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HomeMy WebLinkAboutID# 15-725 GIS-Based Countywide Traffic Collision Records SystemCITY OF LAS � LSII`�ORE DREAM EXTREMEM REPORT TO PUBLIC SAFETY ADVISORY COMMISSION TO: Honorable Chairman and Members of the Public Safety Advisory Commission FROM: Nicole Dailey, Senior Management Analyst DATE: August 19, 2015 SUBJECT: GIS -Based Countywide Traffic Collision Records System Recommendation It is recommended that the Commission review and discuss the proposed Memorandum of Understanding (MOU) for a GIS -Based Countywide Traffic Collision Records System. Background In October 2014, the County of Riverside was awarded a grant by the California State Office of Traffic Safety (OTS) to develop a countywide collision database system. On January 13, 2015, the Transportation Department held a grant kick -off meeting in which representatives from each of the 28 cities within the County of Riverside were invited to attend. The proposed collision database system will allow the County of Riverside and citieswithin the County to collect and share data about collisions on local roads, excluding state highways. This information can then be used to assist local agencies to decided which improvements could make roads safer and how to prioritize their use of limited funding. The real -time countywide collision database will also allow the County to analyze traffic collisions by collision rates based on intersection controls and roadway classification and compare them to the average regional rates as defined by Caltrans. Discussion The goal of the grant project is to have 100% city participation to make this a truly countywide database. The County will be providing free collision software to the participating cities, which can be used by both engineering and law enforcement. The countywide database will allow the County and Cities within the County the ability to make GIS -Based Countywide Traffic Collision Records System August 19, 2015 Page 2 of 2 informed decisions in allocating resources for traffic safety improvements. These improvements may include prioritizing roadway improvements, identifying high accident locations, and assessing overall road safety. The County has proposed to hire a vendor to install and maintain the new and updated software (excluding hardware such as PC, printers, etc.) for up to five years. Following this time period, all maintenance and upgrades costs will be the responsibility of the cities if they wish to continue to participate. In addition, licensing, installation, and training will be provided for all participating cities by the County for initial implementation. The City, however, would be responsible for entering local collision data into the system. The goal of the program is to ensure at least 90% of all local collisions are inputted into the database within 60 days. The County is currently in the process of finalizing the proposed MOU (Attachment A). The County aims to select a vendor by October 2015 and plans to install the collision database system county -wide by the end of 2015. City staff and attorneys are in the midst of carefully reviewing the proposed MOU to provide feedback and concerns prior to approval. Commission feedback will also be shared with the County for consideration. Fiscal Impact None Attachment(s): A. Memorandum of Understanding (MOU) Between the County of Riverside Transportation Department and the City of Lake Elsinore B. Riverside County PowerPoint Regarding County -Wide Traffic Collision Records System DRAFT Memorandum of Understanding Between the County of Riverside Transportation Department and the City of �Gonapaoy--Name» Lake Elsinore This Memorandum of Understanding, herein after referred to as MOU, is between the City of aEo+xapany Nacre» Lake Elsinore (hereinafter City) and the County of Riverside Transportation Department (hereinafter County). This MOU sets forth the terms of agreement reached between City and County. This MOU is in effect in perpetuity, or until such time as the countywide collision records database is non - functional, or until such time as either City or County terminates their participation as outlined under the Section of this MOU titled "CITYAND COUNTY MUTUALLYAGREE TO". Unless otherwise specifically provided herein, this MOU shall become effective upon the later date of signature below after both City and County sign. BACKGROUND The County of Riverside Transportation Department has received a grant from the California Office of Traffic Safety (OTS) to establish a countywide collision records system to facilitate the sharing of collision information between /among cities and county, to identify high collision locations, determine appropriate countermeasures, and direct limited resources for safety improvements so as to more effectively reduce traffic collisions, hence fatalities, injuries and property damage that result from traffic collisions. OTS