HomeMy WebLinkAboutRESOLUTION - 71-89 - 11/14/1989 - AGRMT/IDOT RESOLUTION] NO. 71-89
A RESOLUTION AUTHORIZING THE VILLAGE MANAGER AND DIRECTOR
OF PUBLIC WORKS TO EXECUTE A HIGHWAY SAFETY PROJECT AGREEMENT
WITH ILLINOIS DEPARTMENT OF TRANSPORTATION (Traffic Sign Upgrade)
NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees
of the Village of Elk Grove Village, Counties of Cook and DuPage, State of
Illinois as follows:
Section 1: That the Village Manager and Director of Public Works are
hereby authorized to sign the attached documents marked:
"Highway Safety Project Agreement"
(Traffic Sign Upgrade Project)
a copy of which is attached hereto and made a part hereof as if fully set
forth.
Section 2: That this Resolution shall be in full force and effect
from and after its passage and approval according to law.
PASSED this 14th day of November , 1989.
APPROVED this 14th day of November , 1989.
Charles J. Zettek
Village President
ATTEST: --
Ilafern R. Snick
Deputy Village Clerk
Illinois Department Highway safety
of Transportation Project Agreement
Division of Traffic Safety
12300 South Dirksen Parkway,Room 319
Springfield,Illinois 62764
FOR OFFICE USE ONLY
1. Applicant Agency* Village of Elk Grove _ Project Number' TE9-1735-142
Project Title' Traffic Sign Upgrade
Address' 666 Landmeier Road _ Standard/PSP/Task* 613/Safety Education &
Elk Grove Village, IL 60007 _ Module Title: 09-05 raining
2. Governmental Unit' Village of Elk Grove _ 6. The attached Agreement Conditions constitute
a part of this agreement.
Address' 901 Wellington Avenue _
Elk Grove Village, IL 60007 7A. Project Director:
- Name: Thomas J. Cech
Title' Director of Pub1 i r Works
3. Startle Date: September 11, 1989 _ Address' 666 Landmeier Road
9 pE1 v i e, IL 60007
4. Expiration Date: September 10, 1990 _ Telephone:+ 3 p2 -
Signature:
5A-E. Project Description (attached)
5F. Project Description Summary:
7B.: Authorizing Official:
The Village of Elk Grove Village Name: Charles A. Willis
proposes to remove and replace
approximately 2,094 deficient traffic Title: Village Manager
control signs and posts which do not suet Address: 901 -Wellin ton Ave. . Elk Grose_
standards. The purpose of this project Telephone:lge1/+39-39 —
is to improve traffic safety in the
Village by reducing the possibility Signature:
of accidents.
7C. Division of Traffic Safety Approval
and Authorization to Expend Funds:
Name: S. Rowan Woolfolk
Title: Governor's Rep for Highway Safety
Signature:
5G. Project Budget: Federal Local Total
Personal Services $ 48, 160 48. 16o
Fringe Benefits
Social Security
Travel _
Contractual Services
Printing
Commodities 1 14,Ob2 114,062
Equipment
Oper/Auto/E ui ment 4,800 4,800
TOTALS 1 ,uo 52,960 $ 167,022
TS 1980
AGREEMENT CONDITIONS
The following set of Agreement Conditions has been developed in order to
provide Highway Safety'Project Directors with a comprehensive listing of
state and federal regulations. These provide the Project Director with an
answer to most management and fiscal problems. If a question arises which
is not covered, it should be directed to the Division of Traffic Safety
(217/782-5853).
A. News Releases: The Division of Traffic Safety encourages agencies to
publicize Highway Safety Project approval. In accordance with this
intent, a suggested news release is attached with the approval letter.
If the suggested news release is not used, the Illinois Department of
Transportation shall be mentioned in any news release announcing the
approval of this project. Any subsequent news releases written by
the agency shall mention the Illinois Department of Transportation.
