Document ID: EPA-HQ-OAR-2023-0492-0003
Agency: epa
Document Type: Supporting & Related Material
Title: 
Posted Date: 2023-10-27T04:00Z

Supporting Statement for an Information Collection Request (ICR) Under the Paperwork Reduction Act (PRA)
Executive Summary
Title: Transportation and Climate Division (TCD) Grant Program Reporting Templates: Supplemental Project Application Template and Project Reporting Templates for Diesel Emission Reduction Act (DERA), Clean School Bus (CSB), Clean Heavy Duty (CHD), and Clean Ports Grant Programs.
EPA ICR No. 2793.01
OMB Control No. 2060-NEW
Docket ID No.: EPA-HQ-OAR-2023-0492

Short Characterization/Abstract 
This supporting statement is for an Information Collection Request (ICR) for four mobile source related grant programs administered by the Transportation and Climate Division (TCD), within Environmental Protection Agency's (EPA) Office of Transportation and Air Quality (OTAQ). These four programs include: Diesel Emission Reduction Act (DERA) Grant Program, Clean School Bus (CSB) Grant Program, Clean Heavy-Duty (CHD) Grant Program, and Clean Ports Grant Program. 
The DERA Grants Program and the Clean School Bus Grant Program currently collect information under an existing ICR, the General Administrative Requirements for Assistance Programs (Renewal), ICR No. 2030-0020. The EPA currently uses ICR No. 2030-0020 to collect information for most major elements of grants administration, but in order to ease the burden for applicants, awardees, and Agency staff, as well as enrich data quality across programs, the Agency needs to be able to collect information via new reporting instruments, specifically program-specific, fillable data templates. This ICR for these four programs is requesting clearance to cover fillable data templates for three phases of the grant lifecycle: initial application, quarterly reporting, and final reporting. Notably, for successful grant applicants, the information in data templates collected during the application phase of the grant lifecycle will flow into the data templates for the quarterly and final reporting periods, enabling these templates to capture data efficiently throughout the life of the entire award.
TCD uses approved procedures and forms to collect necessary information to operate its grant programs and has been providing grants under DERA since 2008. EPA is preparing to launch the 2024 Clean Port Program in late winter 2024, the 2024 Clean Heavy Duty in early spring 2024, as well as the 2024 DERA grant program in summer 2024, and overseeing the 2023 Clean School Bus Grantees, who are expected to begin reporting in mid-2024. 
While these programs each have unique statutory requirements, there are key aspects that unite them as mobile source emissions reduction efforts, and by combining them as a cohort of programs under one ICR, EPA aims to enrich data quality across our programs and to ease burden on applicants and awardees considering applying for multiple programs. Additionally, collecting data via program-specific, fillable data templates that supplement the main application document will enhance the Agency's oversight of these projects as directed by Congress. Further, doing so will also provide critical real-world performance data that the Agency would not otherwise be able to procure, which can inform future research and policy decisions related to OTAQ's mission to protect human health and the environment by reducing air pollution and greenhouse gas emissions from mobile sources and advancing clean fuels and technology.
Summary of Burden and Cost 
To estimate public burden for the four grants programs, EPA used its best professional judgment to estimate the amount of time required for state, local and private applicants to fill out the data templates for each grant program. EPA had determined that the information collected on the data templates is the minimum information necessary to ensure that each program can verify project eligibility, ensure that activities are completed in accordance with each program's respective program guidance and statutory requirements, and ensure fiscal control and accountability for EPA funds, as well as to deter waste, fraud, and abuse. As shown in the following table, EPA estimates approximately 300 respondents will spend approximately 20,000 hours annually fulfilling grant reporting requirements at an annual cost of approximately $1M. Over the ICR period, total burden amounts to approximately 60,000 hours at a cost of approximately $3M.
                                     Grant
                            Number of Respondents/
                              Responses per Year
                         Total Burden and Cost-Annual
                     Total Burden and Cost-Over ICR Period

                              Total Annual Hours
                               Total Annual Cost
                          Total Hours Over ICR Period
                          Total Cost Over ICR Period
Clean School Bus
                                                                             50
                                                                         1,784 
                                                                        $93,795
                                                                         5,353 
                                                                       $281,386
DERA (National, Tribal, and State)
                                                                            112
                                                                        11,220 
                                                                       $641,648
                                                                        33,660 
                                                                     $1,924,944
  Ports Planning Awards
                                                                             20
                                                                           909 
                                                                        $51,177
                                                                         2,727 
                                                                       $153,532
  Ports Deployment of Zero Emissions Technology Awards
                                                                             40
                                                                         1,783 
                                                                       $100,395
                                                                         5,349 
                                                                       $301,186
  Ports Planning and Deployment of Zero Emissions Technology Awards
                                                                             40
                                                                         1,905 
                                                                       $107,265
                                                                         5,715 
                                                                       $321,794
Clean Heavy Duty
                                                                             50
                                                                         2,100 
                                                                       $110,388
                                                                         6,299 
                                                                       $331,163
Total
                                                                            312
                                                                        19,701 
                                                                     $1,104,668
                                                                        59,103 
                                                                     $3,314,005

