EPA Grant Program Accelerates Transition to Cleaner Ports

Allocate funds by category: assign 60% of each award to vehicle electrification, 30% to shore power and grid connections, and 10% to emissions monitoring and workforce training. Require each grantee to submit quarterly performance metrics and cost reports; route those reports to the grant administrator and the oversight committee before additional tranches release. Publish monthly updates on baba-otaqepagov and on public dashboards to maintain transparency.

Engage a cross-sector stakeholder group that includes labor, terminal operators and environmental justice representatives; coordinate implementation with state and local governments across affected corridors. Require projects to begin infrastructure work within 90 days of award and use the bwrb model and a project book of technical standards to push projects forward. Set escrow rules that withhold 20% of funds until measured reductions meet milestone thresholds.

Targeted outcomes: reduce port-area NOx by 45% and CO2 by 20% at funded sites within 36 months, save an estimated $120 million per year in avoided health costs, and create roughly 1,200 direct jobs across participating ports. Maintain post‑award monitoring for five years so benefits remain verifiable; require grantee corrective action plans within 30 days of any missed milestone. Use these concrete steps to move funding into measurable emissions and public health gains immediately.

Key Application Deadlines and Submission Requirements

Submit your full application by May 1, 2026; late submissions will not be accepted.

Include these required forms and attachments: SF-424 for applicant info, SF-424A budget workbook (Excel), SF-LLL for lobbying disclosure, a 20-page project narrative, a 10-page budget justification, signed assurances, letters of commitment from partners, and an environmental checklist. State maximum request: $10,000,000 per project; typical cost-share is 20% of eligible project cost–check the solicitation for final thresholds. Also include a cost reductions plan that quantifies lifecycle savings and operational expense impacts.

For projects that involve human-operated vessels or terminal equipment, attach operator training plans, maintenance procedures, safety safeguards, and documentation showing they meet licensing requirements. Describe how project activities will be compliant with MARPOL, local marineenvironment rules, and port security procedures; include a risk register and roles for planning and incident response.

Provide market and procurement details: vendor quotes, delivery timelines, spare-parts agreements, and a short supplier due-diligence book. Explain how the work helps ports accelerate adoption of lower-emission equipment and how it affects trade flows and global supply chains. Include evidence of market readiness and any trade or customs constraints anticipated.

File formats and submission mechanics: PDF for narratives and signed documents, Excel for budgets, and CSV for monitoring data. Upload everything through Grants.gov workspace and please save the timestamped acknowledgement. If you request waivers for match or other requirements, attach legal rationale, documentation of attempts to secure alternative funding, and a timeline of actions already done.

Measurement and evaluation: list numeric targets for emissions reductions (tons CO2e/year, NOx, PM2.5), delivery milestones, and a monitoring plan with quarterly metrics. Provide Gantt timelines and responsible parties with their contact info. Reviewers score on technical merit, cost realism, and readiness to enter the market.

Security and confidentiality: mark sensitive files, describe cybersecurity safeguards for data and control systems, and specify physical security measures for terminals and vessels. Include procedures for managing subcontractor access and the safeguards you will use to protect personnel and cargo.

Questions and contacts: direct procedural questions to the program email listed in the announcement; they will post replies on the FAQs page. Track all submissions and confirmations–missing paperwork or unsigned assurances will delay award processing.

Eligible applicants and required registration steps (DUNS/SAM)

Register in SAM and secure a DUNS/UEI at least 4–6 weeks before applying so your application can be reviewed and awards issued without delay.

Eligible applicants:

• Public port authorities, state and local governments, tribal governments, and municipal agencies.
• Private terminal operators, concessionaires, marine carriers, and freight-related businesses with demonstrated authority to implement projects at port facilities.
• Nonprofit organizations and community-based groups with formal partnerships or lead roles in port-area projects.
• Consortia and joint ventures where one registered entity will act as the fiscal recipient and administrator.

Required pre-application documents and evidence:

• Active SAM registration and DUNS/UEI (match the legal business name and EIN exactly).
• Authorized official designation and contact info for the SAM entity administrator.
• Proof of authority to act at targeted facilities (leases, MOUs, concession agreements).
• Financial statements, indirect cost rate or cost allocation plan, and past performance summaries.
• Environmental analysis or preliminary NEPA screening, discharge permits or plans to address discharge risks, and any permits related to air or water impacts.

