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HomeMy WebLinkAboutWS Item 03 - TXDOT Signal MaintenanceWl� ire • _. 3---- MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER MEETING DATE: APRIL 2, 2002 SUBJECT: TxDOT SIGNAL MAINTENANCE WORKSHOP City Staff will brief City Council on modifications to the Agreement with TxDOT which will enable the City of Grapevine to assume maintenance responsibilities for all traffic signals within Grapevine that are part of the State system. Staff briefed City Council on the proposed Agreement on June 19, 2001. The questions that were raised at the meeting have been addressed in the modified Agreement. The major concern raised by the Council related to the State's responsibilities regarding failed traffic signal equipment after the City had assumed maintenance responsibility. In response, Staff has worked out the following modifications to the proposed agreement. - The State has agreed to replace all traffic signal equipment costing more than $100.00. Typically, City personnel will replace damaged equipment and return the damaged equipment to the State. The State will then provide a replacement. - The State has also agreed to replace the existing incandescent bulbs (for green and red indications) with energy saving Light Emitting Diode (LED) lamps. The LED lamps have a rated life of six to 10 years as compared to the incandescent bulbs which need to be replaced annually. The State has also agreed to furnish replacement LEDs when they burn out. - The State will be responsible for construction of all new traffic signals and reconstruction of all existing traffic signals. Any catastrophic event that requires the reconstruction of existing signals would still be the State's responsibility. JSL/dsm 0:\agenda\040202\Workshop Traffic Signals TxDOT.agm March 28, 2002 (9:42AM) DRAFT -03-13-2002 Contract No. AGREEMENT FOR THE INSTALLATION AND REIMBURSEMENT FOR THE OPERATION AND MAINTENANCE OF TRAFFIC SIGNALS WITHIN A MUNICIPALITY STATE OF TEXAS COUNTY OF TRAVIS THIS AGREEMENT is made by and through the State of Texas, acting by and through the Texas Department of Transportation, hereinafter called the "State," and the City of Grapevine , hereinafter call the "City," acting by and through its duly authorized officers, as evidenced by Resolution/Ordinance No. , executed on w, reference. WITNESSETH hereinafter acknowledged by WHEREAS, by virtue of a Municipal Maintenance Agreement entered into by the City and the State on the day of , 20 , the State has been authorized to maintain certain highway routes within the City; and WHEREAS, from time to time the City requests the State to install traffic signals on certain highways within the City; and WHEREAS, in accordance with Texas Administrative Code: Title 43 Texas Administrative Code Section 25.5, on the 27`h day of May, 1987, the State Highway and Public Transportation Commission, now the Texas Transportation Commission, passed Commission Minute Order No. 85777, authorizing the State to install, operate, and maintain traffic signals on: TRAFFIC SIGNAL — TYPE R 1 of 8 1.00 (a) highway routes not designated as full control of access inside the corporate limits of cities, having a population less than 50,000 (latest Federal Census); and (b) highways designated as full control of access in all cities; and WHEREAS, the City has a population of less than 50,000 population according to the latest Federal Census; and WHEREAS, the City requests the State to assume the installation, operation, and maintenance responsibilities of the signalized intersections as shown in EXHIBIT 1, attached hereto and made a part of this Agreement; and WHEREAS, the City agrees to maintain and operate the signalized intersections with the State reimbursing the City for all maintenance and operations costs at a flat rate per location as shown on EXHIBIT 3. NOW, THEREFORE, in consideration of the premises and of the mutual covenants and agreements of the parties hereto to be by them respectively kept and performed, as hereinafter set forth, it is agreed as follows: AGREEMENT ARTICLE 1. CONTRACT PERIOD This Agreement becomes effective when fully executed by the City and the State and shall remain in force for a period