HomeMy WebLinkAboutPW PASS Grant____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 170
Council Meeting: 11/06/2017
Disposition: Resolution 14408
Agenda Item No: 4.h
Meeting Date: November 6, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager
Prepared by: Bill Guerin
Director, Public Works
City Manager Approval: __________
File No. 18.10.20
TOPIC: PROGRAM FOR ARTERIAL SYSTEM SYNCHRONIZATION (PASS) GRANT SIGNAL TIMING
SUBJECT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL ACCEPTING A METROPOLITAN
TRANSPORTATION COMMISSION (MTC) PROGRAM FOR ARTERIAL SYSTEM
SIGNALIZATION (PASS) GRANT AND APPROPRIATING ADDITIONAL CITY FUNDS TO
IMPROVE TRAFFIC OPERATIONS IN SAN RAFAEL; AND AUTHORIZING THE CITY
MANAGER TO EXECUTE GRANT DOCUMENTS AND TO ENTER INTO AN AGREEMENT
FOR SIGNAL TIMING SERVICES IN AN AMOUNT NOT TO EXCEED $67,900.
RECOMMENDATION: Adopt resolution.
BACKGROUND: The Program for Arterial System Synchronization (PASS) Grant provides
technical and financial assistance to Bay Area municipal agencies with the purpose of helping improve
the safety and efficiency of the agency’s traffic signal operations along main arterial roadways. In May
2017, the City of San Rafael submitted an application to the Metropolitan Transportation Commission
(MTC) and was selected to receive funding for analyzing and re-timing a portion of our signals in Central
San Rafael. This project will include gathering and analyzing traffic data to fund the re-timing of 39 of
the 54 signals in the Central San Rafael area. Since funding available through the program funded by
MTC was insufficient to re-time all 54 signals, staff recommends that the City Council approve the use of
additional City funds to expand the project to include retiming the remaining 15 signals, in order to have
a uniform traffic signal system.
Synchronization of traffic signals allows for coordination along main arterials, such as Second and Third
Streets, to enhance traffic flow, reduce delay and minimize the amount of vehicles stopping at red
lights, and ultimately reduce the amount of greenhouse gas emissions produced. San Rafael’s signals
are located fairly close together such that coordination is especially important where queuing of
vehicles at one intersection directly effects the operations of the neighboring signals.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS: Central San Rafael has the highest traffic volumes in the city if not the County. The logistics
and complexity of the signalized intersections has increased over time with new development such as
Bio Marin and SMART influencing the flow of traffic. Construction of the rail service extension to
Larkspur has commenced and some impact can be expected to the traffic patterns since the tracks cross
Second and Third Streets.
Currently, the majority of the City of San Rafael’s traffic signals are coordinated. The traffic signal
operations and coordination is monitored constantly and upgrades occur every few years based on the
most recent industry-wide standards. While signal upgrades have occurred recently near the SMART
rail line, the last full system signal analysis and upgrade occurred in 2012. Since then, San Rafael and its
surrounding communities have seen changes in vehicular counts and patterns and a shift to alternative
modes that has resulted in increased pedestrian, bicycle, and transit traffic. Studying this shift and
existing traffic patterns will be addressed with the PASS project to support the current needs of the
community. This grant in conjunction with City funding will allow all 54 signalized intersections to be re-
timed and coordinated in one large effort. To accept the grant, the City Manager will be required to
sign a joint funding agreement. (Attachment 2)
MTC will act as the lead agency for the project to re-time the 39 signals and has hired DKS Associates to
conduct the work. Staff recommends that the City also directly contract with DKS Associates to provide
an analysis of the remaining 15 signals in order to fully address all the signals in the downtown area.
Attachment 3 is the proposal from DKS Associates for the work on the remaining 15 signals with a not -
to-exceed amount of $67,900.
FISCAL IMPACT: This project includes the following revenue and expenditures:
Fund Source Amount
MTC Grant $161,265
MTC/PASS Grant City Local Match (Gas Tax Fund #206) $39,435*
DKS Associates Contract for additional 15 signals (Gas Tax
Fund #206)
$67,900*
Total Project Cost $268,600
*City’s total contribution is $107,335
Based on the results of this project, modifications to current controllers and clock system for the signal
network may need to be pursued in the future.
OPTIONS:
The City Council may choose to:
1. Adopt the resolution accepting MTC funding and authorizing execution of the grant documents,
approving the local match and additional City funding, and authorizing a professional services
contract with DKS Associates to complete the project.
2. Instruct staff to modify the resolution.
3. Not approve the resolution, and forego acceptance of the MTC grant.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt the resolution.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
ATTACHMENTS:
1. Resolution
2. Joint Funding Agreement between MTC and San Rafael
3. Exhibit “A” to Resolution-Scope of Work from DKS Associates for proposed Professional Services
Agreement in the amount of $67,900
RESOLUTION NO. 14408
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL ACCEPTING A
METROPOLITAN TRANSPORTATION COMMISSION (MTC) PROGRAM FOR
ARTERIAL SYSTEM SIGNALIZATION (PASS) GRANT AND APPROPRIATING
ADDITIONAL CITY FUNDS TO IMPROVE TRAFFIC OPERATIONS IN SAN
RAFAEL; AND AUTHORIZING THE CITY MANAGER TO EXECUTE GRANT
DOCUMENTS AND TO ENTER INTO AN AGREEMENT FOR SIGNAL TIMING
SERVICES IN AN AMOUNT NOT TO EXCEED $67,900.
WHEREAS, the Program for Arterial System Synchronization (PASS) is a program of the
Metropolitan Transportation Commission (MTC) to improve the safety and efficiency of traffic signal
operations in the Bay Area’s cities and counties; and
WHEREAS, the goal of traffic signal coordination is to enhance traffic flow, reduce delay,
minimize the amount of the vehicles stopping at red lights, and reduce the amount of greenhouse gas
emissions produced; and
WHEREAS, MTC has agreed to grant PASS funds and technical assistance to the City of San
Rafael to improve the City’s traffic signal coordination plans in its downtown, which require an update of
54 traffic signals due to the addition of the Sonoma Marin Area Rail Transit (SMART) service that travels
through downtown; and
WHEREAS, the MTC granted the City of San Rafael $161,265 in grant funds with the
requirement that the City match the grant with $39,435; and these funds would fund necessary work on
39 of 54 traffic signals requiring an update; and
WHEREAS, City staff has recommended that the City contribute additional funds in the amount
of $67,900 to pay for the required update of the 15 traffic signals not funded by the MTC grant; and
WHEREAS, there is sufficient funding available in the City’s Gas Tax Fund (#206) to
appropriate $107,335 therefrom for the City-funded portion of this project; and
WHEREAS, through a competitive bidding process, MTC selected a traffic consultant, DKS
Associates, to perform the work to be funded with the PASS grant, therefore it is desirable for the City to
hire DKS Associates to perform the portion of the project to be funded with City funds, as more
specifically described in the “Final-Deliverable 1B Scope, Schedule and Budget” prepared by DKS
Associates, dated October 9, 2017 and attached hereto as Exhibit “A” and incorporated herein by
reference;
NOW, THERFORE, BE IT RESOLVED by the City Council of the City of San Rafael as
follows:
1. The Council hereby accepts the PASS grant of $161,265 and authorizes the City Manager to
execute the grant agreement and any other documents necessary to accept the grant, all in a
form to be approved by the City Attorney.
2. The Council hereby appropriates funds in the amount of $107,335 from the Gas Tax Fund
(#206) for the grant match and the portion of the project not funded by MTC.
3. The Council hereby authorizes the City Manager to execute a Professional Services
Agreement with DKS Associates for the services described in Exhibit “A” attached, in an
amount not to exceed $67,900 and in a form approved by the City Attorney.
I, ESTHER C. BEIRNE, City 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 Council of said City
held on the 6th day of November, 2017, by the following vote, to wit:
AYES: COUNCIL MEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
ESTHER C. BEIRNE, City Clerk
File No.: 18.10.20
October XX, 2017
Jim Schutz, City Manager
City of San Rafael City Hall
1400 5th Avenue
San Rafael 94901
RE: PASS FY17/18 Joint Funding Agreement
Dear Mr. Schutz:
This letter, effective as of August 1, 2017 (“Effective Date”) is the agreement between
the City of San Rafael (“SAN RAFAEL”) and the Metropolitan Transportation
Commission (“MTC”) for developing and implementing traffic signaling coordination
plans for the Program for Arterial System Synchronizati on (PASS) FY 2017/2018
project, which will be jointly funded by MTC and SAN RAFAEL (“the Agreement”).
SAN RAFAEL’s application for the FY 2017-18 PASS cycle submitted May 5, 2017 is
incorporated herein by this reference.
1. It is agreed that with funding under this Agreement, MTC shall engage its
consultant, DKS Associates (“Consultant”), to perform the project work,
including but not limited to those specified in Attachment A, Scope of Work,
attached hereto and incorporated by this reference.
2. Consultant’s work will be performed under the direction of Robert Rich, MTC
Project Manager (herein “MTC Project Manager”).
3. The effective date of Consultant’s agreement with MTC is March 1, 2017 and
Consultant’s work is expected to be completed by June 30, 2018.
4. MTC will pay Consultant up to one hundred, ninety-two thousand, three hundred
dollars ($192,300) as full compensation for the satisfactory completion of all
services contained in the attached scope, as set forth in Attachment B, Project
Budget. SAN RAFAEL shall forward MTC its agreed-upon portion of PASS project
cost of thirty-nine thousand, four hundred thirty-five dollars ($39,435).
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 2
5. MTC shall invoice SAN RAFAEL in the amount of thirty nine thousand four hundred thirty five
dollars ($39,435), billable in lump sum upon the first month after the start of work by Consultant.
SAN RAFAEL shall pay MTC fully upon receipt of an invoice in the amount stated above within
thirty (30) days of receipt. MTC’s invoice shall be mailed to:
Jim Schutz, City Manager
City of San Rafael City Hall
1400 5th Avenue
San Rafael 94901
6. All notices or other communication to either party by the other shall be deemed given when made in
writing and delivered, mailed, emailed or faxed to such party at their respective addresses as follows:
To MTC: Attention: Robert Rich
Metropolitan Transportation Commission
375 Beale Street, Suite 800
San Francisco, CA 94105
Email: rrich@bayareametro.gov
Phone: (415) 778-6621
To SAN RAFAEL Attention: Charmine Solla
Deputy Public Works Director
City of San Rafael Department of Public Works
111 Morphew Street
San Rafael, CA 94901
Email: Charmine.Solla@cityofsanrafael.org
Phone: (415) 485-3473
7. Performance will begin on the date this Agreement is fully executed, and be completed by June
30, 2018.
If you agree, please sign both copies of this letter in the space provided below and return one to us. The
other copy is for your files.
Very truly yours,
Steve Heminger
Executive Director
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 3
J:\CONTRACT\Contracts-New\CON 17-18\PASS Funding Agreements\FY17-18 PASS Joint Funding Agreement between MTC and San Rafael.draft.docx
Accepted and Agreed to this ______ day
of ____________________, 2017.
Jim Schutz, City Manager
City of San Rafael
AGREEMENT FOR PROFESSIONAL SERVICES WITH
DKS ASSOCIATES
FOR ENGINEERING DESIGN SERVICES ASSOCIATED WITH
TRAFFIC SIGNAL TIMING IN CENTRAL SAN RAFAEL
fO
This Agreement is made and entered into this (p day of fe,b(\.\~ ,20It, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and DKS ASSOCIATES (hereinafter
"CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional engineering design services are required
in connection with the Proposal to re-time 15 signalized intersections in Central San Rafael, in
conjunction with 39 other signalized intersections being re-timed by the CONSULTANT, but funded by a
Program for Arterial System Synchronization (PASS) grant from the Metropolitan Transportation
Commision (MTC); and
WHEREAS, the CONSULT ANT has agreed to render such services;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDlNA TION.
A. CITY'S Project Manager. The Director of Public Works is hereby designated the
PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the
progress and execution ofthis Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONSULTANT. David Mahama, PE, is hereby designated as the PROJECT DIRECTOR for
CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require
a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten
(10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties described as Exhibit "A," attached hereto, and
incorporated herein.
3. DUTIES OF CITY.
CITY shall compensate CONSULT ANT as provided in Paragraph 4, and shall perform the
duties as described in Exhibit "A" attached hereto and incorporated herein.
