HomeMy WebLinkAbout2024-06-03 I01E_02 IDOT Agmt_U-STEP_Traffic Signal Enhancements\AGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: June 3, 2024
AGENDA ITEM:Consideration of approval of a resolution approving Iowa Department of
Transportation (IDOT) Agreement for Urban-State Traffic Engineering
Program (U-STEP) Agreement No. 4-24-USTEP-016
FORMAT:Resolution
SYNOPSIS INCLUDING PRO & CON: The agreement is to provide funds through the Urban-
State Traffic Engineering Program (U-STEP) for traffic signal improvements at multiple intersections
along US Hwy 6 (aka Hickman Rd) as part of the Traffic Signal Enhancement project the City of
Waukee recently awarded to Iowa Signal. U-STEP is a cooperative program for safety or operation
improvements on primary roadways. The IDOT made the funds available for reimbursement and will
share eligible construction and right-of-way costs at the ratios of 55% IDOT funds and 45% local
funds, up to a maximum amount of $200,000 for “spot improvement” or $400,000 for “linear
improvement”. The Traffic Signal Enhancements project is a linear improvement (maximum of
$400,000) for the intersections of US 6/10th Street; US 6/6th Street; US 6/4th Street; US 6/2nd Street; US
6/Dartmoor Drive; US 6/Westgate Drive; US 6/Archer Dive; US 6/Alice’s Road.
This project is in the approved FY 2025-2029 CIP with a total project budget of $720,000. The
project’s total budget needs are $1.1M. The U-STEP agreement would be for $146,162.50. This
project has also received STBG-TAP funds in the amount of $128,000. The additional $106k will be
made up with additional GO bond sales premiums.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT:
RECOMMENDATION: Approve the Resolution.
ATTACHMENTS: I. Resolution
II. Iowa Department of Transportation Agreement No. 4-24-USTEP-016
PREPARED BY: Rudy Koester
REVIEWED BY: Rudy Koester RK
I1E2
THE CITY OF WAUKEE, IOWA
RESOLUTION 2024-___
APPROVING IOWA DEPARTMENT OF TRANSPORTATION
AGREEMENT NO. 4-24-USTEP-016
[TRAFFIC SIGNAL ENHANCEMENTS PROJECT]
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal
Organization; AND,
WHEREAS, the purpose of the agreement is to provide funds through the Urban-State Traffic
Engineering Program (U-STEP), a cooperative program for safety or operation improvements on
primary roadways AND,
WHEREAS, the City of Waukee is undertaking traffic signal improvements at multiple
intersections along US Hwy 6 (aka Hickman Rd) as part of the Traffic Signal Enhancement
project the City of Waukee recently awarded; AND,
WHEREAS, The Iowa Department of Transportation (IDOT) made the funds available for
reimbursement and will share eligible construction and right-of-way costs at the ratios of 55%
IDOT funds and 45% local funds, up to a maximum amount of $200,000 for “spot improvement”
or $400,000 for “linear improvement”. The Traffic Signal Enhancements project is a linear
improvement (maximum of $400,000) for the intersections of US 6/10th Street; US 6/6th Street;
US 6/4th Street; US 6/2nd Street; US 6/Dartmoor Drive; US 6/Westgate Drive; US 6/Archer
Dive; US 6/Alice’s Road;
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the
Agreement No. 4-24-USTEP-016 [Traffic Signal Enhancements] is hereby approved.
Passed by the City Council of the City of Waukee, Iowa, and approved the 3rd day of June, 2024.
____________________________
Courtney Clarke, Mayor
Attest:
__
_____________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
Anna Bergman Pierce
R. Charles Bottenberg
Chris Crone
Rob Grove
Ben Sinclair
February 2024
IOWA DEPARTMENT OF TRANSPORTATION
AGREEMENT FOR
URBAN-STATE TRAFFIC ENGINEERING PROGRAM
(U-STEP) PROJECT
City: Waukee
Project No.: UST-006-3(075)--4A-25
Iowa Department of Transportation
Agreement No.: 4-24-USTEP-016
Staff Action No.: 23-1321
This is an agreement between the city of Waukee, (hereinafter called Recipient) and the Iowa Department
of Transportation (hereinafter called Department) to enter into an agreement for joint or cooperative
action after appropriate action by ordinance, resolution, or otherwise pursuant to the laws of the
governing bodies involved.
