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AZ SMART Questions and Answers
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Date PostedRFGAA SectionTopicQuestionAnswer
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11/18/2024Federal grant applicationsFederal grant applicationsCan I access consultants on ADOT’s grant writing contracts?These contracts are limited to ADOT. Applicants will need to procure their own grant writing services in accordance with state law.
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11/18/2024Application InstructionsProject AdministrationCan I self-administer my AZ SMART award?It depends on the eligible use(s) awarded by the Board:
- Federal grant development and submission - Yes, all Applicants are responsible for procuring their own consultant and administering the services provided
- Non-federal match for a federal grant - ADOT will administer the project if an Applicant is successful in securing a federal grant award, unless the federal grant allows and the Applicant elects to be a direct recipient. ADOT project development and/or construction administration fees will apply to all ADOT-administered projects.
- Design and other engineering services - ADOT will administer the project (unless otherwise determined), and ADOT project development administration fees will apply.
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11/18/2024SpecificationsCOG/MPO approvalWhy is COG/MPO approval required?COG/MPO approval is required by the AZ SMART statute (ARS §28-339.H).
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11/18/2024SpecificationsCOG/MPO approvalWhat type of evidence is required of COG/MPO approval?A letter in pdf format from the COG/MPO demonstrating approval of the project and the applicable federal grant is required to be uploaded during the Application process.
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11/18/2024SpecificationsIneligible UsesCan the AZ SMART Fund provide a greater match amount than required by a federal grant to make my project more competitive?No. The AZ SMART Fund will not provide match funding beyond that required by the applicable federal grant. Match funding beyond the amount required is the responsibility of the Applicant. Some federal grants do not require a match for rural, tribal or other types of applications. As a result, AZ SMART will not provide match for such grants.
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11/18/2024ReimbursementReimbursementCan the AZ SMART Fund reimburse me for expenditures I incurred and paid for eligible uses prior to September 14, 2024 (the effective date of the 2024 amendments)?No. The legislation establishing the AZ SMART Fund did not allow for retroactive reimbursements. Only expenditures incurred and paid after September 14, 2024 are eligible to be included in an application for the AZ SMART Fund.
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11/18/2024Requesting Reimbursement from AZ SMARTReimbursementCan we get reimbursed for in-kind expenses from the AZ SMART Fund?Yes. However, non-cash contributions must meet all of the following criteria:
- Identified in the AZ SMART application;
- Were incurred after September 14, 2024;
- Are tracked by, and verifiable from, the Applicant's records such as timesheets (such records will be required to be submitted for reimbursement);
- Are not included as contributions for any other state or federal award; and
= Are necessary and reasonable for accomplishment of Project or program objectives.
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11/18/2024SpecificationsEligible UsesCan AZ SMART be used to provide the match for Congressionally Directed Spending?No. AZ SMART is limited to federal discretionary grants. Congressionally Directed Spending does not qualify for the program.
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11/18/2024SpecificationsEligible UsesIs there a limit on the amount that can be requested?The amount requested may not exceed the estimated cost for the applicable eligible use. In addition, the State Transportation Board may approve, deny, modify or request more information on any application.
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11/18/2024SpecificationsEigible UsesDo we need to repay an AZ SMART award for DOES if we submitted a federal discretionary grant application but were not selected?No. However, the RFGAA requires applicants to notify AZ SMARTwithin 10 days of the announcement of the federal grants awards if they receive - or do not receive - a federal grant by sending an email to azsmart@azdot.gov.
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11/18/2024SpecificationsEligible UsesDo we need to repay an AZ SMART award for DOES if we do not submit a federal discretionary grant application within 2 years?Yes. The AZ SMART statute requires the Board to rescind the award and the applicant to repay any AZ SMART funding expended if the 2 year deadline is not met.
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11/18/2024SpecificationsEligible ApplicantsAre regional planning organizations, tribes, for profit entities or non-profits eligible for the AZ SMART Fund?As long as an entity is eligible for the federal discretionary grant being pursued and the project involved is related to surface transportation, the entity should be eligible for AZ SMART.
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11/18/2024SpecificationsEligible ProjectsAre transit, rail or airport projects eligible for AZ SMART Funds?The AZ SMART law restricts the program to projects that will be submitted for a “federal discretionary grant program administered by any federal agency for surface transportation purposes." Therefore, most transit and rail projects are eligible but not airport projects.
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11/18/2024Federal grant applicationsFederal grant applicationsCan ADOT prepare my federal discretionary grant application?No. ADOT does not provide grant writing services or assistance.
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11/18/2024SpecificationsEligible UsesWe received an AZ SMART DOES award and did not use it all to design the project. Can you transfer the remaining amount to constructionNo. DOES awards are limited to design and other engineering services only. Any remaining funding will be released from the project and returned to
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11/18/2024Application InstructionsFinancial StatementsWe do not have financial statements but have an Annual Comprehensive Financial Report (ACFR). Is that acceptable?Yes, providing links to an ACFR will fulfill the requirement for financial statements.
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11/18/2024Application, Review, Recommendation and Board Action ProcessAZ SMART application developmentPlease confirm MPOs applying for match need to submit a COG/MPO approval letter, a resolution from the MPO and letters of support with the application.Of the items listed, the only ones required are the COG/MPO approval letter and an approved, dated and executed resolution of the MPO board. Submitting up to 5 letters of support is optional but will provide points as discussed in the Priority Criteria section of the RFGAA.
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11/18/2024SpecificationsCOG/MPO approvalOur project spans both the MPO and the COG. Should we submit approval letters from both the COG and MPO? Only one COG/MPO approval letter will be accepted. The required approval letter should be from the entity in which the greatest percentage of the project is located based on population or the service boundaries as identified in the applicant's legal organizing documents. The other entity may provide a letter of support to the applicant if desired.
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11/18/2024SpecificationsCOG/MPO approvalIs a COG/MPO approval letter the same thing as a letter of support?No. The COG/MPO approval letter is required by the AZ SMART law while letters of support are optional.
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11/18/2024Application, Review, Recommendation and Board Action ProcessAZ SMART application developmentCan we get reimbursed for hiring someone to develop our AZ SMART application?Applications for DOES may request reimbursement for development of scope, schedule and budget information required to be submitted in the AZ SMART application PROVIDED: 1) Any consultant services used to develop the information were procured under a solicitation which meets Federal Standards, and 2) These expenditures are included in the Project Budget submitted with the Application.
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11/18/2024Application, Review, Recommendation and Board Action ProcessProject Development Administration (PDA) FeesCan AZ SMART pay for ADOT's PDA fees?Yes, a DOES award can cover ADOT's PDA fees PROVIDED the expenditures are included in the Project Budget submitted with the Application. Applicants understand additional PDA funds may be required, particularly for complex projects or those which are not well-developed and agree to pay such funds within 30 days of receipt by ADOT. Any additional fees will not be paid from an AZ SMART award.
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11/18/2024SpecificationsEligible UsesCan an AZ SMART match award cover costs not reimbursed under a federal grant?No. An AZ SMART match award provides the required match for only those expenditures reimbursed by the applicable federal agency. It may not be used for any other purpose.
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11/18/2024Application InstructionsProject AdministrationWe plan to be a Direct Recipient. Can ADOT assist us with project administration?Applicants that begin as a direct recipient and later request ADOT administration will be required to pay PDA and construction administration fees as applicable. ADOT may decline to accept the responsibility based on the project type, resource capactiy or ther factors.
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11/18/2024Application InstructionsLetters of SupportCan ADOT provide a letter of support for our AZ SMART application?No. Because ADOT is responsible for managing the program, providing letters of support is a conflict of interest.
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