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PW Tamalpais Avenue Queue Cutter Project 2015; Amendment 1AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN AND ASSOCIATES, INC. FOR ADDITIONAL SERVICES IN CONNECTION WITH THE TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENTS PROJECT AND INCREASING THE COMPENSATION BY $90,000, FOR A TOTAL NOT -TO -EXCEED AMOUNT OF $254,260. This Amendment to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and KIMLEY-HORN AND ASSOCIATES, INC., a corporation (hereinafter "CONTRACTOR"), is made and entered into as of the 7 ?f/ day of I" 1,42c.r, , 2016. RECITALS WHEREAS, pursuant to City Council Resolution No. 14034, CONTRACTOR entered into a Professional Services Agreement with CITY dated November 16, 2015 to provide engineering services for the Tamalpais Avenue Queue Cutter Improvements project for an amount not -to -exceed $164,260 (the "Agreement"); and WHEREAS, CITY requires additional services from CONTRACTOR for integration of the Tamalpais Avenue Queue Cutter Improvements project with the Regional Transportation System Enhancements (RTSE) and Marin Emergency Radio Authority (MERG) Tower Retrofit projects and CONTRACTOR is willing to provide such services; AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Section 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby amended to include the "Scope of Work from CONTRACTOR attached hereto as Exhibit "A" and incorporated herein by reference. 2. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to increase the compensation payable to CONTRACTOR according to the "Fee Estimate" included in Exhibit "A" attached hereto, not -to -exceed $90,000, and to change the total agreement compensation to a not -to -exceed amount of $254,260. 3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties, as executed on November 16, 2015, shall remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL KIMLEY-HORN AND ASSOCIATES, INC. JIS HUTZ, Ci anager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTElN Cty AdoFne Y Name` 2 Kimley>Morn EXHIBIT A The following presents our proposal for additional professional services as part of the Tamalpais Avenue Queue Cutter Improvements Project. The Scope of Work and Fee Estimate is based on our understanding of the project and our team's experience in the deliverables from similar City projects. SCOPE OF WORK Task 1: Traffic Signal Controller and Communications System Design, Testing and Integration This task consists of services to include, but not be limited to, the following project elements: • Conduct Cabinet Builds and Testing; • Configure and Test Traffic Controllers; • Plan, coordinate, and set up a testbed; • Prepare design details for equipment installations; • Assistance with traffic simulation modeling; • Configure traffic signal equipment for the testbed; • Prepare test plans and scripts; • Coordinate with equipment suppliers on the set up and testing; • Conduct testing as part of the testbed; • Document testing results; • Prepare equipment for field installation once testing is completed; • Prepare documentation of the equipment configuration parameters; and • Prepare traffic signal and preemption timings. We will conduct cabinet builds and controller testing for the queue cutters and the intersection of Los Ranchitos Road and North San Pedro. For the cabinet builds, we will gather the cabinet equipment delivered by the traffic signal system manufacturer (Econolite) and install each item in their respective cabinets. Once all of the items are installed we will conduct a test of each cabinet to ensure that each item is working properly. As a separate effort, we will configure and test each of the traffic controllers for the queue cutters to be consistent with the operations outlined in the design. Once the cabinet builds and traffic controllers have been tested, we will install the traffic controllers in their assigned cabinets and conduct a seven day "burn in" test of the controller and cabinet assembly. Once the seven day test is complete, we will tag the cabinets and traffic controllers as ready to be installed in the field. We will develop a plan for the testing of the traffic signal and communications equipment. This includes the preparation of a testbed layout diagram which illustrates all of the equipment and connections, the specific equipment types, and all associated cables and connectors. The testbed layout will be configured to match the design of the communications system including all redundant connections. Part of this effort will be coordinating with the City's traffic signal system vendor Kimdey>>)Horn Page 2 (Econolite) assisting in the integration of the traffic signal controllers with the central signal system (Centracs). We will prepare design details for the installation of specific equipment types as necessary (e.g., radio antennas) for the MERA Tower Retrofit Project. This includes details for mountings on signal poles, mast arms or antenna towers. This also includes details for the radio equipment to be installed at City intersections to communicate with the backhaul radios to be installed on Dollar Hill. We will provide technical assistance to the City on the fine tuning of the City's existing VISSIM traffic model. This effort includes providing reviews of the model, assistance with questions on the model and technical support for the modifications and troubleshooting of the model. We have assumed based on direction from the City that this task will consist of up to 20 hours of KHA staff time. Should technical support be necessary beyond this number of hours, a separate proposal for the additional KHA staff hours will be required. We will prepare a test plan and associated test scripts that will allow the City to test the communications connections between the end equipment and the traffic signal controllers. The intent is to configure all of the field equipment to be ready for field installation, including the configuration parameters (i.e., IP addresses, VLANs, port assignments, etc.). Once the testbed is completed, we will document the specific equipment configuration parameters for the City's records and use during operations and maintenance of the system. We will prepare and program traffic signal and railroad preemption timings for two traffic controllers to be installed at the following locations