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HomeMy WebLinkAbout5295Contract Number Vendor: Sub�ect. Department: File Class: Begin Date: End Date• Review Date Vault Date• Comments: 5295 CITY OF BAINBRIDGE ISLAND ILA Traffic Signal Maintenance Public Works LEG 12-1 9/3/2013 9/2/2016 4/1/2016 INTERLOCAL AGREEMENT FOR TRAFFIC SIGNAL MAINTENANCE THIS INTERLOCAL AGREEMENT (this "Agreement") is made and entered mto by and between the City of Bainbndge Island, a mumcipal corporation of the State of Washmgton ("Bambridge") and the City of Bremerton, a mumcipal corporation of the State of Washington ("Bremerton") for the purpose of providmg traffic signal mamtenance services WHER�AS, Bambndge has five flashing red or yellow warmng lights that require annual mamtenance and repairs, and WHEREAS, Bremerton provides traffic signal maintenance services for Bremerton and also possesses the ability to provide those services to Bambndge, and WHEREAS, Bambridge desires to enter mto an Agreement with Bremerton under which Bremerton will perform traffic signal maintenance services wrthin the boundaries of Bambndge, and WHEREAS, Bremerton is willmg to provide traffic signal maintenance services on the terms and condrtions contamed in this Agreement, and WHEREAS, Chapter 39 34 RCW provides that local jurisdictions may enter mto cooperative agreements for their mutual benefit; NOW, THEREFORE, in consideration of the mutual covenants, condrtions, promises, and agreements set forth herem, it is agreed by and between Bambndge and Bremerton as follows l. SERVICES A Bremerton shall provide the traffic signal maintenance services as defined in this Agreement and as necessary to accomplish the scope of work attached hereto as Exhibit A(the "Services"). B The Bremerton Public Works Director and Bainbridge Public Works Director are authorized to act on behalf of Bremerton and Bambridge, respectively, and shall develop workmg procedures associated with any of the activities compnsing the Services No separate legal or administrative entity is created under this Agreement C By entenng mto this Agreement, the parties mtend to have Bremerton provide Services to Bambndge Bremerton does not mtend to assume, nor does Bambridge expect Bremerton to gain, any greater responsibility and/or liability that it would normally have imposed upon it by law for the performance of traffic signal maintenance services generally for the citizens of Bremerton. D Bremerton is acting as an independent contractor so that control of personnel, standards of performance, discipline, and all other aspects of performance shall be governed entirely by Bremerton 2. PERFORMANCE OF TRAFFIC SIGNAL MAINTENANCE SERVICES A For the purposes of performmg Services under this Agreement, Bremerton shall furnish and supply all necessary labor, supervision, machmery, equipment, matenals, and supplies except to the extent machmery, equipment, and/or matenals are supplied by Bainbridge as agreed to by Bremerton in writmg Both parties agree that they and their officers and agents shall cooperate m the carrying out of said functions and that Bremerton shall have full authority, possession and necessary control of the work with the full assistance when necessary from the staff of Bambridge. B For the purpose of facilitating the performance of the Services under this Agreement, it is agreed that Bainbridge, upon reasonable request m writing by Bremerton, or its duly authonzed representative, will allow the temporary closmg to traffic of all streets, or portions thereof, necessary to be closed before any work is commenced Bambndge will be responsible for furnishing the matenals and labor needed to temporazily close a street or streets durmg the penod maintenance is bemg performed C. The Services performed by Bremerton under this Agreement shall be pursued with care and diligence to appropriate Bambndge standards, making every effort to recogmze pertment schedules of Bainbridge Bremerton shall notify Bambndge of a hardship or other mability to perform under this Agreement, includmg postponement of requested work due to a street light issue of higher prionty D All maintenance and repair work performed by Bremerton under this Agreement, and all materials, equipment, and supplies mcorporated by Bremerton into Bambridge's traffic signals m connection with the Services, shall become the sole property of Bainbndge upon completion and acceptance of the work No �omtly-owned property or equipment will be acquired under this Agreement. 