HomeMy WebLinkAbout11 - Agreement with the City of Irvine for a Regional Traffic Signal Synchronization ProjectCITY OF
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NEWPORT BEACH
City Council Staff Report
September 25, 2018
Agenda Item No. 11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Eric Loke, Senior Civil Engineer,
eloke@newportbeachca.gov
PHONE: 949-644-3336
TITLE: Approve a Cooperative Agreement with the City of Irvine for a
Regional Traffic Signal Synchronization Project on the Culver Drive -
Bonita Canyon Drive Corridor
ABSTRACT:
As part of the Orange County Transportation Authority (OCTA) Measure M2 Regional
Traffic Signal Synchronization Grant Program (RTSSP), funds have been awarded the
cities of Newport Beach and Irvine to upgrade traffic signals along the Culver Drive -Bonita
Canyon Drive corridor. The project will be completed as a joint project by the two
agencies and led by the City of Irvine. Pursuant to grant guidelines, a cooperative
agreement between collaborating agencies is required.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or indirectly;
and
b) Approve Cooperative Agreement between the City of Newport Beach and the City of
Irvine for the Culver Drive -Bonita Canyon Drive Corridor Regional Traffic Signal
Synchronization Project (RTSSP).
FUNDING REQUIREMENTS:
The entire project is estimated to cost approximately $1,424,660. The work performed
within the City of Newport Beach is estimated at $828,950 with a required 20% funding
match amount of $165,790 (City of Newport Beach proportionate project cost).
The City's portion of the funding match for this project will be programmed and included
as part of FY 2019/20 Capital Improvement Program for City Council consideration.
Approve a Cooperative Agreement with the City of Irvine for a Regional Traffic Signal
Synchronization Project on the Culver Drive -Bonita Canyon Drive Corridor
September 25, 2018
Page 2
DISCUSSION:
As part of the Measure M2 Comprehensive Transportation Funding Program, the
Regional Traffic Signal Synchronization Program enables OCTA to work county -wide to
enhance traffic signal coordination and reduce travel time delays by funding
synchronization projects for multi -jurisdictional traffic signal corridors. Project eligibility
requires a cooperative agreement between the participating agencies.
The proposed project will enhance traffic signal coordination at 39 signals along the
Culver Drive -Bonita Canyon Drive corridor, of which six (6) intersections are within the
City of Newport Beach limits (Attachment A). The project limits start at the Jamboree
Road/Ford Road intersection, continuing through Newport Beach as Bonita Canyon
Drive, then through Irvine as Culver Drive, and ending at Portola Parkway towards the
north. During project initialization, staff identified the following signal system and
equipment upgrades for the Newport Beach portion of the corridor. Although only six (6)
signals are within the City's jurisdiction, the following improvements account for the
majority of the project costs:
• Install new traffic signal equipment to replace items that were not updated as part
of the City's prior Traffic Signal Modernization Project, including Emergency
Vehicle Preemption equipment and Battery Back-up systems at these six
signalized intersections;
• Install closed circuit television (CCTV) cameras at three of the signalized
intersections: Bonita Canyon Drive/Chambord, Bonita Canyon Drive/Mesa View
Drive, and Ford Road (Bonita Canyon Drive)/Jamboree Road;
• Install new Fiber Optic communication cable and associate network equipment on
Bonita Canyon Drive between MacArthur Boulevard and Chambord;
• Update traffic signal timing and coordination plans; and
• Maintain traffic signal timing and detection for two years after project completion.
This work will be performed by the design engineer and is funded through the
grant as an eligibility requirement.
These upgrades are consistent with the City's Traffic Signal Modernization Master Plan.
Design and implementation is planned to begin during the 2018/19 fiscal year.
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Location Map
Attachment B — Cooperative Agreement with the City of Irvine
11-2
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CITY OF NEWPORT BEACH
Regional Traffic Signal Synchronization Project PUBLIC WORKS DEPARTMENT
Culver Drive -Bonita Canyon Drive Corridor
09/25/2018
7 7-J
Attachment B
COOPERATIVE AGREEMENT FOR THE
CULVER DRIVE / BONITA CANYON DRIVE / FORD ROAD SYNCHRONIZATION
PROJECT
This Culver Drive/Bonita Canyon Drive/Ford Road Synchronization Project
Agreement ("Agreement") is entered into as of , 2018 ("Effective Date") by
and between the CITY OF IRVINE, a California municipal corporation ("City"), and the
CITY OF NEWPORT BEACH, a California municipal corporation and charter city,
("Newport Beach"). City and Newport Beach are sometimes referred to herein individually
as a "Party" or collectively as the "Parties".
RECITALS
A. City in cooperation with Newport Beach is working to coordinate traffic
signals across multiple jurisdictional boundaries as a part of the Renewed Measure M
("M2") Regional Traffic Signal Synchronization Program Project P ("Project P") to
enhance countywide traffic flow and reduce congestion.
B. City has been awarded Project P funds based on the application
("Application") prepared by City for implementation of signal synchronization of traffic
signals along the Culver Drive/Bonita Canyon Drive/Ford Road Corridor between
Jamboree Road and Portola Parkway (hereinafter, "Project").
C. Newport Beach has elected to designate City and City agrees to act as
implementing agency to carry out the Project.
D. The Project will include the synchronization of thirty-nine (39) traffic signals
as identified in the Application and illustrated in the Project scope of work, which is
attached and incorporated herein as Attachment A.
E. The Project will include elements identified in the Application such as the
development and implementation of optimized signal synchronization timing, preparation
of before and after study, and installation of signal timing improvements as identified in
Attachment A.
F. City agrees to work with Newport Beach to coordinate the inclusion of other
traffic control elements that must be installed at the same time as the construction of the
Project and that are NOT included in Attachment A. The Parties agree that a Party's
request to include any such element will result in said Party taking full financial
responsibility for each and any of those traffic control elements during the course of the
Project, unless and otherwise agreed to in writing.
G. City agrees to implement the Project as referenced on Attachment A.
H. The funds received through Project P provide eighty percent (80%) or up to
One Million One Hundred Thirty -Nine Thousand Seven Hundred Twenty -Eight Dollars
and No/100 ($1,139,728.00) of the total Project cost as set forth in Attachment B, which
Cooperative Agreement
Page 1
11-4
is attached and incorporated herein by reference. The Parties agree to contribute the
remaining twenty percent (20%), based on the share of the Project occurring in that
Party's jurisdiction. Said total contribution will consist of cash contribution of Two Hundred
Eight -Four Thousand Nine Hundred Thirty -Two Dollars and No/100 ($284,932.00).
Newport Beach's share shall be a cash contribution equaling One Hundred Sixty -Five
Thousand Seven Hundred Ninety Dollars and No/100 ($165,790.00). City's participating
share shall be a cash contribution equaling One Hundred Nineteen Thousand One
Hundred Forty -Two Dollars and No/100 ($119,142.00).
I. In the event the cost of the Project exceeds the estimates as submitted in
the Application prepared by City, the Parties agree to meet and determine revisions to
the Project to satisfy the budget(s) or revised funding proposal(s) by the Parties, which
shall be documented and submitted in writing as an amendment to the Agreement. Any
cost overruns shall be the financial responsibility of the jurisdiction where the work
improvement occurs or as the case may be, causes the required improvement.
J. The Parties desire to enter into this Agreement to implement the Project in
support of Project P as part of M2.
K. This Agreement defines the specific terms, conditions, and funding
responsibilities between the Parties for the implementation of the Project.
AGREEMENT
NOW, THEREFORE, in consideration of the above recitals and the mutual
covenants set forth below, City and Newport Beach agree as follows:
1. Complete Agreement
A. This Agreement, including any attachments incorporated herein and made
applicable by reference, constitutes the complete and exclusive statement
of the terms and conditions of this Agreement between City and Newport
Beach and it supersedes all prior representations, understandings and
communications between the Parties. The above referenced Recitals are
true and correct and are incorporated by reference herein.
B. City's failure to insist on any instance(s) of Newport Beach's performance
of any term(s) or condition(s) of this Agreement shall not be construed as a
waiver or relinquishment of City's right to such performance or to future
performance of such term(s) or condition(s), and Newport Beach's
obligation in respect thereto shall continue in full force and effect.
C. Changes to any portion of this Agreement shall not be binding upon City
except when specifically confirmed in writing by an authorized
representative of City by way of a written amendment to this Agreement and
issued in accordance with the provisions of this Agreement.
Cooperative Agreement Page 2
11-5
D. Newport Beach's failure to insist on any instance(s) of City's performance
of any term(s) or condition(s) of this Agreement shall not be construed as a
waiver or relinquishment of Newport Beach's right to such performance or
to future performance of such term(s) or condition(s), and City's obligation
in respect thereto shall continue in full force and effect.
E. Changes to any portion of this Agreement shall not be binding upon
Newport Beach except when specifically confirmed in writing by an
authorized representative of Newport Beach by way of a written amendment
to this Agreement and issued in accordance with the provisions of this
Agreement.
2. Scope of Agreement
This Agreement specifies the roles and responsibilities of the Parties as they pertain to
the subjects and Project addressed herein. Both City and Newport Beach agree that each
will cooperate and coordinate with the other in all activities covered by this Agreement
and any other supplemental agreements that may be required to facilitate purposes
thereof.
