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Maricopa County • Air Quality Department • Finance Division • August 2023
DEQ18-182669 Amendment No. 7
Arizona State Clean Diesel Grant Program Matching Funds
Exhibit A
FY23 Scope of Work
Project Budget Overview:
2023
2024
Total
EPA Base Allocation
$445,208
$445,208
$890,416
EPA Match Bonus
$222,604
$222,604
$445,208
State/MCAQD Matching Funds
$445,208
$445,208
$890,416
Total EPA Allocation
$667,812
$667,812
$1,335,624
TOTAL Project Cost
$1,113,020
$1,113,020
$2,226,040
* Includes project administration and indirect charges
3 – YEAR PROJECT PERIOD
FY2023 First Phase: October 1, 2023 – September 30, 2026
FY2024 Incremental Amendments: October 1, 2024
FY2024 Project Period: October 1, 2024 – September 30, 2026
2023-2024 Project Period Close Out: September 30, 2026
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 sixteen
heavy-duty legacy diesel vehicles: six school buses, six Class 8 delivery trucks two
shuttle buses and two Class 8 terminal tractors. Replacement vehicles are all
alternative fuel types and include six low-NOx LPG school buses, six electric Class 8
delivery trucks, two CNG shuttle buses, and two electric Class 8 terminal tractors. 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
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
Maricopa County • Air Quality Department • Division Name • Month Year
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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:
FY2023-24 funding will be used to purchase sixteen new heavy-duty vehicles
including: six school buses, six Class 8 delivery trucks, two shuttle buses and two
Class 8 terminal tractors. Retired and replacement vehicles will meet program
requirements as defined in the 2023-24 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
Maricopa County • Air Quality Department • Division Name • Month Year
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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. To facilitate delivery of each
subrecipients work plan, they will be encouraged to submit for reimbursement within
90 days of receipt of new replacement vehicles. This 90-day window matches the
EPA scrappage requirement time as defined in the program guide.
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 Elementary School District is a public school and will follow state
procurement guidelines. Hensley Beverage, Grand Canyon University and Ruan
Transport Corporation 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 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
Maricopa County • Air Quality Department • Division Name • Month Year
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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 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 2023-2024 Diesel Emissions Reduction Act (DERA) State
Grants Program Guide published July 2023.
Activity
Start
End
Maricopa County
State Clean Diesel Grant Program
10/01/2023
12/29/2026
Quarter 1
10/01/2023
12/31/2023
Quarter 1 – Project Start
EPA Awards FY23-24 DERA Grant
10/01/2023
10/15/2023
Subaward agreements created and scheduled
for governing board approval.
10/01/2023
11/30/2023
Conduct site visits to review program related
guidelines & scrappage requirements with
subawardee financial & fleet staff
10/01/2023
11/30/2023
Issue local press release and update program
website with subaward data
10/01/2023
11/30/2023
Award all subawards
11/30/2023
12/31/2023
Schedule all FY23 giant foam check presentations
to occur in new year
11/30/2023
12/31/2023
Maricopa County • Air Quality Department • Division Name • Month Year
5
Subawardees conduct competitive contract bids
for replacement vehicle suppliers
11/30/2023
12/31/2023
Quarter 2
01/01/2024
03/31/2024
Submit Quarter 1 report to EPA
01/01/2024
01/30/2024
Formally present all giant foam checks and update
program website with photos
01/01/2024
02/28/2024
Conduct second site visit to inspect vehicles to
be replaced and focus on scrappage photos.
Verify
replacement vehicles have been ordered.
01/01/2024
03/31/2024
Host DERA Info Workshop for FY24
02/15/2024
02/28/2024
Update program website with new application
02/01/2024
03/31/2024
Submit FY24 NOIP to EPA
03/01/2024
03/31/2024
Quarter 3
04/01/2024
06/30/2024
Submit Quarter 2 report to EPA
04/01/2024
04/30/2024
Provide technical assistance to FY24 applicants
04/01/2024
04/30/2024
FY24 application due end of month
04/01/2024
04/30/2024
ACT Expo Conference
04/01/2024
04/30/2024
Submit FY24 application to EPA Region 9
05/01/2024
05/31/2024
FY24 Encourage early submission of photos and provide
review prior to scrappage
04/01/2024
06/30/2024
Submit FY24 application in grants.gov
06/01/2024
06/30/2024
Quarter 4
07/01/2024
09/30/2024
Submit Quarter 3 Report to EPA
07/01/2024
07/30/2024
Review work plan progress, encourage early
submission of final project support documentation,
review and pay FY23 subrecipients.