B. Title VI of the Civil Rights Act of 1964 Sec. 601 (Nondiscrimination
in Federally-Assisted Programs): No person in the United States shall,
on the ground of race, color, eex, or national origin, be excluded from
participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving federal
financial assistance. 49 CFR 21 through Appendix R and 23 CFR
710.405(b) are incorporated and made part of this agreement by
reference.
C. Minority Business Enterprise:
1. Policy - It is the policy of the (U.S.) Department of Transpor-
tation that minority.,business enterprises as defined in 49 CRF Part
23 shall have the maximum opportunity to participate in the
performance of contracts financed- in whole or in part with federal
funds under this agreement:. Consequently the MBE requirements of
49 CFR Part 23 apply to this agreement.
2. MBE Obligation - The recipient or its contractor agrees to ensure
that 'minority business enterprises as defined in 49 CFR Part 23
have the maximum opportunity to participate in the performance of
contracts and subcontracts financed in whole or in part with
federal funds provided under this agreement. In this regard all
recipients or contractors shall take all necessary and reasonable
steps in accordance with 49 CFR Part 23 to ensure that minority
business enterprises have the maximum opportunity to compete for
.and perform contracts. Reec;Lpients and their contractors shall not
discriminate on the basis of race, color, national origin, or sex
in the award and performance of DOT-assisted contracts.
October 1, 1981 -2-
3. Illinois Department of Transportation Program Requirements for
Recipients of Grants — All recipients shall comply with the
requirements of 49 CFR Part 23.43. Those recipients which are
required under Part 23.41 to develop a Program shall either adopt
the Department's MBE Program as the minimum to which they will
adhere, or develop their own MSE Program pursuant to 49 CFR Part
23. This requirement will be a specific condition of grant or
contract approval. The Department will provide assistance to
recipients in the setting and enforcement of goals for MBE's. The
Department will provide its certified MBE directory to
recipients at no charge.
4. Subcontracts — the recipient shall include the provisions of this
"Policy" in every subcontract, including procurement of materials
and leases of equipment.
D. Laws of Illinois: This contract shall be governed in all respects by
the laws of the State of Illinois.
E. Procurement Procedures: All procurement transactions for Contractual
Services, Commodities, and Equipment shall be conducted in a manner
that provides maximum open and free competition. The applicant agency
shall also meet the following minimum procedural requirements.
1. Solicitations of offers shall include a description of the
technical requirements for the product or service to be procured,
2. Awards shall be made only to responsible bidders that can meet the
preceding requirements.
3. Small purchase procedures, which consist of obtaining price or rate
quotations from an adequate number of qualified sources, may be
used for products or services having a total value of not more than
$10,000,
4. Formal advertising procedures shall be used for products, which may
include associated nonprofessional services, having a total value
of more than S10,000. An invitation for bids, with Item
specifications and supplier requirements, shall be publicly
advertised. In addition, bids shall be solicited from an adequate
number of known suppliers. Bids shall be opened publicly and a
fixed—price contract award made to that responsible bidder whose
bid, conforming to the invitation for bids, is lowest ; unless that
bid is rejected when there are sound documented business reasons in
the best interest of the project.
5. Competitive negotiation procedures shall be used to procure
services having a total value of more than $10,000. The Request
for Proposal shall be publicized, proposals shall be solicited from
an adequate number of qualified sources, negotiations are normally
conducted with more than one source, and a cost—reimbursement
contract shall be awarded based on a technical evaluation of the
proposals received. Award may be made to the responsible offeror
—3—
whose proposal will be most advantageous to the procuring party,
price and other factors considered. Unsuccessful offerors should
be notified promptly.
6. Non-competitive negotiation, the procurement through solicitation
of a proposal from only one source, is allowed only if the products
or services are available only from a single source; the Division
of Traffic Safety authorizes such a procedure; or, after
solicitation of a number of sources, competition is determined
inadequate.
7. The applicant agency shall maintain records sufficient to detail
the significant history of a. procurement. These records shall
include, but are not necessarily limited to, -information pertinent
to: rationale for the method of procurement, selection of contract
type, contractor selection or rejection, and basis for the cost or
price.