3. WORK ORDER REQUESTS A Bremerton shall respond to work order requests for emergency and scheduled repairs in writing If m the affirmative, Bremerton shall include an estimate of time and costs to complete the work Charges shall be in accordance with Section 4 of this Agreement. B Upon receipt of Bremerton's estimate, Bambridge may either issue a wntten notice to proceed which authorizes Bremerton to perform the requested work or a wntten notice re�ecring Bremerton's estimate. The issuance of a notice to proceed shall constitute a representation by Bainbridge that the schedule of charges and basis of payment are acceptable and sufficient funds are appropriated to cover the cost of the requested work C The scope of requested work may be amended m writmg at any time with the consent of both parties 4 PAYMENT A Bremerton sha(1 subm�t quarterly mvo�ces by the fifteenth day of the month followmg the end of the previous yuarter or serv�ces performed �n a prev�ous quarter �n a format acceptable to Bambr�dge Each pro�ect and each task w�thm a pro�ect shall be the subJect of a separate mvoice Bremerton shall mamtam t�me and expense records and provide them to Bambridge upon request B All mvo�ces shall be paid by ma�lmg a c�ty check w�thm s�xty (60) days of rece�pt of a proper �nvo�ce C If the serv�ces rendered do not meet the requirements of this Agreement, Bremerton shall correct or mod�fy the work to comply w�th th�s Agreement Bambr�dge may w�thhold payment for such work until rt meets the requirements of this Agreement 5. RECORDS Each party hereto agrees to maintain record keeping for a penod of three years after completion of work 6. FACILITIES TO BE PROVIDED BY BAINBRIDGE Bambndge grants to Bremerton permission to enter Bainbridge rights-of-way for the purposes of providmg the Services 7. HOLD �IARMLESS AND INDEMNIFICATION A. Each party agrees to mdemmfy and hold harmless the other party, rts officers, elected and appomted officials, employees, and agents from all claims, lawsurts, penalties, losses, damages, or costs of any kmd whatsoever to the extent such a claim arises or is caused by the mdemnifying party's own negligence or that of rts officers, elected or appomted officials, agents, or employees in performance of this Agreement B Bainbridge is a members of the Washmgton Cities Insurance Authonty (WCIA), which is a self-msured pool of over 99 mumcipal corporations in the State of Washington WCIA has at least $1 million per occurrence combined smgle limrt of liabilrty coverage m rts self insured layer that may be applicable in the event an mcident occurs that is deemed to be attnbuted to the negligence of a member C Bremerton is self-msured and has at least $1 million per occurrence combined single limrt liabilrty coverage in rts self-insured layer and excess liabilrty coverage that may be applicable in the event an mcident occurs that is deemed to be attnbuted to the negligence of Bremerton 8. TERM AND TERMINATIQN A This Agreement shall be effecrive upon execution by all of the parties and shall remain in effect, unless other termmated as provided below, for a term of three (3) years B. Either party may termmate this Agreement at any time, with or without cause, upon not less than thirty (30) days' wntten notice to the other party The indemmty provisions of Section 7 of this Agreement will survive termmation for any claim, lawsuit, penalty, loss, damage or cost arising out of the acts, errors or omissions of the parties prior to the effective date of the termination 9. EXTENT OF AGREEMENT/MODIFICATION This Agreement, together wrth attachments or addenda, represents the entire and mtegrated Agreement between the parties and supersedes all prior negotiations, representations, or agreements, either written or oral This Agreement may be amended, modified or added to only by wntten instrument properly signed by both parties ' 10. I.EGAL REQUIREMENTS Each party shall comply with all applicable federal, state, and local laws, rules and regulations m performing this Agreement. 11. SEVERABILITY Should any clause, phrase, sentence, or paragraph of this Agreement be declared invalid or void, the remaimng provisions of this Agreement shall remain in full force and effect 12. WRITTEN NOTICES Unless stated otherw�se here�n, all notices and demands shall be m writmg and sent or hand-delivered to the part�es at their addresses as follows To Bainbridge City of Bambridge Island Operations & Mamtenance 7305 Hidden Cove Road Bambndge Island, WA 98110 Phone• (206) 842-1212 Email pwom ,bainbridgewa �ov To Bremerton. City of Bremerton Public Works & Utilities 100 Oyster Bay Ave North Bremerton, WA 98312 Phone• (360) 473-5359 Email Jim orton(a�ci bremerton wa us or to such addresses as the parties may hereafter designate in wr�tmg Notices and/or demands shall be sent by reg�stered or cert�fied ma�l, postage prepaid, or hand-delivered Such not�ces shall be deemed effective when mailed or hand-del�vered at the addresses specified above 13. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of Washington 14. VENUE The venue for any action to enforce or mterpret this Agreement shall lie m the Supenor Court of Washington for Kitsap County, Washington 15. RECORDING This Agreement shall be recorded by Bambridge with the Kitsap County Auditor IN WITNESS WHEREOF, the parties have signed this Agreement, effective on the date mdicated below CITY OF BREMERTON CITY OF BAINBRIDGE ISLAND B B a.,- �.�a..