HomeMy WebLinkAboutResolution 2000-001 alternative fuel grant applicationMARANA RESOLUTION NO. 2000-01
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF MARANA,
A1LIZONA, AUTHORIZING THE EXECUTION OF A MUNICIPAL ALTERNATIVE FUEL
GRANT APPLICATION WITH THE ARIZONA DEPARTMENT OF COMMERCE.
WHEREAS, the State of Arizona Department of Commerce Energy Office, hereinafter
referred to as Commerce, is responsible for promoting the use of alternative fuels; and
WHEREAS, Commerce has been delegated the responsibility of administering the
Arizona Clean Air Fund pursuant to A.R.S. § 41-1516 and is authorized under the statute to use
monies in the Arizona Clean Air Fund to award grants to cities and towns to assist with the cost
of systematic conversion in implementing alternative fuels programs for vehicles and buses; and
WHEREAS, the Town of Marana has submitted an application for grant funding to
Commerce to promote the use of alternative fuels; and
WHEREAS, Commerce has approved the Town of Marana's grant application.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of
Marana, Arizona, that staff is hereby authorized to accept the grant award from the State of
Arizona's Department of Commerce for the alternative fuels program.
PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Arizona,
this 4~' day of January 2000.
Mayor,l~O~BY SUTTON, JR.
ATTEST:
k~ntz ' ~
APPROVED AS TO F,,Ot~I:
aniel J. H"~ochuli
As To~vn Attorney and not personally
Marana Resolution No. 2000-01
ARIZONA LIEPARTMENT OF OMMER
E N E R G Y
JANE DEE HULL
GOVERNOR
November 10, 1999
Allen M. Cook
Town of Marana
3696 W. Orange Grove Rd.
Marana, AZ 85741
Dear Mr. Cook:
Re: Town of Marana
Commerce Contract No. 083-00
AG Contract No. KR99-2335
JACKIE VIEH
DIRECTOR
0 F F I C
AMANDA ORMOND
DIRECTOR
ENERGY OFFICE
It is my pleasure to inform you that your Municipal Alternative Fuel Grant Application has been fully
funded in the amount of $54,150 for your Alternative Fuel Vehicle Program. This grant award shall be
used as specified in the Grant Application and according to the following budget line items:
$28,000 for four (4) alternative fuel vehicles
$21,750 for one (1) alternative fueling station
$4,400 for alternative fuel training
In order to receive funding, it is necessary to execute a Grant Agreement between your organization and
the Arizona Department of Commerce Energy Office. We have enclosed four (4) copies of the Grant
Agreement, which includes your Municipal Alternative Fuel Vehicle Program Grani Application, this award
letter (Exhibit A), and the standard terms and conditions.
Please review the enclosed Grant Agreement, sign each of the four (4) copies,
copies to:
Arizona Department of Commerce Energy Office
3800 N. Central Avenue, Suite 1200
Phoenix, AZ 85012
Attn: Linda Brumm, Contracts Administration
EXHIBIT A
CE
I return the four (4)
Funds awarded in the above Grant Agreement may not be spent until the four (4) copies of the Grant
Agreement are received and signed by the Energy Office. You will receive two (2) fully executed copies
of the Grant Agreement for your files. If you are unable to sign the enclosed Grani Agreement or have
questions related to the contracting process, please contact Jennifer Hindman, Alternative Fuels
Coordinator, immediately at (602) 280-1418.
Congratulations on your the receipt of this grant award. We look forward to workin
implementation of your alternative fuel program.
Sincerely,
Amanda Ormond
Energy Director
Enclosures
) with you on the
3800 NORTH CENTRAL AVENUE - SUITE 1200 - PHOENIX, AZ 85012 - 602-280-14?2 - TDD 602-280-1301
FAX 602-280-1445 - WEB SITE http://www.state.oz.us/comme?ce
COMMERCE CONTRACT N(-. j83-00 AG - -,NTRACT NO. KR99-2335
GRANT AGREEMENT
Between
STATE OF ARIZONA
DEPARTMENT OF COMMERCE ENERGY OFFICE
and
TOWN OF MARANA
THIS AGREEMENT by and between the STATE OF ARIZONA DEPARTMENT OF COMMERCE
ENERGY OFFICE, hereinafter referred to as COMMERCE, authorized to enter into this AGREEMENT
pursuant to A.R.S. § 41-1504 B.2 and 5, and the TOWN OF MARANA, hereinafter referred to as
RECIPIENT, authorized to enter into this AGREEMENT pursuant to
WITNESSETH:
WHEREAS, COMMERCE is responsible for promoting the use of alternative transportation fuels
statewide, and
WHEREAS, COMMERCE has been delegated the responsibility of administering the Arizona Clean Air
Fund pursuant to A.R.S. § 41-1516 and is authorized under the statute to use monies in the Arizona
Clean Air Fund to award grants to cities and towns to assist with the cost of systematic conversion in
implementing and maintaining alternative fuels programs for vehicles and buses, and
WHEREAS, RECIPIENT has submitted an application for grant funding (PROJECT) to Commerce
which has been accepted and approved (GRANT),
NOW THEREFORE, the parties hereto do mutually agree as follows:
1. PURPOSE
The purpose of this GRANT is to provide funding to RECIPIENT for the costs associated with
the conversion of the town's fleet to alternative fuels. This includes alternative fuel vehicle
purchases, repowers, and conversions; alternative fuel transit bus acquisitions; training for
city/town automotive service technicians; and fueling infrastructure costs.