4. COMPENSATION.
For the full perfonnance of the services described herein by CONSULTANT, CITY shall pay
CONSULTANT on a flat fee basis for services rendered as shown in Exhibit "A", with a total not-to-
exceed amount of $67,900.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
5. TERM OF AGREEMENT.
The tenn of this Agreement shall commence upon the date of execution of this Agreement and end
on June 30, 2018, or on such earlier date when the work shall have been completed, unless the parties agree
to extend this Agreement for another 90 days, as approved in writing by City Manager.
6. TERMINATION.
A. Discretionary. Either party may tenninate this Agreement without cause upon thirty (30)
days written notice mailed or personally delivered to the other party.
B. Cause. Either party may tenninate this Agreement for cause upon fifteen (15) days written
notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the
cause ofthe tennination, to the reasonable satisfaction ofthe party giving such notice, within such fifteen (15)
day time period.
C. Effect of Termination. Upon receipt of notice of tennination, neither party shall incur
additional obligations under any provision of this Agreement without the prior written consent ofthe other.
D. Return of Documents. Upon tennination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or
relating to the perfonnance of its duties under this Agreement, shall be delivered to CITY as soon as
possible, but not later than thirty (30) days after tennination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULT ANT in connection with the
perfonnance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said
property for any purpose, including projects not contemplated by this Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection
and audit, all documents and materials maintained by CONSULTANT in connection with its perfonnance of
2
its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such
audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the other
party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall
be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at
no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of one
million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily
injury, personal injury, or property damage.
2. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in
the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be performed
under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars
($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of
the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a
professional not required to have a professional license, CITY reserves the right to require CONSULTANT
to provide professional liability insurance pursuant to this section.
4. If it employs any person, CONSULTANT shall maintain worker's compensation
insurance, as required by the State of California, with statutory limits, and employer's liability insurance
with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease.
CONSULTANT's worker's compensation insurance shall be specifically endorsed to waive any right of
subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required ofthe CONSULTANT in
subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance and worker's compensation insurance,
the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and
volunteers, as additionally named insureds under the policies.
3
2. The additional insured coverage under CONSULTANT'S insurance policies shall
be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's
insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in
CONSULTANT'S policies shall be at least as broad as ISO form CG20 010413.
3. Except for professional liability insurance, the insurance policies shall include, in
their text or by endorsement, coverage for contractual liability and personal injury.
4. By execution of this Agreement, CONSULTANT hereby grants to CITY a
waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by
virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any
endorsement that may be necessary to effect this waiver of subrogation, but this provision applies
regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination of
this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement coinciding
with the effective date ofthis Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a combination of
primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to
contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit
of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance
shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance proceeds
broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be
available to CITY or any other additional insured party. Furthermore, the requirements for coverage and
limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage
and maximum limits of coverage of any insurance policy or proceeds available to the named insured;
whichever is greater.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONSULTANT's
insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and
shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall
provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other
additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY
shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing
payment of losses and related investigations, claims administration, attorney's fees and defense expenses.
4
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER or
CITY'S City Attorney all of the following: (1) Certificates ofInsurance evidencing the insurance coverage
required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all
policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or
specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY
reserves the right to obtain a full certified copy of any insurance policy and endorsements from
CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later.
The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City
Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest
extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless
CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and
against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited
to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), to the
extent arising out of CONSULTANT'S negligent performance of its obligations or conduct of its
operations under this Agreement. In addition, the acceptance or approval of the CONSULTANT's work
or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the
CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to
any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or
operations under this Agreement, CONSULT ANT shall provide a defense to the City Indemnitees or at
CITY'S option reimburse the City Indemnitees their costs of defense, including reas~nable attorneys'
fees, incurred in defense of such claims.
B. Where the services to be provided by CONSULTANT under this Agreement are design
professional services to be performed by a design professional as that term is defined under Civil Code
Section 2782.8, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend
and hold harmless the City Indemnitees from and against any CLAIMS to the extent arising out of, or
pertaining to, or relating to the negligence, recklessness, or willful misconduct of CONSULTANT in the
performance of its duties and obligations under this Agreement or its failure to comply with any of its
obligations contained in this Agreement. In no event shall the cost to defend charged to the design
professional exceed the design professional's proportionate percentage offault.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement,
5
and shall survive the termination or completion of this Agreement for the full period of time allowed by
law.
12. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex,
race, color, religion, ancestry, national origin or disability in connection with or related to the performance of
its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement.
CONSULT ANT shall perform all services under this Agreement in accordance with these laws, ordinances,
codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its
officers, agents and employees from any and all damages, liabilities, penalties, fines and all other
consequences from any noncompliance or violation of any laws, ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third
party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other
party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or deposited
with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified.
Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with
the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager:
TO CONSULTANT's Project Director:
Bill Guerin
Public Works Director
111 Morphew Street
San Rafael, CA 94901
David Mahama, PE
DKS Associates
1970 Broadway
Suite 740
Oakland, CA 94612
6
16. INDEPENDENT CONSULTANT.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and
employees shall act in the capacity of an Independent CONSULTANT, and not as employees of the CITY.
CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers,
agents and employees be that of an Independent CONS UL T ANT and not that of an employee of CITY.
17. ENTIRE AGREEMENT --AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject
matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject matter of
this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except by a
written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and
conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and
conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under
this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract
or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of this
Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term,
covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or
other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of
any fee, performance, or other consideration which may become due or owing under this Agreement, shall
not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition,
covenant of this Agreement or any applicable law, ordinance or regulation.
7
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or
arising out of the performance of this Agreement, may recover its reasonable costs (including claims
administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business
license as required by the San Rafael Municipal Code CONSULTANT shall pay any and all state and
federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed
under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service
Form W-9 (Request for Taxpayer Identification Number and Certification).
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year
first above written.
CITY OF SAN RAFAEL CONSULTANT
ATTEST:
LIND'SAYiARA, Interim City Clerk
BY:--'~ __ "-+--f----'"+-fF-_.>o----
APPROVED AS TO FORM:
Title of Corporate Officer: COO
8
September 27,2017
Charmine C. Solla, PE, TE
Deputy Public Works Director
City of San Rafael Public Works Department
111 Morphew Street, San Rafael CA 94901
San Rafael CA 94901
Email: Charmine.Solla@cityofsanrafael.org
Subject: Quote for 3rd Street Synchronization Project
Dear Ms. Solla:
Exhibit "A"
P#17033-004
Following the request made at the kickoff meeting for the MTC PASS FY 17/18 project held at
MTC on July 24,2017, OKS is providing a quote to include 15 intersections along 2nd Street, 3rd
Street, and 4th Street in downtown San Rafael to the MTC sponsored PASS project. Essentially,
the scope of work and schedule will be according to the MTC project. Please see the attached
Scope, Schedule and Budget for the MTC PASS project.
PROJECT UNDERSTANDING
The 15 intersections along 3rd Street will be synchronized for the weekday AM, Midday, PM, and
weekend AM and PM peak periods, which is consistent with the other 39 MTC funded PASS
intersections. The City funded 15 intersections are listed in Table 1.
Table 1: Study Intersections
SystemlD Intersection Signal Ownership
35 4th Streetl2nd Street City of San Rafael
36 4th StreetlH Street City of San Rafael
50 3rd StreetlShaver Street City of San Rafael
51 3rd StreetlE Street City of San Rafael
52 3rd StreetlD Street City of San Rafael
53 3rd StreetlC Street City of San Rafael
54 3rd StreetlB Street City of San Rafael
55 3rd StreetlA Street City of San Rafael
56 3rd StreetlLindaro Street City of San Rafael
57 3rd StreetlLincoln Avenue City of San Rafael
58 3rd Streetl Tamalpais Avenue City of San Rafael
59 3rd StreetlHetherton Street City of San Rafael
60 3rd Streetllrwin Street City of San Rafael
61 3rd StreetlGrand Avenue City of San Rafael
63 2nd StreetlG Street City of San Rafael
The timing implementation for all the 15 intersections will be done remotely from the traffic
management center with the exception of the 3rd Street/Grand Avenue intersection. OKS staff
will work with DC Electric, the City of San Rafael on call maintenance technician to implement
the timing plans on the field.
BUDGET
Our fee for the services is based on MTC rates, which is substantially low compared to industry
rates for conducting signal timing projects. MTC rates are typically between $2,600 and $2,800
per intersection for three peak periods (applicable during weekdays) and between $2,300 and
$2,500 for two peak periods (applicable during weekends) depending upon whether the timing
plans are implemented remotely or on the field. The higher rates apply to field timing
implementation.
DKS is therefore providing a $200/intersection discount taking into consideration the following
data provided by the City: weekday AM and PM synchro files, ADT counts, and turning
movement counts at five intersections provided for the PASS project.
Table 2: Budget (with Discounted Rates)
Arojebt
'.I I'l!:.
wel!k~!iY 1"1P1eniltOt ' (1#.0' W~!ke.IJ~' Corrldo(8 Sigii"als" ~rmeqt Ser.VJces ~!'1d 'P,lans ~ ~ation ,(TMC ~DI ~ [otal I-"PM AJd/P.M (I' of ~lgi1Ai8) I ~ or. F.le CJ) \ ,
.,
2nd Street, 3rd 14 Weekday (AM/MD/PM)--$2,400 TMC $33,600 $29,400 $63,000 Weekend (AM/PM)--$2. 1 00 Street. and 4th
Street 1 Weekday (AM/MD/PM)--$2.600 Field $2,600 $2,300 $4,900 Weekend (AM/PM)--$2.300
Total 15 $36,200 $31,700 $67,900
The proposed budget for this project assignment is $67,900 as shown in Table 2. If additional
effort is required for any task beyond what is described in the scope of work, DKS will request
additional budget and would proceed only after receiving written confirmation from the City. DKS
will invoice monthly on a time and material basis.
Additionally, because of the uncertain impact of the SMART Train operation across the study
corridors, we think that the best approach to assess travel time along the study corridors is to
analyze BIG data rather than rely on the traditional floating car method. If interested, we can
provide you a scope and fee to conduct the BIG data analysis.
If you have any questions or require additional information regarding our scope or budget,
please contact David Mahama at (510) 267-6613 or by email atdcm@dksassociates.com. or
me at (510) 267-6623 or attrk@dksassociates.com.
Sincerely,
DKS Associates
A California Corporation
Terry Klim, PE, Principal
Cc: David Mahama, PE, Senior Project Manager
Attachments: MTC PASS FY 17118 San Rafael Project Scope, Schedule and Budget
EXHIBIT A
Fee Schedule
Effective January 1,2018 through December 31,2018
ENGINEERS and PLANNERS TECHNICIANS and SUPPORT STAFF
Grade Hourly Rate Grade Hourly Rate Tech Level Hourly Rate
Grade 1 $ 55.00 Grade 32 210.00 Tech Level A $ 35.00 ,--==-"'-"-.=---_ .. _,----,-----"-,.,,_._, ,,'._-----'._._,-_.-.. _--,----,---_._._-,----,---
Grade 2 60.00 Grade 33 215.00 Tech Level B 40.00 ._--_._----_ .. _-_._-----,--------_._---_._ .. _._ .... _-_._-_ .... _. __ ._._._-_._-_._-----._._._--,--_._---.. _-----_._._--
Grade 3 65.00 Grade 34 220.00 Tech Level C 45.00 -_ .. __ ._ ...... _----------_._-_._----_. __ . __ ..... __ ._-_._--_._ .. __ ._-... _--_. __ ._---------_._----_._---
Grade 4 70.00 Grade 35 225.00 Tech Level D 50.00 ________ •• _. ___ .__ • ______ ._. ____ • H. ___ ·_ .. ___ .. • .. • __ • .. ,,· __ ..... • .. • ____ • ___ • ___ .. • .... _._._ .. _____ ... _._._ .. __ • ____ ._ ........ ___ • _________ ........ ___ _
___ 9.!.~~~,.s.. __ , __ . __ ?~,~~Q.._, ____ G!..~.!!~, 230.00 __ ._" Tech Level E __ , __ ,_?2:.9..Q ___ "
Grade 6 80.00 Grade 37 235 .00 Tech Level F 60.00 . __________ . _______ ._ ..... ____ ... ____ . __ ._ .. _ . ______ ... " ... _. __ .. _ ..... ________ . __ . ____ .... ___ . ___________ ",, ____ ._"_.M.M_M_. __________ ·_·M._M __ ... _.M_.M_. ___ ..