that are adjacent to SMART crossings: • Los Ranchitos Road at North San Pedro Road; and • Civic Center Drive at McInnis Parkway. We will prepare and document the preemption calculations and work with the City to test the controllers with the preemption timings to the extent possible prior to installation in the field. Deliverables: • Testbed setup and configuration • Test plans and scripts • Test results • Design details for equipment installation • Equipment configuration documentation • Traffic controller signal and preemption timings including preemption calculations Task 2: Assistance with Field Deployment and Acceptance Testing This task consists of services to include, but not be limited to, the following project elements: Kimley>>)Horn Page 3 • Answer RFIs related to the City -supplied equipment prior to and during field installation; • Assist the City and contractor in the field during the installation of the equipment; • Coordinate with the contractor during acceptance testing; • Document acceptance testing results; • Field fine tune traffic signal and preemption timings; and • Review up to five (5) CCOs. The five (5) CCOs listed above are in addition to the two (2) CCO reviews previously included with the original Tamalpais Avenue Queue Cutter Improvements Scope of Work. We will coordinate with the contractor during the field installation of the equipment providing assistance and oversight. Our role will include documenting that the correct equipment is installed at the correct locations, and that the connections are made per the plans and specifications for both the Regional Transportation System Enhancements (RTSE) and Tamalpais Avenue Queue Cutter Improvements projects. Once we have documented that the field equipment is installed at the correct locations, we will conduct testing of the equipment similar to the testing conducted on the testbed. We will document the test results to assist the City in the verification of the acceptance testing. We will assist Econolite and City IT to bring on-line all of the traffic signal controllers installed in the field as part of the RTSE and Tamalpais Queue Cutter projects. We will provide field implementation assistance during the installation of the traffic signal controllers at the following two locations: • Los Ranchitos Road at North San Pedro Road; and • Civic Center Drive at McInnis Parkway. The traffic controllers will be programed under Task 1. Our effort includes the fine tuning of the preemption operations in the field coordinating closely with the City and SMART. Deliverables: • Acceptance testing results • Final signal timing sheets including preemption settings Task 3: Agency Coordination During the field installation of the equipment, we anticipate that we will coordinate with the following agencies providing assistance and oversight: • California Public Utilities Commission (CPUC) • SMART • MERA 1300 Clay Street, Suite 325, Oakland, CA 94612 Kimlep Horn • City Public Works • City IT Page 4 This coordination includes, but is not limited to, addressing any issues that relate to the communications and operations of the traffic signal controllers, including preemption notifications and events, preemption calls initiated over the communication lines (peer-to-peer), remote management of the traffic signal operations over the communications system, troubleshooting, and general equipment configuration and operations. Deliverables: • Documentation of decisions (as necessary) FEE ESTIMATE Our estimated fee to perform the services described above is $90,000. The table below summarizes the costs per task which includes all administrative costs and direct expenses. System Testing and Integration Field Deployment Assistance and Acceptance Testing 3 Agency Coordination I $6,500 Direct Expenses I $900 TOTAL: I $90,000 1300 Clay Street, Suite 325, Oakland, CA 94612 Kimley >)Horn EXHIBIT A The following presents our proposal for additional professional services as part of the Tamalpais Avenue Queue Cutter Improvements Project. The Scope of Work and Fee Estimate is based on our understanding of the project and our team's experience in the deliverables from similar City projects. SCOPE OF WORK Task 1: Traffic Signal Controller and Communications System Design, Testing and Integration This task consists of services to include, but not be limited to, the following project elements: • Conduct Cabinet Builds and Testing; • Configure and Test Traffic Controllers; • Plan, coordinate, and set up a testbed; • Prepare design details for equipment installations; • Assistance with traffic simulation modeling; • Configure traffic signal equipment for the testbed; • Prepare test plans and scripts; • Coordinate with equipment suppliers on the set up and testing; • Conduct testing as part of the testbed; • Document testing results; • Prepare equipment for field installation once testing is completed; • Prepare documentation of the equipment configuration parameters; and • Prepare traffic signal and preemption timings. We will conduct cabinet builds and controller testing for the queue cutters and the intersection of Los Ranchitos Road and North San Pedro. For the cabinet builds, we will gather the cabinet equipment delivered by the traffic signal system manufacturer (Econolite) and install each item in their respective cabinets. Once all of the items are installed we will conduct a test of each cabinet to ensure that each item is working properly. As a separate effort, we will configure and test each of the traffic controllers for the queue cutters to be consistent with the operations outlined in the design. Once the cabinet builds and traffic controllers have been tested, we will install the traffic controllers in their assigned cabinets and conduct a seven day "burn in" test of the controller and cabinet assembly. Once the seven day test is complete, we will tag the cabinets and traffic controllers as ready to be installed in the field. We will develop a plan for the testing of the traffic signal and communications equipment. This includes the preparation of a testbed layout diagram which illustrates all of the equipment and connections, the specific equipment types, and all associated cables and connectors. The testbed layout will be configured to match the design of the communications system including all redundant connections. Part of this