Plugged+in+Fleets+Application+Form

							                    Plugged-in Fleets Initiative
                                    Application Form
  APPLICATION FOR ELECTRIC VEHICLE PROJECT, “ PLUGGED-IN FLEETS
  INITIATIVE”, FROM THE ENERGY SAVING TRUST in partnership with EDF
    Energy, Sponsored by Transport for London (TfL) and Department for
                             Transport (DfT)
Project Overview

The project aims to encourage the active take-up of electric vehicles (EVs) wherever this makes
business sense and is, in principle, open at no cost to all kinds of vehicle-running organisations. Our
analysis will consider the operational, infrastructural and financial implications of EVs, and so give
practical and real-world insight into where and how EVs could be adopted.

We envisage that each project will focus on one principal business unit to highlight the principles and
focus on where EVs can make a real difference. Site surveys carried out by EDF Energy will form a
part of this programme of work unless this is deemed unnecessary.

There are a limited number of projects available under this initiative and a selection process will
determine the successful applicants. In terms of the vehicles considered, we would expect to review
the following categories of vehicle eligible for the Plugged-in Car and Plugged-in Van Grants within a
fleet:

    -      Vans up to 3.5 tonnes GVW
    -      Leased cars, typically perk lease cars, second car schemes
    -      Pool or Allocated cars.
    -      Salary sacrifice schemes

Key to each project will be accurate fleet information, as well as considering the site-specific
infrastructural implications of EVs, in addition to the commitment shown by the applicant organisation
and also the likelihood of eventual EV adoption. To this end, Energy Saving Trust (EST) will need to
qualify applicants on their applications, based on data availability and subsequent meeting[s].
                                                    th
Once completed, please return this form by the 16 April 2012 to;

By post:          EV Plugged-In Fleets Team
                  Energy Saving Trust
                  21 Dartmouth St
                  London
                  SW1H 9BP

By email:         Electronic signature is acceptable and by emailing this form you are formally applying
                  for this project. Signed and scanned copies of this form can be emailed to Caroline
                  Watson; caroline.watson@est.org.uk
Applicant Information

Please complete details of your organisation and list the name[s] and contact details of the
organisation’s main contact[s]



Organisation Name


Sector

Organisation Address




Main Contact

Position

Telephone

Mobile

E-mail



Key Contacts / Sponsor(s)

Please list the individuals within your organisation who will be involved in the initiative (e.g. Finance
Director, Facilities Manager, HR Manager, etc).
EST and EDF Energy with our sponsors firmly believe that we need support for this initiative from the
fleet decision maker / manager as well as a senior member of the organisation who has the ability to
lead the organisation through a fleet decarbonising exercise. Our experience to date has shown this
to be crucial, and with this in mind, the assessment process may include a one to one discussion with
the named Project Sponsor below, and our Project Liaison Manager. Throughout the programme, we
expect the relationship at this level to support the decision making process.
Name           Position             Responsibility      Phone      Email

                                    Project
                                    Sponsor




Data

Vehicle Type                                                                    Number

Vans

Company cars

Pool cars

Salary sacrifice cars




Fleet data available for analysis                                          Please tick
Live list of vehicles, defined by geographical location in relation to a
main place[s] of work

Historical mileage data for individual vehicles

Historical fuel data for individual vehicles

Routing information, possibly from telematics or operational data

Funding arrangements                           Outright purchase

                                               Contract hire

Vehicle choice list and vehicle policy
                                                                 Daily journeys    Daily Journeys
Estimated / Assumed Operational conditions:                      up to 80 miles    greater than 80
                                                                                        miles
Number of vans

Number of company cars

Number of pool cars

Number of salary sacrifice cars



Previous fleet assessments

In case you have had previous reviews or consultancy offered by EST or other third party
organisations, please state the year and nature of the work carried out.

…………………………………………………………………………………………………..

………………………………………………………………………………………………….

………………………………………………………………………………………………….


Please summarise below what you would like to get out of the EV project so that we can better
understand your intentions or needs.
Further information to support your application (maximum 250 words)




                                       Terms and Conditions

1. Overview

This scheme is open to all kinds of organisations and our analysis will consider the operational,
infrastructural and financial implications of EVs, and so give practical and real-world insight into where
and how EVs could be adopted.

2. Eligibility
Organisations must be based in the United Kingdom. EST reserves the right not to proceed with a
review should it be apparent that there is insufficient data available to analyse or that it is considered
that opportunities to integrate EVs into the fleet are extremely limited or that commitment at senior
level in the company is not clear.