Grade 7 85.00 Grade 38 240 .00 Tech Level G 65 .00 ---_ ... ,,------------_. -----,--,------------_._----
Grade 8 90.00 Grade 39 245 .00 Tech Level H 70.00 • ______ • __ M •• ____________ ~ • ___________ • ____ • __ • __ .M • _____ M.~ ___ ..... __ • ___ ...... ___ • ________ .... • .. __ ._._ .. __
Grade 9 95.00 Grade 40 250 .00 Tech Level I 75.00 -,,-,-----.. _---------,-,--,-------, _._,-,-,-,_ .. _,-,--,-----,------,--,-_ .. _--",,_ ... _-,-------,--_ ... _---
Grade 10 100.00 Grade 41 255 .00 Tech Level J 80.00 ------, ._,,' .... _,---------_. __ ."_ .. _,--,-----------""--,-,,-_._,,
Grade 11 105.00 Grade 42 260.00 Tech Level K 85.00 ---,,---,_._------------,-,-,-,--,_. ----.. _,-,--,_._,-_._---------,-_."
Grade 12 110.00 Grade 43 265.00 Tech Level L 90 .00 _ .. _-_ .. _ .. _-------,-,,_ .... _-,--._----_. ,,---
Grade 13 115.00 Grade 44 270 .00 Tech Level M 95 .00 ---,,-,-,_._,,-,-------,-----._--"_._, .. ,,,--_._,,---_ .. _-,--,_ .. _-_._--,--_. __ .. ,,_ ... ,--,-,,--_ .... , .... _ .. _,---,-
Grade 14 120 .00 Grade 45 275 .00 Tech Level N 100 .00 --_."."--,_ ... _ ... ,,._---,_ .. _-----.. --------,,-,----------------_ .... ,---_ .. ,--,-
__ -.2!.~.'!_!..?_____ 125.00 ___ <E.:~~~ 46 ___ 280}~9.__ Tech_Le"y'_e.!..Q.. 1O?:9..Q ___ ,._.
Grade 16 130.00 Grade 47 285 .00 Tech Level P 110.00 -,--, .. _-,-,,--,,----------------,-.. _-------_._._._----_ .. _--------
Grade 17 135.00 Grade 48 290 .00 Tech Level Q 115 .00 -,--".".".,-,---, ... _--,_ .... _-,._--_ .. _-_ .... _-._ .. ,----_ .. _"'---,-_ .. ,----,-_._"._,_.,,-,_., .. _---,,-,,-----,-,_.,,_._._--,-_ .... _----,,-----_ ... ,,"'_._.,,-,---.,.-
Grade 18 140.00 Grade 49 295.00 Tech Level R 120.00 ..... _. ___ .. __ ~ .. _ .. __ .... ___ ... _._. __ .... ___ • ____ ._ .. _ .. ___ • __ • ____ • ___ ._._._. __ • _____ • ______ .. __ .... __ • ___ ._ .. _____ • ___ ._ •• ___ ._ .. ___ ._. ___ ·_ ... _____ • __ .. __ .M .. _ ....... ___ ._~ ... _._
Grade 19 145.00 Grade 50 300.00 Tech Level S 125.00 -----... --.---.----.--.---... --.-.~-.--... --.. --.. _._. __ .. _ .. -.. _---_._----_._---_._-----
Grade 20 150.00 Grade 51 305.00 Tech Level T 130.00 ------,-,-,-._------------------------,,-_ .... -_._,---
Grade 21 155.00 Grade 52 310.00 Tech Level U 135.00 ,-------------_._-_._----------._--_._-_ ... _-----_._---------_. __ ._---
Grade 22 160.00 G~~~~~ _____ 315.0_~ ____ Tech L~~:::lY 140.00 ___ ,_ ----_. __ ._.-
Grade 23 165.00 Grade 54 320.00 Tech Level W 145.00
Grade 24 170.00 Grade 55 325.00 Tech Level X 150.00
Grade 25 175.00 Grade 56 330.00 Tech Level Y 155.00
Grade 26 180.00 Grade 57 335.00 Tech Level Z 160.00
Grade 27 185.00 Grade 58 340.00 Tech Level AA 165.00
Grade 28 190.00 Grade 59 345.00 Tech Level AB 170.00
Grade 29 195.00 Grade 60 350.00 Tech Level AC 175.00
Grade 30 200.00 Grade 61 355.00 Tech Level AD 180.00
Grade 31 205.00 Grade 62 360.00 Tech Level AE 185.00
• Project expenses will be billed at cost pillS ten percent for service and handling. Project expenses include project-
related costs such as reproduction through outside services, transportation, subsistence, delivery/postage, and
vendor and subcontractor services.
• All invoices are due and payable within 30 days of date of invoice. Invoices outstanding over 30 days will be
assessed a 1 114 percent service charge, compounded, for each 30 days outstanding beyond the initial payment
period. Service charges are not included in any agreement for maximum charges.
Revised January 2, 2018
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Department of Public Works
Project Manager: Charmine Solla
Extension: x3473
Contractor Name: DKS and Associates
Contractor's Contact: David Mahama
Contact's Email: dcm@dksassociates.com
o FPPC: Check if Contractor/Consultant must file Form 700
Step RESPONSIBLE DESCRIPTION
DEPARTMENT
1 Project Manager a. Email PINS Introductory Notice to Contractor
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
2 City Attorney a. Review, revise, and comment on draft agreement
and return to Project Manager
b . Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3 Project Manager Forward three (3) originals of final agreement to
contractor for their signature
4 Project Manager When necessary, * contractor-signed agreement
agendized for Council approval
*PSA> $20,000 ; or Purchase> $35,000; or
Public Works Contract> $125,000
Date of Council approval
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager Forward signed original agreements to City
Attorney with printed copy of this routing form
6 City Attorney Review and approve hard copy of signed
agreement
7 City Attorney Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8 City Manager / Mayor Agreement executed by Council authorized official
9 City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
\10
COMPLETED
DATE
12/12/2017
12/12/2017
12/14/2017
12/14/2017
Click here to
enter a date.
0 N/A
Or
11/6/2017
2/6/18
2/6/18
2/6/18
.a-/(1 fig ·
'J./ (p /1 '0
REVIEWER
Check/Initial
~CS
~CS
~ LMM -
~LMM
0
~CS
CS
R-
n
K.J1-
~
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 4
ATTACHMENT A
SCOPE OF WORK
The City of San Rafael (“San Rafael” or “City”) and Caltrans received a Program for Arterial System
Synchronization (PASS) grant from the Metropolitan Transportation Commission (MTC) to conduct a
signal timing study in downtown San Rafael for a total of thirty-nine (39) traffic signals along 2nd/3rd
Street, 4th Street, 5th Avenue, and Mission Avenue. Because of the proximity of the traffic signals, the
City of San Rafael, under a separate contract outside of the PASS project, seeks to retime fifteen (15)
additional intersections along 3rd Street (12 intersections), 2nd Street (1 intersection), and 4th Street (2
intersections). The corridor limits are listed in Table 1. The study intersections are listed in Table 2.
Table 1: Study Corridors
# Corridor Corridor Limits1 # of
PASS
Signals
Total # of
Signals
1 2nd Street Grand Avenue to 4th Street 12 13
2 3rd Street Union Street to Shaver Street 1 13
3 4th Street Grand Avenue to 2nd Street 13 15
4 5th Avenue Irwin Street to E. Street 9 9
5 Mission Avenue Irwin Street to Lincoln Avenue 4 4
Total Number of Traffic Signals 39 54
Note:
1The traffic signals within the Corridor Limits will be broken in groups for the signal coordination as
necessary to operate the corridors effectively for specific peak periods.
Table 2: Study Intersections
# System
ID
Intersectio
n
Signal Ownership Signal O&M
1 20 Mission Avenue/Lincoln Avenue City of San Rafael City of San Rafael
2 21 Mission Avenue/Tamalpais Avenue City of San Rafael City of San Rafael
3 22 Mission Avenue/Hetherton Street City of San Rafael City of San Rafael
4 23 Mission Avenue/Irwin Street City of San Rafael City of San Rafael
5 24 5th Street/E Street City of San Rafael City of San Rafael
6 25 5th Street/C Street City of San Rafael City of San Rafael
7 26 5th Street/B Street City of San Rafael City of San Rafael
8 27 5th Street/A Street City of San Rafael City of San Rafael
9 28 5th Street/Court Street City of San Rafael City of San Rafael
10 29 5th Street/Lincoln Avenue City of San Rafael City of San Rafael
11 30 5th Street/ Tamalpais Avenue City of San Rafael City of San Rafael
12 31 5th Street/Hetherton Street City of San Rafael City of San Rafael
13 32 5th Street/Irwin Street City of San Rafael City of San Rafael
14 34 4th Street/Greenfield Avenue City of San Rafael City of San Rafael
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 5
15 35 4th Street/2nd Street City of San Rafael City of San Rafael
16 36 4th Street/H Street City of San Rafael City of San Rafael
17 37 4th Street/E Street City of San Rafael City of San Rafael
18 38 4th Street/D Street City of San Rafael City of San Rafael
19 39 4th Street/C Street City of San Rafael City of San Rafael
20 40 4th Street/B Street City of San Rafael City of San Rafael
21 41 4th Street/A Street City of San Rafael City of San Rafael
22 42 4th Street/Court Street City of San Rafael City of San Rafael
23 43 4th Street/Lootens Place City of San Rafael City of San Rafael
24 44 4th Street/Cijos Street City of San Rafael City of San Rafael
25 45 4th Street/Lincoln Avenue City of San Rafael City of San Rafael
26 46 4th Street/ Tamalpais Avenue City of San Rafael City of San Rafael
27 47 4th Street/Hetherton Street City of San Rafael City of San Rafael
28 48 4th Street/Irwin Street City of San Rafael City of San Rafael
29 49 4th Street/Grand Avenue City of San Rafael City of San Rafael
30 50 3rd Street/Shaver Street City of San Rafael City of San Rafael
31 51 3rd Street/E Street City of San Rafael City of San Rafael
32 52 3rd Street/D Street City of San Rafael City of San Rafael
33 53 3rd Street/C Street City of San Rafael City of San Rafael
34 54 3rd Street/B Street City of San Rafael City of San Rafael
35 55 3rd Street/A Street City of San Rafael City of San Rafael
36 56 3rd Street/Lindaro Street City of San Rafael City of San Rafael
37 57 3rd Street/Lincoln Avenue City of San Rafael City of San Rafael
38 58 3rd Street/ Tamalpais Avenue City of San Rafael City of San Rafael
39 59 3rd Street/Hetherton Street City of San Rafael City of San Rafael
40 60 3rd Street/Irwin Street City of San Rafael City of San Rafael
41 61 3rd Street/Grand Avenue City of San Rafael City of San Rafael
42 62 3rd Street/Union Street City of San Rafael City of San Rafael
43 63 2nd Street/G Street City of San Rafael City of San Rafael
44 64 2nd Street/Shaver Street City of San Rafael City of San Rafael
45 65 2nd Street/E Street City of San Rafael City of San Rafael
46 66 2nd Street/D Street City of San Rafael City of San Rafael
47 67 2nd Street/C Street City of San Rafael City of San Rafael
48 68 2nd Street/B Street City of San Rafael City of San Rafael
49 69 2nd Street/A Street City of San Rafael City of San Rafael
50 70 2nd Street/Lindaro Street City of San Rafael City of San Rafael
51 71 2nd Street/Lincoln Avenue City of San Rafael City of San Rafael
52 72 2nd Street/ Tamalpais Avenue City of San Rafael City of San Rafael
53 73 2nd Street/Hetherton Street City of San Rafael City of San Rafael
54 74 2nd Street/Irwin Street City of San Rafael City of San Rafael
55 75 2nd Street/Grand Avenue City of San Rafael City of San Rafael
Note: Non PASS funded intersections (#14-15, 29-40 and #42)
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 6
The goal of this project is to develop traffic signal timing plans for weekday a.m., midday, and p.m.
peak periods, and two weekend peak periods to reduce traffic congestion. This is expected to result in
the reduction of traffic delays, emission of harmful greenhouse gases, reduce automobile travel time
along the study corridors, and improve traffic safety. The study corridors connect with Lincoln
Avenue and Grand Avenue that serve as reliever routes to the US 101 freeway. Additionally, 2 nd
Street and 3rd Street are considered arterials of regional significance as they provide access to the US
101 freeway in the adjacent City of San Anselmo, City of Ross, and City of Fairfax in Marin County.
