R-1109 - 07/12/2011 - AGREEMENT - Resolutions ExhibitsINTERGOVERNMENTAL AGREEMENT
This Interagency Agreement is entered into between the Village of Oak Brook ( "GOVERNMENTAL
BODY ") and the Department of Transportation( "DEPARTMENT ") pursuant to the "Intergovernmental
Cooperation Act" (5 ILCS 220)and in accordance with The DEPARTMENT's rules at 92 III. Adm. Code 544.
1. Governmental Body and the DEPARTMENT have a mutual interest in and the maintenance and
apportionment of energy costs for traffic control devices located on State highways within or
near the Governmental Body as shown on the attached Exhibit A, which is hereby made a part
of this agreement.
2. In furtherance of said interests of, the entities agree:
a. Cost. The DEPARTMENT and the GOVERNMENTAL BODY agree to the maintenance
responsibility and to the division of energy costs, for the traffic signals and other traffic
control devices listed on the attached Exhibit A.
b. Maintenance. Modernization of traffic control devices is not covered under this
agreement. It is agreed that the actual maintenance will be performed by the
DEPARTMENT indicated on Exhibit A, either with its own forces or through contractual
agreements
c. Maintenance Level. It is agreed that the signals and devices shall be maintained to at
least the level of maintenance specified in the attached Exhibit B, which is hereby made
a part of this agreement. It is understood this will meet the minimum requirements of
the Illinois Manual on Uniform Traffic Control Devices for Streets and Highways.
Additional provisions regarding maintenance may be incorporated in this document
(Exhibit B) upon agreement by both parties.
d. Interconnect & Timing. The DEPARTMENT agrees to maintain all signal equipment and
interconnects associated with interconnected signal systems and interconnects with at-
grade railroad crossings. The DEPARTMENT, in cooperation with the GOVERNMENTAL
BODY, shall determine the signal timing to coordinate and regulate the flow of traffic.
No signal timing shall be changed at any state system intersection without prior
DEPARTMENT approval. The DEPARTMENT may elect to allow the GOVERNMENTAL
BODY to determine the signal timing to coordinate and regulate the flow of traffic at any
location_ The GOVERNMENTAL BODY shall inform the DEPARTMENT of any changes
made in signal timings. The DEPARTMENT reserves the right to withdraw the privilege
of timing signals from the GOVERNMENTAL BODY at any time.
Traffic signals interconnected with an at -grade railroad crossing shall not be modified
without prior Illinois Commerce Commission and DEPARTMENT notification and
approval. Interconnected signals at an at -grade railroad crossing may be repaired to the
original condition; however, the Illinois Commerce Commission and the DEPARTMENT
must be notified thereof.
e. Interconnections: Installation & Damage. The DEPARTMENT is not responsible for the
cost of installing or maintaining traffic signals not on (but interconnected to traffic
signals on) U.S. or State routes. Any damage done to State traffic signals in the attempt
to connect local traffic signals shall be repaired to the DEPARTMENT's satisfaction and
shall be the responsibility of the GOVERNMENTAL BODY.
f. Master Monitoring Costs. Master controllers installed on State intersections for the
coordination of traffic signals are primarily used for the traffic signals located on U.S. or
State routes. The GOVERNMENTAL BODY may connect traffic signals to a State owned
master controller for the coordination or operation of non -State owned traffic signals,
for the purpose of synchronizing time or gaining remote access. If the GOVERNMENTAL
BODY desires a communications link to their office for monitoring purposes, the
GOVERNMENTAL BODY shall pay the entire cost of installing and maintaining such
monitoring system.
g. Payment for Energy Costs. The GOVERNMENTAL BODY will reimburse the
DEPARTMENTfor the GOVERNMENTAL BODY's proportionate share of the energy
charges.
h. Indemnity. The GOVERNMENTAL BODY shall indemnify and hold harmless the
DEPARTMENT for any and all third party claims for personal injury and property damage
arising solely out of the maintenance of the signals and devices listed in Exhibit A.
L Emergency Vehicle Preemption Devices. The costs of installation, timing, phasing, and
maintenance of emergency vehicle preemption systems shall be the sole responsibility
of the GOVERNMENTAL BODY. Any Governmental Body must notify the DEPARTMENT
of any change in the emergency vehicle preemption system. However, the
DEPARTMENT reserves the right to approve or reject, at any time, the placement of such
systems on its traffic signal equipment.
j. Previous Agreements. All traffic signal and traffic control device maintenance and
electrical energy provisions contained in presently existing agreements or
understandings between the DEPARTMENT and the GOVERNMENTAL BODY for traffic
signals and /or other traffic control devices covered by this Master Agreement shall upon
execution of this Master Agreement by the DEPARTMENT be superseded and be of no
force or effect.
All parking ordinances and provisions bearing on items other than traffic signal and
traffic control device maintenance and energy charges contained in presently existing
agreements or letters of understanding between the DEPARTMENT and the
GOVERNMENTAL BODY shall remain in full force and effect.
k. Modification. Exhibit A can be modified to add or delete signals or devices, but only by
written revision signed by the Regional Engineer, the Engineer of Operations and the
authorized representative for the GOVERNMENTAL BODY. The modification shall be
effective when fully executed and filed with the Department and the Clerk or Secretary
of the GOVERNMENTAL BODY. This provision applies only to modification of Exhibit A.
I. Plan Review. All traffic signal plans prepared by others for installation on State
highways within municipal corporate limits, which are to be added to this agreement,
must be reviewed and approved by the DEPARTMENT and the GOVERNMENTAL BODY.
m. Cost Sharing. As indicated in Exhibit A, the cost of energy and maintenance of traffic
signals, and /or other traffic control devices shall be shared in proportion to the number
of approaches maintained by each unit of government. The maintenance cost of the
interconnect and interconnect related equipment, as listed in Exhibit A, as well as
engineering costs for any approved coordination and timing studies, shall be shared in
proportion to the approaches maintained by each unit of government at all
intersections within the interconnected system.
n. Billing. Bills shall be submitted by the DEPARTMENT on a three (3) month basis. The
amount billed shall be the costs incurred less any proceeds from third party damage
claims received during the billing period for repair of signals or devices that are the
responsibility of the GOVERNMENTAL BODY.
i. Any proposed single expenditure in excess of $10,000 for repair or damage to
an installation must be approved by the GOVERNMENTAL BODY before the
expenditure is made.
ii. The hours, or parts thereof, billed for each maintenance item will beat the
actual time directly related to the work task. The DEPARTMENT reserves the
right to examine the records of the GOVERNMENTAL BODY to determine that
costs billed are fully documented.
iii. THE DEPARTMENT costs are composed of labor, equipment, materials and the
quantity of each. The cost for labor will be determined by the actual hourly rate
for the employee plus a multiplier to include direct and indirect labor related
costs, retirement, social security, health, hospitalization and life insurance,
holidays, vacation, sick leave and workers compensation. Equipment costs will
be as listed in the Schedule of Average Annual Equipment Ownership Expense.
Materials will be at cost.
iv. The cost for contracted work will be the actual cost for the contractor.
3. Notice under this agreement shall be as follows:
For The DEPARTMENT:
For the GOVERNMENTAL BODY:
4. Effective Date. This Agreement shall be effective from July 1, 2011 through June 30, 2021 and
may be terminated prior to that date, by either party, upon 30 days written notice.
FORTHEGOVERN �NTALB -�
Signature and Job Title of Authorized Representative
J; /LIX
or Pri
Name of Author' ed Representative Date
FDRTHEDEPA
:Type
CI
Ellen Scha e- s m , C f Counsel Date
Diane M. O'Keefe, Regional Engineer, Division of Hi
ays
Christine M. Reed, P.E., Director, Division
Date:
8
By:
(Approved as to form)
By::
Matthew R. Hughes, firector, & Cafe
Administration
By:
Ann L. Schneider
Date
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II II II II
EXHIBIT B
TRAFFIC SIGNAL MAINTENANCE PROVISIONS
A. GENERAL PROVISIONS
1. CABINET PACK
Wiring diagrams, phase diagrams, and manuals that are required to be in each traffic signal
controller cabinet at the time of construction completion shall remain in the cabinet. Written
documentation of all traffic signal timing changes shall be provided in the cabinet. All entries
shall be written in a clear and concise manner. The agent of the maintaining agency making
any entries shall provide his/ her signature and date of entry. These shall be kept in the cabinet
to assist the DEPARTMENT on emergency call outs.
2. HARDWARE SPECIFICATIONS
All equipment and material used shall comply with the requirements of the DEPARTMENT s
Standard Specifications for Road and Bridge Construction.
3. HIGHWAY LIGHTING
For maintenance involving combination traffic signal and lighting unit mast arm assemblies and
poles, the foundation, traffic signal mast arm assembly, pole and all signal cable shall be
considered part of the traffic signal system. The lighting arm, luminaire and all lighting cable
shall be part of the highway lighting system.
The highway lighting system components of each combination mast arm assembly and pole
shall be tested for proper operation and physical condition during the intersection cabinet
inspection. All cost of inspecting and maintaining the highway lighting system equipment, is the
responsibility of the GOVERNMENTAL BODY. In addition to regular inspection and
maintenance, all cost of repairing or replacing damaged or missing highway lighting system
equipment is the responsibility of the GOVERNMENTAL BODY.
4. EMERGENCY VEHICLE PREEMPTION SYSTEM
Test Emergency Vehicle Preemption System (EVPS) equipment for proper operation and
physical condition during the intersection cabinet inspection,. All program settings and each
sequence of operation must be verified to be correct during each inspection. All cost of
inspection and maintaining the EVPS equipment, including the light detectors, light detector
amplifiers, radio transmitters and receivers, antennas, confirmation lights, and cables and
related components, is the responsibility of the GOVERNMENTAL BODY. In addition to regular
inspection and maintenance, all cost of repairing or replacing damaged or missing EVPS
equipment is the responsibility of the GOVERNMENTAL BODY.
5. RAILROAD PREEMPTION
At all locations with railroad /traffic signal interconnects, respond to any and all emergency and
all red flash alarms in a timely manner and notify the Illinois Commerce Commission and the
GOVERNMENTAL BODY of the malfunction.
None of the traffic signal railroad preempt parameters including but not limited to the phase
timings, phase sequences and pedestrian and vehicular clearance intervals can be modified
without prior approval from the Illinois Commerce Commission.
Maintain unique spare controller data modules or sets of data chips containing the final railroad
preemption parameters for each location.
Cooperate in any inspection as deemed necessary by the DEPARTMENT or the Illinois
Commerce Commission.
The DEPARTMENT shall provide contact personnel available at all times to who railroad
preemption malfunctions must be reported.
6. DAMAGE REPAIRS
Repair or replace any and all equipment damaged by any cause whatsoever.
7. ACCIDENT DAMAGE
Be responsible to make recovery for damage to any part of the installation or system from the
party causing the damage.
Whenever third party claims cannot be recovered, the GOVERNMENTAL BODY shall share in
the loss.
8. TEMPORARY TRAFFIC CONTROL
Provide temporary traffic control during a period of equipment failure or for when the controller
must be disconnected. This may be accomplished through the installation of a spare controller,
placing the intersection on flash, manually operating the controller, manually directing traffic
through the use of proper authorities, or installing temporary stop signs which will be removed
once the signal is in working condition.
9. EMERGENCY PERSONNEL
Provide skilled maintenance personnel who will be available to respond without delay to
emergency calls. This may be provided by agency forces, contract, or maintenance agreement.
Controller failure, lights out, knockdowns, or two (2) red lights out at intersection are considered
emergencies.
10. L.E.D. SIGNAL HEADS
Install all light emitting diodes (L.E.D.) signal heads according to instructions provided by each
head's manufacturer and vendor so as to prolong their life and assure compliance under any
warranties. Maintain logs of the dates of the L.E.D. modules installation for warranty and for end
of service life determination purposes.
B. AS REPORTED OR OBSERVED
1. LAMP REPLACEMENT
Replace burned out lamps for all red signal indications within twenty -four (24) hours of
notification of burnout or on the next business day following the notification. However, if two or
more red indications for an approach are burned out, these lamps must be replaced as soon as
possible, and under no circumstances longer than twenty -four (24) hours after notification.
Replace all other burned out lamps within forty -eight (48) hours or next business day of
notification of burnout. Lamp changes shall always include a lens cleaning.
2. SIGNAL ALIGNMENT
Keep signal heads properly adjusted, including plumb, and tightly mounted. All controller
cabinets, signal posts and controller pedestals should be tight on their foundations and in
alignment.
3. CONTROLLER PROBLEMS
Check the controllers, relays, and detectors after receiving complaints or calls to ascertain that
they are functioning properly and make all necessary repairs and replacement.
4. L.E.D. SIGNAL HEAD AND L.E.D. MODULE REPLACEMENT
An L.E.D. module shall be considered failed and shall be replaced if at least one -fourth of the
signal indication is dark or if the module fails to meet ITE specification on minimum maintained
luminous intensity.
Replace failed modules for all red signal indications within twenty -four (24) hours of notification
of failure or on the next business day following the notification. However, if two or more red
indications for an approach are failed, these modules must be replaced as soon as possible,
and under no circumstances longer than twenty -four (24) hours after notification. Replace all
other failed modules within forty -eight (48) hours or next business day of notification of faillure.
Provide replacement light emitting diodes (L.E.D.) signal heads and modules that fully comply to
the latest applicable Institute of Transportation Engineers (I.T.E.) specifications for vehicular and
pedestrian L.E.D. signal modules. including but not limited to, color and intensity requirements.
The signal and pedestrian housings shall also comply with the applicable ITE specifications.
5. PAINTING
Repaint all signal components exposed to weather as needed.
C. WEEKLY
1. MASTER CONTROLLER SYSTEMS
At locations that are a part of a closed loop signal system maintained by the GOVERNMENTAL
BODY, repair any and all malfunctions in a timely manner so that the signals remain under the
control of the master at all times.
As needed assist in the implementation of the signal system timing plans.
Maintain the central signal system software on a PC so that the signal system is monitored
weekly. Check weekly by phone or location visit for any malfunction. Verify software accuracy
to central office software.
D. ANNUAL
1. CABINET INSPECTION
Check the controllers, relays, and detectors to ascertain that they are functioning properly and
make all necessary repairs and replacement.
Keep interior of controller cabinet in a clean and neat condition at all times.
2. OBSERVE SIGNALS
Observe the signals at the time of the annual cabinet inspection. This involves stopping and
watching for correct detection and timing operation.
3. DETECTION TESTING
Test and inspect vehicle detection inductance loops, loop detectors, and pedestrian detection
during cabinet visit annually.
4. VIDEO DETECTION TESTING
Inspect, maintain, and clean all video detection and surveillance systems annually or as
needed, to achieve clean lenses, proper alignment and proper focus. This shall include system
camera, lenses, camera housings and hood /shield, pan, tilt, and zoom mechanisms and motors,
mounting brackets and hardware, poles, microprocessors, controller, cables and communication
equipment, and other related components. Maintenance shall include modifications to
programmable detection zones.
5. RELAMP
For the remaining incandescent signal heads, clean reflectors, lenses and lamps once at least
every twelve (12) months or more often, if necessary. Replacement of lamps shall be
performed on the same occasion as the cleaning required in this provision.
6. CONTROLLER CHECK
When solid state controllers malfunction, they shall be removed, repaired, and bench checked.
Solid state controllers shall not be removed for annual maintenance inspections.
This annual check should verify software with central office software and reprint cabinet pack
timings sheet. Controller check shall occur during a annual cabinet inspection.
7. FUSE AND BREAKER CHECKS
Fuse and breaker check should occur during a annual cabinet inspection. Replace burned out
fuses or deteriorated breakers as needed.
8. CLEARANCE TRIMMING
Remove any obstruction blocking the line of sight of the traffic signal face to the motorist. The
maintaining agency shall trim trees, bushes or any other form of vegetation blocking said lines
of sight. The maintaining agency shall remove, or order the removal of, any man -made
obstructions such as signs or banners blocking said line of sight. Visibility for line of sight shall
meet the standards established and contained in the Manual on Uniform Traffic Control Devices
(MUTCD). All trimmed vegetation shall be legally disposed of by the maintaining agency off the
right of way.
9. HARDWARE INSPECTION
Inspect all mast arm assemblies, mast arm poles, brackets (or other types of hardware)
supporting traffic heads or pedestrian signal heads on an annual basis. The inspection shall
focus on the structural elements of the mast arm assembly and must include a close up, arms
length investigation of the mast arm, pole, mast to pole connection, base plate, and anchor
bolts.
The arm of the assembly shall be visually inspected at all signal head connections for any
defects, such as cracks or buckles. Inspect the mast arm to pole connection for significant loss
of section, cracks in welds or base metal, and deterioration of the connection plates. The bolts
of the arm to pole connection shall be inspected for tightness and condition. Check the pole for
external corrosion, impact damage, rust through perforation, deflection, distortion, or cracking.
Closely inspect pole for corrosion near the base plate, especially if mounted on a grout bed.
Check welds of the pole to base plate connection for cracks. Inspect base plate for section loss
or deformation. Inspect mast arm anchor bolts for any corrosion or bending, and for loose or
missing nuts.
Upon discovery of any buckles or significant structural defects (loose or missing nuts, severe
corrosion or dents, cracks in welds, plate or structure, etc.), take corrective action in a timely
manner.
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