HomeMy WebLinkAboutAGENDA REPORT 2012 0620 CC REG ITEM 10Q ITEM 10.0.
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Council Meeting
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MOORPARK CITY COUNCIL � -
AGENDA REPORT
TO: Honorable City Council
FROM: Dave Klotzle, City Engineer/Public Works Director
Prepared by: Teri Davis, Senior Management AnalystC�
DATE: June 12, 2012 (CC Meeting of 06/20/12)
SUBJECT: Consider Amendment to Agreement for Traffic Engineering Services
with Hartzog & Crabill, Inc.
BACKGROUND & DISCUSSION
On July 1, 2011, the City entered into an Agreement with Hartzog &Crabill, Inc., (Hartzog)
for traffic engineering services, for an amount not to exceed $50,000. The Agreement will
expire on June 30, 2012. As shown in the table below, nearly$7,500 was expended during
Fiscal Year 2011/12, leaving approximately $42,500 available. Staff is requesting an
amendment for an additional $7,500, and to extend the Agreement one additional year to
June 30, 2013. On June 7, 2012, Hartzog submitted a Proposal and Schedule of Hourly
Rates (Exhibit F) for services provided during Fiscal Year 2012/13. The Hourly Rates for
Fiscal Year 2012/13 will not increase and will remain the same as the 2011 Hourly Rates
as stated in Exhibit F.
FY 2011/12
Directive Description Amount
Task Order 1 Traffic Signal Operations 2011/12 $4,510.00
_ _ 0
Collins Drive and University Drive Traffic Signal —2011/12
continued work from Task Order No. 3 of 2010/11
Task Order 2 Agreement (2010-255). 1,713.25
Project 8039 Railroad Crossing Improvements at Spring Road 1,000.00
TOTAL FY 2011/12 $7,223.25
FISCAL IMPACT
The total increase for this Amendment is$7,500. Any services requested by the City from
Hartzog are either in the Draft Fiscal Year 2012/13 Budget (such as routine traffic signal
operations) or will be presented to City Council as a requested budget amendment.
S:\Public Works\Everyone\Reports\Staff Reports\2012\June\06-20-2012(Hartzog Amend 2 Traffic Engineering Services).doc
353
Honorable City Council
June 20, 2012 Regular Meeting
Page 2
STAFF RECOMMENDATION
Authorize the City Manager to sign Amendment No. 2 subject to final language approval by
the City Manager and City Attorney.
Attachment: Amendment No. 2
Exhibit F: Proposal and Schedule of Hourly Rates
354
Attachment
AMENDMENT NO. 2 TO
AGREEMENT BETWEEN THE CITY OF MOORPARK
AND HARTZOG & CRABILL, INC.,
FOR TRAFFIC ENGINEERING SERVICES
This Amendment, made and entered into this day of , 2012,
between the City of Moorpark, a California municipal corporation, hereinafter referred to
as "City" and Hartzog & Crabill, Inc., a corporation, hereinafter referred to as
"Consultant."
Whereas, on July 1, 2011, the City and Consultant entered into an Agreement for
traffic engineering services, for total compensation not to exceed $50,000; and
Whereas, on September 23, 2011, the City Council approved Amendment No. 1
to the Agreement to replace the hourly rates in Exhibit D with the hourly rates in Exhibit
E; and
Whereas, the City now desires to extend the term of the Agreement from June
30, 2012 to June 30, 2013 and adding $7,500 to the maximum compensation for a total
amount not to exceed $57,500.
Now, therefore, in consideration of the mutual covenants, benefits, and premises
herein stated, the parties hereto agree to amend the aforesaid Agreement as follows:
I. Section 1 of the Agreement is amended to include:
The term of the Agreement is extended to June 30, 2013.
li. Section 5 of the Agreement is amended to include:
City hereby increases the not to exceed amount of $50,000 under this
Agreement by $7,500 to $57,500.
355
III. Remaining Provisions
All other provisions of the aforesaid Agreement shall remain in full force and
effect.
In witness whereof, the parties hereto have executed this Amendment on the
date and year first above written.
CITY OF MOORPARK HARTZOG & CRABILL, INC.
Steven Kueny, City Manager Trammell Hartzog, President
Attest:
Maureen Benson, City Clerk
Hartzog & Crabill 256
Exhibit F
June 7,2012
Mr. David Klotzle, P.E.
