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HomeMy WebLinkAbout6.n. Traffic Control Signal Maintenance Agreement and Cost Participation with Dakota County - Trunk HWY 3 Cooperative Agreement Improvements (Connemara Trail - CSAH 38 (McAndrews Road), City Project #385i CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: September 7, 2004 AGENDA ITEM: Traffic Control Signal Maintenance AGENDA SECTION: Agreement and Cost Participation with Dakota County- Trunk Consent Highway 3 Cooperative Agreement Improvements (Connemara Trail -CSAH 38(McAndrews Cit P roject #385 PREPARED BY: Andrew J. Brotzler, P.E., City Engineer MAAW� ATTACHMENTS: Resolutions, Traffic Control Signal APPROVED BY: Agreement No. 86975M, Dakota County Board Action RECOMMENDED ACTION: 1) MOTION TO ADOPT A RESOLUTION ENTERING INTO AGREEMENT NO. 86975M WITH THE MINNESOTA DEPARTMENT OF TRANSPORTATION FOR A TRAFFIC CONTROL SIGNAL. 2) MOTION TO ADOPT A RESOLUTION AUTHORIZING THE EXECUTION OF A COST PARTICIPATION AGREEMENT WITH DAKOTA COUNTY FOR TRUNK HIGHWAY 3 IMPROVEMENTS (CONNEMARA TRAIL -CSAH 38 (MCANDREWS)), CITY PROJECT #385. ACTION: ISSUE: Consider approval of Traffic Control Signal Agreement No. 86975M for traffic control signals on Trunk Highway 3 at Connemara Trail and CSAH 38 (McAndrews Road) and consider approval of Cost Participation Agreement with Dakota County for K improvements on CSAH 38 (McAndrews Road) at Trunk Highway 3. BACKGROUND: The Trunk Highway 3 Cooperative Agreement Project, City Project #385, includes the installation of traffic control signals on Trunk Highway 3 at Connemara Trail and CSAH 38 (McAndrews Road). The attached Traffic Control Signal Agreement outlines the responsibilities of Mn /DOT, Dakota County and the City for the maintenance and operation of these two signal systems. The terms of the Agreement are consistent with other traffic control signal maintenance agreements for existing signals within the City. Secondly, Dakota County is preparing a Cost Participation Agreement which will cover Dakota County's funding participation for the original system and roadway improvements on CSAH 38 (McAndrews Road) at Trunk Highway 3. The estimated Dakota County cost participation is $57,683. Attached is a copy of the Dakota County Board of Commissioners action item for these Agreements. SUMMARY: Staff recommends Council adoption of these two resolutions CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2004 - A RESOLUTION ENTERING INTO AGREEMENT NO. 86975M WITH THE MINNESOTA DEPARTMENT OF TRANSPORTATION FOR A TRAFFIC CONTROL SIGNAL BE IT RESOLVED, that the City of Rosemount enter into an Agreement with the State of Minnesota, Department of Transportation for the following purposes, to -wit: To provide Maintenance and Electrical Energy for the new Traffic Control Signals with streetlights, emergency vehicle pre - emption, and signing at the intersections of Trunk Highway No. 3 at Connemara Trail and CSAH 38 N Jct. (McAndrews Road) in accordance with the terms and conditions set forth and contained in Agreement No. 86975M, a copy of which was before the Council BE IT FURTHER RESOLVED, that the proper City officials be and hereby are authorized to execute such Agreement and any amendments, and thereby assume for and on behalf of the City all of the contractual obligations contained therein. ADOPTED this 7 day of September, 2004. William H. Droste, Mayor ATTEST: Linda Jentink, City Clerk CERTIFICATION I hereby certify that the foregoing is a true and correct copy of a resolution presented to and adopted by the City Council of Rosemount at a duly authorized meeting thereof, held on the 7 day of September, 2004, as disclosed by the records of said City in my possession. (SEAL) Linda Jentink, City Clerk Motion by: Second by: Voted in favor: Voted CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION 2004 — A RESOLUTION AUTHORIZING THE EXECUTION OF A COST PARTICIPATION AGREEMENT WITH DAKOTA COUNTY FOR TRUNK HIGHWAY 3 IMPROVEMENTS (CONNEMARA TRAIL — CSAH 38 (McANDREWS ROAD)) CITY PROJECT #385 DAKOTA COUNTY PROJECT 38 -36 WHEREAS, the City of Rosemount is partnering with the Minnesota Department of Transportation (Mn/DOT) and Dakota County on the installation and maintenance of a traffic signal systems with streetlights, mast arm signing and emergency vehicle pre - emption at the intersection of Trunk Highway (TH) 3 and County State