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HomeMy WebLinkAboutAGENDA REPORT 2017 0621 CCSA REG ITEM 10K ITEM 10.K. CITY OFi'1OORPARK,CALIFO N '. City Council Meeting of -pZ/-oZoAJ7 MOORPARK CITY COUNCIL c �c� ,_ AGENDA REPORT TO: Honorable City Council 7' FROM: Sean Corrigan, City Engineer/Public Works Director e= Prepared By: Shaun Kroes, Program Manager DATE: June 2, 2017 (CC Meeting of 06/21/17) SUBJECT: Consider Amendment No. 9 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. The Agreement has been amended 8 times, summarized below: Date Amendment Executed Description $ Increase 1 9/23/11 Updated hourly rates n/a 2 6/28/12 Increase total not-to-exceed amount. $7,500 Extend Agreement to June 30, 2013. 3 6/12/13 Extend Agreement to June 30, 2014. n/a 4 1/14/14 Increase total not-to-exceed amount. $18,000 5 6/18/14 Increase total not-to-exceed amount. $12,000 Extend Agreement to June 30, 2015. 6 6/22/15 Increase total not-to-exceed amount. $12,000 Extend Agreement to June 30, 2016. 7 6/24/16 Increase total not-to-exceed amount. $12,000 Extend Agreement to June 30, 2017. 8 8/4/16 Increase total not-to-exceed amount (for prior $8,000 FY expenses). Hartzog has expended the original $12,000 budgeted for FY 2016/17 expenses due to the need for adjusting traffic signal timings at various locations, assisting the City's traffic signal maintenance contractor with troubleshooting traffic signal issues, and providing traffic signal support for the Spring Road railroad crossing improvement project and requires additional funding approval to pay Hartzog for the additional work. Hartzog has proposed 161 Honorable City Council June 21, 2017 Page 2 an additional $10,000 in expenditures in FY 2016/17, including expenditures that have occurred since February 2017. The current Agreement expires June 30, 2017. In addition to Hartzog's submittal for additional FY 2016/17 expenses, Hartzog has submitted a proposal for traffic engineering services for FY 2017/18, with a proposed budget of$19,200. Approximately$6,000 of the $19,200 is budgeted for traffic signal support services for the completion of the Spring Road railroad crossing improvement project. Staff is also recommending adding $5,800 for additional work that the City may request during FY 2017/18, not already anticipated by Hartzog. FISCAL IMPACT Amendment No. 9 will increase Hartzog's Agreement by$35,000 for work to be performed in FY 2016/17 ($10,000) and FY 2017/18 ($25,000). Both the FY 2016/17 Budget (2000.311.00000.51210) and FY 2017/18 Budget(2415.311.00000.51210) have sufficient funds to cover the expenses. STAFF RECOMMENDATION Authorize the City Manager to sign Amendment No. 9 to the Agreement with Hartzog for Traffic Engineering Services for Traffic Signal Operations, subject to final language approval by the City Manager. Attachment: Amendment No. 9 162 AMENDMENT NO. 9 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND HARTZOG & CRABILL, INC., FOR TRAFFIC ENGINEERING SERVICES FOR TRAFFIC SIGNAL OPERATIONS This Amendment No. 9, to the Agreement between the City of Moorpark, a municipal corporation ("City"), and Hartzog & Crabill, Inc., a corporation ("Consultant"), for traffic engineering services ("Agreement"), is made and entered into the day of , 2017. RECITALS 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, on June 24, 2016, Amendment No. 7 to the Agreement was executed, extending the term of the Agreement from June 30, 2016 to June 30, 2017, and adding $12,000 to the maximum compensation for a total amount not to exceed $111,500; and Whereas, on August 4, 2016, Amendment No. 8 to the Agreement was executed, adding $8,000 to the maximum compensation for a total amount not to exceed $119,500; and 163 Whereas, the City now desires to amend the Agreement to extend the term of the Agreement from June 30, 2017, and add $35,000 to the maximum compensation for a total amount not to exceed $154,500; and Whereas, Consultant submitted a proposal to provide additional Traffic Engineering Services for Traffic Signal Operations for FY 2016/17 (Exhibit L); and Whereas, Consultant submitted a proposal to provide Traffic Engineering Services for Traffic Signal Operations for FY 2017/18 (Exhibit M). Now, therefore, in consideration of the mutual covenants, benefits, and premises herein stated, the parties hereto agree to amend the aforesaid Agreement as follows: 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, 2018, 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, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibits D through M, based upon actual time spent on the above tasks. This amount shall not exceed one hundred fifty-four thousand five hundred dollars ($154,500.00) 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. 