09 Staff Report - Center-To-Center Program
" .. COUNCIL AGENDA REPORT MEETING DATE: 8/16/04 ITEM NO. DATE: TO: FROM: SUBJECT: July
28, 2004 MAYOR AND TOWN COUNCIL .p. ""DEBRA J. FIGONE, TOWN MANAGE;un () ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE MEMORANDUM: OF UNDERSTANDING FOR SAN FRANCISCO" BY
AREA INTERIM CENTER-TO-CENTER PROGRAM, INCLUDING POLICY FOR THE EXCHANGE OF REAL-TThffi TRAFFIC DATAAJ."1DREAL-TThffi VIDEO RECOMMENDATION: Adoptresolution authorizingtheTownManagerto
executeMemorandumofUnderstanding (Exhibit A) for SanFranciscoBayArea Interim Program, includingPolicyfor theExchange ofReal-Time Traffic Data and Real-Time
Video; BACKGROUND: On July 6, 1998, Council authorized a cooperation agreement for Smart Corridor implementation. The Smart Corridor enables the exchange of real-time traffic data and
real-time video images "between its participants, but provides limited ability for real-time exchange with other Smart Corridors, Caltrans, and other Bay Area entities. The purpose of
the rD..teri.m Center-to-Center PrograriJ. is to"implement and operate an Interim Center-to-Center System that will enable exchange of real-time traffic data and video between the Bay
Area's Smart Corridors and the regional TransportationManagement Center, where Caltrans, CaliforniaHighwayPatrol and TravInfo® staff are co-located. Timely, accurate, andreliable data
on systemperformance enables efficient operation and management ofthose systems, which includes informing travelers about current conditions and travel options. PREPARED BY:
(jJHNE. CURTIS Director ofParks and Public Works Reviewed by: \:>5)' Assistant Town Manager fQ¥f'Town Attorney _--'--Clerk,_------'Pinance __Community Development ' Revised: 7/28/04
10:49 am Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\MTC.MOU81604:wpd
PAGE 2 SUBJECT: MEMORANDUM OF UNDERSTANDING FOR SAN FRANCISCO BY AREA INTERIM CENTER-TO-CENTER PROGRAM JULY 28, 2004 The Interim Program and Interim
System are anticipated to continue for several years until replaced by a more comprehensive system with multimodal andlor statewide capabilities. The Metropolitan Transportation Commission
is requesting execution of the Memorandum of Understanding from participating agencies. DISCUSSION: The following key provisions are provided in the MOU and Policy. • The MOU does not
authorize funding or project effort, nor is it a legally binding contract. Commitments providing for the payment of funds or authorizing specific work phases will be covered by separate
agreements. • TheMOU establishes an Executive Committee, composed ofone member from the lead agency for each of· the three Smart Corridors, Caltrans, and MTC. The Executive Committee
responsibilities include resolving institutional issues, policydifferences, or other djsagreememts that cannot be resolved by the TAC, and adding other parties. . • TheMOUestablishes
a Technical Advisory Committee (TAC), composed ofstaffmembers from each of the Parties, and is responsible for the Systems' implementation, operation, and maintenance. • All Parties
agree to provide the following: ensure compliance with the objectives, requirements, and standards oftheir agencies; exchange real-time transportation data and video; participate in
the pursuitoffunding for future phases as well as ongoing operations and maintenance; and for those portions ofthe system within their boundaries, proVide system operations, management,
and maintenance. • The Policy for the Exchange ofReal-Time Traffic Data and Video enables, but does not require, the exchange of information with another party, and
explicitly prohibits storing (recording) video, unless provided for in a separate agreement. • The parties are committed to respecting and protecting the privacy ofall members ofthe
public. No information about or that is traceable to any individual person will be collected, exchanged, stored, or manipulated. All activities will be implemented in a manner consistent
with Federal and California laws governing an individual's right to privacy. CONCLUSION: Staff recommends that Council adopt the attached resolution authorizing the Town Manager to execute
the Memorandum of Understanding for San Francisco Bay Area Interim Center..;to-Center Program, including Policy for the Exchange of Real-Time Traffic Data and Real-Time Video.
PAGE 3 SUBJECT: MEMORANDUM OF UNDERSTANDING FOR SAN FRANCISCO BY AREA INTERIM CENTER-TO-CENTER PROGRAM JULY 28, 2004 ENVIRONMENTAL ASSESSMENT: Is
not a project defined under CEQA, and no further action is required. FISCAL IMPACT: None. Attachments: Resolution authorizing Memorandum ofUnderstanding (with Exhibit A -MOD) Distribution:
Metropolitan Transportation Commission, Attn: Jeff Georgevich, 101 Eighth Street, Oakland, CA 94607-4700
RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN MANAGER TO EXECUTE AN MEMORANDUMOF UNDERSTANDING FOR THE SAN FRANCISCO BAY AREA INTERIM CENTER-TO-CENTER
PROGRAM, INCLUDINGATTACHMENT 2, POLICY FOR THE EXCHANGE OF REAL-TIME TRAFFIC DATA AND REAL-TIME VIDEO WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS), CITY OF PLEASANTON,
CITY OF DUBLIN, CITY OF LIVERMORE, CITY OF SAN JOSE, CITY OF CUPERTINO, CITY OF CAMPBELL, CITY OF SANTA CLARA, CITY OF MILPITAS, CITY OF FREMONT, COUNTY OF SANTA CLARA, SANTA CLARA VALLEY
TRANSPORTATION AUTHORITY, CITY AND COUNTY OF SAN FRANCISCO, AND METROPOLITAN TRANSPORTATION COMMISSION (MTC), REFERRED TO COLLECTIVELY HEREIN AS ("PARTIES") WHEREAS, the SanFrancisco
BayAreafuterim Center-to-CenterProgramwillbenefit the Town and Parties by enabling the exchange ofreal-time traffic data and video between the Bay Area's Smart Corridors and the Regional
Transportation Management Center, where Caltrans, California Highway Patrol and TravInfo® staff are co-located. RESOLVED, by the Town Council ofthe Town ofLos Gatos, County ofSanta Clara,
State of California, that the Town of Los Gatos enter into an agreement with Parties· for implementation ofthe SanFranciscoBayAreafuterim Center-to-CenterProgram, and that the Town Manager
is authorized, and is hereby directed, to execute said agreement in the name and on behalf ofthe Town afLos Gatos. PASSED AND ADOPTED at a regular meeting ofthe Town Council ofthe Town
of Los Gatos, California, held on the COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: day of , 2004 bythe following vote: ATTEST: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
Memorandum of Understanding for San Francisco Bay Area Interim Center-to-Center Program This Memorandum of Understanding ("MOU") effective on __ , 2004, when fully executed by all parties,
is entered into by and between the California Department of Transportation ("Caltrans"), City of Pleasanton, City of Dublin, City of Livermore, City of San Jose, City of Cupertino, City
of Campbell, City of Santa Clara, City of Milpitas, City of Fremont, Town of Los Gatos, County of Santa Clara, Santa Clara Valley Transportation Authority, City and County of San Francisco,
and Metropolitan Transportation Commission (''MTC''), referred to collectively herein as "Parties". This Memorandum of Understanding constitutes solely a guide to the respective intentions
and policies of the Parties. It is not intended to authorize funding or project effort, nor is it a legally bin,ding contract. Commitments providing for the payment of funds or authorizing
specific work phases will be covered by one or more separate agreements between between all, or various, Parties. I. GENERAL A. The purpose of this MOU is to acknowledge the agreement
of all Parties to work cooperatively in the development of an Interim Center-to-Center Program (''Program'') and implementation of an Interim Center-to-Center System ("System") that
will enable exchange of real-time traffic data and video between the Bay Area's Smart Corridors and the regional Transportation Management Center, where Caltrans, California Highway
Patrol and TiavInfo® staff are colocated. The Parties acknowledge the need for timely, accurate and reliable infonnation about the transportation system's performance in order to manage
and operate their transportation systems as efficiently as possible, which includes infonning travelers about current conditions and options. The Program will benefit all Parties by
enabling the automated exchange of real-time traffic data and real-time video, and by providing mechanisms for the future coordination of activities by the Parties regarding the operation,
maintenance and management of the System. The Parties anticipate that the functions of the System will eventually be replaced by a more comprehensive system with multimodal and/or statewide
capabilities. B. This MOU establishes an Executive Committee and a Technical Advisory Committee to guide the Program, and identifies the anticipated roles and responsibilities ofthe
respective Parties in this process. C. Throughout the Program, the Parties will coordinate the activities necessary for the development, implementation, operation and maintenance of
the System, and will participate in the exchange of real-time traffic data and video between all Parties to support regional transportation management. N:\B&E\COUNCIL REPORTS\!\1TC.MOU.ATTACHI\1ENT.8
