GRANT FROM MAG STREET SWEEPER 10212013.PDF

MARICCIPA
ASSOCIATION of
GOVERNMENTS
202 North 1st Annus, Suite 300 • Phoenix, Arizona 85003
Phone (602) 254-6300 A FAX (6023 254-6490
E-mail: mag@ezmeg,gov • Web sits: www.azmag.gov
December 13, 2012
Mr. Tom Manos, Manager
Ma ricopa County
301 West Jefferson Street, Suite 950
Phoenix, Arizona 85003
Dear Nr-r-MaMs:
On December 5, 2012, the MAC Regional Council approved the prioritized list of proposed PM- 10 certified
street sweeper projects for FY 2013 Congestion Mitigation and Air Quality Improvement (CMAQ) funding
(Attachment One). We are pleased to inform you that a PM- 10 certified street sweeper project requested
by Maricopa County has been authorized for FY 2013 CMAQ funding in the amount of $215,469. In the
project proposal, Maricopa County agreed to provide a 5.7 percent cash match. We are requesting that
the sweeper be purchased by December 24, 2013. In addition, for street sweepers purchased with
federal CMAQ funding, it is importantthatthe member agencies comply with the ADOT Federal Property
Management Standards, which includes obtaining ADOT approval prior to disposal.
Details concerning street sweeper requirements are listed below,
I . Eligibility - Eligible street sweepers are defined as those which have been certified bythe South Coast
Air Quality Management District (SCAQMD) as meeting the SCAQMD Rule 1186 certification
standards. The most recent list of Certified Street Sweepers Under SCAQMD Rule 1186 is dated
August 30, 2012 (see Attachment Two). It is assumed that, at a minimum, the CMAQ-funded street
sweeper will be used in accordance with the lane miles and sweeping cycle submitted with the
project application.
2. Procurement - Local procurement of the street sweeper must conform to applicable federal and
state procurement regulations for the purchase of the certified street sweeper. Also, the Federal
Highway Administration has advised MAG that entities should proceed with procurement of PM-10
certified street sweepers after CMAQ funding has been authorized by the MAC Regional Council.
in accordance with the ADOT Federal Property Management Standards, lithe project involves
replacing an older street sweeper, no purchase order should be placed for replacement
equipment without affirmative approval from ADOT. To begin the process, the jurisdiction is
required to provide a complete description of the street sweeper to be traded or sold and of the
street sweeperto be purchased, a copy of the vendor quote which specifies price, trade-in amount,
net cost, and the reason for the request to MAC in writing. MAG will send the request to ADOT,
and MAG will in turn forward the ADOT response back to the jurisdiction.
3, Annual Inventory -According to the ADOT policy, MAG is responsible for conducting and submitting
an annual inventory of the certified street sweepers owned by the jurisdictions to ADOT by
October 31. For the annual inventory, MAC will contact the jurisdictions to obtain information on
each street sweeper. It is important to note that the inventory will require additional financial
information such as accumulated depreciation and net book value,
A Voluntary Association of Local Governments in Maricapa County
City of Apache Junction • City of Avondale A Term ofBucicoye • !awn of Carefree A Town of Cere Creek A City of Cliendler A City of El Krage • Fort McDowell lievapai Nation A Town of Fountain Ms A Town Of cas Bend
Gfo ITNer lixran Commurtly Aim of Glbert • City of Glendale A City of Goodyear A Town of Guadalupe A aty of litelAdd Pork A Maricopa County ACityaf Mese A Town of Paradise Valley A City of Peoria • City of Phoenix
Town of Neon Creek A Salt River Pirrei-Mroicepa hake Community A thy tlf Scottsdale A City of Surprise A City of Tampa A City of Tolleson A Town of Widr,entrurg A Town of Yotingtown • Arizona 0epartment of Transportation