Aid Highway (CSAH) 38 in the City of Rosemount; and WHEREAS, the City of Rosemount is entering into a Cost Participation Agreement with Dakota County for the above referenced project. NOW THEREFORE BE IT RESOLVED, that the City of Rosemount hereby authorizes the necessary signatures to enter into a Cost Participation Agreement with Dakota County subject to approval by the City Attorney's office. ADOPTED this 7t day of September, 2004. William H. Droste, Mayor ATTEST: Linda Jentink, City Clerk CERTIFICATION I hereby certify that the foregoing is a true and correct copy of a resolution presented to and adopted by the City Council of Rosemount at a duly authorized meeting thereof, held on the 7th day of September, 2004, as disclosed by the records of said City in my possession. (SEAL) Linda Jentink, City Clerk Resolution 2004 - Motion by: Second by: Voted in favor: Voted against: MINNESOTA TRANSPORTATION DEPARTMENT TRAFFIC CONTROL SIGNAL AGREEMENT NO. 86975M BETWEEN THE STATE OF MINNESOTA, DEPARTMENT OF TRANSPORTATION AND THE COUNTY OF DAKOTA AND THE CITY OF ROSEMOUNT TO Provide Maintenance and Electrical Energy for the new Traffic Control Signals with Street Lights, Emergency Vehicle Pre - emption, and Signing at the intersections of T.H 3 at Connemara Trail and T.H. 3 at CSAH 38 N. Jct.; in Rosemount, Dakota County, Minnesota. S.P. 1921 -78 S.A.P. 208- 010 -006 C.P. 385 Prepared by Metropolitan District Traffic Engineering ESTIMATED AMOUNT RECEIVABLE AMOUNT ENCUMBERED None None Otherwise Covered PARTIES THIS AGREEMENT is entered into by the Minnesota Department of Transportation, (State), and the County of Dakota, (County), and the City of Rosemount, (City). RECITALS Minnesota Statutes Section 161.20 authorizes the Commissioner of Transportation to enter into agreements with any governmental authority for the purposes of constructing, maintaining and improving the Trunk Highway system. The Parties desire to install new traffic control signals including street lights and signing, (Traffic Control Signal(s)) at the intersections of T.H 3 at Connemara Trail and T.H. 3 at CSAH 38 N. Jct. The City requests and the State agrees to the installation of Emergency Vehicle Pre- emption Systems, (EVP System(s)) as apart of the new Traffic Control Signal installations. It is considered in the public's best interest for the State to provide two new cabinets and control equipment (State Furnished Materials) to operate the new Traffic Control Signals. The County, City, and the State will participate in the maintenance and operation of the new Traffic Control Signals and EVP Systems. -1- 86975M CONTRACT 1. The City will prepare the necessary plan, specifications and proposal, (Preliminary Engineering). The City will also perform all necessary construction inspection, (Construction Engineering). The State will have the right to periodically inspect the construction work. 2. The City, with its own resources or by contract will install new Traffic Control Signals and EVP Systems at the intersections of T.H. 3 at Connemara Trail (System "A") and T.H. 3 a CSAH 38 N. Jct. (System "B") pursuant to the plans and specifications for State Project No. 1921 -78, State Aid Project No. 208 -010 -006, and City Project No. 385. The Cost of Construction (Construction Cost) and State Furnished Materials is covered in Cooperative Agreement No. 86913, between the State and the City. 3. The State will provide the State Furnished Materials for the City work provided in paragraph 2 with the costs shared as follows: a. T. H. 3 at Connemara Trail. System "A ". Traffic Control Signal and EVP System which includes a lump sum amount of $19,000.00 for State Furnished Materials. State's share is. 50 percent. City's share is 50-percent. The State Furnished Materials costs are covered in -2- 86975M Cooperative Agreement No. 86913, between the State and the City. b. T. H. 3 at CSAH 38 N. Jct. System "B ". Traffic Control Signal and EVP System which includes a lump sum amount of $19,000.00 for State Furnished Materials. State's share is-6-6.67 percent. County's share is 16.67 percent. City's share is 16.67 percent. The State Furnished Material costs are covered in Cooperative Agreement No. 86913, between the State and the City. The City will bill the County for 16.67 percent of the costs of the State Furnished Materials. 