The Recipient and the Department previously entered into the following agreement(s) for the following
funding sources related to the above referenced project:
Funding Source Agreement No. Project No. Full Execution Date
Transportation
Alternative Program 23-TAP-102 TAP-T-8177(601)--8V-25 September 27, 2022
Transportation
Alternative Program
23-TAP-102-A
(amendment) TAP-T-8177(601)--8V-25 August 22, 2023
The Department provides funds through the Urban-State Traffic Engineering Program (U-STEP), a
cooperative program for safety or operational improvements on primary road extensions. The
Department has made these funds available for reimbursement and will share eligible construction and
right-of-way costs in the ratio of 55% Department funds to 45% local funds, up to a maximum amount in
Department funds of $200,000 for a “spot improvement” or $400,000 for a “linear improvement”. The
maximum funds available for this project is as noted below.
A “spot improvement” shall mean a limited improvement project such as intersection reconstruction or
signalization; and a “linear improvement” shall mean an improvement project such as street or highway
widening or reconstruction which spans two or more intersections.
The Recipient proposes to develop and complete the following described linear improvement project:
For improvements to US 6 (Hickman Road). This project contains signal improvements at multiple
intersections along US 6, Grand Prairie Parkway, SE Alice's Road and SE University Avenue in Waukee.
Pursuant to the terms of this agreement, applicable statutes, and Administrative Rules, the Department
agrees to provide U-STEP funding to the Recipient for the authorized and approved costs for eligible
items associated with project improvements as described above.
In consideration of the foregoing and the mutual promises contained in this agreement, the parties agree
as follows:
1. The Recipient shall be the lead local governmental agency for carrying out the provisions of this
agreement and shall be responsible for the development and completion of the U-STEP project.
2. All notices required under this agreement shall be made in writing to the Department and the
Recipient’s contact person. The Department’s contact persons shall be the Local Systems Grant
U-STEP Agreement
Page 2
Program Manager Emily Whaley. The Recipient’s contact person shall be the City's Public Works
Director.
3. The Department will share eligible construction and right-of-way costs as indicated below:
SPOT IMPROVEMENT
Department
Share
Recipient
Share
Department
Program
Maximum
Estimated
Project Cost
Department Project
Maximum
55% 45% $200,000 $ 0.00 $ 0.00
OR
LINEAR IMPROVEMENT
Department
Share
Recipient
Share
Department
Program
Maximum
Estimated
Project Cost
Department Project
Maximum
55% 45% $400,000 $ 324,000 $ 178,200
The cost breakdown is shown in exhibit B
4. The maximum Department project funding shall be as noted above in Paragraph 3.
a. If, upon completion of final plans, the Recipient’s cost estimate exceeds the preliminary total
estimate contained herein by 20% or more, the increased cost must be approved by the
Department prior to advertisement for bids.
b. Extra work, requested subsequent to the contract letting, must also be approved by the
Department prior to commencement of the extra work.
c. Any amount exceeding the Department project maximum shall be requested in writing by the
Recipient and approved through a staff action process at the discretion of the Department. The
amount requested and approved shall not exceed the Department program maximum.
5. If any part of this agreement is found to be void and unenforceable, then the remaining provisions
of this agreement shall remain in effect.
6. This agreement is not assignable without the prior written consent of the Department.
7. This agreement, and the attached Exhibits A and B, constitutes the entire agreement between the
Department and the Recipient. No representations, promises, or warranties have been made by
either party that is not fully expressed in this agreement. Any change or alteration to the terms of
this agreement must be made in the form of an addendum to this agreement which shall be
effective only upon written approval of the Department and the Recipient.
U-STEP Agreement
Page 3
IN WITNESS WHEREOF, each of the parties hereto has executed this Agreement as of the date shown
opposite its signature below:
City: Waukee
By: ____________________________________ Date ____________________, _____
Title______________________________________
I, ___________________________________, certify that I am the Clerk of the city of
Waukee, and that ______________________________, who signed said
Agreement for and on behalf of the Recipient was duly authorized to execute the same by
virtue of a formal resolution duly passed and adopted by the Recipient, on the _________day
of ____________________, ______.
Signed: __________________________________ Date ____________________, _____
City Clerk of Waukee, Iowa
IOWA DEPARTMENT OF TRANSPORTATION
Transportation Development Division
By: ________________________________ Date ________________________, _____
Allison Smyth, P.E.