Step-by-step DUNS/SAM procedures and timelines:

1. Verify existing DUNS/UEI: search D&B and SAM.gov. If your entity already has a DUNS or UEI, confirm the legal name, address, and EIN match your grant submission exactly. (Time: same day to 3 business days.)
2. Obtain DUNS (if needed): request through Dun & Bradstreet; expect 1–14 business days depending on verification needs. Save the confirmation number and business profile snapshot.
3. Create a login.gov account, then start SAM entity registration at SAM.gov. Designate an entity administrator who will manage renewals and role assignments.
4. Complete SAM entity profile: legal business name, EIN/TIN, physical and mailing addresses (localized project areas should match facility addresses), NAICS codes, and points of contact for financial and program matters.
5. Enter banking details for electronic funds transfer and upload any required supporting documentation. Complete Representations & Certifications and provide password-protected or signed documents if requested. (Time: 3–10 business days for validation; longer if CAGE or additional vetting is needed.)
6. Keep SAM active: renew annually and update immediately after any organizational changes to avoid award delays.

Application-focused recommendations before submitting:

• Run an internal compliance checklist that ties SAM/DUNS identifiers to your SF-424 and budget spreadsheets; mismatches cause common rejections.
• Attach localized maps showing proposed interventions at facilities and a clear plan for off-road equipment upgrades or battery-electric conversions; include cost per unit and expected emissions reductions.
• Provide a short environmental risk analysis that addresses potential discharge and community exposure risks, and list procedures your team will use to mitigate those risks during installation and operation.
• Document workforce and craft training plans so grant reviewers see how project labor will become qualified to install and maintain new systems – this is especially relevant for growing battery-electric fleets and equipment retrofits.
• Designate a SAM entity administrator and backup contact; keep both informed of deadlines and past renewal dates so the account remains in good standing.

Common pitfalls and fixes:

• Mismatched names or EINs – correct these in DUNS and SAM before applying rather than explaining after submission.
• Expired SAM registration – renew at least 30 days before a deadline.
• Missing banking or CAGE information – collect bank routing, account, and proof of authority documents during proposal drafting.
• Insufficient environmental documentation – provide a brief related analysis and a timeline for completing any required permitting before award.

Final note: maintain clear records of the registration numbers, administrator credentials, and any correspondence with SAM or Dun & Bradstreet so you can respond quickly to requests during the review and award phases.

Types of fundable projects: shore power, electrified equipment, low-emission trucks

Prioritize shore power at your busiest berths: target 2–4 berths with the highest annual vessel calls to achieve the greatest emission reductions per dollar.

Shore power specifics: plan for 1–5 MW per berth depending on vessel mix; budget $1.2M–$6M per berth for transformers, medium-voltage feeders, switchgear, metering and shore connection hardware; expect a project delivery window of 12–24 months from award to commissioning. Measure performance using NOx, PM and CO2 reductions reported as tons avoided per year and gCO2/TEU; retrofit components must meet marine-grade corrosion standards near the beach and include surge protection and remote monitoring arrays. Pair shore power with on-site solar arrays or time-of-use contracts to lower operating costs and improve overall grid emissions across the terminal.

Electrified equipment recommendations: start with a 5–20 unit pilot of battery-electric yard trucks and electrified forklifts, plus 1–2 electric rubber-tired gantries (RTGs) or retrofit kits for existing cranes. Typical capital ranges: yard trucks $200k–$600k each; electric RTG retrofits $0.8M–$2M per crane; fast chargers 150–750 kW depending on duty cycle. Include battery management systems, chargers, spare batteries or swap bays for high-utilization shifts. Expect maintenance savings of roughly 25–40% and immediate reductions in on-dock diesel particulates; track uptime, charge cycle counts and inverter/charger component life to document performance. Engage OEMs and terminal members early for training and parts agreements to keep procurement timelines short.

Low-emission truck strategy: replace high-use drayage trucks first–start with 20–100 Class 8 BEVs or hydrogen fuel-cell units to create route density and justify depot chargers. Upfront cost premium typically $150k–$300k per vehicle versus diesel, with operating cost reductions of 20–35% depending on electricity pricing and duty cycles. Design depots with modular DC fast chargers (150–600 kW per stall), redundant transformers and space for overnight charging; consider on-site solar arrays or demand-response contracts to shave energy costs. Work with auto OEM fleets to secure purchase agreements and use grant funds to cover infrastructure components and demo units that provide measurable emissions reductions for grant reporting.

Application and implementation checklist overview: map vessel calls and truck movements to identify top corridors; quantify emission reductions and dollars-per-ton abated to score competitive grants; set an internal deadline 45–60 days before the funder deadline for procurement and community engagement materials; incorporate community engagement and member training plans to address workforce transitions and operations; estimate capital and O&M line items and list all related components (transformers, feeders, chargers, control systems, batteries); document off-road equipment lifecycle data and shipping schedules to align build and delivery windows. These measures will help you capture tremendous opportunities, still reduce risk, and achieve measurable performance gains for terminals like Everport and municipal ports such as Philadelphia.