recognizes the benefit of such a countywide collision records database and the potential benefits to have the ability to access such a database for statewide use. PURPOSE The purpose of this Memorandum of Understanding is to outline a framework of conditions on which the City and County will collaborate to establish a countywide collision records database, and continue to maintain it so as to share collision information. CITY OBLIGATION City will permit the vendor selected by the County through the grant project to install the new system if City does not currently have a collision records database system, or update the collision records database system if the city currently has an existing system. City will maintain the installed countywide collision records database by installing updates and keeping database current. City will permit the County to obtain City's collision data via City's database and /or SWITRS. City will upload monthly city collision data onto countywide collision records database. City will permit the County and other cities in Riverside County to access City data in the countywide collision records database. 1 of MOU draft document 080415 RED DRAFT City will not provide collision data that is not originated by City in the countywide collision records database to a third party. Public requests for data for a certain city shall be directed to that city or California Highway Patrol that has jurisdiction over such data. City will be responsible for costs on the continued maintenance of the City's collision database, including potential license fees or upgrade costs for the collision software, if it becomes necessary, five years after the software system is installed. COUNTY OBLIGATION County will install and maintain a countywide collision records database that is to be selected through the grant project. County will upload monthly county collision data onto the countywide collision records database. County will permit the City and other cities in Riverside County to access County data in the countywide collision records database. County will not provide collision data that is not originated by County in the countywide collision records database to a third party. Public requests for data for all cities and County shall be directed to that city or California Highway Patrol that has jurisdiction over such data. County will be responsible for costs on the continued maintenance of the countywide collision records database, including potential license fees or upgrade costs for the collision software, if it becomes necessary, five years after the software system is installed. County will be responsible for continued maintenance of the countywide collision records database as long as said database continues to function and provide benefits to the county and cities. CITY AND COUNTY MUTUALLY AGREE TO: This MOU remains in effect for as long as the countywide collision records database is functional. Either the City or County may terminate their participation by giving the other party a 60 -day written notice. The County may terminate the countywide collision records database if deemed necessary due to insufficient participation by cities, the database not functioning as intended, technical difficulties that cannot be resolved, the database not providing the benefits intended for cities, County and OTS, insufficient funding /resources to sustain the program, or without having to provide a reason. CONTACT INFORMATION CITY OF <ompany_Namen Name: Please provide this information Title: Please provide this information Phone Number: Please provide this information 2of4 MOU draft document 080415 RED COUNTY OF RIVERSIDE Name: Lawrence Tai Title: County Traffic Engineer Phone Number: 951 - 955 -6816 DRAFT INDEMNIFICATION COUNTY shall indemnify and hold harmless the CITY, its directors, officers, elected and appointed officials, employees, agents and representatives from any liability, claim, damage or action whatsoever, based or asserted upon any act or omission of COUNTY, its officers, employees, subcontractors, agents, or representatives arising out of or in any way relating to the collection of data and the establishment of a countywide collision records database as provided in to-this Memorandum of Understanding, including but not limited to property damage, bodily injury, or death. COUNTY shall defend, at its sole cost and expense, including but not limited to attorney fees, cost of investigation, defense and settlements or awards, the CITY, its directors, officers, elected and appointed officials, employees, agents and representatives in any such action or claim. With respect to any action or claim subject to indemnification herein by COUNTY, COUNTY shall, at its sole cost, have the right to use counsel of its own choice and shall have the right to adjust, settle, or compromise any such action or claim without the prior consent of CITY; provided, however, that