164 Hartzog & Crabill Amendment No. 9 2 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 165 Hartzog & Crabill Amendment No. 9 3 Exhibit L May 30, 2017 G HARTZOG & Mr. Sean Corrigan CRAB ILL,Inc. Public Works Director City of Moorpark 799 Moorpark Avenue Moorpark, CA 93021 Trammell Hartzog,President Jerry Crabill,P.E.,(Retired) Subject: Contract Amendment to"Traffic Engineering Services for Traffic Gerald J.Stock,P.E., Executive Signal Operations"in the City of Moorpark for FY 2016/17 Vice President Dear Mr. Corrigan: 17852 E. 17th Street Suite 101 Hartzog & Crabill, Inc. (HCI) requests to amend our current Traffic Tustin,CA 92780 Engineering Services for Traffic Signal Operations contract. As you know, we have been providing traffic engineering services to the City of Phone: (714)731-9455 FAX: (714)731-9498 Moorpark for the monitoring of various traffic signals and the City's traffic signal coordination system. Our services include tasks necessary to www.hartzog-crabill.com continuously monitor, troubleshoot, and efficiently report repairs on all traffic signals using the Aries/Econolite controllers. The amendment is due to the following additional work: • Adjusting traffic signal timing at various locations. • Assisting Siemens, the City's traffic signal maintenance contractor, with troubleshooting traffic signal issues. • Provide traffic signal support for the Spring Road Railroad Crossing Improvement project. The requested amendment of $10,000.00 will complete these services through June 30, 2017. Thank you again for the opportunity to continue serving your community and providing these services. If you have any questions or need more information,please feel free to call me at(714) 731-9455. Very truly yours, HARTZOG& CRABILL,INC. .,/".-- .� 1-----4- Trammell Hartzog (" President Consulting Traffic Engineers to Government Agencies 16 6 Exhibit M May 26, 2017 f—cG HARTZOG & CRAB LL, 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 2017/18 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 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 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. As you know, 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 16 7 Mr. Sean Corrigan May 26, 2017 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 HCI 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 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 Monitoring "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. 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. 168 Mr. Sean Corrigan May 26,2017 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 requests regarding 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). 7. Provide traffic signal support for the advance preemption design review of the formal specifications and bid documents for the Spring Road Railroad Crossing Improvement project, as well as during the construction and final turn-on phases. 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, 2017 and June 30,2018. 169 Mr. Sean Corrigan May 26, 2017 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, 2018, which are estimated at $19,200.00 per year. The figure above was calculatedby 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 $125.00/hr results in approximately$1,100.00/month,or$13,200.00 per 12-month period. In addition, the estimated fee to provide traffic signal support services for the completion of the Spring Road Railroad Crossing Improvement project is $6,000.00. As a result, the total estimated fee for performing the Traffic Engineering Services described above for the period of July 1, 2017 through June 30,2018 is $19,200.00. 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 Supervisor and 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 170 Hartzog & Crabill Consulting Engineers Schedule of Hourly Rates Classification Hourly Rates Expert Witness/Deposition $285 Litigation Consultation $255 Two-Person Survey Crew $255 Litigation Field Evaluation $230 Principal Consultant $175 Project Manager $165 Registered Land Surveyor $160 Senior Engineer $150 Storm Water Permit Compliance Engineer $150 Associate Engineer $145 Construction Manager $135 Traffic Signal System Supervisor $135 Mural Artist $135 Senior Designer $130 Traffic Signal Systems Specialist $125 Assistant Engineer $120 Draftsperson $100 Technician $ 85 Word Processor $ 70 Clerical $ 55 * 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, 2016. 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.gov/newsroom/article/0„id=232017,00.html). 17852 E. 17th Street, Suite 101, • Tustin, CA 92780 • (714) 731-9455 171