Clean School Bus Rebate Program

Diesel Emissions Reduction Act (DERA) and Clean School Bus Rebate Programs (Revision)

CSB Rebate Field Forms.xlsx

Clean School Bus Rebate Program

OMB: 2060-0686

Document [xlsx]
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Field Label Field Selections Example Field Entry Required Field? Field Type Word Count User Instructions/Help Public or Govt Use Only Input category [Threaded comment] Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924 Comment: What do we meaning by "Entity" here? Reply: @Jason, this is "entity" in the database sense -- a thing about which data is being managed. It an entity can be expresses as a table in a relational database management system or a tab in a spreadsheet. In the case of Salesforce, it is an object or a record type within an object. It is basically a collection of fields or attributes or columns that describe a given instance or row or record. The main distinction between entities in this context is based on the count or cardinality of them. If there are many of one thing related to one of another, then they two things are different entities. (Thus the concept of "tables" within a form translates into separation of the inner "table" entity from then enclosing form about another entity. Many buses relate to one application, so bus is a different entity than application. Reply: Thanks, I retitled the header to better reflect this and to minimize any confusion with an "entity" in terms of an organization that might be recorded on the form Entity (Database) Form Implementation Comments ERG Considerations
Organization Type Dropdown with the following selections (can only select one response)

Local Education Agency (LEA)

State government

Nonprofit school transportation association

Indian Tribe or Tribal Organization, or Tribally Controlled School (not a LEA)

Bus dealer or organization that arranges financing for bus purchases
See dropdown selections Yes Dropdown Selection Limited by dropdown selection Please select one of the selections from the dropdowns in this field. Your selection will determine what additional items you need to complete. Fields that don't apply to your selection will not be available for you to edit.

If you are a Indian Tribe or Tribal Organization, or Tribally Controlled School that is a LEA, then select organization type "Local Education Agency (LEA)

ADD NOTE about charter schools that are not LEA.
Public Applicant info Submission Application The following logic applies to the responses.

LEA, State Government, and Tribe responses will allow users to enter a response to the next question, "Does your organization own the buses to be replaced?"

Bus dealer and nonprofit responses will autofill the next question, "Does your organization own the buses to be replaced?", with an answer of "No"

Does your organization own the buses to be replaced? The following selections will be available to applicants.

Yes

No
See dropdown selections Yes Dropdown menu or checkbox Limited by dropdown selection Answer yes or no. Your selection will determine what additional items you need to complete. Fields that don't apply to your selection will not be available for you to edit. If you answered that your organization is a "Bus dealer or organization that arranges financing for bus purchase", or "Nonprofit school transporation assocation", then the answer of "no" has already been filled for you. Public Applicant info Submission Application Field Added 2/9/22

LEA Applicants
An answer of "Yes or No" autofills the following field information for LEA applicants. Autofill LEA Name, LEA Street Address, LEA City, LEA County, LEA State, LEA Zip, LEA EIN, LEA UEI, and Authorized Representative info from Sam.gov for entity and login.gov info for Representative.

State and Tribal Applicants (not a LEA)
An answer of "Yes or No" autofills the following field information for state government and tribal applicants. Autofill Applicant Organization Name, Applicant Organization Street Address, Applicant Organization City, Applicant Organization County, Applicant Organization State, Applicant Organization Zip and Authorized Representative info from Sam.gov for entity and login.gov info for Representative.

Additionally, LEA information will be autofilled when the NCES District ID (LEAID) field is completed including the following fields: LEA Name, LEA Street Address, LEA City, LEA County, LEA State, LEA Zip, LEA EIN, LEA UEI, and Authorized Representative info from Sam.gov for entity and login.gov info for Representative. Manually entry for LEA Contact Name, LEA Title, LEA Business Phone, and LEA Business Email

Bus Dealer or Nonprofit Applicants
The answer for this question that is autofilled "No" also autofills the following field information for bus dealers and nonprofit applicants. Autofill: Applicant Organization Name, Applicant Organization Street Address, Applicant Organization City, Applicant Organization County, Applicant Organization State, Applicant Organization Zip and Authorized Representative info from Sam.gov for entity and login.gov info for Representative.

Applicant Organization Name
School District of Lee County Yes alphanumeric 15 Applies to the following types of organizations: State governments, Bus dealers or organizations that arranges financing for bus purchases, Nonprofit school transportation associations, and Indian Tribe/Tribal Organization/ Tribally Controlled School (that is not LEA). This information was automatically filled from information in your https://sam.gov/ and https://login.gov/. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses, skip these fields.

These fields will be completed by autofilling from sam.gov and login.gov for state government, tribal schools (that are not LEAs), bus dealers and nonprofits.

Applicant Organization Street Address
2855 Colonial Boulevard Yes, but not required for LEA alphanumeric 15 Applies to the following types of organizations: State governments, Bus dealers or organizations that arranges financing for bus purchases, Nonprofit school transportation associations, and Indian Tribe/Tribal Organization/ Tribally Controlled School (that is not LEA). This information was automatically filled from information in your https://sam.gov/ and https://login.gov/. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses, skip these fields.

These fields will be completed by autofilling from sam.gov and login.gov for state government, tribal schools (that are not LEAs), bus dealers and nonprofits.

