City of Culver City, California
Agenda Item Report
Meeting Date: 08/23/2010 Item Number: C-9
CITY COUNCIL AGENDA ITEM: (1) Acceptance of Work Performed by Corona
Constructors and Kimley-Horn Associates Inc.; (2) Authorization to File Notices of
Completion; (3) Authorization to Release the Balance of Retention Payments after
the Expiration of the 35-Day Lien Period; and (4) Acceptance of the Fox Hills Area
Signal Synchronization Project, P852 in its Entirety
Contact Person/Dept.: Elaine Jeng/PW Phone Number: 310-253-5621
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (08/18/2010)
Department Approval:
Charles D. Herbertson 08/12/2010
City Attorney Approval:
Carol Schwab (by H. Baker) (08/18/10)
Chief Financial Officer Approval:
Jeff Muir (N. Kimball) (08/18/10)
City Manager Approval:
John M. Nachbar (08/18/10)
RECOMMENDATION:
Staff recommends the City Council:
(1) Accept work performed by Corona Constructors (traffic management center
construction) and Kimley-Horn Associates Inc., (traffic control system
installation);
(2) Authorize the filing (recording) of the Notices of Completion;
(3) Authorize the release of the balance of retention to Corona Constructors in the
amount of $4,881.90 and Kimley-Horn Associates inc. in the amount of
$50,624.28 after the expiration of the respective 35-day lien periods; and,
(4) Accept the Fox Hills Area Signal Synchronization Los Angeles County
Metropolitan Transportation Authority (Metro) Call for Project grant project in its
entirety
BACKGROUND:
Staff submitted the Fox Hills Area Traffic Signal Synchronization Project to the Los
Angeles County Metropolitan Authority (Metro) 2001 Call for Projects program for
funding. The application proposed multiple components of work comprised of
upgrading twelve traffic signals within the Fox Hills area, switching existing traffic
signal data transmission from copper wire interconnection to the City’s existing fiber
optic network, providing mutual video CCTV camera surveillance capability between City of Culver City, California
Agenda Item Report
Culver City and Los Angeles Department of Transportation (LADOT), certifying the
City’s existing traffic signal communication infrastructure and acquiring a citywide
Traffic Control System (TCS). All components of the project were completed on or
before June 30, 2010, the lapse date of the grant. The most recently completed
scopes of work are the construction of the Traffic Management Center (TMC) and
the installation of the traffic control system – KITS.
Corona Constructors was hired to construct the TMC. Iteris Inc., (Iteris) was
already contracted with the City as the System Manager for the P-852 project during
the initial phases. Added to their task was the integration of the electronic devices in
the TMC upon the completion of the construction. Kimley-Horn Associates Inc.,
(KHA) was selected through a competitive process to provide their commercially
available (off-the-shelf) traffic control system, KITS. In conjunction with the TCS
installation effort, the City contracted separately with Crosstown Inc., to perform
communication infrastructure fixes as a part of the TCS installation.
DISCUSSION:
Corona Constructors
On May 3, 2010, the City Council awarded a construction contract to Corona
Constructors for a total lump sum of $43,425 with change order authority of $6,500
provided to the Public Works Director/City Engineer. The contract period was 30
calendar days. Staff took on the role of construction management with the Building
and Safety Division conducting inspection. The contractor was requested to perform
an additional $5,394 of work. The following table provides a summary of the project
cost. A detailed work summary is attached to this report.
Final Contract Cost (Construction of Traffic Management Center)
Original Project Cost $43,425
Total Change Orders $5,394
Total Project Cost $48,819
Kimley-Horn Associates, Inc.