The study intersections in downtown Rafael were last retimed in May 2012 under PASS.
The project will study pedestrian crossing time and develop adequate timing parameters for pedestrians
and bicycle crossing in accordance with the 2014 CA MUTCD requirements. According to City staff,
the corridors carry significant traffic during the weekends. Therefore, the project will develop timing
plans for up to two weekend peak periods for each corridor to improve traffic flow along the study
corridors. The peak periods for the traffic signal coordination will be determined by using the average
daily traffic (ADT) count data.
The project is a standard PASS project involving comprehensive data collection and description of
existing conditions, analysis of traffic signal coordination, and traffic safety needs leading to
recommendations for signal operations and draft timing sheets. A Final Project Report, which would
consist of a summary of all deliverables, and benefit‐cost evaluation to estimate the degree of
public benefit derived from investing in the PASS project will be submitted to the City and MTC. The
final timing sheets and Synchro model will be submitted after fine‐tuning and implementation. Final
deliverables will be in both hard copy format and electronic format. Upon completion of the project,
DKS will submit a compact diskette (CD) containing all of the project files.
According to data provided by City of San Rafael staff, all of the 55 traffic signals are operated and
maintained by the City. The 55 City Traffic signals operate with various Econolite controllers
including ASC/2, ASC/2S, ASC/3, COBALT, and CBD6000 models with Econolite firmware. All
City traffic signals are interconnected to the City’s traffic management center (TMC) via either copper
hardwire, Fiber Optic cables, or radio except four intersections that are currently off line. The four
intersections are:
• 4th Street/Grand Avenue
• 3rd Street/Union Street
• 2nd Street/Grand Avenue
• 3rd Street/Grand Avenue1
Note:
1Non PASS funded intersection
The City traffic signals are currently managed with the Centracs and Aries software at the traffic
management center (TMC).
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 7
SCOPE OF SERVICES
The Scope of Services for the project will be conducted in accordance with the Standard Scope of
Work, Schedule and Budget for the PASS Consultants and based on discussions with the Agencies
involved in the project.
The PASS Standard Scope of Work is attached hereto as Attachment A-1, and the Project Budget is
attached to this scope, as Attachment B.
The following outlines additions, clarifications, and/or deletions only to the Standard Scope of Work.
Task 1.0: Project Start‐Up
The Kickoff meeting was held on July 24, 2017. No changes or clarifications are needed.
Deliverables:
1. Task 1A: Draft Scope of Work, Schedule and Budget
2. Task 1B: Final Scope of Work, Schedule and Budget
Task 2.0: Analysis of Existing Conditions
DKS will obtain an aerial photo and scalable map of the study corridors from Google maps. The City
of San Rafael has provided a schematic of the traffic signal system, Synchro files and the timing sheets
for the study intersections. DKS will review the accuracy of the Synchro files (i.e. link lengths, lane
configuration, storage lengths, signal timing parameters etc.) and will update the models as needed.
Data Collection
Turning movement counts, including vehicular, pedestrian, and bicycle counts will be collected for the
project intersections listed under the Project Understanding section of this report. The City has provided
recent turning movement counts for five intersections and average daily traffic counts for all the study
corridors. The turning movement counts provided are during weekday AM and PM peak period
counts and were conducted in May 2017. The average daily traffic counts were conducted for a period of
three to seven days in 15‐minute intervals in the months of March, April, and May of 2017. DKS will
supplement the turning movement counts by conducting weekday AM and PM counts for the remaining
50 intersections, Midday counts for all 55 study intersections, and weekend AM and PM peak period
turning movement counts for all 55 study intersections.
The peak periods for collecting the turning movement counts will be determined by analyzing the profile
of the daily traffic counts. The turning movement counts will be collected on weekdays, Tuesdays
through Thursdays and on Saturdays and Sundays during weekends.
The City of San Rafael Staff provided collision data in pdf format for all study intersections.
Travel Time and Delay Studies
The travel time and delay studies will be conducted for the following roadway segments:
1. 2nd Street from 4th Street to Union Street
2. 3rd Street from 2nd Street/G Street to Union Street (City funded)
3. 4th Street from 2nd Street to Grand Avenue
4. 5th Street from E Street to Irwin Street
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 8
5. Mission Avenue from Lincoln Avenue to Irwin Street
Traffic Signal Timing Software
Trafficware’s Synchro version 9 software will be used to conduct the signal timing analysis.
DKS will compile and analyze all data collected and prepare an existing conditions report or technical
memorandum that summarizes the results of the analysis. DKS will submit a draft existing conditions
report for City review. Upon receipt of the comments, DKS will submit a final version of the report
including a response to comments memorandum.
Deliverables
1. Task 2A: Draft Existing Conditions Report
2. Task 2B: Final Existing Conditions Report
Task 3.0: Development of Timing Plans Recommendations
DKS will provide a brief memorandum prior to the draft recommendations report discussing the
proposed cycle lengths and groupings of signals into subsystems. A meeting will be scheduled to
review the draft recommendations as included in the Scope of Work. No transit priority is included as
part of this Scope of Services.
Consistent with the 2014 California Manual of Uniform Traffic Control Devices (CA MUTCD), a
walking speed of 3.5 feet per second (ft. /sec) will be used to determine pedestrian clearance time
(Flash Don’t Walk) for City traffic signals.
DKS will work with the City staff to review the actuated settings used and make recommendations for
improving these settings where necessary. Additionally, per the 2014 CA MUTCD, DKS will update
the minimum green timing for traffic signals to accommodate bicyclists at all approaches.
DKS will submit a draft recommendations report for City review. After receiving and addressing City
staff comments on the draft timing plans recommendations, a final timing plans recommendations will
be submitted for implementation. A response to comments memorandum will also be submitted along
with the final report.
Deliverables
1. Task 3A: Draft Recommendations Report
2. Task 3B: Revised Recommendations Report
Task 4.0: Implementation and Evaluation
An “After” travel time survey will be conducted after the field fine‐tuning to evaluate the implemented
and fine‐tuned timing plans. Subsequently, DKS will conduct Benefit‐Cost Analysis based on the
results of the “Before” and “After” travel time surveys.
DKS will assist City staff to implement the traffic signal timings at the City of San Rafael’s Traffic
Management Center. DKS will also work with DC Electric, the City’s current on -call contractor to
implement timing plans at four intersections that are currently off line. DKS will submit the final
timing sheets after implementation and fine‐tuning, and a final report for the weekday and
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 9
weekend peak periods signal timing effort. The reports will contain signal timing evaluation, and
benefit and cost analysis results.
The deliverables will include the implementation and fine‐tuning of the timing plans, a draft project
report that summarizes all elements of the project, and a final project report with all project
deliverables including the Synchro models and a response to the draft comments memo.
Deliverables
1. Task 4: Preliminary Implementation and Fine‐tuning of Timing Plans
2. Task 4A: Draft Project Report with Benefit‐cost Analysis
3. Task 4B: Final Project Report with Benefit‐cost Analysis
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 10
ATTACHMENT A-1
Standard Scope of Work
The services to be performed by Consultant shall consist of services requested by the MTC Project
Manager or a designated representative. At the beginning of each annual project cycle, all selected
Consultant shall meet with the MTC Project Manager to discuss various aspects of the PASS, such as
program guidelines, logistics, services, invoices, communication preferences, etc. Caltrans staff will also
participate in this meeting to discuss their signal timing preferences, if applicable. The electronic files of
all project deliverables shall be clearly named and dated. The project administration guidelines
applicable to the particular Cycle of PASS projects shall be reviewed and discussed at this meeting. The
standard scope of work, schedule and budget for a typical PASS project includes, but is not limited to,
the following:
1. Project Kick-off
1.1. Consultant shall coordinate a kick-off meeting with the project sponsors, and MTC Project
Manager or designated representative. This meeting will help to understand the roles and
responsibilities of each stakeholder; establish communication channels; discuss the deliverable
review preferences for each stakeholder; discuss in detail the scope of work, schedule, and
budget; understand the needs and requirements of all stakeholders; gather available data and
information; and obtain a thorough understanding of the goals of the project.
1.2. Consultant shall have the opportunity to discuss with the project sponsors and other stakeholders
their preferences for signal timing, cycle length preferences, status of corridor equipment,
anticipated construction activities, any helpful “do’s and don’ts, and other project related
information.
1.3. Consultant shall prepare the Deliverable 1A: Draft Scope of Work, Schedule and Budget report
for review by the project sponsors and the MTC Project Manager. This report shall include all
the details discussed in the kick-off meeting. Consultant shall address all of the comments
received and submit a revised report to the MTC Project Manager for final approval. The
approved version will be considered the Deliverable 1B: Final Scope of Work, Schedule, and
Budget (SSB) for the project.
1.4. Consultant shall revise the SSB if any significant changes are required or requested in the
approved version during any stage of the project. The revised version shall include the nature
and details on all of the changes with a revised date and title. Consultant may also be asked to
perform any additional services described in detail in Task 5: Additional Services at any stage of
the project.
Deliverable 1A: Draft Scope of Work, Schedule, and Budget
Deliverable 1B: Final Scope of Work, Schedule, and Budget (SSB)
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 11
2. Analysis of Existing Conditions
Consultant shall collect and analyze all the data necessary to thoroughly understand existing traffic
conditions in the project corridors. This stage of the project includes data collection and analysis,
thorough field observations, input from signal maintenance staff, contractors, vendors, etc. regarding
any pertinent issues in the project corridors. The purpose of this task is to help the project sponsors and
other stakeholders understand the current traffic conditions in the project corridors, such as traffic
patterns, volumes, peak hours, bottlenecks, collision history, hot spots, etc.
2.1. Data Collection and field reviews – Consultant shall collect all the data as listed in Deliverable
1B: Final Scope of Work, Schedule and Budget (SSB).
2.1.1. Consultant shall collect existing timing sheets, coordination plans, traffic signal as -built
drawings, aerial photos and maps, corridor and intersection collision data for three years,
Synchro and other computer models and data, if available, from the project sponsors and
other stakeholders.
2.1.2. Consultant shall conduct peak period turning movement counts at all study intersections,
including pedestrian and bicycle counts, and seven-day 24-hour machine counts (ADT
Counts) with vehicle classifications at strategic locations to determine periods of
coordination. All counts shall be taken during times and days that are representative of
the times and days for which coordination plans shall be developed. No counts shall be
taken during the weeks with holidays or school breaks, or on the days where the typical
traffic patterns are impacted by construction activity, major incidents, adverse weather
conditions, etc.
2.1.3. Consultant shall collect turning movement counts along with bicycle and pedestrian
counts, using video data collection technologies. MTC prefers this method, as the videos
help to review any data collection errors, if needed. Consultant shall provide access to the
raw counts, videos, formatted data, via an FTP site or other web-portals approved by all
of the stakeholders. Other data collection methods shall be considered based on the
preference of the project sponsor or if video data collection is not feasible. Consultant
shall take all the steps possible to provide the data to the project sponsors in any or all
formats, such as PDF, MS Excel and/or Synchro computer models.
2.1.4. Consultant or their authorized subcontractors’ costs for collecting the turning movement
counts, with bicycle and pedestrian counts at all project intersections, is included in the
project budget per intersection. The ADT or the seven-day 24-hour machine counts are
included in the project costs, at the rate of one ADT count for every four project signals.
Any additional counts have to be approved by MTC, and billed at a negotiated rate.
2.1.5. Consultant shall provide the MTC Project Manager electronic files of all turning
movement counts, bicycle and pedestrian counts, ADT counts, collision data, all
developed Synchro models, controller and cabinet photos, and any other project related
data when requested or at the end of the project, whichever is earliest.
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 12
2.1.6. Consultant shall conduct thorough field reviews at all study intersections and street
segments to verify lane geometry, speed limits, storage lengths, signal phasing, distances
between intersections, and crosswalk lengths, even if the information is available through
other sources, such as aerial photos and speed surveys. Consultant shall conduct
extensive field reviews at key intersections to measure queue lengths and saturation flows
for heavy movements with input from project sponsors.
2.1.7. Consultant shall conduct the “before” travel time data, including the number of stops,
during times and days that are representative of the times and days for which
coordination plans shall be developed. Consultant shall conduct as many runs as possible
within the coordination period, but at least a minimum of four runs shall be conducted for
each direction for each peak period. Consultant shall conduct these studies using the
floating car method or any method approved by the project sponsors.