Applicant Organization City
Fort Myers Yes, but not required for LEA alphanumeric 2 Applies to the following types of organizations: State governments, Bus dealers or organizations that arranges financing for bus purchases, Nonprofit school transportation associations, and Indian Tribe/Tribal Organization/ Tribally Controlled School (this is not LEA). This information was automatically filled from information in your https://sam.gov/ and https://login.gov/. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses, skip these fields.

These fields will be completed by autofilling from sam.gov and login.gov for state government, tribal schools (that are not LEAs), bus dealers and nonprofits.
Can any of this address info be populated? For example, after the address and zip are entered can the form fill in the state and county?
Applicant Organization County
Lee Yes, but not required for LEA Dropdown menu (if possible to pull counties by state, if not alphanumeric) 2 Applies to the following types of organizations: State governments, Bus dealers or organizations that arranges financing for bus purchases, Nonprofit school transportation associations, and Indian Tribe/Tribal Organization/ Tribally Controlled School (this is not LEA). This information was automatically filled from information in your https://sam.gov/ and https://login.gov/. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses, skip these fields.

These fields will be completed by autofilling from sam.gov and login.gov for state government, tribal schools (that are not LEAs), bus dealers and nonprofits. NOTE: Need to check to see if this field is available from sam.gov.

Applicant Organization State
FL Yes, but not required for LEA Dropdown menu 2 Applies to the following types of organizations: State governments, Bus dealers or organizations that arranges financing for bus purchases, Nonprofit school transportation associations, and Indian Tribe/Tribal Organization/ Tribally Controlled School (that is not LEA). This information was automatically filled from information in your https://sam.gov/ and https://login.gov/. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses, skip these fields.

These fields will be completed by autofilling from sam.gov and login.gov for state government, tribal schools (that are not LEAs), bus dealers and nonprofits.

Applicant Organization Zip
33966-XXXX Yes, but not required for LEA Numeric 2 Applies to the following types of organizations: State governments, Bus dealers or organizations that arranges financing for bus purchases, Nonprofit school transportation associations, and Indian Tribe/Tribal Organization/ Tribally Controlled School (this is not LEA). This information was automatically filled from information in your https://sam.gov/ and https://login.gov/. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses, skip these fields.

These fields will be completed by autofilling from sam.gov and login.gov for state government, tribal schools (that are not LEAs), bus dealers and nonprofits.

Note: could be set up to accept zip+4, but shouldn't be a requirement to enter the "+4"

Are you applying to replace buses operated by a private bus fleet? Responses from a dropdown are noted below.

Yes

No
See dropdown selections Yes Dropdown menu or checkbox based on dropdown selection Answer yes if you are replacing buses operated by a private fleet (LEA applicants should answer "yes" to this question). Public Applicant info Submission Application LEA Applicants
If an LEA Applicant answers "no" to the question, they will receive the following error message. "Your organization must either apply to replace bus they own or bus owned by a private fleet. Change your response to Yes, change the answer to previous question about ownership, or not proceed with the application.

If an LEA Applicant answers "yes", then the private fleet fields (name, address, city, county, state, zip, contact name, title, phone, and email) are unlocked or displayed for the applicant enter information.

Non-LEA Applicants
If an Non-LEA Applicant answers "yes", then the private fleet fields (name, address, city, county, state, zip, contact name, title, phone, and email) are unlocked or displayed for the applicant enter information.

If non-LEA applicant enters a "Yes" response, use NCES District ID field to match with table of Common Core data to autofill LEA Name, LEA Street Address, LEA City, LEA County, LEA State, and LEA Zip. Applicants will need to manually enter LEA Contact Name, LEA Title, LEA Phone, and LEA Email.

If non-LEA applicant enters a "No" response, Private fleet fields will be locked or not displayed and the entered response for NCES District ID field will match with table of Common Core data to autofill LEA Name, LEA Street Address, LEA City, LEA County, LEA State, and LEA Zip. Applicants will need to manually enter LEA Contact LEA Name, LEA Title, LEA Phone and LEA Email.

Private Fleet Name
Johns School Bus Service Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" alphanumeric 15 Enter the official name of your private fleet. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields
Private Fleet Street Address
1245 Willow Street, Suite 224 Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" alphanumeric 15 Enter the official address of your private fleet street. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields Same address population question as above.
Private Fleet City
Port Charlotte Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" alphanumeric 2 Enter the official city of your private fleet. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields
Private Fleet County
Lee Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" Dropdown menu if available by state 2 Enter the official county of your private fleet. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields
Private Fleet State
FL Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" Dropdown menu 1 Enter the official state of your private fleet. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields
Private Fleet Zip
33974-XXXX Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" Numeric 2 Enter the official zip of your private fleet. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields

Could use Zip+4, but the +4 should not be mandatory

Private Fleet Contact Name
John Baker Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" alphanumeric 5 Enter the official name of your private fleet contact. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields
Private Fleet Contact Title
Owner Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" alphanumeric 15 Enter the official title of your private fleet contact. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields
Private Fleet Contact Business Phone Number
239-590-0562 Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" Numeric 4 Enter the official number of your private fleet contact business phone. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields

Allow for international numbers as well, but default should be 10 digit number.

Private Fleet Contact Business Email
[email protected] Only required if Are you applying to replace buses operated by a private bus fleet? Question is answered "yes" alphanumeric 1 Enter the official email of your private fleet contact business. Public Applicant info Submission Application If applicant org type is LEA applying to replace their own buses or a Non-LEA is replacing buses directly for an LEA, skip these fields

Add logic that indicates incorrect format is correct email format is not entered.