of one year from the date of final execution by the State and shall be automatically renewed annually for a one year period, unless modified by mutual agreement of both parties, or terminated as hereinafter provided. TRAFFIC SIGNAL — TYPE R 2 of 8 7-00 ARTICLE Z. CONSTRUCTION RESPONSIBILITIES ,iwli±rdsx` A. The State shall prepare or cause to be prepared the plans and specifications, advertise for bids, let the construction contract, or otherwise provide for the construction of new traffic signals and/or reconstruction of existing traffic signals (including, at the State's option, any special auxiliary equipment, interconnect and/or communication material, and equipment), and will supervise construction, reconstruction, or betterment work as required by said plans and specifications. As a project is developed to construction stage, either as a unit or in increments, the State will submit plans and specifications of the proposed work to the City and will secure the City's consent to construct the traffic signal prior to awarding the contract; said City consent to be signified by the signatures of duly authorized City officers in the spaces provided on the title sheet of the plans containing the following notion: "Attachment No. to "Agreement for the Installation and Reimbursement for the Operation and Maintenance of Traffic Signals Within a Municipality," dated The City -State construction, maintenance, and operation responsibilities shall be as heretofore agreed to, accepted, and specified in the Agreement to which these plans are made a part." B. All costs of construction and/or reconstruction of new and existing traffic signals will be borne by the State, and the traffic signal system will remain the property of the State. TRAFFIC SIGNAL — TYPE R 3 of 8 7-00 ARTICLE 3. MAINTENANCE, OPERATION, AND POWER RESPONSIBILITIES A. The State shall be responsible for all electrical power costs for the operation of the traffic signals covered by this Agreement and shown on EXHIBIT 1. Power costs shall be billed as specified in EXHIBIT 2, "Traffic Signal Maintenance and Operations Provisions." B. The City will provide a trained staff to maintain and operate the traffic signals shown on EXHIBIT 1, and the State will reimburse the City at the flat rate shown in EXHIBIT 3 for parts and labor. All repairs shall be prioritized based on public safety and made as soon as possible. C. The City shall maintain and operate the traffic signals in accordance with the minimum requirements specified in EXHIBIT 2. D. The City shall maintain at least one log of all emergency calls and all routine maintenance. E. Routine maintenance will be performed by the City as specified in EXHIBIT 2. ARTICLE 4. COMPENSATION A. The maximum amount payable under this Agreement is $ 0.40 per year. B. Calculations for the above lump sum amount shall be shown in EXHIBIT 3, attached hereto and made a part of this Agreement for maintaining and operating the traffic signal installations covered under this Agreement. C. The addition or deletion of traffic signals shall be made by supplemental agreement. ARTICLE 5. PAYMENT A. The State agrees to reimburse the City at the flat rate shown in EXHIBIT 3 for maintenance and operations costs for the traffic signals described in EXHIBIT 1. The City shall submit to the State Form 132, `Billing Statement," or an invoice statement acceptable to the State TRAFFIC SIGNAL — TYPE R 4 of 8 7-00 on a (monthly/quarterly/annual) basis. An original Form 132 or acceptable invoice and four 00" `"` copies shall be submitted to the following address: B. The City shall maintain a system of records necessary to support and establish the eligibility of all claims for payment under the terms of this Agreement. These records may be reviewed at any time to substantiate the payment by the State and/or determine the need for an adjustment in the amount paid by the State. C. The State shall make payment to the City within 30 days from receipt of the City's request for payment, provided that the request is properly prepared. D. Knockdowns or damage resulting from an accident or an act of God and which require emergency replacement of major equipment shall not be included in the (monthly/quarterly/ annual) payments. For eligibility of payment for emergency replacement of major equipment, actual cost shall be submitted to the State for review and determination of reimbursement eligibility. E. Payment for the addition or deletion of a traffic signal installation shall be made by supplemental agreement. ARTICLE b. IDEMNIFICATION The City acknowledges that it is not an agent, servant or employee of the State and, thus, is responsible for its own acts and deeds and for those of its agents or employees during the performance of the work defined in this agreement. i TRAFFIC SIGNAL — TYPE R 5 of 8 7-00 ARTICLE 7. TERMINATION A. This Agreement may be terminated by any of the following conditions: (1) By mutual agreement and consent of both parties. (2) By the State upon thirty (30) days written notice to the City for failure of the City to provide adequate maintenance and operation services for those traffic signal installations which the City has agreed to maintain and operate. (3) By the State upon sixty (60) days written notice to the City that the State will assume operation and maintenance at the end of the one(1) year period of this contract. (4) By the City upon one hundred twenty (120) days written notice of the State. B. In the event this Agreement is terminated by any of the above conditions, the maintenance and operation of the traffic signal systems shall become the responsibility of the State. Any State owned equipment being held by the City shall be promptly returned within 30 calendar days to the State upon termination of this Agreement. The City shall not sublet or transfer any portion of the work under this Agreement unless specifically approved in writing by the State. All subcontracts shall include the provisions required in this contract and shall be approved in writing by the State. ARTICLE 9. AMENDMENTS Changes in the character, costs, provisions, in the attached exhibits, responsibilities, or obligations authorized herein shall be enacted by written amendment. An amendment to this Agreement must be executed by both parties. TRAFFIC SIGNAL — TYPE R 6 of 8 7-00 ARTICLE 10. SUCCESSORS AND ASSIGNS The State and the City bind themselves, successors, assigns, and legal representatives to the other party to this Agreement and the successors, assigns, and legal representatives of such other party to all covenants and provisions provided herein. Furthermore, the City shall not assign, sublet, or transfer any interests in this Agreement without the written consent of the State. ARTICLE 11. LEGAL CONSTRUCTION In the case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. ARTICLE 12. PRIOR AGREEMENTS SUPERSEDED This Agreement constitutes the sole and only agreement of the parties hereto and supersedes any prior understandings or written or oral agreements between the parties respecting the within subject matter. TRAFFIC SIGNAL — TYPE R 7 of 8 7-00 IN WITNESS WHEREOF, the parties have executed duplicate counterparts to effectuate this Agreement. The City of Grapevine ATTEST: (Name) (Title) (Date) City Secretary THE STATE OF TEXAS Executed by and approved for the Texas Transportation Commission for the purpose and effect of activating and/or carrying out the orders, established policies or work programs heretofore approved and authorized by the Texas Transportation Commission. District Engineer Date: Fort Worth District TRAFFIC SIGNAL — TYPE R 8 of 8 7-00 EXHIBIT 1 Signalized intersections on State Highways located in the City of Grapevine EXHIBIT 1- LOCATION -1- 7-00 TRAFFIC SIGNAL - TYPE R LOCATION TYPE OF SIGNAL 1. SH 26 & Bass Pro (Bethel) Conventional or Tee 2. SH 26 & Gaylord (Ex. Temp. Signal, Perm.Proposed) Conventional or Tee 3. SH 26 & Grapevine Dam (Fairway) Conventional or Tee 4. SH 26 & Pool/ Brumlow Conventional or Tee 5. SH 26 & Mustang Conventional or Tee 6. SH 26 & Kimball/ Heritage Conventional or Tee 7. SH 26 & Ernest Dean Pkwy. Conventional or Tee 8. SH 26/SH 114 & Dallas Rd. Conventional or Tee 9. Bus 114 & Wall St. Conventional or Tee 10. Bus 114 & SH 26 & Ruth Wall St. Conventional or Tee 11. Bus 114 & Dooley Conventional or Tee 12. Bus 114 & Main St. Conventional or Tee 13. Bus 114 & Scribner Conventional or Tee 14. Bus 114 & Ball