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HomeMy WebLinkAboutAGENDA REPORT 2016 0615 CCSA REG ITEM 10W ITEM 10.W.. CITY OF MQORPARK,CALIPORNIA GEN eour+ell Nesting ACTION: 4774L4, MOORPARK CITY COUNCIL °r-11'Y' AGENDA REPORT BY: TO: Honorable City Council FROM: Sean Corrigan, City Engineer/Public Works Director DATE: June 7, 2016 (CC Meeting of 06115116) SUBJECT: Consider Amendment to Agreement for Traffic Engineering Services for Traffic Signal Operations with Hartzog & Crabill, Inc, 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. On September 23, 2011, the City Council approved Amendment No. 1 to the Agreement, to update the hourly rates.Amendment No. 2 to the Agreement was executed on June 28, 2012 to increase the maximum compensation by $7,500 to a total not to exceed amount of $57,500, and to extend the term to June 30, 2013. Amendment No. 3 to the Agreement was executed on June 12, 2013 to extend the term to June 30, 2014 with no increase in the maximum compensation. Amendment No. 4 to the Agreement was executed on January 14, 2014, to increase the maximum Agreement compensation by$18,000 to an amount not to exceed $75,500 for traffic engineering services through June 30, 2014. Amendment No. 5 to the Agreement was executed on June 18, 2014, to increase the maximum Agreement compensation by $12,000 to an amount not to exceed $87,500 for traffic engineering services through June 30, 2015. Amendment No. 6 to the Agreement was executed on June 22, 2015, to increase the maximum Agreement compensation by $12,000 to an amount not to exceed $99,500 for traffic engineering services through June 30, 2016. Staff is requesting Amendment No. 7 to Hartzog's Agreement to extend the term to June 30, 2017 and to increase the maximum compensation by $12,000 to an amount not to exceed $111,500 cumulative since July 1, 2011 for traffic engineering services through June 30, 2017. Hartzog submitted a proposal (Exhibit J) for these services at a cost of $12,000 for ongoing traffic signal monitoring services Amendment No. 7 does not include additional compensation of $6,000 for work associated with the Spring Road Railroad Crossing project since that work was previously approved as a part of Amendment No. 4. 316 Honorable City Council June 15, 2016 Page 2 FISCAL IMPACT Sufficient funds are included in the proposed Fiscal Year 2016/17 Budget for these services. STAFF RECOMMENDATION Authorize the City Manager to sign Amendment No. 7 to the Agreement with Hartzog & Crab ill for Traffic Engineering Services for Traffic Signal Operations, extending the Agreement until June 30, 2017, subject to final language approval by the City Manager. Attachment: Amendment No. 7 317 AMENDMENT NO. 7 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND HARTZOG & CRABILL, INC., FOR TRAFFIC ENGINEERING SERVICES FOR TRAFFIC SIGNAL OPERATIONS This Amendment, made and entered into this day of , 201_ 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, Amendment No. 1 to the Agreement was executed, replacing the hourly rates in Exhibit D with the hourly rates in Exhibit E; and Whereas, on June 28, 2012, Amendment No. 2 to the Agreement was executed, extending 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; and Whereas, on June 12, 2013, Amendment No. 3 to the Agreement was executed, extending the term of the Agreement from June 30, 2013 to June 30, 2014. The total not to exceed amount for the Agreement remained at $57,500; and Whereas, on January 14, 2014, Amendment No. 4 to the Agreement was executed, adding $18,000 to the maximum Agreement compensation for a total amount not to exceed $75,500; and Whereas, on June 18, 2014, Amendment No. 5 to the Agreement was executed, extending the term of the Agreement from June 30, 2014 to June 30, 2015, and adding $12,000 to the maximum compensation for a total amount not to exceed $87,500; and Whereas, on June 22, 2015, Amendment No. 6 to the Agreement was executed, extending the term of the Agreement from June 30, 2015 to June 20, 2016, and adding $12,000 to the maximum compensation for a total amount not to exceed $99,500; and Whereas, the City now desires to extend the term of the Agreement from June 30, 2016 to June 30, 2017, and add $12,000 to the maximum Agreement compensation for a total amount not to exceed $111,500; and Whereas, Consultant submitted a proposal to provide Traffic Engineering Services for Traffic