HomeMy WebLinkAboutItem 17 - Countywide Signal Synchronization Baseline ProjectPublic Works Agency
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Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 17, 2023
TOPIC: Countywide Signal Synchronization Baseline Project
AGENDA TITLE
Approve a Cooperative Agreement with Orange County Transportation Authority for the
Countywide Signal Synchronization Baseline Project, for a Term Effective Until
December 31, 2028 (Non -General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a Cooperative Agreement with Orange County
Transportation Authority identifying the City's role and responsibilities to implement the
countywide signal synchronization baseline project, effective upon full approval of the
agreement by all parties through December 31, 2028, with the option to be extended,
subject to non -substantive changes approved by the City Manager and City Attorney
(Agreement No. 2023-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Signal synchronization is a cost-effective way to maximize roadway throughout the City
without major new construction. Orange County Transportation Authority (OCTA)
provides funding and assistance to implement multi -agency signal synchronization as
part of the M2 Project P (Project P). Annually, OCTA provides competitive grants
dedicated to the coordination of traffic signals across jurisdictional boundaries. The goal
of Project P is to improve traffic flow by developing and implementing regional signal
coordination that crosses local agencies' boundaries and maintains coordination
through freeway interchanges where possible.
Since its inception, Project P has utilized a corridor -based approach to fund projects and
has been successful in improving travel times, reducing delays and congestion, and
increasing the number of consecutive green lights drivers experience in their daily
commutes. In 2019, a decade into the program, OCTA staff began a countywide signal
synchronization study to evaluate and update the program to coincide with today's
current traffic and technology trends.
Further analysis of the completed projects within Project P indicated that the corridor
approach was successful in kicking off the program; however, crossing corridors are
Countywide Signal Synchronization Baseline Project
October 17, 2023
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beginning to experience conflicting timing demands at these intersections. Moreover,
the study indicated that it is best practice to periodically resynchronize traffic signals to
ensure operational efficiency and adjust for changes in traffic.
To ensure that all Orange County signals are revisited, the countywide signal
synchronization study resulted in the following recommendations to enhance the signal
synchronization program moving forward:
• Set a countywide signal synchronization baseline by retiming approximately
2,500 Orange County signals along regionally significant corridors to avoid
any crossing coordination conflicts and ensure signal timing is based on
current traffic volumes.
• Separate Orange County into zones with signals and corridor segments
grouped based on traffic progression and to facilitate implementation.
• Transition from a corridor -based to a zone -based approach that is retimed on
a regular basis to minimize conflicts with crossing corridors. Monitor the
performance of the signals in the interim and enhance upcoming retiming
efforts to maximize the benefits of the zone -based approach.
• Continue to offer annual calls that balance signal synchronization and signal
capital improvements to ensure Orange County is future ready.
The recommended updates aim to provide a program that will regularly coordinate
signals as the basis for synchronized operation across Orange County, which includes
204 traffic signals in Santa Ana.
OCTA has received $15 million of external funds to administer and deliver this project.
While OCTA will fund and act as lead agency for the project, a cooperative agreement
(Exhibit 1) is necessary to identify the roles and responsibilities of each participating
agency, to maintain inter -jurisdictional synchronization during the project period which is
scheduled to begin by January 2024. Upon project completion, responsibility for ongoing
signal timing maintenance will revert to the respective local agencies.
FISCAL IMPACT
There is no fiscal impact associated with this action. Staff will return to Council with a
request for approval of further actions and will indicate the fiscal impact of any such
awards and associated expenditures at that time.
EXHIBIT(S)
1. Orange County Cooperative Agreement (C-3-2433)
Submitted By: Nabil Saba, P.E., Executive Director— Public Works Agency
Approved By: Steven A. Mendoza, Assistant City Manager
EXHIBIT 1
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COOPERATIVE AGREEMENT NO. C-3-2433
BETWEEN
ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
CITY OF SANTA ANA
FOR
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
THIS COOPERATIVE AGREEMENT (Agreement), is effective this day of
, 2023 ("Effective Date"), by and between the Orange County Transportation
Authority, 550 South Main Street, P.O. Box 14184, Orange California 92863-1584, a public corporation
of the State of California (herein referred to as "AUTHORITY") and the City of Santa Ana, a
municipal corporation duly organized and existing under the constitution and laws of the State of
California ("PARTICIPATING AGENCY"), each individually known as "Party" and collectively known as
"Parties".
