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94-31 Resolution No. 94-31 RESOLUTION AUTHORIZING EXECUTION OF A MASTER AGREEMENT WITH THE COUNTY OF KANE FOR MAINTENANCE OF TRAFFIC SIGNALS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that George VanDeVoorde, Mayor, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute a Master Agreement on behalf of the City of Elgin with the County of Kane for maintenance of traffic signals, a copy of which is attached hereto and made a part hereof by reference. s/ Robert Gilliam Robert Gilliam, Mayor Pro Tem Presented: February 9, 1994 Adopted: February 9, 1994 Omnibus Vote: Yeas 6 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk MASTER AGREEMENT BETWEEN THE COUNTY OF KANE AND THE CITY OF ELGIN REGARDING THE INSTALLATION AND PERPETUAL MAINTENANCE OF INTERCONNECTED TRAFFIC CONTROL SIGNAL EQUIPMENT AND SYSTEMS AT INTERSECTIONS UNDER THE JURISDICTION OF THE COUNTY OF KANE THIS AGREEMENT entered into this � day of ,,,,c _, A.D. 1911-- , by and between the COUNTY OF KANE, Illinois, acting by and through its Chairman and County Board, hereinafter referred to as the COUNTY and the CITY OF ELGIN, acting by and through its Mayor and City Council, hereinafter referred to as the CITY. WITNESSETH WHEREAS,the COUNTY has identified certain intersections, located in close proximity to one another, that meet and satisfy the warrants for the installation of traffic control signals, and has determined that it is in their best interest to interconnect said traffic control signals in a system with other existing traffic control signals, of which one (1) or more of said existing traffic control signals to be interconnected are under the maintenance jurisdiction of the CITY; and, WHEREAS, the installation of said interconnected traffic control signal system(s) has resulted in the need for the COUNTY and the CITY to enter into a MASTER AGREEMENT identifying those traffic control signals under the maintenance jurisdiction of the CITY to be included as an integrated part of the COUNTY'S interconnected traffic control signal system(s) and to define the specific maintenance, energy, and other related responsibilities between the COUNTY and the CITY; NOW, THEREFORE, in consideration of the mutual covenants contained herein, the COUNTY and the CITY hereto agree to respectively assume the costs and responsibilities for maintenance, energy, and other related items provided for hereinafter for the locations as listed in EXHIBIT A, as amended from time to time, as provided for hereinafter, and attached hereto and made a part hereof: 1. It is mutually agreed by and between the parties hereto that the COUNTY, from time to time, may propose for the approval by the CITY, those existing traffic control signals under the maintenance jurisdiction of the CITY be incorporated into the proposed COUNTY interconnected traffic control signal system(s). Upon approval by the CITY to permit incorporation of its traffic control signals as part of said COUNTY interconnected traffic control signal system(s), as hereinafter provided, the CITY agrees to cooperate with the `COUNTY by providing, at no cost to the COUNTY, all necessary plans, specifications, and drawings of said existing traffic control signals and equipment and to make every effort to enable the COUNTY to install said interconnected traffic control signal system(s). Said CITY traffic control signals to be governed by the provisions of this MASTER AGREEMENT shall, following mutual written agreement by a letter(s) of concurrence between the COUNTY Engineer and the CITY, be added to EXHIBIT A. 2. The COUNTY agrees to prepare, or cause to be prepared, all necessary surveys, plans, specifications, and estimates, receive bids, award the contract, furnish engineering construction supervision during construction, and cause the improvement(s) to be built in accordance with the plans, specifications, and contract(s), unless so provided otherwise by separate agreement. 3. The COUNTY agrees to pay all engineering and construction costs directly associated with the installation of the interconnected traffic control signal system(s) unless so provided otherwise by separate agreement. 