5900-488 Excellence Award Application

SmartWay Transport Partnership (Renewal)

5900-488 EX_3_ExcellenceAwardApp

Information Collection Activities Associated with the SmartWay Transport Partnership

OMB: 2060-0663

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2020 SmartWay Excellence Award
SEMI-FINALIST APPLICATION
Company Name: _________________________________
Type of Partner: __________________________________
OMB No: 2060-0663, Expiration Date: 04/30/2021

Congratulations!
Your company has been selected as a SmartWay
Excellence Award semi-finalist and is invited to
submit an application for Award consideration.
Partners are Award semi-finalists because they
meet the specified SmartWay Excellence Award
performance criteria and in are good standing,
including on-time Partner Tool submission in the
current and prior calendar year. SmartWay
shippers, logistics and multi-modal companies that
demonstrate top environmental performance are
invited to submit supplemental, qualitative
information that demonstrate leadership efforts
important to the Partnership. These efforts are in
support of SmartWay environmental goals such as
effective collaboration, advanced technology and
operational practices, a robust system to validate
and report their SmartWay data, communications,
and public outreach.
The 2020 SmartWay Excellence Award criteria for
shippers, logistics and multi-modal carrier Partners

https://www.epa.gov/sites/production/files/2020-01/documents/420f20001.pdf

Burden Statement: This collection of information is approved by OMB under the Paperwork Reduction Act, 44 U.S.C. 3501 et seq. (OMB
Control No. 2060-0663). Responses to this collection of information are voluntary (Energy Policy Act of 2005; citation 109-58). An
agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a
currently valid OMB control number. The public reporting and recordkeeping burden for this collection of information is estimated to
be 3.25 hours to compile and submit the SmartWay Semifinalist Application form. This is a one-time submittal. Send comments on the
Agency’s need for this information, the accuracy of the provided burden estimates and any suggested methods for minimizing
respondent burden to the Regulatory Support Division Director, U.S. Environmental Protection Agency (2821T), 1200 Pennsylvania Ave.,
NW, Washington, D.C. 20460. Include the OMB control number in any correspondence. Do not send the completed form to this
address.

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 1

EVALUATION CRITERIA:
The 2020 SmartWay Excellence Awards are based on work completed, fuel savings and emissions savings
reported in the 2019 Tool with data from the 2019 calendar year. Accomplishments outside of this time
period may be mentioned for reference in your application and to demonstrate continuous improvement but
will not be considered as evidence of meeting award requirements in 2020.
The semi-finalist application will be judged on a point system that evaluates leadership based on specific
categories that include:
•
•
•
•

clear, concise and complete summaries (500-word limit) when requested, providing details to
checked responses
actual achievements and accomplishments, as well as internal or external activities and efforts that
have already taken place during the calendar year, 2019
evidence, proof or documentation which substantiates submissions with specific application
questions cited; clearly identify all sources with the question number from the application
quality and substance of summaries, descriptions and documentation

For Shippers, there is a total of 100 possible points for the Award Semi-Finalist Application. For Multi-modal
Carriers and Logistics Companies, there is a total of 96 possible points for the Award semi-finalist
applications. Possible total credit for each question is presented below:
Question 1: Rigorous Data Validation
Question 2: Citing and Publishing SmartWay Data as Part of Sustainability and Corporate
Social Responsibility (CSR) Reports and Initiatives
Question 3: SmartWay Internal and External Educational Results; Equipment Logos

20 points
20 points

Question 4: Supply Chain Engagement and Enrollment Results

20 points

Question 5: Innovation and Implementation of Efficient Freight Strategies

20 points

Total Points for Shippers

100 points

Total Points for Logistics Companies & Multimodal Carriers

96 points

APPLICATION INSTRUCTIONS:
Please complete, sign and submit the application by the deadline of 5 PM PST on Monday, April 27, 2020
Completed applications may be submitted via (order of preference indicated):
1.
2.

Email: [email protected]
fax: 734.214.4052, Attention: Marcia Turkington

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 2

SmartWay Primary Company Contact:

SmartWay Executive Company Contact:

Names:

__________________________________

_________________________________

Titles:

__________________________________

_________________________________

Email addresses:

__________________________________

_________________________________

Phone numbers:

__________________________________

_________________________________

Mail addresses:

__________________________________

_________________________________

__________________________________

_________________________________

__________________________________

_________________________________

I confirm that all information
submitted on this application
is accurate and valid.

Actual or digital
signatures required:

_________________________________

Company PR/Media Contact:

Company PR/Media Contact (optional):

Names:

_________________________________

Titles:

_________________________________

Email addresses:

_________________________________

Phone numbers:

_________________________________

All fields on this page are required, except for the optional PR/Media Contact section.

