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Home My WebLink AboutC29330 - Traffic Sgnl Synchronization Contract No. C29330 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Authorize Staff to Proceed with the Traffic Signal Synchronization Project (Project No. 552-10) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works DATE: November 12, 2009 CONTENTS: Copy of Grant Award and Agreement with Riverside County Vicinity Map Recommendation By Minute Motion: 1. Authorize staff to issue a Request for Proposals (RFP) from traffic engineering firms to provide traffic signal synchronization timing services for an amount not to exceed $70,000; 2. Authorize staff to solicit bids to provide traffic data collection services for an amount not to exceed $10,000; and 3. Authorize the transfer of $80,000 from Account No. 234-4264- 422-4001 (Traffic Signal at Frank Sinatra and Gerald Ford) to the project account in Traffic Signal Fund 234 (account number to be established by the Finance Department). Backqround In August 2008, the County of Riverside released a RFP for regional air quality enhancement projects to be funded from the Coachella Valley Air Quality Enhancement Trust Fund, also known as COLMAC Grant Funds. In October 2008, staff submitted a Traffic Signal Synchronization Project Proposal in response to the RFP. On July 27, 2009, staff received notification that the proposed project funding was approved. The fully executed copy of the COLMAC grant award was received on October 7, 2009. The goal of the Traffic Signal Synchronization Project is to optimize and synchronize the signal timing operation at 25 intersections. This project will develop signal timing and coordination plans only, and will not involve any construction. Improving the efficiency of the roadway system by implementing coordinated signal timing will reduce delays and stops, and provide smoother traffic flow. Data compiled by the Federal Highway Staff Report Authorize Staff to Proceed with Signal Coordination Project (Project No. 552-10) November 12, 2009 Page2of2 Administration indicate that travel time improvements of 10 percent to 25 percent are possible by the implementation of signal coordination. The improved traffic flow results in lower emissions with greater fuel efficiency. Another benefit of coordinated signal timing is improved safety by providing more uniform and consistent speeds along corridors. Implementation of coordinated signal timing along the project roadways benefits all residents of the Coachella Valley from improvement in air quality, reduction in fuel consumption, and improved safety for the traveling public. As shown on the attached vicinity map, the proposed project locations are primarily located along Fred Waring Drive, and at the east and west ends of Country Club Drive. Also, the traffic signal at the intersection of EI Paseo and Portola Avenue will be integrated with the Highway 111 system. It is anticipated that the project will take less than 12 months to complete. Fiscal Analvsis The COLMAC grant award is in the amount of $50,000. The grant is set up to be paid on a reimbursement basis. To receive the grant award, the City of Palm Desert must contribute a local match of $30,000. The City will need to budget the entire $80,000 initially, then upon completion of the project, the City will receive the $50,000 in COLMAC Grant funds. In order to obtain the funding for this project, $80,000 must be transferred from Account No. 234-4264-422-4001 to an account to be established in the Traffic Signalization Fund 234. The $50,000 received from the COLMAC Grant will be used to back-fill Account No. 234-4264-422-4001. Staff has observed a marked decrease in the cost of construction projects over the last 18 months, and estimates that the traffic signal project at Frank Sinatra and Gerald Ford will still be fully funded following allocation from the COLMAC grant back to the project. Prepared fBy: � Depa ead: M rk S. Diercks, P.E. Mark Gr enwood, P. Tra ortation Engineer Director