G City Engineer
HARTZOG & City of Moorpark
GCRAB!LL,Inc. 799 Moorpark Avenue
+ Moorpark, CA 93021
Subject: Proposal to Amend our Master Agreement for Providing
Trammell Hartzog,President Traffic Engineering Services to the City of Moorpark
Jerry Crabill,P.E.,(Retired)
Gerald J.Stock,P.E., Executive Dear Mr. Klotzle:
Vice President
Hartzog & Crabill, Inc. (HCI) is pleased to submit this letter of proposal to
17772 E. 17`h Street continue providing professional traffic engineering services to the City of
Suite 101 Moorpark. HCI proposes to provide the Scope of Services as described in
Tustin,CA 92780 our current Agreement for Traffic Engineering Services, dated July 1, 2011,
for the next fiscal year period of July 1, 2012 to June 30, 2013. These
FAX: (714)731-94998 8
Phone: (714)731-94 services will be provided at the hourly rates shown on the attached rate
schedule which have remained the same since last year. Mr. Trammell
www.hartzog-crabill.com Hartzog, our company president, will continue to serve as the Project
Manager for this project and will be the primary contact between HCI and
the City of Moorpark.
TIME SCHEDULE AND PROFESSIONAL FEES
HCI staff is available and ready to continue these traffic engineering services,
upon receipt of the City's notice-to-proceed. The attached hourly rate
schedule is proposed for requested services during this next fiscal year. It is
noted, the attached rates have remained the same since July 1, 2011.
Thank you again for the opportunity to continue serving your community and
providing these traffic engineering services. We look forward to working
with you and your staff. If you have any questions or need more information,
please call me at(714) 731-9455.
Very truly yours,
HARTZOG & CRABILL,INC.
Trammell Hartzog
E{
President
Attach: Schedule of Hourly Rates
Consulting Traffic Engineers to Government Agencies
357
Hartzog& Crabill
Consulting Engineers
Schedule of Hourly Rates
July 1, 2011
Classification Hourly Rates
Expert Witness/Deposition....................................................................................... $260
Litigation Consultation.............................................................. ............................... $232
Two-Person Survey Crew........................................................................................... $232
Litigation Field Evaluation......................................................................................... $207
Principal Consultant.....:.................................. $160
............................................................
ProjectManager.......................................................................................................... $150
Registered Land Surveyor........................................................................................... $145
SeniorEngineer........................................................................................................... $135
Storm Water Permit Compliance Engineer................................................................. $135
AssociateEngineer...................................................................................................... $130
Traffic Signal System Supervisor................................................................................ $125
MuralArtist.................................................................................................................. $125
SeniorDesigner............................................................................................................ $120
Traffic Signal Systems Specialist................................................................................. $115
AssistantEngineer........................................................................................................ $110
Draftsperson.................................................................................................................. $ 93
Technician....................................................... $ 78
..............................................................
WordProcessor............................................................................................................. $ 62
Clerical.......................................................................................................................... $ 52
* Traffic Counts (Cost, plus 151/6)............................................................................ $ *
Note: Out of pocket expenses(blueprinting, reproduction,printing and delivery service) will be
invoiced at Cost. These other direct costs are included in the not-to-exceed values for the
aforementioned scope of services. A 15% fee for administration, coordination and handling will
be added to subcontracted services. This Schedule of Hourly Rates is effective as of July 1,
2011. Rates may be adjusted after that date to compensate for increases of inflationary trends.
Mileage rate shall be per: http://www.irs.gov/newsrooin/article/0„id=232017,00.html.
275 Centennial Way, Suite 208, • Tustin, CA 92780 • (714) 731-9455
358
June 7,2012
G HARTZOG &
G CRABILL,Inc.
(� Mr. David Klotzle,P.E.
