HomeMy WebLinkAboutPW Tamalpais Avenue Queue Cutter ProjectCITY of Agenda Item No: 5.c
Meeting Date: March 7, 2016
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Dean Allison, City Manager Approval:
Director of Public Works
File No.: 18.01.81
TOPIC: TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENT PROJECT.
SUBJECT: ADOPTION OF RESOLUTIONS RELATED TO THE TAMALPAIS AVENUE
QUEUE CUTTER IMPROVEMENT PROJECT, CITY PROJECT NO. 11272:
1. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AWARDING A CONSTRUCTION CONTRACT FOR THE TAMALPAIS AVENUE
QUEUE CUTTER IMPROVEMENT PROJECT TO GHILOTTI BROS., INC., IN THE
AMOUNT OF $1,247,146, AND APPROPRIATING AN ADDITIONAL $273,000 OF
TRAFFIC MITIGATION FUNDS
2. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT FOR A PROPOSAL FROM PARK ENGINEERING FOR INSPECTION
SERVICES ASSOCIATED WITH THE TAMALPAIS AVENUE QUEUE CUTTER
IMPROVEMENT PROJECT, IN THE AMOUNT OF $56,000
3. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN AND
ASSOCIATES, INC. FOR ADDITIONAL SERVICES IN CONNECTION WITH THE
TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENT PROJECT AND TO
INCREASE THE COMPENSATION BY $90,000, FOR A TOTAL NOT -TO -EXCEED
AMOUNT OF $254,260
RECOMMENDATION: Adopt three resolutions in connection with the Tamalpais Avenue Queue
Cutter Improvement Project.
BACKGROUND: Sonoma -Marin Area Rail Transit (SMART) will begin commuter rail operations
between Santa Rosa and downtown San Rafael in late 2016. The initial phase will terminate at a new
SMART station between Third and Fourth Streets. The initial phase will include at -grade crossings in
FOR CITY CLERK ONLY
File No.: 4-1-679 / 4-3-613 / 4-3-604
Council Meeting: 03/07/2016
Disposition: Resolutions 14081, 14082, 14083
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 2
downtown San Rafael at Mission Avenue, Fifth Avenue and Fourth Street. Because each of the at -grade
crossings in downtown is in close proximity to a traffic signal, it is possible that traffic queued up at the
traffic signal could back up onto the rail line. To reduce the possibility of traffic backing up onto the rail
line, Queue Cutter traffic signals will be constructed at each of the three crossings.
As part of the project design, a multi -modal study was prepared to assure that all modes of travel are
considered. The study addressed accessibility issues, bicycle travel, and pedestrian and vehicle concerns
within the project area. Based on that study the project includes the construction of eleven curb ramps,
storm drain improvements at the intersection of Tamalpais Avenue and Fifth Avenue, and the widening of
the sidewalk on the south side of Fourth Street between Hetherton Street and Tamalpais Avenue.
ANALYSIS:
In addition to the actual construction contract, limitations on staff resources will require staff to obtain
outside contractors to perform certain services needed for completion of the Queue Cutter project.
Therefore, staff is recommending that the Council approve three separate agreements, as set forth below.
1. Resolution re Award of Construction Contract
The project was advertised in accordance with San Rafael's Municipal Code on January 21, 2016, and on
February 18, 2016 at 10:00 AM the following bids were received and read aloud:
BIDDER AMOUNT
Ghilotti Brothers, Inc. $1,247,146.
Ghilotti Construction Company $1,299,936.
Tennyson Electric, Inc. $1,423,820.*
*The bid from Tennyson Electric contained an arithmetic error which
added $40,500 to the original bid of $1,383,320.
The engineer's construction cost estimate is $1,450,000. The construction bids have been reviewed by
Public Works staff and found to be responsive and the contractor responsible. The low bid is from
Ghilotti Brothers, Inc. ($1,247,146).
The proposed resolution would award the contract for the project to Ghilotti Brothers, Inc. The resolution
would also approve the appropriation of additional needed funds in the amount of $273,000 from the
Traffic Mitigation Fund.
2. Resolution re Agreement with Park Enaineerins for Inspection Services
Managing construction throughout the duration of the Queue Cutter project will require inspection
services to review contractor work and manage coordination between SMART and other downtown
construction projects near the railroad tracks. At this time, Public Works does not have the staff resources
to dedicate field inspectors to this project.
On January 22, 2016, Public Works solicited Statements of Qualifications, including billing rate
schedules, for inspection services. Five statements from qualified firms were received on February 5,
2016. All were evaluated by City staff based on criteria specified in the Request for Qualifications
including, but not limited to, understanding of the work to be done, previous experience with similar
projects, qualified personnel, and familiarity with City standards and the local area. Staff recommends
Park Engineering as the most qualified consultant for this project.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 3
As Park Engineering is currently providing inspection services for the Regional Transportation System
Enhancements ("RTSE") project, of which the Queue Cutter project was originally a part, they are
uniquely positioned to provide the most efficient inspection services and streamline communication
between the construction contractors, SMART, and City staff.