2.1.8. Consultant shall verify signal coordination and transit priority capabilities of existing
equipment and communications infrastructure. Consultant shall take digital photos of the
controller cabinet and the contents of the controller cabinet, at all project locations, unless
waived by the project sponsors or MTC.
2.2. Analysis of Existing Conditions – Consultant shall analyze the data obtained from Task 2.1 as
follows:
2.2.1. Consultant shall review initial and actuated settings for each study intersection to identify
opportunities to minimize delay during non-coordination periods and enhance pedestrian
and bicyclist safety. The analysis shall include, but not be limited to, review of minimum
and maximum green settings; yellow and red times; pedestrian timing; and gap,
extension, and reduction settings.
2.2.2. Consultant shall analyze the intersection and corridor-wide collision data for at least three
years of available data. This data shall be summarized and evaluated to identify any
signal timing practices that may help reduce similar potential incidents in the future.
2.2.3. Consultant shall analyze the typical traffic patterns during the peak periods for which
coordination plans shall be developed. Consultant shall note factors that generally affect
signal progression including, but not limited to: intersections with high pedestrian or
bicyclist volumes; over-saturated intersections; uneven lane distribution; high volumes of
trucks and buses; and presence and location of bus stops.
2.2.4. Consultant shall develop models for each peak period project corridors and calibrate the
model based on travel time and delay studies, and field observations of queue lengths and
saturation flows for heavy movements at key intersections. Consultant shall use the
modeling software as per directions from the project sponsors.
2.2.5. Consultant shall summarize the results of the existing conditions analyses in Deliverable
2A: Draft Existing Conditions Report for review by the project sponsors and MTC
Project Manager. At a minimum, the report shall include the following: project
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 13
description; project map showing the intersections and services; analysis from the counts;
field verification results of the controllers and their communication capabilities; factors
that are expected to affect progression; and model calibration results.
2.2.6. Consultant shall meet with the project sponsors to discuss the results of the existi ng
conditions analyses and field observations. Consultant shall revise the report after
addressing the comments received from the project sponsors. Consultant shall submit a
Response to Comments Report addressing all the comments/concerns received from all
stakeholders, while submitting the Deliverable 2B: Final Existing Conditions Report for
approval.
Deliverable 2A: Draft Existing Conditions Report
Deliverable 2B: Final Existing Conditions Report, including the Response to Comments
Report
3. Development of Recommendations
This stage of the project involves the following tasks and deliverables:
3.1. Consultant shall develop the optimal time-of-day coordination plans after analyzing the signal
grouping; phasing and phase sequence, including conditional service; cycle lengths, splits,
offsets; collision diagrams/data and other available data. The Consultant shall meet with the
project sponsors or submit an interim deliverable to discuss and agree on the preliminary signal
grouping and cycle lengths.
3.2. Consultant shall develop recommendations of optimal initial and actuated settings; time-of-day
coordination plans and hours of coordinated operation; and transit signal priority plans and
hours of operation, if applicable.
3.3. Consultant shall summarize recommendations in the Deliverable 3A: Draft Recommendations
Report. The report shall also include a comparison of existing and proposed timings, the
justifications for the recommended changes, and a description of the expected improvements.
3.4. Consultant shall follow the applicable state and federal standards in making these
recommendations. Any exceptions need to be discussed in detail with the project sponsors and
the MTC Project Manager.
3.5. Consultant shall meet with the project sponsors to discuss the proposed recommendations,
justifications and anticipated improvements. Consultant shall revise the report after addressing
the comments received from the project sponsors. Consultant shall submit a Response to
Comments Report addressing all the comments/concerns received from all stakeholders, while
submitting the Deliverable 3B: Revised Recommendations Report for approval.
Deliverable 3A: Draft Recommendations Report
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 14
Deliverable 3B: Revised Recommendations Report, including the Response to Comments
Report
4. Implementation and Evaluation
This is the final stage of the project requiring the coordination of all project sponsors and MTC. The
various tasks involved in this stage include, but are not limited to, the following:
4.1. Consultant shall prepare the appropriate timing sheets in the format requested by the project
sponsors for review and approval. Consultant shall revise the timing sheets based on comments
received from the project sponsors.
4.2. Consultant, with the help of project sponsors, shall implement the new timing plans remotely or
in the field. Consultant shall use all the resources required to complete this task effectively, and
any short-comings may impact the Consultant performance during the review process.
Consultant shall employ enough staff resources to monitor the traffic for the entire duration the
new plans are implemented for the first time. This requirement shall be followed any time
changes are made to the timing plans during the fine-tuning process. Consultant shall have
qualified staff available to immediately address any issues or agency concerns that may result
from the implementation of the new timing plans.
4.3. Consultant, with the help of project sponsors, shall fine-tune the new timing plans to the
satisfaction of the project sponsors. Consultant shall fine-tune timings in the field and record all
changes. Fine-tuning shall be conducted during times and days that are representative of the
times and days for which coordination plans were developed. This requires additional field
visits to verify and assess any changes made during the fine-tuning process.
4.4. Consultant shall conduct the “after” travel time and delay studies, including the number of
stops, during the new coordination periods. Consultant shall conduct as many runs as possible
within the coordination period, but at least a minimum of four runs shall be conducted for each
direction for each peak period. Consultant shall conduct these studies using the floating car
method or any method approved by the project sponsors.
4.5. Consultant shall calculate measures of effectiveness using the results from the “before” and
“after” studies. These measures generally include the travel-time savings, emissions savings,
speed increases, reduction in the number of stops, cost savings from reduced emissions and
benefit-cost analysis results. The methodology used for these calculations shall be provided or
approved by the MTC Project Manager.
4.6. Consultant shall submit a Deliverable 4A: Draft Project Report, which shall include the
following for each PASS project: overview, goals and objectives, corridors and services, project
map, results from the data collection and analyses, the preliminary recommendations, new
timings implementation, fine-tuning results, comparison of the old and new timings, etc. The
report will also include any unique issues that were resolved and any qualitative benefits
achieved with the project. The qualitative benefits will generally include the benefits to
pedestrians, benefits to bicyclists, effects on transit, traffic safety, etc.
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 15
4.7. Consultant shall revise the report after addressing the comments received from the project
sponsors and the MTC Project Manager. Consultant shall submit a Response to Comments
Report addressing all the comments/concerns received from all stakeholders, while submitting
the Deliverable 4B: Final Project Report for approval.
4.8. Consultant shall assist MTC in producing Fact Sheets for each project by providing the required
maps, tables, data or text as requested by the MTC Project Manager.
Task 4: Preliminary Implementation and Fine-tuning
Deliverable 4A: Draft Project Report with Benefit-Cost Analysis, including the computer
models
Deliverable 4B: Final Project Report with Benefit-Cost Analysis, including the computer
models and Response to Comments Report
5. Additional Services
In addition to the basic signal coordination plans, the Consultant may also be asked to provide additional
services related to the PASS projects. These services shall be requested by the project sponsor in their
application and shall be included in the SSB, contingent upon approval by MT C Project Manager.
Consultant shall include a detailed description of the scope of the additional service, a staffing plan, and
level of effort, additional budget, and payment schedule in the SSB. If the scope of work and budget for
these services cannot be reasonably negotiated, MTC, at its sole discretion, can withdraw the project
assignment from the Consultant and assign a different Consultant to the project. Additional services may
be requested at any stage of the project, as needed, and shall be included in a revised SSB, if approved
by the MTC Project Manager.
5.1. Consultant may be asked to develop additional timing plans, such as incident management flush
plans, transit signal priority plans, traffic responsive timing plans, weekend timing plans, school
peak timing plans, etc. Such services may include additional meetings, additional data
collection, field visits, technical analyses, studies, fine-tuning, conditional diagrams, etc.
5.2. Consultants, with the help of the transit agency, may be asked to review the existing capabilities
or conditions of the transit signal priority of buses serving the project corridors. The PASS will
also provide help in establishing communication between the signals and buses as this step is
crucial to implementing new transit signal priority plans.
5.3. Consultant may be asked to work on some pilot tasks/projects to help with the expansion of
PASS projects and services. These pilot tasks/projects will help MTC understand the level of
effort, budget, and potential benefits to mobility and air quality that could help expand future
cycles of the Program. The pilot tasks/projects may include, but not be limited to: development
of advanced signal timing plans; Systems Engineering analyses; and ITS Engineering and
Design.
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 16
5.4. Consultant may be asked to perform these additional services for any projects retimed in the last
two years under the PASS. These tasks may also include updating coversheets, reformatting
timing plans, evaluating the effects of new timing plans, etc.
5.5. Consultant may be asked to subcontract an electrical contractor or other firms with required
licenses and expertise to install GPS clocks or other communications equipment for certain
projects. Consultant may be asked to coordinate the installation of these equipment including
assisting the local agencies in securing any permits required for the project.
5.6. Consultant may be asked to prepare presentation materials and/or make formal presentations on
the PASS project to various policy boards and commissions.
5.7. Consultant may be asked to assist in organizing seminars on various topics that contribute to
improved mobility and emissions reductions. The typical tasks include developing seminar
outlines, securing speakers, preparing presentation materials, etc.
6. Reduced Services
Consultant may be requested to not perform some of the services listed above for certain projects. If
reduced services are requested by the project sponsor or the MTC Project Manager, Consultant shall
clearly document all relevant details in the SSB. The fee for reduced services shall be a percentage of
the base fee per intersection, or a negotiated amount, which is commensurate with the proportion of
services reduced. If these cannot be reasonably negotiated, MTC, at its sole discretion, can withdraw the
project assignment from the Consultant and assign a different Consultant to the project.
ATTACHMENT B
PROJECT BUDGET
The following table provides the estimated project budget, including the match to be provided by SAN
RAFAEL:
Task # Deliverable MTC Portion San Rafael
Portion
Amount
Due
1A Draft Scope of Work, Schedule and
Budget
$7,853 $1,762 $9,615
1B Final Scope of Work, Schedule and
Budget
$7,853 $1,762 $9,615
2A Draft Existing Conditions Report $47,119 $10,571 $57,690
2B Final Existing Conditions Report $15,706 $3,524 $19,230
3A Draft Recommendations Report $23,560 $5,285 $28,845
3B Revised Recommendations Report $15,706 $3,524 $19,230
4 Preliminary Implementation and Fine‐
tuning
$23,560 $5,285 $28,845
MTC/City of San Rafael
PASS FY 17-18 Joint Funding Agreement
Page 17
4A Draft Project Report with Benefit‐cost
Analysis
$7,853 $1,762 $9,615
4B Final Project Report with Benefit‐cost
Analysis
$7,853 $1,762 $9,615
GPS Cost $4,200 $4,200 $8,400
Total $161,265 $39,435 $192,300
Final ‐ Deliverable 1B
Scope, Schedule and Budget
(SSB)
Metropolitan Transportation Commission
Program for Arterial System Synchronization
(PASS) FY 17/18
Prepared for
City of San Rafael
Prepared By
1970 Broadway, Suite 740
Oakland, CA 94612
(510) 763‐2061
October 9, 2017
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
i October 9, 2017
Shaping a Smarter Transportation Experience
Table of Contents
PROJECT UNDERSTANDING ..................................................................................................... 1
SCOPE OF SERVICES ................................................................................................................. 4
TASK 1.0: PROJECT START‐UP ......................................................................................................... 4
Deliverables: ............................................................................................................................. 4
TASK 2.0: ANALYSIS OF EXISTING CONDITIONS .............................................................................. 4
Data Collection ......................................................................................................................... 4
Deliverables .............................................................................................................................. 5
TASK 3.0: DEVELOPMENT OF TIMING PLANS RECOMMENDATIONS ............................................ 5
Deliverables .............................................................................................................................. 5
TASK 4.0: IMPLEMENTATION AND EVALUATION ........................................................................... 6
Deliverables .............................................................................................................................. 6
TASK 5.0: ADDITIONAL SERVICES .................................................................................................... 6
SCHEDULE ................................................................................................................................ 7
BUDGET ................................................................................................................................... 8
ESTIMATED LEVEL OF EFFORT ....................................................................................................... 10
List of Tables
Table 1: Study Corridors.................................................................................................................. 1
Table 2: Study Intersections............................................................................................................ 1
Table 3: Project Schedule ................................................................................................................ 7
Table 4: PASS Budget ...................................................................................................................... 8
Table 5: Location for GPS Clocks ..................................................................................................... 9
Table 6: PASS Budget by Task ......................................................................................................... 9
Table 7: Scope of Services ............................................................................................................. 10
Attachment A – MTC PASS Program Scope of Work
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
1 October 9, 2017
Shaping a Smarter Transportation Experience
PROJECT UNDERSTANDING
The City of San Rafael and Caltrans received a Program for Arterial System Synchronization (PASS)
grant from the Metropolitan Transportation Commission (MTC) to conduct a signal timing study
in downtown San Rafael for a total of 39 traffic signals along 2nd/3rd Street, 4th Street, 5th Avenue
and Mission Avenue. Because of the proximity of the traffic signals, the City of San Rafael under a
separate contract outside of the PASS project seeks to retime fifteen (15) additional intersections
along 3rd Street (12 intersections) and 2nd Street (1 intersection), and 4th Street (2 intersections).