City Engineer
City of Moorpark
Trammell Hartzog,President 799 Moorpark Avenue
Jerry Crabill,P.E.,(Retired) Moorpark,CA 93021
Gerald J.Stock,P.E., Executive
Vice President Subject: Proposal to Provide"Traffic Engineering Services for
Traffic Signal Operations" in the City of Moorpark
17772 E. 17`h Street
Suite 101 Dear Mr. Klotzle:
Tustin,CA 92780
Hartzog & Crabill, Inc. (HCI) is pleased to submit this proposal to continue
FAX: (714)731-94998 8
Phone: (714)731-94 providing professional traffic engineering services to the City of Moorpark
for the monitoring of various traffic signals and maintenance of the traffic
www.hartzog-crabill.com signal coordination system citywide. Our services include all tasks
necessary to continuously monitor, troubleshoot, and efficiently report
repairs on all traffic signals using the Aries/Econolite controllers in the
City of Moorpark for this next contract term.
Mr. Trammell Hartzog, our company president, will continue to serve as the
Project Manager for this project and will be the primary contact between HCI
and the City of Moorpark.
PROJECT UNDERSTANDING
The City of Moorpark has identified the need to retain the services of a
qualified firm to provide certain traffic signal operations and maintenance
support services. It is our understanding that the City desires and has
requested this proposal to continue these support services to continuously
manage traffic signal operations throughout the City. We understand that the
City utilizes Econolite ASC/2 and ASC/3 controllers as their local traffic
signal controllers,which are interconnected with master controllers.
HCI is very familiar with this request since we continue to monitor and
maintain many Southern California cities' traffic signal systems daily from
our offices through the use of our own updated and licensed version of the
Aries and Centracs Traffic Signal Management computer softwares. This
system has proven to be an asset to many of our client cities as the
continuous communication and monitoring proves to be a reliable means
for more efficient signal maintenance, thereby minimizing traffic signal
complaints.
Consulting Traffic Engineers to Government Agencies 359
Mr. David Klotzle,P.E.
June 7,2012
Page 2
SCOPE AND SERVICES
Our understanding of the City's traffic signal system is that the City maintains and operates (17)
signalized intersections using Econolite controllers. The City contracts the traffic signal
maintenance with Republic Electric. These signals are interconnected to master controllers by
hardwire interconnect or telephone-drop,which are accessed off-site by telephone modems.
Task 1 —Setup Communication Services
As HCl has already setup the Scheduled Operations on the Aries program specifically for the City of
Moorpark's system in order to automatically perform a variety of tasks (Task 2), HCI does not
require setup time and will continue to monitor the City's on-line traffic signal operations.
Task 2—Monitor and Provide Maintenance Support
HCl will continue to provide a Traffic Signal Systems Specialist for the monitoring and
maintenance support on all City of Moorpark traffic signals. More specifically, the Aries
functions and Specialist's time spent on these services will include performing the following
daily sub-tasks:
1. The Scheduled Operations will automatically gather and store historical data and real-
time information on all City of Moorpark's traffic signal operations programmed in
Aries;
2. This data is reviewed daily to verify that all traffic signals are in good working order;
3. Any malfunctions logged are immediately reported to the City's designated traffic signal
maintenance contractor, for dispatch;
4. The historical data is also analyzed to identify traffic volumes and patterns in order to
assist in determining if adjustments to signal timing is necessary;
5. HCI will also verify if all timing is programmed correctly in each master and controller.
Task 3—Provide Traffic Signal Maintenance"Reporting" Services
Regarding this task, HCI will include the following sub-tasks at our standard monthly fee in our
"on-going" services agreement:
1. HCI staff will report all traffic signal problems and malfunctions to the City's traffic
signal maintenance contractor within (24) hours;
2. HCl staff will coordinate all work associated with the City's traffic signal maintenance
contractor and also provide verification to the City of their completed work;
3. HCl will provide the City with a monthly report of problems addressed on their traffic
signal equipment.
360
Mr. David Klotzle,P.E.
June 7, 2012
Page 3
SCOPE AND SERVICES (continued)
Task 4—Provide Traffic Engineering Coordination Services
Regarding this task, HCI typically offers the following services to our client cities on a Time-
and-Materials (T&M) basis in our"on-going" services agreement:
1. HCI staff will assist the City in resolving traffic signal control complaints by speaking by
phone/email/in person with the resident(s)/contact person on their specific
request/complaint;
2. HCI staff will complete the necessary investigation and make recommendations to the
City on identified traffic signal improvements, such as any new coordinated signal
control systems, more efficient signal phasing, equipment upgrade, significant timing
adjustments, etc.;
3. HCI staff will drive each project arterial during peak-periods on a quarterly basis in order
to verify coordination timing is working and also provide recommendations for any
adjustments;
4. If necessary and approved by the City, HCI will collect/update traffic counts as part of
our investigation;
5. Assist the City with any issues with their traffic signal maintenance contractor (i.e.,
review of invoices, change orders, agreements/contracts, bidding documents, etc.);
6. Provide bidding documents to City for project-specific signal improvements in order to
expedite ordering of long lead-time equipment (such as poles or controller cabinets).