Actions to Comply with Terms of Clearance
In accordance with 5 CFR 1320, the information collection is approved for three years. As terms of clearance, however, the agency is required to closely track the frequency with which this collection is used and (1) submit a request for revision if the actual burden exceeds the expected level approved in this ICR; and (2) ensure that the burden reflected in the renewal is accurate.
This is the first instance for which EPA is requesting approval for this information collection. 
Supporting Statement
1. Explain the circumstances that make the collection of information necessary. Identify any legal or administrative requirements that necessitate the collection. Attach a copy of the appropriate section of each statute and regulation mandating or authorizing the collection of information. 
This ICR is necessary to ensure that all essential information for OTAQ's four grant programs, DERA, Clean School Bus, Clean Heavy-Duty, and Clean Ports, can be collected from recipients quarterly and annually, in accordance with 2 CFR 200 and EPA's implementation of 2 CFR 200 at 2 CFR 1500 "Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards". 
The Government Performance and Results Modernization Act of 2010 (GPRA-Mod) requires agencies to set goals, measure performance against those goals and report publicly on progress. As a mechanism to achieve this goal, agencies must build and publish an Annual Performance Report (APR), which includes measurable goals, targets, and actuals from the prior fiscal year for all EPA programs. EPA publishes the APR each year alongside the Congressional Justification submitted to the Office of Management and Budget (OMB). Information collected for DERA, CSB, CHD, and Clean Ports via the data templates covered by this ICR will be included in the APR.
The Digital Accountability and Transparency Act of 2014 (DATA Act) requires the federal government to transform its spending information into open data, and link federal contract, loan, and grant spending information to federal programs to enable more transparent public examination of federal spending. To enable public scrutiny of federal investments, DERA, CSB, CHD, and Clean Ports will need to collect information from recipients about the location of each funded project and its associated place of performance. 
Justice40 is a whole-of-government initiative that represents a commitment to direct 40% of the overall benefits of certain Federal investments to disadvantaged communities that are marginalized, underserved, and overburdened by pollution. As per OMB Guidance M-21-28, EPA programs that are covered by this initiative are required to report: (1) investments that go to disadvantaged communities; (2) program outcomes and benefits for disadvantaged communities; and (3) community engagement and stakeholder consultation with disadvantaged communities and their partners. To fulfill the reporting requirements regarding the location of investments and benefits, DERA, CSB, CHD, and Clean Ports need to collect information from recipients about the location of each funded project and its area of impact, at the appropriate and feasible level of specificity. 
The Foundations for Evidence-Based Policymaking Act of 2018 (Evidence Act) provides a federal framework for agencies to work with stakeholders to promote a culture of continuous learning, and decision-making using the best available evidence. This legislation asks agencies to (1) produce measures and indicators; (2) use data to improve day-to-day operations; (3) advance the rigorous use of evidence as a routine part of planning and budget development; and (4) incorporate evidence in decision-making and reporting. Information collected for DERA, CSB, CHD, and Clean Ports Program via the data templates covered by this ICR will help develop an evidence base to address the effectiveness, efficiency, and equity of the program's activities, which in turn will address needs related to organizational learning, ongoing program management, performance management, strategic management, interagency and private sector coordination, internal and external oversight, and accountability.
Altogether, using these data templates will expedite processing and enhance data quality, while assuring that each program can verify project eligibility, ensure that activities are completed in accordance with each program's respective program guidance and statutory requirements (listed below), and ensure fiscal control and accountability for EPA funds, as well as to deter waste, fraud, and abuse.
 
