Discussion and possible action to adopt  RES. 2023-103 approving an Intergovernmental Agreement with the State of Arizona to procure and install Adaptive Signal Control Technology at nine traffic signals on Deer Valley Road between 107th Avenue and 79th Avenue, in accordance with budget authority previously approved by Council. 

Adaptive Signal Control Technology (ASCT) adjusts the timing of red, yellow and green traffic signal lights to accommodate changing traffic patterns and ease traffic congestion. The main benefits of ASCT over conventional signal systems include:

• Continuous distribution of green light time equitably for all traffic movements
• Improved travel time reliability by progressively moving vehicles through green lights
• Reduced congestion by creating smoother flow
• Prolonged effectiveness of traffic signal timing

The City applied for and received federal Congestion Mitigation and Air Quality (CMAQ) Improvement Program funding for the procurement and installation of ASCT at traffic signals on Deer Valley Road within Peoria City limits. In order to receive the federal funding, an Intergovernmental Agreement (IGA) is necessary.  The IGA with the State (Arizona Department of Transportation) will allow the State to procure and install an ASCT system at nine existing signalized intersections along Deer Valley Road from 107^th Avenue to 79^th Avenue. The ASCT system will improve traffic signal coordination on the entire corridor of Deer Valley Road within the City of Peoria.

The purpose of the IGA is to identify and define the responsibilities of the State and the City. Some of the terms of the IGA are as follows:

The State will:

• Act as the designated agent for the City for the Project.
• After the Agreement is executed, and prior to performing or authorizing any work, invoice the City for the initial Project Development Administration (PDA) costs, estimated at $30,000 and the City’s share of Project costs, estimated at $40,538. If PDA costs exceed the estimate during the review of design, obtain concurrence from the City prior to continuing with the review of design, and invoice for additional costs to complete PDA for the Project. After the Project costs are finalized, the State will either invoice or reimburse the City for the difference between estimated and actual Project costs.
• Submit all required documentation to FHWA with the recommendation that the maximum federal funds programmed be approved for the procurement and installation of the equipment.
• After receipt of the City’s PDA and match costs and with FHWA authorization, proceed to coordinate with the City regarding equipment specifications. Solicit and enter into a contract(s) with the authorized supplier(s) for the purchase and installation of the equipment. Instruct the vendor to deliver the equipment directly to the City for final acceptance. Should costs exceed the maximum federal funds available it is understood and agreed that the City will be responsible for any overage.
• After notification of receipt of equipment and prior to installation, verify and document equipment specifications and serial numbers, and require the City to provide documentation stating where each serial number will be installed.
• After notification of Project completion, coordinate with the City to perform final inspection, and verify installation of all equipment was performed and completed in compliance with State and FHWA requirements.

The City will:

• Designate the State as the City authorized agent for the Project.
• Within 30 days of receipt of an invoice from the State and prior to procurement of the equipment, pay the initial PDA costs, estimated at $30,000 and the City’s share of equipment costs, estimated at $40,538. Agree to be responsible for actual PDA costs, if during the review of design, PDA costs exceed the initial estimate. Be responsible for and pay the difference between the estimated and actual, PDA and equipment, costs of the Project, within 30 days of receipt of an invoice.
• Coordinate with the State during the procurement process, providing equipment specifications to best ensure the requirements of the Project are met.
• After equipment is received and installed, notify and coordinate final inspection of the Project installation with the State.
• Be responsible for any costs exceeding the maximum federal funds available for the Project. Should costs be deemed ineligible or exceed the maximum federal funds available, it is understood and agreed that the City is responsible for these costs; payment for these costs shall be made within 30 days of receipt of an invoice from the State.
• Maintain all Project improvements provided for the life of the equipment. Keep complete records of all equipment installed per this Project in a manner consistent with State and FHWA requirements.
• Certify that the City has adequate resources to discharge the City’s real property related responsibilities and ensures that its Title 23-funded projects are carried out using the FHWA approved and certified ADOT Right of Way Procedures Manual and that they will comply with current FHWA requirements whether or not the requirements are included in the FHWA approved ADOT Right of Way Procedures Manual. (23 CFR 710.201)
• Automatically grant to the State, by execution of this Agreement, its agents and/or contractors, without cost, the temporary right to enter City rights of way, as required, to conduct any and all equipment installation and inspection related activities for the Project, on, to and over said City rights of way. This temporary right will expire with completion of the Project.

The procurement and installation of the ASCT system is expected to begin in summer 2024 and be completed by summer 2025.

Staff recommends adoption of the resolution approving an Intergovernmental Agreement with the State of Arizona for the procurement and installation of Adaptive Signal Control Technology at nine traffic signals on Deer Valley Road between 107^th Avenue and 79^th Avenue, in accordance with budget authority previously approved by Council.

The total estimated Project cost is $741,200. The City was awarded $670,662 in CMAQ federal funds. The grant requires the City to pay ADOT’s PDA costs in the amount of $30,000 and a 5.7% local match in the amount of $40,538. Funding for the City’s portion of this project in the amount of $70,538 is available in the FY2024-FY2033 CIP project budget for Intelligent Transportation System Advanced Technology Enhancements. Payments will be made from account 7010-7075-543011-CIPTC-EN00789.