HomeMy WebLinkAboutCOM 0414.000 2012-2014 William P.Kenoi ' `A y�,,;�: Nancy E. Crawford
Mayor + p�.,t��%' Director
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Deanna S. Sako
,4 ..=-;;;:t,;,;;%1 Deputy Director
County of Hawaii
Finance Department
25 Aupuni Street,Suite 2103 • Hilo,Hawai`i 96720
(808)961-8234 • Fax(808)961-8569 o C_)
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August 28, 2013 c rv_-
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J Yoshimoto, Council Chair and co ' ^‹
Members of the Hawai`i County Council -,.-.iC'-
Hawai`i County Council o
25 Aupuni Street w
Hilo, Hawai`i 96720 co —
Re: Operating Budget
The State of Hawaii Department of Transportation is providing $30,000 of federal funds to the
Department of Public Works to continue to implement the County of Hawai`i Intelligent
Transportation Systems (ITS) Strategic Plan (2008) through the development of an ITS System
Communications Plan. This plan will document the type of wire-based and wireless
communications that are currently available to support future ITS field devices, identify where
future wire-based and wireless communications should be implemented, determine what the
associated costs will be, and provide a three-year implementation strategy.
Enclosed is a resolution authorizing the Mayor to enter into an agreement with the State of Hawai`i
Department of Transportation for this grant. Also enclosed is a bill for an ordinance amending the
Operating Budget by appropriating this $30,000 grant award. The Department of Public Works is
requesting that this bill and resolution be waived from the Finance Committee and be placed on the
September 18, 2013 Council Agenda in order to expedite this project because the study must be
awarded by the end of this quarter.
If there are any questions, please do not hesitate to call Warren Lee, Director of the Department of
Public Works at 961-8324.
Nancy rawford
Director of Finance
Enc.
cc: Public Works
Comm. No. 1
Ref. To:
Hawaii County is an Equal Opportunity Provider and Employer Ref. Date
< ARh• I1 ,. t3; Vitt 12,3 7
Form #: B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Public Works DATE: 08/09/2013
STAFF CONTACT: Ronald L. Thiel PHONE: 808-961-8341
A. REQUEST:
A resolution authorizing the Mayor to enter into an agreement with the State of Hawai'i, Department of
Transportation for a grant entitled Federal-Aid Project No. SPR-0010 (35) - County of Hawai'i Intelligent
Transportation System Communications Plan.
An ordinance amending Ordinance 13-65, Operating Budget by adding appropriations for:
Expenditure Account: (County of Hawaii ITS Communications Plan) $30,000.00
Revenue Account: (County of Hawaii ITS Communications Plan) $30,000.00
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
To continue implementation of the COH Intelligent Transportation Systems Strategic Plan (2008) through
development of an ITS Communications Plan. This ITS Communications Plan will document the type of
wire-based and wireless communications that are currently available to support future intelligent
transportation system (ITS) field devices (e.g., traffic signals, closed-circuit television cameras, dynamic
message signs, etc.), identify where future wire-based and wireless communications should be implemented,
associated costs, and a three-year implementation strategy.
The ITS Communications plan will enhance performance of transportation systems affecting all modes of
transportation used by people to improve signal timing and coordination, employ intelligent transportation
system (ITS) technologies and concepts, improve incident management and minimize response times for
incidents and accidents and ensure cost effectiveness of transportation policies and strategies in
implementing initiatives and actions. The ITS Communications plan will serve to promote efficient and cost
effective operations of the transportation system and reduce delay and costs for people and goods
movement through increased system efficiency and coordinate public and private sector investments.
The ITS Communications Plan will build on the recommendations from the Strategic Plan to "implement a
combination of[telecommunications] approaches to meet the Program Plan goal of communicating with
every traffic signal on the island and bringing video images to the Traffic Management Center. Beginning
with a short-term approach to provide connectivity, the long-term recommendation is to migrate to use a fiber
optic network reaching the majority of signals, CCTV and DMS".
The Department requests that this bill be waived from the Finance Committee and proceed
directly for Council's - _w to help xpedite this project. The study needs to be
awarded by the end of t e of -
SIGNED: DATE: 1,
Department Head
GRANT SUMMARY
(Supplement to B-52, Request for Council Action)
Type of Grant Appropriation being requested: (New or an additional appropriation)
New (for this fiscal year period). OR n Additional appropriation(to an existing grant);
Is a draft agreement attached? Has the original grant notification been transmitted to
171 Yes n No Council? n Yes n No
Name of Grant Program: State Planning and Research Program
Grantor: U.S. Dept. of Transportation, Federal Hwy Admin. pass thru State of Hawai'i DOT
County Grantee Department or Agency: County of Hawai'i, DPW - Traffic Division
County Grantee Contact Person: Ronald L. Thiel Phone Number: 808-961-8341
Amount of Grant: $30,000.00
Grant Period (Commencement& Completion): June 30, 2014
Purpose of Grant: To continue implementation of the COH Intelligent Transportation Systems
Strategic Plan (2008) through development of an ITS Communications Plan to
document the type of wire-based and wireless communications that are currently
available to support future intelligent transportation system (ITS) field devices (e.g.
traffic signals, closed circuit TV cameras, dynamic message signs etc.) and where future
wire-based and wireless communications should be implemented & associated costs.
County Match required?: ® Yes ❑ No
If yes, Matching Amount? 7,986.00 Budgeted in account# : 020.281.5281.01.011
In-kind? Explain:
Explanation: The match is a 20% soft match accounted for through salaries and wages.
County's personnel requirements: Amount of new position(s)?
Qty: Permanent: n Temporary: Li, Duration:
Full-time: Part-time: ❑, Time Element:
Qty: Contractual: n Explain:
Explanation:
Additional Comments about Grant:
B-52 Grant Summary Form
15- btei-aiD
C
US.Department Hawaii Federal-Aid Division 300 Ala Moana Blvd, Rm 3-306
of Transportation Box 50206
Federal Highway September 28, 2012 Honolulu, Hawaii 96850
Admkibtration Phone: (808)541-2700
Fax: (808)541-2704
In Reply Refer To:
HDA-HI(SPR 1)
Glenn Okimoto, Ph.D.
Director
Hawaii Department of Transportation
869 Punchbowl Street
Honolulu, HI 96813-5097
Subject: FY 2013 State Planning& Research (SPR) Part 1: Planning Program SPR-0010(35)
Work Items Approval
Dear Dr. Okimoto:
Effective today, the Federal Highway Administration approves the Statewide Planning and
Research Part 1: Planning Program work items as shown in the New Work Items table in the
enclosure. These activities are approved subject to funds availability. Because funds are limited,
the Hawaii Department of Transportation is encouraged to prioritize these activities to ensure
that required statewide planning work items are undertaken first.
For questions pertaining to SPR Part 1: Planning Program,contact Liz Fischer at (808) 541-
2325. For those pertaining to SPR Part 2: Research Program,contact Domingo Galicinao at
(808) 541-2309.
Sincerely yours,
,)P-P/LAALk
Cz' Abraham Wong
Division Administrator
Enclosure
cc (via email):
HDOT: USDOT:
DIR: Okimoto HWY-S: Dang, Kim FHWA-HI: Wong, Sosa,
DEP: Urasaki, Butay HWY-A: Miyasaki Fujita, Galicinao, Kaneshiro
HWY: Takeshita Oahu MPO: Gibson FHWA-HEPP: Lau
HWY-P: Tatsuguchi, FTA- R9: Matley, Sukys,
Sulijoadikusumo,Tom Rogers
2
SPR Partl 2013
09/28/12
SPR Part 1 Planning 2013 Approval (SPR-0100(35))
The projects listed in the table below are now approved for Federal Fiscal Year 2013 SPR Part 1 Planning Funds.
