Clean Vehicles Program Documents

Program Guidelines & Procedures

• Program guidance
• EPA Verified Technologies Retrofit List
• CARB Verified Technologies Retrofit List
• How to Prepare An Invoice
• Engine Destruction Guidelines
• Engine destruction vendor list

Program Forms

Applicants should submit 3 items in their application: 1) the Basic Information form, 2) the appropriate form for their project type, and 3) the Fleet Survey Template. Applications can be submitted electronically or by mail using the information posted on the contact page.

• *Application Form: Replacements (spreadsheet includes all 3 items)
• *Application Form: Basic Information for Retrofit & Infrastructure Projects
• *Application Form: Retrofits
• Application Form: Refueling Infrastructure
• Application Form: Fleet Survey Template for Retrofit & Infrastructure Projects
• Application Form for prospective Engine Destruction Vendors
• Invoicing Form
• Engine Destruction Vendor Certification Form
• Accident Documentation Form
• Quarterly Monitoring Report Template

*Please note that there are multiple tabs in the Excel spreadsheets

The quarterly monitoring report schedule is as follows:

• DUE APRIL 30th - Quarter 1 (January 1-March 31)
• DUE JULY 31st - Quarter 2 (April 1-June 30)
• DUE OCTOBER 31st - Quarter 3 (July 1-September 30)
• DUE JANUARY 31st - Quarter 4 (October 1-December 31)

Please make sure to fill out the Quartering Monitoring Report Template completely, and to input the correct contract number and dates!

Draft Clean Fleets Initiative Guidelines - Soliciting Comments Now!

H-GAC staff have been working diligently to improve our grant program's services, efficiency, flexibility, and effectiveness. As part of this process, we are planning to restructure and rebrand our existing grant programs - Clean Vehicles and Clean School Bus - under a new effort dubbed the "Clean Fleets Initiative". Major advantages that are anticipated through this reorganization include:

• Administrative forms and procedures for application submission, invoicing, contracts, and reports will be standardized across all types of projects and program participants
• A framework will be established that will allow us to more easily seek out and accomodate new funding streams, project types, and pollutant reduction goals in the future.
• Protocols and requirements that have been added since the last guidelines were published in 2006, will be formally incorporated into the new guidelines.

A draft version of the new guidelines and forms for the Clean Fleets Initiative are posted below. We invite you to review them and send us your comments and questions to cleanvehicles@h-gac.com before April 1, 2010, so that we can incorporate your input before we finalize the changes.

• Summary of Changes
• Draft CFI Guidelines
• Sample Contract Documents - Project Specifications Template
• Sample Contract Documents - Project Scope of Work for CMAQ funds
• Sample Contract Documents - Project Scope of Work for SEP funds
• Sample Contract Documents - Supplemental Requirements Form
• Application Form A - Basic Information
• Application Form B1 - On-Road Vehicles Data
• Application Form B2 - Off-Road Equipment Data
• Application Form C1 - Clean Vehicles Program Form
• Application Form C2 - Clean Machines Program Form
• Application Form C3 - Clean Technologies Program Form
• Application Form D - Good Citizen's Incentive
• Application Form E - Signature Page

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Clean Cities/Clean Vehicles is a program of the Houston-Galveston Area Council
3555 Timmons, Suite 120, Houston, TX 77027
713.627.3200 • Fax 713.993.4508