HomeMy WebLinkAbout11 - Traffic Signal Modernization - IterisCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 11
March 25, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Brad Sommers, P.E.
949 -644 -3326 or bsommers @city.newport- beach.ca.us
SUBJECT: Traffic Signal Modernization — Jamboree Road Corridor (Phase 2)
and Airport Area (Phase 3) Design - Approval of Professional
Services Agreement with Iteris, Inc.
Recommendation:
Approve a Professional Services Agreement with Iteris, Inc., of Santa Ana, California,
for Phases 2 and 3 of the Traffic Signal Modernization Project - Jamboree Road
Corridor and Airport Area design at a contract price of $361,835 and authorize the
Mayor and City Clerk to execute the Agreement.
Discussion:
The Traffic Signal Modernization Project is planned as a multi -year project to install new
and upgraded City -wide traffic signal management system that utilizes current and
future technology improvements. The goal of'this multi - phased project is to reduce
congestion and improve the efficiency and flexibility of our traffic signal system.
Because of the overall magnitude, financing constraints, and potential disruption that
would occur in attempting to upgrade the City's entire traffic system at one time, staff
has developed a phased approach. In order to continue the current coordinated
operation of roadway corridors, the new system will coexist with the existing system
until implementation of the City -wide traffic signal controller and communication
upgrades are complete.
Phase 2 will consist of modernizing the traffic signal system along the Jamboree Road
Corridor. This phase includes upgrades to 14 intersections, installation of five Closed
Circuit Television (CCTV) cameras, and upgrades to the existing traffic signal
communication system. The Jamboree Road Corridor is of high priority as it is a critical
north / south arterial within the City.
Phase 3 will modernize the traffic signal system within the Airport Area. This phase
includes upgrades to 20 intersections, installation of three CCTV cameras, and
Traffic Signal Modernization — Jamboree Road Corridor and Airport Area Design —
Approval of Professional Services Agreement Wth Iteds, Inc.
March 25. 2008
Page 2
upgrades to the existing traffic signal communication system. Staff ranked this phase
as the third priority project due to a lack of current traffic signal communication
combined with local and regional traffic demands surrounding the airport area.
Design of the Jamboree Road Corridor and the Airport Area modernization projects are
planned to be done together to expedite overall construction. Additionally, this approach
will aid in achieving Measure M competitive funding for both projects.
Phases 2 and 3 are planned to be constructed back -to -back, in order to better utilize staff
and competitive funding sources. Construction of the Jamboree Road Corridor is planned
for fall of 2008 continuing through spring of 2009. The Airport Area construction would
follow with an estimated start in summer of 2009.
Staff recommends award of the design to Iteris, as they have gained an extensive
knowledge of the City and its transportation needs through prior projects, allowing them to
provide high level of service with minimal delays. Iteris' prior work with the City includes
the ;City-wide Traffic Signal Timing Project in 2003, the Traffic Signal Communication
Master Plan, and Phase 1 design of the Traffic Signal Modernization Project.
Environmental Review:
Categorically Exempt under Chapter 3, Article 19, Section 15301, Class 1 (c) of the Title
14 California, Code of Regulations. This exemption covers maintenance, repair, and
upgrades of existing traffic signal facilities.
Public Notice:
Not Applicable at this time
Funding Availability:
Funds are available for the design of the Jamboree Road Corridor and the Airport Area
Traffic Signal Modernization in the following accounts:
Account DescriDtion Account Number Amount
Measure M Tumback 7281- C3002002 $211,835
Measure M Tumback 7281- C3002003 $150,000
Total: $361,835
Prepared by: Submittevbo-;'-'—
rad Sommers, P.E. tep n . adum
Senior Civil Engineer lic Works Director
Attachment: Professional Services Agreement
PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC.,
FOR DESIGN OF JAMBOREE CORRIDOR AND AIRPORT AREA PHASES OF THE
TRAFFIC SIGNAL MODERNIZATION PROJECT
THIS AGREEMENT is made and entered into as of this day of ,
2008, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation
( "City"), and ITERIS,. INC., a Delaware corporation whose address is 1700 Carnegie
Avenue, Santa Ana, California, 92705 ( "Consultant'), and is made with reference to
the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with, the power to carry on its business as it is now
being conducted under the statutes of the State of California and the Charter of
City.
B. City is planning the Jamboree Road Corridor (Phase 2) and Airport Area (Phase
3) phases of the Traffic Signal Modernization Project.
C. City desires to engage Consultant to prepare the PS &E design packages for
Phases 2 and 3 and assist City with traffic signal timing development and
deployment ( "Project').
D. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the services described in this Agreement.
E. The principal member of Consultant for purposes of Project, shall be, Scott
Carlson, Associate Vice President/Director of Engineering.
F. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
9. TERM
The term of this Agreement shall commence on the above written date, and shall
terminate on the 31st day of December, 2009, unless terminated earlier as set
forth herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference. The
City may elect to delete certain tasks of the Scope of Services at its sole
discretion.
3. TIME OF PERFORMANCE
Time is of the essence in the performance of services under this Agreement and
the services shall be performed to completion in a diligent and timely manner.
The failure by Consultant to perform the services in a diligent and timely manner
may result in termination of this Agreement by City.
Notwithstanding the foregoing, Consultant shall not be responsible for delays
due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the services to be provided for the Project, each party hereby
agrees to provide notice to the other party so that all delays can be addressed.
3.1 Consultant shall submit all requests for extensions of time for
performance in writing to the Project Administrator not later than ten (10)
calendar days after the start of the condition that purportedly causes a
delay. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays that are
beyond Consultant's control.
3.2 For all time periods not specifically set forth herein; Consultant shall
respond in the most expedient and appropriate manner under the
circumstances, by either telephone, fax, hand - delivery or mail.
4. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services on a time and expense not- to-exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all work ' performed in accordance with this
Agreement, including all reimbursable items and subconsultant fees, shall not
exceed Three Hundred Sixty -One Thousand, Eight Hundred Thirty -Five
Dollars and no /100 ($361,835.00) without prior written authorization from City.
No billing rate changes shall be made during the term of this Agreement without
the prior written approval of City.
4.1 Consultant shall submit monthly invoices to City describing the work
performed the preceding month. Consultant's bills shall include the name
of the person who performed the work, a brief description of the services
performed and/or the specific task in the Scope of Services to which it
relates, the date the services were performed, the number of hours spent
on all work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty
(30) days after approval of the monthly invoice by City staff.
4.2 City shall reimburse Consultant only for those costs or expenses
specifically approved in this Agreement, or specifically approved in writing
in advance by City. Unless otherwise approved, such costs shall be
limited and include nothing more than the following costs incurred by
Consultant:
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A. The actual costs of subconsultants for performance of any of the
services that Consultant agrees to render pursuant to this
Agreement, which have been approved in advance by City and
awarded in accordance with this Agreement.
B. Approved reproduction charges.
C. Actual costs and/or other costs and/or payments specifically
authorized in advance in writing and incurred by Consultant in the
performance of this Agreement.
4.3 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra
Work" means any work that is determined by City to be necessary for the
proper completion of the Project, but which is not included within the
Scope of Services and which the parties did not reasonably anticipate
would be necessary at the execution of this Agreement. Compensation
for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B.
5. PROJECT MANAGER
Consultant shall designate a Project Manager, who shall coordinate all phases of
the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Scott Carlson to
be its Project Manager. Consultant shall not remove or reassign the Project
Manager or any personnel listed in Exhibit A or assign any new or replacement
personnel to the Project without the prior written consent of City. City's approval
shall not be unreasonably withheld with respect to the removal or assignment of
non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
6. ADMINISTRATION
This Agreement will be administered by the Public Works Department. Brad
Sommers shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his /her authorized
representative shall represent City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
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A. Provide access to, and upon request of Consultant, one copy of all
existing relevant information on file at City. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's
work schedule.