Mr. Tom Manes, Manager
December 13,2012
Page 2
4. Reimbursement - MAG will distribute the CMAQ funding on a reimbursement basis. Again, we are
requesting that the sweeper be purchased by December 24, 2013. Additional costs for equipment
beyond the specifications necessary for compliance with Rule 1186-certification are not eligible for
reimbursement. Examples of additional street sweeper equipment not eligible for reimbursement
are provided in Attachment Three. To initiate reimbursement, please submit a copy of the vendor
invoice to the attention of Dean Giles at MAC. Following the submission of a detailed pricing
summary and invoice to MAC, Maricopa County will be reimbursed for an amount not to exceed
$215,469. Please provide the name of the contact person and the mailing address to send the
reimbursement.
Please provide documentation that includes a description of the street sweeper, the vehicle
identification number, name of title holder, the cost of the vehicle (copy of invoice, bill of sale, etc.),
the location where the sweeper is housed when it is not in use. The name of the contact person
for the sweeper and telephone number is also requested,
5. Disposition -The ADOT Federal Property Management Standards (Attachment Four) requires that
each jurisdiction obtain ADOT approval prior to disposal of a CMAQ-funded street sweeper. Each
jurisdiction is to request disposal of a street sweeper in writing to MAC. MAC will send the request
to ADOT, and MAC will in turn forward the ADOT response back to the jurisdiction. The ADOT
policy covers various categories of disposition (e.g. trade-in, auction, or sale), with requirements
unique to each category.
For disposal of an older CMAQ-funded street sweeper through any means, the federal awarding
agency is entitled to a share of the proceeds. According to the ADOT Federal Property
Management Standards for disposition through a trade-in or sale, an amount ofthe proceeds entitled
to the federal awarding agency will be calculated and applied toward the cost of the new street
sweeper and an amount based on the percentage of the jurisdiction's participation in the original
sweeper may be used to offset the amount of local cash match required.
If you have any questions or require additional information regarding the ADOT policy, please contact
Dean Giles at (602) 254-6300 or dgiles@azmag.gov ,
Sincerely,
Dennis Smith
Executive Director
cc: John Hauskins, Director, Department of Transportation, Maricopa County
Clem Ligocki, Intergovernmental Policy Manager, Maricopa County
Lee Jimenez, Federal-Aid Program Coordinator, Maricopa County
Scott Johnson, Department of Transportation Fleet Manager, Maricopa County

One Of and by -4-4-
Number certrfied street sweepers owned operated your agency, 34 34 11 6 7 7
Attachment
Funding street and Glen
geographical Bethany Bethany Rd„and Ave. Evergreen owned and
certified operate Rd. West Rd. Elliot Dr.; county Ave.
Information what 1Ave.West , Pecos Pecos Arizona
CMAQ In requested sweeperwilI " West Ave., West Rd.southto to Continental on roads Glendale
indte the to to 1' to west to Dr. locatons of Blvd.
Supplementer Please area(s) ° Ave. Rd. Ave.to Rd. Baseline Rd. Rd. to Priest maintained Southeast
2013 111 Home 111' Home Power Ray Cr. Venous Harbor
2012 for or
FY resources support No V V V
5, staff project?
for committed to
Projects local additionai equipment sweeper Yes V V V monitor.
December Have been the PM-10
Projects
Sweeper will: Replace older certified sweeper V V V V V V of a
on miles
for sweeper four
Sweeper street Increase Frequency V within
Council Available
certified sweeping source.
Street is Ext:iand V
requested funding
Regional Funding The Replace non- certified sweeper indicate of
Certified CMAQ cost ton County regardless
MAG in Cost-Effectiveness dollar metric reduced) $178 5181 $312 $532 $1.346 $107,999 equipment. Maricopa agency,
(CMAQ annual and
PM-10 by $1,246,973 per by the
Ineligible Tempe,
Daily Emission Reduction (Kllograms/ day) 427 419 273 150 62 .1 operated
Approved excludes Gilbert,
Proposed Cost #1, and
Total $206,064 $206,064 5231,411 $216,305 $220,498 $234,011 project Phoenix owned
the
of of #2, sweepers
Local Cost $11,746 $11,746 $13,191 512,329 $13,024 $13,339 portion
List Phoenix street
,318 eligible for
Federal Cost $194,318 $194 $218,220 $203,976 $215,469 $220,672 $1,246,973 projects certified
Prioritized CMAQ of
the sweeper number
+ + County* cost for total
#2 to + + Proposed
Agency Phoenix Phoenix Gilbert Tempe Maricopa Glendale Total Total •+, ++ The
"