2. AMOUNT OF GRANT
The amount of the GRANT shall not exceed $54,150.
3. CONDITIONS OF THE GRANT
The making of the GRANT hereunder shall be subject to the condition of RECIPIENT fulfilling
all requirements outlined in RECIPIENT's application, and further specified in RECIPIENT's
award letter, which are hereby attached as Exhibit A.
COMN.-RCE CONTRACT NO. 083-00
4. EFFECTIVE DATE
This AGREEMENT shall become effective upon signature by both parties and remain in effect
for a period of fifteen (15) months.
5. DISBURSEMENT OF GRANT
GRANT proceeds will be disbursed to RECIPIENT based upon the Scope of Work outlined in
RECIPIENT's application and award letter (Exhibit A). Funding will be provided on a quarterly
basis upon RECIPIENT furnishing COMMERCE an invoice in sufficient detail to justify payment.
All invoices for payment must be accompanied by a progress report. The invoice documents
shall be separate from the progress report documents and must show expenditures by line
item. Invoices will be processed for payment upon receipt and approval of the progress report.
6. REPORTS
RECIPIENT shall provide quarterly reports to COMMERCE within ten (10) days after the close
of the previous quarter. A final report must be submitted to COMMERCE within thirty (30) days
of the GRANT AGREEMENT termination. Quarterly reports must consist of a description of the
status of the PROJECT and copies of support documents (receipts) for monies expended.
Reports shall include:
a) A record of vehicle or bus procurement(s), conversions, and repowers.
b) Construction progress on alternative fuel refueling stations and/or any problems meeting the
proposed construction schedule.
c) A summary describing any training courses taken, including names of staff receiving and
completing the training, and certificates of completion (if any). If training is received for a
specific conversion kit, the name of the kit as well as the engine platforms on which the
technician was trained, should also be cited.
d) Alternative fuel consumption should be tracked, recorded, and submitted with the final
report to receive the balance of grant funds.
COMMERCE may, from time to time, request certain project-related information for the purpose
of reporting to the Arizona Legislature, or others regarding the PROJECT status. RECIPIENT
shall promptly fulfill all reasonable requests for information.
7. ADJUSTMENTS TO PAYMENTS
If RECIPIENT is in any manner in default in the performances of any obligation under this
GRANT, COMMERCE may, at its option and in addition to other remedies, adjust or withhold
payment until satisfactory resolution of the default. RECIPIENT shall have the right to written
notice of COMMERCE'S action in adjusting or withholding payment. Under no circumstances
shall COMMERCE authorize any payment to RECIPIENT that exceeds the amount specified in
this GRANT without an approved written amendment. COMMERCE may, at its option, withhold
all payment for any task under GRANT until it has received all final reports and deliverables
required.
8. NON-AVAI LABILITY OF FUNDS
Every payment obligation of COMMERCE under this AGREEMENT is conditioned upon the
availability of funds appropriated or allocated for the payment of such obligation. If funds are
not allocated and available for the continuance of this AGREEMENT, this AGREEMENT may
be terminated by COMMERCE at the end of the period for which funds are available. No
liability shall accrue to COMMERCE in the event this provision is exercised, and COMMERCE
shall not be obligated or liable for any future payments or for any damages as a result of
termination under this paragraph.
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COML.,iCE CONTRACT NO. 083-00
9. CONCLUSION OF GRANT
The rights and obligations
GRANT shall be considered
satisfaction of COMMERCE.
of the parties under this AGREEMEN
tio? shall terminate and the
successfully concluded upon comple of the PROJECT to the
10. ARBITRATION
The parties to this AGREEMENT agree to resolve all disputes arising out of or relating to this
AGREEMENT through arbitration, after exhausting applicable adrninistrative review, to the
extent required by A.R.S. § 12-1518 except as may be required by other applicable statutes.
11. SUBCONTRACTS
RECIPIENT may, with the consent of COMMERCE, enter into written subcontract(s) for
performance of certain of its functions under the AGREEMENT. However, no subcontract in
which RECIPIENT enters into with respect to performance under the AGREEMENT shall in any
way relieve RECIPIENT of.any responsibility for performance of its uties. RECIPIENT shall
give COMMERCE immediate notice, in writing by certified mail, of any action or suit filed, and
prompt notice of any claim made against the RECIPIENT by any subcontractor or vendor
which, in the opinion of the RECIPIENT, may result in litigation related in any way to the
AGREEMENT with COMMERCE.
12. INTEREST OF CONTRACTOR
RECIPIENT agrees that it presently has no interest and shall not acquire any interest, direct or
indirect, which would conflict in any manner or degree with the performance of services
hereunder. RECIPIENT further agrees that no person having any such interest shall be
employed in the performance of the PROJECT described in this AGREEMENT.
13. THIRD PARTY ANTITRUST VIOLATIONS
The RECIPIENT assigns to COMMERCE any claim for overcharges resulting from antitrust
violations to the extent that such violations concern materials or services supplied by third
parties to the RECIPIENT toward fulfillment of this AGREEMENT.
