SMART Grant — Metro Dubuque Traffic Data Aggregation for Connected Vehicles Project for DMATS Area Funding Agreement for Services with ECIACity of Dubuque
City Council
CONSENT ITEMS # 6.
Copyrighted
October 21, 2024
ITEM TITLE: SMART Grant — Metro Dubuque Traffic Data Aggregation for
Connected Vehicles Project for DMATS Area Funding
Agreement for Services Between The City of Dubuque and
The East Central Intergovernmental Association (ECIA)
SUMMARY: City Manager recommending City Council approve and
authorize the Mayor to execute a Grant Funding Agreement
for Services Between The City of Dubuque and The East
Central Intergovernmental Association (ECIA) in connection
with SMART Grant — Metro Dubuque Traffic Data
Aggregation for Connected Vehicles Project for the DMATS
area.
RESOLUTION Authorizing The Mayor To Execute A Grant
Funding Agreement For Services Between The City Of
Dubuque And The East Central Intergovernmental
Association (ECIA) In Connection With The SMART Grant —
Metro Dubuque Traffic Data Aggregation For Connected
Vehicles Project For The DMATS Area
SUGGUESTED Receive and File; Adopt Resolution(s)
DISPOSITION:
ATTACHMENTS:
1. MVM Memo
2. Smart Grant Connected Vehicles Project Funding Agreement with ECIA - Council
Staff MEMO
3. Smart Grant Connected Vehicles Project Funding Agreement with ECIA - Council
RESOLUTION copy
4. Agreement
Page 148 of 1713
Dubuque
THE CITY OF
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: SMART Grant — Metro Dubuque Traffic Data Aggregation for Connected
Vehicles Project for DMATS Area Funding Agreement for Services
Between The City of Dubuque and The East Central Intergovernmental
Association (ECIA).
DATE: October 16, 2024
Civil Engineer II Dave Ness is recommending City Council approve and authorize the
Mayor to execute a Grant Funding Agreement for Services Between The City of
Dubuque and The East Central Intergovernmental Association (ECIA) in connection
with SMART Grant — Metro Dubuque Traffic Data Aggregation for Connected Vehicles
Project for the DMATS area.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Dave Ness, Civil Engineer II
Jenny Larson, Chief Financial Officer
Teri Goodmann, Director of Strategic Partnerships
Nathan Kelleher, Grant, Budget/Financial Analyst
Bob Schiesl, Assistant City Engineer
Chandra Ravada, ECIA
Page 149 of 1713
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TO: Michael C. Van Milligen, City Manager
FROM: Dave Ness, City Engineer II
SUBJECT: SMART Grant — Metro Dubuque Traffic Data Aggregation for Connected
Vehicles Project for DMATS Area Funding Agreement for Services Between
The City of Dubuque and The East Central Intergovernmental Association
(ECIA).
DATE: October 10, 2024
INTRODUCTION
The enclosed resolution authorizes the Mayor to execute a Funding Agreement with ECIA
for the City's assistance and technical services in connection with SMART Grant — Metro
Dubuque Traffic Data Aggregation for Connected Vehicles Project for the DMATS area.
BACKGROUND
ECIA was awarded $2 million from the U.S. Department of Transportation (DOT) SMART
funding to develop an open interface that delivers near real-time transportation data to
vehicles via the cellular network. Currently, transportation data across local, regional, and
state levels is not standardized or aggregated into a format suitable for such an interface.
ECIA, in collaboration with partners including the City of Dubuque, Iowa DOT, and others,
will create a comprehensive, standardized data set covering traffic, road conditions,
weather, and more for the Dubuque metropolitan area. This data will be integrated and
distributed in real time to original equipment manufacturers and third -party stakeholders.
The project aims to transform how transportation data is collected, shared, and utilized,
building on ECIA's history of smart transportation initiatives like the STREETS program,
which optimizes traffic control and efficiency. No grant funds will be used for in -vehicle
infotainment system upgrades.
DISCUSSION
ECIA, in collaboration with Parsons and Harman Automotive, proposes to develop a
system that packages real-time travel data for vehicles, ensuring the right information is
displayed to motorists at the right time. The project will leverage existing smart
transportation infrastructure and ITS devices to create a comprehensive picture of traffic
and road conditions across the Dubuque metropolitan area. With SMART funding, ECIA
will develop a standardized data set, build intelligence to manage data distribution, and
create an open interface to deliver this information to OEMs and infotainment system
providers in near real time. Stage 1 will focus on defining the data set and developing a
prototype feed, using a C-V2X standards -based interface. This system will provide critical
transportation data directly to vehicles without the need for roadside or onboard units,
facilitating rapid adoption and enhancing traffic safety and efficiency.