3. Responsibilities of the City as Proiect Lead Agency
The City as the Lead Agency agrees to the following responsibilities for the
implementation of the Project:
A. To manage, procure, and complete the Project as identified in Attachment
A, which is attached hereto and incorporated herein by reference.
B. To cooperate with the Orange County Transportation Authority ("OCTA")
and coordinate outreach efforts for the Primary Implementation (design and
construction) phases of the Project.
C. To collect manual intersection movement and automated machine traffic
cou nts.
D. To implement required signal improvements at the locations set forth in
Attachment A.
E. To develop and implement optimized signal synchronization timing set forth
in Attachment A.
F. To provide updated timing plans and traffic count data to Newport Beach.
G. To prepare a "Before and After Study" for the Culver Drive/Bonita Canyon
Drive/Ford Road Project. As described in the Measure M2 Eligibility
Guidelines adopted by the OCTA, the "Before and After Study" for the
Project is considered the equivalent of the required Project Final Report
(Measure M2 Ordinance No. 3, Section B.111.9) for the Project. City shall
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Page 3
11-6
provide the "Before and After Study" for the Project to Newport Beach in
draft and final formats for comment, and comments shall be noted in the
final study and incorporated as mutually agreed by all Parties.
H. To provide ongoing maintenance and operation of optimized signal timing
after the Primary Implementation phase of the Project is completed and to
continue such maintenance until the end of the three (3) year grant period.
I. To provide updates to Newport Beach on the Project as part of the semi-
annual review process until completion of the three (3) year grant period for
the Project. Documents to be provided include, but are not limited to,
contracts pertinent to the Project and purchase orders pertinent to the
Project.
J. To invoice Newport Beach for dollar match amounts due as identified in
Attachment B, at the end of each phase.
4. Responsibilities of Newport Beach
Newport Beach agrees to the following responsibilities for implementation and funding of
the Project:
A. To provide a technical representative to meet and participate as a member
of the Project's Traffic Forums.
B. To authorize the City to manage, procure, and implement all aspects of the
Project.
C. To participate and support the Project's implementation within the
timeframe outlined in the Application and consistent with the
Comprehensive Transportation Funding Program ("CTFP") Guidelines
adopted by OCTA.
D. To provide the City all current intersection, local field master, and/or central
control system timing plans and related data upon request.
E. To provide updates to the City on the Project as part of the semi-annual
review process until completion of the three (3) year grant period for the
Project. Documents to be provided include, but are not limited to, contracts
pertinent to the Project and purchase orders pertinent to the Project.
F. Newport Beach shall pay City no later than thirty (30) calendar days after
approval by Newport Beach staff of City's invoice for the dollar match
identified in Attachment B. Failure to provide the dollar match may result in
the loss of future participation for M2 Regional Traffic Synchronization
Program competitive funds.
Cooperative Agreement Page 4
11-7
G. To review and approve in writing the traffic synchronization signal timing
within the respective jurisdiction within ten working days of receiving same
where the said improvements and timing parameters have been
implemented.
5. Delegated Authority
The actions required to be taken by Newport Beach in the implementation of this
Agreement are delegated to its City Manager or designee, and the actions required to be
taken by City in the implementation of this Agreement are delegated to its City Manager
or designee. Newport Beach acknowledges this designation of authority is authorized
under their respective local rules and regulations.
6. Audit and Inspection
City and Newport Beach shall maintain a complete set of records in accordance with
generally accepted accounting principles. Upon reasonable notice, City shall permit the
authorized representative of Newport Beach to inspect and audit all work, materials,
payroll, books, accounts, and other data and records of City relevant to this Agreement
and the Project for a period of four (4) years after expiration or termination of this
Agreement or until any on-going audit is completed. Upon reasonable notice, Newport
Beach shall permit the authorized representatives of the City to inspect and audit all work,
materials, payroll, books, accounts, and other data and records of Newport Beach
relevant to this Agreement and the Project for a period of four (4) years after expiration
or termination of this Agreement or until any on-going audit is completed. For purposes
of audit, the date of completion of this Agreement shall be the date of OCTA's payment
of City's final billing (so noted on the invoice) under this Agreement. The Parties shall
have the right to reproduce any such books, records, and accounts relevant to this
Agreement. The above provision with respect to audits shall extend to and/or be included
in contracts with City's contractor. The only work, materials, payroll, books, accounts, and
other data and records which may be audited or inspected pursuant to this section are
those that are relevant to this Agreement and the Project.
7. Indemnification
A. Newport Beach shall indemnify, defend and hold harmless the City, its
officers, directors, employees and agents from and against any and all
claims (including attorney's fees and reasonable expenses for litigation and
settlement) for any loss or damages, bodily injuries, damage to, or loss of
property caused by the negligent acts, omissions or willful misconduct by
Newport Beach, its officers, directors, employees or agents in connection
or arising out of the performance of this Agreement including damage to
property and/or injury to person as a result of traffic accidents within
Newport Beach's jurisdiction.
B. Newport Beach shall maintain adequate levels of insurance, or self-
insurance to assure full indemnification of City. Newport Beach shall provide
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City evidence and/or documentation of said insurance upon execution of
this Agreement.
C. City shall indemnify, defend and hold harmless Newport Beach, its officers,
directors, employees and agents from and against any and all claims
(including attorney's fees and reasonable expenses for litigation and
settlement) for any loss or damages, bodily injuries, damage to, or loss of
property caused by the negligent acts, omissions or willful misconduct by
City, its officers, directors, employees or agents in connection or arising out
of the performance of this Agreement including damage to property and/or
injury to person as a result of traffic accidents within City's jurisdiction.
D. City shall maintain adequate levels of insurance, or self-insurance to assure
full indemnification of Newport Beach. City shall provide Newport Beach
evidence and/or documentation of said insurance upon execution of this
Agreement.
8. Additional Provisions
A. Term of Agreement. This Agreement shall continue in full force and effect
until December 31, 2021, or until the Parties' ongoing obligations under
section 3.H and 4.G have terminated, whichever is later. This Agreement
may be extended or amended at the mutual consent of all Parties hereto.
No amendment shall have any force or effect unless executed in writing and
approved as to form by Newport Beach's City Attorney and the City Attorney
for the City.
B. Disputes. The Parties agree to work together in good faith, using reasonable
efforts to resolve any unforeseen issues and disputes arising out of the
performance of this Agreement.
C. Permits. The Parties shall waive any fees for permits required by either City
or Newport Beach for the Project.
D. Corporate Authority. The Parties hereto consent that they are authorized to
execute this Agreement on behalf of said Parties and that, by so executing
this Agreement, the Parties hereto are formally bound to the provisions of
this Agreement.
E. Severability. If any term, provision, covenant or condition of this Agreement
is held to be invalid, void or otherwise unenforceable, to any extent, by any
court of competent jurisdiction, the remainder of this Agreement shall not
be affected thereby, and each term, provision, covenant or condition of this
Agreement shall be valid and enforceable to the fullest extent permitted by
law.
F. Counterparts. This Agreement may be executed and delivered in any
number of counterparts, each of which, when executed and delivered shall
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be deemed an original and all of which together shall constitute the same
Agreement. Facsimile signatures will be permitted.
G. Compliance with All Laws. The Parties shall comply with all applicable
federal, state and local laws, statutes, ordinances and regulations of any
governmental authority having jurisdiction over the Project.
H. Force Majeure. Either Party shall be excused from performing its obligations
under this Agreement during the time and to the extent that it is prevented
from performing by an unforeseeable cause beyond its control, including
but not limited to; any incidence of fire, flood; acts of God; commandeering
of material, products, plants or facilities by the federal, state or local
government; national fuel shortage; or a material act or omission by the
other Party; when satisfactory evidence of such cause is presented to the
other Party, and provided further that such nonperformance is
unforeseeable, beyond the control and is not due to the fault or negligence
of the Party not performing.
I. Assignment. Neither this Agreement, nor any of the Parties' rights,
obligations, duties, or authority hereunder may be assigned in whole or in
part by any Party without the prior written consent of the other Party hereto
in its sole and absolute discretion. Any such attempt of assignment shall be
deemed void and of no force and effect. Consent to one (1) assignment
shall not be deemed consent to any subsequent assignment, nor the waiver
of any right to consent to such subsequent assignment.
J. Obligations to Comply with Law. Nothing herein shall be deemed or
construed to authorize or require any Party to issue bonds, notes or other
evidences of indebtedness under the terms, in amounts, or for purposes
other than as authorized by local, state or federal law.
K. Governing Law. The laws of the State of California and applicable local and
federal laws, regulations and guidelines shall govern this Agreement. Any
action brought relating to this Agreement shall be adjudicated in a court of
competent jurisdiction in the County of Orange, State of California.
L. Attorneys' Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
M. Notices. Any notice, demand, request, consent, approval or communication
under this Agreement shall be in writing and either served personally or sent
by prepaid, first-class mail to the address set forth below. Either Party may
change its address by notifying the other Party of the change of address in
writing. Notice shall be deemed given (a) upon personal delivery or (b) forty-
eight (48) hours from deposit of such notice in the United States mail,
postage prepaid.
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To City of Irvine:
City of Irvine
Transportation Department
P.O. Box 19575
Irvine, CA 92623-9575
Attention: Director of Transportation
Department
Cooperative Agreement
To City of Newport Beach:
City of Newport Beach
Public Works Department
P.O. Box 1768
Newport Beach, CA 92658
Attention: Director of Public Works
(Signature Page Follows)
Page 8
This Agreement shall be made effective upon execution by both Parties.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be
executed on the date first set forth above.