St. Conventional or Tee 15. Bus 114 & Dove Rd. Conventional or Tee 16. Bus 114 & Park Blvd. Conventional or Tee 17. Spur 103 (Main St.) & Dallas Rd. Conventional or Tee 18. Spur 103 (Main St.) & Municipal Way I Vine St. Conventional or Tee 19. SH 26 & Grapevine Mills South Conventional or Tee 20. SH 26 & Gridiron Way Conventional or Tee 21. FM 2499 & Stars and Stripes Conventional or Tee 22. FM 2499 & Grapevine Mills North Conventional or Tee 23. SH 26 & SH 114 (EB Ftg. Rd.) Conventional or Tee 24. SH 26 & SH 114 (WB Ftg. Rd.) and Baylor Parkway Conventional or Tee 25. SH 121 (NB Ftg Rd.) & Mustang Conventional or Tee 26. SH 121 (SB Ftg. Rd.) & Mustang Conventional or Tee 27. SH 121 (Ftg. Rds.) & Hall Johnson Diamond (One Cont.) 28. SH 26/SH 114 & William D. Tate Diamond (One Cont.) 29. SH 121 (NB & SB Ftg. Rd.) & Bass Pro (Bethel) Diamond (Two Cont.) 30. SH 114/SH 121 & Bus 114 (Proposed Signal) Diamond (Two Cont.) 31. SH 114/SH 121 & Spur 103 (Main St.) Diamond (Two Cont.) 32. SH 360 & Grapevine -Euless Rd. Diamond (Two Cont.) 33. SH 121 (SB Ftg. Rd.) & Hall Johnson School Flasher 34. SH 360 & (Northbound) & Grapevine -Euless Advance Flasher 35. SH 360 & (Southbound) & Grapevine -Euless Advance Flasher Bold indicates a freeway, controlled access roadway. EXHIBIT 1- LOCATION -1- 7-00 TRAFFIC SIGNAL - TYPE R The maintaining and operating city agrees to: Unless specifically noted elsewhere in this agreement, the signal timing and operational phasing shall be the responsibility of the city. 2. Inspect the highway traffic signal system a minimum of once every 12 months and replace burned out lamps or damaged sockets as may be required. Police, citizen, or other reports of burned out lamps or other damage, which could Jeopardize safety, shall be repaired or replaced as soon as possible after the report, depending on the nature of the report. Otherwise, appropriate steps shall be taken to protect the public. The reflector and lens should be cleaned each time a lamp is replaced. All replacement lamps shall equal the wattage and type of the existing lamp. 3. Keep signal poles, controller pedestals, and foundations in alignment. 4. Keep signal poles and controller cabinets tight on their foundation(s) or pedestal(s). Keep traffic and pedestrian signal heads aligned and properly adjusted. Repair back plates where needed. 6. Check the controllers, conflict monitors, detector units, relays, pedestrian push buttons, and detectors a minimum of once every 12 months to ascertain that they are functioning properly and make all necessary repairs and replacements. 7. Keep interior of controller cabinets in a neat and clean condition at all times. 8. Clean reflectors, lenses, and lamps a minimum of once every twelve months. 9. Repaint all corrosive susceptible highway traffic signal components exposed to weather with a non -lead based paint as needed in order to maintain a well kept appearance in the opinion of the Texas Department of Transportation's representative. Plastic signal heads and galvanized and aluminum components are excluded. 10. Group relamp incandescent lamps of all highway traffic signal heads at the expiration of the average rated lamp life or replace the lamps on a burn out basis. If LED's need to be replace TxDOT would furnish these to the City. EXHIBIT 2 — MAINTAIN AND OPERATE 7-00 TRAFFIC SIGNAL — TYPE R 1 of 3 11. On knockdowns, the City will make the first call and place the signal in a safe operating mode. TxDOT will furnish any necessary replacement equipment for major items (costing more than $ 100) such as signal heads, poles, controllers and controller cabinets. Repair or replace any and all equipment that malfunctions or is damaged. Replacement equipment for major items will be furnished by TxDOT if necessary. 12. As part of the routine maintenance or trouble call checks, equipment identified to be malfunctioning or damaged will be replaced by the City. Equipment costing more than $100 will be reimbursed in kind by the State. The damaged equipment will be replaced with similar equipment. If changes to equipment are needed, the City will get permission from the State for the changes. 