RECITALS:
WHEREAS, the AUTHORITY in cooperation with the PARTICIPATING AGENCY is working
together in coordinating traffic signals across multiple jurisdictional boundaries as a part of the Renewed
Measure M (M2) Regional Traffic Signal Synchronization Program (RTSSP) to enhance countywide
traffic flow and reduce congestion; and
WHEREAS, the AUTHORITY completed a Countywide Signal Synchronization Plan Study
(hereinafter, "PLAN STUDY") in support of the RTSSP and received authorization from the
AUTHORITY's Board of Directors on March 14, 2022, to update the Traffic Signal Synchronization Master
Plan in accordance with the PLAN STUDY recommendations; and
WHEREAS, the AUTHORITY secured Congestion Mitigation and Air Quality ("CMAQ") funds for
the implementation of a Countywide Signal Synchronization Baseline Project (hereinafter, "PROJECT")
as presented in the PLAN STUDY; and
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
WHEREAS, the AUTHORITY intends to release a request for proposals to secure a consultant
("CONSULTANT") to implement the PROJECT; and
WHEREAS, based on the PLAN STUDY the AUTHORITY agrees to act as the implementing
agency to carry out the PROJECT; and
WHEREAS, the PROJECT will include approximately 2,500 traffic signalized intersections
along regionally significant corridors within Orange County; and
WHEREAS, approximately 204 PARTICIPATING AGENCY -owned and operated signalized
intersections and 1 (one) optional operated signalized intersection will be included as part of the
PROJECT; and
WHEREAS, the PROJECT will include all 34 Orange County cities and the County of Orange;
and
WHEREAS, the AUTHORITY will enter into a separate cooperative agreement with each
participating agency in each jurisdiction for implementation of the PROJECT; and
WHEREAS, the AUTHORITY and the PARTICIPATING AGENCY acknowledges and
understands that in-house resources (staff hours) from the PARTICIPATING AGENCY will provide
various services in support of the PROJECT; and
WHEREAS, the AUTHORITY and the PARTICIPATING AGENCY desire to enter into this
Agreement to implement the PROJECT in support of the RTSSP ; and
WHEREAS, this Agreement defines the specific terms and conditions, and between the
AUTHORITY and the PARTICIPATING AGENCY for the implementation of the PROJECT; and
WHEREAS, the PARTICIPATING AGENCY's City Council approved this Agreement on
the 3rd day of October, 2023.
NOW, THEREFORE, it is mutually understood and agreed by the AUTHORITY and the
PARTICIPATING AGENCY as follows:
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
ARTICLE 1. COMPLETE AGREEMENT
A. This Agreement, including any attachments incorporated herein and made applicable by
reference, constitutes the complete and exclusive statement of the term(s) and conditions(s) of this
Agreement between the AUTHORITY and the PARTICIPATING AGENCY and supersedes all prior
representations, understandings, and communications. The invalidity in whole or in part of any term or
condition of this Agreement shall not affect the validity of other term(s) or conditions(s) of this Agreement.
The above referenced Recitals are true and correct and are incorporated by reference herein.
B. The AUTHORITY's failure to insist on any instance(s) of the PARTICIPATING AGENCY's
performance of any term(s) or condition(s) of this Agreement shall not be construed as a waiver or
relinquishment of the AUTHORITY's right to such performance or to future performance of such term(s)
or condition(s), and the PARTICIPATING AGENCY's obligation in respect thereto shall continue in full
force and effect. Changes to any portion of this Agreement shall not be binding upon the AUTHORITY
except when specifically confirmed in writing by an authorized representative of the AUTHORITY by way
of a written amendment to this Agreement and issued in accordance with the provisions of this
Agreement.