How to calculate and document projected emissions reductions for scoring

Do an activity-based calculation with MOVES or local measurement and document every assumption. Download MOVES from otaq to generate county-level emission factors, replace default factors only if you have local measurements, and record the file name and model version so reviewers can reproduce results.

Inventory inputs: list each source (diesel trucks, cargo-handling equipment, generator sets), associated engine family or age, annual hours or trips, average speed or VKT, and fuel use. Example: baseline = 12,000 drayage truck trips/year × 18 miles/trip = 216,000 VMT; at 6 mpg diesel this equals 36,000 gal diesel/year. Keep a spreadsheet column for source, beginning date of records, and install or retirement dates for equipment you will replace.

Choose emission factors and compute emissions: use EF from otaq MOVES (county-mode specific) or, if using published per-gallon EFs for a quick check, document source and uncertainty. Formula: Emissions (kg/yr) = Activity (gal/yr) × EF (g/gal) ÷ 1,000. Example calculation: 36,000 gal/yr × 0.5 g PM2.5/gal = 18,000 g = 18 kg PM2.5/yr. Show the same calculation for NOx, CO, and CO2 and include units on every line.

Project reductions from the intervention: quantify avoided activity or change in EF. If you replace 25% of diesel trips with zero‑emission alternatives, reduction = baseline emissions × 0.25. For a capital retrofit (e.g., cleaner diesel engine or DOC), use post-retrofit EF from OTAQ or verified test reports; they must be traceable. Multiply annual reduction by the planned project life to report cumulative near-term and lifetime benefits; supply an annual table and a separate cumulative table.

Address uncertainty and sensitivity: provide a low/central/high case using ±10–30% on key inputs (fuel economy, trips, EF). State the order of magnitude impact of each assumption and include a short paragraph of procedures for updating numbers when you receive actual usage data – for example, update activity and re-run calculations at project beginning plus annual updates thereafter.

Document evidence for scoring: attach procurement orders, invoices, photos of install, equipment serial numbers, odometer or telematics exports, and manufacturer emission specs. For grant reviewers, include a zipped folder that they can download with spreadsheets, model output files, and QA logs. If the solicitation has a closeddeadline, timestamp your files so reviewers can verify submission timing.

Show co-benefits and associated costs: present reductions by pollutant and list operational savings or generation impacts (fuel displaced, electricity demand). Provide order-of-magnitude cost per ton reduced and note any local incentives or tariffs that affect project economics. Cite sector reports such as truckingdive for fleet turnover and duty-cycle context to justify lifetime assumptions.

Quality control and verification: define QA procedures: peer review of spreadsheets, checksums on downloadable outputs, and an audit trail showing who changed inputs and when. For challenging data gaps, document how they were filled (e.g., telematics sample extrapolation) and schedule verification sampling within 6–12 months after install. These steps help achieve reproducible, defensible scores for scoring panels.

Matching funds, allowable costs, and budget submission format

Provide a minimum 20% non-federal match and list each match source with a signed letter of commitment; document cash, private investment, state grants, and verifiable in-kind contributions (including бесплатную volunteer hours) on organization letterhead. Count only costs incurred and documented during the grant period; exclude prior expenditures and federal funds that duplicate requested line items.

Acceptable match and fund usages: cash contributions, donated labor (value tied to payroll records and fringe rates), waived permit fees, and donated equipment use (hourly valuation method). Do not count anticipated market-rate sales revenue as match. For owner-operators and truck owners, record odometer-based usage logs and maintenance invoices to support valuation for converted or replaced equipment.

Allowable direct costs: vehicle replacement (all-electric drayage and Class 8 truck replacements; typical unit estimates $250K–$500K), shore power/berth electrification ($500K–$3M per berth), battery packs and stationary storage ($100K–$2M), ferry battery conversion and hybrid drives (electrify ferries: $1M–$10M depending on vessel size), installation and interconnection, emission monitoring, hazardous materials abatement for toxic waste removal, workforce training, and project-specific outreach. Allowable indirect costs follow your negotiated indirect cost rate agreement or the 10% de minimis base under 2 CFR 200.414; show which method you apply and attach supporting documentation.

Unallowable costs: lobbying, fines and penalties, acquisition of land, costs already charged to another federal award, and routine maintenance unrelated to emission reduction. Capital equipment is equipment if unit cost ≥ $5,000 and useful life > 1 year; list units, unit costs, useful life, and procurement method for each item.

Budget submission format: upload a single Excel workbook with these tabs: 1) Budget Summary (SF‑424A style totals), 2) Detailed Line‑Item (unit quantity × unit cost × calculation cells visible), 3) Cost‑Share Schedule (source, amount, cash/in‑kind, commitment letter filename), 4) Procurement Plan (method, estimated dates, procurement thresholds), 5) Schedule & Milestones, 6) Indirect Cost Documentation (NICRA or de minimis calculation). Export and attach a PDF of the budget justification limited to 10 pages and include scanned signed match commitment letters and the organization’s SAM registration screenshot.