07/01/2024
09/30/2024
Provide technical assistance as needed to FY23-24
07/01/2024
09/30/2024
Annual Reporting
10/01/2024
12/31/2024
Interim FFR
10/01/2024
12/31/2024
Quarter 5
10/01/2024
12/31/2024
Quarter 5 – FY24 Project Start
Submit Quarter 4 Report to EPA
10/01/2024
10/30/2024
EPA Incremental amendment to FY23-24 DERA Grant
10/01/2024
10/30/2024
FY24 subaward agreements created and
scheduled for governing board approval.
10/01/2024
11/30/2024
Conduct site visits to review program related
guidelines & scrappage requirements with
subawardee financial & fleet staff
10/01/2024
11/30/2024
Issue local press release and update program
website with subaward data
10/01/2024
11/30/2024
Award all FY24 subawards
11/30/2024
12/31/2024
Maricopa County • Air Quality Department • Division Name • Month Year
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Schedule all FY24 giant foam check presentations
to occur in new year
11/30/2024
12/31/2024
Subawardees conduct competitive contract bids
for replacement vehicle suppliers
11/30/2024
12/31/2024
Quarter 6
01/01/2025
03/31/205
Submit Quarter 6 report to EPA
01/01/2025
01/30/2025
Formally present all FY24 giant foam checks and
update program website with photos
01/01/2025
02/28/2025
Conduct second site visit to inspect vehicles to
be replaced and focus on scrappage photos.
Verify replacement vehicles have been ordered.
01/01/2025
03/31/2025
Host DERA Info Workshop for FY25
02/15/2025
02/28/2025
Update program website with new application
02/01/2025
03/31/2025
Submit FY25 NOIP to EPA
03/01/2025
03/31/2025
Quarter 7
04/01/2025
06/30/2025
Submit Quarter 7 report to EPA
04/01/2025
04/30/2025
Provide technical assistance to FY23-24 applicants
04/01/2025
04/30/2025
FY25 application due end of month
04/01/2025
04/30/2025
ACT Expo Conference
04/01/2025
04/30/2025
Submit FY25 application to EPA Region 9
05/01/2025
05/31/2025
FY24 Encourage early submission of photos and provide
review prior to scrappage
04/01/2025
06/30/2025
Submit FY25 application in grants.gov
06/01/2025
06/30/2025
Quarter 8
07/01/2025
09/30/2025
Submit Quarter 8 Report to EPA
07/01/2025
07/30/2025
Review work plan progress, encourage early submission
of final project support documentation, review and pay
FY23-24 subrecipients.
07/01/2025
09/30/2025
Provide technical assistance as needed
07/01/2025
09/30/2025
Annual Reporting
10/01/2025
12/31/2025
Interim FFR
10/01/2025
12/31/2025
Quarter 9
10/01/2025
12/31/2025
Submit Quarter 9 report to EPA
10/01/2025
10/30/2025
EPA Awards FY25 DERA Grant
10/01/2025
10/15/2025
Subaward agreements created and scheduled for
governing board approval.
10/01/2025
11/30/2025
Conduct site visits to review program related
guidelines & scrappage requirements with
subawardee financial & fleet staff
10/01/2025
11/30/2025
Issue local press release and update program website
with subaward data
10/01/2025
11/30/2025
Award all subawards
11/30/2025
12/31/2025
Schedule all FY25 giant foam check presentations to
11/30/2025
12/31/2025
Maricopa County • Air Quality Department • Division Name • Month Year
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DERA PROGRAMMATIC PRIORITIES:
MCAQD will ensure that the grant projects selected for funding meet programmatic
requirements as defined in the 2023-24 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
occur in new year
Subawardees conduct competitive contract bids for
replacement vehicle suppliers
11/30/2025
12/31/2025
Quarter 10
01/01/2026
03/31/2026
Submit Quarter 10 report to EPA
01/01/2026
01/30/2026
Formally present all FY25 giant foam checks and update
program website with photos
01/01/2026
02/28/2026
Conduct second site visit to inspect vehicles to
be replaced and focus on scrappage photos.
Verify replacement vehicles have been ordered.
