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IDOT Supplemental Agree Roads October 31, 2005 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Iowa Department of Transportation - Supplemental Agreement for Maintenance of Primary Roads in Municipalities City Engineer Gus Psihoyos is recommending approval of a Supplemental Agreement the City has entered into with the Iowa Department of Transportation related to maintenance of primary roads in municipalities. This supplement states that the City will provide routine maintenance and monitor/adjust the signal timing, as needed, for the traffic signal equipment installations at: . U.S. 52/61/151 at the intersection with Twin Valley Drive; and . Iowa 3/US 52 at the Intersection of Iowa 32 (NW Arterial). The Iowa DOT agrees to reimburse the City on an annual basis for the actual cost of all labor, parts and equipment required to complete said maintenance operations for the traffic signal equipment. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer D~~~E ~Yk-~ MEMORANDUM October 31, 2005 TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer SUBJECT: Iowa Department of Transportation - Supplemental Agreement for Maintenance of Primary Roads in Municipalities INTRODUCTION This memorandum is to recommend approval of a Supplemental Agreement with the Iowa Department of Transportation for Maintenance of Primary Roads in Municipalities. BACKGROUND The City of Dubuque (City) has executed a Supplemental Agreement with the Iowa Department of Transportation (Iowa DOT) which supplements the original Agreement for Maintenance of Primary Roads in Municipalities entered into by both parties in August of 2001. The Supplemental Agreement states that the City will provide routine maintenance and monitor/adjust the signal timing as needed for the traffic signal equipment installations at the following locations: . U.S. 52/61/151 at the intersection with Twin Valley Drive . Iowa 3/US 52 at the intersection with Iowa 32 (NW Arterial) In consideration, the Iowa DOT agrees to reimburse the City on an annual basis for the actual cost of all labor, parts and equipment as required to complete said maintenance operations for the traffic signal equipment locations as agreed. ACTION TO BE TAKEN The City Council is requested to approve the Supplemental Agreement with the Iowa Department of Transportation for Maintenance of Primary Roads in Municipalities. Prepared by: Robert Schiesl, Assistant City Engineer cc: Don Vogt, Public Works Director John Klostermann, Public Works David Ness, Civil Engineer ~tA 12~~d~e~!!~n!nt of TranSpo~~)!~~~ ...., 5455 Kirkwood Blvd. SW, Cedar Rapids, Iowa 52404 Fax(3l9)365-2317 October 3, 2005 Ref: 832 City of Dubuque (Lighting Agreement) Gus Psihoyos, City Engineer Operations and Maintenance Dept. 925 Kerper Blvd. Dubuque,L\ 52001 Dear Mr. Psihoyos, Enclosed you will find your copy of the approved Supplemental Agreement between the City of Dubuque and the Department of Transportation for the period of July 1, 2005 through June 30, 2006 for your files. Sincerely, ~ retchen Gresslin District Maintenance Manager GG/dh Enclosure Cc: Mayor Terry Dugan, City of Dubuque, 50 W. 13th 8t, Dubuque, IA 52001-4864 Mike Koch, Public Works Director, 50 W. 13th St, Dubuque, L\ 52001-4864 John Adam, Statewide Operations Bureau, Iowa Department of Transportation Dave Shanahan, Dubuque Area Supervisor, Iowa Dept of Transportation Art Gourley, Design Staff Engineer, Iowa Department of Transportation File Form 81 00 35wd .. 4-01 ~"-Iowa Department of Tran.sportation ~l SUPPLEMENTAL AGREEMENT For Maintenance of Primary Roads in Municipalities This Supplemental Agreement made and entered into by and between the Municipality of City of Dubuaue , Dubuaue County, Iowa, herEHnafter referred to as the Municipality, and the Iowa Department of Transportation, Ames, Iowa, hereinafter referred to as the Department. AGREEMENT: This Agreement supplements the Agreement for Maintenance and Repair of Primary Roads in Municipalities entered into by the parties on Auqust 13 , --2QQ.L, and in effect from July 1, 2001 , to June 30, 2006 II. The Municipality agrees to perfonn 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 acceptable work at the end of the fiscal year ending on June 30th: / lane mile for Route From To Lane Miles Total Cost Pavement maintenance does not include full depth patching and bituminous resurfacing. I.C.1 does not include traft1c 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, ~ to June 30, 2006 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 Dubu IOWA DEPARTMENT OF TRANSPORTATION By BY /2<.chtLAd (! j((fI:Ji~ , District Engineer cr-eG~os Date Date EXHIDIT "An Annual Maintenance of Traffic Signals and Cabinets Yearly maintenance shall consist of: Sianals . 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 I 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 S.erial 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.