4. The CITY agrees, subject to its cost distribution policy, to pay it's proportional share of the costs associated with any modernization, revision, replacement, repairs, or upgrading of its existing traffic control signals and equipment that is not directly associated with any revisions required to incorporate said existing traffic control signals and equipment into the COUNTY's interconnected traffic control signal system(s) for the locations listed in EXHIBIT A. The modernization, revision, replacement, or upgrading of said existing traffic control signals shall be covered by a separate construction agreement. 5. The COUNTY agrees to maintain, or cause to be maintained , either with its own employees and/or through contractual agreements, the existing CITY traffic control signals and equipment for the locations listed in EXHIBIT A. The COUNTY further agrees that said existing CITY traffic control signals and equipment listed in EXHIBIT A shall be maintained to at least Level of Maintenance I or Level of Maintenance II as incorporated in the COUNTY's contractual maintenance agreement as illustrated in EXHIBIT B attached hereto and made a part hereof, as specified by the CITY at the time of approval of the COUNTY's interconnected traffic control signal system as provided heretofore in paragraph 1 . It is understood that Level of Maintenance I meets the minimum requirements of the State of Illinois Manual on Uniform Traffic Control Devices for Streets and Highways and Level of Maintenance II exceeds said requirements. The requirements as set forth in EXHIBIT B may from time to time, by mutual written agreement by a letter(s) of concurrence between the COUNTY Engineer and the CITY Engineer, be changed or modified. 6. The CITY agrees to reimburse the COUNTY one hundred percent (100%) of the costs for maintaining its existing traffic control signals and equipment at the location(s) listed in EXHIBIT A. The COUNTY shall invoice the CITY on a three (3) month basis. The amount invoiced shall be actual costs incurred less any third party damage payments received during the billing period for repair of the traffic control signals that are the responsibility of a third party. Any proposed expenditures in excess of five thousand dollars $5,000.00) for the repair to single traffic control signal installations must be approved by the CITY prior to the time the expenditure is made. The CITY reserves the right to examine the records of the COUNTY to determine that costs invoiced are fully documented. 7. The CITY agrees to pay one hundred percent (100%) of the energy costs for the interconnected traffic control system from South Street on the south to Foothill Drive on the north. Four traffic signal locations are included in this system. The COUNTY agrees to pay one hundred percent (100%) of the cost the engineering and signal installation and modification of existing signals. 8. The CITY agrees to comply with the following requirements prior to the COUNTY's acceptance of maintenance responsibilities of the existing CITY traffic control signals and equipment as listed in EXHIBIT A. A. All traffic controller equipment, signal indications, and detector equipment shall be in proper operating condition and in a state of good repair. B. The signal controller cabinet and all signal posts, poles, and faces shall be secure and plumb. C. Interconnection equipment shall be functioning properly. D. Furnish to the COUNTY a sequence of operations of the existing signal installation. E. Furnish the COUNTY an engineering drawing of the existing signal installation showing the locations of conduit and cable. The scale shall be 1" = 10'; 1" =20'; or 1" =30'. The date of transfer of the maintenance responsibilities shall become effective at 12:01 A.M. on the day following the inspection and acceptance of said traffic control signals and equipment by the CITY's and the COUNTY's representative. A written notification will be forwarded to the CITY indicating the date of transfer of the maintenance responsibilities of the traffic control signals and equipment listed in EXHIBIT A. 9. It is mutually agreed by and between the parties hereto that in the event that an emergency pre-emption system exists in the CITY's traffic control signals and equipment listed in EXHIBIT A is to be maintained by the COUNTY, the COUNTY agrees to maintain said emergency pre-emption system. Said maintenance shall include the phase selector, field wiring, optical detectors, and cabinet appurtenances. The local municipality or fire district requesting the emergency pre-emption system, covered under a separate agreement with the CITY, shall reimburse the COUNTY for all maintenance costs of the pre-emption system. The COUNTY shall invoice said local municipality or fire district for the maintenance costs of the pre-emption system. 