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CC - (1) Approval of a Three-Year Professional Services Agreement With Iteris, Inc. to Design, Furnish, Test, and Make Operational the Bus Signal Priority System (BSP System) in an Amount Not-to-Exceed $1,380,450.54 with Options for Two Additional Years of Operations and Maintenance Service for Non Public Right-of-Way Software and Equipment, in an Amount Not-to-Exceed $155,729.07 and Oversight of Installation for Seven Additional Intersections in an Amount Not-to-Exceed $45,900.11; (2) Authorization to the City Manager to Approve Amendments to the Agreement in an Additional Amount of $207,000.00 (15%) for Unanticipated Costs; and (3) Authorization to Publish a Notice Inviting Bids for Installation and Maintenance of Equipment in the Public Right-of-Way and Coordination with Iteris, Inc.
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Meeting Date: May 29, 2018
Contact Person/Dept: Diana Chang/Transportation Department
Phone Number: (310) 253-6566
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (05/23/18);
Department Approval: Art Ida, Transportation Director (05/17/18)
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RECOMMENDATION
Staff recommends the City Council (1) Approve a three-year professional services agreement with Iteris Inc. (Iteris) to design, furnish, test, and make operational the Bus Signal Priority (BSP) System in an amount not-to-exceed $1,380,450.54, with options for two additional years of operations and maintenance service for non public right-of-way software and equipment, in an amount not-to-exceed $155,729.07 and oversight of installation for seven additional intersections in an amount not-to-exceed $45,900.11; (2) authorize the City Manager to approve amendments to the agreement in an additional amount of $207,000.00 (15%) for unanticipated costs; and (3) authorization to publish a Notice Inviting Bids for installation and maintenance of equipment in the public right-of-way and coordination with Iteris, Inc.
BACKGROUND/DISCUSSION
Over the past several years, the City has been awarded grants from Metro to implement the Citywide BSP System. When implemented, the BSP System will provide wireless signal priority to buses at signalized intersections in Culver City to increase operational efficiency and travel time savings.
The BSP Systems Project is one component of the Transit Intelligent Transportation System (Transit ITS Project). The Transit ITS Project includes the replacement of the existing SmartBus System and the design and installation of the BSP Systems and Real-Time Bus Arrival Information System. In December 2015, the City Council authorized the combination of these three projects into the Transit ITS Project and authorized the release of the RFP for the design and construction of the Transit ITS Project. In 2016, City released the RFP for the main Transit ITS Project, which included the replacement of the SmartBus System, the “on-bus” component of the BSP Systems, and the Real-Time Bus Arrival Information System. The City Council awarded the contract for this main Transit ITS Project to Clever Devices and the contract was executed in March 2017.
The “on-street” component of the BSP Systems project (“Project”) implementation is complex. Due to the complexity of Project implementation, City divided the Project into two phases and released RFP (RFP No. 1826) for the first phase of the Project, solely for the design, procurement, testing, non-public right-of-way procurement and maintenance of software and equipment components of the Project.
In January 2018, City released RFP No. 1826 for the design, procurement, testing, non- public right-of-way procurement and maintenance of software and equipment components of the BSP Systems Project. A pre-proposal conference was held on February 1, 2018 to introduce the project and collect questions from potential bidders. Responses to all questions received at the pre-proposal conference and through emails were posted to City’s bid web page. On February 22, 2018, the City Clerk’s Office publicly opened the proposals. Only one firm, Iteris, Inc., submitted a proposal.
The proposal was evaluated by an evaluation panel based on the criteria below:
1. Technical Capabilities (40%)
2. Management Approach (35%)
3. Price (25%)
After careful evaluation of the proposal, interview, additional responses, and reference checks, staff determined that Iteris is a qualified firm based on all the criteria.
Iteris has extensive experience working on bus signal priority projects in Los Angeles County. Iteris currently manages Metro’s Countywide Signal Priority Phase 2 project and it has deployed the Torrance Transit BSP Project. As Torrance Transit uses the same SmartBus System (Clever Devices’ SmartBus System) that Culver City will be deploying, Iteris will be able to carry its knowledge and experience on BSP’s interface with Clever Device’s SmartBus System to Culver City’s BSP Project. Staff also received positive feedback on Iteris through reference checks. Iteris’ responses demonstrated a thorough understanding of the project requirements, and its cost proposal is within the anticipated project cost range.
Staff recommends the City Council approve a three-year professional services agreement with Iteris, with options for two additional years of operations and maintenance service of the software and equipment components of the project; and authorize the City Manager to approve amendment(s) to the agreement in the amount not-to-exceed $207,000 (15%) for unexpected costs. The base amount of the agreement ($1,380,450.54) includes three years of operations and maintenance of non-public right-of-way software and equipment. Staff recommends the agreement include two additional years (optional) in an amount not-to-exceed $155,729.07 for the operations and maintenance of the non-public right-of-way software and equipment components of the BSP System, and oversight of installation for seven additional intersections in an amount not-to-exceed $45,900.11.
Staff also seeks City Council’s authorization to publish a Notice Inviting Bids for the second phase of the Project, which consists of installation and maintenance of equipment in the public right-of-way and coordination with Iteris.
Inspection services for this Project will be performed by a consultant firm to be selected from the City’s list of on-call engineering companies.
FISCAL ANALYSIS
The total base project cost, including contingency and optional oversight of installation for seven additional intersections, is $1,633,350.65.
Funding in the amount of $1,633,350.65 has been identified for this project. The funding sources include Metro Call for Projects grant for Citywide BSP Project, Metro Prop 1B funds, and Metro Rapid Program FTA Grants.
Sufficient funds were appropriated in Transportation capital account 20370300.732120 in the FY2017-18 budget.
Funding for two additional years (year 4 and year 5 after project implementation) of operations and maintenance service for the non-public right-of-way software and equipment will be identified in associated future fiscal year budgets.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve a three-year professional services agreement with Iteris to design, furnish, test, and make operational the Bus Signal Priority System in an amount not-to-exceed $1,380,450.54 with options for two additional years of operations and maintenance service for non-public right-of-way software and equipment in an amount not-to-exceed $155,729.07 and oversight of installation for seven additional intersections in an amount not-to-exceed $45,900.11;
2. Authorize the City Manager to approve amendments to the agreement in an additional amount of $207,000.00 (15%) for unanticipated costs;
3. Authorize the City Attorney to review/prepare the necessary documents;
4. Authorize the City Manager to execute such documents on behalf of the City; and
5. Authorize publication of a Notice Inviting Bids for installation and maintenance of equipment in the public right-of-way and coordination with Iteris, Inc.