of Public Works Paul S. Gibson CITY COUNCILA�ON Director of Finance APPROVED � DENiED RECEIVED OTHER Ap val: � MEETI G D T � �� /�,�,., j �� AYES d 1l� % / -� �•1 NOES: J M. Wohlmuth ABSENT: j i Manager ABSTAIN: � VFRIFIED BY: � Originai on File with City Cle s Office J�� o F �``�� * � O * 4 V � t Bill Luna - yt Jay E.Qrr County Executive Offrcer ,y 4� Assistant Courrty Executive Officer ty9, �a 6xecutive Office,County of Riverside October 1, 2009 �� .a'6 � a'� �'� �'i Maric Greenwood, P.E. Director of Public Wo►ics City of Paim Desert ��'��``�'��`�� .t_�:�a��t�� 73-510 Fred Waring Drive „ _ Palm Desert, CA 92260-2578 Dear Mr. Greenwood: Enc�osed please find one executed copy of your COLMAC �rant award for FY 08/09. This copy is for your records. When sending any communication or invoices please refer to the FY Q8/09 grant award. We ask that you also review and make note of sections 7, 8 and 9 as they relate to reportir�g, total reimbursement and finai request for payment. If you have any questions regarding the COLMAC program please contact Mike Shetler Senior Management Analyst at 951-955-1186. Thank you for your participation in this important program ta improve air quality in the Coachella Valley. Sincerely, � . .. ,,,,. ` � � � �_ � � _ �,..�._„ Robert Tremaine Principal Management Analyst cc: John Wohlmuth, City Manager Enclosure Robert T. Andersen Administrative Center 4�80 Lemon Street•4�'k'loor•Riverside,California 92501 •(951)955-1100•Fax(951)955-1105 GRANT AWARD & AUTHORIZATI�N AGREEMENT The Cauniy of Riverside (the"County"), and the City of Palm Desert(the"Grantee"} hereby enter in#o the following GRANT AWARD & AUTHORIZATION AGREEMENT �the "Agreement"): REC� WHEREAS, the County issUed a Request for Proposals #or regional air quality enhancement projects, to be funded from the Coachella Valley Air Quality Enhancement Trust Fund; and WHEREAS, in response to the County's request, the Grantee s.ubmitted a proposa!for a Coachella Valley Air Quality Enhancement Project, which was subsequently reviewed by the Coachella Valley Air Quality Advisory Committee and recommended for fund�ng; and WHEREAS, on May 19, 2Q09, fhe Riverside Counfy Board af Su�ervisors approved the recommendations ofthe Coachella ValleyAir QualityAd�isory Committee and authorized the County Executive Office to enter into an Agreement with the Grantee; NOW, THEREFQRE, in thejoint and mutua!exercise of their powers, ar�d in consideration of the above premises and af the mutual cover�ants herein contained and for other valuable cor�sideration, the parties hereto agree as follaws: SECTION 1.� DEFINITIQNS (a) "COUNTY"shail mean the County of Riverside, a politica! subdivision of the State of California. (b) uGRANTEE" shal! mean the City of Palm Desert. (c) "AGREEMENT' shalf inean #haf certain Grant Award & Authorization Agreement between the Couniy and the Grantee da#ed 2Qpg, (d) "PROJECT" shall mean the regiona! air quality enhancement project to be conducted by the Grantee for positive benefif to regional air quality in fhe Coachella Valley. SECTION 2. PURPOSE � The purpose of this Agreement shall be implementafion and operation of a regional air quality enhancement program for the Coachella Valley. The Scope of Work to be p�rfor��d by the C�antee purs�an##o th�s agfeer�et�t is a�tached hereta as Exhibit"Pc"and is incorporated herein by fihis reference. SECTION 3. ADMINISTRATION The County Chief Executive Officer (or his designee) shall administer this Agreement on behaif of the County. All reports, notices or other documentation shall be submitted to the County Executive O�ce at the address set forth in Section 13. 