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°°n'`yaIv STAFF REPORT
Development Services Department
DATE: December 6, 2011
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director -
Philip A. Wray, Deputy Director of Development Services/City Engineer pA
By: Kevin L. Merrill, P.E., Assistant Engineer
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL
SERVICES AGREEMENT WITH ITERIS INC. FOR TRAVEL-TIME,
VEHICLE DETECTION STATIONS (VDS) DESIGN SERVICES IN
CONJUNCTION WITH INTELLIGENT TRANSPORTATION SYSTEM
PHASE 2 INTEGRATION IN THE AMOUNT OF $97,550 AND INCLUDE
A 10% CONTINGENCY
Recommendation: Approve
SUMMARY
In 2004, the City of Arcadia completed its Intelligent Transportation System (ITS) Master
Plan, which provided a short and long-range traffic management program integrating
the latest proven technology. The Master Plan includes development of the City's
Traffic Control System (TCS), fiber optic communications network, CCTV cameras,
vehicle detection cameras, and data collection devices.
Approximately four years ago the City of Arcadia began implementation of Phase 1 of
the Master Plan utilizing a Federal Highway Administration (FHWA) ITS integration
grant. Phase 1 was completed in 2008. During the installation of Phase 1, the City
applied for and received a grant from Metro in their 2007 Call for Projects for Phase 2.
Phase 2 has been divided into two sub-phases to better manage the work. Phase 2A
work is already underway and Phase 2B work is proposed in this Professional Services
Agreement. Staff recently issued a formal request for proposals for the Phase 2B work
to provide a traffic information system using vehicle detection stations to collect data
throughout the City. Requests were sent to three qualified traffic/system engineering
consultants to provide professional services and three proposals were received. After
extensive review of the proposals, staff has selected Iteris Inc. to provide these services
in the amount of $97,550. Staff recommends approval of a Professional Services
Agreement with Iteris Inc.
Staff Report
Professional Services Agreement— Iteris Inc.
December 6, 2011
Page 2
BACKGROUND
In 2004 the City of Arcadia completed its ITS Master Plan to develop a short and long
range traffic management program. The ITS program is intended to manage traffic flow
through the efficient use of traffic signals and other technology. The program utilizes a
communication network of fiber optics lines and microwave links to connect
the City's traffic signals to a central location at City Hall where traffic can be managed
through a central traffic control system. The plan also includes CCTV cameras for 360
degree intersection viewing, video detection (fixed) cameras for viewing intersection
approaches and data collection devices to collect vehicle data like speeds, volumes and
travel times.
The benefits of the City's ITS program are to:
• Coordinate and synchronize signal timing from a central location
• Change or modify signal timing immediately
• Observe traffic patterns through the cameras and make adjustments accordingly
• Proactively seek out problems through the system's alerts and alarms
• Minimize repair time by trouble shooting problems from a central location
The implementation of the Master Plan was divided into several phases as follows:
PHASE SCOPE STATUS
1 4.5 Miles of Fiber Optics Network Complete
34 Traffic Signals Connected to System
5 CCTV Cameras
Traffic Control System Software/Servers
2 Computer Work Stations
Video Screen
2A 4.5 Miles of Fiber Optics Network In
16 Traffic Signals Connected to System Progress
12 CCTV Cameras
Second Video Screen
2B 15 Data Collection Devices Pending
Implementation of a Travel Time Program Contract
Software/Server
Phase 1 was funded by a Federal ITS Grant with a 50% local match requirement and
was implemented in 2006 and completed in 2008. Phase 2 is funded with a Metro Call
for Projects grant with a 26.5% local match requirement. A Professional Services
Agreement with TransCore was just recently approved for Phase 2A and the work is in
progress. Phase 2B is proposed in this action.
Staff Report
Professional Services Agreement— Iteris Inc.
December 6, 2011
Page 3
DISCUSSION
Phase 2B is to implement a traffic information system to provide the City with
information on traffic and travel characteristics. This portion of the work is to design and
install a network of devices strategically placed City-wide to collect and transmit data to
a central location for processing. The benefits of a traffic information system are:
• To obtain travel times and average speeds along City streets between various
origins and destinations
• To determine the extent of commuter "pass-through" traffic and the preferred
traffic patterns
• To utilize the data to measure traffic fluctuations on various corridors at various
intervals like daily, seasonal, annual, etc.
• To monitor travel times during traffic incidents and special events to improve
traffic movement
• To utilize the data to measure the effects of making signal timing changes to
ultimately improve traffic flow
The City issued a formal request for proposals in September 2011. In October 2011,
three highly qualified firms submitted proposals. The three proposals are as follows:
CONSULTANT TECHNOLOGY AMOUNT
Iteris Inc. AWAM $97,550
Sensys Networks Sensys $242,453
TransCore TrafficCast $248,260
Each consultant proposed a different technology. Because this technology is relatively
new, the types of devices and installation methods vary significantly from one
manufacturer to another. This variation was reflected in the proposal scopes and
prices.
Staff organized a review team from the Development Services Department, Engineering
Division. After extensive review of the proposals, staff has selected Iteris Inc. to provide
the services in the amount of$97,550. Staff determined that the Iteris device is equal in
quality and provides the same results as the other proposals. It is anticipated that this
project will take approximately 30 calendar days to complete.
ENVIRONMENTAL IMPACT
This project is categorically exempt per section 15301(c) of the California Environmental
Quality Act.
Staff Report
Professional Services Agreement— Iteris Inc.
December 6, 2011
Page 4
FISCAL IMPACT
The project was budgeted in the FY 2010/11 and FY 2011/12 Capital Improvement
Program with $981,000 from the Metro grant and $351,000 in Proposition C funds for a
total budget of $1,332,000. The City has previously entered into a contract with
TransCore for Phase 2A and there are sufficient funds available to cover these goods
and services for Phase 2B.
RECOMMENDATION
Authorize the City Manager to enter into a Professional Services Agreement with Iteris
Inc. for Travel-Time, Vehicle Detection Stations (VDS) design services in conjunction
with Intelligent Transportation System (ITS) Phase 2 Integration in the amount of
$97,550 and include a 10% contingency.
Approved by: `�'
Donald Penman, City Manager
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