B. No agency employee shall participate in the procurement of products
or services if a conflict of interest, real or apparent, would be
involved. No employee shall. solicit nor accept anything of
monetary value from bidders or suppliers.
F. Consultant Contracts: After a consultant is selected in accordance
with the requirements of Condition E (Procurement Procedures) as
detailed herein, the consultant contract shall be submitted to the
Division of Traffic Safety for approval '1101
to execution. The
applicant agency is subject to all regulations in the "Requirements for
Consultant Contracts" which will, be furnished by the Division of
Traffic Safety.
G. Cost Documentation: Funds are not advanced to an applicant agency but
are reimbursed for actual expenditures upon submission of proper cost
documentation. Copies of the original or source records which evidence
all expenditures shall be submitted with claims for reimbursement of
costs. Only those costs incurred within the approved project period
and budget are eligible for reimbursement. Cost documentation shall be
retained for a period of three ;rears after the final claim has been
paid and shall be available for audit at any time during this period.
Proper cost documentation includes the following:
1. Personal Services and Fringe: Benefits costs shall be documented
with submission of:
a. A tabulated list of employee names, the number of hours or days
devoted to the project, the rate of pay, amounts per employee
(computer printouts are acceptable providing source documents
are available), and
-4-
b, copies of weekly or monthly time cards or a diary if the
applicant agency uses one or more employees on a part-;time
basis on their project. The time record must show not only the
time spent on this project, but also on leave and on other
assignments, even if the latter is reported only as "other
assignments". The employee's time for the entire payroll
period shall be accounted for. The employee shall sign the
record and the immediate supervisor shall certify it.
2. Contractual Services, Printing, Commodities, and Equipment costs
shall be documented with submission of:
a. A fist of item quantities, unit prices, and amounts tabulated
by cost category (the, unit price shall reflect any offered
discount whether or not the agency takes advantage of this
discount), and
b. copies of invoices with copies of cancelled checks or copies of
invoices certified as paid (invoices shall be identifiable to
the project) .
3. Travel costs shall be documented with submission of:
a. paid receipts for lodging, tolls and parking,
b. certified odometer logs, or
c. per diem records.
4. Operation of Automotive Equipment shall be documented with
submission of certified odometer logs.
A. Fquipment Inventory: An inventory of nonexpendabte personal property
having .a useful life of more than two years and an acquistion cost of
$500 or more is subject to periodic inspection by the Division of
Traffic Safety. "Property Management Standards" will be furnished by
the Division of Traffic Safety. These standards will provide
requirements relative to equipment inventory, use, and disposition
procedures.
I. Project Monitoring: The Division of Traffic Safety will conduct
periodic on—site reviews of all ongoing highway safety projects to
monitor adherence to the project agreement and to, review project
progress.
J. Reports: Progress reports shall be submitted to the Division of
Traffic Safety every three months during the project period, unless
otherwise provided in this agreement. A final project report and claim
for reimbursement of costs shall -be submitted to the Division of
Traffic Safety within 60 days after the expiration date of the
project.
—5—
K. Alteration or Termination: All alterations shall be• authorized in
writing by Che Division of Traffic Safety before work is started. No
oral understanding or agreement not incorporated herein will be binding
on any of the parties hereto. This agreement may be terminated by
either party upon 30 days written notice. Failure to carry out the
conditions set forth herein shall constitute a breach of the agreement
and may result in termination of the agreement or such remedy as deemed
appropriate. Upon termination, the applicant agency will be paid for
work satisfactorily completed prior to the date of termination.
L. Work Product: All documents including reports and all other work
products produced by the applicant agency under this contract , shall
become and remain the property of the Division of Traffic Safety.
