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HomeMy WebLinkAboutItem 06- Air Quality Traffic Signal ITEM MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER V--) MEETING DATE: JUNE 16, 2009 SUBJECT: INTERLOCAL AGREEMENT AMENDMENT BETWEEN THE CITY OF GRAPEVINE AND THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS (NCTCOG) FOR LOCAL AIR QUALITY TRAFFIC SIGNAL PROJECT RECOMMENDATION: City Council consider approving an amendment to an existing Interlocal Agreement between the City of Grapevine and the NCTCOG for Local Air Quality Traffic Signal Project Re-timing of Traffic Signals, authorize staff to execute said amendment, and take any necessary action. BACKGROUND: Existing Project and Scope of Work The City applied for grant funding to re-time traffic signals citywide in July 2006 as part of a Call for Projects under the Air Quality program that was issued by the NCTCOG. The City was successful in obtaining funding in the amount of $952,600 to retime 58 signals located in the City and install video detection at 30 signals. Of these 58 signals, 17 signals are on city owned streets and 41 signals are on state highways. As a result, NCTCOG separated the project into two portions for contractual purposes. The City portion only (17 signals) has a total cost of $202,767. The NCTCOG funding is $162,214 and the City's matching portion is $40,553. An agreement with NCTCOG was executed in April 2008. The State portion (41 signals) has a total cost of $749,833 and is completely funded through state and federal money. An agreement with the State was executed in April, 2009. The City also applied for and received another grant for an Advanced Traffic Management System (ATMS) as part of a Call for Projects under the Intelligent Transportation Systems (ITS) program issued by the NCTCOG. The ATMS project involves installing CCTV cameras along all the major arterials, dynamic message boards at key locations and a traffic operations center. The total project cost is $765,000. The city's match is $38,250, state's match is $114,750 and the remaining $612,000 is funded by the federal grant. Staff has been working with TXDOT in finalizing an agreement for this project. June 8, 2009(3:02PM) Traffic Adaptive System In the past few months, staff has become aware of a new traffic adaptive signal system that has recently come into the market. This new system essentially creates new timing plans in response to changing traffic patterns. Cameras installed at each signal collect data constantly and the system uses this information to continually retime the signals. Through radios installed at each signal, data is passed between adjacent signals to establish synchronization between the signals. Once the system is configured and established, it is, by and large, able to function by itself adapting to changing traffic patterns. Our current signal system only allows us to create and download specific timing plans by time-of-day. Due to data collection and cost limitations, we are only able to implement three to five timing plans per arterial. Creating new timing plans is expensive. It typically costs $5,000/location to create three timing plans (AM, mid-day and PM peak). These timing plans have to be revamped every three to five years. The adaptive system overcomes these limitations. Data is collected on a 24/7 basis allowing the system to create and implement as many timing plans as needed. Our current system (and all systems currently in existence) uses the concept of cycle lengths. Cycle length is the amount of time it takes to cycle through all sets of movements once. The same cycle length needs to maintained for all signals along an arterial for a specific timing plan. This often results in smaller intersections along an arterial experiencing unnecessary side street delay. In addition, transitioning from one timing plan to another takes a long time during which the signals are out of coordination. This restricts the number of timing plans that can be implemented. The new adaptive system is built on completely different technology that eliminates these problems. While staff is still doing due diligence on this system, we believe it has merit and can be implemented in Grapevine successfully. We also plan to evaluate other adaptive systems that are currently in the market that may be similar in function to this system. In light of the benefits of a traffic adaptive system, Staff asked the NCTCOG to combine the Signal Re-timing and the ATMS projects together to create a single project that will allow us to install the adaptive system at over 40 signals (covering almost all major arterials). The remaining signals will be re-timed through traditional means. CCTV cameras will still be installed, although at existing signals minimizing installation and communication costs. The NCTCOG has agreed to combining the projects and to the change of project scope. Revised Scope and Amendments to Existing