CITY OF IRVINE
m
Mark Linsenmayer
Director of Transportation
ATTEST:
M
Molly McLaughlin
City Clerk
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Dated:
IS
Jeffrey Melching
City Attorney
Cooperative Agreement
CITY OF NEWPORT BEACH, a California
municipal corporation
IN
Marshall "Duffy" Duffield
Mayor
ATTEST:
0
Leilani I. Brown
City Clerk
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Dated:
By:
Aaron C. Harp
City Attorney
Page 9
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ATTACHMENT A
SCOPE OF WORK
FOR
REGIONAL TRAFFIC SIGNAL SYNCHRONIZATION PROJECT FOR
CULVER DRIVE / BONITA CANYON DRIVE / FORD ROAD
FROM JAMBOREE ROAD TO PORTOLA PARKWAY
This project has been approved by the Orange County Transportation Authority (OCTA)
as part of the Fiscal Year (FY) 2018-2019 Regional Traffic Signal Synchronization
Program (Project P). The primary implementation phase is funded for FY 2018-2019. The
maintenance and operation phase is funded for FY 2019-2021.
The Consultant ("Consultant") will be contracted by the City to provide professional
engineering services, support and deliverables for the project, and will be selected
through a request for proposals (RFP) process conducted by the City.
Unless expressly stated or upon written notice, the Consultant is required to complete
each specific task listed in the scope of work. Tasks are itemized for clarity. However,
some tasks may be performed concurrently or begin prior to the order listed below.
SECTION 1: PROJECT SUMMARY
The project requires the preparation of all documents necessary to upgrade the traffic
signal system, develop and implement signal system timing plans for the subsequent
coordination of traffic signals within the project limits. The Consultant must stay within the
proposed scope and refrain from additional items that will add costs to this project unless
a written City signed changed order is first secured. The Consultant will prepare plans
and specifications for the proposed upgrades based upon a City supplied "Technical
Provisions" boilerplate document. Signal coordination work will conform to the details
specified herein.
Design for all traffic signal work shall conform to the latest sections of the State of
California Standard Plans and Specifications, the latest version of the City of Irvine
Standards and Design Manual, Section 104 — Traffic Signals, and the applicable
standards of Newport Beach and Caltrans as required for each jurisdiction where the
respective signal is located. Other improvements shall conform to the latest edition of the
Standard Specifications for Public Works Construction (Green Book), and/or the City of
Irvine Standards and Design Manual or the standards of Newport Beach, depending on
the jurisdiction where the improvements are located.
Section 2 provides a detailed description of the proposed traffic signal upgrades on this
project.
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11-13
SECTION 2: PRIMARY IMPLEMENTATION PHASE
2.1 SIGNAL UPGRADES
To optimize signal synchronization along the project corridor, it is necessary to implement
the following traffic signal upgrades for the respective agencies:
City of Irvine:
• Furnish and install new Internet Protocol (IP) addressable closed-circuit television
(CCTV) High -Definition (HD) cameras, including all mounts, connections, and
software licenses to view and control the cameras on the video management
software along Culver Drive / Bonita Canyon Drive at the following intersections:
o Culver Drive at Viewpark Avenue
o Culver Drive at Deerfield Avenue
o Culver Drive at Ethel Coplen Way/Sandburg
o Culver Drive at Vista Del Campo Road
o Bonita Canyon Drive at Mariners Church
o Bonita Canyon Drive at Newport Coast Drive
• Integrate all existing ASC/3-2070 software intersections along the corridor to the
new turn -key Intelight MAXVIEW Advanced Traffic Management System, including
graphic development.
Caltrans
The following traffic signal upgrades will be done at six (6) locations owned and
maintained by Caltrans, located within the City of Irvine:
• Install Master and Local Controllers
• Install 6A Communication Modems
• Install C2 Connector Cables
• Install 7G — GPS Modules
The Consultant shall be required to coordinate with Caltrans to verify upgrade details
including the identification of master locations, facilitate any required encroachment
permits and assist in the installation of all improvements.
City of Newport Beach:
• Furnish and upgrade to new Advanced Transportation Controller (ATC) Cobalt
controllers at the following intersections:
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o Bonita Canyon Drive at Chambord
o Bonita Canyon Drive at Prairie Road
o Bonita Canyon Drive at Mesa View Drive
o Bonita Canyon Drive/Ford Road at MacArthur Boulevard
o Ford Road at Southern Hills Drive
o Ford Road at Jamboree Road
• Furnish and install new Type P traffic signal cabinets including foundation, Type II
service cabinets, conduits, pull boxes, potholes, Emergency Vehicle Preemption
(EVP) system, Alpha battery back-up systems and associated Southern California
Edison (SCE) upgrades/fees at the following intersections:
o Bonita Canyon Drive at Prairie Street
o Bonita Canyon Drive at Mesa View Drive
o Bonita Canyon Drive/Ford Road at MacArthur Boulevard
o Ford Road at Southern Hills Drive
• Furnish and install new Type P traffic signal cabinet on existing foundation, Type
II service cabinet, conduits, pull boxes, potholes, Emergency Vehicle Preemption
(EVP) system, Alpha battery back-up systems and associated Southern California
Edison (SCE) upgrades/fees, for Bonita Canyon Drive at Chambord
• Furnish and install new Cohu HD CCTV cameras at the following intersections:
o Bonita Canyon Drive at Chambord
o Ford Road at Jamboree Road
• Furnish and install new fiber optic cables with necessary splicing and termination
between MacArthur Boulevard and Chambord. The fiber optic installation will
include splice vaults, new fiber optic distribution units, splice enclosures, fiber optic
drop cables, pull boxes, and Ethernet switches
• Furnish a new high-performance laptop for Newport Beach staff to remotely
monitor and make changes in the field
The Consultant shall be required to coordinate with the City of Newport Beach to verify
upgrade details, facilitate any required encroachment permits and install all
improvements.
2.2 COORDINATION TIMING DEVELOPMENT AND SPECIFICATIONS
Definitions
• Arterial Segment: Length of arterial between signalized intersections in both
directions.
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• Arterial Section: Two or more consecutive arterial segments.
Study Methodology
• The Consultant shall coordinate with the City, Newport Beach, and Caltrans
(sometimes referred to herein individually as a "Participating Agency" or
collectively as "Participating Agencies") to determine the reference intersection(s)
setting.
• Computer Software: Synchro (Version 7 or higher) and Tru -Traffic (Version 10)
must be used for this analysis.
• Network Level of Detail: Arterial and intersection configuration should be of
sufficient detail to allow simulation of traffic model using SimTraffic software.
• Network Partitioning: Network Partitioning should be used to better represent traffic
conditions.
• Progression: Two-way progression is required.
Synchro and Tru-Trafflic Modeling
• Node numbers: Observe that the northbound direction on Culver Drive / Bonita
Canyon Drive / Ford Road is from Jamboree Road to Portola Parkway. Signalized
intersection numbering should follow each agency's signal identification numbers.
• Arterial Names: All main arterial and cross street links should be named.
• Cycle Length: Perform cycle evaluation for each network subsystem and consult
with City staff to determine the optimal cycle length. Half cycle may be used.
• Speed: The modeled progression speed should reference to the flow of traffic.
• Phase Sequences: Phase sequences with both left -turn movements lagging will
not be allowed.
• Phasing Parameters: Use parameters from timing sheet provided by the City.
• Offset Style: Use "TS2-1St Green" Offset Style.
• Peak Hour Factor and Growth Factor: Utilize the calculated Peak Hour Factor from
the turning movement counts and set Growth Factor to 1.0.
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• Saturation Flow Rate and Lost Time: The lane capacity should be 1,900 vehicles
per lane per hour of green and lost time should be two (2) seconds
• Lane Width: Left -turn lanes shall be ten (10) feet in width; all others shall be twelve
(12) feet.
• Bike Lanes: Bike lanes can be coded as eight (8) -foot right -turn lanes if bike lane
width plus adjacent through lane width equals at least twenty (20) feet.
• Evaluate the performance of signalized intersections by values of the Measures of
Effectiveness (MOE). The following MOE will be studied: travel time, average
speed, delay and number of stops.
• The Level of Service (LOS) measurement should be used to identify critical
movements or degree of saturation in Synchro timing plans.
• Any improvement for resolving interruption to through bandwidth should be
identified.
• MOE summary table shall include the following data:
o Traffic Flow
o Average Delay
o Total Travel Time
o Number of Stops
o Average Speed
o Network Performance Index/OCTA Corridor Synchronization Performance
Index (CSPI)
2.3 TASK 1: PROJECT MANAGEMENT
This task includes day-to-day project management including meetings, progress reports,
schedules, invoicing, and overall administration of the project. The Consultant shall
schedule and lead project meetings with the City Project Team or designated
representative(s) and other project -related participants.
The Consultant will coordinate the following services with City:
• Monitor design, inspection schedules, and budgets.
• Provide administration of the contract with City.
• Provide shop drawing submittal schedule and revise/update as required to address
necessary changes.
• Review shop drawing submittals and construction documents prior to transmittal
to C ity.
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Determine and contact all participating agencies to obtain permits required to
construct the projects.
The following activities are anticipated once the Project commences and as the project
progresses:
• Project Kick-off Meeting: A "kick-off' meeting will be held with City engineering and
operation staff and each participating agency to discuss the scope of work and
parameters of the project. The focus of this meeting will be to identify specific goals
and develop an effective strategy to accomplish them. An agenda shall be
prepared to discuss critical tasks and schedule of work. A memorandum shall be
prepared to document the project goals and strategy. Meeting agenda and
memorandum must be reviewed first by City staff prior to distribution.
• Project Schedule: The Consultant shall develop and submit a detailed project
schedule to ensure compliance with the established project goals and execution
strategy. The schedule shall indicate the timeline for completing project tasks and
submittal of deliverables. The project tasks will include shop drawing review,
permits, field meetings, Notice to Proceed, and completion of construction contract
and preparation of "record" drawing. The Consultant shall update the project
schedule as needed.
• Additional Meetincgs: The Consultant shall attend additional meetings as needed
for the duration of the project. The Consultant will meet or contact City staff before
and after each project phase for input, comments and review. The Consultant will
be responsible for the documentation of all project meetings with the City. Meeting
agendas will be developed and meeting minutes with action items shall be
distributed within five (5) working days to all attendees. Meeting minutes must be
reviewed first by the City of Irvine prior to distribution. The following meetings may
occur:
1. Pre -Design: Discuss the scope of work and project time
frame. Consultant shall present project
schedule. Participating agencies shall be
invited to the pre -design meeting.
2. Data Collection: Review comments by City staff on the ADT
count data, turning movement count data, and
Before Study.
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3. Network Modeling: Review comments by City staff on the draft
Synchro and Tru -Traffic models, cycle
evaluation and network partitioning to
establish a plan of action for data conversion.
4. Implementation: After approval of signal timing and
Synchronization plans, the Consultant's
representative shall meet with City staff to
discuss procedures for implementation of the
new timing.
5. Final Report: Review comments by City staff of the After
Study to establish the format and content on
the Final Report.
6. Operation Support and Discuss the scope of work and project time
Monitoring Kick-off frame for the Operation Support and
Monitoring phase of the project.
• Traffic Commission Presentation: The Consultant shall prepare a minimum of two
(2) presentation materials to be presented at Traffic Commission and/or City
Council meetings. Topics and details of presentation materials shall be determined
by the City. The presentation shall be presented in a City -provided Microsoft
PowerPoint format.
• Monthly Progress Report and Invoicing The Consultant shall submit written
monthly project status reports to the City Project Manager. The reports are to
include progress to date and anticipated problem areas and will be used as a
measure of work completion. Additionally, copies of all correspondence, meeting
minutes and other communications must be submitted. The Consultant shall
submit invoices and back-up after completion of each task. No partial payments
will be made for incomplete project phase unless prior written approval is given.
Delays on completion of a task will be unacceptable due to the critical deadline the
City must meet for the award of outside funds.
• Detailed Project Management Plan: The Consultant shall prepare a detailed
project management plan that includes budget and schedule estimates for all the
tasks described in the Scope of Work.
Task 1 Deliverables
• Meeting Agendas and Minutes
• Detailed Project Schedule
• Traffic Commission Presentation Materials
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• Monthly Invoices and Progress Reports
• Detailed Project Management Plan
2.4 TASK 2: PLANS, SPECIFICATIONS, AND ESTIMATES
The Consultant shall prepare any design construction documents in the form of sketches
to full Plans, Specifications and Estimates. Consultant shall prepare plans to be used
during construction and shall meet each Participating Agency's standards. Consultant
shall provide documentation to each agency's project manager for approval prior to
commencing any construction. Construction documents will be used throughout the
course of construction by the agency for inspection services. Consultant shall modify
documents subject to the approved construction completion to owning agency as an as -
built document. Cost for production, reproduction, inspection services, and as -built
services are part of the price of the contract and no additional compensation shall be
allowed.
Identify design/construction alternatives that may reduce project cost within the limits of
the design. Submit alternatives to the City or Newport Beach for review and written
approval by the jurisdiction where the traffic signal is located prior to commencing final
design.
Provide surveying as necessary, to facilitate the preparation of the design documents.
Submit all design survey calculations and notes. As a minimum, notes and calculations
used to compile topographical information and culture notes indicating specific locations
of all existing facilities and obstructions within the project right-of-way shall be submitted.
Meet with City staff, other Participating Agencies, and/or utility companies (as necessary)
to coordinate the project design. Design concept shall be approved by City or Newport
Beach, depending on the location of the traffic signal, in writing prior to preparation of final
design documents.
Identify and coordinate with all utility companies affected by the project including any City
or Newport Beach facilities. Delineate all utilities within the sphere of the project on the
plans. Prepare and issue appropriate utility notifications and perform related follow-up.
As a minimum, notifications shall consist of the following:
• Ask utility companies for location, size, etc., of its facilities within the project limits.
This notice is forwarded concurrently with commencement of design.
• In the event existing utilities are present within the proposed project site, transmit
notice and preliminary plans to the affected utility agencies to determine the
magnitude of the relocation, schedules and further coordination requirements.
• Prior to project bidding, transmit notice and approved project plans to affected
utility agencies, as previously identified, requesting immediate relocation.
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Perform mandatory field reviews of the sites so that the design anticipates any
construction problems that may occur as result of the proposed improvements. If during
the field reviews, any issues or impacts to the design and construction scope are
apparent, the Consultant shall meet with the City or Newport Beach, depending on the
location of the site, to review and discuss options.
When Consultant is required to meet with Participating Agency, such meetings will take
place with the Participating Agency in whose jurisdiction the relevant site and/or signal is
located.
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PLANS
Prepare complete plans that are applicable and necessary to the scale format as
indicated below or as required by other governing agencies. The Consultant shall
prepare, process and obtain any permits required for construction of the improvements.
• Title Sheet
• General Construction Notes
• Construction Details
• Plan and Profile (if necessary)
• Traffic Signal Modification (Scale: 1" = 20') based on Participating Agencies'
standards. Pothole mast arm pole foundations and poles near utilities to full depth
and width prior to finalizing design. Provide proof of pothole excavation location
and dimensions to the City.
• Traffic Signal System Plan (Scale: 1 " = 40') based on Participating Agencies'
standards, City of Irvine Design Manual Section 104 and Caltrans Standard Plans
and Specifications. Show new and existing curb and gutter, right-of-ways, street
centerline, driveways, maintenance easements and all existing utilities and City
and Newport Beach boundary lines.
• Traffic and Pedestrian Control/Staging/Construction signing plans (Scale: 1" = 401)
based on City of Irvine and other Participating Agencies' standard. Show all stages
of construction to accomplish the work while also maintaining sufficient capacity
for vehicle traffic and pedestrian access through the worksite and to adjacent
property. Show detours and construction details of park trails needing
modifications, temporary closure, creation of new temporary all weather trail links
at various locations to facilitate park trail use. Provide "Caltrans format" lane
closure charts.
• Detailed Cross Sections (Scale: 1 " = 20')
• Traffic Signal Interconnect System Plan and Detail (Scale: 1" = 40') based on City
and Newport Beach design criteria, prepare separate plans for all required traffic
signal interconnect system improvements. Plans shall reflect curbs, right-of-ways
and existing roadway features such as driveways, pull boxes, all existing utilities,
signal poles and signal cabinets that might interfere with the installation of the
subject improvements. Plans shall also include a fiber optic splice chart for each
traffic signal cabinet.
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SPECIFICATIONS
Prepare specifications in the format currently in use by the City and Participating
Agencies. Each agency will provide the Consultant with their current boilerplate Technical
Provisions. The Consultant shall prepare specifications for each item of work to
supplement each Participating Agency's Technical Provisions.
ESTIMATES
Prepare cost estimates with quantities and unit prices with back-up calculations for all
quantities. Preliminary cost estimates shall be provided at each submittal. The final cost
estimate shall be provided with submittal of approved final plans and specifications.
COORDINATION OF SHUTDOWN OF FACILITIES
For the City, Consultant shall coordinate with City engineering and operational staff on all
temporary shutdowns and startups during the construction to ensure compliance with City
standard.
For Newport Beach, Consultant shall coordinate with the Traffic Operations Division of
the Public Works Department on all temporary shutdowns and startups during the
construction to ensure compliance with Newport Beach standards.
CHANGE IN WORK - CHANGES REQUESTED BY THE CONTRACTOR
For the purposes of this Agreement, "Contractor" shall refer to the lowest responsible
bidder that is responsive to the solicitation for bids in accordance with the City's adopted
approval process and whose bid results in the Award of Contract.
The Contractor may request to initiate changes by submitting a written Change Order
Request to the Participating Agency representative indicated section 8(M) of the
Agreement containing:
• Description of the proposed changes.
• Statement of the reason for making the changes.
• Reference applicable Specifications sections and specific Plans in support of the
request.
• Statement of the effect of the Contract Price and Time.
• Statement of the effect on the work of separate Subcontractors.
• Documentation supporting any change in Contract Price or Contract Time as
appropriate.
Any changes requested by the Contractor must be agreed to in writing by the Participating
Agency where the proposed change of work is located.
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CHANGES INITIATED BY THE AGENCY
A Participating Agency may issue a Change Order for modifications of work including, but
not limited to, the Plans, Specifications, character, quantity or time of work with respect
to work done in its respective jurisdiction. Change Order shall be in writing and state the
dollar value of the change or establish the method of payment and any adjustment in the
contract time of completion.
The Participating Agency representative, as noted in section 8(M) of the Agreement, may
order minor changes in the work not involving an increase or decrease in the contract
price, nor involving a change in the time for completion but consistent with the purposes
for which the works are being constructed. If the Contractor believes that any order for
minor changes in the work involves change in the contract price or time of completion,
the Contractor shall not proceed the change and notify the City in writing of his/her
estimate of the changes in the contract price and time for completion he/she believes to
be appropriate.
No payment for changes in the work will be made and no change in the time of completion
by reasons of changes in the work will be made, unless the changes are covered by a
written Change Order approved by the respective Participating Agency in advance of the
Consultant's proceeding with the changed work.
Once a Change Order is finalized and executed by both parties, the Contractor waives its
right to seek any additional compensation for the work covered by the Change Order or
any project impacts. The Contractor agrees that all Change Order constitutes full payment
for the work covered by the Change Order including all direct and indirect overhead
expenses.
Notwithstanding any other provision in the contract documents, the Participating Agency's
issuance of a Change Order shall not constitute a waiver by the Participating Agency of
or preclude the Participating Agency in any way from asserting any claim with respect to
the same including but not limited to, a claim of breach of contract or claim that the issued
Change Order covers work included in the scope of work set forth in the contract
documents for which the Contractor was not entitled to any additional funds.
A contract Change Order approved by the Participating Agency representative, as listed
in section 8(M) of the Agreement, may be issued to the Contractor at any time. Should
the Contractor disagree with any terms or conditions set forth in an approved Contract
Change Order, the Contractor shall proceed with the Change Order work in accordance
with Subsection 2-10 DISPUTED WORK of the "GREENBOOK" Standard Specifications
for Public Works Construction, 2018 Edition and submit a written protest to the
Participating Agency representative within fifteen (15) days after the receipt of the
approved Contract Change Order. The protest shall state the points of disagreement
citing the Specification references, quantities and costs involved. If a written protest is not
submitted, payment will be made as set forth in the approved Contract Change Order and
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payment shall constitute full compensation for all work included therein or required
thereby. Unprotested approved Contract Change Order will be considered executed
Contract Change Order.
The Participating Agency representative may initiate changes by submitting a Request
for Quotation to the Contractor. Such request will include detailed description of the
change, products, and location of the change in the work, and supplementary or revised
Plans and Specifications. Such request is for information only and is not an instruction to
execute the changes or to stop work in progress.
Contractor shall support each quotation for a lump -sum proposal, and for each unit price
that has not previously been established, with sufficient substantiating data to allow the
Participating Agency representative to evaluate the quotation.
On request, the Contractor shall provide additional data to support time and cost
computations, labor required, equipment required, products required, recommended
source of purchase and unit costs, and quantities required, taxes, insurance and bonds,
credit for work deleted from contract, similarly documented, overhead and profit and
justification for any change in contract time.
The Contractor shall support each claim for additional costs and for work done on a time-
and-material/force account basis, with documentation as required for a lump -sum
proposal, plus additional information as follows:
• Name of the Participating Agency representative who ordered the work and date
of the order
• Date and time work was performed and by whom
• Time record, summary of hours worked, and hourly rates paid
• Receipts and invoices for equipment used, listing dates and times of use, products
used, listing of quantities and subcontracts.
In lieu of a Request for Quotation, the Participating Agency representative may issue a
written Field Order for the Contractor to proceed with a change for subsequent inclusion
in a Contract Change Order. Authorization will describe changes in the work, both
additions and deletions, with attachments of revised contract documents to define details
of the change and will designate the method of determining any change in the contract
price and any change in contract time. Participating Agency representative will sign and
data the field order as authorization for the Contractor to proceed with the changes.
Contractor may sign and date the field order to indicate agreement with the terms therein.
Contractor shall proceed with the work so ordered prior to the actual receipt of an
approved Contract Change Order.
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Notwithstanding anything to the contrary stated herein, to be valid and enforceable as to
the Contractor or its agents, any request for additional work (whether initiated by the
Contractor or a Participating Agency, or whether made under any of the procedures set
forth herein) must be in a writing with the approval of the Participating Agency in whose
jurisdiction the requested work will be completed clearly stated thereon and must be made
by the Participating Agency representative or agent so authorized to provide such
approval.
In the case of such an increase or decrease in a Major Bid Item, the use of this basis for
adjustment of payment will be limited to that portion of the change, which together with
all previous changes to that item, is not in excess of twenty-five percent (25%) of the total
cost of such item based on the original quantity and Contract Unit Price.
AGREED PRICES
Agreed prices shall be negotiated before commencement of the changed work.
EXTRA WORK
Contractor shall not receive any compensation for Extra Work without the prior written
authorization of the Participating Agency where the Extra Work will take place. As used
herein, "Extra Work" means any work that is determined by the Participating Agency to
be necessary for the proper completion of the Project, but which is not included in the
cost estimates as specified in Attachment "B", and which parties did not reasonably
anticipate would be necessary.
BASIS FOR ESTABLISHING COSTS
The rates to be used for determining equipment rental costs shall be those rates listed for
such equipment in the State of California, Department of Transportation (Caltrans)
publication entitled "Equipment Rental Rates and Labor Surcharge," which is in effect on
the date upon which the work is accomplished, regardless of ownership and any rental or
other agreement entered into by the Contractor, if such may exist, for the use of such
equipment. If it is deemed necessary by the City to use equipment not listed in the said
publication, the City will establish a suitable rental rate for such equipment. The
Contractor may furnish any cost data, which might assist the City in the establishment of
such rental rate. Equipment Rental Rates for Labor Surcharge publication is available
from Caltrans at:
http://www.dot.ca.gov/hq/construc/eguipmnt.htmI
Operators of rented equipment will be paid for as provided in "EXTRA WORK." Rental
time will not be allowed while equipment is inoperative due to breakdowns.
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MARKUP WORK BY CONTRACTOR
The following percentages for overhead, administrative expenses and profit will be added
to the Contractor's costs as determined under "BASIS FOR ESTABLISHING COSTS"
and shall constitute the markup for all overhead, increase in Contractor's bonds,
administrative expenses and profit on work by the Contractor:
• Labor 20%
• Materials 15%
• Equipment Rental 15%
• Other Items and Expenditures 15%
MARKUP WORK BY SUBCONTRACTOR
When all or any part of the extra work is performed by a Subcontractor, of any tier, the
markup established in "MARKUP WORK BY CONTRACTOR" shall be applied to the
Subcontractor's actual cost of such work. Contractor markup on Subcontractor work shall
be limited to five percent (5%).
No payment shall be made for any item not set forth above, including without limitation:
Contractor's overhead, general administrative expense, supervision or damages claimed
for delay in prosecuting the remainder of the work.
This provision shall be construed to preclude the recovery of damages by the Contractor
stemming from delay for which the Participating Agency is responsible, which is
unreasonable under the circumstances involved, and which was not within the
contemplation of the Participating Agency and the Contractor.
DAILY REPORTS BY CONTRACTOR
The Contractor shall notify the Participating Agency representative in writing at the
beginning of each day when extra work is in progress. No payment will be made for work
not verified by the Participating Agency representative.
DELIVERABLES
Two (2) weeks prior to submittal of plans and specifications, the Consultant will submit
one (1) set to the City for preliminary review. Revise plans and specifications accordingly,
prior to submitting the review sets.
A minimum of three (3) sets of documents shall be required for each submittal to the City
of Irvine. Consultant shall supply to other Participating Agencies the minimum number of
sets required by them for their review along with any other required data including permit
applications.
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Consultant is expected to complete plan checks in a maximum of three (3) submittals.
The first submittal shall be 80% complete, incorporating all City supplied design
documents. The second submittal shall be 100% complete, incorporating all approved
comments and modifications from the first plan check. The third submittal shall be final,
representing all information required for construction and biddable. The third plan check
may be used as a counter plan check for signature.
Submit complete copies of all back-up calculations of quantities. Provide engineer's
estimate of construction costs with each submittal.
All final improvement plans shall be drawn in ink (decals will not be permitted on the
completed work) on City of Irvine standard 24" x 36" bond / vellum, unless otherwise
required by another Participating Agency. The plans shall include a current City of Irvine
Public Works Title Sheet and format conforming to other agencies' requirements if the
project is in another agencies' right-of-way. The City's title sheet and title block plan
sheets are available on the City of Irvine website. Final plans shall be delivered as
AutoCAD 2010 or higher (.DXF or .DWG file format) and PDF with two (2) copies of a
Compact Disk (CD)/USB thumb drive supplied to the City upon completion of design. All
AutoCAD supporting files (pen tables, fonts, jpegs, tiffs, etc.) shall be included. Consultant
shall scan the final approved (signed) Title Sheet to a PDF and provide to the City.
Consultant shall process PS&E plan checking and permit approvals through the City,
utilities and other applicable Participating Agencies.
Task 2 Deliverables
• 80% complete Plans, Specifications, and Estimates package
• 100% complete Plans, Specifications, and Estimates package
• Final Approved Plans, Specifications, and Estimates package
2.5 TASK 3: CONSTRUCTION ENGINEERING SUPPORT
The Consultant will coordinate with City to provide general contract administration for the
construction of the projects. The contract administration tasks shall include interpreting
contract documents for the contractor Request for Information/Request for Clarification
(RFI/RFC); review construction shop drawings for conformance with project plans
specifications and provide recommendations to City and relevant Participating Agency.