1 SECTION 4. TERM The term of this Agreement shall be one year from the finaf execution date. Approved project must be completed within the one year term. Extensions of this time period may be requested in writing and sent to the address s�h forth in Section 13. SECTlON 5. ALTERATION No alteration or variation of the terms of this Agreement shall be �alid unless made in writing and signed by the parties hereto, and no oral understanding or agreement not incorporated herein s#�all be bir�ding on any of t�e parties hereto. The Board of Supervisors and the County Executive Qfficer are �he only authorized County representatives who may at any time, by written order, make alterations within the generaf scope of this agreement. SECTION fi. TERMINATION The County may terminate this Agreement upon thirty days written no#ice to the Grantee for any of#he foilowing reasons: {a) In the event the Grantee fails to perfarm the covenants herein contained at such times and in such manner as is herein provided; or (b} In the e�ent there is a conf�ict with any federal, state, or local regulation, or rule rendering any of the provisions of the Agreement invalid or untenable; SECTION 7. DOCUMENTATIQN OF EXPENDITURES All expenditu�-es made pursuant to the Agreement shall be properly supported by appropriate accounting documents, and such doc�mentS shall be maintained in accordance wi#h accepted accounting principles, prac#ices, and �roce�ures. The Grantee shall maintain and iceep available all such documer�ts for a period of not less than five {5) years after its Final Report has been submitted to the County as required by Section 9 herein, and be a�ai�able for audi� by the County. SECTION 8. PAYMENTS {a) The total payment due to the Grantee under this Agreement is $ 50,000 which wilf be used to support a Traffic Signa.l Coordination Project. (b} Payments shall be made to the Grantee upon receipt and appro�al of the reports and in�oices as required irt Secfion 9 below. Invoices for vehicfe purchases must include proof of purchase and delivery, (c) Th� County Executive Office shall review invoices in a timely fashion, and submit them to #he Auditor-Controller far payment. . SECTION 9. REPORTS . The Grantee shall submit quarterly performance reports, The fiourth quarter report shall include an invoice for payment and be submitted within forty-fi�e (45) days of the one year term, project completion and/or vehicle purchase and receipt. In the event the project is completed prior to the end of a tweR�e month period, the Grarttee need only submit reports for the quarters preceding the end of the project. 2 SECTION 1{}. INSPECTlONS The Grar�tee sha!! make available to the County for inspection and audi# its records and data with respect#o all matters covered by#he Agreement. Inspections and audits may be made at any time after reasanable notice is given the Grantee. SECTION 19. INDEPENDENT CONTRACTOR Th�Grantee is, for purpases arising out of this Agreement, an independent contractor, and shail not be deemed fo be an emp(oyee of the County. Contractor is not, and shalf not be considered to be in any manner, an employee, agent or representative of the County. Personnel providing services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and controi. SECTIQN 12. FAlR EMPLOYMENT PRACTiCES The Grantee shall not discriminate in the hfring of persons #o fulfi�l its requirements hereunder based on race, religion, national origin, sex, age, medical disability or marital status, exclude any person from participation in, deny any person the benefit of, nor subject any person to discrimin�tion under any program or activity funded pursuant to this Agreemen#. SECTION '13. NOTICES � Any notices required or desirec! by either party shafl be addressed ta the respective parties as set forth below and are deemed submitked one day after their deposi# in the United States mail, postage prepaid: Coun Grantee County of Riverside City of Palm Desert County Executi�e Qffice 73-510 Fred Waring Drive 4080 Lemon Street, 4th Floor Palm Desert, CA 92260-2578 Riverside, CA 92501 Attn: Robert W. Tremaine SECTIQIY 14. COMPLIANCE WiTH LAW The Grantee shall comply with ali Federal, State and local laws and regulations pertinent to its operations and the activities to be performed hereunder. The Gran#ee, its employees, and/or agenfis shal! keep in effect any and ali licenses, permits, notices, and cert�cates as are required