City Council authorized the Public Works Department at their March 27, 2017 meeting to apply for a Montana Air and Congestion Initiative (MACI) program grant from the Montana Department of Transportation (MDT) - Planning Division for a new large vacuum sweeper.  The application stated the City would pay 13.42% of the total cost of the sweeper and MDT MACI funds would pay 86.58%.  The City of Billings is eligible for the program based on certain air quality particulate matter requirements.  One sweeper is included in the Equipment Replacement Program (ERP) for replacement in FY 2018 for the Public Works Department. The sweeper that will be received as a result of this award will replace this sweeper.  MDT is expected to bid this sweeper in late July of 2017 with the equipment delivered to the MDT maintenance shop in Helena in the spring of 2018.

The City Council may:

• Approve the acceptance of the MDT MACI equipment award and authorize the Mayor to execute the required documents from MDT; or;
• Decline the MDT MACI equipment award.  If the award is not accepted the Public Works Department will bid and pay the full price for a new sweeper in FY 2018.

 The City will pay 13.42% of the total cost of the sweeper and MDT MACI funds will pay 86.58%. The updated total cost of this unit is estimated at $199,728.   The estimated cost to the City is $26,803 and the cost to MDT is estimated at $172,925.  The exact cost of the unit will vary based on the bids received by MDT for this unit.

Staff recommends that the City Council accept the MDT MACI equipment award for the new sweeper, for the City to pay 13.42% of the total cost of the sweeper and MDT MACI funds to pay 86.58% and authorize staff to pay for the costs to transport the new sweeper from Helena to Billings.  Staff also recommends that the City Council authorize the Mayor to sign subsequent MDT acceptance documents resulting from this award.