B. Provide blueprinting and other services through City's reproduction
company for bid documents. Consultant will be required to coordinate the
required bid documents with City's reproduction company. All other
reproduction will be the responsibility of Consultant and as defined above.
C. Provide usable life of facilities criteria and information with regards to new
facilities or facilities to be rehabilitated.
8. STANDARD OF CARE
8.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and
technical personnel required to perform the services required by this
Agreement, and that it will perform all services in a manner
commensurate with community professional standards. All services shall
be performed by qualified and experienced personnel who are not
employed by City, nor have any contractual relationship with City. By
delivery of completed work, Consultant certifies that the work conforms to
the requirements of this Agreement and all applicable federal, state and
local laws and the professional standard of care.
8.2 Consultant represents and warrants to City that it has, shall obtain, and
shall keep in full force in effect during the term hereof, at its sole cost and
expense, all licenses, permits, qualifications, insurance and approvals of
whatsoever nature that is legally required of Consultant to practice its
profession. Consultant shall maintain a City of Newport Beach business
license during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by
reason of strikes, lockouts, accidents, or acts of God, or the failure of City
to furnish timely information or to approve or disapprove Consultant's
work promptly, or delay or faulty performance by City, contractors, or
governmental agencies.
9. HOLD HARMLESS
To the fullest extent permitted by law, Consultant shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties) from and
against any and all claims (including, without limitation, claims for bodily injury,
death or damage to property), demands, obligations, damages, actions, causes
of action, suits, losses, judgments, fines, penalties, liabilities, costs and
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expenses (including, without limitation, attorney's fees, disbursements and court
costs) of every kind and nature whatsoever (individually, a Claim; collectively,
"Claims "), which may arise from or in any manner relate (directly or indirectly) to
the negligence, recklessness, or willful misconduct of the Consultant or its
principals, officers, agents, employees, vendors, suppliers, consultants,
subcontractors, anyone employed directly or indirectly by any of them or for
whose acts they may be liable or any or all of them.
Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the
sole negligence, active negligence or willful misconduct of the Indemnified
Parties. Nothing in this indemnity shall be construed as authorizing any award of
attorney's fees in any action on or to enforce the terms of this Agreement. This
indemnity shall apply to all claims and liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation
upon the amount of indemnification to be provided by the Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the work are under the control of Consultant, except to the extent
they are limited by statute, rule or regulation and the expressed terms of this
Agreement. Nothing in this Agreement shall be deemed to constitute approval
for Consultant or any of Consultant's employees or agents, to be the agents or
employees of City. Consultant shall have the responsibility for and control over
the means of performing the work, provided that Consultant is in compliance with
the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Consultant as to the details of the performance or to
exercise a measure of control over Consultant shall mean only that Consultant
shall follow the desires of City with respect to the results of the services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or
interest in the work to be performed. City agrees to cooperate with the
Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points
in order to ensure the Project proceeds in a manner. consistent with City goals
and policies.
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13. PROGRESS
Consultant is responsible for keeping the Project Administrator and /or his/her
duly authorized designee informed on a regular basis regarding the status and
progress of the Project, activities performed and planned, and any meetings that
have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of work. Consultant shall obtain, provide and maintain at its own expense during
the term of this Agreement, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. Acceptable Insurers. All insurance policies shall be issued by an
insurance company currently authorized by the Insurance Commissioner
to transact business of insurance in the State of California, with an
assigned policyholders' Rating of A (or higher) and Financial Size
Category Class VII (or larger) in accordance with the latest edition of
Best's Key Rating Guide, unless otherwise approved by the City's Risk
Manager.
D. Coverage Requirements.
Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor's
employees. Any notice of cancellation or non - renewal of all
Workers' Compensation policies must be received by City at least
thirty (30) calendar days (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
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ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than two million
dollars ($2,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
iii. Automobile Liability Coverage. Consultant shall maintain
automobile insurance covering bodily injury and property damage
for all activities of the Consultant arising out of or in connection with
work to be performed under this Agreement, including coverage for
any owned, hired, non -owned or rented vehicles, in an amount not
less than two million dollars ($1,000,000) combined single limit for
each occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of two million dollars
($1,000,000).
E. Endorsements. Each general "liability and automobile liability insurance
policy shall be endorsed with the following specific language:
i. The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insured with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
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V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
written notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. Additional Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of
the work.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written. approval of City. Any of the following
shall be construed as an assignment: The sale, assignment, transfer or other
disposition of any of the issued and outstanding capital stock of Consultant, or of
the interest of any general partner or joint venturer or syndicate member or
cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy,
which shall result in changing the control of Consultant. Control means fifty
percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more
of the assets of the corporation, partnership or joint- venture.
16. SUBCONTRACTING
City and Consultant agree that subconsultants may be used to complete the
work outlined in the Scope of Services. The subconsultants authorized by City to
perform work on this Project are identified in Exhibit A. Consultant shall be fully
responsible to City for all acts and omissions of the subcontractor. Nothing in
this Agreement shall create any contractual relationship between City and
subcontractor nor shall it create any obligation on the part of City to pay or to see
to the payment of any monies due to any such subcontractor other than as
otherwise required by law. The City is an intended beneficiary of any work
performed by the subcontractor for purposes of establishing a duty of care
between the subcontractor and the City. Except as specifically authorized
herein, the services to be provided under this Agreement shall not be otherwise
assigned, transferred, contracted or subcontracted out without the prior written
approval of City.
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17. OWNERSHIP OF DOCUMENTS
Each and every report, draft, map, record, plan, document and other writing
produced (hereinafter "Documents "), prepared or caused to be prepared by
Consultant, its officers, employees, agents and subcontractors, in the course of
implementing this Agreement, shall become the exclusive property of City, and
City shall have the sole right to use such materials in its discretion without further
compensation to Consultant or any other party. Consultant shall, at Consultant's
expense, provide such Documents to City upon prior written request.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for
reuse by City or others on any other project. Any use of completed Documents
for other projects and any use of incomplete Documents without specific written
authorization from Consultant will be at City's sole risk and without liability to
Consultant. Further, any and all liability arising out of changes made to
Consultant's deliverables under this Agreement by City or persons other than
Consultant is waived against Consultant and City assumes full responsibility for
such changes unless City has given Consultant prior notice and has received
from Consultant written consent for such changes.
18. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer
or architect in charge of or responsible for the work. City agrees that Consultant
shall not be liable for claims, liabilities or losses arising out of, or connected with
(a) the modification or misuse by City, or anyone authorized by City, of CADD
data; (b) the.decline of accuracy or readability of CADD data due to inappropriate
storage conditions or duration; or (c) any use by City, or anyone authorized by
City, of CADD data for additions to this Project, for the completion of this Project
by others, or for any other Project, excepting only such use as is authorized, in
writing, by Consultant. By acceptance of CADD data, City agrees to indemnify
Consultant for damages and liability resulting from the modification or misuse of
such CADD data. All original drawings shall be submitted to City in the version
of AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with
the Citys digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the Citys latest adopted version of Microsoft Word and
Excel.
19. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the services in this Agreement, shall be kept
confidential unless City authorizes in writing the release of information. .
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20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his/her
judgment as a design professional and is supplied for the general guidance of
City. Since Consultant has no control over the cost of labor and material, or over
competitive bidding or market conditions, Consultant does not guarantee the
accuracy of such opinions as compared to contractor bids or actual cost to City.