14. PURCHASE OF SUPPLIES, EQUIPMENT AND SERVICES
RECIPIENT agrees to use its best efforts to obtain all supplies for use in the performance of the
program at the lowest reasonable cost. RECIPIENT shall use life cy?le costing and purchase
by means of a system of competitive bidding whenever required by law.
15. AFFIRMATIVE COVENANTS
During the period of time of disbursement of proceeds as provide hereunder, RECIPIENT
shall:
a) Deliver to COMMERCE within fifteen (15) business days afte(the date of any written
request from COMMERCE such information as may be reasonably necessary to determine
whether RECIPIENT is complying with the covenants contained in this AGREEMENT.
b) In the event that any provision of this AGREEMENT or any oth
closing or the application thereof to any person or circumstance
void, invalid, or held for any reason to be unenforceable b
jurisdiction, the remainder of this AGREEMENT shall neverthele.-
effect, and to this end, the provisions of all covenants, cor
described herein are deemed separate.
instrument executed at
all be declared null and
a Court of competent
remain in full force and
tions, and agreements
3
COMN, CE CONTRACT NO. 083-00
16. NOWASSIGNABILITY
RECIPIENT shall have no power to assign its rights and obligations under this AGREEMENT
without the prior written consent of COMMERCE. Any attempt to assign without such prior
written consent shall be void. COMMERCE consent to assignment shall not be unreasonably
withheld.
17. WAIVER OF NOTICE
RECIPIENT hereby expressly waives any requirement for presentation, demand, protest, notice
of protest, or other notice or dishonor of any kind, other than notices specifically provided for in
this AGREEMENT.
18. NOTICES
All notices, demands, and communications provided for herein or made hereunder shall be
delivered, or sent by certified mail, return receipt requested, addressed in each case as follows,
until some other address shall have been designated in a written notice to the other party
hereto given in like manner:
If to RECIPIENT:
Allen M. Cook
Town of Marana
3696 W. Orange Grove Road
Tucson, AZ 85741
PH# (520) 297-2920
FAX (520) 297-3930
If to COMMERCE:
Linda Brumm
Contracts Administration
Energy Office
3800 N. Central Ave., Suite 1200
Phoenix, AZ 85012
PH# (602) 280-1402
FAX (602) 280-1445
Each notice shall be deemed to have been given or made when so delivered or mailed.
Notification of change shall be delivered to COMMERCE and RECIPIENT within ten (10) days
of any change affecting this provision.
19. TERMINATION FOR CONVENIENCE
COMMERCE may terminate this AGREEMENT at any time by giving written notice to
RECIPIENT of such termination, and specifying the effective date thereof, at least fifteen (15)
days before the effective date of such termination. If the AGREEMENT is terminated by
COMMERCE as provided herein, the RECIPIENT shall be paid for all the allowable costs
incurred prior to the date of termination, subject to audit verification by COMMERCE or its duly
authorized representative, if COMMERCE so desires.
20. FISCAL RESPONSIBILITY AND AUDITS
RECIPIENT agrees to maintain, in accordance with standard accounting principles and
practices, those accounting systems, procedures, and practices which conform to generally
accepted accounting principles, and to maintain books, records, documents, and other
evidence which sufficiently and properly reflect all direct and indirect costs of any nature
expended in the performance of this AGREEMENT.
21. RECORDS
Pursuant to A.R.S. §§ 35-214 and 35-215, the RECIPIENT shall retain and shall contractually
require each subcontractor to retain all data, books and other records relating to this
AGREEMENT for a period of five (5) years after completion of the AGREEMENT. All records
shall be subject to inspection and audit by COMMERCE at reasonable times. Upon request,
the RECIPIENT shall produce the original of any or all such records.
4
COMN. CE CONTRACT NO. 083-00
22. INDEMNIFICATION AND INSURANCE
Each party shall be responsible for any and all liability for their own negligence or the
negligence of their employees, agents and officers arising from this AGREEMENT and each
shall bear all costs for their own defense of any litigation.
RECIPIENT shall maintain, at all times during the term of this AGREEMENT, coverage in the
amount of $1,000,000 by comprehensive general liability, property, and automobile liability
insurance naming the State of Arizona and the Department of Commerce as additional
Insureds. Prior to any billable activities under this AGREEMENT, the RECIPIENT shall supply
a copy of insurance certificate to COMMERCE.
RECIPIENT shall provide, maintain and/or cause its subcontractors to provide and maintain
appropriate insurance. Failure to procure and/or maintain the required insurance shall
constitute a material breach upon which COMMERCE may immediately terminate this
AGREEMENT.
If the RECIPIENT maintains a program of self-insurance, RECIPIENT shall submit to
COMMERCE within fifteen (15) days of the effective date of this AGREEMENT, a written
statement of self-insurance.
23. NON-DISCRIMI NATION
RECIPIENT will comply with Executive Order 99-4, which mandates that all persons, regardless
of race, color, sex, religion, age, national origin or political affiliation' shall have equal access to
employment opportunities, and all applicable State and Federal e?ployment laws, rules, and
regulations, including the Americans with Disabilities Act. RECIPIENT shall take affirmative
action to ensure that applicants for employment and employees are not discriminated against
due to race, creed, color, religion, sex, national origin or disability.
24. ENTIRE AGREEMENT
This AGREEMENT contains the entire understanding of the parties hereof. There are no
representations or provisions other than those contained herein. Any amendment or
modification to this AGREEMENT shall be made upon written approval by COMMERCE and
signed by both parties.