10. The COUNTY shall time and regulate the operation of the interconnected traffic control signal system(s) and its traffic control signals. 11. It is mutually agreed by and between the parties hereto that, from time to time the COUNTY, acting through its COUNTY Engineer, may delete traffic control signals from the list of locations of CITY traffic control signals and equipment contained in EXHIBIT A. The COUNTY shall provide thirty (30) days written notice to the CITY of its intention to delete a location(s). The CITY and COUNTY, mutually agree to reimburse the other agency under a separate construction agreement, for construction and engineering costs associated with the deleted locations. Decisions shall be made with joint input and reimbursement made at the earliest program opportunity. 12. It is mutually agreed by and between the parties hereto that the provisions and covenants contained herein may be construed to include the installation of a proposed CITY traffic control signals that is proposed by the COUNTY to be incorporated into a COUNTY interconnected traffic control signal system. The costs for construction and engineering of said proposed CITY traffic control signal(s) installation shall be borne by the CITY and responsible agency(ies) and shall be covered under a separate construction agreement. The costs for construction and engineering of the portion directly related to the COUNTY's interconnected traffic control signal system shall be divided between the CITY and COUNTY and shall be covered in the aforementioned construction agreement. 13. THIS MASTER AGREEMENT and the covenants contained herein shall remain in force for (1) a period of twenty (20) years from the date of its execution or (2) so long as the traffic control signal and equipment listed in EXHIBIT A attached hereto remains in place either in their current or some modified configuration, whichever of (1) or (2) is of the shorter time. In the event that this agreement or subsequent Master Agreement is terminated for any reason whatsoever, all existing agreements or understandings with the CITY , traffic control signals and equipment contained in EXHIBIT A shall become effective and in force. 14. THIS MASTER AGREEMENT shall be binding upon and inure to the benefit of the parties hereto, their successors and assigns. RECOMMENDED FOR EXECUTION / . . .1/∎ �,.�,%..�/ County Engineer Kane County Date: \`c\(.\,,( n 8 \cAck KANE COUNTY BOARD OF ELGIN By: A I By: 40 1/ Chairman, Cou ty Board Mayor o 7 6 m By B Kane County Clerk City Clerk Date:\\N,,,, 8 Date: 'V//? EXHIBIT A Following is a list of traffic control signals under the jurisdiction of the CITY that are to be incorporated into the COUNTY's interconnected traffic control signal system(s) and maintained by the COUNTY. The Level of Maintenance refers to the Traffic Signal Maintenance Provisions contained in EXHIBIT B. LEVEL OF DATE MAINTENANCE LOCATION MAINTENANCE ACCEPTED BY CITY 1. Randall Road @ New Weld Road 2. Randall Road @ South Street • EXHIBIT B TRAFFIC SIGNAL MAINTENANCE PROVISIONS LEVEL I The maintaining agency agrees to: 1. Patrol the traffic control signal system on a regular basis and replace burned out lamps or damaged sockets as may be required. All lamps should be replaced as frequently as experience proves necessary to prevent undue failures. The reflector and lens should be cleaned each time a lamp is replaced. 2. Keep signal heads properly adjusted, controller cabinets, signal posts, and controller pedestals tight on their foundations and in alignment at all times. 3. Keep detector equipment in proper working order at all times. 4. Check the controllers, relays, and detectors at frequent intervals to ascertain that they are functioning properly and make all necessary repairs and replacements. 5. Remove to clean and overhaul the controllers, relays, special auxiliary control equipment and time clock once a year or more often if necessary. Keep interior of controller cabinet in a neat condition at all times. Solid state equipment should be cleaned and tested for proper timing at least once every two (2) years. 6. Replace burned out fuses. 7. Clean reflectors, lenses, and lamps once every six (6) months. 8. Repaint all signal components exposed to weather on a regular basis. 9. Repair or replace any and all equipment damaged by any cause whatsoever. 