Created by Neevia Document Converter trial version
City of Culver City, California
Agenda Item Report
Meeting Date: 10/19/2009 Item Number: C-6
CITY COUNCIL AGENDA ITEM: Approval of an Amendment to the Existing
Professional Services Agreement with Iteris, Inc. for Configuration and Project
Management Services for the Fox Hills Area Traffic Signal Synchronization Project,
Acquisition of a Traffic Control System P-852.
Contact Person/Dept.: Elaine Jeng/PW Phone Number: 310-253-5621
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (10/14/09); Iteris, Inc. via email
on October 6, 2009
Department Approval:
Charles D. Herbertson (10/01/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/09/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (10/14/09)
City Manager Approval:
Mark Scott (10/14/09)
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
professional services agreement with Iteris, Inc. to extend the configuration and
project management services for the Fox Hills Area Traffic Signal Synchronization
Project, acquisition of a Traffic Control System (TCS), P-852
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 12 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
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.
On May 21, 2007, Council awarded a contract to Iteris, Inc. to provide configuration
and project management services for the traffic control system component of the
project.
DISCUSSION:
Traffic Control System Project Oversight:
Created by Neevia Document Converter trial version http://www.neevia.com City of Culver City, California
Agenda Item Report
In December 2008 Kimley-Horn Associates (KHA) was selected to install and
integrate their commercial off-the-shelf traffic control system, KITS. Iteris, who was
already working for the City to assist with the procurement of traffic control system,
had an existing contract that also provided for technical oversight of the traffic
control system installation by KHA and management support to the City. The traffic
control system installation was anticipated to be completed by June 30, 2009.
However, because the traffic controller firmware needed to be developed to integrate
a new citywide Bus Priority protocol, coupled with reconciliation of the
communication between KITS and the local traffic signal controllers (data
transmission/response time parameters), full operation of the traffic control system is
presently delayed by approximately 8 months. Metro approved a project extension
of one year to June 30, 2010.
As of September 2009, Iteris exhausted the available monies in their existing
contract. To continue their technical oversight and management services, Iteris’
contract needs to be extended. Using Iteris’ initial cost proposal as a benchmark,
staff is recommending increasing the technical oversight and management services
by $40,000.
Traffic Control Center design:
The Fox Hills Area Traffic Signal Synchronization project has many components of
work that needed to be sequentially completely. With this constraint, it was difficult
to plan for the latter work components as they are dependent upon the available
budget remaining from the initial components. The Traffic Control Center is one
such component. With the project in its entirety nearing completion, staff has a more
precise assessment of the current project budget and found it to be sufficient to
support the additional work associated with construction of a Traffic Control Center
in City Hall.
Therefore, staff recommends that Iteris’ scope of work be expanded to provide for
design and project management of the housing of the Traffic Control Center. The
Traffic Control Center is to be hosted in available office space on the 2
nd
Floor of
City Hall. Under this expanded scope, Iteris will provide the architectural design, the
preparation of a construction bid package to include room modifications, and
procurement of equipment and system integration upon completion of construction.
Based on Iteris’ space analysis, staff is recommending an allocation of $50,000 to
Iteris’ for this effort.
It is anticipated that Iteris will be completing the architectural design and construction
bid package by January 2010. At that time the City Council will be asked to approve
the bid package and authorize the advertisement of bids for construction of the
Traffic Control Center.
Created by Neevia Document Converter trial version http://www.neevia.com City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
The total project budget is $2,036,100 (including grant and matching funds). The
local match, comprised of developer mitigation funds and Gas Tax funds, is
$414,275.