effort will be coordinating with the City's traffic signal system vendor Kimley >> Horn Page 2 (Econolite) assisting in the integration of the traffic signal controllers with the central signal system (Centracs). We will prepare design details for the installation of specific equipment types as necessary (e.g., radio antennas) for the MERA Tower Retrofit Project. This includes details for mountings on signal poles, mast arms or antenna towers. This also includes details for the radio equipment to be installed at City intersections to communicate with the backhaul radios to be installed on Dollar Hill. We will provide technical assistance to the City on the fine tuning of the City's existing VISSIM traffic model. This effort includes providing reviews of the model, assistance with questions on the model and technical support for the modifications and troubleshooting of the model. We have assumed based on direction from the City that this task will consist of up to 20 hours of KHA staff time. Should technical support be necessary beyond this number of hours, a separate proposal for the additional KHA staff hours will be required. We will prepare a test plan and associated test scripts that will allow the City to test the communications connections between the end equipment and the traffic signal controllers. The intent is to configure all of the field equipment to be ready for field installation, including the configuration parameters (i.e., IP addresses, VLANs, port assignments, etc.). Once the testbed is completed, we will document the specific equipment configuration parameters for the City's records and use during operations and maintenance of the system. We will prepare and program traffic signal and railroad preemption timings for two traffic controllers to be installed at the following locations that are adjacent to SMART crossings: • Los Ranchitos Road at North San Pedro Road; and • Civic Center Drive at McInnis Parkway. We will prepare and document the preemption calculations and work with the City to test the controllers with the preemption timings to the extent possible prior to installation in the field. Deliverables: • Testbed setup and configuration • Test plans and scripts • Test results • Design details for equipment installation • Equipment configuration documentation • Traffic controller signal and preemption timings including preemption calculations Task 2: Assistance with Field Deployment and Acceptance Testing This task consists of services to include, but not be limited to, the following project elements: Kimley >> Horn Page 3 • Answer RFIs related to the City -supplied equipment prior to and during field installation; • Assist the City and contractor in the field during the installation of the equipment; • Coordinate with the contractor during acceptance testing; • Document acceptance testing results; • Field fine tune traffic signal and preemption timings; and • Review up to five (5) CCOs. The five (5) CCOs listed above are in addition to the two (2) CCO reviews previously included with the original Tamalpais Avenue Queue Cutter Improvements Scope of Work. We will coordinate with the contractor during the field installation of the equipment providing assistance and oversight. Our role will include documenting that the correct equipment is installed at the correct locations, and that the connections are made per the plans and specifications for both the Regional Transportation System Enhancements (RTSE) and Tamalpais Avenue Queue Cutter Improvements projects. Once we have documented that the field equipment is installed at the correct locations, we will conduct testing of the equipment similar to the testing conducted on the testbed. We will document the test results to assist the City in the verification of the acceptance testing. We will assist Econolite and City IT to bring on-line all of the traffic signal controllers installed in the field as part of the RTSE and Tamalpais Queue Cutter projects. We will provide field implementation assistance during the installation of the traffic signal controllers at the following two locations: • Los Ranchitos Road at North San Pedro Road; and • Civic Center Drive at McInnis Parkway. The traffic controllers will be programed under Task 1. Our effort includes the fine tuning of the preemption operations in the field coordinating closely with the City and SMART. Deliverables: • Acceptance testing results • Final signal timing sheets including preemption settings Task 3: Agency Coordination During the field installation of the equipment, we anticipate that we will coordinate with the following agencies providing assistance and oversight: • California Public Utilities Commission (CPUC) • SMART • MERA Kimley >> Horn Page 4 • City Public Works • City IT This coordination includes, but is not limited to, addressing any issues that relate to the communications and operations of the traffic signal controllers, including preemption notifications and events, preemption calls initiated over the communication lines (peer-to-peer), remote management of the traffic signal operations over the communications system, troubleshooting, and general equipment configuration and operations. Deliverables: • Documentation of decisions (as necessary) FEE ESTIMATE Our estimated fee to perform the services described above is $90,000. The table below summarizes the costs per task which includes all administrative costs and direct expenses. Field Deployment Assistance and Acceptance Testing 3 Agency Coordination $6,500 Direct Expenses $900 TOTAL: $90,000 I im"a -ho T• . • om 1300 Clay Street, Suit 325 Oakland, C 9461' K"5,1= 25 •712 PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department ate 1 City Attorney Review, revise, and comment on draftI/b agreement. -vlo 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval N � A(o necessary (as defined by City Attorney/Cit Ordinance*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and endorsements. �( 5 City Manager / Mayor / or Agreement executed by Council authorized Department Head official. 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. To be completed by Contracting Department: Project Manager: dt LO-/k=i- �Ouilcl Project Name: 6h Lf -,L LC- ('CCttT�r— X/���1�y Agendized for City Council Meeting of (if necessary): If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis.