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
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