21. INTELLECTUAL PROPERTY INDEMNITY
The Consultant shall defend and indemnify City, its agents, officers,
representatives and employees against any and all liability, including costs, for
infringement of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
22. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain .complete and
accurate records with respect to the costs incurred under this Agreement and
any services, expenditures and disbursements charged to City, for a minimum
period of three (3) years, or for any longer period required by law, from the date
of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of
City to examine, audit and make transcripts or copies of such records and
invoices during regular business hours. Consultant shall allow inspection of all
work, data, Documents, proceedings and activities related to the Agreement for a
period of three (3) years from the date of final payment to Consultant under this
Agreement.
23. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction
of the dispute with respect to such payment. Such withholding shall not be
deemed to constitute a failure to pay according to the terms of this Agreement.
Consultant shall not discontinue work as a result of such withholding. Consultant
shall have an immediate right to appeal to the City Manager or his /her designee
With respect to such disputed sums. Consultant shall be entitled to receive
interest on any withheld sums at the rate of return that City earned on its
investments during the time period, from the date of withholding of any amounts
found to have been improperly withheld.
24. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what
would have resulted if there were not errors or omissions in the work
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accomplished by Consultant, the additional design, construction and /or
restoration expense shall be borne by Consultant. Nothing in this paragraph is
intended to limit City's rights under the law or any other sections of this
Agreement.
25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
26. CONFLICTS OF INTEREST
The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose any financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits such
persons from making, or participating in making, decisions that will foreseeably
financially affect such interest.
If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Consultant shall indemnify and hold
harmless City for any and all claims for damages resulting from Consultant's
violation of this Section.
27. NOTICES
All notices, demands, requests or approvals to be given under the terms of this
Agreement shall be given in writing, and conclusively shall be deemed served
when delivered personally, or on the third business day after the deposit thereof
in the United States mail, postage prepaid, first -class mail, addressed as
hereinafter provided. All notices, demands, requests or approvals from
Consultant to City shall be addressed to City at:
Attn: Brad Sommers, P.E.
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949- 644 -3326
Fax: 949 - 644 -3318
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All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attn: Scott Carlson, P.E.
Iteris, Inc.
1700 Carnegie Avenue
Santa Ana, CA 92705
Phone: 949 - 270 -9400
Fax: 949 - 270 -9401
28. TERMINATION
In the event that either party fails or refuses to perform any of the provisions of
this Agreement at the time and in the manner required, that party shall be
deemed in default in the performance of this Agreement. If such default is not
cured within a period of two (2) calendar days, or if more than. two (2) calendar
days are reasonably required to cure the default and the defaulting party fails to
give adequate assurance of due performance within two (2) calendar days after
receipt of written notice of default, specifying the nature of such default and the
steps necessary to cure such default, and thereafter diligently take steps to cure
the default, the non - defaulting party may terminate the Agreement forthwith by
giving to the defaulting party written notice thereof.
Notwithstanding the above provisions, City shall have the right, at its sole
discretion and without cause, of terminating this Agreement at any time by giving
seven (7) calendar days prior written notice to Consultant. In the event of
termination under this Section, City shall pay Consultant for services
satisfactorily performed and costs incurred up to the effective date of termination
for which Consultant has not been previously paid. On the effective date of
termination, Consultant shall deliver to City all reports, Documents and other
information developed or accumulated in the performance of this Agreement,
whether in draft or final form.
29. COMPLIANCE WITH ALL LAWS
Consultant shall at its own cost and expense comply with all statutes,
ordinances, regulations and requirements of all governmental entities, including
federal, state, county or municipal, whether now in force or hereinafter enacted.
In addition, all work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
30. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
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31. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations
and agreements of whatsoever kind or nature are merged herein. No verbal
agreement or implied covenant shall be held to vary the provisions herein.
32. CONFLICTS OR INCONSISTENCIES
In the event there are any conflicts or inconsistencies between this Agreement
and the Scope of Services or any other attachments attached hereto, the terms
of this Agreement shall govern.
33. INTERPRETATION
The terms of this Agreement shall be construed in accordance with the meaning
of the language used and shall not be construed for or against either party by
reason of the authorship of the Agreement or any other rule of construction
which might otherwise apply.
34. AMENDMENTS
This Agreement may be modified or amended only by a written document
executed by both Consultant and City and approved as to form by the City
Attorney.
35. SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall continue in full force and effect.
36. CONTROLLING LAW AND VENUE
The laws of the State of California shall govern this Agreement and all matters
relating to it and any action brought relating to this Agreement shall be
adjudicated in a court of competent jurisdiction in the County of Orange.
37. EQUAL OPPORTUNITY EMPLOYMENT
Consultant represents that it is an equal opportunity employer and it shall not
discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age.
13
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
j GYM
Ci" ttorney
for the City of Newport Beach
ATTEST:
0
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Mayor
for the City of Newport Beach
ITERIS, INC.:
By:
(Corporate Officer)
Title:
Print Name:
(Financial Officer)
Print Name:
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
f.Wsers\pbw\sharedlagreements'dy 07 -0SUteris -traffic signal design phase 2 & 3.doc
14
Newport Beach March 4, 2008
Traffic Signal Modemization
Phase 2 and Phase 3 Project .
Brad Sommers
Traffic Engineer
City of Newport Beach
Public Works Department
3300 Newport Boulevard
Newport Beach CA 92663 -3884
Cover Letter
Iteris, Inc.
1700 Camegie Avenue, Suite 100
Santa Ana, CA 92705 -5551
Re: Newport Beach Traffic Signal Modernization Phase 2 and Phase 3 Projects
P07 -0082
Dear Mr. Sommers:
Iteris, Inc. is pleased to submit this proposal to the City of Newport Beach in
support of the in support of the City's Traffic Modernization Phase 2 and
Phase 3 projects. Iteris' fee to complete these projects for the City will not exceed
$361,835, as detailed in our Fee Estimated included in this proposal.
Iteris, Inc. is the largest transportation engineering firm specializing in the field of
traffic engineering, Intelligent Transportation Systems (ITS), and transportation
planning headquartered in California. Additionally, Iteris was the consultant to
Newport Beach for the Traffic Signal Communication Master Plan and Traffic
Signal Modernization Phase I project, which implemented the first phase of the
Ethernet -based communications to support the City's traffic signal system. Iteris'
experience on this project, as well as our experience on numerous other ITS
projects in Orange County and southern California, offers the City the most
qualified firm to provide consulting services.
Thank you very much for the opportunity to submit this proposal. We look forward
to the opportunity to assist the City of Newport Beach on the Traffic Signal
Modernization Phase 2 and Phase 3 projects. Please feel free to call me at (949)
270 -9578 if you have any questions.
Sincerely,
Iteris, Inc.
Scott Carlson, P.E.
Associate Vice President/ Director of Engineering
ITERIS �--
1700 Camegie Avenue I Suite100 I Santa Ana I CA 92705 -5551 J tel 949.270.9480 1 fax 949.270.9481
Newport Beach
Traffic Signal Modernization
Phase 3 and Phase 3 Project
Table of Contents
CoverLetter ........................... ..............................i
1. Scope of Work ............ ............................... 1
2. Fee Proposal ................ .............................23
ITERIS'
Scope of Work
Newport Beach I SCOPE OF WORK
Traffic Signal Modernization
Phase 2 and Phase 3 Project Iteris has prepared a detailed scope of work to ensure that the Traffic Signal
Phase 2 and Phase 3 PS &E project is completed on time, within budget, and to
the complete satisfaction to the City. Our project approach is based on the
project understanding, project issues and goals, the RFP, our depth of
understanding of both ITS and Systems Engineering, and our past experience
working with the City of Newport Beach on the Traffic Signal Communication
Master Plan and Phase I PS &E project. Iteris' approach is divided into the
following tasks:
Task 0: Project Management
Task 1: Phase 2 and 3 Traffic Signal Systems Modernization (PS &E
Package)
Task 2: Traffic Signal Timing Development and Deployment
Our scope of work is based up on the services Iteris provided to the City on the
Traffic Signal Communication Master Plan and Phase I PS &E project and the
details of the Master Plan. Iteris will work with City staff to prepare a schedule
as necessary to meet any project requirements. Note that the preparation of
the signal timing plans can occur at any time. We recommend that the initial
data collection for the .signal timing effort be completed in parallel with the
Design field work. However, the traffic counts need to be completed while
school is in session (January — June or September — November), which may
require an adjustment in the schedule for Task 2. Implementation will be
completed after construction of the traffic signal system modernizations.
Objectives: To ensure an efficient and coordinated project development
process, the delivery of a high quality product, and
deployment of the project components within budget and on
schedule.
Iteris strongly believes that excellent project management is essential in the
successful completion of any project- Successful completion does not only
mean finishing the project but also completing the project to the client's
satisfaction within budget and on schedule.
As part of Iteris' project management strategy, Mr. Scott Carlson will serve
as the Project Manager for this project. He will be the principal contact with
the City of Newport Beach and other entities per the City's direction. Project
management support consists of preparation of monthly status reports and
attendance at required meetings related to the Project. Mr. Carlson will also
be available to City staff should specific questions arise throughout the
duration of the project, or for special meetings to discuss the project with
other stakeholders /neighboring agencies. An Important part of this task will
ITERIS =-.�
1 �� -
Scope of Work
Newport Beach involve discussions and involvement of other stakeholders such as the City
Traffic SignalModemlzation IT for integration of the communications network, Caltrans for the
Phase 2 and Phase 3 Project installation of new fiber in new conduit along Campus Drive across SR -73
and the installation of fiber optic cable in existing conduit along Jamboree
Road across SR -73. Below is a summary of our proposed project
1 management activities.
Project Management Methodology
Iteris has a history of successful administration of projects. Through many
years of experience, Iteris has developed a methodology that has proven
effective in measuring progress, anticipating problems, reacting quickly to
changes in the requirements, and maintaining schedule integrity.
Iteris' project management is designed with checks and balances that have
resulted in our impressive track record of successful projects. Our project
management objectives are developed to:
❖ Provide a complete and comprehensive technical description and
work definition for the entire project;
Develop a viable, comprehensive cost and schedule plan that reflects
the planned performance of the work;
❖ Establish a comprehensive control system that provides the
necessary status Information to the project team, the City of Newport
Beach, and Iteris management;
Identify problem areas early and initiate corrective action;
Communicate information to the City of Newport Beach on a regular
and timely basis;
❖ Ensure thorough documentation through an effective Quality
Assurance/ Quality Control process;
❖ Promote effective Configuration Management through the application
of Systems Engineering discipline to the development and support
for the Newport Beach ITS.
Performance Monitoring
Monitoring of technical performance, schedules, and costs using a combination
of automated and manual techniques provides an early indication of any
deviation from planned performance. The earlier a deviation from the plan can
be identified, the easier it is to implement the required corrective actions. The
following activities are performed:
Monitor and control performance with respect to schedule
performance and analyze the impact of delays and cost alternatives.
Actual project performance is periodically compared to planned
project performance to identify deviations or areas of concern.
ITERIS' w ...
2
Scope of Work
Newport Beach I
Facilitate the assessment of work progress in terms of project
Traffic Signal Modernization milestones, work completed, percent in process, and dependence on
Phase z and Phase aProject future project tasks. The Project Manager, Mr. Scott Carlson, will
frequently hold informal discussions with individual project personnel
on specific tasks in addition to the regularly scheduled project team
meetings. In addition, a detailed project schedule will be created
using MS Project, which assists in the tracking of schedule versus
percent complete.
Project Reviews
Active and open communication between the team (including the City of
Newport Beach PM) is vital. Communication is essential to the successful
outcome of any project. Iteris' primary objective is to keep the City of
Newport Beach abreast of the developments that impact the project.
Internally, Iteris promotes open communication between the team members
and the Project Manager. The following sections describe the types of
meetings and reports used to communicate internally and externally.
Monthlv_P_rmgress R -e
Mr. Carlson will submit a monthly written progress report to the City of
Newport Beach and Iteris management. In this report, Mr. Carlson will
discuss activities conducted during the previous calendar month.
Typical subjects covered in this report include the following:
Summary of activities during the month
Planned activities for the next month
Concerns or problems encountered
and planned solutions
Assignment of or changes in key
personnel
:• Up-to -date project schedule
Status of subcontractors
Status of open items
r Status of contract variance or extra
work requests
:• Closed items
Status of deliverables
Project Kick -off Meeting
Shortly after receipt of Notice to Proceed, a project kickoff meeting will take
place, which will be attended by representatives from the Iteris team, the
City of Newport Beach, City IT, and other Stakeholder Partners as
appropriate. The purpose of this meeting will be to ensure that participants
understand and support the goals and the plan to achieve them.
Proiect Team Review Meetings
One of the basic requirements for meeting the project schedule and budget
is a system that assures prompt responses to problem areas before they
can give rise to insurmountable delays. For this reason, bi- weekly internal
project meetings are held in which each team member provides a brief
status of accomplishments and problems. Mr. Marc Porter, the Principal -in-
ITERIS'.— ..
3
Scope of Work
Newport Beach ` Charge for this project, will conduct these internal reviews. It is a fact-
Traffic Signal Modernizagon ! finding, problem - solving endeavor used to keep the Project Manager and
Phase 2 and Phase 3 Project project .personnel advised of the project status concerning schedules,
technical performance, trends, and existing or potential problem areas.
Proiect Status Meeting
Iteris will discuss the progress report in a joint teleconference and /or in
face -to -face meetings with the City of Newport Beach - the forum for this
meeting will be at the discretion of the City of Newport Beach Project
Manager. Mr. Carlson will summarize current activities, discuss concerns,
report on milestones, evaluate future technical and financial requirements,
and obtain feedback from the City of Newport Beach. These conferences are
planned to promote open communication between the City of Newport
Beach and Iteris.
Manaaement Review Meetin
Iteris upper -level management is committed to:
❖ Maintaining a proper environment for the successful execution of the
project
❖ Providing Mr. Carlson with adequate resources
❖ Monitoring the effectiveness of Mr. Carlson and the project team
For these reasons, internal management review meetings are held monthly
for each project. Current status is reviewed against the current project
schedule and, most importantly, changes from baselines reported in the
previous management review meeting are noted.
Proiect Quality Assurance Quality Control (OA 1QC)
Iteris' ability to implement high - quality deliverables is a result of our
adherence to a quality assurance program that ensures accuracy, product
usability, and an overall commitment to product excellence and user
satisfaction. The Iteris Project Manager ensures the team commitment to
these objectives by identifying goals at the outset of the project and
monitoring the product implementation and delivery process. We strive to
improve the processes and tools we use to provide high - quality products
and services. For this project, George Gener and Glenn Grayson will lead
review of project deliverables.
Deliverables: Meeting agendas and notes, progress reports, invoices and
supplemental material as requested/required by City staff.
ITERIS'-
4
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Prolect
Scope of Work
Objectives: To prepare PS &E design packages for Phase 2 and Phase 3
of the Communications Master Plan that includes an
modernization of the city's traffic signal controllers at
fourteen (14) Phase 2 and twenty (20) Phase 3 City - operated
signalized intersections, the Implementation of five (5) new
Phase 2 and three (3) Phase 3 CCTV cameras, and the
required upgrades to the communications system.
This task will focus on the replacement of the City's VMS 330 traffic signal
system to the icons® traffic signal system at the Phase 2 and Phase 3
signalized intersections as detailed in the Master Plan and illustrated in
Figure 2 and Figure 3. The preliminary communication schematic is
illustrated in Figure 4. The output of this task will be a detailed Plans,
Specifications, and Estimate (PS &E) package for the system elements listed
below.
1. Traffic Signal Controllers: Replace existing traffic signal controllers to
Model 2070L and Econolite ASC /3 traffic signal . controllers at (14)
Phase 2 and (20) Phase 3 Cityoperated signalized intersections.
The Model 2070L controllers shall be installed in Type 332 cabinets
while the ASC /3 controllers will be installed in NEMA cabinets. The
controllers will utilize Ethernet communications to the Newport
Beach TMC, including the high- bandwidth communication link
between the Central Library and City Hall implemented in Phase 1,
the Police Station implemented as part of Phase 2, and Fire Station 7
implemented as part of Phase 3. It is envisioned that the existing
controller cabinets will be utilized, but select cabinets may require
upgrades based on the condition of the cabinets.
2. CCTV Surveillance Cameras: CCTV cameras will be installed at (5)
Phase 2 locations and (3) Phase 3 locations listed below. The CCTV
cameras will utilize Ethernet communications to the Newport Beach
TMC.
Phase 2 CCTV Cameras
(1) Jamboree Rd. / Eastbluff Dr.
- Ford Rd
(2) Jamboree Rd. / MacArthur
Blvd.
(3) Jamboree Rd /University Dr -
Eastbluff Dr.
(4) Jamboree Rd. /San Joaquin
Hills Rd.
(5) Jamboree Rd /Coast Hwy
ITExIS =-
Phase 3 CCTV Cameras
(1) Irvine Ave - Campus Dr./
Bristol St North
(2) Bristol St South / Birch St.
(3) Irvine Ave / Mesa Dr.
Scope of Work
Figure 2; Phase 2 Project Limits (Figure 7.4 from Master Plan)
ITERIS'-
Scope of Work
Figure 3: Phase 3 Project Limits (Figure 7.5 from Master Plan)
ITERIS -
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Scope of Work
Figure 4: Preliminary Phase 2 and 3 System Architecture
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Scope of Work
Newport Beach
Traffic Signal Modernization The City's existing twisted pair communications will be modernized to
Phase 2 and Phase 3 Project support Ethernet communications to the Phase 2 and Phase 3 traffic signal
controllers and the CCTV cameras. The upgrades will utilize the existing
infrastructure to the maximum extent possible, and will include a possible
combination of new fiber optic cable, new wireless Ethernet radio and
existing twisted pair cable. The primary routing of new fiber optic cable will
be along Jamboree Rd. and Bison Ave. for Phase 2, and MacArthur Blvd.,
Campus Drive and Irvine Ave. for Phase 3. Phase 2 will also integrate three
of the Phase 1 signalized intersections along MacArthur Blvd., (1) MacArthur
Blvd. / Bison Ave., (2) MacArthur Blvd. / Vilaggio and (3) MacArthur Blvd. /
Bonita Canyon Dr., utilizingthe existingtwisted pair cable.
Phase 2 proposes the installation of new fiber optic cable in existing
conduit along Jamboree Rd. across SR -73, on Caltrans right -of -way, and
will require an encroachment permit, to be completed as part of Iteris'
design with assistance by City staff.
Phase 3 proposes the installation of new fiber in existing conduit along
Campus Dr./ Irvine Ave. across SR -73, on Caltrans right -of -way, and will
require an encroachment permit, to be completed as part of Iteris'
design with assistance by City staff.
Task 2.1: Preliminary Design
The first step in developing the PS &E package for the Traffic Signal System
Modernization is to prepare a Preliminary Design Technical Memorandum
that both qualifies and quantifies the project elements.
Under this task Iteris will detail the design of the signal system
modernizations, CCTV camera design, and communication infrastructure to
support the overall project. Iteris has designed, deployed, and integrated
several systems similar to this, including for the City of Newport Beach, and
will be able to complete this effort as efficiently and effectively as possible.
Based on the proposed scope of work and our understanding of theproject,
the Preliminary. Design Technical Memorandum efforts will focus on the
following project elements:
I. CCTV Cameras at locations listed below.
Phase 2 Intersection Phase 3 Intersection
' i) Jamboree Rd I Eastbluff Dr Ford Rd ,�' Irvine Ave - Campus Dr. I Bristol St North
- --- -- - —
_27F—Jamboree Rd I MacArthur Blvd 2 Bristol St South I Birch St.
F-Ti—amboreeRdt
University Dr- Eastbluff Dr
Irvine Ave I Mesa Dr.
Jamboree Rd I San Joaquin Hills Rd
Rd/ Coast Hwy
ITERIS=u
9
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
10
Scope of Work
2. Traffic Signal Controller Modernization at the signalized
intersections listed below.
ID i Phase 2 !FType IIPTD-7 Phase 3 Type
intersection Intersect on
Dr C137 Irvine Ave I Mesa Dr
I oree University — ----------
-- PMam14t- -P Rd I Universi
1 6 IIJambdree Rd/ Bison Ave 11 ASC13 11 6 Illryine Ave /Orchard Dr 11 ASC/3 I
I FJamboree Rd/Eastbluff Dr-Forj`[nMrne Ave IBdstotSt 2070E i
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ITERIS
15 j [Birch St / Bristol St North
- -11 lBfrch St / Quail St
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Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
11
Scope of Work
3. Upgrade the communication system to support Ethernet -based
communication from the Newport Beach TMC to the CCTV cameras
and traffic signal controllers noted above. The communication
system upgrades shall be implemented along the corridors listed
below and will include fiber optic cable, twisted pair cable, and
wireless communications.
ID I Phase 2 Corridor 1 Communications
Jamboree Road from Coast Highway to MacArthur Boulevard New fiber in ex sting conduit
Bison Avenue from Jamboree Road to MacArthur Boulevard fiber in existing conduit
3 JIMackthur Blvd. from Bison Ave to Bonita Canyon Dr. (Phase 1 IlExisfing TWP in e)dsdng conduit
ID
Phase 3 Corridor
Communications
MacArthur Blvd. from Jamboree Rd. to Campus Dr.
INew fiber in existing conduit
F`
I Birch St. from MacArthur Blvd. to Von Karman Ave.
gkisfing TWP in existing conduit
L_3.._�
lCampus Drive from MacArthur Blvd. to Bristol St S
_Maintained and era by the C� of rvine J,�II�Coordia
to in wlthsthe City of brine _�
Dove St from Campus Dr. to Bird St. _........ - ..-- . -. -_. -.1
xisting TWP in e>osting conduit
_
L 5 JIQuail
Street from Campus Dr. to Birch St
sting TWP in existing conduit
Bristol Street N: from Jamboree Rd. or Campus Dr. to Birch SL I
fisting TWP in existing conduit
M1
Birth St. from Bristol St N to Bristol St. S
Irvine Avenue from Bristol S to Mesa Dr.
xisting TWP in existing conduit
ew fiber in what mil be existin
nduit County to provide ne
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Irvine Avenue from Mesa Dr. to University Dr.
ew fiber in existing conduit
10.a
Option 1: Irvine Avenue from University Dr. to Santa Isabel Dr.
New wireless link
X10 b� Option 2: Irvine Avenue from University Dr to Santa Isabel Dr
1... -.. -. ..� _. _._..__.. _.,_, ._..,.,._ . ..... ... . ....._ ....,.,.. _ -
ew fiber in new conduit
.�. �W _.. — __ --
11
Orchard Drive from Irvine Ave to Birch St (
ew Wireless Ethernet
12
11Mesa Drive from Irvine Ave. to Fire Station 7 / Acacia! Birch
ew fiber in existing conduit
13
Bristol S from Jamboree Rd. to Bayv ew PL '—
Existing TWP in existing conduit
14
IlBayview Place from Bristol S to Bayview Circe 1
)New Wireless Ethernet
4. Required Permits, affected agencies, and coordination issues.
ITERIS
Scope of Work
Newport Beach i
Traffic Signal Modernization ? a. .Phase 2 proposes the installation of new fiber optic cable in
Phase z and Phase 3Project existing conduit along Jamboree Rd. across SR -73, on Caltrans
right -of -way, and will require an encroachment permit, to be
completed as part of Iteris' design with assistance by City staff.
b. Phase 3 proposes the installation of new fiber in existing conduit
along Campus Dr. / Irvine Ave. across SR -73, on Caltrans right -of-
way, and will require an encroachment permit, to be completed as
part of Iteris' design with assistance by City staff.
Because the bridges over SR -73 are on Caltrans right -of -way, the
design will require an encroachment permit, to be completed as part
of Iteris' design with assistance by City staff. Iteris scope and fee to
prepare the Caltrans permits assumes that the existing conduit will be
used at both locations.
Coordination will also be required with the City of Irvine for
communication design in the vicinity of MacArthur and Campus. It is
not envisioned that Irvine will require any permits for the work to be
completed.
All other work is envisioned to be within City right -of -way.
Upon . completion of the field surveys, we will prepare a Technical
Memorandum for review by the City. The Technical Memorandum will serve
as a basis for the Detailed Design completed in Task 2. City comments on
the Technical Memorandum will be incorporated into the detailed design.
The detailed design will include the following. Below is a summary of the
efforts that will support the development of the Preliminary Design.
Traffic Signal Controller Modernization
The design of the traffic signal controller upgrades will involve the
preparation of design packages for the installation of a new Model
2070L traffic signal controllers and Econolite ASC /3 traffic signal
controllers at (14) Phase 2 and (20) Phase 3 City - operated signalized
intersections. In Phase 2, the Model 2070L traffic signal controllers
will be installed in Type 332 cabinets (2 locations) and the ASC /3
traffic signal controllers will be installed in NEMA cabinets (12
locations).
The design of the traffic signal controller replacements will include
details on all necessary cabinet equipment upgrades, intersection
wiring, and communications interface. Civil engineering
improvements will be limited to the construction of new controller
cabinet foundations and cabinets where it is determined that the
ITERIB: —
12
Scope of Work
Newport Beach
Traffic Signal Modernization existing cabinets need to be replaced. This work will be detailed on
Phase 2 and Phase 3Project the communication design plans as it is envisioned that detailed
signal plans will not be required as part of this project.
The details of the traffic signal controller modernization, including
Ethernet communication requirements, recommended upgrades,
bandwidth requirements, and integration with the new traffic signal
system, and other possible intersection upgrades, will be incorporated
into the design.
CCTV Cameras
The design of the CCTV cameras will involve the preparation of PS &E
package for the installation of new CCTV cameras at (5) Phase 2 and
(3) Phase 3 locations. The CCTV system shall be fully compatible with
the Econolite icons® system the City will be installing. The design will
include details on all necessary cabinet equipment upgrades,
intersection wiring, and communications interface. Civil engineering
improvements will be limited to the installation of CCTV cameras on
existing poles. If requested, Iteris can conduct an optional bucket
truck survey to aid in the site selection process (not currently included
in our cost estimate).
The CCTV design will include the plans, specifications, and cost
estimates for the implementation of CCTV cameras, and associated
hardware to interface the cameras with the fiber optic communication
system.
Traffic Signal Communication Upgrades
Iteris will prepare the PS &E for the Phase 2 and Phase 3
communication system. The design of the communication system will
focus on implementing an Ethernet -based communications system to
support the Phase 2 and Phase 3 traffic signal controllers and CCTV
cameras while serving as a foundation for the expansion of the
communication_ system to other corridors and signalized intersections
over time.
The design of the communication system will include fiber optic cable
in a combination of existing and new conduit, new wireless
communications, and existing twisted pair cable. At the discretion of
the City, other communication mediums can be considered. The
design of the communication system will include the use of existing
conduit and pull boxes to the maximum extent possible and the
installation of new conduit and pull boxes as required, due to no
ITERIS:
13
Scope of Work
Newport Beach ':.
Traffic Signal Modernization existing infrastructure or the lack of spare capacity in the existing
Phase 2 and Phase 3 Project Infrastructure.
Design Reviews and Approval. It is assumed that the traffic signal controller
upgrades, CCTV, and Communications System Design will be submitted as
one package and that each submittal will be subject to review by the City.
Comments from each review cycle received within the established time
frames will be reviewed, discussed, and incorporated into the next
scheduled PS &E submittal. Signature blocks for City will be added to the
plans as appropriate.
The 60% submittal will also serve as the plan set distributed to the utility
companies and third party entities for identification of existing utilities. This
distribution needs to occur at the 60% level in order to adhere to the design
schedule and prevent this effort from becoming the critical path during
design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
Required Permits, Affected Agencies, and Coordination issues
The installation of the field elements will be done primarily in existing
conduit, minimizing the amount of construction. However, there may be
some localized construction and other project related activities that will
require coordination with other agencies and entities. This may include
Caltrans, which will require encroachment permits for any work conducted
on Caltrans right -of -way, as well as utility companies, etc. As part of the
Preliminary Design effort, we will identify the affected agencies and
entities, any permits that may be required by these agencies or entities,
and the actions that will need to be taken both in the design and
construction portions of the project.
Deliverables: Draft and Final Preliminary Design Memorandum.
Task 2.2: Detailed Design
Once the details of the project elements have been identified and agreed
upon by the City in the form of the City comments on the Technical
Memorandum, Iteris will begin the detailed design phase that will produce
the 90 %, 100% and final submittals. The PS &E packages for Phase 2 and
Phase 3 will be prepared in parallel, but will be separate packages to allow
the City to bid them as separate projects.
The plans and specifications will include the traffic signal controller
upgrades, CCTV cameras, traffic signal controller cabinet, wiring and other
intersection upgrades, associated communication equipment, fiber optic,
wireless and twisted pair communications and infrastructure. The plans
ITERTS- =.
14
Scope of Work
Newport Beach
Traffic Signal Modernization and specifications will be prepared to satisfy the requirements of the
Phase z and Phase 3Project project. The final PS &E will include all necessary improvements to be
performed by a contractor for a complete and operational system. The final
PS &E will be prepared based on final comments from City staff. Plans will
be prepared on AutoCAD in English units for City right -of -way.
It is anticipated that detailed PS &E packages will be prepared for the following
items:
• CCTV site plans at 20- scale.
• Communication infrastructure, including conduit, pull boxes, etc., at
40- scale.
• Communication infrastructure details for the installation of conduit,
pull boxes, and splice vaults; if applicable.
• Traffic signal controller, cabinets, and communication hardware
(appropriate fiber data modems) upgrades at 40 -scale as part of the
communication plans.
• Communication infrastructure, including conduit, pull boxes, etc., at
40 Scale.
• Detailed communication block diagrams for field equipment and
hardware, nodes, hubs, Police Station, Fire Station 7, and the
Newport Beach TMC.
Typical construction detail sheets will be prepared to support construction
of items shown on the field element design plans. These sheets will cover
details such as mounting configuration and hardware, and the installation
of field element equipment. These sheets will also cover details such as
trench configurations, pull box/splice vault details, risers, sweeps and bend
requirements, structure crossings, splice procedures, arrangement of
multiple field cabinets, cabinet equipment layout and power distribution
assembly, and others needed to clearly illustrate the work required.
Iteris assumes that the City will provide the following information to support the
preparation of the detailed design.
1. Utility contact information
2. 20 -scale plans (electronically, scanned .tif files or hard copies) for the
signalized intersections within the limits of the communication
segments previous identified in this task.
3. Aerials and /or GIS files that include the communication segments
previous identified in this task.
Design Reviews and Approval. It is assumed that the design will be
submitted as one package, and that each submittal will be subject to
review by the City of Newport Beach. Comments from each review cycle
ITEMS=-
15
Scope of Work
Newport Beach s
Traffic Signal Modernization received within the established time frames will be reviewed, discussed,
Phase 2 and Phase 3Project and incorporated into the next scheduled PS &E submittal. Signature
blocks for City will be added to the plans as appropriate.
Iteris will meet with the City at each review to discuss the design and
address comments.
The 60% submittal will also serve as the plan set distributed to the utility
companies and third party entities for identification of existing utilities. This
distribution needs to occur at the 60% level in order to adhere to the design
schedule and prevent this effort from becoming the critical path during
design. Comments received by the utilities and third party entities will be
incorporated into the 90% and final submittals.
Applicable Standards: Design plans will be prepared in accordance with
applicable Caltrans or Newport Beach standards, including Caltrans 2006
standards, Pubic Works Construction (2003) and City standards. Symbols
and legends will be compiled based on discussions with the City and
presented for approval before commencing with detailed design. NTCIP
standards and open, architecture standards will be identified and followed
when possible.
Special Provisions: Caltrans standards and special provisions will be used
for this project. It is anticipated that there will be substantial new language
needed to address the technical nature of this project. To this end, we will
compile and review special provisions used on similar projects as a guide
to achieve consistency. Where technological revisions are needed, we will
prepare appropriate language.
Estimates: Construction cost estimates will be submitted with the plan
submittal at each submittal. For the final submittal, a detailed breakdown
by project component will be included.
Deliverables: Draft and Final Prellminary Design Memorandum, and
60 %, 90 %, 100% and Final (Mylars) PS &E for Controller, CCTV and
Communication Design
ITERIS'. -: .
16
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
Scope of Work
Objective: Developed optimized coordinated signal timing plans for the
Phase 1 signalized intersections.
Iteris will prepare the signal timing plans as detailed in the subtasks
presented below.
Task 2.1: Data Collection
The focus of this task is to collect the necessary information to thoroughly
understand existing traffic conditions and facilitate the analysis of optimized
signal timing plans.
7 -Dav Average Dailv Traffic (ADT) Counts
Iteris will conduct 7-day ADT counts at up to 9 key locations along Jamboree
Rd. for the Phase 2 signalized intersections and 11 key locations along
MacArthur, Campus and Irvine.Ave. for the Phase 3 signalized intersections.
This data will be utilized to better understand the peaking characteristics of
corridors. The results of the 7 -day ADT counts will also be used to determine
the 2 -hour peak periods in which the turning movement counts will be
conducted during the AM, midday, and PM peaks. In addition, ADT counts will
be utilized to identify the need for additional coordination patterns.
Tuminq Movement Counts
Upon the completion of the ADT count collection and activities, AM, midday,
and PM peak period turning movement counts will be conducted at all 34
study intersections. Turning movement counts at two 2 -hour peak periods will
be collected. No weekend turning moving counts will be conducted.
Deliverables: Traffic Counts Technical Memorandum
Task 2.2: Field Review
As part of this subtask, Iteris will review and analyze existing information,
including as- builts, intersection geometry, traffic conditions, traffic signal
control equipment, and crash data to identify deficiencies and low -cost
improvements.
Conduct Field Reviews for Verification
This sub -task involves conducting field reviews of the intersections to ensure a
thorough understanding of current traffic operations conditions. The field
review will support the signal timing analysis. Initial information will be
obtained from our own files based on previous work completed for the City of
Newport Beach and additional verification will be completed through field
reviews. The data that will be collected includes: physical intersection
geometry, lane assignments, posted speed limits, crosswalk lengths, turn bay
lengths, turn restrictions, intersection signing, vehicle and pedestrian displays,
ITERIS'
17
Scope of Work
Newport Beach
Traffic signal Modernization pedestrian push buttons.
Phase 2 and Phase 3 Project
Traffic Signal Database Development
An important element of traffic signal management is the compilation of
current traffic signal information in a format that can be used for future
changes. It would be beneficial to develop a complete database that would
include information such as signal equipment configuration (i.e. phasing
configuration) and signal timing parameters. Most recently Iteris developed
similar databases for the Regional Transportation Commission of Northern
Nevada and Metropolitan Transportation Commission in Northern California
Deliverables: Field Review Technical Memorandum
Task 2.3: Signal Timings 0llimization andlmAlementation
As part of this subtask, Iteris will evaluate the existing timing operation,
update the existing Synchro model developed by Iteris as part of the 2003
Traffic Flow Optimization project and Phase 1 project, and perform signal
timing analysis to determine the most ideal signal timing plans for various
volume patterns. This analysis will be conducted for weekday AM, midday,
and PM peak periods (14 Phase 2 and 20 Phase 3 intersections). This will
include the development of the optimal cycle length, coordination timing,
phasing order, split timing, vehicle (yellow and all red) and pedestrian (walk
and don't walk) timings, and time- of-day start and stop intervals for each
timing plan identified.
There will be a delay to the timing count task for Phase.3 of the project.
The County is planning on widening Irvine Avenue between Bristol Street
South and Mesa Drive. Thus the Phase 3 timing task will be delayed until
construction is completed along Irvine Avenue.
Actuated-Settings Analysis
As part of this sub -task, Iteris will review actuated settings for each study
intersection to not only ensure that the existing data from the 82=20A traffic
signal controllers are transferred properly. to the new controllers, but to also
identify opportunities to enhance safety and to minimize delay during non -
coordinated periods. The analysis shall include, but not be limited to, review
of minimum and maximum green settings; yellow change and red clearance
interval times (to ensure that they meet California MUTCD minimum values);
pedestrian timing; gap, extension, and reduction settings; and phase
sequence. Recommendations will be forwarded to the City of Newport Beach
staff for approval.
Coordinated Settings Analysis
Iteris staff developed an extensive Synchro network of the City of Newport
Beach as part of the 2003 Traffic Flow Optimization project and the Phase 1
project. That network will be used as a base network for this project to save
ITERI�S'. --
18 '�Y
Scope of Work
Newport Beach
Traffic Signal modernization the City funds and assist in conducting this project as efficiently as possible.
Phase 2 and phase 3 Project The new project intersections will be revised accordingly based on the new
controllers and any revisions in timing setting values listed (as described in the
previous section). The following sub -task will develop optimum signal timing
plans for the time periods identified to benefit from the provision of coordinated
signal operation. It is proposed that once the initial signal cycle lengths and
subsystems have been completed, meetings be held with City staff. Upon
approval of these initial settings, more detailed analysis (i.e. split timings,
offsets, etc) will be conducted.
Cycle Length Analysis:
The initial step in the analysis process will be to determine the minimum
cycle length, the critical intersection cycle length, the signal
groupings /subsystems, and the cycle lengths for the signal
groupings /subsystems. These elements are summarized below.