Page 150 of 1713
ECIA — CITY OF DUBUQUE SERVICES AGREEMENT
The City will provide professional services for the SMART Grant - Metro Dubuque Traffic
Data Aggregation for Connected Vehicles Project, as outlined in the Scope of Services
(Attachment A). If the scope of work exceeds what is specified, ECIA and the City will
amend the agreement by mutual consent. The City's staff will collaborate with ECIA
throughout the agreement term to review progress. The performance period will run from
August 2024 through February 2026, with an anticipated 18-month timeframe. Extensions
are possible upon agreement by both parties.
RECOMMENDATION
I recommend that the City Council approve and authorize the Mayor to execute the Grant
Funding Agreement for Services Between The City of Dubuque and The East Central
Intergovernmental Association (ECIA) in connection with SMART Grant— Metro Dubuque
Traffic Data Aggregation for Connected Vehicles Project for the DMATS area.
BUDGETIMPACT
The City will invoice ECIA up to $75,000 for services performed, with invoices submitted
monthly. Payments are due upon receipt, and the number of hours worked will vary based
on project needs. Amendments to the agreement can be made if the services provided
exceed the initial limit.
ACTION TO BE TAKEN
I respectfully request the City Council approve and authorize the Mayor to execute a Grant
Funding Agreement for Services Between The City of Dubuque and The East Central
Intergovernmental Association (ECIA) in connection with SMART Grant— Metro Dubuque
Traffic Data Aggregation for Connected Vehicles Project for the DMATS area.
cc: Jenny Larson, Chief Financial Officer
Teri Goodmann, Director of Strategic Partnerships
Nathan Kelleher, Grant, Budget/Financial Analyst
Gus Psihoyos, City Engineer
Bob Schiesl, Assistant City Engineer
Chandra Ravada, ECIA
Page 151 of 1713
Prepared by David Ness City of Dubuque Engineering 50 W. 13" St Dubuque IA 52001 (563) 589-4270
Return to Adrienne N. Breitfelder City Clerk City of Dubuque, 50 W. 13" St. Dubuque, IA 52001 (563) 589-4100
RESOLUTION NO. 326-24
A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A GRANT FUNDING
AGREEMENT FOR SERVICES BETWEEN THE CITY OF DUBUQUE AND THE EAST
CENTRAL INTERGOVERNMENTAL ASSOCIATION (ECIA) IN CONNECTION WITH
THE SMART GRANT - METRO DUBUQUE TRAFFIC DATA AGGREGATION FOR
CONNECTED VEHICLES PROJECT FOR THE DMATS AREA
WHEREAS, the City of Dubuque desires to support the development of an open
interface to deliver near real-time transportation data to vehicles, as part of the SMART
Grant - Metro Dubuque Traffic Data Aggregation for Connected Vehicles Project for the
Dubuque Metropolitan Area Transportation Study (DMATS) area; and
WHEREAS, the East Central Intergovernmental Association (ECIA) was awarded
$2 million from the U.S. Department of Transportation (DOT) SMART funding to develop
this project, which will collect, standardize, and aggregate transportation data across
local, regional, and state levels, ensuring the delivery of real-time data for traffic
conditions, road closures, and other related data to original equipment manufacturers and
third -party stakeholders; and
WHEREAS, the City of Dubuque will provide professional services to assist in the
implementation of this project, as outlined in the Scope of Services (Attachment A), and
will collaborate with ECIA and its partners to ensure successful project execution and
progress throughout the 18-month performance period, commencing in August 2024 and
running through February 2026; and
WHEREAS, the City will invoice ECIA for services performed, up to $75,000, with
monthly invoices submitted and payments due upon receipt, with provisions for amending
the agreement if services exceed the initial limit; and
WHEREAS, the proposed project will leverage existing smart transportation
infrastructure and ITS devices to deliver critical transportation data directly to vehicles,
enhancing safety, efficiency, and traffic flow across the Dubuque metropolitan area;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1: That the Mayor is hereby authorized to execute the Grant Funding
Agreement for Services Between the City of Dubuque and the East Central
Intergovernmental Association (ECIA) in connection with the SMART Grant - Metro
Dubuque Traffic Data Aggregation for Connected Vehicles Project for the DMATS area.