`�-� Patty L, Mayor pouglas Schu , City Manager DATE• "' �'' l3 DATE � 1�` 2 � 3 EXHIBIT A TRAFFIC SIGNAL MAINTENANCE SERVICES Bambridge has five intersections, as more fully descnbed in Exhibit B(the "Signals"), with flashmg red or yellow warnmg lights that require annual maintenance and repairs Traffic signal maintenance services covered by this Agreement consist of the following initial repairs, preventative maintenance and emergency and scheduled repairs Initial Repairs. Bremerton shall provide the mitial repairs at the followmg mtersections as described below Blakely Avenue and Baker Hill • Install refurbished crosswalk signal provided by the City of Bremerton • Install heavy duty span wire • Rewire flasher to control box • Replace flasher umt m control box with 5 conductor IMSA cable • Install new stamless steel hardware • Install four new LED flasher heads and lamps • Install crosswalk signal provided by the City of Bremerton Hi�h School Road and Sportsmans Club Road � Clean up service • Rev�nre flasher to service • Install stamless steel hardware • Replace rusted components • Paint • Remove glass lenses • Install existing LED lamps properly • Install new visors where needed New Brookl,yn Road and Sportsmans Club Road • Clean up service • Rewire flasher to service • Install stainless steel hardware • Replace rusted components • Pamt • Remove glass lenses • Install existmg LED lamps properly • Install new visors where needed Fletcher Bav/Miller Road/New Brookl� ` • Replace pad locks • Pamt • Install LEDs • Install stamless steel tie wraps • Clean up wiring Bucklm Hi1lBlakelv Avenue/Lynwood Center • Install LED lamps • Install new visors • Replace flasher umt • Clean up control cabmet • Install stamless steel tie wraps • Install new stainless steel hardware • Rewire mside of head for access • Pamt • Assess service and repair if necessary It is anticipated that the initial repairs will take two people up to five workmg days to complete. Costs will be charged on a time and materials basis as follows• Labor 80 hours maximum at $50/hour =$4,000 Equipment 1 vehicles, 5 days each at $160 per day =$800 Parts/Matenals• maximum $4,000 Annual Preventative Maintenance Tasks. The following preventative maintenance tasks will be conducted annually on the Signals m accordance with a mutually agreed upon schedule • Clean all signals includmg signal lens • Clean all controller cabinets and breaker panels • Refocus all signal lights and align with traffic as needed • Check all cables, bolts, mountmg hardware and safety cham • Replace or repair cable or safety cham as needed • Visually mspect all overhead splices, in pull boxes and m pole bases • Test, clean and lubricate all controllers, solid state components electromc parts and check all relays • Replace bulbs as required but no less than every three years • Email summary report of the work completed and a list of necessary scheduled repairs Annual Preventative Mamtenance Costs will be charged on a time and matenal basis as described above and are estimated to be $4,000 Labor $50/how per person durmg normal working hours and $75/hour per person in overtime status Equipment 1 vehicle at $160 per day Materials Billed at costs Should circumstances dictate and as mutually agreed upon for each occurrence, Bremerton may conduct the work or continue the work in an overtime status for the most efficient use overall of staff and equipment resources Emergency and Scheduled Repairs Bainbndge shall authonze all replacement and repairs recommended by the work crew by work order m accordance with Section 3(B) of the Agreement Repairs that do not impact safety shall be scheduled on a mutually agreeable date and time Bambndge shall pay for time and matenals for scheduled work Emergency repairs shall be priontized if traffic is impeded or safety is compromised. Bainbndge and the work crew shall work together to repair emergency situations as soon as reasonable Bambndge may be required to pay overtime rates if the work is performed outside normal business hours Scheduled Repairs shall be billed at $50 per hour per person, plus matenals and equipment rental costs. Emergency Repairs shall be billed at $75 per hour per person, plus materials and equipment rental costs Bainbridge will pay for a mimmum of 2 5 hours of labor for any emergency repair Qualifications The work crew shall have a mimmum of one International Municipal Signal Association Level II technician onsrte at all times EXHIBIT B FLASHING TRAFFIC SIGNAL INVENTORY Intersection/Cross Street � ui ment Descri tion Quanti * Blakely AveBaker Hill Yellow Flashmg Two yellow flashmg warning 4 Traffic Lights lights on Blakely Ave m either (crosswalk) and direction used m coordmation Econolite controller with Blakely Elementary student ingress and egress High School/Sportsman Red Flashmg Four way red flashmg traffic 4 Club Traffic Lights warnmg lights at a four way sto New Brooklyn/Sportsman Red Flashmg Four way red flashmg traffic 4 Club Traffic Lights warning lights at a four way sto . Fletcher Bay/Miller/New Red Flashing Four way red flashing traffic 4 Brooklyn Traffic Lights warnmg lights at a four way sto Bucklm Hi1lBlakely Yellow and Red Two yellow flashing warnmg 3 Ave/Lynnwood Center Flashing Traffic lights on Bucklm Hill and Lights Blakely Ave and a one red flashing warnmg light on L nnwood Center *Note• The quantity refers to a single traffic signal lens and m most cases one intersection may have four traffic signal lenses