Funding Sources:
Prop C – Discretionary (42300852) $876,000
Prop C – Discretionary (42300852) $607,000
Prop C – Transfer in to Gen Fund Capital (42000852) $138,825
Crown WaterRidge Mitigation Funds (55093504) $189,665
Gas Tax (41800852) $224,610
Total Funding $2,036,100
Expenditure and Contract Commitment To Date
Signal Design $154,500
Signal Upgrade $806,079
Mutual Video/Copper to Fiber $69,758
Server Room Design $10,000
Server Room Construction $24,500
Configuration Management $84,140
Traffic Control System Installation $473,516*
Communication Survey $100,000*
Proposed Contract Increase w/ Contingency $99,000
Total Expenditures and Commitments $1,821,493
*Contract amount, not expended amount
ATTACHMENTS:
1. Iteris Space Analysis
MOTION:
1) Approve an amendment to the existing professional services agreement with
Iteris, Inc. to increase Task 2 by $40,000; and,
2) Approve an amendment to the existing professional services agreement with
Iteris, Inc. to add Task 4, design of housing for the traffic control system, with a
not-to-exceed fee of $50,000; and,
Created by Neevia Document Converter trial version http://www.neevia.com City of Culver City, California
Agenda Item Report
3) Authorize the City Manager to approve change orders in the amount not-to-
exceed $9,000, if necessary; and,
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City
Created by Neevia Document Converter trial version http://www.neevia.com
10/19/09
Approve Contract Amendment with Iteris, Inc. for
Configuration and Project Management Services
for the Fox Hills Area Traffic Signal
Synchronization Project, Acquisition of a Traffic
Control System P-852
M EETI NG DATE:
AGENDA ITEM:
ATTACHMENTS
Pages|109| !tens Space Analysis
1-5.;$o çlytrfllot;
. .
•:, gt:r.
T4F.t,5;
• :
City of Culver City
Traffic Management Center (TMC) Design & integration Scope of Work
Scope of Work
A traffic management center (TMC) is the center of traffic operations. A TMC requires design elements
with both form and function for effective traffic operations and an appealing layout that can be
displayed as a technological focus.
The City of Culver City TMC is proposed to be located in an existing office space in City Hall. Primarily
the TMC will house the traffic control system (KITS) workstations. To accommodate the operations of
the traffic control system, two closets will be removed on the east side of the room. This modification
to the TMC room will provide more space to house a new console table designed for the limited space
and layout of the modified room, along with a video wall on the rebuilt east wall. Figure 1 displays the
proposed layout of the new TMC. To accomplish the successful design and integration of the Culver City
TMC, the following tasks are proposed.
Task 1: Develop Spatial & Facility Requirements
The City desires to build a fully functional TMC within the existing room. In embarking on any such TMC
design activities it is important to follow a systematic approach in the design and upgrade process. A
critical element includes detailed documentation of existing systems and infrastructure, user
requirements definition, logistics and spatial planning and construction oversight.
ITERIS
Page 1City of Culver City
Traffic Management Center (TMC) Design & integration Scope of Work
The lteris Team will perform varying tasks to result in the identification of spatial requirements and
plans. These will include:
Subtask 1.1 Review of Existing Infrastructure
As part of this sub-task, a detailed inventory of the existing infrastructure will be done in support of the
TMC. The review of the existing infrastructure will include identification of:
• Existing Fiber Optics cable that enters the room.
• The path of the fiber optic cable
• Spare fibers from the basement server room to the 2 nd floor communications room
• Capacity of existing video hardware.
• Identify existing conduit in ceiling or under floor
• Identify existing phone connections in the room
• Identify existing data (Ethernet) connections in the room.
Subtask 1.2 identification of Spatial Requirements
The lteris Team shall perform the following tasks to result in the identification of spatial requirements.
• Identify overall operating requirements for each of the above spaces considering factors such
as:
o Basic function of each space.
o Number and type of staff to be housed in each space, and duties to be performed (both
near and long term staffing requirements will be performed).
o General types of equipment required for performing the identified functions.
o Equipment needs for each space will be defined. These will include items such as
Equipment racks, communications backboard(s), UPS, FIVAC, Storage and work areas.
o Required interaction among staff and equipment.
o Future expandability.
• Based on the operating requirements identified above, describe the spatial requirements for
each space. For each space the distinct operational areas will be highlighted and described. For
example, the control room may include the surveillance area (e.g. video wall), operator area
(and console requirements and size), supervisor area, storage requirements, map area etc.