C. The PARTICIPATING AGENCY's failure to insist on any instance(s) of the AUTHORITY's
performance of any term(s) or condition(s) of this Agreement shall not be construed as a waiver or
relinquishment of the PARTICIPATING AGENCY's right to such performance or to future performance of
such term(s) or condition(s), and the AUTHORITY's obligation in respect thereto shall continue in full
force and effect. Changes to any portion of this Agreement shall not be binding upon the PARTICIPATING
AGENCY except when specifically confirmed in writing by an authorized representative of the
PARTICIPATING AGENCY by way of a written amendment to this Agreement and issued in accordance
with the provisions of this Agreement.
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
ARTICLE 2. SCOPE OF AGREEMENT
This Agreement specifies the roles and responsibilities of the Parties as they pertain to the
subjects and PROJECT addressed herein. The Parties agree that each will cooperate and coordinate
with the other Party in all activities covered by this Agreement and any other supplemental agreements
that may be required to facilitate purposes thereof.
ARTICLE 3. RESPONSIBILITIES OF AUTHORITY
The AUTHORITY, as the lead agency, agrees to the following responsibilities for the
implementation of the PROJECT:
A. To designate a Project Manager as a single point of contact for the Project.
B. The AUTHORITY, or agents of the AUTHORITY, shall manage, procure, implement, and
complete all aspects of the PROJECT, including filing all documentation necessary to comply with the
Congestion Mitigation and Air Quality (CMAQ) funding for the PROJECT.
C. The AUTHORITY, or agents of the AUTHORITY, shall coordinate outreach with the
PARTICIPATING AGENCY for the PROJECT.
D. The AUTHORITY, or agents of the AUTHORITY, shall collect all data necessary to
provide new optimized timing plans including, but not limited to, manual or video all movement counts at
each PROJECT signalized intersection, and a mutually agreed upon number and location of 24 hours
7 days automated machine traffic counts with vehicle classification.
E. The AUTHORITY, or agents of the AUTHORITY, shall develop and implement new timing
plans optimized for signal synchronization.
F. The AUTHORITY, or agents of the AUTHORITY, shall provide updated timing plans for
all control systems and all relevant data used to develop said plans to the PARTICIPATING AGENCY.
G. The AUTHORITY, or agents of the AUTHORITY, shall prepare a conceptual plan for the
delivery of the PROJECT. The AUTHORITY, or agents of the AUTHORITY, shall provide all reports to
the PARTICIPATING AGENCY in draft and final formats for review and comment. The PARTICIPATING
AGENCY comments shall be noted in the final report.
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
H. The AUTHORITY shall provide oversight to maintain inter -jurisdictional traffic signal
operational integrity between the PROJECT and other signal synchronization projects not older than three
(3) years from the effective date of this Agreement.
I. The AUTHORITY shall provide formats, templates, and guidance in reporting
requirements necessary for the PROJECT.
J. The AUTHORITY, or agents of AUTHORITY, under this Agreement and upon closeout of
PROJECT, may perform a technical and/or field review to ensure that the CMAQ guidelines, policies, and
procedures were followed.
ARTICLE 4. RESPONSIBILITIES OF THE PARTICIPATING AGENCY
The PARTICIPATING AGENCY agrees to the following responsibilities for implementation of
the PROJECT:
A. The PARTICIPATING AGENCY shall provide a technical representative to meet and
participate as a member of the PROJECT's Traffic Forum.
B. The PARTICIPATING AGENCY shall authorize the AUTHORITY to manage, procure,
and implement all aspects of the PROJECT.
C. The PARTICIPATING AGENCY shall participate and support the PROJECT
implementation.
D. The PARTICIPATING AGENCY shall provide the AUTHORITY, or agents of the
AUTHORITY, all current intersection as -built drawings, all current intersections controller assembly
plans as provided by the manufacturer and modified by the PARTICIPATING AGENCY since original
installation, local field master, local controller, Advanced Traffic Management System timing plans,
and other ITS -related data upon request.
E. The PARTICIPATING AGENCY shall inform the AUTHORITY of new traffic signal
installations and any traffic signal modifications, which would materially affect the performance of the
regional corridors on the PROJECT.
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
F. The PARTICIPATING AGENCY shall maintain in good condition existing traffic signal
equipment for the PROJECT, such as signal communication and traffic signal controllers.
G. The PARTICIPATING AGENCY shall waive all fees associated with permits that would
otherwise be required from the CONSULTANT, subconsultants, and/or service or equipment providers
in the performance of the PROJECT.
ARTICLE 5. DELEGATED AUTHORITY
The actions required to be taken by the PARTICIPATING AGENCY in the implementation of this
Agreement are delegated to its respective City Manager, or City Manager's designee, and the actions
required to be taken by the AUTHORITY in the implementation of this Agreement are delegated to the
AUTHORITY's Chief Executive Officer or Chief Executive Officer's designee.
ARTICLE 6. AUDIT AND INSPECTION
PARTICIPATING AGENCY shall maintain a complete set of records in accordance with generally
accepted accounting principles. Upon reasonable notice, PARTICIPATING AGENCY shall permit the
authorized representatives of AUTHORITY to inspect and audit all work, materials, payroll, books,
accounts, and other data and records of PARTICIPATING AGENCY for a period of five (5) years after
final payment, final closeout, or until any on -going audit is completed, whichever is later. For purposes
of audit, the date of completion of this Agreement shall be the date of AUTHORITY's payment of
CONSULTANT's final billing (so noted on the paid invoice) under this Agreement. AUTHORITY shall
have the right to reproduce any such books, records, and accounts. The above provision with respect to
audits shall extend to and/or be included in contracts with AUTHORITY'S contractor.
ARTICLE 7. INDEMNIFICATION
A. To the fullest extent permitted by law, the PARTICIPATING AGENCY shall defend
(at the PARTICIPATING AGENCY's sole cost and expense with legal counsel reasonably acceptable to
the AUTHORITY), indemnify, protect, and hold harmless the AUTHORITY, and its officers, directors,
employees, and agents (collectively the "Indemnified Parties"), from and against any and all liabilities,
actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages,
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"),
including but not limited to Claims arising from injuries to or death of persons (PARTICIPATING
AGENCY's employees included), for damage to property, including property owned by the AUTHORITY,
or from any violation of any federal, state, or local law or ordinance, alleged to be caused by the negligent
acts, omissions or willful misconduct of the PARTICIPATING AGENCY, its officers, directors, employees
or agents in connection with or arising out of the performance of this Agreement.
B. To the fullest extent permitted by law, the AUTHORITY shall defend (at the AUTHORITY's
sole cost and expense with legal counsel reasonably acceptable to the PARTICIPATING AGENCY),
indemnify, protect, and hold harmless the PARTICIPATING AGENCY, including their officers, directors,
employees, and agents (collectively the "Indemnified Parties"), from and against any and all liabilities,
actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages,
demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"),
including but not limited to Claims arising from injuries to or death of persons (AUTHORITY's employees
included), for damage to property, including property owned by the PARTICIPATING AGENCY, or from
any violation of any federal, state, or local law or ordinance, alleged to be caused by the negligent acts,
omissions or willful misconduct of the AUTHORITY, its officers, directors, employees or agents in
connection with or arising out of the performance of this Agreement.
C. The indemnification and defense obligations of this Agreement shall survive its expiration
or termination.
ARTICLE 8. ADDITIONAL PROVISIONS
A. Term of Agreement: This Agreement shall be in full force and effect from the Effective
Date through December 31, 2028.
B. Amendment: This Agreement may be extended or amended in writing at any time by the
mutual consent of both Parties. No amendment shall have any force or effect unless executed in writing
by all Parties.
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
C. Termination: In the event any Party defaults in the performance of their respective
obligations under this Agreement or breaches any of the provisions of this Agreement, the non -defaulting
Party shall have the option to terminate this Agreement upon thirty (30) calendar days prior written notice
to the Party in default.
D. Termination for Convenience: Either Party may terminate this Agreement for its
convenience by providing thirty (30) calendar days prior written notice of its intent to terminate for
convenience to the other Party.
E. AUTHORITY and Parties shall comply with all applicable federal, state, and local laws,
statues, ordinances, and regulations of any governmental authority having jurisdiction over the
PROJECT.
F. Legal Authority: The Parties hereto consent that they are authorized to execute this
Agreement on behalf of said Party and that, by so executing this Agreement, the Parties hereto are
formally bound to the provisions of this Agreement.
G. Severability: If any term, provision, covenant, or condition of this Agreement is held to be
invalid, void or otherwise unenforceable, to any extent, by any court of competent jurisdiction, the
remainder of this Agreement shall not be affected thereby, and each remaining term, provision, covenant,
or condition of this Agreement shall be valid and enforceable to the fullest extent permitted by law.
H. Counterparts of Agreement: This Agreement may be executed and delivered in any
number of counterparts, each of which, when executed and delivered shall be deemed an original and all
of which together shall constitute the same Agreement. Facsimile/electronic signatures shall be permitted.
I. Assignment: Neither this Agreement, nor any of the Parties' rights, obligations, duties, or
authority hereunder may be assigned in whole or in part by either Party without the prior written consent
of the other Party in its sole and absolute discretion. Any such attempt of assignment shall be deemed
void and of no force and effect. Consent to one assignment shall not be deemed consent to any
subsequent assignment, nor the waiver of any right to consent to such subsequent assignment.
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
J. Governing Law: The laws of the State of California and applicable local and federal laws,
regulations, and guidelines shall govern this Agreement.
K. Litigation Fees: Should litigation arise out of this Agreement for the performance thereof,
the court shall award costs and expenses, including attorney's fees, to the prevailing Party.
L. Notices: Any notices, requests, or demands made between the Parties pursuant to this
Agreement are to be directed as follows:
To PARTICIPATING AGENCY:
To AUTHORITY:
City of Santa Ana
Orange County Transportation Authority
Traffic Engineering Section/M-43
550 South Main Street
20 Civic Center Plaza
P. O. Box 14184
Santa Ana, CA 92701
Orange, CA 92863-1584
Attention: Executive Director
Attention: Michael Le
Public Works Agency
Senior Contract Administrator
Tel: (714) 647-5654
Tel: (714) 560-5314
Email: NSaba(a�santa-ana.orq
Email: mle1(a)_octa.net
CC: Alicia Yang
OCTA Project Manager
Tel: (714) 560-5362
Email: ayang(c octa.net
M. Force Maleure: Either Party shall be excused from performing its obligations under this
Agreement during the time and to the extent that it is prevented from performing by an unforeseeable
cause beyond its control, including but not limited to: any incidence of fire, flood; acts of God;
commandeering of material, products, plants or facilities by the federal, state or local government; national
fuel shortage; or a material act or omission by the other Party, when satisfactory evidence of such cause
is presented to the other Party, and provided further that such nonperformance is unforeseeable, beyond
the control and is not due to the fault or negligence of the Party not performing.
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COOPERATIVE AGREEMENT NO. C-3-2433
COUNTYWIDE SIGNAL SYNCHRONIZATION BASELINE PROJECT
IN WITNESS WHEREOF, the parties hereto have caused this Agreement No. C-3-2433 to be
executed as of the date of the last signature below.
CITY OF SANTA ANA ORANGE COUNTY TRANSPORTATION AUTHORITY
Bv:
Kristine Ridge
City Manager
Dated:
ATTEST:
BV:
Jennifer L. Hall
City Clerk
Dated:
APPROVED AS TO FORM
BV:
Jose Montoya
Assistant City Attorney
Dated:
9/5/2023
RECOMMENDED FOR APPROVAL:
BV:
Nabil Saba, P.E.
Executive Director, Public Works Agency
Dated:
Bv:
Meena Katakia
Manager, Capital Projects
Dated:
APPROVED AS TO FORM:
BV: James Do ch (Ju130, 2023 11:22 PDT)
James M. Donich
General Counsel
Dated:
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