10. Be responsible to make recovery for damage to any part of the installation or systems from the party causing the damage. 11. _provide alternate traffic control during a period of failure or when the controller must be disconnected. This may be accomplished through installation of a spare controller, placing the intersection on flash, manually operating the controller, or manually directing traffic through the use of proper authorities. 12. Provide skilled maintenance personnel who will be available at all times to respond without delay to emergency calls. This may be provided by agency forces, contract, or maintenance agreement. 13. Provide the DEPARTMENT the names, addresses, and telephone numbers of at least two persons who will be available for emergency repair of the traffic signals and keep the DEPARTMENT informed of any changes. EXHIBIT B TRAFFIC SIGNAL MAINTENANCE PROVISIONS LEVEL II The maintaining agency agrees to: 1. Patrol the traffic control signal system a• minimum of once every two (2) weeks and replace burned out lamps or damaged sockets as may be required. The reflector and lens should be cleaned each time a lamp is replaced. 2. Keep signal posts, controller pedestals, and foundations in alignment at all times. 3. Keep signal posts and controller pedestals tight on foundation. 4. Keep signal heads and controller cabinets tight on their pedestals and properly adjusted. 5. Keep detector equipment in proper working order at all times. 6. Check the controllers, relays, and detectors at least once every month to ascertain that they are functioning properly and make all necessary repairs and replacements. 7. Furnish and install temporary controller whenever necessary. 8. Keep interior of controller cabinets in a neat condition at all times. 9. Remove to clean and overhaul the controllers, relays, special auxiliary control equipment, and time clock once a year or more often if necessary. A record tag shall be attached to each controller on which the date of overhaul or other service work shall be indicated. 10. Replace burned out fuses. 11. Clean reflectors, lenses, and lamps once very six (6) months. 12. Repaint all signal components exposed to weather at (east once every two (2) years. 13. Group relamp traffic signal heads at the expiration of the average rated lamp life. 14. Repair or replace any and all equipment damaged by any cause whatsoever. 15. Be responsible to make recovery for damage to any part of the installation or systems from the party causing the damage. • 16. Place a stop sign on each approach to the intersection as a temporary means of regulating traffic whenever repairs at a signalized intersection require that the controller be disconnected. 17. Respond to emergency calls from authorized parties twenty-four (24) hours a day, including Saturdays, Sundays, and holidays. Controller failure, lights out, knockdowns, or two (2) red lights out at an intersection are considered emergencies. 18. Provide the DEPARTMENT the name, address, and telephone number of at least two persons who will be available for emergency repair of the traffic signals and keep the DEPARTMENT informed of any changes of same. STATE OF ILLINOIS SS COUNTY OF KANE RESOLUTION NO. 94 - 5g AUTHORIZING CHAIRMAN TO EXECUTE JOINT AGREEMENT WHEREAS, the County has identified certain intersections, located in close proximity to one another, that meet and satisfy the warrants for the installation of traffic signals, and has determined that it is in their best interest to interconnect said traffic control signals in a system with other existing traffic control signals, of which one (1) or more of said existing traffic control signals to be interconnected are under the maintenance jurisdiction of the City of Elgin; and, WHEREAS, the installation of said interconnected traffic control systems(s) has resulted in the need for the County and City to enter into a Master Agreement identifying those traffic control signals under the maintenance jurisdiction of the City to be included as an integrated part of the County's interconnected traffic control signal systems(s) and to define the specific maintenance, energy, and other related responsibilities between the County and the City of Elgin; NOW, THEREFORE, BE IT RESOLVED, by the Kane County Board that the Chairman of the Board is authorized to execute a joint agreement with the City of Elgin for said installation and perpetual maintenance. PASSED by the Kane County Bo d on N.3..AcAN g , \ ` \ c