District Engineer
District 1
November 2023
EXHIBIT A
Standard Provisions for U-STEP or C-STEP Project Agreements
1. The Recipient shall take the necessary actions to comply with applicable State and Federal laws
and regulations. To assist the Recipient, the Department has provided guidance in the
Instructional Memorandums to Local Public Agencies (I.M.s), available on-line at:
https://iowadot.gov/local_systems/publications/im/lpa_ims. The Recipient shall follow the
applicable procedures and guidelines contained in the I.M.s in effect at the time project activities
are conducted.
2. In accordance with Iowa Code Chapter 216, the Recipient shall not discriminate against any
person on the basis of race, color, creed, age, sex, sexual orientation, gender identity, national
origin, religion, pregnancy, or disability.
3. The project plans, specifications, and engineer's cost estimate for the project shall be prepared
and certified by a registered Professional Engineer licensed in the State of Iowa. The Recipient
shall submit the plans, specifications, and other contract documents to the Department for review
and approval. If the project will be let by the Department, the most recent edition of the Iowa DOT
Standard Specifications for Highway and Bridge Construction shall be used. The Recipient shall
also follow the Department’s letting procedures. If the project will be let by the Recipient, the
project may utilize the Iowa DOT Standard Specifications for Highway and Bridge Construction,
the Statewide Urban Design and Specifications, or specifications developed by the Recipient.
4. The Recipient shall use positive efforts to solicit bids from and to utilize Targeted Small Business
(TSB) enterprises as contractors and ensure that the contractors make positive efforts to utilize
these enterprises as subcontractors, suppliers, or participants in the work covered by this
agreement. Efforts shall be made and documented in accordance with Exhibit B.
5. The Recipient shall obtain agreements, as needed, from railroad and utility companies and shall
obtain project permits and approvals, when necessary, from the Iowa Department of Cultural
Affairs (State Historical Society of Iowa; State Historic Preservation Officer), Iowa Department of
Natural Resources, U.S. Coast Guard, U.S. Army Corps of Engineers, etc.
6. If right-of-way must be acquired for the project, the Recipient shall negotiate and secure the
necessary right-of-way using the most appropriate of the following methods:
A. When right-of-way is to be acquired, before acquisition procedures are begun, the
Recipient shall meet staff from the Department’s Right of Way (ROW) Bureau to assure
compliance with the U.S. Code, the Iowa Code, and 761 Iowa Administrative Code (IAC)
Chapter 111; and determine what parcels, if any, are to be acquired in the name of the
Department and what parcels, if any, in the name of the Recipient.
B. Should eminent domain proceedings be required, the Recipient will condemn or appeal in
the name of the Recipient or the Department, whichever applies. The project letting may
not be held until the Recipient has certified that the right-of-way has been acquired.
Upon completion of the acquisition for each parcel, all original documents for the
acquisition shall be delivered to and become the property of the Department.
C. The Recipient will meet with the Department’s Right of Way Bureau staff to determine
who shall be responsible for demolition and/or property management functions.
D. In accordance with 761 IAC Section 150.3(1)(b), the Recipient will be responsible for
providing, without cost to the Department or the project, all right-of-way which involves
dedicated streets or alleys, and other Recipient-owned lands, easements, and rights in
land except park lands, subject to the condition that the Department will reimburse the
Recipient for the value of improvements situated on said Recipient-owned lands if any.
The Recipient has apprised itself of the value of these lands and, as a portion of its
participation in the project, voluntarily agrees to make such lands available without further
compensation.
Exhibit A
Page 2
7. The Recipient shall be responsible for obtaining all applicable permits from the Department, such
as the Right to Occupy and/or Perform Work Within the Department’s Right-of-Way, Permit of
Access, Utility Accommodation, Right to Install and Maintain Traffic Control Devices, and/or other
construction permits required for the project prior to advertisement for bids.
8. For projects let by the Department, the Recipient shall submit to the Department an acceptable
Project Development Certificate (Form 730002), plans, specifications, and cost estimate by the
dates specified in the most current edition of Instructional Memorandum (I.M.) 3.010, Project
Development Submittal Dates and Information. The Recipient shall also follow the Department’s
letting procedures. For projects let by the Recipient, the Project Development Certificate, plans,
specifications, and cost estimate shall be submitted to the Department at least fourteen weeks
prior to advertisement for bids.
9. Upon Department acceptance of the Project Development Certificate, final plans, proposal forms,
specifications, and cost estimate, the Department will give the Recipient a written notice to
proceed with the project. If the project will be let by the Recipient, advertisement for bids shall not
be made until a written notice to proceed is received from the Department. After receiving the
Department’s approval, the Recipient shall advertise for bidders, hold a public letting, and provide
adequate supervision for the construction work performed under the contract. The Recipient shall
submit a copy of the bid tabulations and the letting documents to the Department for concurrence
prior to formal action in the award of the contract.
10. If the Recipient lets the project, as described herein, the Recipient shall include in their Notice to
Bidders that Sales Tax Exemption Certificates will be issued, as provided for by Iowa Code
section 423.3, subsection 80. The Recipient shall be responsible for obtaining the sales tax
exemption certificates through the Iowa Department of Revenue and Finance. The Recipient
shall issue these certificates to the successful bidder and any subcontractors to enable them to
purchase qualifying materials for the project free of sales tax.
11. The project must be let to contract within two years of the date this agreement is approved by the
Department. If not, the Recipient may be in default, for which the Department may revoke funding
commitments. This agreement may be extended for a period of six months upon receipt of a
written request from the Recipient at least 30 days prior to the two year deadline.
12. The Recipient as well as its contractors, if any, agree to maintain all books, documents, papers,
accounting records, and other evidence pertaining to all costs incurred under this Agreement and
to make such materials available at their respective offices at reasonable times during the
Agreement period and for three years from the date of the final payment under the Agreement, for
inspection by the Department.
13. The Recipient will be responsible for the initial costs of right of way and construction. The
Recipient shall prepare and submit to the Department a detailed billing statement of right of way
and construction costs incurred by the Recipient. Billing statements may be submitted
periodically during progress of the work. Design, inspection, and administration costs will be the
responsibility of the Recipient. If said statement and documentation are in proper form, the
Department will promptly reimburse the Recipient for eligible project costs, less a withholding
equal to 5% of the State share of construction costs, taking into account the limitations as stated
in the agreement. If, upon final audit or review, the Department determines the Recipient has
been overpaid, the Recipient shall reimburse the overpaid amount to the Department. After the
final audit or review is complete and after the Recipient has provided all required paperwork, the
Department will release the State funds withheld.
14. Signs and other traffic control devices necessary for construction of the project shall be in
accordance with the Manual on Uniform Traffic Control Devices for Streets and Highways
(MUTCD) per 761 IAC Chapter 130. The safety of the general public shall be assured through
the use of proper protective measures and devices such as fences, barricades, signs, flood
lighting, and warning lights as necessary.
Exhibit A
Page 3
15. If a detour is necessary, the Recipient will designate and sign the route at no cost to the project.
The Department will cooperate if primary highways are involved.
16. Parking shall be prohibited on the minor street approaches for a distance of 35 feet in advance of
the stop signs and/or crosswalks and on the exit sides of the minor streets for a distance of 35
feet beyond the stop signs and/or crosswalks. These parking restrictions shall go into effect at
such time as the project is completed and opened to through traffic.
17. Within 30 days of completion of construction, the Recipient shall provide written notification to the
Department. Acceptance of the completed construction shall be with the concurrence of the
Department. The Recipient’s engineer will certify that the project was completed in substantial
compliance with the plans and specifications set out in this agreement before receiving final
reimbursement of Department funds.
18. The Recipient shall provide to the Department a copy of "as-built" project plans, within six months
after the project is built.
19. The Recipient shall have ownership of traffic signals constructed with this project and shall
operate them at its expense so long as signal protection is considered by either party as
necessary at said location. If considered by both parties as no longer necessary at said location,
the signals are to be removed by the Recipient at the Recipient’s expense, and may be installed
at another location acceptable to both parties and shall be owned and operated at the expense of
the Recipient.
20. The Recipient shall submit a final detailed billing statement to the Department no later than one
year after the date the Department concurs in the acceptance of the completed construction. If a
final detailed billing statement is not submitted to the Department by the Recipient in the one year
period, the Department will close the project's financial records without making additional
reimbursement to the Recipient unless a time extension is requested. The time extension should
be requested in writing by the Recipient and approved by the Department, at least 30 days prior
to the one year deadline.
21. The Recipient agrees to indemnify, defend, and to hold the Department harmless from any action
or liability arising out of the design, construction, maintenance, placement of traffic control
devices, inspection, or use of this project. This agreement to indemnify, defend, and hold
harmless applies to all aspects of the Department’s application review and approval process, plan
and construction reviews, and funding participation.