4. The County and City will be responsible for the cost and application to secure an adequate power supply to the service pads or poles for the operation of the new Traffic ` Control Signals and EVP Systems with the costs shared as follows: a. T. H. 3 at Connemara Trail. System "A ". Traffic Control Signal and EVP System. The Signal power hookup installation cost will be 100 percent City cost. b. T. H. 3 at CSAH 38 N. Jct. System "B ". Traffic Control Signal and EVP System. The Signal power hookup installation cost will be -3- 86975M shared with County's share as 33.33 percent and City's share as 66.67 percent. The County will receive the bill for the cost and application to secure an adequate power supply to the service pad or pole for System "B" and invoice the City for 66.67 percent�of the cost. 4.,„ The County and City will be responsible for the annual /monthly electrical service expenses necessary for the operation of the new Traffic Control Signals and EVP Systems with the costs shared as follows: a. T. H. 3 at Connemara Trail. System "A ". Traffic Control Signal and EVP System. The Signal power supply cost will be 100 percent City cost. b. T. H. 3 at CSAH 38 N. Jct. System "B ". Traffic Control Signal and EVP System. The Signal power supply cost will be shared with County's share as 33.33 percent and City's share as 66.67 percent. The County will receive the bill for the annual /monthly electrical service costs to supply power for the operation of System "B" and,invoice the City for 66.67 percent of the cost. 6. For both System "A" and System "B ", the City will be responsible for the power connection costs for the luminaires and also for the yearly /monthly electrical service costs to -4- 86975M supply necessary electrical power for the operation of the luminaires. 7. Upon completion of this project, the responsibility for the Traffic Control Signal (System "A ") is as follows: a) The City will, at its cost and expense: (1) relamp the new traffic control signal; (2) clean and paint the new traffic control signal and cabinet; (3) maintain the new luminaires and all their components, including replacement of the luminaire if necessary; (4) relamp the new street lights; and (5) clean and paint the new luminaire mast arm extensions; and b) The State will, at its cost and expense, maintain the signing, and perform all other traffic control signal and street light maintenance. 8. Upon completion of this project, the responsibility for the Traffic Control Signal (System "B") is as follows: a) The County will, at its cost and expense: (1) relamp the new control signal; and (2) clean and paint the new traffic control signal and cabinet; b) The City will, at its cost and expense: (1) maintain the new luminaires and all their components, including replacement of the luminaire if necessary; (2) relamp the new street lights; and (3) clean and paint the new luminaire mast arm extensions; and c) The State will, at its cost and expense, maintain the signing, and perform all other traffic control signal and street light maintenance. -5- 86975M 9. The EVP Systems will be installed, operated, maintained, or removed in accordance with the following conditions and requirements: a) All maintenance of the EVP Systems, Y 'including timing, will be done by State forces. b) Emitter units may be installed only on authorized emergency vehicles, as defined in Minnesota Statutes Section 169.01, Subdivision S. Authorized emergency vehicles may use emitter units only when responding to an emergency. The City will provide the State's Metropolitan District Engineer or his designated representative a list of all vehicles with emitter units`. cT - Malfunction of the EVP Systems must be reported to the State immediately. d) In the event the EVP Systems or the components are, in the opinion of the State, being misused or the conditions set forth in Paragraph b above are violated, and such misuse or violation continues after the City receives written notice from the State, the State may remove the EVP Systems. Upon -6- 86975M removal of the EVP Systems pursuant to this Paragraph, all of the parts and components become the property of the City. e)- All timing of the EVP Systems will be determined by the State. 10., timing of the new Traffic Control Signals will be determined by the State, and no changes may be made except with the approval of the State. 