1604.doc Exhibit A
MEMORANDUM OF UNDERSTANDING INTERIM CENTER-TO-CENTER PROGRAM D. The Parties to this MOD endorse the concept of systems integration based on the . National ITS Architecture and Standards,
and will endeavor to confonu with the ITS Architecture and Standards to the greatest degree possible. II. COMMITTEES A. EXECUTIVE COMMITTEE 1. Role: The Executive Committee will be responsible
for maintaining high-level support for the Program and conveying the Program's status and policy issues to the Parties' appointing governing boards, as necessary. Other roles and responsibilities
ofthe Executive Committee include thefollowing: • Adopt policies and procedures necessary for the success of the Program. In addition to the "Policy for the Exchange ofReal-Time Traffic
Data and RealTime Video", which Policy is marked Attachment I, attached hereto and incorporated herein by this reference as though set forth in full, the Executive Committee will consider
the adoption of policies and procedures for configuration management, and policies and procedures for the operation, management, and maintenance ofthe System elements. • Resolve institutional
issues, policy differences or other disagreements between Parties that cannot be resolved by the Technical Advisory Committee ("TAC"), as defined below. The Executive Committee will
address a disagreement by providing guidance to the TAC, conveying the issue to the respective appointing governing boards, or use other appropriate means. In addition, any Party that
disagrees with a decision by the TAC may request the TAe to review its decision, and following that reconsideration, may request the Executive Committee to review the decision of the
TAC. If the Executive Committee accepts the request to review the decision, it shall convey any recommendations regarding the decision to the TAC. • Modify this MOD to add new Parties,
and make other minor changes as necessary. 2. Members:· The Executive Committee will consist of five members, with one member representing the lead agency for each participating Smart
Corridor as well as the regional agencies, and will be composed of the following agencies: MTC, Caltrans, City of San Jose, City of Pleasanton, and City and County of San Francisco.
Each agency will ensure that an executive or senior staff level person, who can advise on agency policy, attends the Executive Committee meetings. 3. Meetings: The Executive Committee
will meet as frequently as it determines to be necessary to address issues and provide guidance to the TAC. The Executive Committee's guidance will penuit implementation of the Program
in a manner that reflects and accommodates the policies ofthe impacted Parties. 2
MEMORANDUM OF UNDERSTANDING INTERlM CENTER-TO-CENTER PROGRAM B. TECHNICAL ADVISORY COMMITTEE 1. Role: The Technical Advisory Committee will be responsible for developing the Program
and designing, implementing, operating, and maintaining the System, including implementation of operational and maintenance procedures and maintenance of a configuration management system.
The TAC may choose to establish subcommittees that better reflect the involvement of specific agencies in a particular aspect of the Program. The TAC will be responsible for developing
policies and procedures necessary for the success of the Program for adoption by the Executive Committee, including development of a policy and procedures for configuration management
and a policy and procedures for the operation, mailagement,and maintenance of the elements of the System. Any disagreement that is not resolved by the TAC and that could impede the Program
may be referred to the Executive Committee, which will address the disagreement by providing guidance to the TAC, conveying the issue to the appointing governing boards, or other appropriate
means. In addition, the TAC will informally review the final plans and specifications to be used for any construction or connection to the System prior to such plans. and specifications
being submitted to the agency for formal approval. 2. Members: The TAC will be composed of staff members, with one member representing each of the Parties. Each
Party will ensure that their representative attends regularly scheduled meetings. 3. Meetings: The TAC will meet as frequently as it determines to be necessary, but at least every six
(6) months, to discuss Program, System, and corridor-specific issues. Each Party will ensure senior staff or designated representatives are available to attend and can address specific
issues on the Committee's agenda. Decisions will be made by consensus ofthose in attendance; if a consensus cannot be reached, decisions will be made by a majority vote of those in attendance.