Park Engineering has submitted a proposal to perform the inspection services in an amount not to
exceed $56,000; and staff has reviewed the proposal and has found it to be complete and within
industry standards. The proposal is within the original estimated inspection budget of $100,000. The
Council should note that as part of the construction, material testing is required. This work is performed
by an on-call specialty firm who has the expertise and equipment necessary to perform concrete tests,
asphalt gradation, compaction testing and other tests that are needed to certify that the material installed is
compliant with the specifications for the project. Staff recommends allocating $10,000 for this task from
the inspection funds as well.
The recommended Resolution would authorize the City Manager to execute a professional services
agreement with Park Engineering for the required inspection services, in an amount not to exceed
$56,000.
3. Resolution re Apareement with Kimlev-Horn for Enaineerin2 Dunne Construction
A significant amount of engineering services will be required during construction and the initial stages of
operation to assure that the improvements are properly integrated with the City's RTSE project and Marin
Emergency Radio Authority ("MERA") Tower Retrofit project, as well as the improvements constructed
by SMART. It is essential that all the systems work seamlessly together. In order to ensure this, staff
recommends authorizing additional services with Kimley-Horn and Associates to include setting up and
shop testing all communication components of the RTSE, Queue Cutter, and MERA Tower projects.
Doing so will verify functionality and will allow for troubleshooting with the installation contractor and
coordination with MERA, City's Information Technology Department, product vendors, the California
Public Utilities Commission ("CPUC"), and SMART staff.
The proposed resolution would authorize the City Manager to execute an amendment to the existing
professional services agreement with Kimley-Horn and Associates to include the additional services, in an
additional amount not to exceed $90,000, bringing the total contract amount to $254,260.
PUBLIC OUTREACH:
Public Works staff has attended various meetings to inform the public about the RTSE and Queue Cutter
projects, reviewed the potential impacts on traffic during construction, and provided updates on SMART -
related construction activity in the downtown area. Meetings attended include:
■ City Council meeting presentation on January 20, 2015 as part of SMART update;
■ Federation of San Rafael Neighborhoods/North San Rafael Coalition of Residents meeting on
June 24, 2015;
■ Bicycle and Pedestrian Advisory Committee (BPAC) on July 1, 2015;
■ Economic Vitality Committee meeting on July 14, 2015; and
■ Citizens Advisory Committee (CAC) meeting on August 6, 2015;
■ Americans with Disabilities (ADA) Access Advisory Committee meeting on December 2, 2015;
■ City Council meeting presentation on January 19, 2016 as part of SMART update; and
■ City Council meeting presentation on February 16, 2016 as part of signal pole procurement.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
FISCAL IMPACT:
This project is supported by Traffic Mitigation Funds, Fund No. 246. The project is identified and
conforms to Policy C-6 of the City's General Plan 2020, which identifies Major Planned Circulation
Improvement projects for the City of San Rafael as shown in Exhibit 21 of that document. The following
summarizes the budget for the referenced project:
Funding Source
Funding Source Amount Note(s)
Traffic Mitigation Funds, #246 $1,591,000 Funds previously appropriated
Traffic Mitigation Funds, #246 $273,000 New appropriation
Total Available Funds $1,864,000
Exuenses
Category -Eden Expense Code Amount Note(s)
Expenses
Kimley-Horn and Associates, Inc. — previously
Design -01 $164,260 authorized
Kimley-Horn and Associates, Inc. —
Design -01 $90,000 amendment for project integration
Supplies and Services -07 $889 Document reproduction
Construction -02 $63,705 Procurement of traffic signal poles
Construction contract amount (Ghilotti
Construction -02 $1,247,146 Brothers, Inc.)
Category -Eden Expense Code
Amount
Note(s)
Expenses — Continued
Construction contingency (approximately
Construction -02
$206,999
16%)
Estimated PG&E engineering and construction
Construction -02
$25,000
fees for electrical services
Construction Inspection Services (Park
Construction -02
$56,000
Engineering, Inc.)
Estimated miscellaneous construction services
Construction -02
$10,000
(i.e., materials testing, etc.)
Total Expenses
$1,864,000
OPTIONS:
1. Adopt all three resolutions as presented;
2. The Council may decline to approve one or more of the three contracts identified above.
Depending on the type of contract in question, City staff will solicit additional proposals for
inspection and/or design integration services or rebid the construction contract. If this option is
chosen, soliciting new proposals or rebidding the project will delay construction and integration
of the RTSE, Queue Cutter, and MERA Tower projects by approximately two months, and may
result in increased traffic downtown near the SMART station should SMART begin dynamic
testing of the train before the City can install, test, and integrate the aforementioned projects.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 5
3. The Council may decline to approve any of the three contracts identified above. This option will
result in the loss of rail coordination capabilities and may result in additional traffic impacts to the
downtown area once SMART service begins.