25. CANCELLATION FOR CONFLICT OF INTEREST
Pursuant to A.R.S. § 38-511, the state, its political subdivisions or any department or agency of
either may, within three (3) years after its execution, cancel any AGREEMENT, without penalty
or further obligation, made by the state, its political subdivisions, or any of the departments or
agencies of either if any person significantly involved in initiating, negotiating, securing, drafting
or creating the AGREEMENT on behalf of the state, its political subdivisions or any of the
departments or agencies of either is, at any time while the AGREEMENT or any extension of
the AGREEMENT is in effect, an employee or agent of any other party to the AGREEMENT in
any capacity or a consultant to any other party of the AGREEMENT with respect to the subject
matter of the AGREEMENT. A cancellation made pursuant to this provision shall be effective
when the RECIPIENT receives written notice of the cancellation unless the notice specifies a
later time.
26. INTEREST OF MEMBERS OF PLANNING AGENCY AND OTHERS
No officer, member or employee of COMMERCE and no member of its governing body, and no
other public official of the governing body of the locality or localities in which the PROJECT is
situated or being carried out, who exercises any functions or responsibilities in review or
5
COMN. XE CONTRACT NO. 083-00
approval of the undertaking or carrying out of this PROJECT, shall participate in any decision
relating to this AGREEMENT which affects their personal interest or the interest of any
corporations, partnerships, or associations in which they are directly or indirectly interested, or
have any interest, direct or indirect, in this AGREEMENT or the proceeds thereof.
27. ACKNOWLEDGEMENT OF DEPARTMENT SUPPORT
The RECIPIENT and its subcontractor(s) acknowledges that funding (or partial funding) for this
PROJECT is from the Arizona Department of Commerce Energy Office Clean Air Fund, which
should be noted, if applicable, in all publications, news releases, reports or public presentations,
displays, workshops, and interviews.
28. APPLICABLE LAW
This AGREEMENT shall be governed and interpreted by the laws of the State of Arizona,
including if applicable, the Arizona Procurement Code (A.R.S. §§ 41-2501, et seq.) and the
administrative rules promulgated thereunder (A.A.C. R2-7-901 et seq.)
29. DECLARATION OF CONTRACT PERFORMANCE THROUGH YEAR 2000
The RECIPIENT hereby declares that the services required under this AGREEMENT, between
the RECIPIENT and COMMERCE, will comply in all respects to the performance and delivery
requirements of the AGREEMENT. Further, the RECIPIENT declares that its and any
subcontractors performances will not be impaired by any Year 2000 related deficiencies.
6
COMN,.-,iCE CONTRACT NO. 083-00
IN WITNESS WHEREOF, the parties have executed this GRANT AGREEMENT effective upon
signature by both parties.
FOR TOWN OF MARANA
Signatuvre r
--E 0?0 6 j4_ r
Print NarneJ
tAaA my-
Title J
-JOLIAUCLV-?
Date i
FOR STATE OF ARIZONA
DEPARTMENT OF COMMERCE
ENERGY qFFICE
Jack Raenichen
Assistant Deputy Director
Date
This Grant Agreement must be approved by the appropriate municipal council and appropriate legal
counsel (county or city attorney). Furthermore, if applicable, resolutions and meeting minutes must be
forwarded to the State of Arizona Department of Commerce Energy Office with the signed Grant
Agreement.
Approved as to form and rity to enter into agreement:
4
4-- jgl Counsel fo? Recipient
- 6w-towq 4, 2mn
Date i
Statutory or other legal authority to enter into agreement:
(Cite appropriate A.R.S. ordinance, or charter reference)
7
EXHIBIT A
Municipal
Alternative Fuel Grant Program
Application Packet
July 23, 1999
Arizona Department of Commerce
Energy Offlce
3800 N. Central Avenue
Suite 1200
Phoenix, Arizona 85012
602-280-1402
MUNICIPAL ALTERNATIVE FUEL GRANT PROGRAM
SECTION 1
IDENTIFICATION FORM
Name of Organization Town of Marana
Project Manager Allen M. Cook
Telephone (520) 297-292o Fax (520) 297-3930
Address 3696 West Orange Grove Road
Tucson, Arizona 85741
E-mail Address ierr@azstarnet.com
Please check the corresponding box below that is applicable to your organization.
My municipality is:
• located in Maricopa County and is participating in the mandatory Alternative
Fuels Program,
• located in Maric-opa County but is exempt (waived out) of the mandatory
Alternative Fuels Program.
XO located outside of Maricopa County in P J ma County.
GRANT APPLICATIONS ARE DUE TO THE DEPARTMENT OF COMMERCE
ENERGY OFFICE, 3800 NORTH CENTRAL, SUITE 1200, PHOENIX, AZ $5012,
NO LATER THAN SEPTEMBER 17,1999 AT 5:00 P.M.
MUNICIPAL ALTERNATIVE FUEL GRANT PROGRAM
SECTION 2
PROGRAM GUIDELINES
PROGRAM 5ACKGROUND
The Department of Commerce Energy Office is responsible for promoting the use of
alternative transportation fuels statewide. The goal of the program is to increase the
number of vehicles capable of using altemative fuels, in order to decrease vehicle
emissions and dependence on imported fuels. Federal and state law require certain
fleets (primarily those in metropolitan areas) to convert a percentage of their vehicles to
alternative fuels. Alternative fuels are defined as liquefied petroleum gas (propane),
natural gas, hydrogen, electricity, solar energy, or mixes of at least 700/6 alternative fuel
with no more than 30% gasoline or diesel.