Signal Operations for FY 2016/17 (Exhibit J). Now, therefore, in consideration of the mutual covenants, benefits, and premises herein stated, the parties hereto agree to amend the aforesaid Agreement as follows: 318 Section 1, Term, of the Agreement is amended to read, in its entirety, as follows: "The Term of this Agreement shall be extended to June 30, 2017, unless sooner terminated, as approved in Section 6, Termination or Suspension Without Cause, of this Agreement." II. The second paragraph of Section 5, Payment, of the Agreement is amended to read, in its entirety, as follows: "The City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibits D through J, based upon actual time spent on the above tasks. This amount shall not exceed one hundred eleven thousand five hundred dollars ($111,500.00) for the total term of the Agreement unless additional payment is approved as provided in this Agreement." 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 Amendment No. 7 9 June 8, 2016 Exhibit J G HARTZOG C r & CRABILL,Inc. Mr. Sean Corrigan Public Works Director 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 for FY 2016/17 17852 E. 17th Street Suite 101 Dear Mr. Corrigan: Tustin,CA 92780 Hartzog & Crabill, Inc. (HCI) is pleased to submit this proposal to continue Phone: (714)731-9455 providing professional traffic engineering services to the City of Moorpark FAX: (714)731-9498 for the monitoring of various traffic signals and managing the traffic signal www.hartzog-crabill.com 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 support services. It is our understanding that the City desires and has requested this proposal from HCI 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 manage 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 traffic signal operations, thereby minimizing traffic signal complaints. Consulting Traffic Engineers to Government Agencies 3 2 0 Mr. Sean Corrigan June 8, 2016 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. 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 HCI 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: I. HCI staff will report all traffic signal problems and malfunctions to the City's traffic signal maintenance contractor within(24) hours; 2. HCI 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. HCI will provide the City with a monthly report of problems addressed on their traffic signal equipment. 321 Mr. Sean Corrigan June 8, 2016 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 1,2016 and June 30,2017. 322 Mr. Sean Corrigan June 8, 2016 Page 4 PROFESSIONAL FEES Since the City is operating many of their signals with Econolite controllers, HCI proposes to continue 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, 2017, which are estimated at $12,000.00 per year. The figure above was calculated by estimating our Traffic Signal Systems Specialist continuing to work at the approximate average rate of (2.2) hours/week (approximately (8.7) hours/month), exclusively on the City of Moorpark's traffic signal system. The Specialist rate of$115.00/hr results in approximately$1,000.00/month,or$12,000.00 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. a9 Trammell Hartzog President Attach: Schedule of Hourly Rates 323 Hartzog & Crabill Consulting Engineers Schedule of Hourly Rates Classification Hourly Rates Expert Witness/Deposition $260 Litigation Consultation $232 Two-Person Survey Crew $232 Litigation Field Evaluation $207 Principal Consultant $160 Project Manager $150 Registered Land Surveyor . $145 Senior Engineer $135 Storm Water Permit Compliance Engineer $135 Associate Engineer $130 Construction Manager $125 Traffic Signal System Supervisor $125 Mural Artist $125 Senior Designer $120 Traffic Signal Systems Specialist $115 Assistant Engineer $110 Draftsperson $ 93 Technician $ 78 Word Processor $ 62 Clerical $ 52 * Traffic Counts (Cost, plus 10%) $ * 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 10% fee for administration, coordination and handling will be added to subcontracted services. This Schedule of Hourly Rates is effective as of July 1, 2014. Rates may be adjusted after that date to compensate for increases of inflationary trends. Mileage shall be per current IRS rate (rate can be found at the following link: http://www.irs.govinewsroom/article/0„id=2320 17,00.htm I). 17852 E. 17`"Street, Suite 101, • Tustin, CA 92780 • (714) 731-9455 324