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 3

DETAILED APPLICATION INSTRUCTIONS:
For all items that you check off in application questions:
• Describe and summarize activities, efforts and/or accomplishments your company engaged in, or
achieved during 2018 and reported in the 2019 Partner Tool.
•

Limit responses to a maximum of 500 words. All responses must be addressed and submitted via
this application.

•

In addition to your response (as only a secondary means to support written/typed statements in this
application), provide web links to clearly-identified sources that support and/or document your
company’s efforts wherever appropriate.
•
•
•

Please test the web links prior to submission to SmartWay.
No hard copies of documentation will be accepted or considered.
When inclusion of web links is not possible, clearly identified digital attachments will be
accepted.

PREPARATION NEEDED FOR COMPLETING THE SMARTWAY EXCELLENCE AWARD SEMIFINALIST APPLICATION
•

Preview the application in its entirety before you begin to determine:
• You have the information or knowledge required to complete the application.
• The people at your company best suited to assist you with responding to specific application
questions.

•

Identify the person who completed the 2019 SmartWay Partner Tool at your company. This
individual should be consulted as a resource or reference when completing the application.

•

Determine which staff at your company is best suited to respond to a section of the application.
Some suggestions regarding appropriate staff to consult are offered below:
•
•
•
•

•

Question 1: Staff responsible for completing your company’s 2019 SmartWay Partner Tool
Question 2: Sustainability or Environmental Manager
Question 3: Marketing Director, Press Officer, and/or Transportation Director or Fleet Manager
Question 4 and 5: Community Liaison Officer, Regional, Local Facility and Fleet Managers,
Transportation Managers, Transportation Operations and Logistics Customer Representatives

Gather your data and examples before beginning the narrative in response to each question.

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 4

Q1: RIGOROUS DATA VALIDATION
1.

Check all policies, procedures and/or programs that reflect your company’s effective use of tools
and techniques to ensure that SmartWay-related data gathering, freight activity input (e.g., carrier
names, miles, ton-miles, average payloads, fleet category and mode), reporting and data
storage/security processes are accurate and credible.

A digital copy of your company policy, procedures and programs

•

A list of credible, verifiable data sources for key freight activity input parameters, as stated in
above paragraph.

•

Description of how you verify SmartWay data.

Include a succinct, one-page summary, not to exceed a total of 500 words describing any additional
information only on the checked, lettered items that pertain to your company.

*All information reported in this application should be from the SmartWay reporting year 2018 only.

Our company:
☐ a. Established and follows policies and procedures for collecting and reporting freight data for the
SmartWay Tool.
☐ b. Used actual rather than estimated data for fuel, miles, ton-miles and/or average payload in the tool.
☐ c. Used the year-over-year comparison report in the tool to insure consistency in our data input
parameters.
☐ d. Executive contact is briefed on tool results summary prior to submission.
☐ e. Has a succession plan for SmartWay contact in place.
☐ f. Other data quality procedures/practices we use:
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 5

Q1 RIGOROUS DATA VALIDATION, continued
Include a succinct, one-page summary, not to exceed a total of 500 words describing your company’s use of
SmartWay data and/or results only on the checked lettered items and “other,” from the previous page that

pertain to your company. Label responses with check box letter.

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 6

Q2: CITING and PUBLISHING SMARTWAY DATA AS PART OF SUSTAINABILITY and CORPORATE
SOCIAL RESPONSIBILITY (CSR) REPORTS and INITIATIVES
1.
2.

Check all statements that apply to your company’s use of SmartWay Tools, data and/or results
(emission metrics-CO2, NOx and PM) that your company cites or publishes.
Include a succinct, one-page summary, not to exceed a total of 500 words describing your
company’s use of SmartWay data and/or results only on the checked, lettered items that pertain to

your company.