LEA Name
same format as applicant and private fleets yes alphanumeric 15 This is the Local Educational Agency (LEA) that buses serve. This information was automatically filled from information in your https://sam.gov/ and https://login.gov/, or from information received from the entered NCES District LEAID. Public Applicant info Submission Application

NCES District ID
2700085 Yes Numeric 1 Enter the school district six or seven digit number for LEAID from the National Center for Education Statistics (NCES) (provide link). If you don't have an LEAID, contact the help line at XXXX. Public Applicant info Submission Application Non-LEA Applicants
When a non-LEA applicants enters the LEAID it will match with table of Common Core data to autofill LEA Name, LEA Street Address, LEA City, LEA County, LEA State, and LEA Zip. Applicants will need to manually enter LEA Contact LEA Name, LEA Title, LEA Phone and LEA Email.

Limit this field to 7 characters. If fewer than 6 characters, display error message.

LEA Street Address
same format as applicant and private fleets yes alphanumeric 15 This information was automatically filled from information in your https://sam.gov/ and https://login.gov/, or from information received from the entered NCES District LEAID. Public Applicant info Submission Application

LEA City
same format as applicant and private fleets yes alphanumeric 3 This information was automatically filled from information in your https://sam.gov/ and https://login.gov/, or from information received from the entered NCES District LEAID. Public Applicant info Submission Application

LEA County
same format as applicant and private fleets yes Dropdown menu if available by state 3 This information was automatically filled from information in your https://sam.gov/ and https://login.gov/, or from information received from the entered NCES District LEAID. Public Applicant info Submission Application Need to check if this field is available from sam.gov. If not applicant will need to fill this in rather than being autofilled.
LEA State
same format as applicant and private fleets yes Dropdown menu 1 This information was automatically filled from information in your https://sam.gov/ and https://login.gov/, or from information received from the entered NCES District LEAID. Public Applicant info Submission Application

LEA Zip
same format as applicant and private fleets yes Numeric 2 This information was automatically filled from information in your https://sam.gov/ and https://login.gov/, or from information received from the entered NCES District LEAID. Public Applicant info Submission Application could use zip+4 but the +4 should not be mandatory
LEA Contact Name
Same format as private fleets no, only required if applicant is not an LEA alphanumeric 5 Enter contact name for your LEA. Public Applicant info Submission Application Only ask for this info if LEA is not the applicant
LEA Contact Title
same format as private fleets no, only required if applicant is not an LEA alphanumeric 5 Enter if contact title for your LEA. Public Applicant info Submission Application Only ask for this info if LEA is not the applicant
LEA Contact Business Phone Number
same format as private fleets no, only required if applicant is not an LEA Numeric 4 Enter your LEA contact business phone number. Public Applicant info Submission Application Only ask for this info if LEA is not the applicant

Allow for interational numbers to be added.

LEA Contact Business Email
same format as private fleets no, only required if applicant is not an LEA alphanumeric 1 Enter your LEA contact business email. Public Applicant info Submission Application Only ask for this info if LEA is not the applicant

Display error if email is not entered in the correct format

Is your LEA a charter school? Responses from a dropdown are noted below.

Yes

No
See dropdown selections yes Dropdown menu or checkbox 1 MAY WANT TO EXPLAIN WHAT A CHARTER SCHOOL IS HERE Public Applicant info Submission Application If answer is "yes" unlock or display the Charter school estimated student poverty rate question.

Question: Do we want them to indicate whether they are a High need LEA, Bureau-funded School, LEA supported by 7003(b)(1), Rural, Low-income, will be recieving Matching funds?

Charter school estimated student poverty rate
25 no, only required if applicant is a LEA charter school numeric 1 Enter the estimated student poverty percentage rate. Example: entering "25" would indicate a poverty rate of 25 percent. Public Applicant info Submission Application Allow numbers between 0 to 100 to be added. Display error message if outside this range. Can this be a lookup from a govt database for a given county?
Is your LEA a Indian Tribe or Tribal Organization, or Tribally Controlled School? Responses from a dropdown are noted below.

Yes

No
See dropdown selections yes Dropdown menu or checkbox 1
Public Applicant info Submission Application New field - 2/11/22
Sam.gov UEI

yes alphanumeric
This is your Unique Entity ID (UEI) and is automatically filled from your System for Award Management (SAM.gov) account. Public Applicant info Submission Application unique entity id from autofilled from sam.gov
EIN
12-3456789 yes alphanumeric 2 This the applicant's Employee Identification Number (EIN) and is automatically filled from https://sam.gov/. Example: 12-3456789 Public Applicant info Submission Application EIN number is autofilled from sam.gov
Bus VIN (old bus)
4DRBWAAN86A168717 yes alphanumeric (Table)
Enter the Vechical Identification Number (VIN, 17 characters) for each bus to be replaced in separate rolls in the table. All the requested information for each bus should be entered in the row. Public Old bus info OldBus Application Create a table heading with the title of "Buses That Will Be Replaced", and a left column that numbers each of the 20 rows. The columns for this table will be VIN for Buses,

Set this field to be 17 digits. If not 17 digits are entered, then an error message will be displayed saying "The VIN number you entered is not correct. VIN numbers need to be 17 characters long."
ERG will determine if useful information other than model year and GVWR can easily be determined from the VIN (e.g. confirm it's a school bus, manufacturer, model, fuel type, etc.)
Bus Manufacturer (old bus) Responses from a dropdown are below