• ltens shall identify overall environment requirements of the spaces. This information will be
used to help compare location options in the following task. Environmental requirements
investigated will include:
o Lighting
o Acoustics
o Cable Management:
o Electrical/mechanical requirements
o Mechanical
• Identify operating relationships between the spaces (e.g. relationship of the viewing area to the
control area, etc.)
o Iteris shall identify overall environment requirements of the TMC space. Environmental
requirements investigated will include:
ITERIS
Page I 2
2.City of Culver City
Traffic Management Center (TM C) Design & integration Scope of Work
o Lighting: Often overlooked, lighting is an important feature of any TMC.
o Acoustics: Noise control should be provided. This is particularly important for the
Control Room where a quiet environment is required for efficient operation.
o Cable Management: Cable management through ceiling, through floor, and console
furniture so that a clutter free design. The major considerations; concealment,
accessibility, expandability, and cost should all be investigated.
o Electrical/mechanical requirements: As part of a detailed design an electrical loading
assessment shall be conducted. Equipment rack grounding should also be addressed
during design.
o Mechanical: The key mechanical considerations that are unique to the TMC are the
FIVAC and fire suppression components.
Task 1.3 Define Building System Issues
The Iteris Team shall meet with the City personnel to discuss building systems issues and needs for the
TMC. The following will be discussed:
• Power supply, including requirements for back-up.
• Heating, ventilation and air conditioning (HVAC).
• Fire protection.
• Communications (LAN, telephone systems relocations).
All of these considerations will result in the preparation of Plans, Specifications and Estimates for the
TMC deployment. The plans will be stamped by a licensed architect.
Task 2 Detail Design
Studio Architects will be engaged to perform the final design and design development of the lteris and
Culver City concept for the TMC tenant improvements that pertain to the shell of the TMC space. It shall
be performed in two basic sub-tasks described as follows:
Task 2.1 As-Built Development
As-built plans will be prepared under this contract using city's records to be provided for a TMC TI design
development in existing City Hall at existing TMC space to be enlarged and remodeled.
Task 2.2 Detail Design Plan Development
Studio Architects will prepare Construction Plans to obtain clearance from the city's Building and Safety
Department for appropriate permits, respond to contractor R.F.I's and assist in the bid process; visit job
site (twice), and perform a final review for final coordination with build teams.
It is assumed that alternate bids/re-bids and changes to work proposed are not included. It is also
assumed that the existing HVAC and units shall be re-used as required, as the city reported this room
(#B242) housed computer serves. Therefore, the plans will not include Mechanical and Plumbing, and
any other incidental engineering.
Page I 3
h Ems
3City of Culver City
• Traffic Management Center (TMC) Design & integration Scope of Work
Task 3 Integration
Integration Services will encompass a variety of activates as shown below. These activates include:
• Installation and final connections of TMC monitors (monitors to be provided by City or contractor)
• Install TMC communications cabling and interface equipment required for the operation of the TMC
systems deployed. This includes the video multiplexing equipment, expansion of the video matrix
hardware, and hardware used for remote switching and control of video system. The following
assumptions are taken in developing the cost estimate to complete this item:
o All equipment and necessary cabling will have be purchased by the City (or contractor)
o lteris will purchase the fiber optic cable that will connect the TMC to the server room in the
basement.
• Develop and conduct an Acceptance Test Plan of the TMC
• Generate a draft and final Test Report as a result of the acceptance tests, to include those actions,
results, failures, and corrective or preventative measures taken with respect to the hardware and
configuration installed with this project.
• Develop an operations manual based on the delivered system and to include a description of the
operation of the system (hardware, software, and communications equipment) as it relates to the
user's tasks.
• Generate an architectural map of the TMC systems installed.
Schedule and Budget
It is estimated that the design component of the project (Tasks 1 and 2) will be completed within two
months from notice-to-proceed. The final task, Integration, (Task 3) will commence as the construction
phase of the project is nearing completion and will take approximately three weeks.
The table below provides a summary of the proposed project budget to complete the tasks identified
above.
Page I 4Iteris The Studio Group Crosstown
g
1:1
Ow
.g
, `"
.8. . 04
c
c
ICE
LL
2.|10 10|a 8. -
U
0 0|10 10|<
0•0
,c13
e5
e
E
Ow
Efi
je)
D2
III
4Z.|10 10|Total Hours
.43
Total Cost
:
12 : 4 0: 0
18: 22 1 :go 12,920
: : 40: $ 4,600 4,742:
25,370:
4 16 24
• :2;000::
58 46 84 22 22 14 304 48,270
246 58
ODC 1,730
TASK
Tas k 1,0
Task 20 DetailDesign
Task 44 . E . : .poeuipen401oei : "" • ' •":. " : ' • : :
Page 1 5
DERN
City of Culver City
Traffic Management Center (TMC) Design & integration Scope of Work
sOrrsi: