R-1109 - 07/12/2011 - AGREEMENT - Resolutions Supporting Documents�6
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AGENDA ITEM
Regular Board of Trustees Meeting
of
July 12, 2011
ITEM 6.17. 1)
�i I101�Y;
041, 1)!1 Ti
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SUBJECT: Intergovernmental Master Agreement with IDOT for State maintained traffic
signals within the Village of Oak Brook.
FROM: Michael Hullihan P.E., Village Engineer
BUDGET SOURCE/BUDGET IMPACT: Funds for this project are included annually in
accounts 362 -71500 and 362 - 71300.
RECOMMENDED MOTION: I move that the Village Board approve an
intergovernmental agreement with the Illinois Department of Transportation for State
maintained traffic signals within the Village of Oak Brook.
Backlzround/Historv: The Illinois Department of Transportation (IDOT) maintains traffic
signals on State routes within the corporate limits of the Village. The financial responsibility for
these maintenance activities is determined by the permit for installation which was completed for
each intersection at the time of construction. Exhibit A in the attached agreement delineates the
intersections included and the cost sharing percentages. From time to time IDOT updates the
Intergovernmental Master Agreement to include newly constructed or modified intersections.
The agreement also specifies technical areas of responsibility including control circuits and
emergency vehicle pre - emption (EVP).
In this regard, attached please find a copy of an agreement entitled "Intergovernmental Agreement," which
the Village of Oak Brook needs to execute.
Recommendation:
I recommend that the board approves execution of the agreement..
W�
IGA DOT Traffic Signal Maintenance.doc
• • . • -1619111T7.1; •
Division of Highways /Region One I District one
201 West Center Court/Schaumburg, Illinois 60196 -1096
RT 1 (D) Village of Oak Brook Master Agreement
September 22, 2011 P RECEIVED SEP 2 8 Z011
Mr. John W. Craig
Village President
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523 -2255
Dear Mr. Craig:
Enclosed for your files, please find a completely executed Master Agreement
for the traffic signals on state highways within the Village of Oak Brook.
If you have any questions regarding this matter, please contact Mr. Daryle
Drew, Traffic Signals Engineer, at (847) 705 -4424.
Very truly yours,
Diane M. O'Keefe, P.E.
Deputy Director of Highways,
Region One Engineer
By: Oe44� 9'
Lisa E. Heaven -Baum, P.E.
Traffic Programs Engineer
Enclosure
Illinois Department of Transportation
Division of Highways / Region 1 / District 1
201 West Center Court /Schaumburg, Illinois / 60196 -1096
Telephone 847/7054000
June 20, 2011
Mr. John W. Craig
Village President
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523 -2255
Dear Mr. Craig:
Enclosed for your signature are three (3) counterparts of the Intergovernmental
Master Agreement for State maintained traffic signals on State highways within the
corporate limits of Oak Brook. The existing Master Agreement between the Village
of Oak Brook and the Illinois Department of Transportation will expire in the near
future.
Please return the three (3) partially executed agreements to our office for final
processing. We will send you a completed Agreement upon its execution by our
Springfield Office. It is important that you forward the Agreement to:
Mr. Stephen M. Travia, P.E.
Bureau Chief of Traffic Operations
Illinois Department of Transportation
201 W. Center Court
Schaumburg, IL 60196
If you have any questions or need additional information, please contact Mr. Daryle
Drew, Traffic Signal Engineer, at 847 - 705 -4420.
Very truly yours,
Diane M. O'Keefe, P.E.
Deputy Director of Highways,
Region One Engineer yJ
By:
Stephen M. T via, P.E.
Bureau Chief of Traffic Operations
RESOLUTION 201 1-AG-EX1-R-1 109
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION
OF AN INTERGOVERNMENTAL AGREEMENT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND THE ILLINOIS DEPARTMENT OF TRANSPORTATION
REGARDING TRAFFIC SIGNALS
WHEREAS, the Village and the Illinois Department of Transportation ( "IDOT") desire to execute
an intergovernmental agreement regarding the maintenance and apportionment of costs for traffic signals
in the Village ( "Traffic Signal Agreement"); and
WHEREAS, the Village is authorized to enter into the Traffic Signal Agreement with IDOT
pursuant to the Intergovernmental Cooperation Act, 5 ILCS 22011 at seq.; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Traffic Signal Agreement in substantially the form attached to, and by this
reference incorporated into, this Resolution as Exhibit A.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Traffic Signal Agreement. The President and Board of Trustees
hereby approve the Traffic Signal Agreement by and between the Village and IDOT in a form substantially
the same as attached to this Resolution as Exhibit A and in final form acceptable to the Village Manager
and the Village Attorney.
Section 3: Authorization and Execution of the Traffic Signal Agreement. The Village
President and Village Clerk shall be, and hereby are, authorized to execute the final Traffic Signal
Agreement on behalf of the Village.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
APPROVED THIS 12`h day of July, 2011.
PASSED THIS 12'" day of July, 2011.
Ayes:
Gopal G. Lalmalani
Village President
Resolution 2011- AG -EXI -R -1109
Approving and Authorizing the Execution
of the Traffic Signal Agreement
Page 2 of 3
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2011- AG -EX1 -R -1109
Approving and Authorizing the Execution
of the Traffic Signal Agreement
Page 3 of 3
EXHIBIT A
TRAFFIC SIGNAL AGREEMENT
INTERGOVERNMENTAL 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
DEPARTMENT for 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.
i. 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 BODYfor 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 parry, upon 30 days written notice.
FORTHE GOVERNMENTAL BODY:
Signature and Job Title of Authorized Representative Type or Print Name of Authorized Representative Date
FOR THE DEPARTMENT:
Diane M. O'Keefe, Regional Engineer, Division of Highways Ellen Schanzle- Haskins, Chief Counsel Date
(Approved as to form)
Christine M. Reed, P.E., Director, Division of Highways, Chief Engineer
Date:
By:
4
Bv::
Matthew R. Hughes, Acting Director, Finance
Administration
By:
By:
Date
Gary Hannig, Secretary of Transportation Date
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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 BODYshall 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 toss
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.
sAgen \wpdocs \traffic \yg\2011\2011_1 Veverse master agreement changes accepted exhibit b 3_9_2011 (1) (2) final.docx