HomeMy WebLinkAbout064-R-21 Executing a Master Agreement with IDOT for State Maintained Traffic Signals & Governmental Body Maintenance of Traffic Control Devices06/04/2021
64-R-21
A RESOLUTION
Authorizing the City Manager to Execute Master Agreements with the
Illinois Department of Transportation for State Maintained Traffic
Signals and Governmental Body Maintenance of Traffic Control
Devices
WHEREAS, Article A1, Section 10 of the 1970 Illinois Constitution and the
Illinois Intergovernmental Cooperation Act, 5 ILCS 220/1, et seq., authorize and
encourage intergovernmental cooperation; and
WHEREAS, the City of Evanston ("City") and the Illinois Department of
Transportation ("IDOT") (collectively "the Parties") wish to enter into an
Intergovernmental Master Agreement for State maintained traffic signals and an
Intergovernmental Master Agreement for maintenance of traffic devices (collectively
"Master Agreements") because they have a mutual interest in and the maintenance and
apportionment of energy costs for traffic control devices located on State highways
within or near the City; and
WHEREAS, the Parties desire to enter into the attached Master
Agreements including the Intergovernmental Master Agreement for State maintained
traffic signals and the Intergovernmental Master Agreement for Governmental Body
Maintenance of Traffic Control Devices for locally maintained traffic signals on State
highways; and
WHEREAS, the Evanston City Council has determined that it will serve
and be in the best interest of the City to enter into the Agreements with IDOT;
64-R-21
NOW BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
EVANSTON, COOK COUNTY, ILLINOIS:
SECTION 1: Recitals. The City Council hereby adopts the foregoing
recitals as its findings, as if fully set forth herein.
SECTION 2: The City Council hereby approves, pursuant to the City of
Evanston's home rule power, the Master Agreements in the form attached to this
Resolution as Exhibit A.
SECTION 3: The City Manager is hereby authorized to sign both the
"Intergovernmental Master Agreement for State Maintained Traffic Signals Between the
City of Evanston and IDOT," attached hereto as Exhibit A and "Intergovernmental
Master Agreement for Governmental Body Maintenance of Traffic Control Devices
Between the City of Evanston and IDOT," attached hereto as Exhibit B and incorporated
herein by reference.
SECTION 4: This Resolution shall be in full force and effect from and after
its passage and approval in the manner provided by law.
Attest:
ALIzii.� p'�cnd�
Stephanie Mendoza, City Clerk
Adopted: June 14 , 2021
CPA
Nam A.11 l
Daniel Biss, Mayor
Approved as to form:
.,f,Md...j 6. Camm ;yj
Nicholas E. Cummings, Corporation
Counsel
64-R-21
EXHIBIT A
INTERGOVERNMENTAL MASTER AGREEMENT FOR STATE MAINTAINED
TRAFFIC SIGNALS
-3-
INTERGOVERNMENTAL AGREEMENT
This Interagency Agreement is entered into between the Citv of Evanston ("GOVERNMENTAL BODY")
and the Department of Transportation ("DEPARTMENT") pursuant to the "Intergovernmental
Cooperation Act" (5 ILCS 220)and in accordance with The DEPARTMENT's rules at 92 Ill. Adm. Code 544.
1. Governmental Body and the DEPARTMENT have a mutual interest in and the maintenance and
apportionment of energy costs for traffic control devices located on State highways within or
near the Governmental Body as shown on the attached Exhibit A, which is hereby made a part
of this agreement.
2. In furtherance of said interests of, the entities agree:
a. Cost. The DEPARTMENT and the GOVERNMENTAL BODY agree to the maintenance
responsibility and to the division of energy costs, for the traffic signals and other traffic
control devices listed on the attached Exhibit A.
b. Maintenance. Modernization of traffic control devices is not covered under this
agreement. It is agreed that the actual maintenance will be performed by the
DEPARTMENT indicated on Exhibit A, either with its own forces or through contractual
agreements
c. -Maintenance Level. It is agreed that the signals and devices shall be maintained to at
least the level of maintenance specified in the attached Exhibit B, which is hereby made
a part of this agreement. It is understood this will meet the minimum requirements of
the Illinois Manual on Uniform Traffic Control Devices for Streets and Highways.
Additional provisions regarding maintenance may be incorporated in this document
(Exhibit B) upon agreement by both parties.
d. interconnect & Timing. The DEPARTMENT agrees to maintain all signal equipment and
interconnects associated with interconnected signal systems or Advanced Traffic
Management System and interconnects with at -grade railroad crossings, at
DEPARTMENT maintained locations. The DEPARTMENT shall determine the signal
timing to coordinate and regulate the flow of traffic. No signal timing shall be changed
at any state system intersection without prior DEPARTMENT approval. The
GOVERNMENTAL BODY shall submit to the DEPARTMENT any changes proposed in
signal timings.
e. Interconnections: Installation & Damage. The DEPARTMENT is not responsible for the
cost of installing or maintaining traffic signals not on (but interconnected to traffic
signals on) U.S. or State routes. Any damage done to State traffic signals in the attempt
to connect local traffic signals shall be repaired to the DEPARTMENT's satisfaction and
shall be the responsibility of the GOVERNMENTAL BODY.
f. Master Monitoring Costs. Master controllers installed on State intersections for the
coordination of traffic signals are primarily used for the traffic signals located on U.S. or
1
State routes. The GOVERNMENTAL BODY may connect traffic signals to a State-owned
master controller or Advanced Traffic Management System for the coordination or
operation of non -State-owned traffic signals, for the purpose of synchronizing time or
gaining remote access. If the GOVERNMENTAL BODY desires a communications link to
their office for monitoring purposes, the GOVERNMENTAL BODY shall pay the entire
cost of installing and maintaining such monitoring system.
Payment for Energy Costs. The DEPARTMENT will reimburse the GOVERNMENTAL
BODY for the DEPARTMENT'S proportionate share of the energy charges.
Indemnity. The GOVERNMENTAL BODY shall indemnify and hold harmless the
DEPARTMENT for any and all third -party claims for personal injury and property damage
arising solely out of the maintenance of the signals and devices listed in Exhibit A.
Emergency Vehicle Preemption Devices. The costs of installation, timing, phasing, and
maintenance of emergency vehicle preemption systems shall be the sole responsibility
of the GOVERNMENTAL BODY. Any Governmental Body must notify the DEPARTMENT
of any change in the emergency vehicle preemption system. However, the
DEPARTMENT reserves the right to approve or reject, at any time, the placement of such
systems on its traffic signal equipment.
Previous Agreements. All traffic signal and traffic control device maintenance and
electrical energy provisions contained in presently existing agreements or
understandings between the DEPARTMENT and the GOVERNMENTAL BODY for traffic
signals and/or other traffic control devices covered by this Master Agreement shall upon
execution of this Master Agreement by the DEPARTMENT be superseded and be of no
force or effect.
All parking ordinances and provisions bearing on items other than traffic signal and
traffic control device maintenance and energy charges contained in presently existing
agreements or letters of understanding between the DEPARTMENT and the
GOVERNMENTAL BODY shall remain in full force and effect.
k. Modification. Exhibit A can be modified to add or delete signals or devices, but only by
written revision signed by the Regional Engineer, the Engineer of Operations and the
authorized representative for the GOVERNMENTAL BODY. The modification shall be
effective when fully executed and filed with the Department and the Clerk or Secretary
of the GOVERNMENTAL BODY. This provision applies only to modification of Exhibit A.
I. Plan Review. All traffic signal plans prepared by others for installation on State
highways within municipal corporate limits, which are to be added to this agreement,
must be reviewed and approved by the DEPARTMENT and the GOVERNMENTAL BODY.
m. Cost Sharing. As indicated in Exhibit A, the cost of energy and maintenance of traffic
signals, and/or other traffic control devices generally are shared in proportion to the
number of approaches maintained by each unit of government, however, other
2
DEPARTMENT policies and practices require cost sharing of energy and maintenance to
be based on other criteria besides the number of approaches maintained. The
maintenance costs of the interconnect system and related equipment as well as
engineering costs for any approved coordination and timing studies shall be shared
within the interconnect system, unless otherwise agreed to in a permit or by other
agreement.
n. lurisdictionally Transferred. The GOVERNMENTAL BODY will be responsible for the
maintenance costs of all traffic signal and/or other traffic control devices related to a
roadway or roadways that has or have been jurisdictionally transferred by the
DEPARTMENT to the GOVERNMENTAL BODY in a prior agreement(s).
o. Billing. Bills shall be submitted by the DEPARTMENT on a three (3) month basis. The
amount billed shall be the costs incurred less any proceeds from third party damage
claims received during the billing period for repair of signals or devices that are the
responsibility of the GOVERNMENTAL BODY.