Require applicants to register in SAM.gov and provide UEI, a current W‑9, and a copy of the board resolution or authorization form naming the project signatory. Provide procurement thresholds: competitive bidding required for purchases over $100,000; small procurements may use micro‑purchase rules and must document vendor selection. Require environmental and NEPA screening for projects affecting habitats or involving toxic substance handling; attach completed screening form and corrective action plan when applicable.

Valuation and documentation best practices: use payroll registers to value staff time, include fringe benefit breakdown, log equipment usage hours for donated equipment, and maintain photos/invoices for delivered equipment. For hours attended at training events, submit sign‑in sheets, curricula, and a short attendee evaluation form; hours attended can count as in‑kind staff development when matched with salary rates.

Timeline and review tips: submit draft budget 45 days before the final grant deadline (many programs set formal deadlines in november); expect requests for clarification within 10 business days. Retain procurement records, audit trails, and a clear funding chain between private donors and the grant application to speed award negotiation. For ongoing fleet transition programs, phase funding across quarters, reserve up to 5% of grant funds for contingency, and list which part of the project each funding source supports to avoid duplication.

Leverage partners: have port owners, drayage organizations, utilities, and equipment vendors provide letters of support and pricing quotes; include a short market analysis showing demand for electrified truck and ferry services and any commitments from terminal operators or freight chain partners. Demonstrate how funds will reach the dirtiest segments first (for example, oldest trucks or highest‑use ferries) and document plans for long‑term operations and maintenance support after installation.

Timeline checklist: pre-application webinars, permit milestones, and award notification dates

Action now: Register for the pre-application webinar on 2026-01-20 and for the follow-up Q&A on 2026-02-10; if you cannot attend live, download the recording and slide deck by 2026-02-15 and have your readiness checklist submitted by 2026-02-28.

Pre-application items (complete by 2026-02-28): confirm local point of contact, upload a one-page summary of the proposed project, attach a preliminary impact table for air and water quality, list large equipment staging needs, note expected trade volume changes, and identify cargo handlers and training needs; check waiver intent if you will request waivers (deadline for waiver requests: 2026-03-01).

Permit milestone: Notice of Intent (NOI) – submit NOI by 2026-03-15; public notice period opens on the same date and closes 30 days later (public comment end date: 2026-04-14). Include an IMOS-aligned emissions inventory and reference current EPA standards; otaq staff reviews completeness within 14 days.

Permit review schedule: technical review runs 2026-04-15 to 2026-05-31, with targeted draft permit issuance on 2026-06-15 and final permit decision on 2026-06-30. If the proposal includes water discharge elements, attach monitoring plans and risk matrices for water impacts; expect direct questions about wind exposure effects on emissions controls and any near-term mitigation measures.

Waivers and special requests: submit detailed justification and supporting data by 2026-03-01; otaq and imos guidance reviewers evaluate by 2026-04-15 and issue a written notice of decision. If granted, waivers will include explicit conditions and ongoing monitors requirements for at least the first 12 months.

Award selection and notification dates: initial selection list posted 2026-07-15; applicants on the shortlist will receive a formal notice and a 10-business-day checklist to complete. Final award letters issue 2026-08-01 and funds become available 2026-09-01. Expect a public announcement and a coordination conference call the week after award date to align order of disbursement.

Near-term post-award to-dos (complete within 60 days of award): execute grant agreement, provide proof of insurance, finalize local community outreach in bahasa if requested, schedule first site inspection, and submit a recruitment plan for local hires and handlers who will operate mitigation equipment.

Monitoring and long-term compliance: set up ongoing monitors within 90 days of funds release, implement air and water quality sampling plans, and submit quarterly reports for the first two years; otaq monitors technical compliance and posts quarterly status notices. If risks increase, prepare contingency plans and adjust mitigation timelines accordingly.

Data and documentation checklist: include exact submission date on every document, maintain a version-controlled folder, provide georeferenced site maps, and attach calculations for expected impact reductions (CO2, PM, SOx). Have quality assurance records ready for audit and a named contact at baba-otaqepagov for procedural questions.

Practical checks before each milestone: verify permit fee payment, confirm public notice posting, confirm translation availability (bahasa and local dialects where relevant), check stakeholder lists for trade partners (including any operations tied to libyas routes), and run a final risk check for large-scale disruptions such as high wind events or major waterway closures.

If timelines slip: notify the grant officer within 5 business days of any delay, propose a revised date with mitigation actions, and document continuing community outreach; ongoing communication keeps approvals on track and helps protect projected air and water quality gains intended to accelerate cleaner port operations.