Passed, approved, and adopted this 21st day of October, 2024
Attest:
Adrienne N. Breitfelder,"City Clerk
Bf a NI. Ca gh, Mayor
AGREEMENT FOR SERVICES
BETWEEN
THE CITY OF DUBUQUE
AND
THE EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
This Agreement ("Agreement"), by and between the East Central Intergovernmental
Association ("ECIA") and the City of Dubuque, ("the City") is requesting the City's
assistance and technical services in connection with SMART Grant - Metro Dubuque
Traffic Data Aggregation for Connected Vehicles Project for the DMATS Area is entered
into on the 3rd day of November , 2024.
SECTION 1. Scope of Services
The City will provide and perform the necessary services set forth in the Scope of Services
(Attachment A) and perform professional work as part of the SMART Grant - Metro
Dubuque Traffic Data Aggregation for Connected Vehicles Project for the DMATS Area.
If the scope of services exceeds those services listed in Attachment A for any reason,
ECIA and the City (collectively the "Parties") will amend the Scope of Services in a manner
that is mutually agreed upon by the Parties. The City staff assigned to this Agreement
agree to meet with ECIA as needed throughout the Agreement term to review progress
and performance on the activities listed in the Scope of Services (Attachment A).
SECTION 2. Time of Performance
The City will commence performance under this Agreement upon execution by the Parties
beginning August 2024 through February 2026. The time required for performance is
anticipated to be 18 months from the date of execution of this Agreement. The Agreement
can be extended upon mutual Agreement by both parties.
SECTION 3. Method of Payment and Hours Worked
City staff will perform tasks as requested by ECIA and will invoice the Agreement for
services as performed using the rates and hours outlined in the Scope of Services
(Attachment A). The City will invoice up to $75,000 under this Agreement. The
Agreement may be amended as needed in the event services provided exceed the
agreement limit amount as set above. The City will invoice ECIA on the last business day
of each month, beginning the month the Agreement is executed for services rendered
during that calendar month. Payment is due upon receipt of each invoice. The number
of hours per month is expected to fluctuate depending on the number of project activities
requested by ECIA.
SECTION 4. Personnel
The City represents that it currently employs, or will acquire additional personnel as
needed for the timely and successful performance of this Agreement. All personnel,
whether existing or newly acquired, are required to be City employees. Nothing contained
in this Agreement shall be construed as creating any agency, partnership, joint venture,
or other form of employment or fiduciary relationship between the Parties.
SECTION 5. Property
The City is responsible for acquiring or using existing property, real or personal, as it
deems necessary in performing work under this Agreement.
SECTION 6. Termination by ECIA
6.1. ECIA may, by thirty (30) days written notice to the City, terminate this Agreement
in whole or in part at any time:
a) For ECIA's convenience,
b) For the failure of the City to fulfill its obligations under the Agreement, or
c) As the funding source for the Agreement ceases to exist.
Upon receipt of such notice, the City will (1) immediately discontinue all affected services
(unless the notice directs otherwise) and (2) deliver to ECIA all data, files, and any other
materials related to the project and the City's performance of this Agreement within thirty
(30) calendar days of receiving the termination notice.
6.2. If ECIA elects to terminate this Agreement for convenience, The City will be paid
the amount due and owing up to and including the date work was discontinued. If the
date of termination does not fall on the last business day of a month, the services for that
month will be prorated based on the date of termination and the monthly invoice amount.
6.3. If ECIA elects to terminate this pursuant to 6.1(b). Upon receipt of written notice
of termination from ECIA, the City will have ten (10) days to cure any breach cited by the
ECIA in its notice of termination to the satisfaction of ECIA in its sole discretion. If ECIA
deems any such breach cured, it must notify the City in writing that the City's efforts to
cure are acceptable and that performance under this Agreement will continue.
SECTION 7. Termination by the City
7.1 The City may terminate this Agreement by thirty (30) days written notice to ECIA
for the following reasons-
1 . Both parties agree a continuation of this Agreement will not be in the best
interests of the City.
2. The City ceases to exist or it is restricted or prohibited by its governmental
authorities from continuing to provide services under this Agreement.
7.2 If the City elects to terminate this Agreement, the City will be paid the amount due
and owing up to and including the date work was discontinued. If the date of termination
Page 155 of 1713
does not fall on the last business day of a month, the services for that month will be
prorated based on the date of termination and the monthly invoice amount.