TIME SCHEDULE
HCI is available and ready to continue these traffic signal monitoring services, upon receipt of the
City's notice-to-proceed. Upon the City's notification, we will immediately continue with the on-
going daily monitoring on all on-line traffic signals. We will continue to evaluate the City's entire
traffic signal system and, if necessary, make recommendations to the City on how to communicate
with each of them more effectively. These services will be provided to the City to cover the annual
period between July 1, 2012 and June 30, 2013.
361
Mr. David Klotzle,P.E.
June 7,2012
Page 4
PROFESSIONAL FEES
Since the City is operating many of their signals with Econolite controllers, HCI proposes our
typical "on-going" traffic signal system daily monitoring services to the City of Moorpark. We will
utilize our corresponding Aries Traffic Management System software to communicate with and
provide the monitoring services on the City's on-line traffic signals, as detailed in our Scope of
Services, to the City through June 30,2013,which are estimated at$15,000.00 per year.
The figure above was calculated by estimating our Traffic Signal Systems Specialist continuing to
work at the approximate average rate of (2.7) hours/week (approximately (10.8) hours/month),
exclusively on the City of Moorpark's traffic signal system. The Specialist rate of$115.00/hr results
in approximately $1,250.00/month,or$15,000.00 per 12-month period.
Additional requested tasks, such as attendance at any City Council or staff meeting(s), or any
activities outside the proposed Scope of Services, will be invoiced on a time-and-materials basis
per our current fee schedule unless previous fee agreement is made with City staff. Invoicing for
any additional work above-and-beyond what is detailed in our Scope of Work may typically
include hours for a Principal, Senior and/or Associate Engineer, as well as the Traffic Signal
Systems Specialist. For your reference, we have also attached our current Fee Schedule.
Thank you again for the opportunity to continue serving your community and providing these traffic
signal operations services. We look forward to working with you and your staff on this service. If
you have any questions or need more information,please call me at(714) 731-9455.
Very truly yours,
HARTZOG & CRABILL,INC.
Trammell Hartzog
President
Attach: Schedule of Hourly Rates
362
Hartzog& Crabill
Consulting Engineers
Schedule of Hourly Rates
July 1, 2011
Classification Hourly Rates
ExpertWitness/Deposition....................................................................................... $260
LitigationConsultation............................................................................................... $232
Two-Person Survey Crew........................................................................................... $232
Litigation Field Evaluation......................................................................................... $207
PrincipalConsultant.................................................................................................... $160
ProjectManager.......................................................................................................... $150
Registered Land Surveyor........................................................................................... $145
SeniorEngineer........................................................................................................... $135
Storm Water Permit Compliance Engineer................................................................. $135
AssociateEngineer...................................................................................................... $130
Traffic Signal System Supervisor................................................................................ $125
MuralArtist.................................................................................................................. $125
Senior Designer....................... $120
.....................................................................................
Traffic Signal Systems Specialist................................................................................. $115
AssistantEngineer........................................................................................................ $110
Draftsperson.................................................................................................................. $ 93
Technician..................................................................................................................... $ 78
WordProcessor............................................................................................................. $ 62
Clerical.......................................................................................................................... $ 52
* Traffic Counts (Cost,plus 151/o)............................................................................ $ *
Note: Out of pocket expenses(blueprinting, reproduction,printing and delivery service) will be
invoiced at Cost. These other direct costs are included in the not-to-exceed values for the
aforementioned scope of services. A 15% fee for administration, coordination and handling will
be added to subcontracted services. This Schedule of Hourly Rates is effective as of July 1,
2011. Rates may be adjusted after that date to compensate for increases of inflationary trends.
Mileage rate shall be per: http://www.irs.gov/newsroom/article/0„id=23?017,00.html.
275 Centennial Way, Suite 208, • Tustin, CA 92780 a (714) 731-9455
363