In Arizona, the state Legislature created the Clean Air Fund to provide nding to assist
with the conversion to alternative fuels. To date, the Clean Air Fund has provided
financial assistance to purchase over 125 liquid natural gas transit buses, built over
forty public access, propane, electric and natural gas stations, supporte J the vehicle
emissions Inspection program, and awarded mini-grants to individuals to pay for home
fueling. This grant application represents the first time state funding has been available
to Arizona cities and towns through the Clean Air Fund. I
GRANT PROGRAM GOALS
Increase the gallons of alternative fuel used while simultaneousl? decreasing the
gallons of gasoline and diesel used,
increase the availability of alternative fueling infrastructure, and
increase the number automotive technicians trained to work on Alternative
Fueled Vehicles (AFVs).
PROGRAM INTENT
The intent of the program is to provide funding to organizations to assist with the cost of
systematic conversion to alternative fuels. In an effort to serve the most pressing
financial needs for municipalities, this grant program will allow for funds to be used in
four specific areas-
Alternative Fuel Vehicle Purchases, Repowers and Conversions
Alternative Fuel Transit Bus Acquisitions
Training for City/Town Automotive Service Technicians
Fueling Infrastructure Costs
2
GRANT AGREEMENT PROCESS
Grant applications are due to the Energy Office by 5:00 p.m. on SepterT
This will allow eight weeks for entities to prepare applications and recei)
approvals (If necessary). The Energy Office is expecting to complete th
applications and provide awards in late October.
ar 17, 1999.
council
review of the
Funding awards will be provided to municipalities through a Grant Agreement with the
consist of this
Arizona Department of Commerce Energy office. The agreement will I
application (which will serve as the scope of work) and legal terms and conditions. The
duration of the grant agreement will be fifteen (15) months, starting in the fourth quarter
of 1999.
Funding will be provided on a reimbursement basis based on the scope of work
(application) received from the municipality. Cities and towns may begin spending
funds after the effective date of the grant agreement. There is no limit on the amount of
funds an organization can apply for, however, all funding must be encumbered within
15 months of the effective date of the contract. The Energy Office rese I es the right to
provide partial funding awards if grant requests exceed available fundin? if Clean Air
Fund revenues continue at the current level, the Energy Office expects offer funding
on an annual basis. Every effort is being made to coordinate the grant cycles with the
municipal budget cycles.
Entities entering into grant agreements will be required to provide quarterly progress
I
reports to the Energy Office. Invoices must be submitted and must be aid on a
pi
quarterly basis.
FUNDING CATEGORIES
Vehicles
in an effort to reduce vehicle emissions, organizations should examine replacing their
oldest, highest polluting vehicles. Large fuel consuming vehicles such as garbage
1
tfkks and street sweepers (heavy duty vehicles) and/or vehicles that routinely travel a
great number of route miles are good candidates for replacement.
Funds may be used to pay for the incremental cost of an Original Equipment
Manufacture (OEM) vehicle over a traditionally powered vehicle, the conversion of
vehicles from gasoline or diesel to an alternative fuel and/or alternative fuel
replacement engines (repowers). The cost of vehicle conversion, repow0ring and
purchases should be based on manufacturer or vendor quotes.
Original Equipment Manufacturer vehicles and buses will be given high priority for
funding. To qualify for funding, OEM vehicles must meet at a minimum r?e
Environmental Protection Agency's Low Emission Vehicle (LEV) standa s.
Dedicated AFVs are desirable since emissions levels are deaner and because they can
be guaranteed to use an alternative fuel. Bi-fuel vehicles (vehicles that are capable of
operating on an alternative fuel or gasoline) are acceptable for funding, but will be given
less priority. They offer the advantage of extended range if a vehicle travels to areas
where alternative fuels are unavailable. However, bi-fuel vehicles cannot be
guaranteed to run on the alternative fuel, Dual fuel vehicles (vehicles using a
combination of at least 70% alternative fuel and no more than 30% petroleum based
fuel) may receive funding as well.
Vehicle conversions/repowers may also receive funding. Conversions/repowers are an
option to use alternative fuels in existing fleet vehicles when OEM vehicles are
unavailable from the manufacturer or when municipal funds are unavailable to provide
the base cost of new vehicles. To qualify for funding, vehicle conversions must have
proof that they meet the Environmental Protection Agency's Addendum to
Memorandum 1-A.
The following list indicates the Energy Office priority for funding of vehicles:
Vehicles over 8,500 Pounds Gross Vehicle Weight Rating
Large Route Mile Vehicles
Original Equipment Manu ' factured Vehicles
Vehicles with Dedicated Engines
Tramsit Buses
Due to positive emissions characteristics, new transit buses Maricopa County are
required to run on alternative fuels. In other areas of the state, municipalfties may
reduce particulate emissions and diversify fuel use by purchasing alternative fuel transit
buses. Funding may be provided for transit buses through this grant process as
directed by statute. Buses must be owned by the jurisdiction to receive funding.
Transit and Paratransit vehicles are eligible.