22. In case of dispute concerning the terms of this agreement, the parties shall submit the matter to
arbitration pursuant to Iowa Code Chapter 679A. Either party has the right to submit the matter to
arbitration after 10 days’ notice to the other party of their intent to seek arbitration. The written
notice must include a precise statement of the dispute. The Department and the Recipient agree
to be bound by the decision of the appointed arbitrator. Neither party may seek any remedy with
the State or Federal courts absent exhaustion of the provisions of this paragraph for arbitration.
TAP-T-8177(601)--8V-25
City of Waukee U-STEP Request:
Up to 55% of U-STEP eligible construction costs (associated with U.S. 6)
$178,200 = U-STEP Max Payable
Item
No.Item Code Item Unit
1a: USTEP
(US6) 1b: Not USTEP
2a: USTEP
(US6) 2b: Not USTEP Unit Price
1a: USTEP
(US6) 1b: Not USTEP
2a: USTEP
(US6) 2b: Not USTEP
1 2528-8445110 Traffic Control LS 0.5 0.5 0 0 $20,000 $10,000 $10,000 $0 $0
2 2533-4980005 Mobilization LS 0.5 0.5 0 0 $20,000 $10,000 $10,000 $0 $0
3 2595-0005150
Railroad Protective Liability Insurance for Union Pacific Railroad
Co.LS 0001$12,500 $0 $0 $0 $12,500
4 2599-9999005 Accessible Pedestrian Signal Push Button and Sign EA 0 24 0 0 $1,600 $0 $38,400 $0 $0
5 2599-9999005 Rectangular Rapid Flashing Beacon Assembly, per post EA 0800$12,500 $0 $100,000 $0 $0
6 2599-9999005 Signal Cabinet Modification EA 2500$2,500 $5,000 $12,500 $0 $0
7 2599-9999005 Signal Cabinet Replacement EA 0470$25,000 $0 $100,000 $175,000 $0
8 2599-9999005 Traffic Sign - R10-12 MOD, 30" x 30", Mast-Arm Mounted EA 2840$500 $1,000 $4,000 $2,000 $0
9 2599-9999005 Traffic Sign - R10-15, 30" x 30", Mast-Arm/Pole Mounted EA 0 0 11 24 $500 $0 $0 $5,500 $12,000
10 2599-9999005 Traffic Sign - R3-5, 30" x 36", Mast-Arm Mounted EA 4600$500 $2,000 $3,000 $0 $0
11 2599-9999005
Traffic Signal, New, 12" <R, <Y, <FY, <G (All LED) w/Backplate,
Mast-Arm Mounted EA 2000$1,500 $3,000 $0 $0 $0
12 2599-9999005
Traffic Signal, Relocate, Existing, 12" R, Y, G w/Backplate, Mast-
Arm Mounted EA 2000$750 $1,500 $0 $0 $0
13 2599-9999005
Traffic Signal, Replacement, 16" Pedestrian Head, Hand/Person,
Countdown EA 0 18 0 0 $1,000 $0 $18,000 $0 $0
14 2599-9999005
Traffic Signal, Replacement/Modification, 12" <R, <Y, <FY, <G
(All LED) w/Backplate, Mast-Arm Mounted EA 0 7 22 13 $1,250 $0 $8,750 $27,500 $16,250
15 2599-9999005
Traffic Signal, Replacement/Modification, 12" R, Y>, FY>, G> (All
LED), Side of Pole Mounted EA 10 5 0 0 $1,250 $12,500 $6,250 $0 $0
16 2599-9999005
Traffic Signal, Replacement/Modification, 12" R, Y>, FY>, G> (All
LED) w/Backplate, Mast-Arm Mounted EA 8 17 0 0 $1,250 $10,000 $21,250 $0 $0
17 2599-9999005 Uninterruptible Power Supply EA 0 0 0 10 $9,000 $0 $0 $0 $90,000
18 2599-9999009 Signal Cable, 5c LF 300 2700 0 0 $2.50 $750 $6,750 $0 $0
TOTAL $55,750 $338,900 $210,000 $130,750
TOTAL U-STEP ELIGIBLE COSTS $265,750
Max U-STEP reimbursement (55%)$146,162.50
or $178,200 whichever is less
DIVISION 1 - FED AID
PARTICIPATING (TAP)
DIVISION 2 - FED AID NON
PARTICIPATING
DIVISION 1 - FED AID
PARTICIPATING (TAP)
DIVISION 2 - FED AID NON
PARTICIPATING
EXHIBIT B