01/01/2026
03/31/2026
Host DERA Info Workshop for FY26
02/15/2026
02/28/2026
Update program website with new application
02/01/2026
03/31/2026
Submit FY26 NOIP to EPA
03/01/2026
03/31/2026
Quarter 11
04/01/2026
06/30/2026
Submit Quarter 11 report to EPA
04/01/2026
04/30/2026
Provide technical assistance to FY23-25 applicants
04/01/2026
04/30/2026
FY26 application due end of month
04/01/2026
04/30/2026
ACT Expo Conference
04/01/2026
04/30/2026
Submit FY26 application to EPA Region 9
05/01/2026
05/31/2026
FY25 Encourage early submission of photos and provide
review prior to scrappage
04/01/2026
06/30/2026
Submit FY26 application in grants.gov
06/01/2026
06/30/2026
Quarter 12
07/01/2026
09/30/2026
Submit Quarter 12 Report to EPA
07/01/2026
07/30/2026
Review work plan progress, encourage early submission
of final project support documentation, review and pay
FY24-25 subrecipients.
07/01/2026
09/30/2026
Provide technical assistance as needed
07/01/2026
09/30/2026
FY23-24 Award Period Ends at state level
09/30/2026
09/30/2026
Grant Close Out
10/01/2026
12/31/2026
Program outcomes posted on program website
10/01/2026
12/31/2026
Prepare and submit final report to EPA
10/01/2026
12/30/2026
Prepare and submit FFR SF-425
10/01/2026
12/30/2026
Maricopa County • Air Quality Department • Division Name • Month Year
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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.
ENVIRONMENTAL JUSTICE AND DISADVANTAGED
COMMUNITIES:
The annual application cycle has been the same for the last several years and occurs annually
from February 1 – March 15. This allows for a full six-weeks for program staff to assist
potential applicants with the application and answer any technical questions. Staff also
conducts a State DERA grant writing workshop which is sponsored by our local Valley of the
Sun Clean Cities organization. Local tribes are also invited and do attend. Our public
information officer also advertises the program when the application cycle is opened, in
addition to announcing any subawards. The program is promoted heavily by the agency.
All projects selected are in EPA designated non-attainment areas for ozone. Hensley Beverage
will be operating short haul delivery vans in multiple disadvantaged communities. Both Ruan
Transport Corporation and Yuma Elementary are in Yuma which is in non-attainment for Ozone
and the majority of Yuma being next to the Mexico border is considered a disadvantaged
community.
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. The agency will continue to partner
with Valley of the Sun Clean Cities Coalition for their annual State DERA grant writing
workshop. Additionally, the agency is also adding their own funding this year to make
up for a funding shortfall in state funding. The agency also completes a Periodic
Emission Inventory (PEI) every three years.
PROJECT RESILIENCE TO CLIMATE IMPACTS:
Currently climate change in Arizona has been limited to higher temperatures. There is no
population or facility displacement known at this time. This year, the agency selected all
Maricopa County • Air Quality Department • Division Name • Month Year
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alternative fuel type vehicles for program funding. This will allow subrecipients to expand their
alternative fuel goals which have a direct impact on emission reduction and climate.
WORKFORCE DEVELOPMENT:
All subgrantees have goals for alternative fuel vehicles and infrastructure. Yuma
Elementary has been using LPG for years and is considered a leader in the state.
Both Ruan and Hensley beverage have EV fleet conversion goals. Ruan has
successfully completed DERA grants in other states. Hensley Beverage is interested
in converting their entire fleet over time. All subrecipients will use the new vehicles
they receive from this grant to further build their alternative fuel fleets and related
infrastructure. All subrecipients will receive a site visit and infrastructure
requirements and goals will be noted by staff for future grant opportunities. Training
of staff will also be discussed.
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.
Maricopa County • Air Quality Department • Division Name • Month Year
10
Anticipated Outputs and Outcomes for FY23
Activities
Output by Fuel Type
Outcomes (short tons) Fuel = gallons
Summary:
NOx
PM2.5
HC
CO
CO2
Fuel
Replace one
2001, and two
2002 Class 8
delivery
trucks, one
2007 Class 6
shuttle bus, one
2015 Class 8
terminal tractor, one
2004, one 2006, and
one 2008 school bus
Annual
1.166
0.049
0.081
0.152
220.6
19,612
Lifetime
4.561
.204
0.353
0.227
985.3
87,578
Health
Benefits
$38,000
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
1,473 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.
Maricopa County • Air Quality Department • Division Name • Month Year
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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 $400,000 to cover
partial costs of subawards. MCAQD will add $45,208 of non-federal funds as
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. Hensley
Beverage is a private organization and will use private capital funds. Grand Canyon
University will use non-federal cash capital budget account funds. Ruan Transport
Corporation is a private company and will use non-federal cash funds. Yuma
Elementary School District will use non-federal general school funds.
Other Leveraged Funds
N/A
Maricopa County • Air Quality Department • Division Name • Month Year
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Maricopa County
Air Quality Department
Finance Division
Maricopa.gov/AQ