The corridor limits are listed in Table 1. The study intersections are listed in Table 2.
Table 1: Study Corridors
# Corridor Corridor Limits1 # of PASS Signals Total # of Signals
1 2
nd Street Grand Avenue to 4
th Street 12 13
2 3
rd Street Union Street to Shaver Street 1 13
3 4
th Street Grand Avenue to 2
nd Street 13 15
4 5
th Avenue Irwin Street to E. Street 9 9
5 Mission Avenue Irwin Street to Lincoln Avenue 4 4
Total Number of Traffic Signals 39 54
Note:
1The traffic signals within the Corridor Limits will be broken in groups for the signal coordination as necessary to operate the
corridors effectively for specific peak periods.
Table 2: Study Intersections
# System ID Intersection Signal Ownership Signal O&M
1 20 Mission Avenue/Lincoln Avenue City of San Rafael City of San Rafael
2 21 Mission Avenue/Tamalpais Avenue City of San Rafael City of San Rafael
3 22 Mission Avenue/Hetherton Street City of San Rafael City of San Rafael
4 23 Mission Avenue/Irwin Street City of San Rafael City of San Rafael
5 24 5
th Street/E Street City of San Rafael City of San Rafael
6 25 5
th Street/C Street City of San Rafael City of San Rafael
7 26 5
th Street/B Street City of San Rafael City of San Rafael
8 27 5
th Street/A Street City of San Rafael City of San Rafael
9 28 5
th Street/Court Street City of San Rafael City of San Rafael
10 29 5
th Street/Lincoln Avenue City of San Rafael City of San Rafael
11 30 5
th Street/ Tamalpais Avenue City of San Rafael City of San Rafael
12 31 5
th Street/Hetherton Street City of San Rafael City of San Rafael
13 32 5
th Street/Irwin Street City of San Rafael City of San Rafael
14 35 4th Street/2nd Street City of San Rafael City of San Rafael
15 36 4th Street/H Street City of San Rafael City of San Rafael
16 37 4
th Street/E Street City of San Rafael City of San Rafael
17 38 4
th Street/D Street City of San Rafael City of San Rafael
18 39 4
th Street/C Street City of San Rafael City of San Rafael
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
2 October 9, 2017
Shaping a Smarter Transportation Experience
19 40 4
th Street/B Street City of San Rafael City of San Rafael
20 41 4
th Street/A Street City of San Rafael City of San Rafael
21 42 4
th Street/Court Street City of San Rafael City of San Rafael
22 43 4
th Street/Lootens Place City of San Rafael City of San Rafael
23 44 4
th Street/Cijos Street City of San Rafael City of San Rafael
24 45 4
th Street/Lincoln Avenue City of San Rafael City of San Rafael
25 46 4
th Street/ Tamalpais Avenue City of San Rafael City of San Rafael
26 47 4
th Street/Hetherton Street City of San Rafael City of San Rafael
27 48 4
th Street/Irwin Street City of San Rafael City of San Rafael
28 49 4
th Street/Grand Avenue City of San Rafael City of San Rafael
29 50 3rd Street/Shaver Street City of San Rafael City of San Rafael
30 51 3rd Street/E Street City of San Rafael City of San Rafael
31 52 3rd Street/D Street City of San Rafael City of San Rafael
32 53 3rd Street/C Street City of San Rafael City of San Rafael
33 54 3rd Street/B Street City of San Rafael City of San Rafael
34 55 3rd Street/A Street City of San Rafael City of San Rafael
35 56 3rd Street/Lindaro Street City of San Rafael City of San Rafael
36 57 3rd Street/Lincoln Avenue City of San Rafael City of San Rafael
37 58 3rd Street/ Tamalpais Avenue City of San Rafael City of San Rafael
38 59 3rd Street/Hetherton Street City of San Rafael City of San Rafael
39 60 3rd Street/Irwin Street City of San Rafael City of San Rafael
40 61 3rd Street/Grand Avenue City of San Rafael City of San Rafael
41 62 3
rd Street/Union Street City of San Rafael City of San Rafael
42 63 2nd Street/G Street City of San Rafael City of San Rafael
43 64 2
nd Street/Shaver Street City of San Rafael City of San Rafael
44 65 2
nd Street/E Street City of San Rafael City of San Rafael
45 66
2nd Street/D Street City of San Rafael City of San Rafael
46 67
2nd Street/C Street City of San Rafael City of San Rafael
47 68
2nd Street/B Street City of San Rafael City of San Rafael
48 69
2nd Street/A Street City of San Rafael City of San Rafael
49 70 2
nd Street/Lindaro Street City of San Rafael City of San Rafael
50 71 2
nd Street/Lincoln Avenue City of San Rafael City of San Rafael
51 72 2
nd Street/ Tamalpais Avenue City of San Rafael City of San Rafael
52 73 2
nd Street/Hetherton Street City of San Rafael City of San Rafael
53 74 2
nd Street/Irwin Street City of San Rafael City of San Rafael
54 75 2
nd Street/Grand Avenue City of San Rafael City of San Rafael
Note:
The goal of this project is to develop traffic signal timing plans for weekday a.m., midday, and
p.m. peak periods, and two weekend peak periods to reduce traffic congestion. This is expected
Non PASS funded intersections #14‐#15, #29‐#40, and #42
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
3 October 9, 2017
Shaping a Smarter Transportation Experience
to result in the reduction of traffic delays, emission of harmful greenhouse gases, reduce
automobile travel time along the study corridors, and improve traffic safety. The study corridors
connect with Lincoln Avenue and Grand Avenue that serve as reliever routes to the US 101
freeway. Additionally, 2nd Street and 3rd Street are considered arterials of regional significance as
they provide access to the US 101 freeway in the adjacent City of San Anselmo, City of Ross, and
City of Fairfax in Marin County. The study intersections in downtown Rafael were last retimed in
May 2012 under PASS.
The project will study pedestrian crossing time and develop adequate timing parameters for
pedestrians and bicycle crossing in accordance with the 2014 CA MUTCD requirements. According
to City staff the corridors carry significant traffic during the weekends. Therefore, the project will
develop timing plans for up to two weekend peak periods for each corridor to improve traffic
flow along the study corridors. The peak periods for the traffic signal coordination will be
determined by using the average daily traffic (ADT) count data.
The project is a standard PASS project involving comprehensive data collection and description of
existing conditions, analysis of traffic signal coordination and traffic safety needs leading to
recommendations for signal operations and draft timing sheets. A Final Project Report, which
would consist of a summary of all deliverables, and benefit‐cost evaluation to estimate the
degree of public benefit derived from investing in the PASS project will be submitted to the City
and MTC. The final timing sheets and Synchro model will be submitted after fine‐tuning and
implementation. Final deliverables will be in both hard copy format and electronic format. Upon
completion of the project, DKS will submit a compact diskette (CD) containing all of the project
files.
According to data provided by City of San Rafael staff, all the 55 traffic signals are operated and
maintained by the City. The 54 City Traffic signals operate with various Econolite controllers
including ASC/2, ASC/2S, ASC/3, COBALT, and CBD6000 models with Econolite firmware. All City
traffic signals are interconnected to the City’s traffic management center (TMC) via either copper
hardwire, Fiber Optic cables, or radio except four intersections that are currently off line. The
four intersections are
1. 4th Street/Grand Avenue
2. 3rd Street/Union Street
3. 2nd Street/Grand Avenue
4. 3rd Street/Grand Avenue1
Note:
1Non PASS funded intersection
The City traffic signals are currently managed with the Centracs and Aries software at the traffic
management center (TMC).
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
4 October 9, 2017
Shaping a Smarter Transportation Experience
SCOPE OF SERVICES
The Scope of Services for the project will be conducted in accordance with the Standard Scope of
Work, Schedule and Budget for the PASS Consultants and based on discussions with the
Agencies involved in the project.
The PASS Standard Scope of Work, Schedule, and Budget document is attached to this scope,
schedule and budget.
The following outlines additions, clarifications, and/or deletions only to the Standard Scope of
Work.
Task 1.0: Project Start‐Up
The Kickoff meeting was held on July 24, 2017. No changes or clarifications are needed.
Deliverables:
Task 1A: Draft Scope of Work, Schedule and Budget
Task 1B: Final Scope of Work, Schedule and Budget
Task 2.0: Analysis of Existing Conditions
DKS will obtain an aerial photo and scalable map of the study corridors from Google maps. The
City of San Rafael has provided a schematic of the traffic signal system, Synchro files and the
timing sheets for the study intersections. DKS will review the accuracy of the Synchro files (i.e.
link lengths, lane configuration, storage lengths, signal timing parameters etc.) and will update
the models as needed.
Data Collection
Turning movement counts, including vehicular, pedestrian, and bicycle counts will be collected
for the project intersections listed under the Project Understanding section of this report.
The City has provided recent turning movement counts for five intersections and average daily
traffic counts for all the study corridors. The turning movement counts provided are during
weekday AM and PM peak period counts and were conducted in May 2017. The average daily
traffic counts were conducted for a period of three to seven days in 15‐minute intervals in the
months of March, April, and May of 2017. DKS will supplement the turning movement counts by
conducting weekday AM and PM counts for the remaining 50 intersections, Midday counts for all
55 study intersections, and weekend AM and PM peak period turning movement counts for all 55
study intersections.
The peak periods for collecting the turning movement counts will be determined by analyzing the
profile of the daily traffic counts. The turning movement counts will be collected on weekdays,
Tuesdays through Thursdays and on Saturdays and Sundays during weekends.
The City of San Rafael Staff provided collision data in pdf format for all study intersections.
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
5 October 9, 2017
Shaping a Smarter Transportation Experience
Travel Time and Delay Studies
The travel time and delay studies will be conducted for the following roadway segments:
1. 2nd Street from 4th Street to Union Street
2. 3rd Street from 2nd Street/G Street to Union Street(City funded)
3. 4th Street from 2nd Street to Grand Avenue
4. 5th Street from E Street to Irwin Street
5. Mission Avenue from Lincoln Avenue to Irwin Street
Traffic Signal Timing Software
Trafficware’s Synchro version 9 software will be used to conduct the signal timing analysis.
Deliverables
Task 2A: Draft Existing Conditions Report
Task 2B: Final Existing Conditions Report
DKS will compile and analyze all data collected and prepare an existing conditions report or
technical memorandum that summarizes the results of the analysis. DKS will submit a draft
existing conditions report for City review. Upon receipt of the comments, DKS will submit a final
version of the report including a response to comments memorandum.
Task 3.0: Development of Timing Plans Recommendations
DKS will provide a brief memorandum prior to the draft recommendations report discussing the
proposed cycle lengths and groupings of signals into subsystems. A meeting will be scheduled to
review the draft recommendations as included in the Scope of Work.
No transit priority is included as part of this Scope of Services.
Consistent with the 2014 California Manual of Uniform Traffic Control Devices (CA MUTCD), a
walking speed of 3.5 feet per second (ft. /sec) will be used to determine pedestrian clearance
time (Flash Don’t Walk) for City traffic signals.
DKS will work with the City staff to review the actuated settings used and make
recommendations for improving these settings where necessary. Additionally, per the 2014 CA
MUTCD, DKS will update the minimum green timing for traffic signals to accommodate bicyclists
at all approaches.
Deliverables
Task 3A: Draft Recommendations Report
Task 3B: Revised Recommendations Report
DKS will submit a draft recommendations report for City review. After receiving and addressing
City staff comments on the draft timing plans recommendations, a final timing plans
recommendations will be submitted for implementation. A response to comments memorandum
will also be submitted along with the final report.
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
6 October 9, 2017
Shaping a Smarter Transportation Experience
Task 4.0: Implementation and Evaluation
An “After” travel time survey will be conducted after the field fine‐tuning to evaluate the
implemented and fine‐tuned timing plans. Subsequently, DKS will conduct Benefit‐Cost Analysis
based on the results of the “Before” and “After” travel time surveys.