When coordination is needed with .entities that are not parties hereto, those entities shall be invited to participate in TAC meetings as appropriate. \ '. i ./Ill. ANTICIPATED ROLES
OF THE PARTIES A. Metropolitan Transportation Commission -MTC will serve as the Program Manager, the lead agency for software development for the Program, and will manage the delivery
of .Program elements. MTC intends to make available sufficient staff to provide program management services. Specifically, MTC intends to provide the following elements of the Program:
• Chair Executive Committee and TAC meetings • Consultant contract oversight • Program administration and management .• Program agreement development3
MEMORANDUM OF UNDERSTANDING INTERIM CENTER-TO-CENTER PROGRAM • Grant management • Coordinate the pursuit by all Parties of funding for future phases and on-going operations and maintenance
• System testing and acceptance • System operations, management; and maintenance • Exchange real-time transportation data and video • Cqordination with regional ITS programs and standards
B. Caltrans -Caltrans intends to provide the following elements ofthe Program: • Support MTC's grant management activities • Design/engineering review • Pursuit offunding for future
phases and on-going operations and maintenance • System operations, management, and maintenance • Construction management and inspection (when applicable) • Exchange real-time transportation
data and video • Coordination with regional ITS programs and standards C. The Cities of Pleasanton, Dublin, Livermore, San Jose, Campbell,. Santa Clara, Milpitas, Fremont, and Cupertino,
County of Santa Clara, Town of Los Gatos, Santa Clara Valley Transportation Authority, and City and County of San Francisco intend to provide the following elements ofthe Program: •
Ensure compliance with the objectives, requirements, and standards of their agencies • Design/engineering review • Pursuit of funding for future phases and on-going operations and maintenance
• System operations, management, and maintenance • Construction management and inspection (when applicable) • Exchange real-time transportation data and video • Coordination with regional
ITS programs and standards • Support MTC's grant management activities D. Additional Parties: As the Program matures and other agencies engage in the realtime management of transportation
corridors, it may be advantageous for those additional agencies to become party to this MOD. The Parties aclmowledge that, upon an amendment to this MOD, additional agencies may subsequently
join the Program and become signatory to this MOD. The TAC will develop an amendment to this MOD that identifies the anticipated roles and responsibilities of each new new party associated
with its participation, inCluding membership on the TAC and Executive Committee, and present the amendment to the Executive Committee. An amendment adding a new party shall be effective
once it is properly executed by the new party and approved by the Executive Committee on behalfof all the other Parties. 4
'r: -----_._---_.._-------------.---------IV. TERM This MOU shall be effective when it is fully executed by all of the participating Party . agencies, and will terminate on August 15,
2014, unless the Parties modify the term, in \Witing. IN WITNESS WHEREOF, the Parties have executed this MOU. METROPOLITAN TRANSPORTATION CALTRANS, DISTRICT 4 COMJ.VlISSION By STEVE
HEMINGER Executive Director APPROVED AS TO FORM: CYNTHIA SEGAL ...\ Associate Counsel ) By _ BUANSARTlPI District Director APPROVED AS TO FORM & PROCEDURE J----------Attorney COUNTY
OF SANTA CLARA VALLEY AUTHORITY TRANSPORTATION· By _ PETER KUTRAS, JR.. County Executive APPROVED AS TO FORM & LEGALITY LESLIEORTA Deputy County Counsel DATED _ By _ PETERM. CIPOLLA
General Manager APPROVED AS TO FORM: SUZANNE GIFFORD General Counsel N:\B&E\COUNCIL REPORTS\MTC.MOUATTACHMENT.81604.doc
MEMORANDUM OF UNDERSTANDING INTERIM CENTER-TO-CENTER PROGRAM CITY OF CAMPBELL CITY OF CUPERTINO By By BERNARD M. STROJNY DAVE KNAPP City Manager City Manager APPROVED AS TO FORM ATTEST:
WILLIAM SELIGMANN City Attorney KIMBERLEY SMITH City Clerk APPROVED AS TO FORM CHARLES KILIAN City Attorney CITY OF DUBLIN CITY OF FREMONT By By RICHARD AMBROSE JAN PERKINS City Manager
City Manager APPROVED AS TO FORM: APPROVED AS TO FORM: MICHAEL BARRETT ELIZABETH SILVER Senior Deputy City Attorney City Attorney 6
"\ MEMORANDUM OF UNDERSTANDING INTERIM CENTER-TO-CENTER PROGRAM CITY OF LIVERi\10RE CITY OF MILPITAS By By LINDA BARTON THOMAS J. WlLSON City Manager City Manager APPROVED AS TO FORM:
ATTEST: DAN SODERGREN City Attorney GAIL BLALOCK City Clerk .-------_.--APPROVED AS TO FORi\{ STEVENT. MATTAS City Attorney CITY OF PLEASANTON By -DEBORAH ACOSTA MCKEEHAN City Manager
APPROVED AS TO FORM: MICHAEL ROUSH City Attorney CITY AND COUNTY OF SAN FRANCISCO By _ NAME Title APPROVED AS TO FORM: NAME Title 7
MEMORANDUM OF UNDERSTANDING INTERIM CENTER-TO-CENTER PROGRAM CITY OF SAN JOSE CITY OF SANTA CLARA By By DEL BORGSDORF PATRICIA MAHAN City Manager Mayor APPROVED AS TO FORM: By JENNIFER
SPARACINO City Manager MOHAMMED HILL ATTEST: Deputy City Attorney JUDy BOCCIGNONE City Clerk APPROVED AS TO FORM & LEGALITY MICHAEL R. DOWNEY City Attorney TOWN OF LOS GATOS By _ DEBRA
A. FIGONE Town Manager APPROVED AS TO FORM: ORRYKORB Town Attorney 8
· -"--_.. ---"_...__.,---_.--" ----- MEMORANDUM OF UNDERSTANDING INTERIM CENTER-TO-CENTER PROGRAM Attachment 1 Policy for the Exchange