Blue Bird Corporation
IC Bus (Navistar)
Lion Electric Company
Micro Bird (Girardin)
Thomas Built Buses
Titan Bus
Van-Con, Inc.
Other (allow a fillable entry)
See dropdown selections yes alphanumeric dropdown within table (Table) 10 Select the bus manufacturer of the old bus to be replaced from the dropdown list or if not on the dropdown, enter the name of the bus manufacturer. Do not enter the engine manufacturer. Public Old bus info OldBus Application
May be able to validate based on VIN - TBD
Bus Model (old bus)
need to figure out what we want entered yes alphanumeric (Table) 10 Enter the model of the old bus(es) to be replaced. Public Old bus info OldBus Application Do we want to define what we mean by bus model? Do we bus model or bus type (Type A, Type B etc.)? Agreed, should be standardized pick-list with "Type A-1", "Type B-2", etc. May be able to validate based on VIN - TBD
Annual Mileage (old bus)
12,256 yes Numeric (Table) 1 Enter the miles the bus has traveled in the past calendar. The mileage driven must be at least XXX miles.

Note: this needs to be confirmed with the program guidance.
Public Old bus info OldBus Application Display a note saying "Please check the annual mileage you entered for this bus as the mileage seems to be a lot for a year of driving", if the entered amount is above 50,000 miles. ERG can develop criteria for a popup warning (e.g., "Your annual mileage estimate is signficiantly outside of typical values. Please re-enter your estimate if needed." Ranges could be +/- 2x the standard deviation for school buses. We also recommend adopting absolute min/max values that would produce an error message. Upper bound could be based on basic time constraints - e.g. something like "must be less than 100 miles per day x 6 days a week x 52 weeks a year." Lower bound value is a policy judgment.
Annual Fuel Consumption (old bus)
2,357 yes Numeric (Table) 1 Enter the number of gallons of fuel the bus(es) used in 2021. Public Old bus info OldBus Application Need to figure out the what fuel usage time period they should input.

If a number greater than 8,334 is entered, display the following message: "Are you sure the fuel usage you entered is correct as it seem high for this bus".
Suggest warning and error messages based on reasonable MPG values - so conditional on annual mileage, as well as GVWR and fuel type. GREET could provide average MPG estimates as a starting point. ERG can work up reasonable ranges.

Also, will need to define units for gaseous fuel options - e.g., for CNG the user may have information in cubic feet, gasoline-gallon-equivalents, or diesel-gallon-equivalents.
Bus GVWR in lbs. (old bus)
31,800 yes Numeric (Table) 1 Enter the Gross Vehicle Weight Rating (GVWR) in pounds (lbs.) of the old bus to be replaced. This information is typically found on the bus VIN plate. Public Old bus info OldBus Application
This may be available from a VIN lookup
Bus vehicle model year (old bus)
2009 yes Numeric (Table) 1 The model year is automatically filled from the VIN number you entered for the bus(es). You may enter the model year the bus was manufacturered if it was incorrectly filled based on the VIN number. Do not enter the engine model year. Public Old bus info OldBus Application Autofill from 10th digit of VIN, but allow overwrite.

ERG is checking on a VIN decoder program that they are working on that could be looked up to autofill this field.

Bus Fuel Type (old bus) Responses from a dropdown below.

Diesel
Gasoline
LNG
CNG
Propane
Hydrogen
Biofuels
See dropdown selections yes Dropdown menu (within Table) 1 Select only one fuel type of the bus(es) that is to be replaced from the dropdown list. Public Old bus info OldBus Application Can only select one fuel type for each bus. Hopefully validate using VIN
Replacement bus fuel type (planned) Responses from a dropdown below.

Electric
LNG
CNG
Propane
Hydrogen
Biofuels
See dropdown selections yes Dropdown menu (within Table) 1 Select the fuel type of the replacement bus from the dropdown list. Public New bus info NewBus Application Question: should biofuels be an option for the first round of rebates? Entered 3-7: If an applicant is purchasing multiple identical buses, suggest having a "copy" function to duplicate their bus info so they only have to enter it once
Replacement bus GVWR (estimate)
31,000 yes Dropdown menu (within Table) 1 Enter the estimated Gross Vehicle Weight Rating (GVWR) in pounds (lbs.) for the new replacement bus. Public New bus info NewBus Application Display a note saying "Please check the GVWR you entered for this bus as it seems to be be outside the typical range", if the entered amount is above 45,000 or below 10,000. Should the selection be flagged if it is significantly different from the old bus GVWR value?
Scans of bus titles and registrations
PDF's, graphic images (eg. jpeg, psd) yes Attachment
Attach a scan(s) of all the bus titles and registrations of buses to be replaced.
Old bus info Submission Application Envisioning that applicant will submit one attachment that has titles and registrations for all buses to be replaced; however we should allow for multiple attachments.
Number of buses requested for replacement
10 yes Numeric 1 This automatically generated number is the total number of buses you are requesting for replacement. Public Old bus info Submission Application Autocalculated based on bus table
Rebate Amount requested Responses from a dropdown list below or autofill based on category (low income or not) LEA falls into

Electric School Bus (low income LEA) $XXX,XXX
Electric School Bus (LEA) $XXX,XXX
Clean School Bus (low income LEA) $XX,XXX
Clean School Bus (LEA) $XX,XXX
See dropdown selections yes Dropdown menu (within Table) 1 TBD based on how the number is populated. Public Funding Submission Application Do we want to have a look-up table that has a list of "low income LEAs" and those that are not low income LEAs to is tied to the LEAID that can autofill the requested amount field. It may be tough for the applicant to know what amount to select from a dropdown if they don't know if their LEAID qualifies for low income. What does "(within Table)" mean? Does mention of a table imply many to one and potentially a separate entity?

Do we want additional fields for pedestal and infrastructure costs, or will be cost be rolled into each requested bus rebate? Looks like rebate amounts per bus will include one rebate that could be used for purchase of the bus, and associated pedestal and infrastructure, so we don't need additional fields for the pedestal and infrastructure rebates.

Source of additional funding
City of Fort Myers, FL
alphanumeric (Table) 50 Enter the sources of additional funding for this rebate. Public Funding Submission Application Does "(Table)" imply that this is many-to-one with Application and it is totalled in Total Amount of additional sources of funding? If so, does this need to be in a separate entity?
Total Amount of additional sources of funding
1,236,000 optional Numeric (Table) 1 Enter the total dollars of funding from all sources. Public Funding Submission Application The name says "Total" but the Field Type says "(Table)", so is this the single value of the total of all additional funding amounts?
Total Rebate Funds Requested

yes Numeric 1 The amount is automatically totaled from the "Rebate amount requested" for each bus. Public Funding Submission Application Sum the total of all rows from the "Rebate amount requested" field.
Total of Rebate and Other Funding
2,436,000 yes Numeric
This amount is automatically totaled from "Rebate Amount requested" and "Total Amount of other sources of funding" for each bus Public Funding Submission Application Sum the amount from the "Rebate amount requested" and "Total Amount of other sources of funding" fields.
Electronic Signature - Authorized Representative

yes Signature 5 The authorized representive must sign the application attesting that the buses and bus engines to be replaced will be scrapped.

Sign the form by typing you signature or by signing with you finger/other means.

Note this will need to be updated based on the program guide.
Public Attestation Submission Application Use the "squiggly" signature option for programing.
Will need a way to distingish this signature in Salesforce each time a different form is signed.

Name for Authorized Represenative
Greg Litterson yes alphanumeric 5 The name of the authorized representative is automatically filled from the https://sam.gov Public Contacts Submission Application Will need a way to distingish this name in Salesforce each time a different form is submitted.
Title - Authorized Represenative
Superintendent yes alphanumeric 5 The title of the authorized representative is automatically filled from the https://sam.gov Public Contacts Submission Application Will need a way to distingish this title in Salesforce each time a different form is signed.
Business Phone Number - Authorized Representative
236-564-5972 yes Numeric 3 The business phone number of the authorized representative is automatically filled from the https://sam.gov Public Contacts Submission Application Set to allow international numbers
Business Email - Authorized Representative
[email protected] yes alphanumeric 1 The business email address of the authorized representative is automatically filled from the https://sam.gov Public Contacts Submission Application

Name for Alternate Representative
Tom Blinker yes alphanumeric 5 Enter the name of the alternative representative. Public Contacts Submission Application

Title - Alternate Representative
Transportation Manager yes alphanumeric 5 Enter the title of the alternative representative.
Contacts Submission Application

Business Phone Number - Alternate Representative
238-264-2378 yes Numeric 3 Enter the business phone number of the alternative representative. Public Contacts Submission Application allow international numbers
Business Email - Alternate Representative
[email protected] yes alphanumeric 1 Enter the business email address of the alternative representative. Public Contacts Submission Application Display error message is email format is not correct saying " You have entered your email in an incorrect format, please correct".
Application Number
22-01589 yes alphanumeric 1 Automatically generated when you submit or save your application. Public System Submission Application New field - 2/11/22

Need to have GSA forms generate a seven character application number for each application that is submitted. This number will tie all forms for a specific application together into a record for the entire school bus rebate process from submital to close out.

The first two digits will be the rebate application year and the next 5 digits will be sequencially numbered each time a new application is saved or submitted. The last 5 digits will sequencially restart for each application year.

Application Number
22-01589 yes alphanumeric 1 This number was automatically generated when you submitted your application. Public System Submission Purchase Order Form Need to figure out if the application number can be tied to the login.gov login for specific users and associated applications. Then they can select the application they want to work on and the application number will be carried to the next form.
Purchase Order Date
10/17/2022 yes alphanumeric with calendar for date selection 1 Enter the date of your purchase order in the following format MM/DD/YYYY. Public New bus info Submission Purchase Order Form Changed this field to "Purchase Order Date" from "Purchase" assuming this is what was meant by this field
Vehicle(s) estimated delivery date
2/14/2023 yes alphanumeric with calendar for date selection 1 Enter the date of your estimated delivery date in the following format MM/DD/YYYY. Public New bus info Submission Purchase Order Form Is this per bus or per application? It could be for every bus, or it could be for all the buses. This could be challenging as these estimated dates may prove optimistic.
Purchaser name
Mountain School District of the Ozarks yes alphanumeric 10 Enter the name of the organization that is purchasing the bus(es) and will be the bus(es) owner. Public New bus info Submission Purchase Order Form Question, is it possible the purchaser could be someone other than the owner of the bus(es)?
Can or should this be pre-populated from the applicant or LEA fields in the application?

Purchaser Street Address
145 West Elm Street yes alphanumeric 9 Enter the street address of the purchaser. Public New bus info Submission Purchase Order Form Updated 2/22/22

Do we need to track these as separate fields (street, city, state, zip)?
Can or should this be pre-populated from the applicant or LEA fields in the application?

Purchaser City
Rapid City yes alphanumeric 2 Enter the city of the purchaser Public New bus info Submission Purchase Order Form New filed 2/22/22
Can or should this be pre-populated from the applicant or LEA fields in the application?

Purchaser State Dropdown list of states or territories to select one. Iowa Yes alphanumeric 1 Enter the state or territory from the dropdown list for the purchaser. Public New bus info Submission Purchase Order Form New field 2/22/22
Can or should this be pre-populated from the applicant or LEA fields in the application?

Purchaser Zip
20357-XXXX yes alphanumeric 2 Enter the zip +4 code for the purchaser. Public New bus info Submission Purchase Order Form New filed 2/22/22
Can or should this be pre-populated from the applicant or LEA fields in the application?

Purchaser business phone number
236-456-7821 yes numeric 3 Enter the business phone number of the the bus purchaser. Public New bus info Submission Purchase Order Form Added field on 2/14/22

Do we need to add this field?
Can or should this be pre-populated from the applicant or LEA fields in the application?

Vendor name
Midwest Bus Sales, Inc yes alphanumeric 10 Enter the name of the vendor that the buses are being purchased from. Public New bus info Submission Purchase Order Form Is this per bus or per application? Usually it's per application, but with should allow for per bus.
Vendor street address
156 Redline Rd yes alphanumeric 10 Enter the street address of the vendor. Public New bus info Submission Purchase Order Form Updated 2/22/22
Is this per bus or per application? Usually it's per application, but with should allow for per bus.
Do we need to track these as separate fields (street, city, state, zip)?

Vendor City
Rapid City yes alphanumeric 2 Enter the city of the vendor Public New bus info Submission Purchase Order Form New filed 2/22/22

Vendor State Dropdown list of states or territories to select one. Iowa Yes alphanumeric 1 Enter the state or territory from the dropdown list for the vendor. Public New bus info Submission Purchase Order Form New field 2/22/22

Vendor Zip
20357-XXXX yes alphanumeric 2 Enter the zip +4 code for the vendor. Public New bus info Submission Purchase Order Form New filed 2/22/22

Vendor business phone number
564-895-7231 yes Numeric 3 Enter the business phone number of the the vendor.
New bus info Submission Purchase Order Form Is this per bus or per application? Usually it's per application, but with should allow for per bus.
Bus Vehicle Make (ordered) Responses from a dropdown are below

All American
Blue Bird Corporation
Collins Bus Corporation
Greenpower Motor Company
IC Bus (Navistar)
Lion Electric Company
Micro Bird (Girardin)
Roush Cleantech
Starcraft Bus
Thomas Built Buses
Titan Bus
Trans Tech
Van-Con, Inc.
Other (allow a fillable entry)
See dropdown selections yes Dropdown menu (within Table) 10 Enter the vehicle make of the replacement bus(es) ordered to be purchased.
New bus info NewBus Purchase Order Form This should be set up to enter a make for each bus being purchased.
Review list of manufacturers in the dropdown list.
Should there be a cross-check with what was listed on the application forms? Same question for other new bus fields on PO form.

Entered 3-7: If an applicant is purchasing multiple identical buses, suggest having a "copy" function to duplicate their bus info so they only have to enter it once.
Bus Vehicle Model (ordered)
need to figure out what we want entered yes alphanumeric 5 Enter the Model of the replacement bus(es) ordered to be purchased. Public New bus info NewBus Purchase Order Form Do we want to define what we mean by bus model? Do we bus model or bus type (Type A, Type B etc.)? Agreed, should be standardized pick-list with "Type A-1", "Type B-2", etc. May be able to validate based on VIN - TBD
Vehicle Fuel Type (ordered) See dropdown responses below.

Biofuels
Compressed Natural Gas (CNG)
Electric
Hydrogen
Liquid Natural Gas (LNG)
Propane
See dropdown selections yes Dropdown menu (within Table) 10 Enter only one fuel type per bus for the replacement bus(es) ordered. Public New bus info NewBus Purchase Order Form Should biofuels be included for this first round of rebates?
Should retrofits to a clean school bus or electric school bus be considered?

Vehicle Model Year (ordered)
2023 yes Numeric (Table) 1 Enter the model year of the replacement bus(es) to be purchased
New bus info NewBus Purchase Order Form Should be for each replacement bus. Should be within 1 (?) year of current calendar year.
Vehicle GVWR (ordered)
33,000 yes Numeric (Table) 1 Enter the gross vehicle weight rating (GVWR) for the ordered replacement bus(es) to be purchased Public New bus info NewBus Purchase Order Form Should be for each replacement bus.
Replacement bus purchase price
$423,356.00 yes Numeric (Table) 1 Enter the purchase price of each replacement school bus(es) ordered. Do not include charging or fueling infrastructure costs here. Public New bus info NewBus Purchase Order Form Should be for each replacement bus. Consider adding high/low validation range
Total purchase price for all replacement buses
$1,567,467.34
Numeric (Table) 1 The number is automatically filled in based the cost of each ordered bus to be purchased. Public New bus info Submission Purchase Order Form Calculated as the total of all new bus prices.

