 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 2014- 2018 Strategic Plan Goal 1: “Addressing Climate Change” and Objective 1.2: “Improving Air Quality.” VEHICLES AND TECHNOLOGIES: FY 2020 funding will be used to purchase four 2020 Class 8 short haulers, one 2021 Class 6 and one Class 7 Short haulers, one 2022 diesel school bus, three 2021 propane school buses and two 2021 electric school buses. Replacement vehicles will meet program requirements as defined in the 2019-2020 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 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. 3 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 Elementary School District, Yuma Union High School District, Cartwright, Phoenix Union and Avondale Elementary School District are all public schools and will follow state procurement guidelines. Sysco Food Services of Arizona and White Water, LLC are private entities 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 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. Evidence of appropriate disposal includes legible digital photos of: 1) side profile of vehicle; 2) VIN label; 3) engine label with serial number; 4) chassis label with serial number; 5) chassis rail cut in half; 6) engine block prior to hole; and 7) engine block after hole. 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 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. The contractor will be required to conduct any necessary equipment maintenance training with the fleet manager. Additionally, the contractor will present and collect from the fleet managers 4 a sign- off of services document indicating satisfactory acceptance of equipment. TIMELINE AND MILESTONES: Activity Start End Maricopa County Clean Diesel Program 10/01/2020 12/29/2021 Quarter 1 10/01/2020 12/31/2020 Quarter 1 – Project Start EPA Awards FY20 DERA Grant 10/01/2020 10/15/2020 Subaward agreements created and scheduled for governing board approval. 10/01/2020 11/30/2020 Conduct site visits to review program related guidelines & scrappage requirements with subawardee financial & fleet staff 10/01/2020 11/30/2020 Issue local press release and update program website with subaward data 10/01/2020 11/30/2020 Award all subawards 11/30/2020 12/31/2020 Schedule all giant foam check presentations to occur in new year 11/30/2020 12/31/2020 Subawardees conduct competitive contract bids for replacement vehicle suppliers 11/30/2020 12/31/2020 Quarter 2 01/01/2021 03/31/2021 Submit Quarter 1 report to EPA 01/01/2021 01/30/2021 Formally present all giant foam checks and update program website with photos 01/01/2021 02/28/2021 Conduct second site visit to inspect vehicles to be replaced and focus on scrappage photos. Verify replacement vehicles have been ordered. 01/01/2021 03/31/2021 Host DERA Info Workshop for FY21 02/15/2021 02/28/2021 Update program website with new application 03/01/2021 03/31/2021 Quarter 3 04/01/2021 06/30/2021 Submit Quarter 2 report to EPA 04/01/2021 04/29/2021 Provide technical assistance to FY21 applicants 04/01/2021 04/30/2021 FY21 application due end of month 04/01/2021 04/30/2021 Submit FY21 NOIP to EPA 04/01/2021 04/30/2021 ACT Expo Conference 04/01/2021 04/30/2021 Submit FY21 application to EPA Region 9 05/01/2021 05/31/2021 Submit FY21 application in grants.gov 06/01/2021 06/30/2021 FY19 Encourage early submission of photos and provide review prior to scrappage 04/01/2021 06/30/2021 Quarter 4 07/01/2021 09/30/2021 Submit Quarter 3 Report to EPA 07/01/2021 07/30/2021 Review work plan progress, collect final project support documentation, review and pay subrecipient 07/01/2021 09/30/2021 5 DERA PROGRAMMATIC PRIORITIES: MCAQD will ensure that the grant projects selected for funding meet programmatic requirements as defined in the 2019 - 2020 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 December 2019 “2020 DERA Priority Area 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. EPA’S STRATEGIC PLAN LINKAGE AND ANTICIPATED OUTCOMES/OUTPUTS: The activities to be funded under this announcement will support EPA’s FY 2018-22 Strategic Plan. Specifically, all subawards will support Goal 1, “A Cleaner, Healthier Environment” Objective 1.1, “Improve Air Quality.” By funding the vehicles listed below, we will support the EPA’s goal to “Deliver a cleaner, safer, and healthier environment for all Americans and future generations by carrying out the Agency’s core mission.” Per EPA Order 5700.7A1, 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 air pollution of criteria pollutants. These results are calculated using the EPA’s Diesel Emissions Quantifier (DEQ) on-line tool. invoicing. Provide technical assistance as needed 07/01/2021 09/30/2021 Award Period Ends 09/30/2021 09/30/2021 Grant Close Out 10/01/2021 12/31/2021 Program outcomes posted on program website 10/01/2021 12/31/2021 Prepare and submit final report to EPA 10/01/2021 12/28/2021 Prepare and submit FFR SF-425 10/01/2021 12/31/2021 6 Anticipated Outputs and Outcomes Activities Outputs Outcomes (short tons) Fuel = gallons Summary: NOx PM2.5 HC CO CO2 Fuel Replace one 1997 Class 7 and one 1999 Class 6 short haulers, two 2004 and two 2006 Class 8 short haulers, one 2004, two 2005, one 2007 and two 2008 school buses Four 2020 Class 8 short haulers, two 2021 all-electric school buses, one 2021 Class 6 and one 2021 Class 7 short haulers, one 2022 diesel school bus and three 2021 propane school buses. Annual 2.235 0.187 0.232 0.658 118.4 10,525 Lifetime 12.774 1.082 1.305 3.730 613.1 54,495 Health Benefits $170,000 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 1,469 Media Outlets Press releases on the State Clean Diesel Grant Program to 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. 7 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. Maricopa County intends to subaward $743,018 to five school districts and two privately owned commercial companies to replace six school buses, four Class 8, one Class 6 and 1 Class 7 short haulers. Matching Funds and Cost-Share Funds MCAQD will again partner with the Arizona Department of Environmental Quality who will provide non-federal state matching funds of $347,149 to cover partial costs of subawards. Subawardees will be responsible for the cost share costs 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. Phoenix Union High School District will use voter approved bond funds. Cartwright School District will use allocated state funding. White Water, LLC is a local private company and will use capital funds for their required match. Avondale Elementary School District will use District Additional Assistance Fund 610 and Bond 630 funds. Both Yuma Elementary and Yuma Union High School District will use non- federal school funds. Other Leveraged Funds N/A