Diesel engine retrofit technologies exist to convert vehicles to operate on an alternative
fuel and diesel, If the engine will consume at least 70 percent alternative fuel in normal
operation, it is eligible for funding. However, dedicated buses are preferred. If
conversions of diesels are to be performed, they must be annually tested to meet a
snap idle test.
Since 80 percent of transit bus costs are typically funded by the federal government,
and the alternative fuel incremental cost for a transit bus can be well over $50,000 per
bus, the Energy Office is only allowing a flat dollar amount of $10,000 per bus.
The following list indicates the Energy Office priority for funding of transit buses:
* Buses with Dedicated Engines
* Original Equipment Manufactured Vehicles
4
Fueling Stations
Alternative refueling stations that utilize the maximum number of AFVs (both transit
buses and fleet vehicles) will be given priority. Stations must show a demonstrated
demand for vehicles indicated by the number of vehicles using the station and/or the
number of gallons used per year. Fueling stations that are accessible to the general
public are a high priority since they serve the dual purpose of fueling municipal fleets as
well as increasing the public's access to fueling infrastructure. Accessibility to a public
station from main roadways, proper zoning and private fleet demand for the station
should be shown.
Funds will only be provided for natural gas, propane or electric charging stations.
Funds can be requested for the planning and construction of fueling facilities. Funding
for any single station is limited to $100,000 per station. A contribution of 50 percent
matching funds by the municipality Is required for all fueling stations.
The following list indicates the Energy Office priority for funding of fueling stations:
Public Access
Demonstrated Demand
Use of Station by Transit and Fleet Vehicles
Training
An organization's staff may receive training on conversion, troubleshooting, operation
or maintenance of alternative fuel vehicles. Personnel eligible to receive training may
include fleet managers, automotive technicians and other city/town personnel.
Registration fees for the training course(s), travel (excluding rental cars), lodging and
per them may be funded. If on-site training is desired, funding will also be made
available to pay the cost to bring a trainer/instructor to the organization's facility. If
space is available, organizations are encouraged to offer training to other political
subdivisions and private fleets.
Funding ran be provided for tools, computer software and manuals if it is demonstrated
that their primary use is for alternative fueled vehicles. If tools and training materials
will not be used exclusively for work on AFVs, specify a percentage that equipment will
be used for AFVs.
The following list indicates the Energy Office priority for funding of vehicles:
* On-site training that includes other government or private fleet operators
REPORTING REQUIREMr
;NTS
During the grant agreement period, quarterly reports shall be submitted to the Energy
Office ten days after the close of the quarter. A final report must be submitted within 30
days of the grant agreement termination. Quarterly reports must consist of a
description of the status of the project and coples of support documents (receipts) for
5
monies expanded from the Clean Air Fund. Please refer to Part 4 - App
for a sample reporting form. I
A record of vehicle procurement(s), conversions and repowers; should b
in the quarterly reports. Alternative fuel consumption should be tracked,
submitted with the final report to receive the balance of grant funds.
Construction progress on alternative refueling stations should be docu
quarterly reports. Milestones and any problems meeting the proposed
schedule should be noted.
A summary describing the training courses taken should be included in
submitted in the following quarter. Names of staff receiving and compl(
should be listed. Certificates of completion (if any) should also be inclu
If training is received for specific conversion kits, list the names of the k
engine platforms on which the technician was trained.
CONVERSION, REPOWER AND PURCHASE GUIDEUNES
Conversion Options
Conversion of fleet vehicles can be accomplished in one of two ways. T
to pqrq?ase conversion kits and perform the conversion with your organi
personnel. . The second way is to procure the conversion kit and installal
contractor of your organization's choice.
Conversion Equipment
The equipment and components shall be of the latest design to insure n
reductions in emissions and minimum degradation of vehicle performan,
conversion kits shall use the most advanced solid state electronics avail
recommended that a standard storage pressure of 3600 pound per squ-,
for compressed natural gas. All conversion components should be warr
months or 36,000 miles, whichever comes first. All installations must be
pass Arizona emissions standards on the alternative fuel at the date of i
Codes and Standards
ication Forms
documented
recorded and
nted In
ristruction
a report
ig the training
d in reports.
and the
first way is
tion's
-i from a
1ximum
?. All
ble. It is
-a inch be used
nted for 36
varranted to
stallation.
All vehicle conversions must be certified by the engine modifier or kit manufacturer to
meet the Environmental Protection Agency's Addendum to Memorandum 1 -A or be
subject to a waiver for that specific engine application from the EPA's Addendum to
Memorandum 1-A requirements. Meeting the Addendum ensures that the vehicle's
emission characteristics will not degrade over the life of the vehicle.
Heavy duty diesel vehicles (over 8,500 GVWR) must also pass an annual snap Idle
test, standard J 1667 as prescribed by the Society for Automotive Engineers,
For compressed natural gas conversions, all applicable provisions of tl` e National Fire
Protection Code (NFPA) 52 must be adhered to. Liquid natural gas co iversions Must
adhere to all applicable provisions of NFPA 59A. For conversions to pi opane, all
applicable provisions of NFPA 58 must be adhered to. In addition, all conversions must
meet all applicable codes and standards for fuel systems including, butil not limited to,
Federal Motor Vehicle Safety Standards (FMVSS). All applicable fede 1, state, and
local codes and standards concerning fleet vehicles shall be adhered t?
