Transportez vert — Coaching for energy management

Who is eligible?

• Organizations managing a fleet of road vehicles and wishing to improve the energy management of this fleet.

Who is not eligible

This grant program specifies entities that are not eligible for funding based on their status or existing legal conditions. These restrictions are intended to ensure the grant benefits those aligned with the program's environmental goals.

• Ministries or budgetary organizations of the Government of Quebec listed in the annex of the Financial Administration Act.
• Persons designated by the National Assembly.
• Federal ministries or agencies.
• Applicants in litigation with the Ministry of Environment, or who have unmet obligations to it.
• Applicants in bankruptcy or insolvency as defined by the Bankruptcy and Insolvency Act.
• Applicants listed in the Register of companies not eligible for public contracts (RENA).

Eligible expenses

• Fees of an external consultant employed by an organization with an establishment in the province of Quebec.
• Internal staff expenses directly related to eligible project activities, up to a maximum of 25% of total eligible project costs.
• Rental costs for measuring equipment used for energy management for the duration of the project, where applicable.

Eligible geographic areas

• Organizations and consultants that have an establishment in the province of Quebec, Canada.

The evaluation and selection of projects for this grant are based on ensuring that the proposed activities align with the program objectives of reducing energy consumption and GHG emissions from vehicle fleets.

• The energy management activities must be relevant and capable of delivering measurable reductions in fuel consumption and GHG emissions.
• The submitted project proposal must have a clear plan outlining energy analysis, feasibility study, implementation of measures, and performance follow-up.
• The project budget should be justified, with a detailed cost breakdown for external consultancy and internal resources directly linked to eligible activities.
• The project proposal must align with the program's requirement for additionality where the reductions in emissions should be real, measurable, and directly resulting from energy management activities.
• Potential for the project outcomes to contribute significantly to the program’s overarching goal of increasing energy efficiency and reducing GHG emissions in the transport sector.

• Step 1: Project planning and consultant selection
  • Plan an energy management activity for your road vehicle fleet that aims to reduce fuel consumption and greenhouse gas emissions.
  • Ensure the activity will be carried out by an external consultant, employed by an organization with an establishment in Québec.
  • Obtain a cost estimate for the coaching work, supported by a formal quote from the selected consultant.
  • Refer to the Ministry’s intervention guide for the recommended energy management approach for coaching projects.
  • Do not award a contract or sign a service offer with the consultant before submitting an approval request and receiving the Ministry’s approval.
• Step 2: Prepare the project approval application
  • Complete the official application form in Excel, providing all required information in the “Information générale” and “Accompagnement” tabs.
  • In the application form, check the box indicating “Demande d’approbation”.
  • Prepare the “Information générale” tab of the financial assistance application form, sign it, and save it as a PDF or image.
  • Attach the selected consultant’s quote for the project.
  • Prepare the coaching project plan using the Ministry’s project plan template.
  • Ensure that you submit the application yourself; representation by a third party for the submission and processing of the request is not allowed.
• Step 3: Submit the project approval application to the Ministry
  • Transmit to the Ministry all required documents for approval: the completed Excel application form, the signed “Information générale” form in PDF or image format, the selected quote, and the coaching project plan based on the Ministry’s model.
  • Ensure all required information in the financial assistance form is complete before sending.
• Step 4: Ministry analysis and approval decision
  • The Ministry reviews all documents received and verifies that all required information has been provided.
  • The Ministry checks that the organization is eligible and that the consultant is employed by an organization with an establishment in Québec.
  • The Ministry verifies that the coaching concerns energy management for a vehicle fleet and that the planned activities are eligible under the program.
  • The Ministry then sends an email informing you of the project’s eligibility and approval status.
• Step 5: Implement the approved coaching project
  • Start the coaching project only after receiving the Ministry’s approval.
  • Carry out the activities according to what was presented and approved at the approval stage.
  • Ensure the consultant’s reports meet your needs and comply with your agreement with the consultant.
  • Verify that all reports conform to the Ministry’s templates.
• Step 6: Prepare the financial assistance claim
  • After completing the coaching work, fill out the official application form in Excel again, providing the required information in the “Information générale” and “Accompagnement” tabs.
  • In the application form, check the box indicating “Demande d’aide financière”.
  • Prepare the “Information générale” tab of the financial assistance application form, sign it, and save it as a PDF or image.
  • Gather copies of the consultant’s invoices justifying the costs.
  • If applicable, complete the declaration template in Excel detailing the internal staff hours worked on eligible project activities.
  • Collect copies of invoices for measurement equipment rental costs related to energy management, if applicable.
  • Obtain copies of proof of payment for all invoices.
  • Prepare an analysis report for each activity carried out, using the Ministry’s intervention report templates.
  • Ensure that internal hours claimed are directly linked to eligible coaching activities and that employee tasks are clearly described.
• Step 7: Submit the financial assistance claim to the Ministry
  • Transmit to the Ministry the completed Excel application form indicating “Demande d’aide financière”, the signed “Information générale” form, copies of consultant invoices, internal hours declaration (if required), invoices for equipment rental (if applicable), proofs of payment, and all required activity analysis reports.
• Step 8: Ministry analysis of the financial assistance claim
  • The Ministry validates the compliance of all reports to ensure that the activities carried out correspond to those approved and to the program’s objectives.
  • The Ministry uses the reports to assess the quality of the consultant’s work.
  • The Ministry also verifies all supporting documents, including invoices and the internal hours report.
• Step 9: Determination and payment of financial assistance
  • Following validation of compliance, the Ministry determines the amount of financial assistance according to the criteria set out in the program’s normative framework.
  • The Ministry issues the grant payment by cheque.

• No new accompaniment project approval applications are currently being accepted; only participants with an already approved project may still submit financial aid claims.
• The Ministry will not accept representation by a third party for the submission or processing of an application; the applicant organization must handle this directly.
• Reports produced by the consultant must comply with the official templates provided by the Ministry, and the applicant is responsible for validating their quality and relevance.
• The program documentation (normative framework) prevails over all other information sources, such as brochures or web content, in case of discrepancy.