On December 22, 2008, the City Council approved a professional services
agreement with Kimley-Horn Associates Inc., (KHA) to provide a commercial off-the
shelf traffic control system, KITS. KHA’s contract was for a total lump sum of
$473,516 with change order authority of $57,352 provided to the Public Works
Director/City Engineer. The contract also set aside $100,000 for communication
repairs, if necessary. It was negotiated with and agreed to by KHA that the
$100,000 part of their contract would be dedicated to paying for items such as
replacing copper wires, replacing interconnect conduits, and replacing field devices
such as traffic controller modems, connector cables and things of similar nature. City of Culver City, California
Agenda Item Report
Staff took on the role of construction management with the Public Works
maintenance operations, traffic signal technicians serving as inspectors. Iteris
served as the City’s technical manager, overseeing KHA’s adherence to the
technical specifications of the contact. A detailed work summary is attached to this
report.
The following table provides a summary of the cost with KHA.
Final Contract Cost (TCS Installation)
Original Project Cost $473,516
CCO 1 (405 Widening Locations) $5,400
CCO 2 (McCain Assist) $13,000
(Network Migration) $5,000
(Excel Import/Export) $32,500
$100,000 Communication Allocation
Task 1 $8,000
Task 2 (Filter Payment to Crosstown) $19,327
Task 3 (T/M Comm Assist) $6,400
Total $563,143
The City’s KITS currently has all traffic signals on-line with the exception of the
future new signalized locations at National Boulevard/Eastham Avenue, Washington
Boulevard/McLaughlin Avenue. and locations not on-line due to the Exposition Light
Rail project; National Boulevard/Wesley Street, National Boulevard/Hayden Avenue,
and Eastham Avenue/Higuera Street. The Traffic Control System has been in stable
operation for approximately 3 months and staff has been using it as a
monitoring/control tool. As a part of the project, KHA will be providing 3 years of
warranty from the date of City Council’s acceptance of project.
Fox Hills Signal Synchronization Project as a Whole
The following summarizes key additions and benefits to the City as part of the
project:
• Upgrade of 12 signalized locations in the Fox Hills neighborhood to Type 170
series controllers, thereby making the city consistent in its controller
inventory;
• Surveyed and documented existing copper infrastructure including all links of
communication between City Hall and each individual field controller;
• Repairs and replacement of legacy equipment and supplying a surplus
inventory for future replacement;
• Mutual video (CCTV) sharing of ten of City of Los Angeles (COLA) cameras
located on the boarder of the two jurisdictions including control of COLA
cameras; City of Culver City, California
Agenda Item Report
• Upgrade the capacity of the copper infrastructure for newly added signalized
locations within the City;
• Installation and usage of a centralized traffic control system for monitoring
and control of all signalized locations within the City including the capability to
track signal timing changes, creation of a turning movement traffic counts
data base and the ability to alarm on-call staff of an event taking place at any
signalized location; and
• A central location for traffic monitoring/control operations at City Hall.
FISCAL ANALYSIS:
Budget Source Amount
Prop C – Discretionary (42300852) $876,000
Prop C – Discretionary (42300852) $607,000
Prop C – Transfer in to Gen Fund Capital (42300852) $138,825
Crown WaterRidge Mitigation Funds (55093504) $189,665
Gas Tax (41800852) $224,610
Total Sources: $2,036,100
Project components Contract
Amounts
Signal Design $154,440.00
Signal Upgrade $806,079.42
Mutual Video/Copper to Fiber $69,757.56
Server Room Design $10,000.00
Sever Room Construction $24,047.03
Configuration Management (include TMC integration,
TMC equipment purchase, TMC design)
$208,892.56
Traffic Control System Installation $529,415.78
Communication Survey $33,727.00
TMC Construction $48,819.00
Crosstown Field Fixes $23,411.68
Traffic Signal Hardware/Devices Purchase $109,431.33
Total Uses $2,018,021.36
The original MOU with Metro was fully executed in April 2006 with $1,483,000 with
Proposition C grant funding and $368,000 (20%) local match from Gas Tax. The
project under the original MOU was to be completed by June 30, 2008. Immediately
following the full execution of the MOU, staff advertised a design RFP for the signal
controller upgrade. The City Council awarded the first contract for the project in
September 2006. Since that time, the City Council awarded another 9 contracts
(construction, professional or purchase orders). A total of 13 contracts were used to
complete the entire project. The remaining 2 contracts were under $10,000. Staff City of Culver City, California
Agenda Item Report
applied for supplemental funding for this project and was granted $138,825 of
additional Proposition C funds with $46,275 (25%) local match from State Gas Tax
funds. Total approved funding was $2,036,100; of which $1,621,825 was
Proposition C grant fund and $414,275 local match using Gas Tax and developer
mitigation funds.