11. Each party will be solely responsible for its own acts and omissions, and the results thereof, to the extent authorized by law. The State's liability is governed by the Minnesota Tort Claims Act, Minnesota Statutes Section 3.736. The County and City liability is governed by Minnesota Statutes Chapter 466. Each party will be solely responsible for its own employees for any Workers Compensation Claims. 12. Any amendment to this Agreement must be in writing and will - not be effective until it has been executed and approved by the same parties who executed and approved the original Agreement, or their successors in office. 13. If any party fails to enforce any provisions of this Agreement, that failure does not waive the provision or its right to enforce it. -7- 86975M 14. This Agreement contains all negotiations and agreements between the parties relative to this project. No other understanding regarding this Agreement, whether written or oral, may be used to bind either party. 15.- Minnesota law governs this contract. Venue for all legal proceedings arising out of this Agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 16. This Agreement is effective on the date the State obtains all required signatures under Minnesota Statutes 16C.05, Subdivision 2, and will remain in effect until terminated by written agreement of the parties. -8- 86975M COUNTY OF DAKOTA APPROVED AS TO FORM: County Attorney .r" RECOMMENDED FOR APPROVAL: Bv: County Administrator Date: County Highway Engineer -9- 86975M CITY OF ROSEMOUNT APPROVED AS TO FORM: City Attorney f' By: Mayor Date: By City Administrator Date: -10 86975M DEPARTMENT OF TRANSPORTATION DEPARTMENT OF TRANSPORTATION RECOMMENDED FOR APPROVAL: Approved: By: State Design Engineer Metropolitan Distrigt Engineer Date: COMMISSIONER OF ADMINISTRATION. APPROVED AS TO FORM AND EXECUTION: As delegated to Materials Management Division By: Contract Management By: Date: Date: -11- 89675M RESOLUTION BE IT RESOLVED that the County of Dakota enter into an agreement with the State of Minnesota, Department of Transportation for the following purposes, to wit: To provide Maintenance and Electrical Energy for the new Traffic Control Signals with Street Lights, Emergency Vehicle Pre- emption, and Signing at the intersections of T.H 3 at Connemara Trail and T.H. 3 at CSAH 38 N. Jct. in accordance with the terms and conditions set forth and contained in Agreement No. 86975M, a copy of which was before the Board. BE IT FURTHER RESOLVED that the proper County officers be and hereby are authorized to execute such agreement and any amendments, and thereby assume for and on behalf of the County all of the contractual obligations contained therein. CERTIFICATION State of Minnesota County of Dakota I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Board of the County of Dakota at a duly authorized meeting thereof held on the day of , 2004, as shown by the minutes of said meeting in my possession. Clerk to the Board (Seal) RESOLUTION BE IT RESOLVED that the City of Rosemount enter into an agreement.with the State of Minnesota, Department of Transportation for the following purposes, to wit: To provide Maintenance and Electrical Energy for the new Traffic Control Signals with Street Lights, Emergency Vehicle Pre - emption, and Signing at the intersections of T.H 3 at Connemara Trail and T.H. 3 at CSAH 38 N. Jct. in accordance with the terms and conditions set forth and contained in Agreement No. 86975M, a copy of which was before the Council. BE IT FURTHER RESOLVED that the proper City officers be and hereby are authorized to execute such agreement and any amendments, and thereby assume for and on behalf of the City all of the contractual obligations contained therein. CERTIFICATION State of Minnesota City of Rosemount I hereby certify that the foregoing Resolution is a true and correct copy of a resolution presented to and adopted by the Council of the City of Rosemount at a duly authorized meeting thereof held on the day of , 2004, as shown by the minutes of said meeting in my possession. City Administrator (Seal) . SEP, 1, 2004 8:20AM DAKOTA CO TRANS DEPT 9528917127 N0,0444 P. 2 DAKOTA COUNTY BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION 10.2 - Authorization To Execute Agreement With Minnesota Department Of Transportation For Maintenance And Operations Of Traffic Signal System And Authorization To Enter Into Agreement With City Of Rosemount For Construction And Material Cost