C� ( Clerk, County Board Chairman, County Board Kane County, Illinois Kane County, Illinois EVn . °�f��,� • Agenda Item No.0, Ark P 10 January 19, 1994 TO: Mayor and Members of the City Council FROM: Robert O. Maim, Interim City Manager SUBJECT: Agreement with Kane County for Traffic Signal Maintenance PURPOSE To request consideration of an agreement with Kane County for the maintenance of certain traffic signals on Randall Road. BACKGROUND Kane County has undertaken roadway improvements, including new traffic signal installations, on Randall Road from the City's south border to Route 20. These improvements, which interface City streets, were completed without cost participation by the City. New traffic signal installations were completed at: . Randall Road at Weld Road (at Otter Creek Shopping Center) . Randall Road at South Street Kane County, by letter dated November 5, 1993, has proposed a maintenance agreement for the signalization at the above intersections. In summary, the agreement provides that the City will pay for energy charges for the above traffic signal operations plus the signals at Randall Road and Foothill and Weld Roads. This will not result in any cost to the City, as Commonwealth Edison provides free electricity to all City traffic signal facilities under our franchise agreement. For the Randall Road at Weld Road (Otter Creek Shopping Center) and at South Street intersections, the City will reimburse the County for all routine maintenance and repair costs on a quarterly invoice basis. It is anticipated that annual maintenance expenses will be about $1,500 per intersection or $3,000 annually. Mayor and Members of the City Council January 19, 1994 Page 2 elk FINANCIAL IMPACT Expected . annual maintenance costs will be about $3,000. Adequate funds have been budgeted in the General Fund, Account 010-3321 Contractual services, Traffic Signals. LEGAL IMPACT The Legal Department has reviewed the attached agreement. There are no issues. RECOMMENDATION Authorize the execution of a traffic signal maintenance agreement with Kane County. ob . a m, Interim City Manager R rt 0M ROM/JLK/do Attachment eft. • r • • KANE COUNTY DIVISION of TRANSPORTATION Nabi R. Fakroddin, P.E., S.E. ���couNr•• • 41W011 Burlington Road County Engineer o'. St. Charles, IL 60175 Director of Transportation i cpWNRE0 yt•i Phone: (708)584-1170 < "•�~'` ' ' Fax:(708)584-5265 � •'•,''�N.16.1636.: IZ • November 5, 1993 GI �- )-14 lc c. • Nov 06 1991. CITY OF ELGIN James Kristianson ENGINEERING DEPT. Director of Public Works City of Elgin 150 Dexter Court Elgin, IL 60120 Re: Randall Road from South to Foothill Drive Traffic Signal Maintenance Agreement Dear Mr. Kristianson: Enclosed for your review is a joint agreement regarding maintenance and energy for the interconnected traffic control system from South Street to Foothill Drive. The agreement stipulates that the City of Elgin would pay 100% of the maintenance costs for the relocated Weld Road and South Street signals. The City would also pay 100% of the energy costs for the four interconnected systems from South Street to Foothill Drive. The jurisdiction of the signals at South and relocated Weld would be the responsibility of the County. The signals at old Weld Road and Foothill Drive are under the jurisdiction of Illinois Department of Transportation. The County had expended a significant sum ($3,300,000.00) to construct the improvements from Silver Glen to Bypass 20. Approximately 60% of this length is in the City of Elgin. This includes approximately $1,100,000.00 for the section adjacent to the new commercial developments on the west side of Randall north of South Street. The completed roadway system, especially the lighting system and signals, compliment this development. All accomplished without any assistance from the City. If possible we would appreciate your cooperation in expediting this agreement. A final inspection of the signal system is scheduled for November 9, 1993. If the inspection indicates that the installation is satisfactory, we would like to place the elk interconnected system into service. We may have to continue to operate the temporary system until the agreement is executed. • If there is a resolution by the city council approving the agreement, please attach a copy of the resolution authorizing the execution of the agreement. Please call at your earliest opportunity if there are any questions. Cordially, Thomas L. Cieslica Deputy Director TLC:lh r r