any such adjustment, settlement or compromise in no manner whatsoever limits or circumscribes COUNTY's indemnification of CITY. COUNTY's obligations hereunder shall be satisfied when COUNTY has provided to CITY the appropriate form of dismissal (or similar document) relieving the CITY from any liability for the action or claim involved. The speeified r,n1 IAITY's obligations to indemnify aAd held- harmless the CITY CITY shall indemnify and hold harmless the County of Riverside, its Agencies, Districts, Special Districts and Departments, their respective directors, officers, Board of Supervisors, elected and appointed officials, employees, agents and representatives from any liability, claim, damage or action whatsoever, based or asserted upon any act or omission of CITY, its officers, employees, subcontractors, agents or representatives arising out of or in any way relating to the collection of data and the establishment of a countywide collision records database as provided in to-this Memorandum of Understanding, including but not limited to property damage, bodily injury, or death. CITY shall defend, at its sole cost and expense, including but not limited to attorney fees, cost of investigation, defense and settlements or awards, the County of Riverside, its Agencies, Districts, Special Districts and Department, their respective directors, officers, Board of Supervisors, elected and appointed officials, employees, agents and representatives in any such action or claim. With respect to any action or claim subject to indemnification herein by CITY, CITY shall, at its sole cost, have the right to use counsel of its own choice and shall have the right to adjust, settle, or compromise any such action or claim without the prior consent of COUNTY; provided, however, that any such adjustment, settlement or compromise in no manner whatsoever limits or circumscribes CITY's indemnification of COUNTY. CITY's obligations hereunder shall be satisfied when CITY has provided to COUNTY the appropriate form of dismissal (or similar document) relieving the COUNTY from any liability for the action or claim involved. The specified +nsu ra G-IP h-1 ti to indemnify and hold h, ml t..e COUNTY rrr rrr rrr 3 of 4 MOU draft document 080415 RED DRAFT SIGNATURES The following authorized representatives of the City and County agree to the above terms by signing below: CITY OF «Cornpany_Narne» COUNTY OF RIVERSIDE TRANSPORTATION [name][title] Date: 4 of MOD draft document 080415 RED DEPARTMENT Patty Rondo, Assistant Director of Transportation Date: GIS -BASED COUNTYWIDE TRAFFIC RECORDS SYSTEM Funding for this program was provided by a grant from the California Office of Traffic Safety. through the National Highway Traffic Safety Administration WELCOME! • Welcome to this Kick -Off Meeting for the GIS -BASED COUNTYWIDE TRAFFIC COLLISION RECORDS SYSTEM. • The County of Riverside is looking forward to working with each of the cities on this Grant Project, INTRODUCTIONS • OTS Staff • Judy Dancy - Grant Coordinator • Bill Ehart - Project Specialist • City Representatives • Riverside County Transportation Department • Lawrence Tai - Project Director • Dennis Acuna —Assistant Project Director • Barbara Weiner— Project Coordinator AGENDA • Purpose of Meeting • Project Background • Project Goals & Objectives Structure of Grant • Project Schedule • System Description • Software Features • MOU • Grant Opportunity • Open Discussion and Q &A PURPOSE OF MEETING 1 To provide information to city representatives: • Benefits gained by implementing the system developed using this grant • Details to city representatives as to how the grant project will work • What this grant can and cannot provide relating to software 2 To obtain input from city representatives for the system /software development. 3. To share project schedule. PURPOSE OF MEETING (CONTINUED) a. To encourage city participation in this grant project so you may build a new, or upgrade an existing, collision database. 5 To discuss the need for an MOU from each city which will allow the County to obtain city data from the city and SWITRS on an on -going basis. G. To answer questions city representatives may have regarding this grant. PROJECT BACKGROUND • The County of Riverside has a need for collision report data on a real - time basis for analytics that support all of our traffic safety efforts. • It is difficult or cumbersome to identify regional traffic collision problems and to coordinate possible solutions among separate agencies, such as on shared roadways between cities and County. • The County desires the ability to analyze traffic collisions by collision rates based on intersection controls and roadway classifications, and to be able to compare those rates to average regional rates as well as expected collision rates as defined by Caltrans. PROJECT BACKGROUND (CONTINUED) OTS desires traffic collision records on a timelier basis from local agencies