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IDOT 2012 Supplemental Agreement_Traffic Signal MaintenanceIowa Department of Transportation District 6 Maintenance Office (319) 365 -3558 5455 Kirkwood Blvd. SW, Cedar Rapids, IA 52404 Fax (319) 730 -1564 March 28, 2012 Don Vogt, Public Works Director City of Dubuque 925 Kerper Court Dubuque, IA 52001 Ref: 832 City of Dubuque (Lighting Agreement) Dear Mr. Vogt: Enclosed you will find your copy of the approved Supplemental Agreement between the City of Dubuque and the Iowa Department of Transportation for the period of July 1, 2011 through June 30, 2012 for your files. Sincerely, CIS C,� << John Wilson District Maintenance Manager JWI1h' Enclosure Cc: Mayor Roy D. Buol, City of Dubuque, 50 W. 13th St, Dubuque, IA 52001 -4864 Gus Psihoyos, Engineer, City of Dubuque, 50 W. 13th St, Dubuque, IA 52001 -4864 Sheri Harris, ERMS, Records Management Services, Iowa Dept of Transportation John Selmer, Statewide Operations Bureau, Iowa Dept of Transportation Art Gourley, Area Engineer, Iowa Dept of Transportation Dave Shanahan, Dubuque/Dyersville Area Supervisor, Iowa Dept of Transp. N �) Lo .) co J l-l_ - 1 = C 7 - C"D a5 LV_ CC 0 E cs, 0 Form 810035wd 4 -01 Iowa Department of Transportation \4111P SUPPLEMENTAL AGREEMENT For Maintenance of Primary Roads in Municipalities This Supplemental Agreement made and entered into by and between the Municipality of City of Dubuque Dubuque County, Iowa, hereinafter referred to as the Municipality, and the Iowa Department of Transportation, Ames, Iowa, hereinafter referred to as the Department. AGREEMENT: I. This Agreement supplements the Agreement for Maintenance and Repair of Primary Roads in Municipalities entered into by the parties on February 23 , 2012 , and in effect from July 1, 2011 , to June 30, 2016 II. The Municipality agrees to perform and accept all responsibility for those maintenance activities listed in Sections I.B.1, I.B.3, I.B.4 and I.C.1 of the basic Agreement, with respect to the primary roads within the corporate limits of the Municipality specifically described in this section. In consideration thereof, the Department agrees to pay the Municipality at the rate of N/A / lane mile for acceptable work at the end of the fiscal year ending on June 30th: Route From To Lane Miles Total Cost Pavement maintenance does not include full depth patching and bituminous resurfacing. I.C.1 does not include traffic services and painting and structural repair to bridges. III. The Municipality further agrees to perform additional maintenance for the Department on primary roads as specifically described below: The City of Dubuque will provide routine maintenance and monitor /adjust the signal timing as needed for traffic installations at the locations listed below. Maintenance will be in accordance with the City's guidelines for the "Annual Maintenance of Traffic Signals and Cabinets ", attached as Exhibit "A ". Locations: 1. U.S. 52/61/151 at the intersection with Twin Valley Drive. 2. Iowa 3 /U.S. 52 at the intersection with Iowa 32 (Northwest Arterial). In consideration thereof, the Department agrees to pay the Municipality the following amounts after the work has been completed: The cost of labor will be billed back to the State based on the wages of the personnel involved. The cost of parts will be billed back to the State on an actual cost basis. The City of Dubuque shall submit to the State of Iowa an annual accounting of costs upon which reimbursement will be made. IV. This Supplemental Agreement may be terminated at any time by either party upon 30 days written notice. V. This Supplemental Agreement shall be in effect from July 1, 2011 to June 30, 2012 unless re- negotiated or terminated. IN WITNESS WHEREOF, the parties hereto have set their hands, for the purposes herein expressed on the dates indicated below. City of Dubuque By a MUNICIPALITY BY IOWA DEPARTMENT OF TRANSPORTATION District Engineer Date March 19 , 2012 Date 3 /Z Adi t. Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager Dubuque bierd All-America City 1 2007 SUBJECT: Iowa Department of Transportation Supplemental Agreement for Maintenance of Primary Roads in Municipalities Annual Maintenance of Traffic Signals and Cabinets DATE: March 12, 2012 City Engineer Gus Psihoyos is requesting approval of the Supplemental Agreement for Maintenance of Primary Roads in Municipalities (Supplemental Agreement) between the Iowa Department of Transportation (Iowa DOT) and the City of Dubuque (City) for the annual maintenance of traffic signals and cabinets at US 52/61/151 at the intersection with Twin Valley Drive and Iowa 3 /US 52 at the intersection of Iowa 32 (Northwest Arterial). The Supplemental Agreement for Maintenance of Primary Roads in Municipalities states that the City will provide routine traffic signal /cabinet maintenance and signal timing adjustment /monitoring for the following intersections from July 1, 2011 to June 30, 2012: — US 52/61/151 at the intersection with Twin Valley Drive. — Iowa 3 /US 52 at the intersection with Iowa 32 (Northwest Arterial). The City shall submit to the Iowa DOT an annual accounting of costs upon which reimbursement will be made. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:sv Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer 2 Masterpiece on the Mississippi T0: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer Dubuque kratil All - America City 11111, 2007 SUBJECT: Iowa Department of Transportation Supplemental Agreement for Maintenance of Primary Roads in Municipalities Annual Maintenance of Traffic Signals and Cabinets DATE: March 8, 2012 INTRODUCTION The purpose of this memorandum is to request approval of the Supplemental Agreement for Maintenance of Primary Roads in Municipalities (Supplemental Agreement) between the Iowa Department of Transportation (Iowa DOT) and the City of Dubuque (City) for the annual maintenance of traffic signals and cabinets at US 52/61/151 at the intersection with Twin Valley Drive and Iowa 3 /US 52 at the intersection of Iowa 32 (Northwest Arterial). BACKGROUND The City of Dubuque (City) has executed the Agreement for Maintenance and Repair of Primary Roads in Municipalities between the Iowa DOT and the City in February 23, 2012 for the time period of July 1, 2011 to June 30, 2016. This Agreement is necessary in order to coordinate the maintenance of the State roadways located within the municipality jurisdictions. DISCUSSION The Supplemental Agreement for Maintenance of Primary Roads in Municipalities states that the City will provide routine traffic signal /cabinet maintenance and signal timing adjustment /monitoring for the following intersections from July 1, 2011 to June 30, 2012: — US 52/61/151 at the intersection with Twin Valley Drive. — Iowa 3 /US 52 at the intersection with Iowa 32 (Northwest Arterial). The City shall submit to the Iowa DOT an annual accounting of costs upon which reimbursement will be made. ACTION TO BE TAKEN I recommend that the Supplemental Agreement for Maintenance of Primary Roads in Municipalities between the Iowa Department of Transportation and the City of Dubuque for the annual maintenance of traffic signals and cabinets at US 52/61/151 at the intersection with Twin Valley Drive and Iowa 3 /US 52 at the intersection of Iowa 32 (Northwest Arterial) is executed. Prepared by Robert Schiesl, Assistant City Engineer cc: Don Vogt, Public Works Director John Klostermann, Street & Sewer Maintenance Supervisor David Ness, PE Duane Richter, Engineering Technician Iowa Department of Transportation `8 District 6 Maintenance Office (319) 365 -3558 5455 Kirkwood Blvd. SW, Cedar Rapids, IA 52404 Fax (319) 730 -1564 February 28, 2012 Don Vogt, Public Works Director City of Dubuque 925 Kerper Court Dubuque, IA 52001 Dear Mr. Vogt: Ref: 832 City of Dubuque (Lighting Agreement) Please find enclosed the Supplemental Agreement between the City of Dubuque and the Iowa Department of Transportation. This agreement concerns the maintenance and monitoring /adjustment of the signal timing as needed for the traffic installations at two locations within the corporate limits of the city during the period of July 1, 2011 through June 30, 2012. Please review the document and if in agreement, please have the appropriate authority sign their approval and return it to our office at the address listed above. It will then need to be returned to this office for approval by our district engineer. A final copy will be returned to you for your files. Your immediate attention to this matter would be appreciated as we have already entered into