Charging or fueling pedestal cost (ordered)
$45,000 no, only needed if installing charging or fueling pedestal(s) Numeric (Table) 1 Enter the ordered charging or fueling pedestal estimated cost for each replacement bus. If pedestals are not being installed for each bus, it is not necessary to include a cost for each replacement bus planned.

Do not include infrastructure materal and installation costs that are not specifically part of the pedestal here. Those costs should be entered elsewhere on the Purchase Order Form.

New bus info NewBus Purchase Order Form Optional, since there may be fewer chargers than buses, so only a subset of the buses would have chargers associated with them in the purchase. Is this estimated, whereas the one in Close Out Form is actual? Consider adding high/low validation range
Total charging or fueling infrastructure cost w/ installation (estimated)
$122,456.00 no, only needed if including costs in application for fueling infrastructure Numeric (Table) 1 Enter the estimated costs for materials and installation of the fueling infrastructure. Example costs could include but are not limited to: concrete pads, electrical conduit, power supply/stations, connection to the electrical grid etc.

These costs should not include pedestal costs that are entered elsewhere in the Purchase Order Form.

New bus info Submission Purchase Order Form This is estimated, whereas the one in Close Out Form is actual. This is exclusive of per-bus costs. It isn't certain that this field will be used in the first year.

Need to review User Instructions/Help
Applicants may need assistance developing this estimate.
Number of buses requested for replacement
10
numeric
This field is automatically filled based the number of buses that were requested for replacement in your application.
Old bus info Submission Purchase Order Form New field 2/16/22

This number should be pulled from data submitted in their application, so it would need to be pulled from Salesforce back into this form.

Having this pulled in will help the applicant see that the number of buses requested for replacement, match the number of buses they ordered.

Number of buses ordered
10
Numeric
This field is automatically calculated based the number of buses ordered that were entered in the table.
New bus info Submission Purchase Order Form Autocalculated based on bus table

If the value in the "Number of buses requested for replacement doesn't match the value in this field, display an message saying: "The number of buses ordered does not matched the number of buses ordered. If you have ordered fewer buses than you are requesting for replacement, update the ordered buses to match the amount requesting for rebates to receive rebate funding for all buses. If you ordered more buses than you are requesting for replacement, please remove ordered buses so that the amount ordered matches what's requested for replacement." Having this error message will help with alerting applicants that the buses requested in the application don't match what they ordered, so this can be fixed here rather than finding the mistake during the review process.

We may want to build some logic into Salesforce to assist with reviews that checks the number and type of replacement buses requested in the application with the number and type of buses ordered to make sure that we send them the correct rebate amount at this stage.

Scans of bus and charging purchase orders
PDF's, graphic images (eg. jpeg, psd) Yes Attachment


New bus info Submission Purchase Order Form Allow for multiple attachements to be added.
Application Number
22-01589 yes alphanumeric 1 This number was automatically generated when you submitted your application. Public System Submission Close Out Form
Should there be a cross-check with what was listed on the PO form? (Same question for other new bus fields on Close Out form
Applicant Name Pre-populated from application info
yes alphanumeric 5
Public Applicant info Submission Close Out Form For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

Applicant Street Address Pre-populated from application info
yes alphanumeric 15
Public Applicant info Submission Close Out Form For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

Applicant City Pre-populated from application info
yes alphanumeric 2
Public Applicant info Submission Close Out Form For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

Applicant County Pre-populated from application info
yes Text 3
Public Applicant info Submission Close Out Form For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

Applicant State Pre-populated from application info
yes Dropdown menu 1
Public Applicant info Submission Close Out Form Limit to 2 character state, or territory codes

For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

Applicant Zip Pre-populated from application info
yes numeric 2
Public Applicant info Submission Close Out Form Use zip+4 but don't make +4 a requirement

For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

Sam.gov UEI Pre-populated from application info

alphanumeric

Public Applicant info Submission Close Out Form For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

EIN Pre-populated from application info

alphanumeric 2
Public Applicant info Submission Close Out Form For LEA Applicants
Autofill this information from the LEA fields in the application from. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

For Non-LEA Applicants
Autofill this information from the Applicant Organization fields in the Application Form. Since data can't be stored in GSA Forms for more than 30 days, we'll need a way to pull this data back from Salesforce into GSA forms so it can be autofilled.

New Bus VIN
4DRBUC8N4NB613816 yes alphanumeric 1 Enter the 17 digit Vehicle Identification Number (VIN) for the bus(es) delivered.
New bus info NewBus Close Out Form
Suggest same types of validation suggested for old bus VIN
New Bus manufacturer Responses from a dropdown are below

All American
Blue Bird Corporation
Collins Bus Corporation
Greenpower Motor Company
IC Bus (Navistar)
Lion Electric Company
Micro Bird (Girardin)
Roush Cleantech
Starcraft Bus
Thomas Built Buses
Titan Bus
Trans Tech
Van-Con, Inc.
Other (allow a fillable entry)
See dropdown selections yes alphanumeric 10 Select only one fuel type for each new the bus deliveried from the dropdown list. Public New bus info NewBus Close Out Form
Entered 3-7: If an applicant is purchasing multiple identical buses, suggest having a "copy" function to duplicate their bus info so they only have to enter it once
New Bus model

yes alphanumeric 8 Enter the model of the bus identified by the manufacturer. Public New bus info NewBus Close Out Form

New Bus model year Autofill from VIN

Numeric (Table) 1 The model year is automatically filled from the VIN number you entered for the bus(es). You may enter the model year the bus was manufacturered if it was incorrectly filled based on the VIN number. Do not enter the engine model year. Public New bus info NewBus Close Out Form This will be automatically filled based on the 10 digit of the 17 digit VIN from a lookup table. ERG is working on a VIN decoder that may be ready for this application.
EV bus range
150 yes Numeric (Table) 1 Enter the manufacturers estimated range in miles for the new bus(es). Public New bus info NewBus Close Out Form
Strongly suggest validation based on other replacement bus info - manufacturer, fuel type, model, fuel type, etc. Also, one make and model of bus will likely have multiple range options, based on different battery sizes.
Replacement bus fuel type See dropdown responses below.