    DERA:  Title VII, Subtitle G (§791 to 797) of the Energy Policy Act of 2005 (Public Law 109-58), as amended by the Diesel Emissions Reduction Act of 2010 (Public Law 111-364) and Division S (§101) of the Consolidated Appropriations Act, 2021 (Public Law 116-260), codified at 42 U.S.C. 16131 et seq., provides the Environmental Protection Agency (EPA) with the authority to award grants, rebates or low-cost revolving loans on a competitive basis to eligible entities to fund the costs of a retrofit technology that significantly reduces diesel emissions from mobile sources through implementation of a certified engine configuration, verified technology, or emerging technology.
    Clean School Bus: This program is authorized by Title XI, §71101 of the Infrastructure Investment and Jobs Act (Public Law 117-58). The new program, like DERA, allows for rebates and grants for school bus replacement projects that reduce emissions. Under 42 U.S.C. § 16091(b)(8), EPA is required to submit an annual report to Congress evaluating the implementation of the CSB. Congress requires EPA to annually report on the number of applications received, quantity and number of grants and rebates, location of awards, details regarding the buses being replaced, as well as the new buses that replace them, electric charging infrastructure (for electric buses only), and the criteria used to select recipients for the CSB program. 
    Clean Heavy-Duty: This program is authorized by Title VI, §60101 of the Inflation Reduction Act (Public Law-117-169). This program allows for awards of grants and rebates to replacing eligible Class 6 and 7 heavy-duty vehicles that are not a zero-emission vehicle with zero-emission vehicles, as well as for the purchase, installation, operation, and maintenance of  infrastructure needed to charge, fuel, or maintain zero-emission vehicles, workforce development and training to support the maintenance, charging, fueling, and operation of zero-emission vehicles; and planning and technical activities to support the adoption and deployment of zero-emission vehicles. 
    Clean Ports: This program is authorized by Title VI, §60102 of the Inflation Reduction Act (Public Law-117-169). This program allows for awards of grants and rebates to purchase or install zero-emission port equipment or technology, conduct relevant planning or permitting in connection with the purchase or installation of zero-emission port-equipment or technology; and develop qualified climate action plans. 
2. Indicate how, by whom, and for what purpose the information is to be used. Except for a new collection, indicate the actual use the agency has made of the information received from the current collection.
The purpose of the supplemental application templates and grant reporting templates is to allow EPA project officers and program staff to verify and evaluate awardee eligibility pre-award, and performance post award against the program's requirements and priorities. This periodic and final reporting and evaluation is a critical step in OTAQ's oversight of grant lifecycles and is indicative of an awardee's demonstrated performance, future grant award potential, and a critical source of feedback for informing future funding cycles. Data entered into these templates by applicants and awardees shall be extracted and stored into an internal Agency database to track program performance. Relevant excerpts from the database shall be extracted and shared on relevant program websites and reports to Congress to communicate our program's activity with external stakeholders. 
The data included in these templates spans six general categories that are largely similar across programs, and a subset of program-specific fields. A complete list of these unique data fields, organized by the following categories, are included at the end of this document, in Appendix G.
 Organization: This category includes fields related to applicant and/or awardee contact information, entity affiliation (where applicable), and additional details to understand `who' is involved with the implementation of each project. 
 Project Costs/Budget: This category includes financial and fiscal details related to the grant's entire lifecycle, including equipment cost, installation costs, and additional funds consumed by eligible activities under the respective program. Periodic reports (Quarterly) derive total expenditures to date and remaining balances which indicate grant budget management. These periodic reports highlight a running cost estimate throughout the project's lifecycle and presents demonstrated grant management potential towards future grant applications. 
 Programmatic: This category includes key administrative data fields required to administer the grant (such as Grant ID, Grants.gov ID, SAM.gov Unique Entity ID, etc.) and programmatic data fields required to align with agency and program priorities and polices (e.g., project sustainability, workforce development, environmental justice). 
 Outputs: This category features fillable fields about planned and actual outcomes, grant deliverables outlined in the proposal, and environmental benefits (including emissions reduced by the project). 
 Vehicles & Equipment Details: This category is a subset of `Outputs' and includes technical details about the equipment and/or vehicles addressed by the program, including new vehicles, upgrades to old vehicles, supporting zero emissions fueling and/or charging infrastructure, and additional details about respective vehicle and equipment activity to be able to tabulate and report on emissions reductions. 
 Project Location: This category provides details about projects' place(s) of performance, where new vehicles operate, where old equipment still operates (if not scrapped), and additional fields needed to contextualize those locations. 
 Program-specific fields: While many data fields are common across the four programs, Clean School Bus, DERA, Clean Ports, and Clean Heavy-Duty, there are a subset of fields which are unique to each program, reflecting differing statutory requirements or other key programmatic differences that may not apply or be relevant for participants of other programs (e.g., `Select from the following that best describes the scope of this Clean Ports project: Climate and Air Quality Planning Only Project, Zero Emissions Technology Only Project, or Both Climate and Air Quality Planning & Zero Emissions Technology Project'; ` School districts the EVSE will serve`).  
 Required Document uploads include:  
 Utility agreement
 Letter of Build America Buy America (BABA) Compliance Certification
 School district self-certification for program prioritization (As needed) 
 School board notification (school bus projects only)
 Third Party agreements when a third party conducts business on behalf of an applicant
 Completed Quality Assurance Project Plans for relevant projects
 Geospatial shapefiles defining port and intermodal facility boundaries
For a closer look at the data fields required by each program, see Appendix L. The fields listed in Appendix L constitute all the fields in supplemental and application reporting templates for all four programs. At this time, the layouts and configuration of the Clean Ports and Clean Heavy-Duty templates are in development, though it's likely the layout and configuration will mirror DERA and Clean School Bus templates closely.  
3. Describe whether, and to what extent, the collection of information involves the use of automated, electronic, mechanical, or other technological collection techniques or other forms of information technology, e.g., permitting electronic submission of responses, and the basis for the decision for adopting this means of collection. Also describe any consideration of using information technology to reduce burden.
TCD's grant program participants enter data directly into their program-specific Excel-based templates, only completing a portion of the template depending on what stage of the award process they are in (e.g., applying, selected for funding, reporting on a particular year, or closing out the project). These templates substantially reduce the burden on program participants and EPA staff by collapsing what could be extensive written narratives into concise, specific data fields. Each template includes (or will include, for those templates still in development) a tab with detailed user instructions, as well as a detailed data dictionary explaining all collected fields and additional terms users may encounter within the template. Additionally, the templates are formatted uniformly, to clearly indicate which fields need to be completed (shaded in blue) and which fields will be automatically populated based on previous responses (shaded in yellow and locked). Where appropriate, dropdown menus have been added to ease the burden on applicants entering information. Finally, templates have been written in such a way to clearly indicate when, where, and what kind of response is required through the implementation of field-by-field instructions and adoption of if-then statements where appropriate. 
Excel was chosen as the platform of choice, given its widespread use across the public and private sector, and ability to be exchanged via email or uploaded into portals, such as Grants.gov, as well as ingested into internal EPA data systems, such as the Database for Reporting Innovative Vehicle Emissions Reductions (DRIVER), TCD's Oracle Apex data system for storing applicant and grant data for DERA and CSB.
4. Describe efforts to identify duplication. Show specifically why any similar information already available cannot be used or modified for use for the purposes described in Item 2 above.
Information requested from respondents and provided in data templates authorized under this ICR allow for efficient compilation and machine-readable formats of data that has historically only been provided in narrative formats, as authorized under General Administrative Requirements for Assistance Programs (Renewal), ICR No. 2030-0020. These data templates will streamline reporting for program participants, while also minimizing human error and potential bias in manual transcriptions from narrative formats into data storage systems. 
Additionally, program participants completing these templates are the only source of the information the Agency is requesting since program participants are the ones knowledgeable about the specific types of vehicle and equipment upgrades and/or replacements, and related activities, necessary to reduce emissions in their project area. 
5. If the collection of information impacts small businesses or other small entities, describe any methods used to minimize burden.
The burden represented by the supplemental application templates and reporting templates cannot be further reduced for small businesses. EPA needs certain basic information to make decisions regarding grant awards, and this basic information is not dependent on the organizational size of a prospective awardee. EPA believes the reporting requirements included in this ICR do not place an unreasonable burden on small businesses or other small entities. 
Additionally, EPA minimizes the burden on small entities and first-time applicants and awardees by providing program-specific instructions for the supplemental application and reporting templates within each data template. 
6. Describe the consequence to Federal program or policy activities if the collection is not conducted or is conducted less frequently, as well as any technical or legal obstacles to reducing burden.