the coverage period for the new agreement. If you have any further questions, please contact me at this office. Sincerely, John Wilson District Maintenance Manager JW /dh Enclosure Form 810035wd 4 -01 �11owa Department of Transportation � SUPPLEMENTAL AGREEMENT For Maintenance of Primary Roads in Municipalities This Supplemental Agreement made and entered into by and between the Municipality of City of Dubuque Dubuque County, Iowa, hereinafter referred to as the Municipality, and the Iowa Department of Transportation, Ames, Iowa, hereinafter referred to as the Department. AGREEMENT: I. This Agreement supplements the Agreement for Maintenance and Repair of Primary Roads in Municipalities entered into by the parties on February 23 , 2012 , and in effect from July 1, 2011 , to June 30, 2016 II. The Municipality agrees to perform and accept all responsibility for those maintenance activities listed in Sections I.B.1, I.B.3, I.B.4 and I.C.1 of the basic Agreement, with respect to the primary roads within the corporate limits of the Municipality specifically described in this section. In consideration thereof, the Department agrees to pay the Municipality at the rate of N/A / lane mile for acceptable work at the end of the fiscal year ending on June 30th: Route From To Lane Miles Total Cost Pavement maintenance does not include full depth patching and bituminous resurfacing. I.C.1 does not include traffic services and painting and structural repair to bridges. III. The Municipality further agrees to perform additional maintenance for the Department on primary roads as specifically described below: The City of Dubuque will provide routine maintenance and monitor /adjust the signal timing as needed for traffic installations at the locations listed below. Maintenance will be in accordance with the City's guidelines for the "Annual Maintenance of Traffic Signals and Cabinets ", attached as Exhibit "A ". Locations: 1. U.S. 52/61/151 at the intersection with Twin Valley Drive. 2. Iowa 3 /U.S. 52 at the intersection with Iowa 32 (Northwest Arterial). In consideration thereof, the Department agrees to pay the Municipality the following amounts after the work has been completed: The cost of labor will be billed back to the State based on the wages of the personnel involved. The cost of parts will be billed back to the State on an actual cost basis. The City of Dubuque shall submit to the State of Iowa an annual accounting of costs upon which reimbursement will be made. IV. This Supplemental Agreement may be terminated at any time by either party upon 30 days written notice. V. This Supplemental Agreement shall be in effect from July 1, 2011 to June 30, 2012 unless re- negotiated or terminated. IN WITNESS WHEREOF, the parties hereto have set their hands, for the purposes herein expressed on the dates indicated below. City of Dubuque By MUNICIPALITY J Date BY March 19, 2012 Date IOWA DEPARTMENT OF TRANSPORTATION District Engineer EXHIBIT "A" Annual Maintenance of Traffic Signals and Cabinets Yearly maintenance shall consist of: Signals • Exterior cleaning of signal heads if needed. • Check angle of alignment of each head (try to align all heads) • Observe for broken or extremely faded back plates • Check operability of pedestrian buttons • Observe Walk / Don't Walk status, lenses etc • Inspect exterior equipment, note in log if painting, replacement, etc is necessary • Wash video detection camera lenses • Replace any burned out incandescent or LED signal lamps • Observe signal timings — note any needed adjustments to Engineering • Check operation of loop & loop amplifiers, note any repairs needed. Cabinet • Vacuum • Replace Filter • Check/Clean exhaust fan • Log Make, Model and Serial numbers of the following: - Cabinet - Controller - Conflict Monitor - Video detection equipment and monitors - Pre- emption systems - Battery Backup Devices • Perform Test of Conflict monitor and attach printout to log, Note any failures immediately to Engineering • Oil Locks and Hinges • Tighten electrical connections • Note any changes to timings or Video detection. Notify Engineering of changes so data can be backed up electronically • Check if accurate phase diagram is present in cabinet • Update database sheet printout and return to Engineering once maintenance is complete.