Any proposed single expenditure in excess of $10,000 for repair or damage to
an installation must be approved by the GOVERNMENTAL BODY before the
expenditure is made.
ii. The hours, or parts thereof, billed for each maintenance item will beat the
actual time directly related to the work task.
iii. THE DEPARTMENT costs are composed of labor, equipment, materials and the
quantity of each. The cost for labor will be determined by the actual hourly rate
for the employee plus a multiplier to include direct and indirect labor related
costs, retirement, social security, health, hospitalization and life insurance,
holidays, vacation, sick leave and workers compensation. Equipment costs will
be as listed in the Schedule of Average Annual Equipment Ownership Expense.
Materials will be at cost.
iv. The cost for contracted work will be the actual cost for the contractor. In
District One, maintenance costs are based on the District's Electrical
Maintenance Contract's (EMC) related bid cost and may vary from contract to
contract. The length of District One's EMC is generally 2 to 3 years.
3. Notice under this agreement shall be as follows:
For The DEPARTMENT:
For the GOVERNMENTAL BODY:
4. Effective Date. This Agreement shall be effective from Julv 1.2021 through June 30, 2031 and
may be terminated prior to that date, by either party, upon 30 days written notice.
FoR THE GOVERNMENTAL BODY:
Signature and Job Title of Authorized Representative
FOR THE DEPARTMENT:
Jose Rios, Regional Engineer, Division of Highways
Christine M. Reed, P.E., Director, Division of Highways, Chief Engineer
Date:
By:
4
Type or Print Name of Authorized Representative
Phillip C. Kaufmann, Chief Counsel
(Approved as to form)
By:
Joanne Woodworth, Acting Chief Fiscal Officer
By:
By:
Omer Osman, Acting Secretary of Transportation
Date
Date
Date
Date
Following is the list of signalized intersections and locations with traffic control devices along State highways located within or near the City of
Evanston in Cook County that are subject to the provisions of the attached Master Agreement to which this list is an exhibit.
I LOCATION
TS#
Crawford Av at Harrison St/Old Orchard Rd
TS4920
Crawford Av at Golf Rd/Simpson
TS4915
Emerson St/Golf Rd at E Prairie/McDaniel
TS5145
(Emerson St/Golf Rd at McCormick Blvd
TS5170
Golf Rd/Simpson St at Central Park Ave
ITS5140
% OF MAINTENANCE
RESPONSIBILITY
STATEILOCALI
OTHER
100
100
50
25 25 SKOKIE
75
25
50
25 25 SKOKIE
As of 5/12/2021
% OF ENERGY CHARGES
AGENCY
RESPONSIBILITY
PERFORMING
STATE
ILOCALI OTHER
MAINT.
50
37.5 12.5 SKOKIE
STATE
100
STATE
50
25 25 SKOKIE
STATE
75
25
I STATE
50
25 25 SKOKIE
I STATE
EXHIBIT B
SHORTFORM
TRAFFIC SIGNAL MAINTENANCE PROVISIONS
A. GENERAL PROVISIONS
1. CABINET PACK
Wiring diagrams, phase diagrams, and manuals that are required to be in each traffic signal
controller cabinet at the time of construction completion shall remain in the cabinet. Written
documentation of all traffic signal timing changes shall be provided in the cabinet. All entries
shall be written in a clear and concise manner. The agent of the maintaining agency making
any entries shall provide his/ her signature and date of entry. These shall be kept in the cabinet
to assist the DEPARTMENT on emergency call outs.
2. HARDWARE SPECIFICATIONS
All equipment and material used shall comply with the requirements of the DEPARTMENT's
Standard Specifications for Road and Bridqe Construction and the district special provisions.
3. HIGHWAY LIGHTING
For maintenance involving combination traffic signal and lighting unit mast arm assemblies and
poles, the foundation, traffic signal mast arm assembly, pole lighting arm, luminaire and lighting
cable and all signal cable shall be considered part of the traffic signal system and are the
responsibility of the DEPARTMENT.
The highway lighting system components of each combination mast arm assembly and pole
shall be tested for proper operation and physical condition during the intersection cabinet
inspection. All costs of repairing or replacing damaged or missing non-standard IDOT highway
lighting system equipment is the responsibility of the GOVERNMENTAL BODY.
4. EMERGENCY VEHICLE PREEMPTION SYSTEM'
Test Emergency Vehicle Preemption System (EVPS) equipment for proper operation and
physical condition during the intersection cabinet inspection. All program settings and each
sequence of operation must be verified to be correct during each inspection. All cost of
inspection and maintaining the EVPS equipment, including the light detectors, light detector
amplifiers, radio transmitters and receivers, antennas, confirmation lights, and cables and
related components, is the responsibility of the GOVERNMENTAL BODY. In addition to regular
inspection and maintenance, all cost of repairing or replacing damaged or missing EVPS
equipment is the responsibility of the GOVERNMENTAL BODY.
5. RAILROAD PREEMPTION
At all locations with railroad/traffic signal interconnects, respond to any and all emergency and
all red flash alarms in a timely manner and notify the Illinois Commerce Commission and the
GOVERNMENTAL BODY of the malfunction.
None of the traffic signal railroad preempt parameters including but not limited to the phase
timings, phase sequences and pedestrian and vehicular clearance intervals can be modified
without prior approval from the Illinois Commerce Commission.
Maintain unique spare controller data modules or sets of data chips containing the final railroad
preemption parameters for each location.
Cooperate in any inspection as deemed necessary by the DEPARTMENT or the Illinois
Commerce Commission.
The DEPARTMENT shall provide contact personnel available at all times to who railroad
preemption malfunctions must be reported.
6. DAMAGE REPAIRS
Repair or replace any and all standard DEPARTMENT equipment damaged by any cause
whatsoever. Equipment owned by a third party, such as EVP, lighted street name signs, TSP,
and the like are the responsibility of others.
7. ACCIDENT DAMAGE
Be responsible to make recovery for damage to any part of the installation or system from the
party causing the damage.
Whenever third -party claims cannot be recovered, the GOVERNMENTAL BODY shall .share in
the loss.
8. TEMPORARY TRAFFIC CONTROL
Provide temporary traffic control during a period of equipment failure or for when the controller
must be disconnected. This may be accomplished through the installation of a spare controller,
placing the intersection on flash, manually operating the controller, manually directing traffic
through the use of proper authorities, or installing temporary stop signs which will be removed
once the signal is in working condition.
9. EMERGENCY PERSONNEL
Provide skilled maintenance personnel who will be available to respond without delay to
emergency calls. This may be provided by agency forces, contract, or maintenance agreement.
Controller failure, lights out, knockdowns, or two (2) red lights out at intersection are considered
emergencies.
B. AS REPORTED OR OBSERVED
1. LAMP REPLACEMENT
Replace burned out lamps for all red signal indications within twenty-four (24) hours of
notification of burnout or on the next business day following the notification. However, if two or
more red indications for an approach are burned out, these lamps must be replaced as soon as
possible, and under no circumstances longer than twenty-four (24) hours after notification.
Replace all other burned out lamps within forty-eight (48) hours or next business day of
notification of burnout. Lamp changes shall always include a lens cleaning.
2. SIGNAL ALIGNMENT
Keep signal heads properly adjusted, including plumb, and tightly mounted. All controller
cabinets, signal posts and controller pedestals should be tight on their foundations and in
alignment.
3. CONTROLLER PROBLEMS
Check the controllers, relays, and detectors after receiving complaints or calls to ascertain that
they are functioning properly and make all necessary repairs and replacement.
4. L.E.D. SIGNAL HEAD AND L.E.D. MODULE REPLACEMENT
An L.E.D. module shall be considered failed and shall be replaced if the indication is dark or if
the module fails to meet ITE specification on minimum maintained luminous intensity.
Replace failed modules for all red signal indications within twenty-four (24) hours of notification
of failure or on the next business day following the notification. However, if two or more red
indications for an approach are failed, these modules must be replaced as soon as possible,
and under no circumstances longer than twenty-four (24) hours after notification. Replace all
other failed modules within forty-eight (48) hours or next business day of notification of faillure.
C. WEEKLY
1. MASTER CONTROLLER or ADVANCE TRAFFIC MANAGEMENT SYSTEMS
At locations that are a part of a closed loop signal or advance traffic management systems
maintained by the GOVERNMENTAL BODY, repair any and all malfunctions in a timely manner
so that the signals remain under the control of the master at all times.
As needed assist in the implementation of the signal system timing plans.
Maintain the central signal system software on a PC so that the signal system is monitored
weekly. Check weekly by phone or location visit for any malfunction. Verify software accuracy
to central office software.
D. BI-MONTHLY (Every 2 months)
1. CABINET INSPECTION
Check the controllers, relays, and detectors to ascertain that they are functioning properly
and make all necessary repairs and replacement.
Keep interior of controller cabinet in a clean and neat condition at all times. Replace filters
per manufacturer's recommendations.
2. OBSERVE SIGNALS
Observe the signals at the time of the bi-monthly cabinet inspection. This involves stopping
and watching for correct detection and timing operation.
3. DETECTION TESTING
Test and inspect vehicle detection inductance loops, loop detectors, and pedestrian
detection during cabinet visit bi-monthly.
4. VIDEO DETECTION TESTING
Inspect, maintain, and clean all video detection and surveillance systems bi-monthly or as
needed, to achieve clean lenses, and adjust for proper alignment and proper focus. This
shall include system camera, lenses, camera housings and hood/shield, pan tilt, and zoom
mechanisms and motors, mounting brackets and hardware, poles, microprocessors,
controller, cables and communication equipment, and other related components.
Maintenance shall include modifications to programmable detection zones.
5. CONTROLLER CHECK
When controllers malfunction, they shall be removed, repaired, and bench checked. The
controllers shall not be removed for annual maintenance inspections.
This bi-monthly check should verify software with central office software and reprint cabinet
pack timings sheet. Controller check shall occur during the bi-monthly cabinet inspection.
6. FUSE AND BREAKER CHECKS
Fuse and breaker checks should occur during the bi-monthly cabinet inspection. Replace
burned out fuses or deteriorated breakers as needed.
7. CLEARANCE TRIMMING
Remove any obstruction blocking the fine of sight of the traffic signal face to the motorist
including trimming trees, bushes or any other form of vegetation blocking said lines of sight.
E. GENERAL
1. ANNUAL HARDWARE INSPECTION
Inspect all mast arm assemblies, mast arm poles, brackets (or other types of hardware)
supporting traffic heads or pedestrian signal heads on an annual basis.
2. ANNUAL CONFLICT MONITOR AND MMU TEST
Test all conflict monitors and MMUs once every two years in accordance with manufacturer
recommendations.
3. PAVEMENT MARKINGS
In District 1, the GOVERNMENTAL BODY shall inspect stop bars, symbols, special
pavement treatments and crosswalks and replace as necessary to insure proper motorist
and pedestrian guidance;
Whereas, in District 2 through District G, the cost of pavement markings is shared between
the DEPARTMENT and the GOVERNMENTAL BODY according to Exhibit A.
4. The GOVERNMENTAL BODY shall also be responsible for maintenance of the installed
street name signs on approaches to a State highway from a local road. Because of the value
of street name signs to motorists, the GOVERNMENTAL BODY shall provide such signs at
all named State highway intersections.
s:\gen\wpdocs\traffic\yg\2011\2011_1\reverse master agreement changes accepted exhibit b 3_9_2011 (1) (2) fcnal,docx
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64-R-21
EXHIBIT B
INTERGOVERN METAL MASTER AGREEMENT FOR GOVERNMENTAL BODY
MAINTENANCE OF TRAFFIC CONTROL DEVICES
ono
Illinois Department intergovernmental Agreement o
of Transportation
Governmental Body Name
(City of Evanston
Address
12100 Ridge Avenue
Remittance Address (if different from above)
City
I1Evanston
City
11
State Zip Code
I L 160201
State Zip Code
I II
Phone Fax FEIN/TIN DUNS
1(847) 866-2979 11(847) 866-2979 1136-6005-870 11
Brief Description of Service (full description specified in Part 5)
This is the Master Agreement for Governmental Body maintenance and apportionment of energy costs for traffic
control devices located on State highways within or near the Governmental Body as shown on the attached
Exhibit A.
Compensation Method (full details specified in Part 6)
I
Total Compensation Amount
1$448,284.00
Advance Pay Start DateAgreement Term Expiration Date
❑ Yes ® No 107/01/21 1106/30/31
Printed 05/12/21 Page 1 of 16 SoBS 2804 (Rev. 04106/20)
REQUIRED SIGNATURES
By signing below, the GOVERNMENTAL BODY and the DEPARTMENT agree to comply with and abide by all provisions set forth in Parts
1-8 herein and any Appendices thereto.
FOR THE GOVERNMENTAL BODY:
Siqnature Date
Name Title
1 11
❑ Check if under $250,000. If under $250,000 the Secretary's signature may be delegated.
FOR THE DEPARTMENT:
Siqnature Date Omer Osman, Actinq Secretary of Transportation Date
Siqnature
Deleqate Name
1
Printed Name
1
Printed Title
Date Joanne Woodworth, Actinq Chief Fiscal Officer
Philip C. Kaufmann, Chief Counsel
(Approved as to form)
Date
Date
Printed 05/12/21 Page 2 of 16 BoBS 2804 (Rev. 04/06120)
INTERGOVERNMENTAL AGREEMENT
FOR
GOVERNMENTAL BODY MAINTENANCE OF TRAFFIC CONTROL DEVICES
This Agreement is by and between
Please type or print legibly the GOVERNMENTAL BODY'S legal name and address
City of Evanston
2100 Ridge Avenue
Evanston, IL 60201
Attention
Email
I
referred to as the GOVERNMENTAL BODY, and the State of Illinois, acting by and through its Department of Transportation,
referred to as the DEPARTMENT individually referred to as a PARTY, and collectively referred to as the PARTIES.
Part 1
Scope/Compensation/Term
Part 2
Geieral Provisions
Part 3
Federally Funded Agreements
Part 4
Specific Provisions
Part 5
Scope of Services/Responsibilities
Part 6
Compensation for Services
Part 7
Certification Regarding Lobbying
Part 8
Agreement Award Notification
Part 1
SCOPE / COMPENSATION / TERM
A. Scope of Services and Responsibilities The DEPARTMENT and the GOVERNMENTAL BODY agree as specified in Part 5,
B. Compensation Compensation (if any) shall be as specified in Part 6.
C. Term of Agreement This Agreement will start 07/01 /21 and will expire 06/30/31
D. Amendments All changes to this Agreement must be mutually agreed upon by the DEPARTMENT and the GOVERNMENTAL
BODY and be incorporated by written amendment, signed by the parties.
® E. Renewal This Agreement may not be renewed_
Printed 05/12/21 Page 3 of 16 BoBS 2804 (Rev. 04106/20)
Part 2
GENERAL PROVISIONS
A. Changes If any circumstances or condition in this Agreement changes, the GOVERNMENTAL BODY must notify the
DEPARTMENT in writing within seven (7) days.
B. Compliance/Governing Law The terms of this Agreement shall be construed in accordance with the laws of the State of Illinois.
Any obligations and services performed under this Agreement shall be performed in compliance with all applicable state and
federal laws. The Parties hereby enter into this Intergovernmental Agreement pursuant to the Intergovernmental Cooperation Act,
5 ILCS 220/1 et seq.
C. Availability of Appropriation This Agreement is contingent upon and subject to the availability of funds. The DEPARTMENT, at
its sole option, may terminate or suspend this Agreement, in whole or in part, without penalty or further payment being required, if
(1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if
funds needed are insufficient for anv reason (2) the Governor decreases the DEPARMENT's funding by reserving some or ail of
the DEPARTMENT's appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly; or (3) the
DEPARMENT determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or
advisable based upon actual or projected budgetary considerations. GOVERNMENTAL BODY will be notified in writing of the
failure of appropriation or of a reduction or decrease.
D. Records Inspection The DEPARTMENT or a designated representative shall have access to the GOVERNMENTAL BODY's
work and applicable records whenever it is in preparation or progress, and the GOVERNMENTAL BODY shalt provide for such
access and inspection.
E. Records Preservation The GOVERNMENTAL BODY, shall maintain for a minimum of three (3) years after the completion of
the Agreement, adequate books, records and supporting documents to verify the amounts, recipients and uses of all
disbursements of funds passing in conjunction with the Agreement.
Cost Category Transfer Request For all transfers between or among appropriated and allocated cost categories,
DEPARTMENT approval is required. To secure approval, the GOVERNMENTAL BODY must submit a written request to the
DEPARTMENT detailing the amount of transfer, the cost categories from and to which the transfer is to be made, and rationale of
the transfer.
G. SubcontractinglProcurement ProcedureslEmployment of DEPARTMENT Personnel
1. Subcontracting -Subcontracting, assignment or transfer of all or part of the interests of the GOVERNMENTAL BODY
concerning any of the obligations covered by this Agreement is prohibited without prior written consent of the
DEPARTMENT.
2. Procurement of Goods or Services - Federal Funds For purchases of products or services with any Federal funds that
cost more than $3,000.00 but less than the simplified acquisition threshold fixed at 41 U.S.C. 134, (currently set at
$100,000.00) the GOVERNMENTAL BODY shall obtain price or rate quotations from an adequate number (at least
three) of qualified sources. Procurement of products or services with any Federal funds for $100,000 or more will require
the GOVERNMENTAL BODY to use the Invitation for Bid process or the Request for Proposal process. In the absence
of formal codified procedures of the GOVERNMENTAL BODY, the procedures of the DEPARTMENT will be used,
provided that the procurement procedures conform to the provisions in Part 3(K) below. The GOVERNMENTAL BODY
may only procure products or services from one source with any Federal funds if: (1) the products or services are
available only from a single source; or (2) the DEPARTMENT authorizes such a procedure; or, (3) the DEPARTMENT
determines competition is inadequate after solicitation from a number of sources.
3. Procurement of Goods or Services - State Funds For purchases of products or services with any State of Illinois funds
that cost more than $20,000,00, ($10,000.00 for professional and artistic services) but less than the small purchase
amount set by the Illinois Procurement Code Rules, currently set at $80,000.00; and $20,000.00 for professional and
artistic services, (See 30 ILCS 500i20-20(a) and 44 Ill. Admin Code 6.100) the GOVERNMENTAL BODY shall obtain
price or rate quotations from an adequate number (at least three) of qualified sources. Procurement of products or
services with any State of Illinois funds for $80,000.00 or more for goods and services and $20,000.00 or more for
professional and artistic services will require the GOVERNMENTAL BODY to use the Invitation for Bid process or the
Request for Proposal process. In the absence of formal codified procedures of the GOVERNMENTAL BODY, the
procedures of the DEPARTMENT will be used. The GOVERNMENTAL BODY may only procure products or services
from one source with any State of Illinois funds if: (1) the products or services are available only from a single source; or
(2) the DEPARTMENT authorizes such a procedure; or, (3) the DEPARTMENT determines competition is inadequate
after solicitation from a number of sources.
The GOVERNMENTAL BODY shall include a requirement in all contracts with third parties that the contractor or
consultant will comply with the requirements of this Agreement in performing such contract, and that the contract is
subject to the terms and conditions of this Agreement.
EMPLOYMENT OF DEPARTMENT PERSONNEL The GOVERNMENTAL BODY will not employ any person or persons
currently employed by the DEPARTMENT for any work required by the terms of this Agreement.
Printed 05112/21 Page 4 of 16 BOBS 2804 (Rev. 04106120)
Part 3
® FEDERALLY FUNDED AGREEMENTS
[Not applicable to this Agreement)
Printed 05/12/21 Page 5 of 16 BoBS 2804 (Rev. 04106120)
PART 4
SPECIFIC PROVISIONS
A. Invoices Invoices submitted by the GOVERNMENTAL BODY will be for costs that have been incurred to complete the Part 5,
Scope of Services. If the GOVERNMENTAL BODY's invoices are deemed by the DEPARTMENT or auditors to not be sufficiently
documented for work completed, the DEPARTMENT may require further records and supporting documents to verify the
amounts, recipients and users of all funds invoiced pursuant to this Agreement. Furthermore, if any of the deliverables in Part 5
are not satisfactorily completed, GOVERNMENTAL BODY will refund payments made under this agreement to the extent that
such payments were made for any such incomplete or unsatisfactory deliverable.
Any invoices/bills issued by the GOVERNMENTAL BODY to the DEPARTMENT pursuant to this Agreement shall be sent to the
following address:
Illinois Department of Transportation
Attention
(District One -Bureau of Financial Services 4
Address
1201 West Center Court
city State Zip Code
(Schaumburg 11I1- 1160196-1096
All invoices shall be signed by an authorized representative of the GOVERNMENTAL BODY.
B. Billing and Payment All invoices for services performed and costs incurred by the GOVERNMENTAL BODY prior to July 1st of
each year must be presented to the DEPARTMENT no later than July 39sf of that same year for payment under this Agreement.
Notwithstanding any other provision of this Agreement, the DEPARTMENT shall not be obligated to make payment to the
GOVERNMENTAL BODY on invoices presented after said date. Failure by the GOVERNMENTAL BODY to present such
invoices prior to said date may require the GOVERNMENTAL BODY to seek payment of such invoices through the Illinois Court
of Claims and the Illinois General Assembly. No payments will be made for services performed prior to the effective date of this
Agreement. The DEPARMENT will direct all payments to the GOVERNMENTAL BODY's remittance address listed in this
Agreement.
C. Termination This Agreement may be terminated by either party by giving thirty (30) calendar days written notice. If the
DEPARTMENT is dissatisfied with the GOVERNMENTAL BODY's performance or believes that there has been a substantial
decrease in the GOVERNMENTAL BODY's performance, the DEPARTMENT may give written notice that remedial action shall
be taken by the GOVERNMENTAL BODY within seven (7) calendar days. If such action is not taken within the time afforded, the
DEPARTMENT may terminate the Agreement by giving seven (7) calendar days written notice to the GOVERNMENTAL BODY.
In either instance, the GOVERNMENTAL BODY shall be paid for the value of all authorized and acceptable work performed prior
to the date of termination, including non -cancelable obligations made prior to receipt of notice of termination and for which work
will be completed within thirty (30) days of receipt of notice of termination, based upon the payment terms set forth in the
Agreement.
D. Location of Service Service to be performed by the GOVERNMENTAL BODY shall be performed as described in Part 5.
E. Ownership of Documents/Title to Work All documents, data and records produced by the GOVERNMENTAL BODY in carrying
out the GOVERNMENTAL BODY's obligations and services hereunder, without limitation and whether preliminary or final, shall
become and remain the property of the DEPARTMENT. The DEPARTMENT shall have the right to use all such documents, data
and records without restriction or limitation and without additional compensation to the GOVERNMENTAL BODY. All documents,
data and records utilized in performing research shall be available for examination by the DEPARTMENT upon request. Upon
completion of the services hereunder or at the termination of this Agreement, all such documents, data and records shall, at the
option of the DEPARTMENT, be appropriately arranged, indexed and delivered to the DEPARTMENT by the GOVERNMENTAL
BODY.
F. Software All software and related computer programs produced and developed by the GOVERNMENTAL BODY (or authorized
contractor or subcontractor thereof) in carrying out the GOVERNMENTAL BODY's obligation hereunder, without limitation and
whether preliminary or final, shall become and remain the property of both the DEPARTMENT and the GOVERNMENTAL BODY.
The DEPARTMENT shall be free to sell, give, offer or otherwise provide said software and related computer programs to any
other agency, department, commission, or board of the State of Illinois, as well as any other agency, department, commission,
board, or other governmental entity of any country, state, county, municipality, or any other unit of local government, or to any
entity consisting of representatives of any unit of government, for official use by said entity. Additionally, the DEPARTMENT shall
be free to offer or otherwise provide said software and related computer programs to any current or future contractor_
The DEPARTMENT agrees that any entity to whom the software and related computer programs will be given, sold or otherwise
offered shall be granted only a use license, limited to use for official or authorized purposes, and said entity shall otherwise be
prohibited from selling, giving or otherwise offering said software and related computer programs without the written consent of
both the DEPARTMENT and the GOVERNMENTAL BODY.
Printed 05/12/21 Page 6 of 16 BoBS 2804 (Rev. 04106/20)
G. Confidentiality Clause Any documents, data, records, or other information given to or prepared by the GOVERNMENTAL
BODY pursuant to this Agreement shall not be made available to any individual or organization without prior written approval by
the DEPARTMENT. All information secured by the GOVERNMENTAL BODY from the DEPARTMENT in connection with the
performance of services pursuant to this Agreement shall be kept confidential unless disclosure of such information is approved
in writing by the DEPARTMENT.
H. Compliance with Freedom of Information Act. Upon request, GOVERNMENTAL BODY shall make available to
DEPARTMENT all documents in its possession that DEPARTMENT deems necessary to comply with requests made under the
Freedom of Information Act. (5 ILCS 140/7(2)).
1. Reporting/Consultation The GOVERNMENTAL BODY shall consult with and keep the DEPARTMENT fully informed as to the
progress of all matters covered by this Agreement.
J. Travel Expenses Expenses for travel, lodging, or per diem is NOT allowed pursuant to this Agreement.
K. Indemnification Unless prohibited by State law, the GOVERNMENTAL BODY agrees to hold harmless and indemnify the
DEPARTMENT, and its officials, employees, and agents, from any and all losses, expenses, damages (including loss of use),
suits, demands and claims, and shall defend any suit or action, whether at law or in equity, based on a alleged injury or damage
of any type arising from the actions or inactions of the GOVERNMENTAL BODY and/or the GOVERNMENTAL BODY's
employees, officials, agents, contractors and subcontractors, and shall pay all damages, judgments, costs, expenses, and fees,
including attorney's fees, incurred by the DEPARTMENT and its officials, employees and agents in connection therewith.
GOVERNMENTAL BODY shall defend, indemnify and hold the DEPARTMENT harmless against a third -party action, suit or
proceeding ("Claim") against the DEPARTMENT to the extent such Claim is based upon an allegation that a Product, as of its
delivery date under this Agreement, infringes a valid United States patent or copyright or misappropriates a third parry's trade
secret.