SECTION 8. Political Activity
No portion of the ECIA's payment to the City may be used for any partisan political activity
or, to further the election or defeat of any candidate for public office, or to further the
election or defeat of any cause subject to public vote.
SECTION 9. Miscellaneous
9.1. Force Majeure. In the event that the City is delayed or hindered in or prevented
from the performance of any act by an occurrence beyond the reasonable control of the
City and without its fault or negligence, including but not limited to strikes, lockouts, labor
troubles, unavailability or excessive price of fuel, power failure, riots, insurrection, war,
terrorist activities, chemical explosions, hazardous condition, fire, weather, or acts of God,
then performance of any such act will be extended for a period equivalent to the period
of such delay.
9.2. Entire Agreement. This Agreement constitutes the entire Agreement of the Parties
and supersedes all prior agreements.
9.3. Modifications. This Agreement may not be modified except in writing and signed
by ECIA and the City.
9.4. Applicable Law and Venue. This Agreement is governed by the laws of the State
of Iowa, and the venue for any action with respect to this Agreement is the District Court
of Dubuque County, Iowa.
9.5. Authority. The City and ECIA represent that each, respectively, has full right,
power and authority to execute this Agreement.
9.6. Severability. If any term of this Agreement is found to be void or invalid, such
invalidity will not affect the remaining terms of this Agreement, which will continue in full
force and effect.
9.7. Consent or Approval. In any case, where the approval or consent of the City or
ECIA is required or requested under this Agreement, such party shall not unreasonably
delay or otherwise withhold its approval or consent.
9.8. Notices. All notices and correspondence related to this Agreement shall be sent
to the following:
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ECIA (point of contact): Chandra Ravada
East Central Intergovernmental Association
7600 Commerce Park, Dubuque, Iowa 52002
City of Dubuque (point of contact): Bob Schisel
City of Dubuque City Hall
50 W. 13th Street, Dubuque, Iowa 52001
9.9. Indemnification. Each Party, as the "Indemnifying Party," shall indemnify, defend
and hold harmless the other Party and its affiliates, officers, directors, employees, agents,
successors and permitted assigns (each, an "Indemnified Party") from and against any
and all losses, damages, liabilities, judgments, settlements, interest, awards, penalties,
fines, costs or expenses of whatever kind, including reasonable attorneys' fees (each a
"Loss"), incurred by the Indemnified Party in connection with any claim, action, cause of
action, demand, lawsuit, arbitration, proceeding or litigation, of any nature (each an
"Action") by a third party (other than an affiliate of an Indemnified Party) caused by the
Indemnifying Party's performance of its obligations under this Agreement, unless such
Loss arises from the Indemnified Party's own negligence or intentional act or omission.
The Indemnified Party shall promptly notify the Indemnifying Party of any such claim and
reasonably cooperate with the Indemnifying Party in defense of such claims at the
Indemnifying Party's expense.
9.10. Counterparts. This Agreement may be executed in counterparts, each of which is
deemed an original, but all of which together are deemed to be one and the same
agreement. A signed copy of this Agreement delivered by E-mail or other comparable
means of electronic transmission is deemed to have the same legal effect as delivery of
an original signed copy of this Agreement.
Page 157 of 1713
City of Dubuque
East Central Intergovernmental
Association
By: ley: 11A
_
Brad Cavanagh, Mayor J etwiloy., ECIA Chai rson
Attest:
Attest:
Adrienne Breitfelder , City Clerk Chandra Ravada, Interim Executive Director
ATTACHMENT A
SCOPE OF SERVICES
• The City of Dubuque will provide most of the data associated with the interface
through theirATMS.
• Host any needed local servers and support the setup of systems and
communications through the network.
• Provide input on what data to provide and help define how each piece of
transportation data should be defined and shared to allow for the most
appropriate distribution and display for motorists to help optimize traffic flow in
the Metro area.
• Provide input on the final design and review of the prototype and input planning
for a potential phase 2 full deployment.
• Participate in weekly or biweekly update meetings.
Hourly
• Asst. City Engineer — Direct =$ 57.66, Indirect= $76.00
• Civil Eng I I -Traffic — Direct = $51.84, Indirect= $69.00
• Traffic Engineer — Direct = $44.08, Indirect= $59.00
• Traffic Engineer — Direct = $37.58, Indirect = $50.00
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