☐ Our company uses SmartWay Tool reports/results/and/or emission metrics, such as CO2, NOx, PM, to
inform/plan our sustainability goals
Our company cites SmartWay as a source of data for Corporate Social Responsibility and other public
reporting for:
☐ a. Annual sustainability/CSR reports
☐ b. Reports to shareholders/customers
☐ c. CSR platforms:
☐ 1. RobecoSAM (for DJSI-Dow Jones Sustainability Index)
☐ 2. CDP (formerly the Climate Disclosure Project)
☐ d. Those based on CSR frameworks:
☐ 1. United Nations Sustainable Development Goals (UNSDG)
☐ 2. World Resources Institute (WRI)
☐ 3, Sustainability Accounting Standards Board (SASB)
☐ 4. GHG Protocol
☐ 5. Global Reporting Initiative (GRI)
☐ e. Other (Please list)
Our company publishes SmartWay results/and/or emission metrics, such as CO2, NOx, PM as a source of
data for Corporate Social Responsibility (CSR) reporting for:
☐ f. Annual sustainability/CSR reports
☐ g. Reports to shareholders/customers
☐ h. CSR platforms:
☐ 1. RobecoSAM (for DJSI-Dow Jones Sustainability Index)
☐ 2. CDP (formerly the Climate Disclosure Project)
☐ i. Those based on CSR frameworks:
☐ 1. United Nations Sustainable Development Goals (UNSDG)
☐ 2. World Resources Institute (WRI)
☐ 3. Sustainability Accounting Standards Board (SASB)
☐ 4. GHG Protocol
☐ 5. Global Reporting Initiative (GRI)
☐ j. Other (please list)

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 7

Q2 CITING and PUBLISHING SMARTWAY DATA AS PART OF SUSTAINABILITY and CORPORATE
SOCIAL RESPONSIBILITY (CSR) REPORTS and INITIATIVES, continued
Include a succinct, one-page summary, not to exceed a total of500 words describing your company’s use of
SmartWay data and/or results only on the checked, lettered items and “other” from the previous page that

pertain to your company. Label responses with check box letter.

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 8

Q3: SMARTWAY INTERNAL and EXTERNAL EDUCATIONAL RESULTS; EQUIPMENT LOGOS
1.

Check all internal (Page 9) and external (Page 10) results made by your company, as a SmartWay
Partner to educate your employees, customers, suppliers, peers and competitors about your freight
sustainability efforts and how SmartWay helps your company do that work.

For the boxes that you check below, that are followed by an asterisk(s), submit documentation to
explain your efforts. (documentation and/or digital photo required).

Our company’s 2019 internal results on acknowledging our partnership in SmartWay include employee and
contractor education about SmartWay using:
☐ a.

Flyers and brochures

☐ c.

Intranet web page

☐ b.
☐ d.
☐ e.
☐ f.

☐ g.

Company newsletter articles 
Intranet page on SmartWay
Presentations, Identify targeted audience: _______________________________________________
Briefing slides for employees and/or management, within our company
Other _______________________________________________________________________________

Submit documentation via web link or digital copy that is clearly identified with the question number and
letter (e.g. Q4, b) (required).


In 2019, our company used the SmartWay logo/brand on:
☐ h.
☐ I.

Business cards
Letterheads

☐ j.Requests for Quotations (RFQs) 
☐ k.
☐ l.

☐ m.

Invoices, bills of lading 
In our email signature(s)

Other ______________________________________________________________________________

Answer only if your company has its own truck fleet. In 2019, our company used (owned or hired fleet) the
SmartWay logo/brand.
☐ n.
☐ o.

On tractors eligible for SmartWay designated labeling (SmartWay tractors).
How many? ________________ 
On trailers eligible for SmartWay designated labeling (SmartWay trailers).
How many? ________________ 

Submit clearly identified documentation via web link or clearly identified with the question number and
letter (e.g. Q4, b) (required).



Include digital photos (required).



View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 9

Q3 SMARTWAY EDUCATIONAL, COLLABORATIVE and PARTNER REGISTRATION RESULTS,
continued
Our company’s 2019 external results on acknowledging our partnership in SmartWay include:
☐ a.

Press releases 

☐ c.

Corporate website 

☐ b.
☐ d.
☐ e.

☐ f.

☐ g.

Quote(s) from company officials
Advertising
Events. Identify targeted audience: _____________________________________________________
SmartWay video or Corporate video which features SmartWay 
Other________________________________________________________________________________

Submit documentation via web link or digital copy that is clearly identified with the question number
and letter (e.g. Q4, b) (required).


Our company’s 2019 community/public education and collaborative efforts include:
☐ h.

Published literature (e.g. flyers, brochures), articles or blogs 

☐ i.Newsletters for customers, investors, suppliers, etc. 
☐ j.Social media 
☐ k.

Customer and supplier meetings 

☐ m.

Carrier events/audience 

☐ l.

☐ n.

☐ o.
☐ p.

Mentoring an interested company/organization/or new Partner 
Industry presentations/audience
Highlighting your participation in SmartWay, best practices or SmartWay equipment (e.g., carrier
relations, National Truck Driver Appreciation Events)
Other________________________________________________________________________________

________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________


Submit documentation via web link or digital copy that is clearly identified with the question number
and letter (e.g. Q4, b) (required).