Participation For Traffic Signal System On County Project 38 -36 Meeting Date: 8/31/04 Item Type: Consent- Action Division: PHYSICAL DEVELOPMENT Department: Transportation Contact: Kristi M. Sebastian Telephone: 952- 891 -7178 Prepared by: Jennifer Cukrowski Reviewed by: N/A N/A PURPOSE /ACTION REQUESTED Fiscal /FTE Impact: 0 None ❑ Amount included in current budget ® Budget amendment requested ❑ FTE included in current complement ❑ New FTE(s) requested—N/A ❑ Other Authorize entering into Agreement Number 86975M with Minnesota Department of Transportation (Mn /DOT) that provides for County maintenance and operations and defines cost participation for a traffic signal system on State Project 1921 -78, County Project (CP) 38-36. Authorize entering into an agreement with the City of Rosemount to define construction and material cost participation for the traffic signal system and revisions on the TH 3 and CSAH 38 intersection (CP 38-36) (Attachment A- Location Map). SUMMARY The County is partnering with Mn /DOT and the City of Rosemount on CP 38 -36 to install and maintain traffic signal systems with streetlights, mast arm signing, and emergency vehicle pre - emption at the intersections of TH 3 and CSAH 38 (McAndrews Road) in the City of Rosemount. The City of Rosemount is the lead agency on this project with a proposed letting date of September 9, 2004, at an estimated total cost of $495,791. Entering into Agreement No. 86975 with Mn /DOT and the Cost Participation Agreement with the City of Rosemount are needed to proceed with CP 38 -36. Both Agreements are in conformance with the Dakota County 2025 Transportation Plan policy. EXPLANATION OF FISCAL/FTE IMPACT The 2004 -2008 Transportation Capital Improvement Program (CIP) includes $750,000 for Unspecified Signal Projects. A budget amendment is recommended to transfer funds in the amount of $60,000 from Unspecified Signal Projects to CP 38 -36 for construction in 2004. The estimated project costs and splits in accordance with County policy are as follows: Estimated Total Cost Mn /DOT $495,791 $190,200 Dakota County City of Rosemount $57,683 $247,908 9/1/2004 9:14 AM Page 1 h:lkm98- 31cp38- 36.d0c Agenda Page No. SEP. 1.2004 8.21AM DAKOTA CO TRANS DEPT 9528917127 NO.0444 P. 3 Supporting Documents: Attachment A - Location Map RESOLUTION Previous Board Action(s)., Authorization To Execute Agreement With Minnesota Department Of Transportation For Maintenance And Operations Of Traffic Signal System And Authorization To Enter Into Agreement With City Of Rosemount For Construction And Material Cost Participation For Traffic Signal System On County Project 38.36 WHEREAS, the County is partnering with the Minnesota Department of Transportation (Mn /DOT) and the City of Rosemount on County Project (CP) 38-36 to install and maintain traffic signal systems with streetlights, mast arm signing, and emergency vehicle pre - emption at the intersections of Trunk Highway (TH) 3 and County State Aid Highway (CSAH) 38 in the City of Rosemount; and WHEREAS, the City of Rosemount Is the lead agency on this project with a proposed letting date of September 9, 2004, at an estimated cost of $495,791; and WHEREAS, entering into Maintenance Agreement No. 86975 with Mn/DOT and the Cost Participation Agreement with the City of Rosemount is required to proceed with CP 38 -36; and WHEREAS, a budget amendment is recommended to transfer funds in the amount of $60,000 from Unspecified Signal Projects to CP 38 -36 for construction in 2004. NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Physical Development Director to execute Agreement Number 86975M with the Minnesota Department of Transportation and the Cost Participation Agreement with the City of Rosemount for County Project 38-36, subject to approval by the County Attorney's Office as to form; and BE IT FURTHER RESOLVED, That the 2004 Transportation Department CIP is hereby amended as follows: Expense CP 38 -36 $60,000 Unspecified Signal Projects (60,000) Total Expense 0 Administrator's Comments; Reviewed by (if required): ❑ Recommend Action ❑ County Attorney's Office ❑ Do Not Recommend Action ❑ Financial Services 0 Reviewed —No Recommendation ❑ Risk Management ❑ Reviewed -- Information Only ❑ Employee Relations 13 Submitted at Commissioner Request ❑ information Technology Coun V Administrator 911/2004 9.14 AM Page 2 h:vcros8- 31cp38.96.doc Agenda Page No.