Repowers
For a vehicle to be a repower, a new alternative fuel engine must be in tailed to replace
the existing engine. This option is desirable when the vehicle body and chassis have
additional life but the engine needs replacing. Funds will not pay for used or rebuilt
alternative fueled engines.
Original Equipment Manufactured Vehicles
OEM vehicles should be certified to meet the Environmental Protection Agency's Low
Emission Vehicle (LEV), Ultra Low Emission Vehicle (ULEV), Inherently Low Emission
Vehicle (ILEV) or Zero Emission Vehicle (ZEV) standard. Vehicles certified to the
Transitionally Low Emission Vehicle (TLEV) standard do not qualify for funding.
MUNICIPAL ALTERNATIVE FUEL GRANT PROGRAM
SECTION 3
FUNDING FORMULA
Grant funds will be allocated based on the fuel consumed by a municipality in fiscal
year 1999. Each community wiii be assigned a percentage of the Clean Air Fund
based on the amount of total motor fuel consumed. This includes diesel. gasoline and
alternative fuels. After the base calculation in determined, communities will be provided
a bonus for the alternative fuel consumed. This will provide the incentive to increase
the amount of alternative fuel used and help meet the goal of the program. A
community can be eligible for a greater amount of funding in a subsequent grant round
by increasing alternative fuel use,
For example, if an entity's fuel usage was 200,000 gallons of gasoline, 100,000 gallons
of diesel and 50,000 gasoline gallon equivalents (GGE's) of natural gas, the base
percentage would be calculated on 350,000 gallons, A bonus of 50,000 gallons would
be added to the base for a total of 400,000 gallons. Thus, a percentage of the Clean
Air Fund would be allocated based on 400,000 gallons of fuel consumed.
Fuel use data should include diesel, gasoline, natural gas, electricity, propane and
alcohol fuels. List fuel consumed in on-road, licensed vehicles owned and
operated by the municipality, but exclude fuel consumed in transit buses.
Emergency vehicles'fuel consumption should be included even If they are excluded
from your alternative fuel program. Any alcohol consumed as an oxygenate in gasoline
should not be included in the alternative fuels total.
Municipalities should retain copies of fuel consumption records. The Energy Office
reserves the right to request substantiation of information reported below.
To complete the section below, natural gas should be listed in gasoline gallon
equivalents. For electric vehicles, list the number of kilowatt hours used,
MUNICIPAL FUEL CONSUMPTION
FISCAL YEAR 1999
GALLONS OF FUEL USED
DIESEL
TOTAL (excluding transit GASOLINE ALTERNATIVE KILOWATT
GALLONS applications) FUEL HOURS
_
75,844 1 2,558 * I - 73,286 N/A N/A
* Not including off-road construction equipment
Please complete the Current Fleet Inventory below. ThIs should includ all vehicles
owned and in the possession of the community as of June 30, 1999. Do not report
vehicles that are on order. The Energy Office may use this information either
individually or In aggregated form to answer information requests or In the required
annual report prepared for the Arizona Legislature.
CURRENT FLEET INVENTORY
NUMBER OF TRANSIT BUSES
DIESEL CNG LNG
DEDICATED Si-;:Ur:L DEDICATED DUAL-FLIEL
N/A N/A N/A MIA N./a I
0??/\
NUMBER OF FLEET VEHICLES
GASOLINE DIESEL CNG
DEDICATEED) BI-FUFL
CN LN
DEDICATED G
DUAL-
FUEL PROPAN
DEDICATED E(C]
81- IG)
FUEL M85 E85 ELECTRIC
UNDER
8500 LBS
2 N A 7 t7-
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GPLANT REQUEST SUMMARY
This budget shoUld consist only of costs for alternative fuel vehicle equipment,
fueling station costs, and training of automotive technicians. Do not 'I clude
personnel, administrative or other Organi=t[On;al QXPAnses-
Alternative Fuel Conversion EquIpment/Vehilcle Incremental Costs S 28,000
(From Form A)
Alternative Fuel Transit Bus Cost.%
(From Form A)
AlWmattvs Fuel Station Cons1ructionlinstallatlon Costs
(From Form 8)
Alternative Puel Training Costs
(From Form C)
Total Grant Funds Requested
(Total of Forms A-C)
Matching Fund3 Provided by Community
(From Forms A-C)
$ _E?/A
s 21,750
$ -A I- ?O
$ 54,150
$ 21,750
To be able to report on the costs of the alternative fuels program and
statistics an the leveraging of the grant funds, a total program cost kc
municipality Is requested. In spacs below please report an satimat 4
amount of funds (exclusive of this grant) that will be spent by yQur mL
on alternaUve fuels in FY 2000, This can include personnel and empi
related expenses, alt(amative fuel costs. equipment (base prica of vat
municipal match funding for infrastructure, contracted services and ol
expenses related to the alternative fuel program.
F-38mated FY2000 Alternative Fuel Program 5xpenditures
have
m earh
if the
nicIpality
Oyee
icles, Otc.).
P. 04
17
QUARTERLY REPORT FORM
Project Status
Please describe the status of your alternative fuel project(s).
Vehicles
Training
Fueling Station
This quarter Previously Total
Please attach supporting documentation for expenditures.
Forms should be submitted on the 10th day of the next quarter to
preceding quarter.
r the
Please submit these reports to: Arizona Department of Commerce, 31300 N.