EPA recognizes the importance of balancing the need for data collection efforts against respondent burden and costs. The information needed for EPA to assess whether a grant applicant is eligible to receive the grant is expected to be submitted one time for each grant funding opportunity. Individual applicants may apply for multiple grants at one time (the maximum number will be announced by EPA at the start of a new grant funding opportunity).  As noted in 2 CFR Part 200, "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Grantees are required to report updates on their respective projects quarterly throughout the project's period of performance (typically two years), followed by a final report at the completion of the project. These templates enable project officers and awardees to easily track project amendments and compare proposed activities with implemented actions and outcomes for a complete oversight of the grant's progression throughout the project's lifecycle. The burden described in this ICR identifies the lowest burden that the EPA has determined as necessary. EPA has determined that the information currently required is the minimum that is necessary to adequately evaluate applicant eligibility, track awardee progress in completing the proposed activities, and to evaluate project outcomes (e.g., calculate the emissions reductions that are achieved through the grant).
7. Explain any special circumstances that would cause an information collection to be conducted in a manner:
 requiring respondents to report information to the agency more often than quarterly. 
 requiring respondents to prepare a written response to a collection of information in fewer than 30 days after receipt of it; 
 requiring respondents to submit more than an original and two copies of any document; 
 requiring respondents to retain records, other than health, medical, government contract, grant-in-aid, or tax records, for more than three years;  
 in connection with a statistical survey, that is not designed to produce valid and reliable results that can be generalized to the universe of study; requiring the use of a statistical data classification that has not been reviewed and approved by OMB; 
 that includes a pledge of confidentiality that is not supported by authority established in statute or regulation, that is not supported by disclosure and data security policies that are consistent with the pledge, or which unnecessarily impedes sharing of data with other agencies for compatible confidential use; or 
 requiring respondents to submit proprietary trade secrets, or other confidential information unless the agency can demonstrate that it has instituted procedures to protect the information's confidentiality to the extent permitted by law. 
TCD's grant programs will be conducted in accordance with the Paperwork Reduction Act [Title 5 of the Code of Federal Regulations (CFR) section 1320.5(d)(2)] and will adhere to OMB's general guidelines for information collections.
Program participants will not be required to report information to the agency more often than quarterly, and for such quarterly and annual reports, participants will be provided at least 30 days to respond. Program participants will not be required to submit more than an original and two copies of any document.
In conjunction with OMB's general guidelines, grant recipients must retain all financial records, supporting documents, accounting books and other evidence of Program activities for three years after submission of the final report. If any litigation, claim, or audit is started before the expiration of the three-year period, the recipient must maintain all appropriate records until these actions are completed and all issues resolved. 
Participants will not be required to submit confidential business information. If a participant feels that any information requested would be confidential business information, the participant may request that such information be treated as confidential. All confidential data will be handled in accordance with 40 CFR 122.7, 40 CFR Part 2, and EPA's Security Manual Part III, Chapter 9, dated August 9, 1976. Any claim of confidentiality must be asserted at the time of submission.
Sensitive questions are defined in EPA's ICR Handbook, Guide to Writing Information Collection Requests Under the Paperwork Reduction Act of 1995 as "questions concerning sexual behavior or attitudes, religious beliefs, or other matters usually considered private." The requirements addressed in this ICR do not include sensitive questions.
8.  If applicable, provide a copy and identify the date and page number of publication in the Federal Register of the agency's notice, required by 5 CFR 1320.8(d), soliciting comments on the information collection prior to submission to OMB. Summarize public comments received in response to that notice and describe actions taken by the agency in response to these comments. Specifically address comments received on cost and hour burden. 
Describe efforts to consult with persons outside the agency to obtain their views on the availability of data, frequency of collection, the clarity of instructions and recordkeeping, disclosure, or reporting format (if any), and on the data elements to be recorded, disclosed, or reported. 
Consultation with representatives of those from whom information is to be obtained or those who must compile records should occur at least once every 3 years - even if the collection of information activity is the same as in prior periods. There may be circumstances that may preclude consultation in a specific situation. These circumstances should be explained.
In compliance with the 1995 Paperwork Reduction Act (PRA), any agency developing a non-rule-related ICR must solicit public comments for a 60-day period before submitting the ICR to OMB. These comments, which are used partly to determine realistic burden estimates for respondents, must be considered when completing the Supporting Statement that is submitted to OMB. EPA plans to issue public notice of the draft ICR on or before October 20, 2023 via the Federal Register (Docket ID: EPA-HQ-OAR-2023-0492).
9. Explain any decision to provide any payment or gift to respondents, other than remuneration of contractors or grantees.
Not applicable. 
10. Describe any assurance of confidentiality provided to respondents and the basis for the assurance in statute, regulation, or agency policy. If the collection requires a systems of records notice (SORN) or privacy impact assessment (PIA), those should be cited and described here.
Participants will not be required to submit confidential business information. If a participant feels that any information requested would be confidential business information, the participant may request such information be treated as confidential. All confidential data will be handled in accordance with 40 CFR 122.7, 40 CFR Part 2, and EPA's Security Manual Part III, Chapter 9, dated August 9, 1976. Any claim of confidentiality must be asserted at the time of submission. 
All data systems that store data collected via these data templates will be stored in internal EPA IT systems that meet or exceed EPA's current policies and guidelines regarding security and privacy, including undergoing a Privacy Threshold Analysis, and where appropriate, completing a Privacy Impact Assessment Form to safeguard sensitive information, including personally identifiable information collected by these data templates (e.g., name, contact information, vehicle identification numbers, etc.). Additionally, personal identifiers are not used to retrieve specific information in these systems. 
11. Provide additional justification for any questions of a sensitive nature, such as sexual behavior and attitudes, religious beliefs, and other matters that are commonly considered private. This justification should include the reasons why the agency considers the questions necessary, the specific uses to be made of the information, the explanation to be given to persons from whom the information is requested, and any steps to be taken to obtain their consent.
No information of a sensitive or private nature is requested or required in conjunction with these information collection activities, and these information collection activities comply with the provisions of the Privacy Act of 1974 and OMB Circular A-108. 
12. Provide estimates of the hour burden of the collection of information. The statement should: 
 Indicate the number of respondents, frequency of response, annual hour burden, and an explanation of how the burden was estimated. Unless directed to do so, agencies should not conduct special surveys to obtain information on which to base hour burden estimates. Consultation with a sample (fewer than 10) of potential respondents is desirable. If the hour burden on respondents is expected to vary widely because of differences in activity, size, or complexity, show the range of estimated hour burden, and explain the reasons for the variance. Generally, estimates should not include burden hours for customary and usual business practices. 
 If this request for approval covers more than one form, provide separate hour burden estimates for each form and aggregate the hour burdens. 
 Provide estimates of annualized cost to respondents for the hour burdens for collections of information, identifying and using appropriate wage rate categories. The cost of contracting out or paying outside parties for information collection activities should not be included here. Instead, this cost should be included under `Annual Cost to Federal Government'.
EPA requires the information submitted through the data templates for each grant program in order to administer each grant program. As described in Question 2, the data included in these templates spans six general categories that are largely similar across programs, and a subset of program-specific fields. Categories of topics covered include: organization, project costs/budget, programmatic, outputs, vehicles and equipment details, project location, and program-specific fields. Grantees will also be required to upload several types of documents. A complete list of these data fields, organized by category, is included at the end of this document, in Appendix G.
 Unit Reporting Burden
EPA used its best professional judgment to estimate the amount of time required for state, local and private applicants to fill out the data templates for each grant program. Reporting time does not vary across applicant types (state, local, and private).  For each grant, EPA assumed that the participant was filling out the template for a typical fleet.  Note that templates have not yet been finalized for the Clean Ports or Clean Heavy Duty grants programs. However, given the similarities across data fields required for the grant programs, EPA assumes that the reporting burden for the Clean Heavy-Duty program is roughly equal to the DERA program, with a slight increase in burden (estimated here as 7.5%) to account for additional reporting requirements necessary for capture fields related to zero emission fueling and/or charging infrastructure.  For the Clean Ports program, EPA assumes that the reporting burden is equal to the DERA program with additional burden for the specific Clean Ports data elements. Tables 1  -  4 present the unit reporting burden for each of the four grant types. The burden to complete Initial, Quarterly, and Final Reports are estimated separately to address differences in the data required in the different reporting periods.
Table 1: Clean School Bus Grant Unit Burden - All Recipient Types (Typical Fleet)
Data Fields
                 Total Time to Complete Initial Report
(hours)
               
