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HomeMy WebLinkAboutItem 2k: Agreement with Transcore Inc. for Design Services for Intelligent Transportration System Arterial Development Project �4O FOA, C. 7 �°ait of Iv STAFF REPORT Development Services Department DATE: April 5, 2011 TO: Mayor and City Council FROM: fv 'Jason Kruckeberg, Assistant City Manager /Development Services Director ckli Philip A. Wray, Deputy Director of Development Services /City Engineer By: Kevin L. Merrill, Assistant Engineer- SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH TRANSCORE INC. FOR DESIGN SERVICES FOR THE INTELLIGENT TRANSPORTATION SYSTEM (ITS) ARTERIAL DEVELOPMENT PROJECT IN THE AMOUNT OF $497,577, INCLUDE A 10% CONTINGENCY AND APPROPRIATE ADDITIONAL PROPOSITION C FUNDING IN THE AMOUNT OF $240,000 Recommendation: Approve SUMMARY In 2004, the City of Arcadia completed its Intelligent Transportation System (ITS) Master Plan that lays out a short and long -range traffic management program. The Master Plan is intended to guide the development of a traffic control system (TCS) that connects traffic signals, CCTV cameras, Vehicle detection systems, traffic monitoring stations, changeable message signs and other traffic control devices to a central control center at City Hall to create a communication system that manages traffic flow and congestion. In 2006, the City of Arcadia began implementation of Phase 1 of the ITS Master Plan utilizing a Federal Highway Administration (FHWA) ITS integration grant. The City purchased the TransSuite software program from TransCore and implemented the communication system. The initial work, phase 1 of the master plan, established a Traffic Management Center (TMC) at City Hall and connected 34 of the City's 71 traffic signals and five (5) CCTV cameras to the system. In 2008, the City received a grant from Los Angeles County Metropolitan Transportation Authority (Metro) through the Call- for - projects competitive grant process for phase 2 of the master plan. This work proposes to expand the system by connecting more traffic signals, adding CCTV cameras and vehicle detection stations and implementing a Traveler Information System for the City's website. Staff Report April 5, 2010 Page 2 The City recently issued a formal request for proposals to four (4) qualified traffic systems engineering firms and received three (3) proposals to provide professional services. After extensive review of the proposals, interviews and checking references, staff has selected TransCore Inc. to provide the services in the amount of $497,577. Staff recommends approval of a Professional Services Agreement with TransCore Inc. This project is budgeted over three fiscal years with $312,000 in this first year. Staff recommends an additional appropriation of $240,000 for this year's budget from the overall project budget to cover this expenditure. BACKGROUND In 2004, the City of Arcadia hired a consultant to prepare its ITS Master Plan to layout a short and long -range traffic management program. The Master Plan includes the development of a TCS that connects traffic signals, CCTV cameras, Vehicle detection systems, traffic monitoring stations and changeable message signs to a central communication center at City Hall through a network of fiber optic cable and wireless microwave systems. The Master Plan was prepared in coordination with the Los Angeles County Department of Public Works that included integration with the San Gabriel Valley Information Exchange Network (SGV IEN) to be able to share information with other agencies. In 2006, the City of Arcadia began implementation of Phase 1 of the ITS Master Plan utilizing a FHWA ITS integration grant. The City purchased the TransSuite software program from TransCore and hired TransCore to implement the communication system which established the Traffic Management Center (TMC) at City Hall and connected 34 of the City's 71 traffic signals and five (5) CCTV cameras to the system. In addition, the City's TCS was linked to the SGV IEN. Since the TCS has been operational, staff has noticed an increase in effectiveness for the following tasks: • Performing routine traffic signal maintenance checks through the TCS computer workstation that would normally require on -site inspection, • Changing signal timing and or adding timing programs through the TCS computer workstation rather than adjusting the intersection computer manually. As an example, this was used effectively by adding special timing programs to traffic signals around the mall for the weekends during the holidays, and is currently being used to test special timing programs for traffic signals around the high school. • Observing and monitoring traffic conditions at various locations through the cameras rather than making site visits, Staff Report April 5, 2010 Page 3 • Adjusting video loop detectors through the TCS workstation in lieu of