Due to the magnitude and the complexity of the project coupled with the need to
address legacy infrastructure/equipment, many components of the project could not
have been designed or constructed simultaneously as originally intended. There
were critical paths to physical work as well as budget management. Staff had to be
cognizant of expenditures for initial scopes of work to provide adequately for later
phases. Staff requested project extensions to Metro on two separate occasions.
The first request in April 2008 for a one year extension to June 30, 2009; the second
request was made in April 2009 for a one year extension to June 30, 2010.
There were total of 17 quarterly reports submitted to Metro and all reports were
submitted on a timely basis. Each report was verified with accounting staff to be in
agreement with the City’s general ledger prior to submission. The only outstanding
reimbursement from Metro is the amount of $377,196.03 from the last quarterly
report that covered the period between April 1, 2010 and June 30, 2010 submitted
on July 14, 2010 and the retention held by Metro in the amount of $73,116.29.
The final total project expenditure was $2,018,021.36; of which $1,607,068.91 was
Proposition C grant fund and $410,952.45 local match using a combination of Gas
Tax, and Developer Mitigation fees. $18,078.64 out of the total project fund was
unspent; of which $14,756.09 was Proposition C grant fund and $3,322.55 was local
match. (Applicable Developer Fees were used in lieu of Gas Tax during the life of
the project, allowing the Gas Tax to be available for other underfunded projects.)
ATTACHMENT:
1. Project details to Corona Constructor contract
2. Project details to Kimley-Horn Associates, Inc. contract
MOTIONS:
1) Accept the work performed by Corona Constructors for the Fox Hills Traffic
Signal Synchronization, construction of the Traffic Management Center; and,
2) Authorize the filing (recording) of the Notice of Completion; and,
3) Authorize the release of the balance of the retention payment in the amount of
$4,881.90 to Corona Constructors after the expiration of the thirty-five (35) day
lien period; and.
City of Culver City, California
Agenda Item Report
4) Accept the work performed by Kimley-Horn Associates Inc., for the Fox Hills
Traffic Signal Synchronization, installation of a traffic control system; and,
5) Authorize the filing (recording) of the Notice of Completion; and,
6) Authorize the release of the balance of the retention payment in the amount of
$50,624.28 to Kimley-Horn Associates Inc. after the expiration of the 35-day lien
period, and,
7) Accept the Fox Hills Area Signal Synchronization Los Angeles County
Metropolitan Transportation Authority (Metro) Call for Project grant project, P-852
in its entirety and authorize staff to request an audit from Metro for
reimbursement of the retention held and to close out the project
8) Authorize the filing (recording) of the Notice of Completion for the entire project.
8/23/10
(1) Accept Work Performed by Corona
Constructors and Kimley-Horn Associates, Inc.,
(2) Authorization to File Notices of Completion
(3) Authorization to Release the Balance of
Retention Payment and (4) Acceptance of the
Fox Hills Area Signal Synchronization Project,
P-852 in its Entirety
MEETING DATE:
AGENDA ITEM:
ATTACHMENTS
Pages|109| Project details to Corona Constructors contract 1|109| Project details to Kimley-Horn Associates, Inc. contract 2-4City Council Agenda item
August 23, 2010
Project Details Relating to Corona Constructors Contract
On May 3, 2010, the City Council awarded a Construction contract to
Corona Constructors for a total lump sum of $43,425 with a change order
authority of $6,500 provided to the Public Works Director/City Engineer.
The contract period was 30 calendar days. Staff took on the role of
construction management with the Building and Safety conducting
inspection.
Construction of the Traffic Management Center (TMC) comprised of
removing two large size closets, constructing a video wall, expansion of
the electrical sub-panel and renovating the corridor window for improved
visibility to passersby. The intent was to turn an existing office into a traffic
operations center, allowing staff to monitor and control signalized
intersections at the touch of a button. This required adequate connection
to the newly acquired traffic control system, the existing CCTV's and
media broadcasts.
During construction, it was discovered that the floor plates specified by the
architect did not include the spare data/phone ports originally intended. A
second core to the concrete flooring was added to the scope. Per the City
inspector's requirement (not previously shown on the project plans) the
contractor applied fire retardant paint to the approved plywood panel
(support for wall mounted electronics). Also the contractor performed
minor sprinkler relocation for aesthetics. In summary, the contractor was
requested to perform additional work in the amount of $5,394.
The following table provides a summary of the project cost.
Final Contract Cost (Construction of Traffic Management Center)
Original Project Cost $43,425
Total Change Orders $5,394
Total Project Cost $48,819
Under the advice of the City of Westminster and Fountain Valley, staff
separated the electronic integration portion of the project from the
contractor. Hence, !tens was contracted to purchase all electronic
components of the TMC and performed the integration of the four (4) 46"
LCD monitors and the City's existing CCTV feeds from the field. This
equipment was also integrated with the City's two newly purchased Traffic
Control System workstations, residing in the TMC.
Page 1City Council Agenda item
August 23, 2010
Project Details Relating to Kimley-Horn Associates, Inc.
A Notice to Proceed was issued to KHA on February 18, 2009 due to
KHA's request for verbiage change on the contract on liability. This was
discussed with the City Attorney office and resolved.
The installation began with KHA taking an inventory of the City's existing
signal timing. This was a laborious and tedious process as the City's
signal timing documents were not centralized or properly updated
rendering the need to visit each intersection and retrieving the actual
timing from each controller. Upon the complete inventory of the timing,
KHA embarked on the task of translating the collected data to a new
controller firmware or software: Bi-Trans 233. The City elected during the
Traffic Control System selection process, to move away from the old
controller firmware: Bi-Trans 172.3. Bi-Trans 172.3 firmware was inherited
from Los Angeles Department of Transportation (LADOT) as part of City's
participation on ATSAC in early part of 1990s. Due to its age, Bi-Trans
172.3 firmware is no longer supported by the manufacturer McCain, Inc.
and thus staff concluded it was prudent to modernize as part of this
project.
Next, KHA deployed the newly translated signal timing in the field between
5 and 10 locations at a time. Simultaneously KHA undertook the software
development of Bus Signal Priority (BSP) component of the project. The
BSP development is comprised of modifying the controller software to
accept calls from arriving and exiting buses. The arrival time of the bus is
then compared with the intended schedule (residing on the bus' AVL
system) and then the traffic controller will grant an extended green time to
allow the bus to traverse through the intersection sooner or do nothing.
This development work was included in the KHA's scope in anticipation of
the City's Transportation Department implementing the Rapid Transit lines
along Sepulveda Boulevard. The signalized locations along Sepulveda
Boulevard within the City of Los Angeles are already utilizing this feature.
During deployment of the translated signal timing, it was discovered that
the automated translation developed by KHA was not adequately placing
data where they need to be, causing signals to operate improperly in
particular at larger and more complex intersections like Harter/Tilden and
Washington Boulevard. It was suggested to KHA that they need additional
Page 1expertise from the controller software side during deployment as the City
was concerned for the motoring public with improperly operating signals.