The Consultant shall attend pre -construction meeting(s) and provide clarification of
contract documents during the project construction phase, including Request for
Information (RFI) responses.
The Consultant shall provide engineering assistance related to Change Order(s) on a
time and material basis. Consultant time and expenses to rectify design errors and
oversights shall not be compensated by the City or Participating Agencies. Provide review
of Contractor's submittals for conformance with the contract documents.
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A resident engineer shall be assigned for the project and be on-call twenty-four (24) hours
a day, seven (7) days a week during construction. The resident engineer shall be
responsible for the following:
• Meet with City to update project status and schedule.
• Clarify construction changes and irregularities.
• Review Contractor's progress payments and submit to City for approval.
• Negotiate, prepare and process change orders and/or extra work orders.
• Review Contractor's construction information recorded by inspectors during
construction.
• Prepare Public Notifications, Notice to Residents and coordinate with the
Contractor regarding the distribution of the documents.
Consultant will prepare record drawings by making all changes on original mylar drawings
provided by City. Additionally, existing electronic drawings will be updated in AutoCAD
format and include all field changes.
Subsequent to completion of construction, the Consultant shall provide vellum plots of
revised drawings incorporating all as -built revisions clouded and noted in the revision
block using Contractor's record red lines. The project drawings should be stamped
"Project Record Drawings." Transmit signed/stamped original vellum Record Drawings to
City and two (2) CDs containing all project drawings, including newly revised AutoCAD
CADD files as well as PDF versions.
Provide Mylar record plans to Newport Beach, Irvine Ranch Water District and Caltrans
(if applicable) when their approvals/permits are necessary.
Caltrans Requirement (use if work is within State Right-of-way or subject to Caltrans
approvals):
• Prepare and provide a Caltrans approved Local Agency Quality Management Plan
(QMP) specific the project.
• Prepare and provide a Caltrans approved Source Inspection Quality Management
Plan (SIQMP) specific to the project. Provide a Structural Materials Representative
(SMR) to supervise the program and provide source inspection.
• Obtain a Caltrans encroachment permit for construction upon approval of the QMP
and SIQMP.
2.6 TASK 4: DATA COLLECTION
The Consultant shall collect and analyze the following data necessary to thoroughly
understand and document existing traffic conditions in the project area and be able to
develop optimal time -of -day traffic signal coordination plans, if applicable. The Consultant
shall collect existing timing sheets, existing coordination plans, traffic drawing records,
aerial photos, maps, signal timing and signal priority preferences, including, but not limited
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to, those related to pedestrian and bicycle timing, phase sequence modifications and
preferences, and special operations such as conditional service, coordination preferred
phase re -service, and ring -barrier logic, as well as the timing optimization software
preference from each Participating Agency.
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DAILY TRAFFIC COUNT AND TURNING MOVEMENT COUNT REPORT
The Consultant shall collect seven (7) -day, twenty-four (24) -hour Average Daily Traffic
(ADT) counts for each arterial segment. The results shall be presented in Microsoft Excel
spreadsheets and graph format, in electronic and hard copy format, one (1) week after
counts are taken. Include proposed peak period and durations for a.m., midday, p.m., off-
peak and for the City of Irvine and Newport Beach intersections, an after-hours period.
Provide re -submittal based on comments by the City and Participating Agencies within
one (1) week of receiving comments.
After approval of seven (7) -day, twenty-four (24) -hour Average Daily Traffic counts
submittal, collect intersection turning movement count data for a.m. peak period, midday
peak period, p.m. peak period, and for City of Irvine and Newport Beach intersections, an
after-hours period, at each of the thirty-nine (39) intersections. The peak period hours
shall be determined by the City staff and Participating Agencies after review and approval
of the count data. Peak periods can be expected to last approximately two (2) hours for
a.m., and three (3) hours each for midday and p.m. periods, unless otherwise agreed
upon. The first hour of midday period will be used as off-peak volume. Turning movement
count data shall be collected and submitted two (2) weeks after Average Daily Traffic
counts data is provided.
Turning movement count results for each intersection shall be presented in Microsoft
Excel spreadsheets, in both electronic and hard copy format.
Collect turning movement counts using video recording and during the same week as the
Average Daily Traffic counts. Turning movement counts shall be collected on a Tuesday,
Wednesday, or Thursday, weather -permitting, and shall not be collected on a Holiday.
SCHEMATIC DRAWING
For City of Irvine and Newport Beach locations, provide network schematic drawing
(AutoCAD format) showing:
• NEMA phase numbers.
• Intersection geometry, including bike lanes.
• Peak hour totals for each count period for a.m., midday, p.m., off-peak and an
after-hours period showing peak hour volumes by movement for each intersection.
• The network schematic drawing should show north (or west) end of arterial to the
left of drawing.
ADVANCED LOOP MEASUREMENT
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Consultant shall use the latest California MUTCD guidelines to field measure all advanced
loops to the stop bar to calculate the extension time. Submit all measurements and
calculations in Microsoft Excel format to City and Newport Beach staff for review.
PEDESTRIAN CLEARANCE MEASUREMENT
Consultant shall use the latest California MUTCD guidelines to field measure all
crosswalks for all intersections. Submit all measurements and calculations in Microsoft
Excel format to City and Newport Beach staff for review.
BICYCLE TIMING MEASUREMENT
Consultant shall use the latest California MUTCD guidelines to measure and calculate
bicycle timing for all movements. Submit all measurements in AutoCAD format and
calculations in Microsoft Excel format to City and Newport Beach staff for review.
Provide re -submittal based on comments by the City and Newport Beach within two (2)
weeks of receiving City and/or Newport Beach comments. Re -submittal timing is based
on the receipt date of comments from the Participating Agency whose data was
submitted. If measurements are for multiple Participating Agencies, the due date will be
based on the date when comments from all Participating Agencies covered by the
measurements are received.
Task 4 Deliverables
• Seven (7) -day, twenty-four (24) -hour Average Daily Traffic (ADT) counts for each
arterial segment in Microsoft Excel format
• Fifteen (15) -minute intersection turning movement counts in Microsoft Excel
format
• Schematic Drawing in AutoCAD and PDF formats
• Advance loop measurement and vehicle extension calculation in Microsoft Excel
format
• Pedestrian clearance measurement and calculation in Microsoft Excel format
• Bicycle timing measurement in AutoCAD format
• Bicycle timing calculations in Microsoft Excel format
• Existing and Proposed timing parameter comparison in Microsoft Excel format
• Digital photos of project site existing conditions
2.7 TASK 5: BEFORE STUDY
The Before Study will consist of an Arterial Travel Time Study and a Traffic Signal
Operational Analysis. Information regarding the Measures of Effectiveness (MOE) must
be gathered through the arterial section to generate a baseline Level of Service (LOS) for
comparison to the After Study. A Before Study shall be submitted for each of the four (4)
time periods: a.m., noon, p.m., and off-peak. Additionally, for City of Irvine and Newport
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Beach intersections, a Before Study for after-hours period shall also be submitted. The
City and Newport Beach will provide sample formats for the Travel Time Report.
Present the Before Study to establish a baseline for determining the effectiveness of the
final proposed timing plan. Provide directional data and results from Microsoft Excel
format, in both electronic and hard copy format.
The Measures of Effectiveness (MOE) for the Travel Time Study should be generated
using the floating car method and from Tru -Traffic (Version 10). The trip log files should
be in .gpx or .TruTTrip format. The City will provide a sample output.
The Travel Time Study shall include seven (7) runs in each direction of travel.
The Traffic Signal Operational Analysis will be based on the procedures defined in the
latest version of the Highway Capacity Manual (HCM) and in the Highway Capacity
Software (HCS).
Provide re -submittal based on comments by the City and/or Newport Beach within one
(1) week of receiving City and/or Newport Beach comments.
Task 5 Deliverables
• Before Study directional data and results in Microsoft Excel format
• Tru -Traffic Version 10 Before Study files
• Trip log files
• Draft Before Study Technical Memorandum
• Final Before Study Technical Memorandum
2.8 TASK 6: PROPOSED NETWORK MODELING
Consultant shall develop signal timing based on field observation of existing conditions
and the data obtained from previous tasks. Synchro (Version 7 or higher) will be utilized
to perform timing analysis and generate the network model. Existing coordination
parameters will also be observed in network modeling to provide smooth progression at
crossing arterial intersections.
Consultant shall develop network modeling timing plans for each period — a.m. peak, noon
peak, p.m. peak and off-peak and for City of Irvine and Newport Beach intersections, an
after-hours period. Evaluate the possibility of partitioning network into sub -systems.
Provide cycle evaluation analysis for each time period and sub -system. Attempt to
minimize impact to progression across sub -systems. Pedestrian and bicycle timings
should be included in the optimized model. Using the following Macro and Micro search
optimization steps to determine optimal cycle length for each subsystem:
• Macro Search — Minimum cycle search should be set at 60 seconds and the best
cycle length with increments of 10 seconds should be selected.
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• Micro Search — Minimum/Maximum cycle search should be set at +/- 6 seconds
from the best cycle length of Macro search with increments of 2 seconds.
The Consultant shall evaluate the signal timing and coordination parameters to optimize
coordination timing using:
• Modified Phase Sequence Rotation
o Lead/Lead
o Lead/Lag
o Leading and lagging the same phase within a given cycle (re -servicing)
• Harmonic cycling — double or half
• Other innovative techniques upon approval of the owning agency
The submittal will include electronic version for the City's and Newport Beach's review
and approval. Submit Draft Network Model and Cycle Evaluation three (3) weeks after
turning counts are approved by the relevant Participating Agency. Cycle Evaluation
should be presented in table format for each peak period and sub -system. A re -submittal
will be required within two (2) weeks of the receipt of the relevant Participating Agency
comments. Each Participating Agency will provide existing phasing configuration and
timing parameters. For City of Irvine and Newport Beach locations, all time -space
diagrams shall be optimized using Tru -Traffic (Version 10).
Upon final approval of the network model, the timing plans shall be converted and
organized in tables in accordance with NEMA/ACTRA phase and sequence. Submit two
(2) weeks after each Participating Agency approves the optimal cycle. A re -submittal with
corrections will be required within two (2) weeks of the receipt of Participating Agency's
comments.
Task 6 Deliverables
• Proposed Synchro Version 7 or higher with optimized timing parameters
• Proposed Tru -Traffic Version 10 with optimized timing parameters
• Draft Network Modeling Technical Memorandum
• Final Network Modeling Technical Memorandum
2.9 TASK 7: NEW TIMING IMPLEMENTATION
The Consultant shall implement signal system timing plans to coordinate traffic signals
on Culver Drive/Bonita Canyon Drive/Ford Road from Jamboree Road to Portola
Parkway, including the following thirty-nine (39) intersections:
City of Irvine:
• Culver Drive at Portola Parkway
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• Culver Drive at Meadowood
• Culver Drive at Viewpark Avenue
• Culver Drive at Irvine Boulevard
• Culver Drive at Florence
• Culver Drive at Bryan Avenue
• Culver Drive at Farwell Avenue
• Culver Drive at Scottsdale Drive
• Culver Drive at Walnut Avenue
• Culver Drive at Deerfield Avenue
• Culver Drive at Irvine Center Drive
• Culver Drive at Warner Avenue
• Culver Drive at Barranca Parkway
• Culver Drive at Alton Parkway
• Culver Drive at Main Street
• Culver Drive at San Leandro
• Culver Drive at Michelson Drive
• Culver Drive at Ethel Coplen Way/Sandburg
• Culver Drive at University Drive
• Culver Drive at Harvard Drive
• Culver Drive at Chuck Keith Way
• Culver Drive at Campus Drive
• Culver Drive at Vista Del Campo Road
• Bonita Canyon Drive at Shady Canyon Drive
• Bonita Canyon Drive at Turtle Ridge Drive
• Bonita Canyon Drive at Mariners Church
• Bonita Canyon Drive at Newport Coast Drive
City of Newport Beach:
• Bonita Canyon Drive at Chambord
• Bonita Canyon Drive at Prairie Road
• Bonita Canyon Drive at Mesa View Drive
• Bonita Canyon Drive/Ford Road at MacArthur Boulevard
• Ford Road at Southern Hills Drive
• Ford Road/Eastbluff Drive at Jamboree Road
Caltrans:
• Culver Drive at Trabuco Road
• Culver Drive at 1-5 Southbound
• Culver Drive at 1-405 Northbound
• Culver Drive at 1-405 Southbound
• Bonita Canyon Drive at SR -73 Northbound
• Bonita Canyon Drive at SR -73 Southbound
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11-35
For City of Irvine intersections, the Consultant shall integrate the City's ASC/3-2070
software -based controllers into the Intelight MAXVIEW Advanced Traffic Management
system. Additionally, all new timing plans shall be developed and implemented on the
system.
For Caltrans locations, the Consultant shall coordinate with Caltrans in the
implementation of optimized timing plans.
The Consultant shall implement approved timing plans at each Participating Agency's
Traffic Management Center or at the local controller. Timing plan development should
consider optimization of delay, progression Saturation flow rate and lost time.
The Consultant will contact and work with other Participating Agencies affected by the
project and will coordinate efforts with concurrent cross street projects to achieve mutually
acceptable results.
Task 6 Deliverables
• Implementation -ready timing sheets summarizing optimized timing parameters
and plans
2.10 TASK 7: FINE-TUNING OF APPROVED COORDINATION PLANS
Consultant shall implement and fine-tune the timing plans. Consultant shall verify the
implemented timing plans by performing field checks and keep City staff informed in
writing of the implementation progress.
Upon completion of Implementation Phase, Consultant shall incorporate all changes and
re -submit Synchro files, Tru -Traffic files, timing plans and tables with final implemented
data.
Task 7 Deliverables
• Final Fine -Tuned Synchro Version7 or higher files
• Final Fine -Tuned Tru -Traffic Version 10 files
2.11 TASK 8: AFTER STUDY
Upon completion of the Implementation Phase, an After Study shall be prepared and
submitted. The After Study will consist of an Arterial Travel Time Study and a Traffic
Signal Operational Analysis. Information regarding the Measures of Effectiveness (MOE)
must be gathered through the arterial section to generate a post -implementation Level of
Service (LOS) for comparison with the Before Study. An After Study should be submitted
for each of the four time periods: a.m., noon, p.m., and off-peak. Additionally, for City of
Irvine and Newport Beach intersections, an After Study for after-hours period shall also
be submitted. The After Study must be submitted two (2) weeks after completion of
Implementation Phase.
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Present the After Study in comparison to the Before Study baseline. This comparison will
be utilized to determine the effectiveness of the final proposed timing plan. Provide
directional data and results in Microsoft Excel format, in both electronic and hard copy
format.
The Measures of Effectiveness (MOE) for the Travel Time Study should be generated
using the floating car method and from Tru -Traffic (Version 10). The trip log files should
be in .gpx or .TruTTrip format. The City will provide a sample output.
The Travel Time Study shall include seven (7) minimum runs in each direction of travel.
The Traffic Signal Operational Analysis will
latest version of the Highway Capacity M
Software (HCS).
be based on the procedures defined on the
inual (HCM) and of the Highway Capacity
The Before and After Study will be submitted within two (2) weeks of the implementation
phase. A re -submittal will be required within two (2) weeks of the receipt of City's or
Newport Beach's comments, depending on the jurisdiction where the traffic signal is
located.
Task 8 Deliverables
• After Study directional data and results in Microsoft Excel format
• Tru -Traffic Version 10 After Study files
• Trip log files
• Draft After Study Technical Memorandum
• Final After Study Technical Memorandum
2.12 BASIS FOR SUCCESSFUL PROJECT COMPLETION
Project implementation should achieve a minimum of ten (10) percent reduction in travel
time. Coordination Timing plans should produce improvements to both delay and
progression.
2.13 TASK 9: BEFORE AND AFTER STUDY REPORT
At the end of the implementation phase, the Consultant shall prepare a Before and After
Study Report with an executive summary. The report shall provide complete
documentation of the project, including, but not limited to, project objectives, locations,
scope, findings, recommendations, implementation schedule, improvements
accomplished, surveillance, and evaluation of the coordinated signal system, work
performed, data collected including before and after studies, project benefits achieved in
terms of fuel savings, travel time and other measure parameters. The report shall
document all planned and programmed improvements on the study corridor as well as
recommendations for further infrastructure improvements that would likely improve the
Cooperative Agreement Page A-25
11-37
corridor signal coordination project results. Consultant shall present the final report and
results of the project to each participating agency as required. The report shall be
completed in accordance with the current OCTA CTFP Guidelines.
The report shall include for each intersection: lane configurations, signal phasing, turning
movement data and cycle lengths for existing and proposed timings for all peak periods.
In addition, phase sequences for each timing plan and pedestrian clearance shall be
documented. Finally, the report shall provide recommendations with cost and benefit
estimates for future improvement to traffic signal infrastructure (signal controllers, vehicle
detection, communications, etc.), intersection capacity (appropriate signal phasing, lane
geometrics and alleviation of physical bottlenecks that curtail arterial capacity) and traffic
management strategies. These proposed improvements are beyond the scope of this
project but should be useful in determining future enhancements to the corridor.
The Consultant shall submit one (1) electronic copy and one (1) hard copy to each
Participating Agency. A re -submittal with corrections will be required within two (2) weeks
of the receipt of City and Newport Beach comments.
The Consultant shall prepare and submit a video presentation illustrating the before and
after studies comparison for each peak period to be presented at a Traffic Commission
meeting for the City of Irvine, and at a City Council meeting for the City of Newport Beach.
Task 9 Deliverables
• Draft Before and After Study Report
• Final Before and After Study Report
• Video presentation of Before and After Study runs for Traffic Commission
meeting
SECTION 3: MAINTENANCE AND OPERATION PHASE
3.1 TASK 10: OPERATION SUPPORT AND MONITORING
OPERATION SUPPORT
The Consultant will provide "on-call" signal timing support services for a period of 24
months following the implementation and fine -turning of the final signal timing to address
any future adjustments that may be needed during this period. Depending on the nature
of the adjustment, the Consultant may, upon written approval by the responsible agency,
accomplish fine-tuning adjustments through the management systems for the cities of
Irvine and Newport Beach. During this twenty-four (24) -month period, the Consultant will
be prepared to address all resident complaints and review any project intersection
requested within twenty-four (24) hours of written notice including observing and fine-
tuning the signal timing.