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 10

Q4 SUPPLY CHAIN ENGAGEMENT and ENROLLMENT RESULTS
As a SmartWay Partner, your company analyzes your freight operations to address efficiency, cost and
environmental impact. You become role models through sharing your best practices with your up and down
stream supply chain and encouraging others to do the same. SmartWay Awardees tend to be successful at
involving business partners and companies within their networks in freight sustainability efforts generally and
the SmartWay Partnership specifically. This question assesses the effectiveness of your company in this
endeavor.

Engagement results: Our company has helped to expand participation in SmartWay by initiating
conversations about freight sustainability generally and SmartWay specifically.
List all companies or organizations that a representative from your company spoke with about employing
freight sustainability activities and efforts or that a representative from your company spoke with about
SmartWay during 2019. The specific company names that would include:
•
•
•

Carriers (truck, barge, logistics, rail or multi-modal)
Shippers (suppliers, vendors, customers and colleagues)
Affiliates (non-profit organizations)

________________________________________________________________________________________________
________________________________________________________________________________________________

Enrollment results: Through discussions, conversations, encouragement, assistance and/or mentorship, our
company has helped to enroll or register new companies/organizations in SmartWay.
2) These are the companies that have joined or enrolled as Partners in SmartWay in 2019 because of our
encouragement:
________________________________________________________________________________________________

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 11

Q5: INNOVATION AND IMPLEMENTATION OF EFFICIENT FREIGHT STRATEGIES
Check all innovative practices, policies, efforts, strategies and modal choices that your organization has
made to: help improve freight efficiency or mitigate environmental impacts; assist in regional
emergencies/crises and urban congestion throughout your supply chain; and/or that you conducted on
behalf of a client for whom you provide transportation services in calendar year 2019.
1. Include a succinct, one-page summary, not to exceed a total of500 words describing any additional
information only on the checked, lettered items that pertain to your company.
2. Our company has:
☐ a. Shared information regarding efficient freight strategies via a webinar, at industry events/conferences,
in case studies and/or via published articles.

Web links to clearly identified sources that support and/or document our company’s results are attached
and listed here:
_______________________________________________________________________________________________
_______________________________________________________________________________________________
☐ b. Delivered, or arranged for transport of, vital supplies during emergencies/crises.

Web links to clearly identified sources that support and/or document our company’s results. Are
attached and listed here:
_______________________________________________________________________________________________
_______________________________________________________________________________________________

SHIPPERS ONLY: Improved air quality, increased efficiency and decreased noise in congested communities
and ports by the following:
☐ c. Offered after-hour deliveries

☐ j. Established fixed appointment times

☐ d. Established “No Idling” zones

☐ k. Shipping dock gate/layout management

☐ e. Accepted after-hour appointments

☐ l. Established driver comfort stations to
promote no idling

☐ f. Facilitated “drop and hook” operations
☐ g. Reduced detention time by having product
palletized and ready to load at dock

☐ m. Unloading, stacking and organizing
containers by shipper from large shippers to
promote free-flow container operations

☐ h. Monitored loading projections to ensure full
trailers. And reduce empty miles

☐ n. Used smaller trucks for urban deliveries.

☐ i. Expanded off-peak operations hours

☐ o. Other

LOGISTICS ONLY: Improved air quality, increased efficiency and decreased noise in congested communities
and ports by the following:
View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 12

☐ c. Offered after-hour deliveries

☐ l. Dock appointment(s) scheduling

☐ d. Established “No Idling” zones

☐ m. Used smaller trucks for urban deliveries

☐ f. Facilitated “drop and hook” operations

☐ o. Established fixed appointment times

☐ e. Accepted after-hour appointments

☐ n. Established priority/expedited schedules

☐ g. Used alternative fuels to reduce emissions

☐ p. Shipping dock gate/layout management

☐ h. Used hybrid/electric/low-emission vehicles
for urban deliveries

☐ q. Using ports and terminals that employ
chassis pools

☐ i. Reduced detention time by having product
palletized and ready to load at dock

☐ r. Established driver comfort stations to
promote no idling

☐ j. Driver incentive programs, e.g. idling, MPG

☐ s. Used auxiliary power units (APUs) to
reduce idling (asset-based companies)

☐ k. Expanded off-peak operations hours

☐ t. Other

MULTI-MODALS ONLY: Improved air quality, increased efficiency and decreased noise in congested
communities and ports by the following:
☐ c. Offered after-hour deliveries

☐ m. Expand off-peak operations hours

☐ d.

☐ n. Used smaller trucks for urban deliveries

☐ e.
☐ f.

☐ g.

Established “No Idling” zones
Accepted after-hour appointments
Facilitated “drop and hook” operations
Used alternative fuels to reduce emissions

☐ h.