Total Time to Complete Quarterly Report
(hours)
                 
Total Time to Complete Final Report
(hours)
General: Organization
                                                                           0.37
                                                                           0.21
                                                                           0.21
General: Programmatic
                                                                           4.45
                                                                           2.46
                                                                           2.73
General: Equipment
                                                                           5.62
                                                                           2.26
                                                                           2.26
General: Project Budget/Costs
                                                                           1.73
                                                                           1.65
                                                                           1.70
General: Location
                                                                           0.41
                                                                           0.12
                                                                           0.12
General: Outputs
                                                                           0.64
                                                                           0.58
                                                                           2.44
Specific: CSB
                                                                           0.29
                                                                           0.12
                                                                           0.12
Total for CSB Grant
                                                                          13.51
                                                                           7.39
                                                                           9.57
 
Table 2: DERA Grant Unit Burden - All Recipient Types (Typical Fleet)
Data Fields
                 Total Time to Complete Initial Report
(hours)
                Total Time to Complete Quarterly Report
(hours)
                 
Total Time to Complete Final Report
(hours)
General: Organization
                                                                           0.23
                                                                           0.12
                                                                           0.12
General: Programmatic
                                                                           3.12
                                                                           1.52
                                                                           1.55
General: Equipment
                                                                           2.86
                                                                           0.98
                                                                           0.98
General: Project Budget/Costs
                                                                           5.35
                                                                           4.62
                                                                           4.67
General: Location
                                                                           0.22
                                                                           0.05
                                                                           0.05
General: Outputs
                                                                           1.46
                                                                           1.25
                                                                           2.30
Specific: DERA
                                                                           0.11
                                                                           0.04
                                                                           0.04
Total for DERA Grant
                                                                          13.36
                                                                           8.57
                                                                           9.70
 
Table 3: Clean Ports Grant Unit Burden - All Recipient Types (Typical Fleet)
Data Fields
                 Total Time to Complete Initial Report
(hours)
                Total Time to Complete Quarterly Report
(hours)
                  Total Time to Complete Final Report
(hours)
Ports Planning Awards - base
                                                                          13.36
                                                                           8.57
                                                                           9.70
Ports Planning Awards - additional Specific: Ports elements
                                                                           2.00
                                                                           1.46
                                                                           1.46
Total Ports Planning Grant
                                                                          15.36
                                                                          10.03
                                                                          11.16
Ports Deployment of Zero Emissions Technology Awards -base
                                                                          13.36
                                                                           8.57
                                                                           9.70
Ports Deployment of Zero Emissions Technology Awards - additional Specific: Ports elements
                                                                           1.73
                                                                           1.26
                                                                           1.26
Total Ports Deployment of Zero Emissions Technology Grant
                                                                          15.09
                                                                           9.83
                                                                          10.96
Ports Planning and Deployment of Zero Emissions Technology Awards -base
                                                                          13.36
                                                                           8.57
                                                                           9.70
Ports Planning and Deployment of Zero Emissions Technology Awards - additional Specific: Ports elements
                                                                           2.65
                                                                           1.97
                                                                           1.97
Total Ports Planning and Deployment of Zero Emissions Technology Grant
                                                                          16.01
                                                                          10.54
                                                                          11.67

Table 4: Clean Heavy Duty Grant Unit Burden - All Recipient Types (Typical Fleet) 
Data Fields
                 Total Time to Complete Initial Report
(hours)
                Total Time to Complete Quarterly Report
(hours)
                  Total Time to Complete Final Report
(hours)
Clean Heavy-Duty Base (assumed to be equal to DERA burden)
                                                                          13.36
                                                                           8.57
                                                                           9.70
Adjustment factor to account for potentially higher burden for CHD compared to base[1]
                                                                          0.075
                                                                          0.075
                                                                          0.075
Total for Grant
                                                                          14.36
                                                                           9.21
                                                                          10.43
1 EPA assumes that the burden to fill out the Clean Heavy-Duty template will require between 5% and 10% (estimated in this analysis as 7.5%) more time than the DERA template due to additional fields related to zero emission charging and/or fueling infrastructure.
 
 Wage Rates
To estimate total respondent cost associated with this ICR, Bureau of Labor Statistics (BLS) data on wages and fringe benefits (total compensation) are used. Specifically, wages are estimated for labor types (management, technical, and clerical) for state and local governments and for private entities. EPA uses average wage data for state and local governments available from Table 3 of the Employer Costs for Employee Compensation for state and local government workers (See BLS State and local government workers by occupational and industry group, June 2023). EPA uses average wage data for private entities available from Table 4 of the Employer Costs for Employee Compensation for private industry workers (See BLS Private industry workers by occupational and industry group, June 2023). 
Overhead costs are assumed to equal 20% of the sum of wages plus fringe benefits. This loading factor is described in Handbook on Valuing Changes in Time Use Induced by Regulatory Requirements and other U.S. EPA Actions. Table 5 presents the fully loaded wage rates used in this ICR.

Table 5: State, Local, Private Loaded Wage Rates (2022$)
                                Labor Category
                                    Wage[1]
                               Fringe Benefit[1]
                              Total Compensation
                              Over-head % wage[2]
                                   Overhead
                            Hourly Loaded Wages[3]
                            BLS Occupational Group

                                      (a)
                                      (b)
                                 (c) =(a)+ (b)
                                      (d)
                                 (e)= (c) *(d)
                                  (f)=(c)+(e)

State & local governments (including schools)
Managerial
                                    $43.87 
                                    $24.70 
                                    $68.57 
                                      20%
                                    $13.71
                                    $82.28 
State and Local Government Workers: Management, Professional, and Related
Professional / Technical
                                    $32.32 
                                    $23.56 
                                    $55.88 
                                      20%
                                    $11.18
                                    $67.06 
State and Local Government Workers: Public Administration
Clerical
                                    $23.05 
                                    $17.18 
                                    $40.23 
                                      20%
                                     $8.05
                                    $48.28 
State and Local Government Workers: Office and Administrative Support
                  Weighted Average Wage Rates for State & local governments
                                                                         $57.97

 
Private entities 
Managerial
                                    $46.70 
                                    $20.55 
                                    $67.25 
                                      20%
                                    $13.45
                                    $80.70 
Service Providing Industries: Management, Professional, and Related Occupations
Professional / Technical
                                    $22.66 
                                    $10.35 
                                    $33.01 
                                      20%
                                     $6.60
                                    $39.61 
Service Providing Industries: Transportation and Material Moving Occupations
Clerical
                                    $21.63 
                                    $9.43 
                                    $31.06 
                                      20%
                                     $6.21
                                    $37.27 
Service Providing Industries: Office and Administrative Support Occupations
                               Weighted Average Wage Rates for Private entities
                                    $45.63

Footnotes:
[1]Source: 
State and Local Governments - Bureau of Labor Statistics Economic News Release Table 3. State and local government, by occupational and industry group, December 2022. http://www.bls.gov/news.release/ecec.t03.htm 
Private Fleets - Bureau of Labor Statistics Economic News Release Table 4. Private industry workers by occupational and industry group, December 2022. https://www.bls.gov/news.release/ecec.t04.htm
[2]An overhead rate of 20% is used based on assumptions in Handbook on Valuing Changes in Time Use Induced by Regulatory Requirements and other U.S. EPA Actions (EPA, 2020).
[3]Values may not sum due to rounding. Wage rates are rounded to the nearest cent.