L. Equal Employment Practice The GOVERNMENTAL BODY must comply with the "Equal Employment Opportunity Clause"
required by the Illinois Department of Human Rights. The GOVERNMENTAL BODY must include a requirement in all contracts
with third parties (contractor or consultant) to comply with the requirements of this clause. The Equal Employment Opportunity
Clause reads as follows:
In the event that the GOVERMENTAL BODY, its contractor or consultant fails to comply with any provisions of this Equal
Employment Opportunity Clause, the Illinois Human Rights Act Rules and Regulations of the Illinois Department of Human Rights
("IDHR"), the GOVERNMENTAL BODY, its contractor or consultant may be declared ineligible for future contracts or
subcontracts with the state of Illinois or any of its political subdivisions or municipal corporations, and the contract may be
canceled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided
by statute or regulation. During the performance of this contract, the GOVERNMENTAL BODY agrees as follows:
1. That it will not discriminate against any employee or applicant for employment because of race, color, religion, sex,
national origin, ancestry, age, physical or mental handicap unrelated to ability, or an unfavorable discharge from
military service; and further that it will examine all job classifications to determine if minority persons or women are
underutilized and will take appropriate affirmative action to rectify any such underutilization;
2. That, if it hires additional employees in order to perform this contract or any portion thereof, it will determine the
availability (in accordance with IDHR's Rules and Regulations) of minorities and women in the area(s) from which it
may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that
minorities and women are not underutilized.
3. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all applicants will
be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin or ancestry,
physical or mental handicap unrelated to ability, or an unfavorable discharge from military service;
4. That it will send to each labor organization or representative of workers with which it has or is bound by a collective
bargaining or other agreement or understanding, a notice advising such labor organizations or representative of the
contractor's obligations under the Illinois Human Rights Act and IDHR's Rules and Regulations. If any such labor
organization or representative fails or refuses to cooperate with the contractor in its efforts to comply with such Act
and Rules and Regulations, the contractor will promptly notify IDHR and the contracting agency and will recruit
employees from other sources when necessary to fulfill its obligations thereunder;
5. That it will submit reports as required by IDHR's Rules and Regulations, furnish all relevant information as may from
time to time be requested by IDHR or the contracting agency, and in all respects comply with the Illinois Human
Rights Act and IDHR's Rules and Regulations;
Printed 002121 Page 7 of 16 BoBS 2804 (Rev. 04106120)
6. That it will permit access to all relevant books, records, accounts, and work sites by personnel of the contracting
agency and IDHR for purposes of investigation to ascertain compliance with the Illinois Human Rights Act and
IDHR's Rules and Regulations;
7. That it will include verbatim or by reference the provisions of this Clause in every contract and subcontract it awards
under which any portion of the contract obligations are undertaken or assumed, so that such provisions will be
binding upon such subcontractor. In the same manner as with other provisions of this Agreement, the
GOVERNMENTAL BODY, its contractor or consultant will be liable for compliance with applicable provisions of this
clause; and further it will promptly notify the contracting agency and the Department in the event any of its contractor
or subcontractor fails or refuses to comply therewith. In addition, the GOVERNMENTAL BODY will not utilize any
contractor or subcontractor declared by the Illinois Human Rights Commission to be ineligible for contracts or
subcontracts with the state of Illinois or any of its political subdivisions or municipal corporations;
8. The GOVERNMENTAL BODY must have written sexual harassment policies that include, at a minimum, the
following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment, under State law;
(iii) a description of sexual harassment, utilizing examples; (iv) the Grantee's internal complaint process including
penalties; (v) the legal recourse, investigative, and complaint process available through the Department of Human
Rights and the Human Rights Commission; (vi) directions on how to contact the Department and Commission; and
(vii) protection against retaliation as provided by Section 6-101 of the Illinois Human Rights Act. A copy of the policies
must be provided to the DEPARTMENT upon request; and
In addition, the GOVERNMENTAL BODY is subject to the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq., which prohibits
discrimination in connection with the availability of public accommodations.
M. Tax Identification Number GOVERNMENTAL BODY certifies that:
1. The number shown on this form is a correct taxpayer identification number (or it is waiting for a number to be issued),
and
2. It is not subject to backup withholding because: (a) it is exempt from backup withholding, or (b) has not been notified
by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all
interest or dividends, or (c) the IRS has notified the GOVERNMENTAL BODY that it is no longer subject to backup
withholding, and
3. It is a U.S. entity (including a U.S. resident alien).
NAME OF GOVERNMENTAL BODY:City of Evanston
Taxpayer Identification Number: 36-6005-870
Legal Status (check one):
❑ Tax-exempt ® Government ❑ Other
N. International Boycott The GOVERNMENTAL BODY certifies that neither GOVERNMENTAL BODY nor any substantially owned
affiliate is participating or shall participate in an international boycott in violation of the U.S. Export Administration Act of 1979 or
the applicable regulations of the U.S. Department of Commerce. This applies to contracts that exceed $10,000 (30 ILCS 582).
O. Forced Labor The GOVERNMENTAL BODY certifies it complies with the State Prohibition of Goods from Forced Labor Act, and
certifies that no foreign -made equipment, materials, or supplies furnished to the DEPARTMENT under this Agreement have been
or will be produced in whole or in part by forced labor, or indentured labor under penal sanction (30 ILCS 583).
P. Equipment The DEPARTMENT and the GOVERNMENTAL BODY agree to the following:
1. The GOVERNMENTAL BODY must obtain the DEPARTMENT's written approval prior to purchasing any equipment
with funds acquired under this Agreement;
2. The GOVERNMENTAL BODY acknowledges that the DEPARTMENT is under no obligation to approve, and the
DEPARTMENT may, if it approves, subject that approval to additional terms and conditions as the DEPARTMENT
may require;
3. The GOVERNMENTAL BODY acknowledges that any equipment purchased under this Agreement must remain the
property of the DEPARTMENT;
4. The GOVERNMENTAL BODY must use the equipment for the authorized purpose under Part 5 (Scope of Service/
Responsibilities) and Part 6 (Compensation) during the period of performance or the equipment's entire useful life;
5. The GOVERNMENTAL BODY must not sell, transfer, encumber, or otherwise dispose of any equipment that is
acquired under this Agreement without prior DEPARTMENT's written approval;
6. In cases where the GOVERNMENTAL BODY fails to dispose of any equipment properly, as determined by the
DEPARTMENT, the GOVERNMENTAL BODY may be required to reimburse the DEPARTMENT for the cost of the
equipment; and
7. For purposes of this provision, "equipment" includes any tangible or intangible product, having a useful life of two
years or more, an acquisition cost of at least $100, and used solely in GOVERNMENTAL BODY's performance under
this Agreement.
Printed 05/12/21 Page 8 of 16 BoBS 2804 (Rev. 04106/20)
PART 5
SCOPE OF SERVICE/RESPONSIBILITIES
A. Cost. The DEPARTMENT and the GOVERNMENTAL BODY agree to the maintenance responsibility
and to the division of energy costs, for the traffic signals, and other traffic control devices listed on the attached
Exhibit A, which is hereby made part of this Agreement and shaded or highlighted.
B. Maintenance. Modernization of traffic control devices is not covered under this Agreement. It is agreed
that the actual maintenance will be performed by the GOVERNMENTAL BODY indicated on Exhibit A, either
with its own forces or through contractual agreements.
C. Maintenance Level. It is agreed that the signals and devices shall be maintained to at least the level of
maintenance specified in the attached Exhibit B, which is hereby made part of this Agreement. It is understood
this will meet the minimum requirements of the Illinois Manual on Uniform Traffic Control Devices for Streets and
Highways. Additional provisions regarding maintenance may be incorporated in this document as agreed upon
by both parties.
D. Interconnect & Timing. "Railroad interconnect" shall mean an electrical connection between a traffic
signal controller and a railside railroad control system. A "signal interconnect" shall mean an electrical connection
between two on -street traffic signal controllers or between a master controller and a central signal system. The
GOVERNMENTAL BODY agrees to maintain all signal equipment and connection of railroad crossing warning
devices with signal controller. The DEPARTMENT, in cooperation with the GOVERNMENTAL BODY, shall
determine the signal timing to coordinate and regulate the flow of traffic. No signal timing shall be changed at any
state system intersection without prior DEPARTMENT approval. The DEPARTMENT may elect to allow the
GOVERNMENTAL BODY to determine the signal timing to coordinate and regulate the flow of traffic at any
location. The GOVERNMENTAL BODY shall inform the DEPARTMENT of any changes made in signal timings.
The DEPARTMENT reserves the right to withdraw the privilege of timing signals from the GOVERNMENTAL
BODY at any time. A railroad interconnect shall not be modified without prior notification to and approval by the
Illinois Commerce Commission and the DEPARTMENT. If a railroad interconnect needs repairs, such repairs
shall not be performed without prior notification and approval, if required, by the Illinois Commerce Commission
and the Department.
E. Interconnections: Installation and Damage. The DEPARTMENT will not be responsible for the cost of
installing or maintaining traffic signals and signal system interconnects not on but interconnected to traffic signals
on U.S. or State routes. Any damage done to State traffic signals in the attempt to connect local traffic signals
shall be repaired to the DEPARTMENT's satisfaction and shall be the responsibility of the GOVERNMENTAL
BODY.
F. Master Monitoring Costs. Master controllers installed on State intersections for the coordination of traffic
signals are primarily used for the traffic signals located on U.S. or State routes. The GOVERNMENTAL BODY
may connect traffic signals to a State owned master controller for the coordination or operation of non -State
owned traffic signals, for the purpose of synchronizing time or gaining remote access. If the GOVERNMENTAL
BODY desires a communications link to its office for monitoring purposes, the GOVERNMENTAL BODY shall
pay the entire cost of installing and maintaining such monitoring system.
G. Payment for Energy Costs. The DEPARTMENT will reimburse the GOVERNMENTAL BODY for the
DEPARTMENT's proportionate share of energy charges.
H. Costs for Pavement Markings. Inspect pavement markings and replace as necessary to insure proper
motorist, pedestrian, and bicyclist guidance — including green pavement markings for bicyclists. Insure that stop
bars, symbols and crosswalks are in good condition.
In District 1, all work is the responsibility of the GOVERNMENTAL BODY. Whereas, in District 2 through District
9, the cost of pavement markings is shared between the DEPARTMENT and the GOVERNMENTAL BODY
according to Exhibit A.
Printed 05112121 Page 9 of 16 BoBS 2804 (Rev. 04106120)
I. Maintenance Contractors. Maintenance contracts shall be subject to DEPARTMENT approval prior to
award. The DEPARTMENT, after consultation with the GOVERNMENTAL BODY, reserves the right to reject any
electrical/maintenance contractor assigned work by the GOVERNMENTAL BODY that, in the judgment of the
DEPARTMENT, has proposed or bid rates or charges in excess of usual and customary rates for the type of
work being performed.
J. Emergency Vehicle Preemption Devices. The costs of installation, timing, phasing, and maintenance of
emergency vehicle preemption systems shall be the sole responsibility of the GOVERNMENTAL BODY. Any
GOVERNMENTAL BODY must notify the DEPARTMENT of any change in the emergency vehicle preemption
system. However, the DEPARTMENT reserves the right to approve or reject, at any time, the placement of such
systems on its traffic signal equipment.
K. Existing Agreements or Letters of Understanding. All parking ordinances and provisions bearing on
items other than traffic signal and traffic control device maintenance and energy charges contained in presently
existing agreements or letters of understanding between the DEPARTMENT and the GOVERNMENTAL BODY
shall remain in full force and effect.
L. Modification. Exhibit A can be modified to add or delete signals or devices, but only by written revision
signed by the DEPARTMENT'S Regional Engineer and its Engineer of Operations, and the authorized
representative for the GOVERNMENTAL BODY. The modification shall be effective when fully executed and
filed with the DEPARTMENT and the Clerk or Secretary of the GOVERNMENTAL BODY. This provision applies
only to modifications of Exhibit A. This Agreement can be modified according to Part 1.D, by completing the
Intergovernmental Agreement Amendment.
M. Plan Review. All traffic signal plans prepared by others for installation on State highways within
municipal corporate limits, which are to be added to this Agreement, must be reviewed and approved by the
DEPARTMENT and the GOVERNMENTAL BODY.
Printed 05/12/21 Page 10 of 16 BoBS 2804 (Rev. 04106/20)
PART 6
COMPENSATION FOR SERVICES
Funding
Not Applicable
Subtotal
Local Match Provided Through the GOVERNMENTAL BODYI
GRAND TOTALI
Fundinq Breakdown
The DEPARTMENT and GOVERNMENTAL BODY agree to the following funding requirements:
A. Cost Sharing. As indicated in Exhibit A, the cost of energy and maintenance of traffic signals, and/or
other traffic control devices generally are shared in proportion to the number -of approaches maintained by each
unit of government however, other DEPARTMENT policies and practices requires cost sharing of energy and
maintenance to be based on other criteria besides the number of approaches maintained. The maintenance cost
of the interconnect and interconnect related equipment, as listed in Exhibit A, as well as engineering costs for
any approved coordination and timing studies, shall be shared in proportion to the approaches maintained by
each unit of government at all intersections within the interconnected system, unless otherwise agreed to in a
permit or by other agreement. The share of the signal maintenance cost at an intersection will be borne one
hundred percent by the DEPARTMENT where the ADT for the route is more than or equal to 35,000. The one
hundred percent share will not apply to signal modernization, energy charges, new signal, and signal timing.
i. The GOVERNMENTAL BODY will be responsible for the maintenance costs of all traffic signals and/or other
traffic control devices related to a roadway or roadways that has or have been jurisdictionally transferred by the
DEPARTMENT to the GOVERNMENTAL BODY in a prior agreement(s).
B Billing. Bills shall be submitted to the DEPARTMENT on a quarterly basis. The amount billed shall be
the costs incurred less any proceeds from third -party damage claims received during the billing period for repair
of signals or devices that are the responsibility of the GOVERNMENTAL BODY.
ii. Any proposed single expenditure in excess of $10,000.00 for repair or damage to an installation must be
approved by the DEPARTMENT before the expenditure is made.
iii. The hours, or parts thereof, billed for each maintenance item will be at the actual time directly related to the
work task. The DEPARTMENT reserves the right to examine the records of the GOVERNMENTAL BODY to
determine that costs billed are fully documented.
iv. The GOVERNMENTAL BODY costs are composed of labor, equipment, materials, and the quantity of each.
The cost for labor will be determined by the actual hourly rate for the employee plus a multiplier calculated by the
GOVERNMENTAL BODY to include direct and indirect labor related costs, retirement, Social Security, health,
hospitalization and life insurance, holidays, vacation, sick leave and worker's compensation. Equipment costs
will be as listed in the Schedule of Average Annual Equipment Ownership Expense. Materials will be at cost.
v. The cost for contracted work will be the actual cost for the contractor.
a. Maintenance of the traffic signals shall be performed by the GOVERNMENTAL BODY through the
DEPARTMENT's approved electrical contractor. If, at any time, the contractor fails to perform any work deemed
necessary by the DEPARTMENT's Regional Engineer to keep the traffic signals in proper operating condition, or
if the Engineer finds it impossible to contact the designated persons to perform any work, the DEPARTMENT
reserves the right to have other electrical contractors perform the needed work. The cost of such work will be
invoiced to the GOVERNMENTAL BODY directly from the appointed contractor providing the service.
C. Notices. Notices under this Agreement shall be directed to the following addresses by regular mail or
Printed 05/12/21 Page 11 of 16 BoBS 2804 (Rev. 04106120)
email to the address shown below:
For the DEPARTMENT: For the GOVERNMENTAL BODY:
Budqet
(Not Applicable
Printed 05/12/21 Page 12 of 16 BoBS 2804 (Rev. 04/06120)
PART 7
CERTIFICATION REGARDING LOBBYING
(49 CFR PART 20)
® [NOT APPLICABLE TO THIS AGREEMENT]
Printed 05/12121 Page 13 of 16 BoBS 2804 (Rev. 04/06120)
PART 8
AGREEMENT AWARD NOTIFICATION
REQUIRED FOR ALL PROJECTS,
Does this project receive Federal funds? ❑ Yes ® No
Amount of Federal funds Name of Project
1 11
Federal Project Number
I
CFDA Number", Federal Aqencv, Proqram Title
.For CFDA (Catalog of Federal Domestic Assistance) Number, refer to original Federal Award/Grant Agreement.
REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK
Printed 05112/21 Page 14 of 16 BoBS 2804 (Rev. 04106120)
ANNUAL CERTIFICATION FOR SINGLE AUDIT COMPLIANCE
NOTICE
• The certification applies ONLY to governmental agencies, local units of government and non-profit agencies expending federal
funds for this project. It does not apply to for -profit public or private entities.
• If 2 CFR Part 200, Subpart F, Section 200.501, Audit Requirements applies to your organization, submit the certification or a copy
of your single audit to the DEPARTMENT at the end of your fiscal year for any fiscal year in which you expended any federal
funds related to this contract.
NOTE: ANNUAL COMPLIANCE WITH THIS REQUIREMENT IS MANDATORY FOR EVERY YEAR IN WHICH FEDERAL FUNDS ARE
EXPENDED FOR THIS PROJECT BY ANY STATES. LOCAL GOVERNMENTS OR NONPROFIT ORGANIZATIONS. FAILURE TO
COMPLY WITH THE ANNUAL CERTIFICATION TO THE DEPARTMENT WILL RESULT IN SUSPENSION OF PAYMENTS TO
REIMBURSE PROJECT COSTS.
In accordance with 2 CFR Part 200, Subpart F, Section 200.501, Audit Requirements, non-federal entities that expend $750,000 or more
in Federal awards in a year are required to have a single audit. The DEPARTMENT is required by federal law to obtain and review the
single audit of all entities that had any federally participating funds pass through it, irrespective of the amount provided by the
DEPARTMENT. It is the responsibility of the agencies expending Federal funds to comply with the requirements and determine whether
they are required to have a single audit performed.
In order to comply with the requirements, your agency must provide the following information to the DEPARTMENT on an annual basis for
every year in which you expended funds for costs associated with this project:
1. If your agency expended $750,000 or more in Federal awards from all sources, including other agencies, in a year, you are required to
have a single audit performed, and submit a copy of the report to the DEPARTMENT within the earlier of 30 days after completion of the
single audit or no more than nine months after the end of your fiscal year end.
2. If your agency expended less than $750,000 in Federal awards from all sources, including other agencies, in any fiscal year for which
you expended funds for project costs, and were not required to conduct a single audit, you must complete and return the certification
statement.
3. If your agency receives multiple awards from the DEPARTMENT, only one annual submittal of this information is required.
Please submit a copy of your single audit or the Single Audit Not Required Certification to:
Illinois Department of Transportation
Audit Coordination Section, Rm. 303
2300 South Dirksen Parkway
Springfield, 1L 62764
The single audit must be comprised of four parts. You have the option of including the four parts in one report or a combination of reports.
The four parts are commonly known as:
1. Comprehensive Annual Financial Report (Financial Statements).
2. Schedule of Expenditures of Federal Awards and Independent Auditor's Report thereon.
3. Independent Auditor's Report on internal Control over Financial Reporting and on Compliance and other matters based on an
Audit of Financial Statements performed in accordance with Government Auditing Standards.
4. Independent Auditor's Report on Compliance with Requirements Applicable to each Major Program and on Internal Control
over Compliance in accordance with 2 CFR Part 200.
Additional information which should be submitted:
1. Corrective Action Plan(s), if applicable,
2. Management Letter, if applicable, and
3. Status of Prior Year Findings, if applicable.
For your convenience, you may also submit the information via email to DOT.AuditReviewBillinois.00v or via fax at 217/782-5634. If you
have any questions, please contact the Audit Coordination Section at 2171782-6041.
Printed 05/12121 Page 15 of 16 BoBS 2804 (Rev. 04106120)
NOTICE
Do not submit this certification to the DEPARTMENT with your signed contract.
• The certification applies ONLY :o governmental agencies, local units of government and non-profit agencies expending
Federal funds for this project. It does not apply to for -profit public or private entities.
• If 2 CFR Part 200, Subpart F, Section 200.501, Audit Requirements applies to your organization, submit the certification
or a copy of your single audit to the DEPARTMENT at the end of your fiscal year for any fiscal year in which you
expended any Federal funds related to this contract.
I certify thaf
Subrecipient
I
Contact Person
Address
Phone
I
Sinale Audit Not Reauired Certification.
expended less than $750,000 in Federal awards in our fiscal year
, and was not required to have a single audit conducted.
Fax
II
Siqnature Date
il
Title
I
Subrecinient Contact Information,
Title
�I
City
II
Fiscal Year End
II
A
State Zip Code
II li
Printed 05112121 Page 16 of 16 BoBS 2804 (Rev. 04106l20)
EXHIBIT A
Following is the list of signalized intersections and locations with traffic control devices along State highways located within or near the City of
Evanston in Cook County that are subject to the provisions of the attached Master Agreement to which this list is an exhibit.
As of 6/12/2021
% OF MAINTENANCE
% OF ENERGY CHARGES
AGENCY
RESPONSIBILITY
RESPONSIBILITY
PERFORMING
(LOCATION
TS#
STATE
ILOCALI OTHER
STATE
ILOCALI
OTHER
MAINT.
Crawford Av at Harrison St/Old Orchard Rd
TS4920
100
50
37.5 I
(
12.5 SKOKIE
STATE
Crawford Av at Golf Rd/Simpson
ITS4915
100
( 100
I
STATE
Emerson Si/Golf Rd at E Prairie/McDaniel
ITS5145
50
25 25 SKOKIE
50
I 25 ,
25 SKOKIE
STATE
Emerson St/Golf Rd at McCormick Blvd
ITS5170
75
I 25
75
25 I
STATE
Golf Rd/Simpson St at Central Park Ave
ITS5140
1 50
I 25 I 25 SKOKIE
50
25 I
25 SKOKIE
I STATE
Gross Pt Rd at Harrison St/Old Orchard
ITS5245
I 75
I 12.5 I 12.5 SKOKIE
75
( 12.5 I
12.5 SKOKIE
, STATE
h`S'��,r•.�k�f,.1'.. Yif,•`i��SF(tstSiRillL!r '�([�y!�1L'�y' �t ,x •.t��l��y,•lh 2�'sS �ti;,4L`•`�!r!� �7�;4;
�_,r!<F {51s ��?Y#i;��fx <; r1�Y1�SrLba}N!�,A.'.Mr.^,��xs��s��n���i�x��:lac.:�•iilkf���;v1'����i�`.}�.
3yi? ���'.24 t•��y `� :•`���`a�'�fl.� b��. xsl�a s, •+.3 �,, •2. .>4}�x.'3 �,�f:;
''fvc 9.[I�4�52rn 4S{w„�i?;i�i���`•+�S:�s i'idi �eit�cd�;5jlr.i��(y��('}�1.:y1,j?.)ii�,��r���.t��fl?S!,�ti#�ss }.t,�kkf.n,:.���.3:iY
EXHIBIT B
LONG FORM
TRAFFIC SIGNAL MAINTENANCE PROVISIONS
A. GENERAL PROVISIONS
1. DOCUMENTATION
The GOVERNMEMNTAL BODY shall provide the supporting documents for the items being
billed. The approval of an invoice is contingent upon the supporting documentation. If the
GOVERNMENTAL BODY'S invoices are deemed by the DEPARTMENT or auditors to not be
sufficiently documented for work completed, the DEPARTMENT may require further records and
supporting documents to verify the amounts, recipients and uses of all funds invoiced pursuant
to this Agreement. Furthermore, if any of the deliverables in Part 5 are not satisfactorily
completed, GOVERNMENTAL BODY will refund payments made under this agreement to the
extent that such payments were made for any such incomplete or unsatisfactory deliverable.
2. REFERENCES
All governing specification texts and manuals (ex: the Standard Specifications for Road and
Bridge Construction, the Manual on Uniform Traffic Control Devices ((MUTCD))) cited and
referred to herein shall be latest editions of those specification texts and manuals.
3. CABINET PACK
Wiring diagrams, phase diagrams, and manuals are required to be in each traffic signal
controller cabinet at the time of construction completion shall remain in the cabinet. Written
documentation of all traffic signal timing changes, repairs and maintenance activities shall be
provided in the cabinet. All entries shall be written in a clear and concise manner. The agent of
the maintaining agency making any entries shall provide his/her signature and date of entry.
These shall be kept in the cabinet to assist the DEPARTMENT on emergency call outs.
4. HARDWARE SPECIFICATIONS
All equipment and material used shall comply with the requirement of the DEPARTMENT's latest
edition of Standard Specifications for Road and Bridge Construction and the district special
provisions. Maintain logs of equipment installation dates for warranty and for end of service life
determination purposes. Catalog cuts shall be submitted to the DEPARTMENT for compliance
with the district special provisions.
5. ROADWAY LIGHTING
Maintenance of roadway lighting on combination pole assemblies, including but not limitedto
lighting mast arm(s), luminaire(s), cable, fusing, and control shall be the responsibility of the
GOVERNMENTAL BODY. Agreements regarding other roadway lighting equipment shall
remain unchanged by this IGA.
The highway lighting system components of each combination mast arm assembly and pole
shall be tested for proper operation and physical condition during the intersection cabinet
inspection. All cost of inspecting and maintaining the combination pole lighting system
equipment is the responsibility of the GOVERNMENTAL BODY. In addition to regular inspection
and maintenance, replacing damaged or missing combination pole lighting system equipment is
the responsibility of the GOVERNMENTAL BODY.
6. EMERGENCY VEHICLE PREEMPTION SYSTEM
Test Emergency Vehicle Preemption System (EVPS) equipment for proper operation and
physical condition during the intersection cabinet inspection. All program settings and each
sequence of operation must be verified to be correct during each inspection. All cost of
inspection and maintaining the EVPS equipment, including the light detectors, light detector
amplifiers, radio transmitters and receivers, antennas, confirmation lights, and cables and
related components, is the responsibility of the GOVERNMENTAL BODY. In addition to
regular inspection and maintenance, all cost of repairing or replacing damaged or missing
EVPS equipment is the responsibility of the GOVERNMENTAL BODY.
7. TRAFFIC SIGNALS INTERCONNECTED TO RAILROAD WARNING DEVICES
At all locations with railroad/traffic signal interconnects, respond to any failure or damage and all
emergency and all red flash alarms within one (1) hour and notify the DEPARTMENT and the
Illinois Commerce Commission of any malfunction with railroad preemption equipment.
Traffic signal railroad preempt parameters including but not limited to the phase timings, phase
sequences and pedestrian and vehicular clearance intervals shall not be modified without prior
approval from the DEPARTMENT and the Illinois Commerce Commission.
Maintain unique spare controller data modules or sets of data chips containing the finial railroad
preemption parameters for each location.
Cooperate in any inspection as deemed necessary by the DEPARTMENT or the Illinois
Commerce Commission. The interconnect controller cabinet shall display the location, the
minimum preemption time and the railroad and the Department twenty -four -seven contact phone
numbers. The display stickers one for the signal cabinet and another for the railroad bungalow
will be furnished by the DEPARTMENT.