Central Avenue, Suite 1200, Phoenix, Arizona, $5012, Attn: Contr ct
Administration. I
is
Commonly Used Acronyms
AFV Alternative Fueled Vehicle
CNG Compressed Natural Gas
GGE Gasoline Gallon Equivalents
GVWR Gross Vehicle Weight Rating
ILEV Inherently Low Emission Vehicle
LEV Low Emission Vehicle
LNG Liquefied Natural Gas
LPG Liquefied Petroleum Gas/Propane
OEM Odginal Equipment Manufactured
TLEV Transitionally Low Emission Vehicle
ULEV Ultra Low Emission Vehicle
ZEV Zero Emission Vehicle
Definitions
Alcohol Fuel Methane (M85) or Ethanol (E85)
Bi-Fuel A vehicle capable of operating on either gasoli ne or an
alternative fuel
Conversion The process by which a vehicle's emission and fuel system
is changed to use an alternative fuel; also used to rep esent
a vehicle which has been converted to use an Itema ive
fu el.
Dedicated A vehicle which is capable of operating on oni one
altemative fuel
Dual Fuel A vehicle which uses a combination of an
and a traditional fuel
Repower To replace an traditional engine with an engin(
capable of using an alternative fuel; also used
vehicle in which the engine has been replaced
uses an alternative fuel
fuel
that is
:) represent a
vith one that
19
APPROVAL AS TO FORM
Re: Attorney General Contract No. KR99,2335
Pursuant to your request, the Attorney General's Office has reviewec
referenced contract and approved it as to form. When reviewing this contra4
Attorney General's Office considers whether the following situations have bt
I . Identification of parties;
2. Offer and acceptance;
3. Existence of contract consideration (we do not review to detern
if consideration is adequate); and
4. That certain provisions specifically required by statute are inclu(
(provisions concerning Non-Availability of Funds; Audit of Rec
214; Conflict of Interest, A.R. S. § 3 8-51 f; Non-Discrin?iination,
4; and Third Party Antitrust Violations.)
Although we will notify you if we observe other issues or problems 1
have not reviewed the contract for other issues. Therefore, approval as to f
considered as approval of the appropriateness of the terms or conditions of 1
underlying transaction. In addition, approval of the form should not be con.,
the underlying policy considerations addressed by the contract.
DATED this day of
1? ? lgg/,.
By
___fL / ?-, - 7-//--
Assistant Attorney
the above
t for form, the
en addressed:
AR.S. § 35-
Wive Order 99-
1 a contract, we
1 should not be
contract or the
red approval of
ALSGR.P- 17694.1
AMENDMENT NO. 1
COMN.-,4CE CONTRACT NO. 083-00
GRANT AGREEMENT
Between
STATE OF ARIZONA
DEPARTMENT OF COMMERCE ENERGY OFFICE
and
TOWN OF MARANA
THIS AGREEMENT by and between the STATE OF ARIZONA DEPAF
ENERGY OFFICE, hereinafter referred to as COMMERCE, authorized to ei
pursuant to A.R.S. § 41-1504 B.2 and 5, and the TOWN OF MARANA,
RECIPIENT, authorized to enter into this AGREEMENT pursuant to
WITNESSETH:
WHEREAS, COMMERCE is responsible for promoting the use of
statewide, and
ENT OF COMMERCE
into this AGREEMENT
reinafter referred to as
transportation fuels
WHEREAS, COMMERCE has been delegated the responsibility of administering the Arizona Clean Air
Fund pursuant to A.R.S. § 41-1516 and is authorized under the statute to use monies in the Arizona
Clean Air Fund to award grants to cities and towns to assist with the cost of systematic conversion in
implementing and maintaining alternative fuels programs for vehicles and buses, and
WHEREAS, RECIPIENT has been awarded grant funding (PROJECT) by
accepted and approved (GRANT),
NOW THEREFORE, the parties hereto do mutually agree to amend the
follows:
From:
Page 2, of the terms and conditions of the AGREEMENT, Section 4. EFFE
This AGREEMENT shall become effective upon signature by both
for a period of fifteen (15) months.
To:
Page 2, of the terms and conditions of the AGREEMENT, Section 4. EFFE
This AGREEMENT shall become effective upon signature by both
until October 14, 2001.
Any and all portions of the subject AGREEMENT, which are n
hereinabove, shall remain unchanged.
merce, which has been
RANT AGREEMENT as
and remain in effect
and remain in effect
specifically amended
COMM CE
IN WITNESS WHEREOF, the parties have executed this AMENDMENT
both parties.
FOR TOWN OF MARANA
afi?41
Signature
Au,rw? M 66ol-l
Print Name
FOR STATE OF All
DEPARTMEN;1?017
ENERGY--O-PFIQE
Steve Cap6DKres
Deputy Director
G-0vok
Title
04
Date Date
This AMENDMENT must be approved by the appropriate municipal cour
counsel (county or city attorney). Furthermore, if applicable, resolutions and
forwarded to the State of Arizona Department of Commerce Energy Offi
Amendment.
Approved as to form and authority to enter into agreement:
Legal Counsel for Recipient
Date
Statutory or other legal authority to enter into agreement:
(Cite appropriate A.R.S. ordinance, or charter reference)
NO. 083-00
upon signature by
RCE
il and appropriate legal
eeting minutes must be
with the signed Grant
2