Respondent Universe
Table 6 presents the total number of expected approved grant awardees per year for each of the four grant programs including a count of the number of state, local, and private awardees. 
Table 6: Distribution of Grants by State, Local, Private Applicant
Approved Applicant Per Year
                          Number of State Applicants
                          Number of Local Applicants
                         Number of Private Applicants
Clean School Bus
                                                                              1
                                                                             25
                                                                             24
DERA 
 
 
 
  DERA National
                                                                              5
                                                                             30
                                                                             15
  DERA Tribal
                                                                              0
                                                                             12
                                                                              0
  DERA State
                                                                             50
                                                                              0
                                                                              0
  DERA Total
                                                                             55
                                                                             42
                                                                             15
Ports
 
 
 
  Ports Planning Awards
                                                                              8
                                                                              8
                                                                              4
  Ports Deployment of Zero Emissions Technology Awards
                                                                             16
                                                                             16
                                                                              8
  Ports Planning and Deployment of Zero Emissions Technology Awards
                                                                             16
                                                                             16
                                                                              8
Clean Heavy Duty
                                                                              1
                                                                             25
                                                                             24
Total
                                                                             97
                                                                            132
                                                                             83

Over the course of the ICR period, some grantees will be completing initial reports, some will be completing quarterly reports, and some will be completing final reports. The number of grantees in each of these stages will vary depending on the calendar year. EPA uses the middle year of ICR period to represent the annual reporting burden under the assumption that fewer reports will be completed in the first year and more reports will be completed in the third year.  The total number of grantees in each stage in the middle ICR year (2025) is presented in Table 7 as a `snapshot' year, when grants issued in FY2024 would be completing their first reporting year (e.g., Clean School Bus, Clean Ports, and Clean Heavy Duty).
Table 7: Number of Grantees in each Reporting Stage in the Middle ICR Year (2025)
Approved Applicant Per Year
Number of grantees completing their initial report
Number of grantees completing quarterly reports in first reporting year
Number of grantees completing quarterly reports in second reporting year
Number of grantees completing quarterly reports in third reporting year
Number of grantees completing their final reporting year
Clean School Bus
50
50
0
0
0
DERA
 
 
 
 
 
  DERA National
50
50
50
50
50
  DERA Tribal
12
12
12
12
12
  DERA State
50
50
50
50
50
Ports
 
 
 
 
 
  Ports Planning Awards
20
20
0
0
0
  Ports Deployment of Zero Emissions Technology Awards
40
40
0
0
0
  Ports Planning and Deployment of Zero Emissions Technology Awards
40
40
0
0
0
Clean Heavy Duty
50
50
0
0
0
Total
312
312
112
112
112

Total Reporting Burden and Cost
For each grant, data on unit reporting burden, frequency of reporting per year, number of respondents per year by applicant type (state, local, and private) and wage rates are combined to estimate total reporting burden and cost. See Appendix A for a detailed derivation. Tables 8  -  19 present the annual reporting burden and cost for each grant. It is necessary to estimate private applicant reporting burden and cost separately because, as shown in Table 5, the wage rate used for private applicants is different than the wage rate used for state and local applicants. Note in Tables 9 -- 19 the Total Annual cost is tabulated using the respective weighted average wage rates shown in Table 5. 
Table 8: Respondent Burden - Clean School Bus Grant (State and Local)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     13.51
                                     7.39
                                     7.39
                                     7.39
                                     9.57
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     13.51
                                     22.17
                                     22.17
                                     22.17
                                     9.57
                                       
                                       d
Respondents per Year
                                      26
                                      26
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                      26
                                      78
                                       0
                                       0
                                       0
                                      104
                                       f
Total Annual Burden Hours
(c) x (d)
                                    351.24
                                    576.53
                                       0
                                       0
                                       0
                                      928
                                       g
Total Annual Cost 
                                  $20,713.88
                                  $34,000.23
                                     $0.00
                                     $0.00
                                     $0.00
                                  $54,714.11

Table 9: Respondent Burden - Clean School Bus Grant (Private)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     13.51
                                     7.39
                                     7.39
                                     7.39
                                     9.57
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     13.51
                                     22.17
                                     22.17
                                     22.17
                                     9.57
                                       
                                       d
Respondents per Year
                                      24
                                      24
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                      24
                                      72
                                       0
                                       0
                                       0
                                      96
                                       f
Total Annual Burden Hours
(c) x (d)
                                    324.22
                                    532.18
                                       0
                                       0
                                       0
                                      856
                                       g
Total Annual Cost

                                  $14,795.49
                                  $24,285.65
                                     $0.00
                                     $0.00
                                     $0.00
                                  $39,081.14

Table 10: Respondent Burden - DERA Grants (State and Local)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     13.36
                                     8.57
                                     8.57
                                     8.57
                                     9.70
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     13.36
                                     25.71
                                     25.71
                                     25.71
                                     9.70
                                       
                                       d
Respondents per Year
                                      97
                                      97
                                      97
                                      97
                                      97
                                       
                                       e
Responses per Year
(b) x (d)
                                      97
                                      291
                                      291
                                      291
                                      97
                                     1067
                                       f
Total Annual Burden Hours
(c) x (d)
                                    1295.92
                                    2493.47
                                    2493.47
                                    2493.47
                                    941.09
                                     9,717
                                       g
Total Annual Cost

                                  $76,425.41
                                  $147,049.56
                                  $147,049.56
                                  $147,049.56
                                  $55,499.71
                                  $573,073.79

Table 11: Respondent Burden - DERA Grants (Private)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     13.36
                                     8.57
                                     8.57
                                     8.57
                                     9.70
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     13.36
                                     25.71
                                     25.71
                                     25.71
                                     9.70
                                       
                                       d
Respondents per Year
                                      15
                                      15
                                      15
                                      15
                                      15
                                       
                                       e
Responses per Year
(b) x (d)
                                      15
                                      45
                                      45
                                      45
                                      15
                                      165
                                       f
Total Annual Burden Hours
(c) x (d)
                                    200.40
                                    385.59
                                    385.59
                                    385.59
                                    145.53
                                     1,503
                                       g
Total Annual Cost

                                   $9,145.08
                                  $17,595.97
                                  $17,595.97
                                  $17,595.97
                                   $6,641.10
                                  $68,574.09