thereby. SECTIQN 1�. IN�QRPQRATEQ MI�TTERS The Grantee expressly represents that all documents incorporated by reference herein, and matters within such documents, have been reviewed artd understood. SECTfQN 1fi. ASSlGNMENT Neither this Agreement nor any part hereof shall be assigned by the Grantee without the prior written consent of the County. , 3 SECTION 17. WAIVER QF PERFORMANCE No waiver by the County at any time of any of the provisions of this Agreement shali be construed as a waE�er at any time thereafter of the same or any other provisions contained herein or of the strict and time�y per#ormance of such provisions. SECTfON 18. INDEMNfFICATEON The Grantee shall indemnify, and hold harmless tt�e County, Special Districts, #heir respecti�e directors, afficers, the Board of Supervisors, employees, elected officials and agents from any iiability whatsoever arising from the negl�gence of the Grantee and relating to or in any way connected with the accomplis#�ment of the work or pertormance of services urtder this Agreement. As part of the foregoing indemnity, the Grantee agrees to pro#ect and defend at its awn expense, includir�g attorney's fees, the County, Special Districts, their respecti�e directors, officers, Board of Supervisors, employees, elected officiafs and agents in any legal action based upon any such alfeged acts or omissions. SECTION 19. SEVERABILiTY The invalidity of any pro�ision in this Agreement as determined by a co�rt of competent j�risdiction shalE in no way affect, except as provided in Section 15, the�alidity of any other pro�ision herein. SECTION 20. PARA,GRAPH HEADINGS The paragraph headings herein are for the convenience of the parties oniy, and shall not be deemed #o gouern, limit, modiiy or in any manner affect the scope, meaning or intent of the provisions or language of this Agreement. SECTION 2'f. ENTIRE AGREEMENT This Agreement is intended by the parties hereto as the fina!expression of their agreement and understanding with respect to the subject matter hereof, and supersedes any and all prior and contemporaneous agreements and understandings, oral and/or written, in connection t�erewith. This Agreement may be changed or modified only upon written consent of the parties hereto. [Balance af Page Intentianally Left Blank] 4 IN WITNESS WHEREOF, the parties beiow ha�e caused their duly authorized representatives to execute thEs Agreement on the day of , 2009. ATTEST: COUNTY OF RIVERStDE GRANTEE Name: BiEI Luna me: John Wohlmuth Ti#le: Countu Executive Officer Title: r,�ti Ma�a�er Dafe: ��Z'�' Date: �2�0� Approved as to Form: � Pamela J. Walls, County Counsel gy� .� �----��.� Title: Princ�pal Deputy County Counsel Date: �uiy �, zoo9 5 EXHIBITA Couniy o# Ri�erside Coachella Valley Air Quali#y Enhancement Grant Program !n Conjun�tion With The Coachella Valley Air Quality Advisory Committee Grant Award & Authorization Agreement Proposais from the City o# Pa�m Desert [See Attached 7 Pages] 6 r . ., � � �� 3 ;,., \ . -. ' ....... � � ¢ i. ��. � � �� • :._ , ' , � `'�..L .' % � . } °�9y� � � sy � _ � � o,��,� I ��_, t 9 � � � , �� _ ��, _� :.' i , Q �:-' , �� , � � _ _ asm a . � � ��: � ��'.. NORTH � ,� , ---... ,� ;. ; ( � `;� �= a 0 0.25 0.5 1.0 1.5 2.0 — � ! � ,, ALD F RD DRIVE �- ; � �',•� MILES �` �,. , '. _ _ �—�� J ; . 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" � �SHAWW YT t� , \ ` ' ....� � , , t � _._...... ,.. .. 7 '—' '� � -�� ____� ; _...�� . ��---- � ; .-��,�;�~�JJ��f 7 __ ��___��j{�� `, '� ( � .—i.... . •---- y ... I ��r � �,� � � -"� w� .. . . tiY" � �____�_��-i— . .�� . .,,., f� 1 z LEGEND j -° �� l a _.�.: Q _�� L� � �,�, �� c��' � � � �Z�_�s„ i—r-. �" � \� __„� '' AX�� -&�AQ-t-t -'-��-� � {�3 PROJECT LOCATIONS .l ` - .,� , -�—�-- �-- ,�,?�' � _ __ i r-r __., _; ,r �,.�- , ...t � \ i , rf��%�- � � - ;� t .: ...,� .. %�`_ �._i. �'�,� COLMAC SIGNAL SYNCHRONIZATION PROJECT — PROJ. N0. 552-10 DATE: 10/23/09 �IC N TY MAP - PROJECT �OCAT ONS SCALE: N.T.S. MSD FIGURE PREPARED BY DEPARTMENT OF PUBLIC WORKS CITY OF PALM DESERT �