Additionally,Project SAF 1.13 has the following stipulations placed upon it as conditions for approval to ensure that
there is coordination between safety data collected and the planning program which supports this activity.This is in
further support of NHTSA's most current finding(2012)on the State's safety program:
a. Provide Major Traffic Accidents State of Hawaii publication identified in the proposal package as is
required for SPR Part 1 Planning project activities.
b. Provide safety data collected digitally to HWY-P by HWY-S.Current practice of"sneaker net"/hard copy
delivery is no longer acceptable.Implement a systems enhancement project to interface the TARS and the
roadway features file.(NHSTA findings,Section 2-B)
c. Coordinate between HWY-S and HWY-P to ensure that all parties are using same geo-tagged coordinate
systems.NHSTA Findings:"The implementation of the SHSP will require access to more detailed roadway
features and to more current and accessible crash data for use by State and local safety agencies as they
implement their strategic highway safety plans and make safety assessments of various roadway treatments.
I-DOT uses route and milepost as the primary location reference system(LRS)for the State highway
system.The road files also include latitude/longitude coordinates to supplement the LRS.All non-State
roads were inventoried using road or street name and latitude/longitude coordinates.The LRS provides the
capability to interface roadway and crash data from the TARS and the road files.However,this capability
has not been put into practice because the program staff believe they accomplish productive results solely
through the use and analysis of data from the TARS.The analysis capability would be greatly enhanced
with the interface of roadway features,traffic volume and crash data to provide merged sets of data."
d. HDOT plans lack performance measures and timeline for safety data collection and reporting. Movement
in this direction would strongly benefit HDOT and its partners.
e. Re-evaluate use of the analytic tools recommended in the Highway Safety Manual,in particular the
SafetyAnalyst tool.This strategy should be presented to the Traffic Records Coordinating Committee for
inclusion in the Traffic Safety Information System Strategic Plan.(NHSTA findings,Section 2-B)
Overall Budget Totals
Work Item Title Coord Federal Funds
Total Project Cost Local Match
SPR Other
Planning
PNG.1.13 SPR Part I-Planning;Program STP $29,000 $23,200 $5,800
Administration
Statewide/Countywide
PNG.2.13 Transportation Planning Process STP $60,000 $48,000 $12,000
(STPP/CTPP)-Combined$
amounts.
PNG.3.13 Statewide Transportation HWY-PS $188,000 $23,200 $164,800
Improvement Program(STIP)
Data Collection
DTC.1.13 Highway Statistics Program HWY-PH $2,140,000 $1,712,000 $428,000
DTC.2.13 Traffic Monitoring System HWY-PH $2,380,000 $1,152,800 $1,227,200
Safety
SAF.1.13 Crash Locations and Crash HWY-TS $1,077,181 $861,744 $215,437
Studies
Operations Planning
OPP.1.13 Kapa'a Subarea Study Kaua'i DPW $520,000 $416,000 $104,000
County of Hawai'i Intelligent
OPP.2.13 Transportation System Hawaii DPW $37,986 $30,000 $7,986
Communications Plan
Total $6,432,167 $4,266,944 $2,165,223
3
SPR Partl 2013
09/28/12
Authorization
FHWA planning and research funds(as defined in 23 CFR 420.103)shall be administered in accordance with the
provisions of 49 CFR 18 and 23 CFR 420.The authorization for these State Planning and Research work items is
subject to funds availability.Work program activities approved herein must be and remain eligible under 23 USC
134, 135,505 or 49 USC 5303-5305,5313(b)and the provisions set forth under 23 CFR 420 and 23 CFR 450.
Project funds must be obligated during the Federal fiscal year in which they are approved.
The period of performance(award period)for these SPR Part 1-Planning projects is the current Federal fiscal year
(2013).Because of the nature of these projects and the importance to the overall State program,they are
automatically allowed extension beyond this fiscal year as outlined in the proposal and accompanying scope of
work.
This agreement is subject to the following award terms: http://edocket.access.gpo.gov/2010/pdf/2010-22705.pdf and
http://edocket.access.epo.gov12010/pdf72010-22706.pdf as instructed under the Federal Funding Accountability
and Transparency Act(FFATA),effective 1 October 2010.
Caveats
1. USDOT Prior Approvals-Prior approval is required for the following changes to any work item:
• Budgetary:Increase in federal funds[49 CFR 18.30(c)(1)(i)].Cumulative transfer among already approved
work program line items of 10%of the total federal funds or$100,000 [49 CFR 18.30(c)(1)(ii)].
• Programmatic:Change in the scope or objectives of activities(e.g.,adding or deleting line items)[49 CFR
18.30(d)(1)].Extending the period of performance past the approved work program period. [49 CFR
18.30(d)(2)].Transferring substantive programmatic work to a third party(e.g.,consultant work not
identified in the originals work program)[49 CFR 18.30(d)(4)].Capital expenditures including purchase of
equipment[OMB Circular A-87)].
2. Travel-Each work item that includes travel events not specifically identified in the proposal,or those items
requesting travel for out of state conferences and meetings,shall be submitted to the FHWA for eligibility
consideration and approval prior to travel being incurred or it will be ineligible for SPR funds.Detailed
justification statements are required to accompany travel budgets for each out of state travel proposal.
•
• A - MIIoimI Emergency Response Team, Inc. - -0
COMMUNITY EMERGENCY 4
RESPONSE TEAM ��,ti
August 12, 2013
Miloli`i Emergency Nancy Crawford, Director of Finance
Response Team,Inc County of Hawaii
Finance Department
88-1509 Awapuhi Ave. Budget Division
Captain Cook, HI 25 Aupuni Street, Suite 2103
96704 Hilo HI 96720
President Dear Ms. Crawford:
Eric Edwards The Miloli'i Emergency Response Team was recently awarded a $4500 grant
from your department for our Miloli'i Resiliency Project. Thank you so much.
Treasurer We are, however, having a problem in meeting the grant guidelines in order to
Gail Garoutte receive funding.
Secretary
Leslie Cooney Guideline number 5 states a current general liability insurance certificate must
be on file. We currently do not have any general liability insurance. We are
Directors researching the cost and have learned that purchasing such a policy is likely to
Brian Cooney be cost prohibitive. We are a group of volunteers and have no actual place of
Paul Cox business. An insurance carrier that is willing to write a policy for us quoted
Bill Houston g p y q
Lynne Houston $7500/year. We are seeking other quotes.
Derek Priest
Are there any guidelines that would allow a program such as ours to receive a
waiver from the county on this requirement? We still believe this is an
important project to the community and would like to move forward with it if
possible. Any suggestions you have would be greatly appreciated.
Thank you for your time and consideration in this matter.
Sincerely,
Gail Garoutte, Treasurer
Miloli'i Emergency Response Team, Inc.
VALERIE T. POINDEXTER o�`Y:`•"•---., KAREN EOFF
Chairperson =^ ��V1% BRENDA FORD
; , DRU KANUHA
GREGGOR ILAGAN "'�_'_� ' ZENDO KERN
Vice Chair +r•' ^< p` DENNIS"FRESH"ONISHI
• 4T`°F"8441 MARGARET WILLE
J YOSHIMOTO
HAWAII COUNTY COUNCIL
County of Hawai`i
Hawai'i County Building
25 Aupuni Street
Hilo, Hawai'i 96720
August 28, 2013
J Yoshimoto, Council Chair
Hawai`i County Council
25 Aupuni Street
Hilo, Hawai`i 96720
RE: Resolution No. 172-13 : Resolution Authorizing the Office of the Mayor to
Enter into an Agreement with the State of Hawai`i Department of Transportation,
Pursuant to HRS 46-7, for the Intelligent Transportation System (ITS)
Communications Plan Grant; and
Bill No. 123 : An Ordinance to Amend Ordinance No. 13-65, as Amended, the
Operating Budget for the County of Hawai`i for the Fiscal Year ending June 30 2013.
Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of
Hawai`i, this written request is submitted with my approval that the above-referenced matter be
waived from the Committee on Finance to the full Council for immediate action. In reviewing
this matter, timely approval is crucial. It is therefore advantageous that approval is granted and
the matter be placed onto the next Council agenda for review. However, in the event this request
is denied, for whatever reason, I understand the matter shall be referred to the Committee on
Finance for placement on its future agenda.
Sincerely,
c,-
Valerie T. Poindexter, Chair
Committee on Finance
Approved/Date/Waive to Council: Disapproved/Date/Refer to FC:
J s imoto, Council Chair J Yoshimoto, Chairperson
Hawai`i County Council Hawai`i County Council
VP/sc
Hawai'i County is an Equal Opportunity Provider and Employer