DKS will assist City staff to implement the traffic signal timings at the City of San Rafael’s Traffic
Management Center. DKS will also work with DC Electric, the City’s current on‐call contractor to
implement timing plans at four intersections that are currently off line. DKS will submit the final
timing sheets after implementation and fine‐tuning, and a final report for the weekday and
weekend peak periods signal timing effort. The reports will contain signal timing evaluation, and
benefit and cost analysis results.
Deliverables
Task 4: Preliminary Implementation and Fine‐tuning of Timing Plans
Task 4A: Draft Project Report with Benefit‐cost Analysis
Task 4B: Final Project Report with Benefit‐cost Analysis
The deliverables will include the implementation and fine‐tuning of the timing plans, a draft
project report that summarizes all elements of the project, and a final project report with all
project deliverables including the Synchro models and a response to the draft comments memo.
Task 5.0: Additional Services
1. Develop three weekday and two weekend timing plans for 16 intersections along 3
rd
Street. This additional service will be funded by the City of San Rafael.
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
7 October 9, 2017
Shaping a Smarter Transportation Experience
SCHEDULE
DKS shall provide the services in accordance with the following schedule:
Table 3: Project Schedule
Tasks and Deliverables Estimated Completion Date
1A ‐ Draft Scope of Work, Schedule and Budget (Deliverable #1A) Completed
City/MTC Review Completed
1B ‐ Final Scope of Work, Schedule and Budget (Deliverable #1B) Completed
Data Collection (part of Task 2) October 6, 2017
Field Review (part of Task 2) October 6, 2017
2A ‐ Draft Existing Conditions Report (Deliverable #2A) October 27, 2017
City Review November 10, 2017
2B ‐ Final Existing Conditions Report (Deliverable #2B) November 24, 2017
3A ‐ Draft Recommendations Report (Deliverable #3B) December 22, 2017
City Review January 12, 2018
3B ‐ Revised Recommendations Report (Deliverable #3B) February 2, 2018
Timing Sheets March 16, 2018
City Review March 30, 2018
4 ‐ Preliminary Implementation and Fine‐tuning (Deliverable #4) April 13, 2018
4A ‐ Draft Project Report with Benefit‐cost Analysis (Deliverable #4A) May 2, 2018
MTC Review May 10, 2018
4B ‐ Final Project Report with Benefit‐cost Analysis (Deliverable #4B) May 25, 2018
The schedule is based on the assumption that traffic data and review of deliverables will be
conducted in a timely manner and in accordance with the above schedule.
Task 1B: PASS 2016/17 City of San Rafael Final Scope, Schedule and Budget 8 October 9, 2017 Shaping a Smarter Transportation Experience BUDGET Timing plans will be developed for the weekday a.m., midday, and p.m. peak periods and weekend/off peak a.m. and p.m. peak periods for 54 project intersections, with all signals coordinated through an accurate time base. DKS will assist City staff with the implementation of the timing plans at the City of San Rafael Traffic Management Center and field implementations for three off line traffic signals. The synchronization of only 39 of the 54 project intersections will be funded under PASS. The remaining 15 intersections will be funded by the City of San Rafael with a different negotiated rate than listed below. Based on the PASS standard fees, the fee for timing traffic signals that are interconnected to a Traffic Management Center (TMC) or a central traffic signal system is $2,600 per intersection for three scenarios, $2,300 per intersection for two scenarios, and $2,000 for one scenario. The fee for timing traffic signals that are not interconnected to a TMC or a central traffic signal system is $2,800 per intersection for three scenarios, $2,500 per intersection for two scenarios, and $2,200 for one scenario. Table 4: PASS Budget Project Corridors (# of signals) # of Signals Project Services and Plans Implementation (TMC or Field) Weekday AM/MD/PM Weekend AM/PM Total Local Caltrans Total 2nd/3rd Street, 4th Street, 5th Avenue and Mission Avenue 36 0 36 Weekday (AM/MD/PM)‐‐$2,600 Weekend (AM/PM)‐‐$2,300 TMC $93,600 $82,800 $176,400 3 0 3 Weekday (AM/MD/PM)‐‐$2,800 Weekend (AM/PM)‐‐$2,500 Field $8,400 $7,500 $15,900 Total 39 0 39 $102,000 $90,300 $192,300
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
9 October 9, 2017
Shaping a Smarter Transportation Experience
Table 5: Location for GPS Clocks
# System ID Intersection Type of Controller Firmware Signal O&M GPS Cost
5 24 5
th Street/E Street ASC 2 Econolite ASC 2 City of San Rafael $600
6 25 5
th Street/C Street CBD6000 Econolite ASC 2 City of San Rafael $600
7 26 5
th Street/B Street CBD6000 Econolite ASC 2 City of San Rafael $600
8 27 5
th Street/A Street CBD6000 Econolite ASC 2 City of San Rafael $600
9 28 5
th Street/Court Street CBD6000 Econolite ASC 2 City of San Rafael $600
17 37 4
th Street/E Street CBD6000 Econolite ASC 2 City of San Rafael $600
18 38 4
th Street/D Street CBD6000 Econolite ASC 2 City of San Rafael $600
19 39 4
th Street/C Street CBD6000 Econolite ASC 2 City of San Rafael $600
20 40 4
th Street/B Street CBD6000 Econolite ASC 2 City of San Rafael $600
21 41 4
th Street/A Street CBD6000 Econolite ASC 2 City of San Rafael $600
22 42 4
th Street/Court Street CBD6000 Econolite ASC 2 City of San Rafael $600
23 43 4
th Street/Lootens Place CBD6000 Econolite ASC 2 City of San Rafael $600
24 44 4
th Street/Cijos Street CBD6000 Econolite ASC 2 City of San Rafael $600
49 69 2nd Street/A Street ASC 2 Econolite ASC 2 City of San Rafael $600
Total GPS Cost (to be funded by PASS) $8,400
35 55 3rd Street/A Street ASC 2 Econolite ASC 2 City of San Rafael ‐
Note:
Based on the budget in Table 4, the following payment amount will correspond to each
deliverable:
Table 6: PASS Budget by Task
Task # Deliverable Payment Amount Due
1A Draft Scope of Work, Schedule and Budget 5% of Project Budget $9,615
1B Final Scope of Work, Schedule and Budget 5% of Project Budget $9,615
2A Draft Existing Conditions Report 30% of Project Budget $57,690
2B Final Existing Conditions Report 10% of Project Budget $19,230
3A Draft Recommendations Report 15% of Project Budget $28,845
3B Revised Recommendations Report 10% of Project Budget $19,230
4 Preliminary Implementation and Fine‐tuning 15% of Project Budget $28,845
4A Draft Project Report with Benefit‐cost Analysis 5% of Project Budget $9,615
4B Final Project Report with Benefit‐cost Analysis 5% of Project Budget $9,615
Non PASS funded intersection
Task 1B: PASS 2016/17 City of San Rafael
Final Scope, Schedule and Budget
10 October 9, 2017
Shaping a Smarter Transportation Experience
Estimated Level of Effort
Table 7: Scope of Services
Tasks
Hours
Principal‐
in‐ Charge
Project
Manager
Project
Engineer I
Project
Engineer II Clerical Total
1A ‐ Draft Scope of Work, Schedule and Budget 2 30 6 8 4
50
1B ‐ Final Scope of Work, Schedule and Budget 2 30 6 8 4
50
2A ‐ Draft Existing Conditions Report 2 40 30 74 16 162
2B ‐ Final Existing Conditions Report 40 16 64 6
126
3A ‐ Draft Recommendations Report 2 52 50 68 16
188
3B ‐ Revised Recommendations Report 2 32 32 54 8
128
4 ‐ Preliminary Implementation and Fine‐tuning 40 76 72 0
188
4A ‐ Draft Project Report with Benefit‐cost
Analysis 1 12 2 46 8 69
4B ‐ Final Project Report with Benefit‐cost
Analysis 1 12 2 46 8 69
Total Hours 12 288 220 440 70
1,030
ATTACHMENT A
Scope of Work
The services to be performed by Consultant shall consist of services requested by the MTC
Project Manager or a designated representative. At the beginning of each annual project cycle, all
selected Consultant shall meet with the MTC Project Manager to discuss various aspects of the
PASS, such as program guidelines, logistics, services, invoices, communication preferences, etc.
Caltrans staff will also participate in this meeting to discuss their signal timing preferences, if
applicable. The electronic files of all project deliverables shall be clearly named and dated. The
project administration guidelines applicable to the particular Cycle of PASS projects shall be
reviewed and discussed at this meeting. The standard scope of work, schedule and budget for a
typical PASS project includes, but is not limited to, the following:
1. Project Kick-off
1.1. Consultant shall coordinate a kick-off meeting with the project sponsors, and MTC
Project Manager or designated representative. This meeting will help to understand the
roles and responsibilities of each stakeholder; establish communication channels; discuss
the deliverable review preferences for each stakeholder; discuss in detail the scope of
work, schedule, and budget; understand the needs and requirements of all stakeholders;
gather available data and information; and obtain a thorough understanding of the goals
of the project.
1.2. Consultant shall have the opportunity to discuss with the project sponsors and other
stakeholders their preferences for signal timing, cycle length preferences, status of
corridor equipment, anticipated construction activities, any helpful “do’s and don’ts, and
other project related information.
1.3. Consultant shall prepare the Deliverable 1A: Draft Scope of Work, Schedule and Budget
report for review by the project sponsors and the MTC Project Manager. This report
shall include all the details discussed in the kick-off meeting. Consultant shall address all
of the comments received and submit a revised report to the MTC Project Manager for
final approval. The approved version will be considered the Deliverable 1B: Final Scope
of Work, Schedule, and Budget (SSB) for the project.
1.4. Consultant shall revise the SSB if any significant changes are required or requested in
the approved version during any stage of the project. The revised version shall include
the nature and details on all of the changes with a revised date and title. Consultant may
also be asked to perform any additional services described in detail in Task 5: Additional
Services at any stage of the project.
Deliverable 1A: Draft Scope of Work, Schedule, and Budget
Deliverable 1B: Final Scope of Work, Schedule, and Budget (SSB)
2. Analysis of Existing Conditions
Consultant shall collect and analyze all the data necessary to thoroughly understand existing
traffic conditions in the project corridors. This stage of the project includes data collection and
analysis, thorough field observations, input from signal maintenance staff, contractors, vendors,
etc. regarding any pertinent issues in the project corridors. The purpose of this task is to help the
project sponsors and other stakeholders understand the current traffic conditions in the project
corridors, such as traffic patterns, volumes, peak hours, bottlenecks, collision history, hot spots,
etc.
2.1. Data Collection and field reviews – Consultant shall collect all the data as listed in
Deliverable 1B: Final Scope of Work, Schedule and Budget (SSB).
2.1.1. Consultant shall collect existing timing sheets, coordination plans, traffic signal
as-built drawings, aerial photos and maps, corridor and intersection collision data
for three years, Synchro and other computer models and data, if available, from
the project sponsors and other stakeholders.
2.1.2. Consultant shall conduct peak period turning movement counts at all study
intersections, including pedestrian and bicycle counts, and seven-day 24-hour
machine counts (ADT Counts) with vehicle classifications at strategic locations to
determine periods of coordination. All counts shall be taken during times and
days that are representative of the times and days for which coordination plans
shall be developed. No counts shall be taken during the weeks with holidays or
school breaks, or on the days where the typical traffic patterns are impacted by
construction activity, major incidents, adverse weather conditions, etc.
2.1.3. Consultant shall collect turning movement counts along with bicycle and
pedestrian counts, using video data collection technologies. MTC prefers this
method, as the videos help to review any data collection errors, if needed.
Consultant shall provide access to the raw counts, videos, formatted data, via an
FTP site or other web-portals approved by all of the stakeholders. Other data
collection methods shall be considered based on the preference of the project
sponsor or if video data collection is not feasible. Consultant shall take all the
steps possible to provide the data to the project sponsors in any or all formats,
such as PDF, MS Excel and/or Synchro computer models.
2.1.4. Consultant or their authorized subcontractors’ costs for collecting the turning
movement counts, with bicycle and pedestrian counts at all project intersections,
is included in the project budget per intersection. The ADT or the seven-day 24-
hour machine counts are included in the project costs, at the rate of one ADT
count for every four project signals. Any additional counts have to be approved by
MTC, and billed at a negotiated rate.