ofReal-Time Traffic Data and Real-Time Video 1 Background: The Parties to the San Francisco Bay Area Interim Center-to-Center Program ("Program"), and numerous other agencies in the
Bay Area, have invested significant federal, state and local resources in the construction, operation and maintenance of systems that monitor the real-time perfonnance of their transportation
systems. Timely, accurate and reliable data on system performance enables efficient operation and management of those systems, which includes informing travelers about current conditions
.and travel options. In order to assist each other in providing efficient system operations and traveler information, the Parties have entered into a Memorandum of Understanding for
the San Francisco Bay Area Interim Center-toCenter Program and implementation of the Interim Interim Center-to-Center System ("System"). The Program and System are anticipated to continue
for several years, until replaced by a statewide center..:to-center system. 2 Purpose: This Policy statement defines the intentions of the Parties regarding the exchange of real-time
traffic data and video, the process for implementing that exchange, the restrictions on the use of the data, and the intention of the Parties to cooperate in the ongoing management,
maintenance and operation ofthe System. 3 Interface Control Document: The Interface Control Document (leD) for the System will define the communication protocols and standards, data
dictionary, message sets and other parameters and constraints that enable instantaneous and accurate exchange of transportation data, video, commands, and other infonnation. Once the
rCD is adopted by the Executive Committee, the Parties agree to maintain compliance with . 4 Use of Data: The Parties agree to exchange real-time traffic data and video
for the purpose purpose of improving the performance, operations and management of the transportation system, including the provision of traveler information, subject to the following
conditions and restrictions. Any Party may cease to provide all or a portion ofits data if, at any time, it determines that the data is not being properly used for the intended purpose
or it is being used in violation of the Program conditions and restrictions. A. This MOU and Policy enable, but do not require, that any Party exchange information with any other Party.
The System will allow each Party to define the data that it will request from, and provide to, other Parties. B. Caltrans, CHP and TravInfo®, co-located in the Regional Transportation
Management Center, share real-time traffic information and video. Nothing in this MOD or Policy is intended in any way to restrict the ability of those three agencies to share infonnation
with each other. N:\B&E\COUNCIL REPORTS\MTC.MOUATTACHMENT.81604.doc
MEMORANDUM OF UNDERSTANDING INTERIM CENTER-TO-CENTER PROGRAM Data Exchange Policy C. Unless otherwise provided for in a separate agreement between the impacted Parties, the Parties will
not store any video imagery received from another Party as part ofthis Program. D. As the regional traveler information system for the Bay Area, TravInfo® provides the public with access
to timely and accurate information in a variety of ways, including telephone, Web sites, and data feeds to local agencies, news media, and other private firms. Real-time traffic data
provided to TravInfo® may be used, directly or indirectly, for the purpose of providing accurate and timely information to travelers. Travfufo® shall, at its sole discretion, detemrine
which data to use, fuse or discard, and is under no obligation to use or store any of the data it receives. E. Each Party is responsible for assuring the accuracy and timeliness of all
information used to manage and operate its transportation system and to infonn travelers. F. The The Parties are committed to respecting and protecting the privacyofall members of the
public. No infonnation about, or that is traceable to, any individual person will be collected, exchanged, stored, or manipulated. All activities will be implemented in a manner consistent
with Federal and California' laws governing an individual's right to privacy. G. 5 Operations and Maintenance: Each Party is responsible for the operations and maintenance of the hardware,
software and communications systems installed within its Transportation Management Center as part of the System. The Parties share the responsibility for the operation and maintenance
ofthe communication system for the System, and shall work together to ensure those responsibilities are properly executed. 6 Configuration Management: The System needs to maintain the
interfaces that are defuled in the rCD. The TAC is responsible for Configuration Management and shall establish policies and procedures as necessary to fulfill its responsibilities.
A. Except as provided below in Paragraph 6.B, the MOU and this Policy do not restrict any Party's ability to modify, upgrade or replace its system for traffic monitoring and control.
However, each Party agrees to maintain full and complete compliance with the rCD. B. Prior to any Party modifying any hardware, software, or communications system that is part of the
System, that Party shall review its proposed modification with the TAC. Whenever possible, the· Party that will be developing such a modiiication should inform all other Parties of the
modification effort and allow interested Parties to review and/or participate in the development of the design of the modification. 10