MONITORING
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The Consultant will drive the entire length of the project arterial during all designated
corridor synchronization timing plan hours of operation on a monthly basis in order to
verify that the synchronization is working as designed and complete any necessary
adjustments. The Consultant shall notify the participating agencies at least twenty-four
(24) hours prior to commencement of driving periods.
The Consultant shall document all their recommendations and agency actions. Measures
of effectiveness (MOE) in Microsoft Excel format shall be submitted along with GPS logs
to the participating agencies once per month.
Task 10 Deliverables
• Monthly Maintenance and Operation Support summary
• Monthly Tru -Traffic Version 10 Maintenance and Operation Support files
• Monthly Trip log files
3.2 TASK 11: FINAL REPORT
At the end of the two (2) year period, the Consultant shall prepare the Final Report. The
report will incorporate all the information from Before and After Study as well as
Maintenance and Operation. The report shall be completed in accordance with the current
OCTA CTFP Guidelines.
At the end of the two (2) year period, the Consultant shall prepare the Final Report,
incorporating all the information from Before and After Study as well as Maintenance and
Operation. The report shall be completed in accordance with the current OCTA
Comprehensive Transportation Funding Program (CTFP) Guidelines.
A re -submittal with corrections will be required within two (2) weeks of the receipt of City
and Newport Beach comments.
Task 11 Deliverables
• Draft Project Report
• Final Project Report
3.3 OPTIONAL WORK
The following are optional items of work and the City of Irvine and Newport Beach
reserves the right to exercise its option to delete or proceed with these items. None of the
following tasks shall be started without authorization from the City of Irvine and/or
Newport Beach, depending on where the optional items of work will occur.
Any additional costs that arise out of the optional items of work shall be the sole
responsibility of the requesting Participating Agency.
Cooperative Agreement Page A-27
11-39
CONSTRUCTION INSPECTION
A construction inspector shall be assigned to observe the Contractor's construction
progress and attend meetings with City and Contractor regarding meeting schedules. The
inspector shall be on-call 24 -hours a day, seven days a week during construction and be
responsible for the following:
• Coordinate with Contractor to determine the need to be on-site whenever the
Contractor is working.
• Meet weekly with City and/or Newport Beach staff to update project schedule.
• Furnish progress reports and final construction reports.
• Assist in quality assurance to achieve conformance with the contract plans and
specifications.
• Assist and coordinate with Contractor to notify City and/or Newport Beach
residents of pertinent issues.
• Assist City and/or Newport Beach with the temporary shutdown of the utility and
interruptions in service to customers as required.
• Maintain daily construction progress reports, project logs, photos, etc. to document
the progress of the work and submit weekly reports to City.
• Ensure Contractor compliance with the General NPDES Permit of the City of Irvine
and/or permit requirements of Newport Beach.
• Establish/update a punch list during construction and prepare a final inspection of
the punch list items to confirm completion by the contractor.
• Submit one complete set of construction progress digital photographs illustrating
the scope of work and critical elements. The photographs shall be mounted,
identified and indexed in notebook form.
Cooperative Agreement Page A-28
11-40
ATTACHMENT B
COST ESTIMATES
CULVER DRIVE / BONITA CANYON DRIVE / FORD ROAD
REGIONAL TRAFFIC SIGNAL SYNCHRONIZATION PROGRAM PROJECT
City of Irvine
Number of Signals:
33 si nals
Project Administration:
33 signals x $2,000/si nal
$66,000
Developing and Implementing
Optimized Signal
33 signals x $5,000/signal
$165,000
Synchronization Timing:
Caltrans Oversight:
6 sign Is x $6,875/si nal
$41,250
Producing a Before and After
33 signals x $1,000/signal
$33,000
Study for the proposed project:
Primary Implementation Final
33 signals x $1,000/signal
$33,000
Report:
Engineering Design:
$6,000
Signal Improvement Costs:
Culver Drive at Viewpark Avenue
- Furnish and install new Axis IP HD CCTV
$10,000
Camera
Culver Drive at Deerfield Avenue
- Furnish and install new Axis IP HD CCTV
$10,000
Camera
Culver Drive at Ethel Copen Way/Sandburg
- Furnish and install new Axis IP HD CCTV
$10,000
Camera
Culver Drive at Vista Del Campo Road
- Furnish and install new Axis IP HD CCTV
$10,000
Camera
Culver Drive at Mariners Church
- Furnish and install new Axis IP HD CCTV
$10,000
Camera
Culver Drive at Newport Coast Drive
- Furnish and install new Axis IP HD CCTV
$10,000
Camera
Culver Drive at Trabuco Road (Caltrans)
- Furnish 2070L, Communication Modem,
$5,200
cable, and GPS Module
Culver Drive at 1-5 Southbound (Caltrans)
- Furnish 2070L, Communication Modem, and
$2,100
cable
Culver Drive at 1-405 Northbound (Caltrans)
- Furnish 2070L, Communication Modem,
$5,200
cable, and GPS Module
Culver Drive at 1-405 Southbound (Caltrans)
Cooperative Agreement
Page B-1
11-41
Cooperative Agreement
Page B-2
11-42
- Furnish 2070L, Communication Modem, and
$2,100
cable
Bonita Canyon Drive at SR -73 Northbound
(Caltrans)
- Furnish 2070L, Communication Modem,
$5,200
cable, and GPS Module
Bonita Canyon Drive at SR -73 Southbound
(Caltrans)
- Furnish 2070L, Communication Modem, and
$2,100
cable
Furnish new Intelight MAXVIEW Licenses
$40,500
(27 signals x $1,500/signal)
Furnish new Axis Video Management Licenses
$1,200
(6 licenses x $200/license)
Furnish new Synchro 10 software
$4,000
10% System Integration
$12,760
10% Contingency
$12,760
15% Construction Management
$19,140
Monitoring and improving
33 signals x $1,680/signal
$55,440
optimized signal timing:
Communications and detection
33 signals x $720/signal
$23,760
support:
Total:
$595,710
20% City of Irvine Match 20% of $595,710:
$119,142
Type of Matching Funds:
Dollar Match
Cooperative Agreement
Page B-2
11-42
City of Newport Beach
Number of Signals:
6 signals
Project Administration:
6 signals x $2,000/si nal
$12,000
Developing and Implementing
Optimized Signal
6 signals x $5,000/signal
$30,000
Synchronization Timing:
Producing a Before and After
6 signals x $1,000/signal
$6,000
Study for the proposedproject:
Primary Implementation Final
6 signals x $1,000/signal
$6,000
Report:
Engineering Design:
$51,800
Signal Improvement Costs:
Bonita Canyon Drive at Chambord
- Furnish and install new Type P cabinet with
new Type II service in existing foundation, new
Cobalt ATC controller, new Alpha battery
$55,000
backup system, new EVP system, new Cohu
HD CCTV
Bonita Canyon Drive at Prairie Road
- Furnish and install new Type P cabinet with
new foundation (including SCE fees,
upgrades, conduit, pull box, potholes, and
$76,000
Type II service), new Cobalt ATC controller,
new Alpha battery backup system, new EVP
system
Bonita Canyon Drive at Mesa View Drive
- Furnish and install new Type P cabinet with
new foundation (including SCE fees,
upgrades, conduit, pull box, potholes, and
$80,000
Type II service), new Cobalt ATC controller,
new Alpha battery backup system, new EVP
system, new Cohu HD CCTV
Bonita Canyon Drive/Ford Road at MacArthur
Boulevard
- Furnish and install new Type P cabinet with
new foundation (including SCE fees,
upgrades, conduit, pull box, potholes, and
replacing existing Type III service for new
$78,000
Type II service), new Cobalt ATC controller,
new Alpha battery backup system, new EVP
system
Ford Road at Southern Hills Drive
- Furnish and install new Type P cabinet with
new foundation (including SCE fees,
upgrades, conduit, pull box, potholes, and
$76,000
Type II service), new Cobalt ATC controller,
new Alpha battery backup system, new EVP
system
Cooperative Agreement
Page B-3
11-43
Cooperative Agreement Page B-4
11-44
Ford Road at Jamboree Road
- Furnish and install new Cobalt ATC controller,
new Alpha battery backup, new Cohu HD
$19,000
CCTV
MacArthur Road to Chambord
- Furnish and install new 48-SMFO in existing
conduit, new Ethernet Switch, new splice vault
$134,000
(including splitting, termination, canister)
Furnish new field laptop to run Centracs 2.0 and
$7,000
COHU Viewer
10% System Integration
$52,500
10% Contingency
$52,500
15% Construction Management
$78,750
Monitoring and improving
6 signals x $1,680/signal
$10,080
optimized signal timing
Communications and detection
6 signals x $720/signal
$4,320
support
Total:
$828,950
20% City of Newport Beach Match (20% of $828,950):
$165,790
Type of Matching Funds:
Dollar Match
Cooperative Agreement Page B-4
11-44
Project Total Summary
Cooperative Agreement Page B-5
11-45
Agency
Project P Funds
Cash Match Amount
Agency
Cost
Requested
(20% of Project
80% of Project Cost
Cost
City of Irvine
$595,710
$476,568
$119,142
City of Newport
Beach
$828,950
$663,160
$165,790
TOTAL
$1,424, 660
$1,139, 728
$284,1932
Cooperative Agreement Page B-5
11-45