ACTION REQUIRED:
Staff recommends that the City Council:
1. Approve the resolution awarding the construction contract to Ghilotti Brothers, Inc. in the amount
of $1,247,146 and appropriating additional funds of $273,000 from the Traffic Mitigation Fund;
2. Approve the resolution authorizing the City Manager to execute a professional services
agreement with Park Engineering for inspection services in an amount not to exceed $56,000;
3. Approve the resolution authorizing the City Manager to execute an amendment to the
professional services agreement with Kimley-Horn and Associates for engineering services
during construction, increasing the total contract amount by a sum not to exceed $90,000.
ATTACHMENTS:
1. Resolution awarding construction contract to Ghilotti Brothers, Inc.;
2. Resolution authorizing the City Manager to execute a professional services agreement with Park
Engineering for inspection services;
3. Resolution authorizing the City Manager to execute an amendment to the professional services
agreement with Kimley-Horn and Associates for engineering services.
RESOLUTION NO. 14083
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO
THE PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN AND
ASSOCIATES, INC. FOR ADDITIONAL SERVICES IN CONNECTION WITH
THE TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENT PROJECT
AND TO INCREASE THE COMPENSATION BY $90,000, FOR A TOTAL NOT -
TO -EXCEED AMOUNT OF $254,260
WHEREAS, the City Council adopted Resolution number 14034 on November 16,
2015 authorizing the City Manager to enter into a Professional Services Agreement with
Kimley-Horn and Associates, Inc. to provide engineering services in connection with the
Tamalpais Avenue Queue Cutter Improvement Project, City Project No. 11272, in an amount
not to exceed $164,260 (the "Agreement"); and
WHEREAS, additional professional engineering services are needed for integration of
the Tamalpais Avenue Queue Cutter Improvement Project with the Regional Transportation
System Enhancements ("RTSE") and Marin Emergency Radio Authority ("MERA") Tower
Retrofit projects; and
WHEREAS, staff received a proposal from Kimley-Horn and Associates, Inc., attached
hereto as Exhibit A and incorporated herein by reference, for the required additional engineering
services in an amount not -to -exceed $90,000; and
WHEREAS, staff has reviewed the proposal and found it to be complete and within
industry standards.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby
authorizes the City Manager to execute an amendment to the existing Professional
Services Agreement with Kimley-Horn and Associates, Inc. for the additional work
described in Exhibit "A", subject to final approval as to form by the City Attorney, in an
additional amount not to exceed $90,000, for a total contract cost not to exceed $254,260.
BE IT FURTHER RESOLVED that the Director of Public Works is hereby
authorized to take any and all such actions and make changes as may be necessary to
accomplish the purpose of this resolution.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday, the 7th day of March, 2016 by the following vote, to
wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER C. BEIRNE, City Clerk
File No.: 18.01.81
AMENDMENT 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
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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.
9�
C9CIFORN��
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) --> CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item #
Date of Meeting: 3/7/2016
From: Dean Allison
Department: Public Works
Date: 2/16/2016
Topic: AWARD THE CONSTRUCTION CONTRACT, INCREASE THE PROJECT
BUDGET, INSPECTION SERVICES CONTRACT, AND EXECUTE AN AMENDMENT TO A
PROFESSIONAL SERVICES AGREEMENT FOR THE TAMALPAIS AVENUE QUEUE CUTTER
IMPROVEMENTS PROJECT.
Subject: RESOLUTIONS OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL: 1)
AWARDING A CONSTRUCTION CONTRACT TO GHILOTTI BROTHERS, INC., iN THE
AMOUNT OF $1,247,146; 2) APPROPRIATING AN ADDITIONAL $273,000 OF TRAFFIC
MITIGATION FUNDS, AND 3) ACCEPTING A PROPOSAL FROM PARK ENGINEERING IN
THE AMOUNT OF $56,000 FOR INSPECTION SERVICES; and 4) ACCEPTING A PROPOSAL
FROM KIMLEY-HORN AND ASSOCIATES, INC. TO AMEND THE PROFESSIONAL SERVICES
AGREEMENT (psa) BY $90,000, INCREASING THE TOTAL NOT -TO -EXCEED $254,260, ALL
FOR THE TAMALPAIS AVENUE QUEUE CUTTER IMPROVEMENTS PROJECT, CITY
PROJECT NO. 11272.
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other:
APPROVALS
® Finance Director
Remarks: Van -approved
❑ City Attorney
Remarks: LG -Approved 3/1/16 with changes.
❑ Author, review and accept City Attorney / Finance changes
Remarks:
❑ City Manager
Remarks:
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
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