1. Minimum Cycle Length: Depending on the level of pedestrian
activity, the need to meet pedestrian timings at each intersection will
be a key element in determining the cycle length and thru movement
splits. As part of the minimum cycle length analysis, the pedestrian
volumes will be studied and minimum cycle lengths will be developed.
Some of the assumptions that will be used in developing the minimum
cycle lengths include:
— Minimum thru split with pedestrian timing = Walk + Flashing Don't
Walk t Yellow + All Red
— Minimum left turn split (if protected left turn movement) = Minimum
green time + Yellow + All Red
It should be noted that the vehicular (yellow and all red time) and
pedestrian (walk and flashing don't walk) clearance times will be based
on the minimum values dictated by the California MUTCD.
2. Critical Intersection Cycle Length: At intersections with the highest
volume /capacity ratio and a high number of pedestrian and bicycle
activity (critical intersection) a detailed cycle length analysis will be
conducted. The theory behind this analysis is that the critical
intersections drive the operation of the roadway segment or sub-
system of intersections and it is key to first study them. In conducting
the cycle length analysis at these critical intersections, the following
factors will be taken into consideration: cycle length required to serve
pedestrian and vehicular demand, intersection turning movement
volumes, individual intersection delay and level of service, and
approach delay per movement for each intersection
ITERIS' = ...
19
Newport Beach
Traffic Signal Modernization
Phase 2 and Phase 3 Project
In order to provide an
efficient flow of traffic,
it is important to
provide a cycle length
that would provide
sufficient green time
to be able to serve all
movements.
However, high cycle
lengths typically
cause increased
delay for side street
approaches and /or
protected -only left
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Scope of Work
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optimum cycle length will be the merging of all the above factors into
one value.
3. Signal Grouoings/Subsystems: A sub - system evaluation will then
be conducted. Reasons for grouping intersections together will be:
travel time between intersections (this captures the proximity of
intersections to each other), storage capacity between intersections,
similar traffic characteristics between intersections, coordinated
crossing arterials, cycle lengths of critical intersections, cycle lengths of
major crossing corridors, intersections with similar cycle lengths, traffic
platoons, and traffic volumes.
A coordination subsystem or sub -area contains a different group of
signals within a traffic signal system that have similar characteristics
and are located adjacent to each other. An important consideration in .
subsystem control is the definition of the control area boundaries and
the groupings of the signals that will operate within those boundaries.
The major objective in selecting a group of signals and designing a
coordination subsystem is to allow for the effective coordination of as
many traffic signals as possible within subsystems. With the
successful implementation of proper geographical subsystems and
timing plans, spread -out vehicles can be joined together to form
vehicle platoons which will aid in smoother traffic flow while
maintaining rather uniform speeds. Once the decision to form
subsystems has been completed, the next step is to decide which type
of subsystem to form.
4. Signal GroupinglSubsystem Cycle Length- System wide
coordination would be accomplished by using a similar cycle length
throughout the system or grouping of intersections. Upon the
development of the optimal cycle lengths for critical intersections, the
minimum cycle lengths based on pedestrian activity, and corridor or
ITERIS'. .
Scope of Work
Newport Beach
Traffic signal Modernization sub- system of corridors, the optimum cycle length for each study
Phase 2 and phase 3 Project s period will be developed. This analysis could result in operating some
of the intersections with a half - cycle.
Phase Splits, Sequence and Coordination Analysis:
The final step in the analysis process will be to calculate the optimum
signal timing splits that will provide sufficient green time to adequately
serve the vehicle demand. In addition, the phase order and the offsets will
be optimized to provide the most efficient coordination with the widest
bandwidth and least delay. In developing the signal timing splits and phase
sequences, it will also be important to keep in mind the special needs of
each individual intersection along the corridor. The green time that will be
developed will also be dependent on transit and pedestrian activities.
Development of Timing Sheets
From the above - mentioned process, traffic signal timing plans for various
times of the day will be developed. The new timing plans will be submitted to
City staff for their review and approval. Timing sheets (in the appropriate
signal controller format) will accompany the brief technical memorandum
presented to the City for review. The format will be easily integrated into the
icons® traffic management system and the appropriate signal controller
(ASC 13 -NEMA or 2070L). Modifications will be made to the memo and timing
sheets based on the City's comments and a revised set of timing plans, timing
plan sheets, and time -space diagrams will be presented. SimTraffic micro -
simulation tool will be used to illustrate the proposed signal timing plans. .
In addition to inputting the coordination parameters, the timing sheets
developed by Iteris will also provide inputs for the other "non - coordination"
based settings. These inputs will be based on the city -wide standards
developed by Iteris as part of the Phase 1 activities.
If the City reconfigures its current detection settings at any of the 34 study
intersections, Iteris will coordinate with Econolite to make sure the new
settings are input into the new controllers.
All settings will be presented to the City in an electronic version (Excel) of
the ASC /3 timing sheets.
Signal Timing Implementation
Upon approval of the final timing plans /sheets, Iteris staff will enter all data into
the controllers prior to their field installation. Upon field installation, Iteris will
work closely with Econolite to ensure the data is uploaded to the central
system.
Controller Setting Deployment
Iteris will coordinate the activities of this task with Econolite and City staff
to ensure the most efficient deployment procedure is followed. Iteris will
ITEMS=-
21
Scope of Work
Newport Beach
Traffic Signal Modernization program the new 34 controllers with all of the information developed for
Phase 2 and Phase 3 Project Task 3 prior to field "swapping" of the controllers. it is preferred that this
work be completed at either Iteris or the City's offices. Once the new
controllers have been installed in the field by Econolite, Iteris staff will
observe the intersection to ensure proper operation, as noted below.
Signal Timing Fine Tuning
Although modern optimization software produces excellent coordination plans,
observation and fine- tuning of the plans under field conditions is crucial to
achieving the best possible coordinated flows along the corridor. Once the
proposed signal timing plans have been implemented, Iteris staff will conduct
field reviews after the deployment of the timing plans. The intent of this task is
to observe the efficiency of the new signal timing plans. Special attention will
be given in regard to the interaction of cross- corridors and existing
coordinated crossing arterials (Jamboree Road), and minor streets. When
developing optimum signal timing plans, in addition to providing the widest
green bandwidth along the coordinated corridors, it is important to observe the
vehicle delays and queuing on the minor movements during the field fine
tuning exercise. Upon completion of the field fine- tuning, Iteris will revise the
signal timing sheets and deliver final timing plan sheets to the City for their
records and use.
Deliverables: Technical memorandum summarizing proposed cycle
length, spins, and offsets (including time-space diagrams)
Electronic Synchro 6.0 data files used In analysis
Implementation ready timing sheets in appropriate
format
Field implementation of optimized traffic signal plans,
including all required fine tuning
Technical memorandum documenting the signal timing
implementation and fine- tuning
ITERIS.-
22 r
Fee Proposdl
Newport Beach
Traffic Signal Modernization FEE PROPOSAL
Phase 2 and Phase 3 Project
In accordance with the information provided in our scope of work, and
based on the design and signal timing efforts completed for Phase 2 and
Phase 3, Iteris has included our detailed cost estimate in Table L The cost
to complete Phase 2 and Phase 3 does include the cost to prepare sheets
for Permits as required by Caltrans, and assumes that existing conduit will
be used for both the Jamboree and Irvine /Campus crossings. Iteris fee
estimate cost does not include the cost for any fees associated with the
permit process as the City will be submitting the application. Also. note the
cost of Task 3 will be reduced by $3000 if a wireless link is used along
Irvine Ave between University Dr. and Santa Isabel Ave.
Table 1: Cost Estimate
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ITERIS:`_
23 �'W