Biofuels
Compressed Natural Gas (CNG)
Electric
Hydrogen
Liquid Natural Gas (LNG)
Propane
See dropdown selections yes Dropdown menu (within Table) 4 Select the delivered replacement bus fuel type. Public New bus info NewBus Close Out Form

Replacement bus cost


Numeric (Table)


New bus info NewBus Close Out Form

Charging or fueling type (actual) See dropdown responses below.

Compressed National Gas (CNG)
Electric Level 1
Electric Level 2
Electric DCFC
Electric DCFC w/ V2G
Liquid Natural Gas (LNG)
Propane
See dropdown selections optional Dropdown menu (within Table) 4 Please select one of the selections from the dropdowns in this field. If charging of fueling is not provided for each new bus, account for all the fueling or charging pedestals that were installed. If there are fewer fueling or charging pedestals installed as part of this rebate application than new buses, you may leave this question unanswered for some of the buses. Public New bus info NewBus Close Out Form Optional, since there may be fewer chargers than buses, so only a subset of the buses would have chargers associated with them in the purchase. Applicants may be unfamiliar with EVSE. Suggest option such as check box to help identify this concern: "Click here if you need assistance identifying EVSE options".
Charging or fueling pedestal cost (actual)
$45,000 optional Numeric (Table)
If charging of fueling is not provided for each new bus, account for fueling or charging pedestals costs that were installed. If there are fewer fueling or charging pedestals installed as part of this rebate application than new buses, you may leave this question unanswered for some of the buses.
New bus info NewBus Close Out Form Is this actual, whereas the one in Purchase Order Form is estimated? Applicants may be unfamiliar with EVSE. Suggest option such as check box to help identify this concern: "Click here if you need assistance identifying EVSE options".
Charging or fueling infrastructure cost w/ installation (actual)
$123,678.45 optional Numeric (Table)
List the actual cost of fueling infrastructure including materials and installation. If infrastructure is not installed for each bus, you may leave this question unanswered for those buses where infrastructure was not install; however, all costs should be accounted for for the rebate application.
New bus info Submission Close Out Form Is this actual, whereas the one in Purchase Order Form is estimated? Applicants may be unfamiliar with EVSE. Suggest option such as check box to help identify this concern: "Click here if you need assistance identifying EVSE options".
Scans of bus and charging invoices


Attachment


New bus info Submission Close Out Form

Scans of bus and charging proof of delivery


Attachment


New bus info Submission Close Out Form

Photos of new bus and charging equipment


Attachment


New bus info NewBus Close Out Form

Number of buses received Autocalculated based on bus table

Numeric


New bus info Submission Close Out Form

Source of additional funding


Text (Table)


Funding Submission Close Out Form

Amount of additional sources of funding


Numeric (Table)


Funding Submission Close Out Form

Amount requested


Dropdown menu (within Table)


Funding NewBus Close Out Form This should total to an aggregate amount requested for close out.
Total amount requested Populated from "Amount requested" for each bus

Numeric


Funding Submission Close Out Form

Scrap yard name


Text


Old bus info Scrap Yard Close Out Form

Scrap yard address


Text


Old bus info Scrap Yard Close Out Form

Scrap yard phone number


Numeric


Old bus info Scrap Yard Close Out Form

Electronic Signature - Authorized Representative


Signature


Attestation Submission Close Out Form

Name for Authorized Representative


Text


Contacts Submission Close Out Form

Title - Authorized Representative


Text


Contacts Submission Close Out Form

Business Phone Number - Authorized Represenative


Numeric


Contacts Submission Close Out Form

Vehicle GVWR (actual)
33,000 yes Numeric (Table) 1 Enter the gross vehicle weight rating (GVWR) for the replacement bus(es) to be purchased Public New bus info NewBus Close Out Form Should be for each replacement bus.
Business Email - Authorized Represenative


Text



Submission Close Out Form








































Requirements:











Ability to attach documents and images to the three forms











Ability to save the forms before submitting and come back to them later without losing info











Allow multiple users to fill out and submit forms for one organization











Electronically sign/submit forms in a legally binding manner. Would require some level of user verification (e.g., login.gov).











Automate the Misc. Obligation Document workflow process witin TCD (notifications, selection letter generation/signing, handoff to RTP)











Implement by April 2022











Allow levels of access for EPA HQ, Regions, and EPA contractors (read only, edit)











Audit trail for edits and resubmission of forms











Form data to be accessible in a database that can be extracted in reports and connected with data visualization tools like Qlik











Autofill form data or use drop-downs where possible (e.g., use sam.gov info via login.gov relationship, use public NCES District ID with a table to autofill other LEA data)











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