2.1.5. Consultant shall provide the MTC Project Manager electronic files of all turning
movement counts, bicycle and pedestrian counts, ADT counts, collision data, all
developed Synchro models, controller and cabinet photos, and any other project
related data when requested or at the end of the project, whichever is earliest.
2.1.6. Consultant shall conduct thorough field reviews at all study intersections and
street segments to verify lane geometry, speed limits, storage lengths, signal
phasing, distances between intersections, and crosswalk lengths, even if the
information is available through other sources, such as aerial photos and speed
surveys. Consultant shall conduct extensive field reviews at key intersections to
measure queue lengths and saturation flows for heavy movements with input from
project sponsors.
2.1.7. Consultant shall conduct the “before” travel time data, including the number of
stops, during times and days that are representative of the times and days for
which coordination plans shall be developed. Consultant shall conduct as many
runs as possible within the coordination period, but at least a minimum of four
runs shall be conducted for each direction for each peak period. Consultant shall
conduct these studies using the floating car method or any method approved by
the project sponsors.
2.1.8. Consultant shall verify signal coordination and transit priority capabilities of
existing equipment and communications infrastructure. Consultant shall take
digital photos of the controller cabinet and the contents of the controller cabinet,
at all project locations, unless waived by the project sponsors or MTC.
2.2. Analysis of Existing Conditions – Consultant shall analyze the data obtained from Task
2.1 as follows:
2.2.1. Consultant shall review initial and actuated settings for each study intersection to
identify opportunities to minimize delay during non-coordination periods and
enhance pedestrian and bicyclist safety. The analysis shall include, but not be
limited to, review of minimum and maximum green settings; yellow and red
times; pedestrian timing; and gap, extension, and reduction settings.
2.2.2. Consultant shall analyze the intersection and corridor-wide collision data for at
least three years of available data. This data shall be summarized and evaluated to
identify any signal timing practices that may help reduce similar potential
incidents in the future.
2.2.3. Consultant shall analyze the typical traffic patterns during the peak periods for
which coordination plans shall be developed. Consultant shall note factors that
generally affect signal progression including, but not limited to: intersections with
high pedestrian or bicyclist volumes; over-saturated intersections; uneven lane
distribution; high volumes of trucks and buses; and presence and location of bus
stops.
2.2.4. Consultant shall develop models for each peak period project corridors and
calibrate the model based on travel time and delay studies, and field observations
of queue lengths and saturation flows for heavy movements at key intersections.
Consultant shall use the modeling software as per directions from the project
sponsors.
2.2.5. Consultant shall summarize the results of the existing conditions analyses in
Deliverable 2A: Draft Existing Conditions Report for review by the project
sponsors and MTC Project Manager. At a minimum, the report shall include the
following: project description; project map showing the intersections and
services; analysis from the counts; field verification results of the controllers and
their communication capabilities; factors that are expected to affect progression;
and model calibration results.
2.2.6. Consultant shall meet with the project sponsors to discuss the results of the
existing conditions analyses and field observations. Consultant shall revise the
report after addressing the comments received from the project sponsors.
Consultant shall submit a Response to Comments Report addressing all the
comments/concerns received from all stakeholders, while submitting the
Deliverable 2B: Final Existing Conditions Report for approval.
Deliverable 2A: Draft Existing Conditions Report
Deliverable 2B: Final Existing Conditions Report, including the Response to
Comments Report
3. Development of Recommendations
This stage of the project involves the following tasks and deliverables:
3.1. Consultant shall develop the optimal time-of-day coordination plans after analyzing the
signal grouping; phasing and phase sequence, including conditional service; cycle
lengths, splits, offsets; collision diagrams/data and other available data. The Consultant
shall meet with the project sponsors or submit an interim deliverable to discuss and
agree on the preliminary signal grouping and cycle lengths.
3.2. Consultant shall develop recommendations of optimal initial and actuated settings; time-
of-day coordination plans and hours of coordinated operation; and transit signal priority
plans and hours of operation, if applicable.
3.3. Consultant shall summarize recommendations in the Deliverable 3A: Draft
Recommendations Report. The report shall also include a comparison of existing and
proposed timings, the justifications for the recommended changes, and a description of
the expected improvements.
3.4. Consultant shall follow the applicable state and federal standards in making these
recommendations. Any exceptions need to be discussed in detail with the project
sponsors and the MTC Project Manager.
3.5. Consultant shall meet with the project sponsors to discuss the proposed
recommendations, justifications and anticipated improvements. Consultant shall revise
the report after addressing the comments received from the project sponsors. Consultant
shall submit a Response to Comments Report addressing all the comments/concerns
received from all stakeholders, while submitting the Deliverable 3B: Revised
Recommendations Report for approval.
Deliverable 3A: Draft Recommendations Report
Deliverable 3B: Revised Recommendations Report, including the Response to
Comments Report
4. Implementation and Evaluation
This is the final stage of the project requiring the coordination of all project sponsors and MTC.
The various tasks involved in this stage include, but are not limited to, the following:
4.1. Consultant shall prepare the appropriate timing sheets in the format requested by the
project sponsors for review and approval. Consultant shall revise the timing sheets based
on comments received from the project sponsors.
4.2. Consultant, with the help of project sponsors, shall implement the new timing plans
remotely or in the field. Consultant shall use all the resources required to complete this
task effectively, and any short-comings may impact the Consultant performance during
the review process. Consultant shall employ enough staff resources to monitor the traffic
for the entire duration the new plans are implemented for the first time. This requirement
shall be followed any time changes are made to the timing plans during the fine-tuning
process. Consultant shall have qualified staff available to immediately address any issues
or agency concerns that may result from the implementation of the new timing plans.
4.3. Consultant, with the help of project sponsors, shall fine-tune the new timing plans to the
satisfaction of the project sponsors. Consultant shall fine-tune timings in the field and
record all changes. Fine-tuning shall be conducted during times and days that are
representative of the times and days for which coordination plans were developed. This
requires additional field visits to verify and assess any changes made during the fine-
tuning process.
4.4. Consultant shall conduct the “after” travel time and delay studies, including the number
of stops, during the new coordination periods. Consultant shall conduct as many runs as
possible within the coordination period, but at least a minimum of four runs shall be
conducted for each direction for each peak period. Consultant shall conduct these studies
using the floating car method or any method approved by the project sponsors.
4.5. Consultant shall calculate measures of effectiveness using the results from the “before”
and “after” studies. These measures generally include the travel-time savings, emissions
savings, speed increases, reduction in the number of stops, cost savings from reduced
emissions and benefit-cost analysis results. The methodology used for these calculations
shall be provided or approved by the MTC Project Manager.
4.6. Consultant shall submit a Deliverable 4A: Draft Project Report, which shall include the
following for each PASS project: overview, goals and objectives, corridors and services,
project map, results from the data collection and analyses, the preliminary
recommendations, new timings implementation, fine-tuning results, comparison of the
old and new timings, etc. The report will also include any unique issues that were
resolved and any qualitative benefits achieved with the project. The qualitative benefits
will generally include the benefits to pedestrians, benefits to bicyclists, effects on transit,
traffic safety, etc.
4.7. Consultant shall revise the report after addressing the comments received from the
project sponsors and the MTC Project Manager. Consultant shall submit a Response to
Comments Report addressing all the comments/concerns received from all stakeholders,
while submitting the Deliverable 4B: Final Project Report for approval.
4.8. Consultant shall assist MTC in producing Fact Sheets for each project by providing the
required maps, tables, data or text as requested by the MTC Project Manager.
Task 4: Preliminary Implementation and Fine-tuning
Deliverable 4A: Draft Project Report with Benefit-Cost Analysis, including the
computer models
Deliverable 4B: Final Project Report with Benefit-Cost Analysis, including the
computer models and Response to Comments Report
5. Additional Services
In addition to the basic signal coordination plans, the Consultant may also be asked to provide
additional services related to the PASS projects. These services shall be requested by the project
sponsor in their application and shall be included in the SSB, contingent upon approval by MTC
Project Manager. Consultant shall include a detailed description of the scope of the additional
service, a staffing plan, and level of effort, additional budget, and payment schedule in the SSB.
If the scope of work and budget for these services cannot be reasonably negotiated, MTC, at its
sole discretion, can withdraw the project assignment from the Consultant and assign a different
Consultant to the project. Additional services may be requested at any stage of the project, as
needed, and shall be included in a revised SSB, if approved by the MTC Project Manager.
5.1. Consultant may be asked to develop additional timing plans, such as incident
management flush plans, transit signal priority plans, traffic responsive timing plans,
weekend timing plans, school peak timing plans, etc. Such services may include
additional meetings, additional data collection, field visits, technical analyses, studies,
fine-tuning, conditional diagrams, etc.
5.2. Consultants, with the help of the transit agency, may be asked to review the existing
capabilities or conditions of the transit signal priority of buses serving the project
corridors. The PASS will also provide help in establishing communication between the
signals and buses as this step is crucial to implementing new transit signal priority plans.
5.3. Consultant may be asked to work on some pilot tasks/projects to help with the expansion
of PASS projects and services. These pilot tasks/projects will help MTC understand the
level of effort, budget, and potential benefits to mobility and air quality that could help
expand future cycles of the Program. The pilot tasks/projects may include, but not be
limited to: development of advanced signal timing plans; Systems Engineering analyses;
and ITS Engineering and Design.
5.4. Consultant may be asked to perform these additional services for any projects retimed in
the last two years under the PASS. These tasks may also include updating coversheets,
reformatting timing plans, evaluating the effects of new timing plans, etc.
5.5. Consultant may be asked to subcontract an electrical contractor or other firms with
required licenses and expertise to install GPS clocks or other communications equipment
for certain projects. Consultant may be asked to coordinate the installation of these
equipment including assisting the local agencies in securing any permits required for the
project.
5.6. Consultant may be asked to prepare presentation materials and/or make formal
presentations on the PASS project to various policy boards and commissions.
5.7. Consultant may be asked to assist in organizing seminars on various topics that
contribute to improved mobility and emissions reductions. The typical tasks include
developing seminar outlines, securing speakers, preparing presentation materials, etc.
6. Reduced Services
Consultant may be requested to not perform some of the services listed above for certain
projects. If reduced services are requested by the project sponsor or the MTC Project Manager,
Consultant shall clearly document all relevant details in the SSB. The fee for reduced services
shall be a percentage of the base fee per intersection, or a negotiated amount, which is
commensurate with the proportion of services reduced. If these cannot be reasonably negotiated,
MTC, at its sole discretion, can withdraw the project assignment from the Consultant and assign
a different Consultant to the project.
STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: Charmine Solla/Lauren Davini Date of Meeting: 11/06/2017
Department: Public Works
Topic: PROGRAM FOR ARTERIAL SYSTEM SYNCHRONIZATION (PASS) GRANT SIGNAL TIMING
Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL INCLUDING: 1. AUTHORIZING THE
CITY MANAGER TO SIGN THE AGREEMENT WITH THE METROPOLITAN TRANSPROTATION TRANSPORTATION
COMMISSION (MTC) IN THE AMOUNT OF $161,265 ACCEPTING PASS GRANT FUNDING 2.AUTHORIZE THE
NECESSARY MATCHING FUNDS REQUIRED FOR THE PASS GRANT IN AN AMOUNT NOT TO EXCEED $39,435. 3.
AUTHORIZE THE CITY MANAGER TO SIGN THE PROFESSIONAL SERVICES AGREEMENT WITH DKS ASSOCIATES
FOR AN ADDITIONAL 15 SIGNALS NOT INCLUDED IN THE PASS GRANT IN AN AMOUNT NOT TO EXCEED
$67,900. ***Note:MTC funding agreement is being revised and will be sent to us this week.***
Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing
☐ Discussion Item ☐ Resolution ☒ Ordinance
☐ Professional Services Agreement ☐ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ☐ Yes ☒No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY
noon
10/13
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
10/20/2017
☒
BG
CONTENT REVIEW
MONDAY
morning
10/16
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
Click here to
enter a date.
10/25/2017
Click here to
enter a date.
☐
☒
LG
☒
10/20 sent email-VB
DEPARTMENT REVISIONS
FRIDAY
noon
10/20
Author Author revises the report
based on comments receives
and produces a final version
(all track changes and
comments removed) by
Friday at noon.
Click here to
enter a date.
☐
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
10/30
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
Click here to
enter a date.
10/31/2017
Click here to
enter a date.
☐
☒
LG
☐
TUES
noon
10/31
City Manager Final review and approval 10/31/2017 ☒
JS