M. Audits of State and Local Governments:
1. The Single Audit Act of 1.984 (Public Law 98-502) requires the
following:
a. State or local governments that receive $100,000 or more a year
in Federal financial assistance shall have an audit made in
accordance with Office of Management and Budget ('OMB) Circular
No. A-128.
b. State or local governments that receive between $25,000 and
$100,000 a year 'shall have an audit made in accordance with
Circular A-128 or comply with other applicable requirements.
C. State or local governments that receive less than $25,000 a year
shall be exempt from compliance with the Act and other Federal
audit requirements.
. d. Nothing in this paragraph exempts State or local governments
from maintaining records to Federal Agencies, as provided for in
Federal law or in Circular A-102 "Uniform requirements for
grants to State or local governments."
2. Highway Safety Projects with total project costs of $100,000 or more
will be subject to audit by the Illinois Department of
Transportation, Office of Finance and Administration, within a
period of three years after receipt of the final project claim for
reimbursement. An on-site inspection of records may also be
included in the audit procedure. It is understood that the
applicant agency shall return any reimbursement for costs determined
by audit to be undocumented or unauthorized.
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CONDITIONS OF APPROVAL
In accordance with the Illinois Mandatory Seat Belt Law (Public
Act 83-1507, as amendec.) the grantee will establish a seat belt
use policy requiring employees to use the appropriate occupant
restraint protection devices as provided in the vehicle being
driven while on official business.
A copy of the seat belt policy will be forwarded to the
Division of Traffic Safety within the first month of the
project.
6A
Project Description
Problem Statement: The majority of the traffic control
signs in the Village are not in compliance with the accepted
traffic code. Deficiencies include sign faces that are
faded, rusted, bent or defaced, and posts that are rusted,
bent and too short. These deficiencies create unsafe
traffic conditions.
A sign inventory was done for the entire Village (Summary
Attached) .
Background-
A. General Characteristics : The Village of Elk Grove is
located in Northwest Cook County bordered by Arlington,
Schaumburg, O' Hare, Bensenville, Wood Dale and Forest
Preserve District, Major State Highways including
Arlington Heights Road, Higgins Road, Busse Highway,
Elmhurst Road and Highway 53 . There are 260 single
lane miles of street in. the Village with our present
population around 33 , 105 .
B. Previous Attempts To Sclve Problem: The problem of
old, substandard traffic control signs has been handled
by the Village in the following manner.
1. Unit Replacement: Whenever a traffic sign is
destroyed, damaged,, or stolen, the Village
replaces it with a new standard sign.
2 . Area Replacement: Sufficient funds have not been
available to bring all the signs and posts in the
older areas of the Village up to standards.
C. Accident Data: Below is a list of accidents compiled
by the Police Department per following calendar years.
Enclosed is a breakdown of state, county, and
residential studies.
1986 - 2 , 341 Accidents
State & County Roads 512 Accidents
Residential Streets 1829 Accidents
1987 - 2 , 539 Accidents
State & County Roads 1255 Accidents
Residential Streets 1284 Accidents
1988 - 2 , 683 Accidents
State and County Roads 1313 Accidents
Residential Streets 1370 Accidents
Accompanying this application are itemized computer printouts on
accidents Village-wide.
1. Objectives: The goal of this project is to upgrade
traffic control signs to standard code which will
improve traffic and pedestrian safety by reducing
accidents.
2. Methods of Procedure: Upon approval of the project, we
will solicit bids for signs and appurtenances from
responsible suppliers, accept the lowest quotation and
have materials delivered. Once it is delivered, during
regular working hours, one two-man crew will remove and
replace substandard signs and posts as listed on
inventory. The work will be performed from
September 11, 1989 to September 10, 1990.
Materials Certification
o The local agency will conduct a sign materials letting that
meets Agreement Condition E on competitive procurement
procedures.
o Prior to installation, the successful bidder will provide the
local project director with two (2) copies of manufacturer's
certification(s) confirming that the materials meet or exceed
Illinois Department of Transportation Standard Specifications
for Traffic Control Items.
o The local project director will furnish the Division of
Traffic Safety with a copy of the aforementioned
certification(s).
0 The Illinois Department of Transportation reserves the right
to request samples of signing materials for testing by the
Central Bureau of Materials and Physical Research to verify
compliance with the applicable specifications.
Method of Evaluation
a. Project Schedule: Once the material has been secured by the
Village, it will be the responsibility of the Director to
monitor signs and post removal and replacement by his crews
and make certain deadlines are met.
b. Project Evaluation: The best measure to evaluate the project
will be to compare the before and after accident statistics
on Village streets. Although traffic volume may increase and
driving conditions vary, a three year evaluation should show
a decrease in accidents.
Final Report and Claim for Reimbursement
The Village of Elk Grove will submit quarterly reports, a final
report and a claim for reimbursement along with any publicity and
a copy of the ordinance authorizing the signs as traffic control
devices to the Division of Traffic Safety. The claim for
reimbursement will include full documentation of costs incurred.
A copy of the "Daily Record of Hours Worked" showing the
employee's name, date and hours worked on the sign project and
rate of pay will be submitted. The invoices for Commodities plus
the cancelled checks (copy of front and back) by which the bills
were paid, will be provided to document expenditures for signs,
posts, and hardware to install. A copy of "Record of Equipment
Hours" will be provided to document hours of equipment time.
All signs purchased for installation will conform to the Illinois
Manual on Uniform Traffic Control Devices and will be
reflectorized or illuminated to show the same shape and color by
day and by night, unless excepted in the standards covering a
particular sign or group of signs. A statement should be
prepared, following installation, certifying that the signs meet
the above guidelines. This review should be completed by the
Village Road Commissioner or local engineer.
IT IS UNDERSTOOD THAT NO SIGNS PURCHASED UNDER THIS PROJECT MAY
BE INSTALLED ON THE FEDERAL .SID SYSTEM.
The Project Director should contact a representative from
District 11 Schaumburg I.D.O.T. , to inspect the sign installation
per the Illinois Manual of Uniform Traffic Control Devices once
installation is completed.
Monitoring
The Division of Traffic Safety will conduct on-site visits to
ensure that project activities are on schedule, to provide
assistance as needed, and to observe the conduct and adequacy of
the project. Failure to maintain operation of the project at the
level agreed upon in the approved Highway Safety Agreement could
result in the termination of funding.
Alterations
Reasons for a request or alteration could be a revised timetable,
operational change, or a budget revision. Justification must be
furnished for all changes at the time of the request. The
Project Director sould not implement the alterations until a
written response from the Division of Traffic Safety is received.
Sign Survey - Total Cost Breakdown
Signs and posts in Village : 3,375.00
Signs and posts to be replaced: 2,094.00
1. Labor cost to remove and replace signs
Two employees $28/hr x 1,200 bra = $ 33,600.00
2. Labor cost to make new :signs
One employee $14/hr x 1,040 bra = $ 14,560.00
Material Signs: Stop
No Parking
Speed Limit
Yield
Equipment Cost $4.00 x 1,200 hrs = $ 4,800.00
3. Sign Blanks — 2,094 = $ 11,932.51
Signs and Posts that need to be replaced
Stop Signs 359 x (24x24) $17.46 = $ 6,268.14
359 x (3000) $26.65 = $ 9,567.35
Yield Signs 34 x $13.48 = $ 458.32
Speed Limit 121 x $12.90 = $ 1,560.90
No Parking, Various Types 1,583 x $8.50 = $ 13,445.50
Telspar 10' Post & 3' Anchor 2,147 x $32.00 = $ 66,704.00
Unistrut Drive Rivet 25 boxax $85 .00 = $ 2,125.00
(250 per box)
Project Total Cost
Sign to be removed/replaced, and new post(federal)
$114,061.72
Our Labor Cost & Vehicle 52,960.00
167,021.72
Materials Costs & Signs I ;e
High Intensity H.I . Engineer Grade
Engineer Grade - E.G.
Per Sign Extended Cost
R1-1 24 x 24 17. 46 3 , 404 .76 195 H.I .