8. DAMAGE REPAIRS
Repair or replace any or all equipment damaged by any cause whatsoever within the time
shown in the Response Table. Replaced equipment shall be new.
Response Table
ITEM
Cabinet
Controllers and Peripheral Equipment
1 System Detector Loop
All Other Detectors
Signal Head and Lenses
Aviation Red Beacon
Mast Arm Assembly and Pole
Traffic Signal Post
Cable and Conduit
Interconnect and Telemetry
Graffiti Removal
Misalignment of Signal Heads
Closed Loop Monitoring System
Post and Poles Plumb Vertically
Controller, Post & Pole Foundations
Complaints, Calls, Controller or System Alarms,
Timing, Phasinq, Proqramming
Patrol Truck Deficiencies
Signal Heads Visibility
2
:PERMANENT.
RESPONSE -;
; .:;. SERVICE .`..:.
; :.:REPAIR
RESTORATION
(calendar..days).
1 hour
24 hours
21 days
1 hour
4 hours
21 days
1 hour
NA
7 days
1 hour
NA
21 days
1 hour
4 hours
7 days
1 hour
4 hours
7 days 1
1 hour
4 hours
7 days
1 hour
4 hours
7 days
1 hour
4 hours
7 days
1 hour
4 hours
7 days j
NA
NA
7 days
1 hour
4 hours
4 hours
1 hour
24 hours
14 days
NA
NA
21 days
NA
NA
21 days
1 hour
4 hours
NA
NA
24 hours
24 hours
1 day
2 days
14 days
9. ACCIDENT DAMAGE
Be responsible to make recovery for damage to any part of the installation or system from the
party causing the damage. Document damage to facilities and notify the Department of the
damage to determine the required repair or replacement.
Whenever third -party claims cannot be recovered, the GOVERNMENTAL BODY shall share in
the loss in accordance with the percentages shown in Exhibit A.
10.TEMPORARY TRAFFIC CONTROL.
Provide temporary traffic control during a period of equipment failure or for when the controller
must be disconnected. This may be accomplished through the installation of a spare controller,
placing the intersection on flash, manually operating the controller, or manually directing traffic
through the use of proper authorities.
When work is within the traveled way, provide protection for workers and for traveling public by
providing adequate traffic control. The traffic control shall conform to the latest edition of Manual
on Uniform Traffic Control Devices.
11. EMERGENCY PERSONNEL
Provide skilled maintenance personnel who will be available to respond within one (1) hour to
emergency calls. This may be provided by agency forces, contract, or maintenance agreement.
Controller failure, lights out, knockdowns, or two (2) red lights out at intersection are considered
emergencies.
B. AS REPORTED OR OBSERVED
1. SIGNAL ALIGNMENT
Keep signal heads properly adjusted, including plumb, and tightly mounted. All controller
cabinets, signal posts and controller pedestals should be tight on their foundations and in
alignment.
2. CONTROLLER PROBLEMS
Check the controllers, relays, and detectors after receiving complaints or calls to ascertain that
they are functioning properly and make all necessary repairs and replacement.
3. LED SIGNAL HEAD AND LED MODULE REPLACEMENT
An LED module shall be considered failed and shall be replaced if at least one-fourth of the
signal indication is dark or if the module fails to meet ITE specification on minimum maintained
luminous intensity.
Replace failed modules for all red signal indications within twenty-four (24) hours of notification
of failure or on the next business day following the notification. However, if two or more red
indications for an approach are failed, these modules must be replaced as soon as possible, and
under no circumstances longer than twenty-four (24) hours after notification. Replace all other
failed modules within forty-eight (48) hours or next business day of notification of failure.
Provide replacement LED modules and LED signal heads that fully comply to the latest
applicable Institute of Transportation Engineers (I.T.E.) specifications.
4. PAINTING
Painted signal components shall be repainted as necessary per the paint system's
manufacturer's requirements.
5. The GOVERNMENTAL BODY shall also be responsible for maintenance of the
installed street name signs on approaches to a State highway from a local road.
Because of the value of street name signs to motorists, the GOVERNMENTAL
BODY local agencies shall provide such signs at all named State highway
intersections.
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C. WEEKLY
1. MASTER CONTROLLER SYSTEMS
At locations that are a part of a closed loop signal system maintained by the GOVERNMENTAL
BODY, repair any and all malfunctions in a timely manner so that the signals remain under the
control of the master at all times.
As needed assist in the implementation of the signal system timing plans.
Maintain the central and closed loop signal system management software (Aries, Tactics,
Centracs, etc.) on a PC or a server so that the signal system is monitored weekly. Check
weekly by phone or location visit for any malfunction. Verify software accuracy to central office
software.
Ensure that communications to master controllers and central signal systems (telephone lines,
radio broadband connections, etc.) are functioning and report issues to service providers for
repair. Where applicable the GOVERNMENTAL BODY shall utilize JULIE for locate services.
D. BI-MONTHLY (Every 2 months)
1. CABINET INSPECTION
Check the controllers, relays, and detectors to ascertain that they are functioning properly and
make all necessary repairs and replacement.
Keep interior of controller cabinet in a clean and neat condition at all times. Replace filters per
manufacturer's recommendations.
2. OBSERVE SIGNALS
Observe the signals at the time of the bi-monthly cabinet inspection. This involves stopping and
watching for correct detection and timing operation.
3. DETECTION TESTING
Test and inspect vehicle detection inductance loops, loop detectors, and pedestrian detection
during cabinet visit bi-monthly.
4. VIDEO DETECTION TESTING
Inspect, maintain, and clean all video detection and surveillance systems bi-monthly or as
needed, to achieve clean lenses, and adjust for proper alignment and proper focus. This shall
include system camera, lenses, camera housings and hood/shield, pan tilt, and zoom
mechanisms and motors, mounting brackets and hardware, poles, microprocessors, controller,
cables and communication equipment, and other related components. Maintenance shall
include modifications to programmable detection zones.
5. CONTROLLER CHECK
When controllers malfunction, they shall be removed, repaired, and bench checked. The
controllers shall not be removed for annual maintenance inspections.
This bi-monthly check should verify software with central office software and reprint cabinet pack
timings sheet. Controller check shall occur during the bi-monthly cabinet inspection.
6. FUSE AND BREAKER CHECKS
Fuse and breaker checks should occur during the bi-monthly cabinet inspection. Replace
burned out fuses or deteriorated breakers as needed.
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E. ANNUALLY
1. SIGNAL HEADS VISIBILITY
Remove any obstruction blocking the line of sight of the traffic signal face to the motorist,
including snow and ice. The maintaining agency shall trim trees, bushes or any other form of
vegetation blocking said lines of sight. The maintaining agency shall remove, or order the
removal of, any man-made obstructions such as signs or banner blocking said line of sight.
Visibility for line of sight shall meet the standards established and contained in the Manual on
Uniform Traffic Control Devices (MUTCD). All trimmed vegetation shall be legally disposed of by
the maintaining agency off the right of way.
2. ANNUAL HARDWARE INSPECTION
Inspect all mast arm assemblies, mast arm poles, brackets (or other types of hardware)
supporting traffic heads or pedestrian signal heads on an annual basis. The inspection shall
focus on the structural elements of the mast arm assembly and must include a close-up arm's
length investigation of the mast arm, pole, mast to pole connection, base plate, and anchor bolts.
The arm of the assembly shall be visually inspected at all signal head connections for any
defects, such as cracks or buckles. Inspect the mast arm to pole connection for significant loss
of section, cracks in welds or base metal, and deterioration of the connection plates. The bolts
of the arm to pole connection shall be inspected for tightness and condition. Check the pole for
external corrosion, impact damage, rust through perforation, deflection, distortion, or cracking.
Closely inspect pole for corrosion near the base plate, especially if mounted on a grout bed.
Check welds of the pole to base plate connection for cracks. Inspect base plate for section loss
or deformation. Inspect mast arm anchor bolts for any corrosion or bending, and for Icose or
missing nuts.
Upon discover of any buckles or significant structural defects (loose or missing nuts, severe
corrosion or dents, cracks in welds, plate or structure, etc.), take corrective action in a timely
manner.
3. ANNUAL CONFLICT MONITOR AND MMU TEST
Test all conflict monitors and MMUs once every two years in accordance with manufacturer
recommendations. Failed conflict monitors or MMUs shall be replaced with new units.
The GOVERNMENTAL BODY, upon request, shall submit copies of the CMUIMMU test reports
to the DEPARTMENT. These reports shall be maintained pursuant to Part 2, Paragraph E.,
"Records Preservation" of the AGREEMENT.
4. PAVEMENT MARKINGS
Inspect pavement markings and replace as necessary to insure proper motorist, pedestrian,
and bicyclist guidance — including green pavement markings for bicyclists. Insure that stop
bars, symbols and crosswalks are in good condition.
In District 1, all work is the responsibility of the GOVERNMENTAL BODY. Whereas, in District
2 through District 9, the cost of pavement markings is shared between the DEPARTMENT and
the GOVERNMENTAL BODY according to Exhibit A.
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