Table 12: Respondent Burden  -  Clean Ports Planning Grants (State and Local)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     15.36
                                     10.03
                                     10.03
                                     10.03
                                     11.16
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     15.36
                                     30.09
                                     30.09
                                     30.09
                                     11.16
                                       
                                       d
Respondents per Year
                                      16
                                      16
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                      16
                                      48
                                       0
                                       0
                                       0
                                      64
                                       f
Total Annual Burden Hours
(c) x (d)
                                    245.76
                                    481.37
                                       0
                                       0
                                       0
                                      727
                                       g
Total Annual Cost

                                  $14,493.42
                                  $28,388.49
                                     $0.00
                                     $0.00
                                     $0.00
                                  $42,881.90

Table 13: Respondent Burden  -  Clean Ports Planning Grants (Private)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     15.36
                                     10.03
                                     10.03
                                     10.03
                                     11.16
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     15.36
                                     30.09
                                     30.09
                                     30.09
                                     11.16
                                       
                                       d
Respondents per Year
                                       4
                                       4
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                       4
                                      12
                                       0
                                       0
                                       0
                                      16
                                       f
Total Annual Burden Hours
(c) x (d)
                                     61.44
                                    120.34
                                       0
                                       0
                                       0
                                      182
                                       g
Total Annual Cost

                                   $2,803.76
                                   $5,491.77
                                     $0.00
                                     $0.00
                                     $0.00
                                   $8,295.53

Table 14: Respondent Burden  -  Clean Ports Deployment of Zero Emissions Technology Grants (State and Local)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     15.09
                                     9.83
                                     9.83
                                     9.83
                                     10.96
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     15.09
                                     29.49
                                     29.49
                                     29.49
                                     10.96
                                       
                                       d
Respondents per Year
                                      32
                                      32
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                      32
                                      96
                                       0
                                       0
                                       0
                                      128
                                       f
Total Annual Burden Hours
(c) x (d)
                                    482.88
                                    943.55
                                       0
                                       0
                                       0
                                     1,426
                                       g
Total Annual Cost

                                  $28,477.30
                                  $55,644.67
                                     $0.00
                                     $0.00
                                     $0.00
                                  $84,121.97

Table 15: Respondent Burden  -  Clean Ports Deployment of Zero Emissions Technology Grants (Private)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     15.09
                                     9.83
                                     9.83
                                     9.83
                                     10.96
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     15.09
                                     29.49
                                     29.49
                                     29.49
                                     10.96
                                       
                                       d
Respondents per Year
                                       8
                                       8
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                       8
                                      24
                                       0
                                       0
                                       0
                                      32
                                       f
Total Annual Burden Hours
(c) x (d)
                                    120.72
                                    235.89
                                       0
                                       0
                                       0
                                      357
                                       g
Total Annual Cost
                                   $5,508.95
                                  $10,764.49
                                     $0.00
                                     $0.00
                                     $0.00
                                  $16,273.44

Table 16: Respondent Burden  -  Clean Ports Planning and Deployment of Zero Emissions Technology Grants (State and Local)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     16.01
                                     10.54
                                     10.54
                                     10.54
                                     11.67
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     16.01
                                     31.62
                                     31.62
                                     31.62
                                     11.67
                                       
                                       d
Respondents per Year
                                      32
                                      32
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                      32
                                      96
                                       0
                                       0
                                       0
                                      128
                                       f
Total Annual Burden Hours
(c) x (d)
                                    512.32
                                    1011.71
                                       0
                                       0
                                       0
                                     1,524
                                       g
Total Annual Cost

                                  $30,213.49
                                  $59,664.33
                                     $0.00
                                     $0.00
                                     $0.00
                                  $89,877.82

Table 17: Respondent Burden  -  Clean Ports Planning and Deployment of Zero Emissions Technology Grants (Private)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     16.01
                                     10.54
                                     10.54
                                     10.54
                                     11.67
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     16.01
                                     31.62
                                     31.62
                                     31.62
                                     11.67
                                       
                                       d
Respondents per Year
                                       8
                                       8
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                       8
                                      24
                                       0
                                       0
                                       0
                                      32
                                       f
Total Annual Burden Hours
(c) x (d)
                                    128.08
                                    252.93
                                       0
                                       0
                                       0
                                      381
                                       g
Total Annual Cost

                                   $5,844.82
                                  $11,542.10
                                     $0.00
                                     $0.00
                                     $0.00
                                  $17,386.91

Table 18: Respondent Burden - Clean Heavy-Duty Grant (State and Local)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     14.36
                                     9.21
                                     9.21
                                     9.21
                                     10.43
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     14.36
                                     27.63
                                     27.63
                                     27.63
                                     10.43
                                       
                                       d
Respondents per Year
                                      26
                                      26
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                      26
                                      78
                                       0
                                       0
                                       0
                                      104
                                       f
Total Annual Burden Hours
(c) x (d)
                                    373.41
                                    718.48
                                       0
                                       0
                                       0
                                     1,092
                                       g
Total Annual Cost

                                  $22,021.55
                                  $42,371.50
                                     $0.00
                                     $0.00
                                     $0.00
                                  $64,393.04

Table 19: Respondent Burden - Clean Heavy-Duty Grant (Private)
                                    Item #
                                  Respondents
                           Progress Report (Initial)
                      Quarterly Progress Report (Year 1)
                      Quarterly Progress Report (Year 2)
                      Quarterly Progress Report (Year 3)
                                 Final Report
                                     Total
                                       a
Estimated Hours per Response
                                     14.36
                                     9.21
                                     9.21
                                     9.21
                                     10.43
                                       
                                       b
Frequency per Year
                                       1
                                       3
                                       3
                                       3
                                       1
                                       
                                       c
Annual Burden Hours per Response Type
(a) x (b)
                                     14.36
                                     27.63
                                     27.63
                                     27.63
                                     10.43
                                       
                                       d
Respondents per Year
                                      24
                                      24
                                       0
                                       0
                                       0
                                       
                                       e
Responses per Year
(b) x (d)
                                      24
                                      72
                                       0
                                       0
                                       0
                                      96
                                       f
Total Annual Burden Hours
(c) x (d)
                                    344.69
                                    663.21
                                       0
                                       0
                                       0
                                     1,008
                                       g
Total Annual Cost

                                  $15,729.53
                                  $30,265.07
                                     $0.00
                                     $0.00
                                     $0.00
                                  $45,994.60

Total annual reporting burden and cost as well as burden and cost for the total ICR period for each grant are presented in Table 20. 