After an extensive discussion and several more translated signal timing
deployment at less complex locations, KHA hired McCain, Inc. to assist
with deployment. KHA indicated that the hiring of McCain was not
accounted for in their original budget and that the hiring of McCain was
prompted by the City. KHA requested additional compensation of $13,000
for McCain's effort on the deployment. After several meetings with key
KHA staff, the City approved the cost of McCain's assistance on the
deployment.
KHA also utilized McCain to develop the BSP component. In the original
project schedule, KHA estimated that it would take 2 months for the BSP
component to be completely developed but it was discovered that they
were not aware of a revised protocol put out by Metro. Development of
the BSP, if to be funded by Metro, must adhere to the revised protocol.
The City's Transportation Department conveyed to staff that it was their
intention to use Metro funds for the deployment of the Rapid Transit line.
The intent of the project is to be able to control and monitor traffic signals
from a remote location. KHA's approach to this component of the project
was to install KITS after the completion of the field deployment. This was
logical since KITS can only communicate with controllers running Bi-Trans
233 firmware. When the central system was installed, it was reported to
the City that only 10 locations out of approximately 100 locations were
communicating. All the rest either had erroneous addresses, pair
assignments, bad modems or connection issues. There was a handful of
possibilities that all needed to be eliminated or rectified accordingly. KHA
was approved to spend out of the $100,000 communication fund to rectify
communication issues. This first task order was to investigate these
possibilities. This initial effort was capped at $8,000.
KHA provided a report of their finding as part of the first task order and
staff concluded that it would be more efficient to have another entity
perform the communication repairs. It appeared that KHA's expertise was
within system development and not field components. Since another
company, Crosstown, was already on-contract with the City for the same
type of work, staff mobilized Crosstown for this effort. KHA agreed to filter
payment to Crosstown for their work through their contract and thus
another $19,327 was spent out of the $100,000 fund. Shortly after, the
City Council approved to compensate Crosstown directly from the project
funds outside of KHA's contract and the $100,000 fund.
KHA informed staff that their effort on the communication part was beyond
the capped $8,000 and while Crosstown performed the physical work,|1010|Page 2KHA explained that they were on-hand to coordinate at the central level to
confirm resolution. Staff approved an additional payment of $6,400 for
KHA's effort on the communication as outlined.
KHA was tasked to translate and deploy 105 intersections with the
understanding that all locations were equipped with Type 170 series
controllers except one Type 2070 at Sawtelleflefferson and Sepulveda.
(Currently, the City has less than 105 signalized locations; this number
was set as an upper limit.) As part of the 1-405 widening project, Ca!trans
upgraded 4 signalized locations maintained by Culver City to Type 2070
controllers. Although the total count of deployment includes the 4
locations, they were not specified to be Type 170 series controller. Thus
the City approved an additional $5,400 for KHA for changed conditions.
Furthermore, the City provided an additional $5,000 to KHA to migrate the
already installed KITS servers to the City's new Information Technology
(IT) network recognizing it was a changed condition. Finally, staff
requested KHA to revise the signal timing output in Excel spreadsheet to a
specific format tailored to the format utilized in the Los Angeles region. In
this fashion, future signal timing changes performed by consultants would
not need to be translated to the Culver City KITS output format and vice
versa. This modified feature will have immediate benefits as the TLSP P-
928 will be utilizing the Excel Import/Export capabilities of KITS in the
modified format to distribute re-timed signals. For this effort, KHA is being
compensated $32,500.
The following table provides a summary of the project cost.
Final Contract Cost (TCS Installation)
Original Project Cost $473,516
CCO 1 (405 Widening Locations) $5,400
CCO 2 (McCain Assist) $13,000
(Network Migration) $5,000
(Excel Import/Export) $32,500
$100,000 Communication Fund
Task 1 $8,000
Task 2 (Filter Payment to Crosstown) $19,327
Task 3 (T/M Comm Assist) $6,400
Total $563,143
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