Used hybrid/electric/low-emission vehicles
For urban deliveries

☐ i.

Driver incentive programs, e.g. idling, MPG

☐ j.

Reduced detention time by having product
palletized and ready to load at dock

☐ k.

Shipping dock gate/layout management

☒ l.

Purchased/used light-weight equipment

☐ o. Established priority/expedited schedules
☐ p. Established fixed appointment times

☐ q. Unloading, stacking and organizing
containers by shipper from large shippers to
promote free flow container operations
☐ r. Using ports and terminals that employ
chassis pools
☐ s. Established driver comfort stations to
promote no idling
☐ t. Used auxiliary power units (APUs) to reduce
idling
☐ u. Used plug-in power, if available, to reduce
idling during hoteling
☐ v. Other

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 13

Q5: INNOVATION AND IMPLEMENTATION OF EFFICIENT FREIGHT STRATEGIES, continued
SHIPPERS ONLY: Technologies and strategies: Increased freight efficiency by the following:
☐ p.

Improved/optimized routing

☐ r.

Improved/optimized packing/loading

☐ q.
☐ s.
☐ t.

☐ u.
☐ v.

☐ w.
☐ x.

☐ y.
☐ z.

☐ aa.

Reduced our carrier empty miles
Co-loaded like-products with two/more different companies
Re-designed package(s) to save weight/space
Installed or used shore power
Shifted freight from truck/air to another mode
Recommended more efficient freight modes to customers
Used double-stacked containers for rail travel
Used technologies/strategies for refrigerated (reefer) trailers
Relocated/built new distribution centers (DCs) to reduce mileage
Other_____________________________________________________________________________

There are limited ways that SmartWay knows what efficient strategies our Shippers are employing--by filling
out the “Mile & Weight Improvements” and “Modal Shift Impacts” tabs in the Shipper Tool,” applying for an
Excellence Award, bringing articles or press releases to the attention of their Partner Account Managers. If
you have not put other strategies in your 2019 Tool, please consider adding them to your 2020 Tool.
If you are a Way 4 Shipper Partner, we will verify strategies documented within your Shipper Tool, and you
will receive extra points.
LOGISTICS ONLY: Technologies and strategies: Increased freight efficiency by the following:
☐ u.

Improved/optimized routing

☐ w.

Improved/optimized packing/loading

☐ v.
☐ x.

☐ y.
☐ z.

☐ aa.

☐ bb.
☐ cc.

☐ dd.
☐ ee.
☐ ff.

Reduced our carrier empty miles
Co-loaded like-products with two/more different companies
Re-designed package(s) to save weight/space
Installed or used shore power
Shifted freight from truck/air to another mode
Recommended more efficient freight modes to customers
Used double-stacked containers for rail travel
Used technologies/strategies for refrigerated (reefer) trailers
Relocated/built new distribution centers (DCs) to reduce mileage
Other ____________________________________________________________________________

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 14

Q5: INNOVATION AND IMPLEMENTATION OF EFFICIENT FREIGHT STRATEGIES, continued
MULTI-MODAL ONLY: Technologies and strategies: Increased freight efficiency by the following:
☐ w.

Improved/optimized routing

☐ y.

Improved/optimized packing/loading.

☐ x.
☐ z.

☐ aa.

☐ bb.
☐ cc.

☐ dd.
☐ ee.
☐ ff.

☐ gg.

☐ hh.

Reduced our carrier empty miles
Co-loaded like-products with two/more different companies
Re-designed package(s) to save weight/space
Freight-handling methods that result in greater percentage of claim-free shipments, eliminating
the need for replacement shipments
Shifted freight from truck/air to another mode
Recommended more efficient freight modes to customers
Used double-stacked containers for rail travel
Used technologies/strategies for refrigerated (reefer) trailers
Relocated/built new distribution centers (DCs) to reduce mileage
Other______________________________________________________________________________

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 15

Q5: INNOVATION AND IMPLEMENTATION OF EFFICIENT FREIGHT STRATEGIES, continued
Include a succinct, one-page summary, not to exceed a total of500 words describing any additional
information only on the checked items, by letter from the previous page, that pertain to your company.

Label responses with check box letter.

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 16

Thank you for completing the 2020 SmartWay Excellence Award Semi-Finalist Application.
Please complete, sign and submit the application by the deadline of 5 PM PST on Wednesday, May 6, 2020.
Completed applications may be submitted via (order of preference indicated):

Email: [email protected]

fax: 734.214.4052; Attention: Marcia Turkington.

View online: www.epa.gov/smartway

SmartWay Excellence Award | Semi-Finalist Application 17

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