13. Provide alternate traffic control during a period of failure or when the controller must be repaired. This may be accomplished through installation of a spare controller, placing the intersection on flash, manually operating the controller, or manually directing traffic through the use of proper authorities. In addition, barricades and warning signs shall be provided in accordance with the requirements of the latest edition of the Texas Manual on Uniform Trak Control Devices. 14. Provide maintenance personnel trained in the maintenance of traffic signal equipment who will be available to respond to emergency calls from authorized parties 24 hours a day, including Saturdays, Sundays, and holidays. 15. Provide the State and local law enforcement agencies the location and respective names and telephone numbers of individuals responsible for emergency maintenance. 16. Document routine observations during the year by trained City personnel of the traffic signal operation at each traffic signal during various times of the day to assure fair distribution of time and for all traffic movements (phases) during varying traffic conditions. 17. Check cabinet filter a minimum of once every six months and clean if necessary. Cabinet filter shall be replaced every two years. 18. Document all checks and corrective actions in a separate log book for each intersection. Also document timing, phasing and trouble calls for each location. Timing for clearances shall be within TxDOT — Fort Worth guidelines. If the City feels the need to vary from TxDOT guidelines, written permission for the exception will be obtained from TxDOT. EXHIBIT 2 — MAINTAIN AND OPERATE 7.00 TRAFFIC SIGNAL — TYPE R 2 of 3 19. Repair or replace any vehicle loop detectors that have failed within fifteen(15) working days of notification. To replace or repair any vehicle loop detectors that have failed, the State will make available to the City, the loop contractor that is on contract with the State. The contractor will invoice the State directly for the replacement or repair cost of the loops. The City has the option of using the contractor or replacing the loops using City personnel. When using the contractor, the City will inform the contractor within 5 days of receiving notice of the failure. When City personnel replace the loops, they will replace the loops within 15 days of receiving notice of the failure. This is contingent that the road surface is suitable for the detector to be replaced. It will not be the responsibility of the City to repair the road surface before replacing the detector, unless the roadway is a City street. 20. In metropolitan cities where Intelligent Transportation Systems and/or incident management systems are being implemented the signal timing will be the responsibility of the City in cooperation with the Texas Department of Transportation. Traffic accidents, inclement weather, special events, maintenance, and construction activities are a few of the causes of nonrecurrent congestion. Nonrecurrent congestion often changes the normal traffic demand patterns. Effective and efficient movement of traffic through the transportation network during periods on nonrecurrent congestion must be considered in the design and operation of all traffic management systems, including traffic signal systems. Priority should be given to freeway or expressway frontage roads when nonrecurrent congestion occurs on freeway or expressway mainlanes. 21. Power costs shall be billed directly to the State. EXHIBIT 2 — MAINTAIN AND OPERATE 7-00 TRAFFIC SIGNAL — TYPE R 3 of 3 EXHIBIT 3 Actuated Signals at conventional intersections and at Tee intersections shall be reimbursed at $0.00 per intersection per year. Calculations: Fixed Time Signal shall be reimbursed at $0.00 per intersection per year. Calculations: Diamond Interchange Signals with one controller shall be reimbursed at $0.00 per intersection per year. Calculations: Diamond Interchange Signals with two or more controllers shall be reimbursed at $0.00 per intersection per year. Calculations: Advance Flashers or School Zone Flashers shall be reimbursed at $0.00 per unit per year. Calculations: Overhead Flashing Beacons shall be reimbursed at $0.00 per intersection per year. Calculations: EXHIBIT 3 — COST 7-00 TRAFFIC SIGNAL — TYPE R 1 of I