3. Obligations
Without accurate data, the Energy Saving Trust cannot supply you with the best service. We have to
ensure that we can deliver the project and therefore we need core data and support from the fleet
manager at a detail level. By applying for our EV advice service you therefore agree:
       to supply us with all relevant information about your vehicle fleet to enable your appointed
        Fleet Consultant make an informed assessment of your needs and to provide relevant advice;
       to provide site access to allow infrastructure survey(s) to be carried out by EDF Energy
       EST reserves the right to cancel a project if sufficiently accurate data with which to work is not
        provided within 2 months of acceptance on the Plugged-in Fleets Initiative;
       to co-operate with requests for information and follow-up queries;
       provide feedback to help us accurately evaluate the programme and improve our Fleet Advice
        service;
       to tell us about changes you have made to your fleet operations following the review and the
        effectiveness of those changes.


4. Nature of advice

While every effort is made to ensure that advice provided to you is accurate and relevant, it is your
responsibility to assess whether recommended actions are appropriate for your organisation and to
determine the steps that you will take to implement the advice. The Energy Saving Trust will not be
liable to you for any indirect loss or damage you may suffer as a result of receiving or implementing
the advice.

5. Liability

Neither party will be liable to the other for any indirect, special, incidental or consequential damages,
or loss of profits or loss of business (whether direct or indirect) arising out of this agreement.

6. Use of information

As part of this programme we will publish a final report of the lessons learnt for dissemination to a
wider audience. This is important to ensure the maximum impact of the project and significantly
beyond the 20 fleet analysis. Further to 3. above, EST, TfL or UK Government departments may wish
to use information relating to this EV Project to carry out research or statistical analysis, to assess the
effectiveness of the programme, to shape future policy and to publish information about the
programme and related research. Aggregated or non-attributable information may be used for these
purposes. We will never publish any of the attributable fleet or organisational data you have supplied
in relation to the programme without your consent.

7. State aid
The provision of free or subsidised consultancy and other services under the Fleet Advice programme
falls under European "state aid" rules. We must ensure that we comply with state aid rules when
providing Fleet Advice. Therefore, in order to benefit from Fleet Advice your organisation must either
be (1) a “non-undertaking” or (2) eligible to receive De Minimis state aid.


(1). “Non-undertakings" are generally non-commercial organisations.
   “Non-undertakings” might include local authorities, NHS Trusts, and housing associations.
 “Undertakings” might include sole traders, partnerships running a business, and companies
running a business or any organisation engaged in some form of commercial activity, no matter how
small.
If you are unsure about the status of your organisation we can offer general advice, but ultimately you
must decide whether or not you are an “undertaking” or not.
Otherwise you can assume you organisation is an “undertaking” and check to see whether you’re
eligible to receive De Minimis state aid as described in (2) below;
(2). Your organisation is eligible to receive De Minimis state aid for Fleet Advice, if it does not exceed
     the maximum aid permitted.
              The estimated maximum value of the Fleet Advice that your organisation will receive is
               €15,000 for an EV Project. We will write to you following completion of the work to
               confirm the exact amount for your records.
 Maximum De Minimis aid permitted is € 200,000 (or €100,000 for organisations in the road
transport sector) over any three year fiscal period.
 Examples include loans, guarantees, and some grants (not all are De Minimis) from a central,
local, or regional public body.

If you are unsure then please contact the body from which the assistance was received for
confirmation.
It is your responsibility to ensure you haven’t received in excess of this amount or you may be required
to repay any excess.
“Undertakings” are provided this service under the European Commission's De Minimis Regulation
(EC) No. 1998/2006 of 15 December 2006 on the application of articles 87 and 88 of the Treaty to De
Minimis aid, OJ2006L379/5.
I declare that the total amount of De Minimis aid received by the organisation (including other group
companies) over the last three fiscal years is as follows*:


        Year 1                           Year 2                          Year 3                            Total
       (2008/09)                       (2009/10)                       (2010/11)




*For each item of De Minimis funding please provide details of the identity of the funder and the value of the assistance
received.




8. Declaration
I hereby confirm that the organisation will comply with the conditions set out above with respect to
Plugged-in Fleets Analysis services.
Tick one of the following:
(i)       The organisation is not an “undertaking” for the purposes of Articles 87 and 88 of the EC
          Treaty. 
or

(ii)      The information provided above relating to De Minimis aid received by the organisation in the
          last three fiscal years is true, accurate and complete to the best of our knowledge.
For and on behalf of the Organisation

The Project Sponsor should sign this document and is assumed to be the senior member of the
organisation who will maintain a dialogue with the Project Liaison Manager throughout the project.


 Signature                                        Date

 Name                                             Position