Agreements The combined project cost will be $1,717,601, with a City match of $78,803, a state participation of$264,717 and a federal grant of$1,374,081. However, since the original City portion of the signal retiming project was executed through the NCTCOG and the on-system portion through the State, we have to again execute two amendments. June 8, 2009(3:02PM) The amendment to the agreement with the State will also include a revised scope- implementing the adaptive system on 32 state signals and four City signals and re-timing state signals and five City signals. However, before this can happen, NCTCOG has to amend the Transportation Improvement Plan (TIP) and then forward it to the State which will then need to amend the STIP (STIP). This process has already begun and Staff expects this administrative process to be completed by December 2009. Staff anticipates bringing this amendment to Council for approval in January 2010. The amendment presented for approval to the Council this evening is the amendment to the current agreement with the NCTCOG. The revised scope includes installation of an adaptive system at five city owned signals and signal retiming at three other city owned signals. The total cost for this scope will remain the same at $202,767. Staff recommends approval. RC/rc O:\agenda\06162009\nctcog agreement amendment for signal project.doc , June 8, 2009(3:02PM) AMENDMENT# 1 INTERLOCAL COOPERATIVE AGREEMENT Between THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS and CITY OF GRAPEVINE for a TRAFFIC SIGNAL PROJECT THIS AMENDMENT IS MADE BY AND BETWEEN the North Central Texas Council of Governments, acting by and through its duly authorized officials, hereinafter referred to as "NCTCOG", and the City of Grapevine, hereinafter referred to as the "Sponsor". WITNESSETH WHEREAS, the City and NCTCOG executed an Agreement on April 22, 2008 for the implementation of a Traffic Signal Project in the City of Grapevine; and, WHEREAS, it has become necessary to amend that Agreement; NOW THEREFORE, in consideration of the premises and of the mutual covenants and agreements of the parties hereto, the City and NCTCOG agree that this amendment shall be incorporated into the Agreement: Replace Appendix A, Scope with Appendix A, Scope, May 2009 Revision. IN WITNESS HEREOF, the parties have executed this Amendment#1 to Agreement in duplicate originals on the day of 2009. CITY OF Grapevine NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS Signature R. Michael Eastland Executive Director Printed Name Title Attest: Interlocal Cooperation Agreement Page 1 NCTCOG and City of Grapevine Traffic Signal Project Amendment#1 APPENDIX A SCOPE May 2009 Revision Traffic Signals/ITS Communications Scope Activities for Grapevine Scope Activity* Traffic Signals/ITS Communications Project 11834.2 Signal Retiming and Hardware upgrades H Scope -- — —Install adaptive system,including video detection and communition for five(5)key locations; Retime three(3)locations and install CCTV at existing signals _ _ Notice to Proceed Prerequisites _ _ J Submittal of a list of Scope Activity milestones to NCTCOG. Submittal of Statement of ITS Architecture Consistency to NCTCOG___ — Progress Report Requirements Status reports shall be submitted by the first of each month following issuance of a Notice to Proceed for each month until completion of the Scope Activity and at the end of each fiscal year in which costs are incurred for this Scope Activity. Reports shall include the scope activity name,the date that the report is submitted,a list of activities carried out during the previous month, and an indication of how far along the project is(including estimated let/completion dates and actual let/completion dates for all phases). Budget Information** Funding Year 2007 Total Reimbursable Costs: $ 202,767.00 share RTC/Local Funds: $ 162,214.00 80% Local Match: $ 40,553.00 20% Anderson Gibson at Grapevine Mills 1881 Major traffic signal system expansion (Communication to field devices from a central location) Ball at College 1854 Major traffic signal system expansion (Communication to field devices from a central location) Ball at Wall 1857 Major traffic signal system expansion (Communication to field devices from a central location) Ball at William D Tate 1846 Major traffic signal system expansion (Communication to field devices from a central location) Dallas at William D.Tate 1846 Major traffic signal system expansion (Communication to field devices from a central location) Hall Johnson at Heritage 1751 Minor traffic signal hardware upgrades and retiming Hall Johnson at Parr 1746 Minor traffic signal hardware upgrades and retiming Hall Johnson at Pool 1649 Minor traffic signal hardware upgrades and retiming *A Scope Activity Number should be indicated for all expenses when requesting reimbursement. Page 1 of 1 **Funding Year refers to the NCTCOG Fiscal Year which runs from October 1 through September 30. �.,.. .