and, in addition, needs to have data accessible in a regional (countywide) system. • This countywide database will provide the County and participating cities the ability to make informed decisions in directing resources for traffic safety improvements. PROJECT GOALS & OBJECTIVES GOALS • Identity locations that experience high frequency of crashes. • Help prioritize roadway improvements and use of limited funding among County and local cities. • To have at least 90% of all collision reports taken countywide input into the system within 60 days. PROJECT GOALS & OBJECTIVES OBJECTIVES • Develop a countywide system that allows the County and local cities to collect and share data about collisions on local roads. • Provide updated and/or new software with analytical tools to County and local cities that can help analyze high collision locations to identify prevention measures. • Bring at least 90% of local cities on board to use the new system so that a countywide collision database can be established for shared use. STRUCTURE OF GRANT The grant will pay for new and updated software with analytical tools that can help local agencies analyze high collision locations to identify prevention measures. • The grant does not include any hardware (such as PC or printer, etc.) for cities. • The database system will be implemented with the back -end database hosted at a secure server that can be accessed by each participating city in the County. STRUCTURE OF GRANT (CONTINUED) • As part of the grant requirements, records from the countywide system will be available to upload to a state -level database for use by the Office of Traffic Safety, • Licensing for all participating cities and County, along with installation and training, will be provided. PROJECT SCHEDULE Official grant period is from October 1, 2014 to September 00. 2015. • Prepared initial Work Plan • From RFP to contract award to software vendor — 6 months • Installation of software /database for cities anticipated to begin in July /August 2015 • County will be submitting a grant application for Phase II of the project in order to complete installation of software /databases for cities. SYSTEM DESCRIPTION • Collision reports will be produced by police agencies or data - entered from hard copy into the Collision Data Entry Module at each agency or data entered by Vendor. • Collision records will automatically be uploaded every night to a secured data center. • Agencies will use Vendor Analytics Software for collision analytics against data stored on the secure data center server. SYSTEM DESCRIPTION (CONTINUED) • Each agency will be provided with a site license of the most recent versions of the Collision Database System for both Traffic Engineering Department and Police Agency for use in writing reports, data entry and analytics. • Records will be uploaded automatically on a weekly basis to a server at the Office of Traffic Safety (optional). All participating agencies will have access to run analytics for their agency or (with permissions) to run analytics for records countywide. SOFTWARE FEATURES • Each participating city in the County will have the ability to import collision reports, data -enter reports or create collision reports. • Once the system is up and running, the County will arrange for data -entry of reports for those not produced in a software system. • Additional features to be requested in the RFP will be the ability to create an agency model of roadway classifications, speed limits, intersection controls and traffic volume data; and the ability for the system to produce collision rates along with average collision rates by road class and intersection control. SOFTWARE FEATURES (CONTINUED) . GIS Mapping and Google Earth mapping of collision locations • The ability to import and export RMS files (where needed on an agency basis) • Full- featured analysis functions for collision and citation reporting MOU 1. Why do we need an MOU? 2. Content of the MOU. • Initial approval • Continuing to supply data over the years • (Provide permission for County to obtain information from city and SWITRS 3. Who will sign the MOU? • City manager I city engineer I director of public works level 4. Terms and conditions in the MOU. • A draft of the MOU will be provided to each participating city representative as a follow -up to this meeting. C.ha. om" " T-11. Sftl(oml PWI42 CALIFOOM OMCI w TRAFRC SAMY , MIM AJ� 8/13/2015 11 Are You Eligible for an 6T5 Gnnf7 Th- Fief 410P n alNtinN prank kommN a to W-- d fns plopa you want to had a 00k for Federal Funds admnllatsrad Err IPre Ofroe of Traffic Safety P+aea renew the ird'nmwtlon beWN before "Mog to see IF "W Ape" and Prwam mew in hindrg atdrm Program Arras • Alooh R hrpai+nq M—g . C4svwed O^w.ry • Onip i qm ed U—g ' Err,"ec, MAe Senrres (.-h relwedj • worcycie Safely • 0=4-tl Ploteebm • cidw Lerner Pedeurmn Swetyroicrcle So" . 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