Table 20: Total Reporting Burden and Cost by Grant
Grant
                              Total Annual Hours
                               Total Annual Cost
                          Total Hours Over ICR Period
                          Total Cost Over ICR Period
Clean School Bus
                     1,784 
                                                                        $93,795
                    5,353 
                                                                       $281,386
DERA (National, Tribal, and State)
                  11,220 
                                                                       $641,648
                  33,660 
                                                                     $1,924,944
Clean Ports
                     4,597
                                                                       $258,838
                                                                         13,792
                                                                       $776,513
                                                          Ports Planning Awards
                        909 
                                                                        $51,177
                    2,727 
                                                                       $153,532
                           Ports Deployment of Zero Emissions Technology Awards
                     1,783 
                                                                       $100,395
                    5,349 
                                                                       $301,186
              Ports Planning and Deployment of Zero Emissions Technology Awards
                     1,905 
                                                                       $107,265
                    5,715 
                                                                       $321,794
Clean Heavy Duty
                     2,100 
                                                                       $110,388
                    6,299 
                                                                       $331,163
Total
                  19,701 
                                                                     $1,104,668
                  59,103 
                                                                     $3,314,005
 
13. Provide an estimate for the total annual cost burden to respondents or record keepers resulting from the collection of information. (Do not include the cost of any hour burden
already reflected on the burden worksheet).
 The cost estimate should be split into two components: (a) a total capital and start-up cost component (annualized over its expected useful life) and (b) a total operation and 
      Maintenance and purchase of services component. The estimates should consider 
      Costs associated with generating, maintaining, and disclosing or providing the
      information. Include descriptions of methods used to estimate major cost factors
      including system and technology acquisition, expected useful life of capital equipment, the discount rate(s), and the period over which costs will be incurred. Capital and start-up costs include, among other items, preparations for collecting information such as purchasing computers and software; monitoring, sampling, drilling, and testing equipment; and record storage facilities.
 If cost estimates are expected to vary widely, agencies should present ranges of cost
      burdens and explain the reasons for the variance. The cost of purchasing or contracting
      out information collections services should be a part of this cost burden estimate. In
      developing cost burden estimates, agencies may consult with a sample of respondents
      (fewer than 10), utilize the 60-day pre-OMB submission public comment process and use
      existing economic or regulatory impact analysis associated with the rulemaking
      containing the information collection, as appropriate.
 Generally, estimates should not include purchases of equipment or services, or portions
      thereof, made: (1) prior to October 1, 1995, (2) to achieve regulatory compliance with
      requirements not associated with the information collection, (3) for reasons other than to
      provide information or keep records for the government, or (4) as part of customary and
      usual business or private practices.

This ICR accounts for labor costs only. There are no capital or operation and maintenance costs associated with this action. 
14. Provide estimates of annualized costs to the Federal government. Also, provide a description
of the method used to estimate cost, which should include quantification of hours,
operational expenses (such as equipment, overhead, printing, and support staff), and any
other expense that would not have been incurred without this collection of information.
EPA will review the initial, quarterly, and final reports submitted by approved grant applicants.  Table 21 presents the estimated Agency burden hours and costs associated with the information collection activities under this ICR. EPA based its burden estimates on the professional judgement of CSB, DERA, Clean Ports, and Clean Heavy Duty Program staff. These estimates are considered conservative. 
Table 21: Estimated Burden and Cost to the Agency
Collection Activity
                   Reporting Burden per Response[1]
(hours)
                        Number of Responses per Quarter
                     Total Agency Burden Annually
(hours)
                      Total Agency Cost Annually ($2022)
                    Total Agency Burden Over the ICR Period
                 Total Agency Cost Over the ICR Period (2022$)
Clean School Bus
Review Applicant Progress and Close out reports
                                                                           2.00
                                                                             50
                                                                            400
                                                                     $52,524.15
                                                                         1,200 
                                                                    $157,572.45
DERA
Review Applicant Progress and Close out reports
                                                                           2.00
                                                                            112
                                                                           896 
                                                                    $117,654.10
                                                                         2,688 
                                                                    $352,962.29
Ports
Review Applicant Progress and Close out reports
                                                                           2.00
                                                                            100
                                                                           800 
                                                                    $105,048.30
                                                                         2,400 
                                                                    $315,144.90
Clean Heavy Duty
Review Applicant Progress and Close out reports
                                                                           2.00
                                                                             50
                                                                            400
                                                                     $52,524.15
                                                                         1,200 
                                                                    $157,572.45
TOTAL
                                                                              
                                                                            312
                                                                         2,496 
                                                                    $327,750.70
                                                                         7,488 
                                                                    $983,252.10
1 Time estimate provided by EPA/OTAQ (Tim Thomas) via email on 9/06/2023.                   

15. Explain the reasons for any program changes or adjustments reported on the burden worksheet.
As this is a new ICR, there are no program changes or adjustments to be reported.
16. For collections of information whose results will be published, outline plans for tabulation and publication. Address any complex analytical techniques that will be used. Provide the time schedule for the entire project, including beginning and ending dates of the collection of information, completion of report, publication dates, and other actions.
Not applicable.
17. If seeking approval to not display the expiration date for OMB approval of the information collection, explain the reasons that display would be inappropriate.
Not applicable.
18. Explain each exception to the topics of the certification statement identified in "Certification for Paperwork Reduction Act Submissions."
EPA does not request an exception to the certification of this information collection. 
Appendices:
   Appendix A: Grants ICR Calculations (updated 9/29/23)
   Appendix B:  Extract of Title VII, Subtitle G (§791 to 797) of the Energy Policy Act of 2005 (Public Law 109-58), as amended by the Diesel Emissions Reduction Act of 2010 (Public Law 111-364) and Division S (§101) of the Consolidated Appropriations Act, 2021 (Public Law 116-260), codified at 42 U.S.C. 16131 et seq.
   Appendix C: Extract of Title XI, §71101 of the Infrastructure Investment and Jobs Act (Public Law 117-58)
   Appendix D: Extract of Title VI, §60101 and §60102 of the Inflation Reduction Act (Public Law-117-169)
   Appendix E: Extract of Title IX, Subtitle A, §70911 et seq. Buy America Build America Act of the Infrastructure Investment and Jobs Act (Public Law 117-58)
   Appendix F: Copy of Paperwork Reduction Act (Public Law 104-13)
   Appendix G: List of Data Fields by Statement Group
   Appendix H: Clean School Bus Reporting Template (draft)
   Appendix I: Diesel Emissions Reduction Act Reporting Template 
   Appendix J: Clean School Bus Program Supplemental Application Template 
   Appendix K: Diesel Emissions Reduction Act Supplemental Application Template 
   Appendix L: Data Fields by Program and Statement Group workbook (updated 9/29/23)