AGENDA DATE: 9/2/2015
TITLE:
Ivy Fire Station Emergency Signal Maintenance Agreement
SUBJECT/PROPOSAL/REQUEST: Resolution Approving a Maintenance Agreement with VDOT for the Ivy Fire Station Emergency Signal on US Route 250 (Ivy Road) at Kirtley Lane
ITEM TYPE: Consent Action Item
STAFF CONTACT(S): Foley, Letteri, Davis, Herrick, Henry, Eggleston and Glass
PRESENTER (S): N/A
LEGAL REVIEW: Yes
REVIEWED BY: Thomas C. Foley
BACKGROUND: The Ivy Fire Rescue Station is located at 640 Kirtley Lane and began operation in July 2013. Service is provided from a continuously staffed fire engine and daytime staffed ambulance. Emergency vehicles currently exit Kirtley Lane onto Ivy Road (US Route 250) with only a caution sign. During development of the fire station, an emergency traffic signal was planned for this intersection to ensure the safety of emergency crews and drivers on Ivy Road.
At the County’s request and expense, the Virginia Department of Transportation (VDOT) has agreed to install the emergency traffic signal at the intersection of Kirtley Lane and US Route 250 to facilitate emergency response times. VDOT will contract for the purchase and installation of the signal and the County will pay VDOT. Because this signal is not a requirement of VDOT, the County must agree to maintain the signal beyond the routine maintenance and operational control that would be retained by VDOT.
STRATEGIC PLAN: Goal 2. Critical Infrastructure. Prioritize, plan and invest in critical infrastructure that responds to past and future changes and improves the capacity to serve community needs.
DISCUSSION: Under the proposed signal maintenance agreement (Attachment A), the County would be responsible for (a) replacing and/or repairing the traffic signal, pole and/or mast arm if subjected to any catastrophic damage; (b) performing any lifecycle maintenance activities if inspection reveals any need for replacement; and (c) notifying VDOT if the Ivy Fire Rescue Station ceases operations. VDOT would be responsible for (a) routine maintenance and operational control of the traffic signal, pole and mast arm; and (b) deactivating and removing the signal upon notice from the County that the Ivy Fire Rescue Station has ceased operations.
BUDGET IMPACT: The estimated construction cost for the traffic signal installation is $95,000. Funds are currently appropriated in the Ivy Fire Station CIP budget to cover the cost of the signal. If the signal is installed, the County’s insurer would include the signal in the County’s insurance policy to cover any catastrophic damage. Based on the estimated $95,000 cost of the signal, the cost of the coverage would be approximately $75/year with a $1,000 deductible. Because signals usually have a 30-year lifespan, barring incident, the County would likely not incur any expense related to lifecycle maintenance for 30 years unless a need is identified by VDOT during its routine inspection.
RECOMMENDATION:
Staff recommends that the Board adopt the attached Resolution (Attachment B) approving a maintenance agreement with VDOT for the Ivy Fire Station emergency signal and authorizing the County Executive to sign the agreement once it is approved as to content and form by the County Attorney.
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ATTACHMENTS:
A - Agreement
B - Resolution