R1-1 30 x 30 26. 65 4, 370. 60 164 H. I.
R1-2 30 x 30 x 30 23 . 48 458 . 32 34 H.I.
SMPH R2-1 18 x 24 12. 90 864. 30 67 H.I .
30MP HR2-1 18 x 24 12. 90 696. 60 54 H. I .
R7-1 12 x 18 8. 50 51 .00 6 H.I.
R7-100 12 x 18 10. 48 1 ,750. 16 167 H.I .
R7-13 12 x 18 8 . 50 2,456. 50 298 H. I .
R7-2A 12 x 18 8. 50 382. 50 45 H.I .
S.O. R7-32 18 x 24 109 E.G.
7 to 7 R7-32 12 x 18 8.50 25 . 25 3 H.I.
R5-1 30 X 30 4 E.G.
R5-2 24 x 24 3 E.G.
R1-1100 18 x 30 8 E.G.
R12-1 18 x 24 30 E.G.
R6-3 18 x 24 10 E.G.
R8-3A 12 x 12 19 E.G.
R7-13 12 x 18 8. 50 2, 371. 50 297 H.I .
R7-4 12 x 18 8. 50 34 .00 4 H.I .
20 W13-1 18 x 18 6 E.G.
W14-1 24 x 24 15 E.G.
W14-2 24 x 24 1 E.G.
R7-2A 12 x 18 8. 50 34.00 4 H.I .
R6-2R 18 x 24 7 H.G.
R7-32 12 x 18 8. 50 76. 50 9 H.I .
30MPH R2-1 24 x 30 37 H.I .
R7-5 12 x 18 8 . 50 663 . 00 78 H.I .
R3-5R 24 x 30 6 E.G.
R4-7 24 x 30 1 E.G.
W1-2R 30 x 30 6 E.G.
W1-31, 30 x 30 3 E.G.
Wl-1L 30 x 30 2 E.G.
R7-106 12 x 18 8. 50 892. 50 105 H. I .
R7-11A 12 x 18 8.50 850. 50 1 H.I .
R3-21, 24 x 24 3 E.G.
W1-8 18 x 24 6 E.G.
W1-2L 24 x 24 5 E.G.
R7-12A 12 x 18 8. 50 59. 50 7 H.I .
W3-1 30 x 30 10 E.G.
R3-7 30 x 30 7 E.G.
W11-9 30 x 30 3 E.G.
S-I10 24 x 48 22 E.G.
52-1 30 x 30 14 . 98 164.78 11 E.G.
51-1 30 x 30 9. 08 45. 40 5 E.G.
W15-1 24 x 24 1 E.G.
W11-2A 30 x 30 8 E.G.
W1-6 48 x 24 2 E.G.
20MPH S4-I102 24 x 36 2 E.G.
R7-61 12 x 18 8 . 50 8 . 50 1 H.Z .
W3-3 30 x 30 1 E.G.
W1-1R 24 x 24 2 E.G.
Total Faces . . . . . . . . . . . . . . 2, 094
Total Faces Cost . . . . . . . . . . . . $24, 219,02
Blanks needed to order for sign project.
Minimum Thickness .080
R1-1 24 x 24 7.06 1,376.70 195
R1-1 30 x 30 8.60 1,410. 40 164
R1-2 30 x 30 x 30 8.10 275.40 34
12 x 18 4. 06 4,969.44 1,224
18 x 24 7.91 2,238.53 283
30 x 30 8.20 492.00 60
24 x 24 10. 46 313.80 30
18 x 30 7. 90 63. 20 8
12 x 12 2 . 66 50. 54 19
18 x 18 7. 10 49.70 7
24 x 30 9. 20 404.80 44
48 x 24 8. 60 17. 20 2
24 x 36 7. 80 15. 60 2
24 x 48 11. 60 255. 20 22
Total: $11,932.51 $2, 094
Total Cost Sign Blanks $2,094 = $11, 932 .51