connecting a laptop computer to the controller at the site, • Observing and monitoring traffic signal functions to proactively seek out and respond to signal malfunctions, including reacting to system alerts of problems based on programmed standard thresholds • In the event of a complaint of a traffic signal on the system, the signal is first investigated through the TCS to detect the problem and either fix it through the system or request service by the City's maintenance personnel, • Shortening the traffic signal down time for controller change -outs by simplifying the ability to reprogram the new controller. Currently, the TCS is managed and operated by one City staff engineer logging approximately one to two hours each day to monitor and observe traffic conditions during peak morning and /or afternoon periods. The City of Arcadia is prepared to expand its TCS to bring more traffic signals, cameras and other traffic monitoring devices on -line for more comprehensive management and to implement a new advanced traveler information system (ATIS) to provide information to the public. In 2008, the City applied for and received a grant from Metro through the call- for - projects competitive grant process for a majority of the elements in phase 2 of the master plan. The total project cost is estimated at $2,687,000. The total grant amount is $1,976,000, representing a 73.5% share of the total estimate. The City's local match of $711,000, representing 26.5% of the total, will come from Proposition C funding. The final grant amount and the City's match will be based on the percentages of the final cost. DISCUSSION This project is intended to fund a majority of Phase 2 of the ITS Master Plan. The project scope, as currently approved by Metro, is as follows: • construct several miles of conduit and install fiber optic cable, • install CCTV cameras at key intersections • Install vehicle detection stations (VDS) along main arterial streets, • implement an advanced traveler information system (ATIS) that will provide travel information to the public on the City's website • provide computer hardware and traffic control devices necessary to expand the system, and • Install a second video screen monitor for public viewing The Metro grant will cover the design and construction of the above elements. The Metro share is 73.5% of the total project cost up to the total estimate of $2,687,000. Staff Report April 5, 2010 Page 4 In December of 2010, staff prepared a formal request- for - proposals to provide traffic systems engineering services. The requested services are for the system design, preparation of plans, specifications and estimates, integration of the new traffic control devices onto the existing system and creation of the new ATIS which will be displayed on the City's website. The request was sent to four qualified firms and In February 2011, the following three firms submitted proposals: Company Amount TransCore Inc. $497,577 Kimley -Horn and Associates, Inc. $483,851 Advantec Consulting Engineers $501,174 Staff organized a team from the Development Services Department to review the proposals and conduct interviews. After extensive proposal review, interviews and reference checking, staff has selected TransCore Inc. to provide the services. TransCore presented a clear and concise proposal that was well organized and best followed the tasks as outlined in the RFP with detailed explanations of their proposed work and deliverables. It is anticipated that these services will take 14 months to complete. ENVIRONMENTAL IMPACT This project is categorically exempt per section 15301(c) of the California Environmental Quality Act. FISCAL IMPACT The overall project cost is $2,687,000 and is budgeted over three years, in the FY 2010/11, 11/12 and 12/13 Capital Improvement Programs, as per the guidelines of the Memorandum of Understanding with Metro. This year's budget is $312,000 and was intended to cover the design costs. The requested services are not only for design, but also for integrating the elements into the system once installed and for installing and implementing the ATIS software. It is important that these services all be provided by the design engineer for consistency purposes. Staff recommends an additional appropriation of $240,000 from Proposition C funding. The additional appropriation will move funding from next year's budget and the total project budget will not change. Staff Report April 5, 2010 Page 5 RECOMMENDATION It is recommended that the City Council authorize the City Manager to enter into a Professional Services Agreement with TransCore Inc. to provide design services for the Intelligent Transportation System (ITS) Arterial Development Project in the amount of $497,577, include a 10% contingency and appropriate additional Proposition C funds in the amount of $240,000. Approved by: Diems- - f�'' Donald Penman, City Manager JK:PAW:KM:pa