HomeMy WebLinkAboutC25490 Rtfy Traffic Engineering Supplemental SupportContract No. C2549
V I m
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: Ratify the City Manager's Authorization to Use Harris and
Associates to Provide Contract Traffic Engineering Supplemental
Support to the Public Works Department
SUBMITTED BY: Mark Diercks, P.E., Transportation Engineer
APPLICANT: Harris & Associates
Attn: Ehab Gerges
74333 Highway 111, Suite 101
Palm Desert, CA 92260-4115
DATE: July 13, 2006
CONTENTS: City Manager's Authorization Memo
Agreement
Vendor's Proposal
Recommendation:
Ratify the City Manager's authorization to enter into an agreement with Harris
and Associates for traffic engineering services in the amount of $9,900.00, and
authorize the Mayor to execute the agreement.
Discussion:
At the present time, the Public Works Traffic Division staff has inadequate resources to
perform all the required traffic -related functions in the City. While it is anticipated that
this is a temporary condition, we believe it is necessary to retain qualified consultants to
assist with the analysis of traffic data, preparation of reports, and more. The Public
Works Department would like to retain Harris and Associates to provide interim traffic
engineering supplemental support, for the purpose of updating the Synchro TM Traffic
Model and provide timing coordination for the Highway 111 corridor. Harris and
Associates is on the approved list of consultants, allowing us to use their company for
agreements up to $25,000 without requesting competitive proposals.
In order to provide for these maintenance services in an uninterrupted fashion, staff
sought and obtained approval from the City Manager to requisition a purchase order.
Funds are available in the Traffic Signal Maintenance account number 110-4250-433-
Approve use of Harris and Assoc for Traffic Engineering Services
Page 2 of 2
July 13, 2006
3325. Therefore, staff recommends that City Council ratify the City Manager's
authorization to enter into an agreement with Harris and Associates in the amount of
$9,900.00, and authorize the Mayor to execute the same.
Submitted By:
Oiet"-"•tie4A---
Mark Iiiiercks, P.E.
Transportation Engineer
Approval:
.4,Homer Croy
ACM for Development Services
Carlos L. Ort
City Manager
MD/dhI
Department Head:
M'Greenwood, P.E. "
Director of Public Works
Paul G
Direct
r
of(a
of ance
ZITY COUNCIL ACTION:
APPROVED DENIED
RECEIVED OTHER
MEETIN DATE
AYES:
NOES:.
ABSENT:
ABSTAIN:
VERIFIED BY: le
-VI/an/1
17 J
Original on File wi City Clerk's Offi-e
GAPubWorks\Staff Reports120061Ju/y 1314 Ratify Harris and Assoc for Synchro update and traffic timing coordinationkRatify Harris for Traffic Engineering Supplemental
Support.doc
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CITY OF PALM DESERT
PUBLIC WORKS
[NTEROFFICE MEMORANDUM
To:
From:
Cc:
Date:
Subject:
Carlos Ortega, City Manager
Mark Greenwood, P.E., Director of Public Works
Hamer Croy, Assistant City Manager far De�elopment Services
May 25, 2006
Authorization of Purchase Order for Harris & Associates
At the present time, Public Works Traffic Division staff has inadequate resources to perform a!I
o� the required traffic-related functions in the City. While it is anticipated that this is a temporary
cor�dition, we beiie�e ft is necessary to retain qualified consuftants ta provide interim traffic
engineering supplemental su�port.
The Public Works Departr�ent would like to retain Harris & Associates to update the SynchroT""
Traffic Model and Timing Coordination for the Highway 111 corridor. Harris & Associates' duties
wou[d incl�de:
Obtain, review, and update the SynchraT"' traffic madel
Base mapping daia input
De�elop timing coordination for traffic signals
Harris & Associates' proposal is fo provide these needed services for the amount of $9,900.
Harris & Associates is on the appro�ed list of consultants, allowing us to use fiheir company for
agreements up fo $25,040 without requesting competitive proposals. We hereby request thaf
you approve the creation of a purchase ord�r to Harris & Associa#es in the amount of $9,900.
Subsequent ta your appro�al, the Public Works Depar�ment will take the mafter to the City
Council for ratification.
- Review and Cancur:
Mark Greenwood, P.E.
Director of Public Works
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Carlos L. Ortega
City Manager
G:1PubWorkslDebra LeelCorrespondencelOutgoing\Completed Outgoing Corcespondence 20061D5-25-06 Memo Garlos Ortega Harris Assoe for Traffic Model Tming and
Goordination MG.doc
CONTRACT NO.
AGREEMENT
THIS AGREEMENT, made and entered into this 13th day of July, 2006, by and
between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to
as "CITY" and Harris and Associates, hereinafter referred to as "CONSULTANT".
WITNESSETH:
WHEREAS, CONSULTANT is a corporation, the principal members of which are
Professional CONSULTANTS duly registered under the laws of the State of California-,
and
WHEREAS, CITY desires to engage CONSULTANT to render certain technical
and/or professional CONSULTING services as set forth in Exhibit "A" (Consultant's
Proposal of Services) in connection with Traffic Engineering Services for the Public
Works Department-,
NOW, THEREFORE, the parties hereto agree as follows:
(1) CITY hereby agrees to engage CONSULTANT to perform the
technical and/or professional services as hereinafter set forth.
(2) CONSULTANT shall perform all work necessary within the
schedules provided herein to complete the services set forth in Exhibit "A" attached
hereto and by reference incorporated herein and made a part hereof.
Harris Agreement - sd
CONTRACT NO.
(3) All information, data, reports and records and maps as are existing
and available from the CITY and necessary for the carryings out of the work outlined in
Exhibit "A" hereof shall be furnished to CONSULTANT without charge by CITY and
CITY shall cooperate in every way reasonable in the carrying out of the work without
delay.
(4) CONSULTANT represents that, it employs or will employ at its own
expense, all personnel required in performing the services under this Agreement.
(5) All of the services required hereunder will be performed by
CONSULTANT or under its direct supervision, and all personnel engaged in the work
shall be qualified and shall be authorized or permitted under state and local law to
perform such services.
(6) The execution of this Agreement by the parties hereto does not
constitute an authorization to proceed. CITY's Director of Public Works has not
authorized CONSULTANT to proceed.
(7) The CONSULTANT shall work closely with the CITY's Director of
Public Works, or his designated representative, who shall be the principal officer of the
CITY. The CONSULTANT shall review and receive the Director of Public Works'
approval of the details of work as it progresses. The CONSULTANT hereby designated
by the CONSULTANT as its representative for supervision of the work required by this
Agreement is Ehab Gerges.
(8) The CONSULTANT warrants that he has not employed or retained
any company or person, other than a bona fide employee working solely for the
consultant, to solicit or secure this Agreement, and that he has not paid or agreed to
2
Harris Agreement - sd
CONTRACT NO.
pay any company or person, other than a bona fide employee working solely for the
consultant, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration, contingent upon or resulting from the award or making of this Agreement.
For breach or violation of this warranty, CITY shall have the right to annul this
Agreement without liability, or in its discretion to deduct from the contract price or
consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
(9) The right is reserved by the CITY to terminate the Agreement at
any time upon seven (7) days written notice, in the event the project is to be abandoned
or indefinitely postponed, or in the event the CONSULTANT's services, in the sole
judgment of CITY, are unsatisfactory or because of the CONSULTANT's failure to
prosecute the work with diligence or within the time limits specified or because of his
disability or death. In any such case, the CONSULTANT shall be paid the reasonable
value of the services rendered, based upon CONSULTANT's standard hourly rates, up
to the time of the termination. The CONSULTANT shall keep adequate records to
substantiate costs and provide copies of original timecards in the event of termination or
suspension.
(10) All documents including tracings, drawings, estimates, reports,
investigations and computations shall be delivered to and become the property of the
CITY. CITY acknowledges and agrees that all plans, specifications, reports and other
design documents prepared by CONSULTANT pursuant to this agreement shall be
used exclusively on this project and shall not be used for any other work without the
written consent of CONSULTANT. In the event CITY and CONSULTANT permit the re -
Harris Agreement - sd
CONTRACT NO.
use or other use of the plans, specifications, reports or other design documents, CITY
shall require the party using them to indemnify and hold harmless CITY and
CONSULTANT regarding such re -use or other use, and CITY shall require the party
using them to eliminate any and all references to CONSULTANT from the plans,
specifications, reports and other design documents.
(11) The CONSULTANT shall comply with all federal, state and local
laws, ordinances and regulations applicable to work.
(12) No change in the character or extent of the work to be performed
by the CONSULTANT shall be made except by supplemental authority in writing
between CITY and the CONSULTANT. The supplemental authority shall set forth the
changes of work, extension of time and adjustment of the fee to be paid by CITY to the
CONSULTANT, if any.
(13) In connection with the execution of this Agreement, the
CONSULTANT shall not discriminate against any employee or applicant for
employment because of race, religion, color, sex or national origin. The CONSULTANT
shall take affirmative actions to insure equal employment opportunity and that
employees are treated during their employment without regard to their race, religion,
color, sex or national origin. Such actions shall include, but not limited to, the following:
employment, upgrading, demotion or transfer-, recruitment or recruitment advertising-,
layoff or termination-, rates of pay, or other forms of compensation and selection for
training, including apprenticeship. This clause shall be included in each related
subcontract, if any, awarded by the CONSULTANT.
4
Harris Agreement - sd
CONTRACT NO.
(14) The CITY agrees to pay the CONSULTANT for the work required
by this Agreement on the following basis:
CONSULTANT shall submit invoices monthly for services performed in
the previous month. CITY agrees to pay all undisputed invoices within thirty (30) days
of receipt of invoice. CITY agrees to notify CONSULTANT of disputed invoices within
fifteen (15) days of receipt of said invoice.
MAWWWW" M
(15) The CONSULTANT agrees to complete the work as displayed in
(16) In the event that any judgment is entered in any action upon this
Agreement, the party hereto against whom such judgment is rendered agrees to pay the
other party an amount equal to the reasonable value of the legal services performed in
his or its behalf in such action and that such amount may be added to and made a part
of such judgment.
(17) This Agreement shall be binding on the successors and assigns of
the parties, but it shall not be assigned by the CONSULTANT without written consent of
the CITY.
(18) The CONSULTANT shall be an independent contractor, not an
employee of the CITY.
(19) Prohibited interests are as follows:
No officer, member or employee of the CITY during his tenure or one year
thereafter shall have any interest, direct or indirect, in this Agreement or the proceeds
thereof. The parties hereto covenant and agree that to their knowledge no member of
the City Council, officer or employee of the CITY has any interest, whether contractual,
5
Harris Agreement - sd
CONTRACT NO.
non -contractual, financial or otherwise, in this transaction, or in business of the
contracting party other than the CITY, and that if any such interest comes to the
knowledge of either party at any time a full and complete disclosure of all such
information will be made in writing to the other party or parties, even if such interest
would not be considered a conflict of interest under applicable laws.
The CONSULTANT hereby covenants that he has, at the time of this
Agreement, no interest, and that he shall not acquire any interest in the future, direct or
indirect, which would conflict in any manner or degree with the performance of services
required to be performed pursuant to this Agreement. The CONSULTANT further
covenants that in the performance of this work no person having any such interest shall
be employed by the CONSULTANT.
(20) The CONSULTANT shall indemnify and save harmless the CITY,
its officers and employees from and against any liability, loss, cost or expense resulting
from any injury or damage to persons or property caused by the negligent acts or
omission of the CONSULTANT, its agents or employees, while engaged in the
performance of this Agreement.
(21) In case of conflicts within the contract documents, the document
precedence shall be as follows:
(a) This Agreement-,
(c) Exhibit "A" (Consultant's Proposal of Services, and any
written modifications thereto).
6
Harris Agreement - sd
CONTRACT NO.
IN WITNESS WHEREOF, said parties have executed this Agreement the
date first hereinabove written.
THE CITY OF PALM DESERT CONSULTANT
Municipal Corporation
Jim Ferguson, Mayor
DATE:
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
APPROVED AS TO CONTENT:
MARK GREENWOOD, P.E.
DIRECTOR OF PUBLIC WORKS
DAVID J. ERWIN, CITY ATTORNEY
Authorized Signature
DATE:
7
Harris Agreement - sd
CONTRACT NO.
WA MuII:11AD_YI
CONSULTANT'S PROPOSAL
OF
SERVICES
Harris Agreement - sd
May 5, 2006
Mr. Mark Greenwood, PE
Director of Public Works
City of Palm Desert
73 -5 10 Fred Waring Drive
Palm Desert, CA. 92260-2578
M" Ha rds &Associates
Program Managers
Construction Managers
Civil Engineers
Subject: Professional: Engineering Services Proposal to Update Synchro"M Traffic Model
and Timing Coordination for the Highway I I I Cortidor, in the City of Palm
Desert
Dear Mark,
Harris & Associates appreciates the opportunity to present this proposal to provide professional
engineering services to update the City's SynchroTm traffic timing and coordination models and
timing plans for Highway 111 corridor. This proposal is based on the information provided in your
email request for proposal and our meeting with Mr. Mark Diercks.
PROJECT DESCRIPTION
The project is prompted by the City's acquisition of Highway 111 corridor from Caltrans. The
current Caltrans traffic signal system is coordinated and interconnected throughout the Coachella
Valley. The current coordination timing was implemented in 2001-02 through a grant administered
by Coachella Valley Associate Governments (CVAG). In the intervening years, the plan has not been
consistently maintained by the various jurisdictions, most notably Caltrans. The City of Palm Desert
wishes to update the Highway 111 traffic coordination model within the city limits and with
signalized intersections in adjacent jurisdictions to current needs and City standards; incorporating
the many changes in roadway geometrics and traffic distribution increases.
Based on our understanding of the project, our services will include updating the timing and
coordination model originally provided by DKS using the SynchroTM and SimTrafficTm software
programs (Version 6, Build 614 or later).
The Project is comprised of approximately 16 existing traffic signals situated along an approximate
2.5 mile corridor between Bob Hope Drive and Cook Street. The roadway for the most part is a 6-
lanes highway with raised medians and protected turn pocket lanes. The roadway frontage is mostly
developed in commercial and retail viable properties, which generate a significant vehicular and
pedestrian traffic flow. The roadway also experiences significant public bus and truck traffic
volumes. One signalized intersection at Monterey also intersects another State Highway Route 74.
74-333 Highway 111, Suite 101 Palm Desert, California 92260-4115 760.340.6111 FAX 760.340.6433 palmdesert@harHs-assoc.com
City of Palm Desert
Mr. Mark Greenwood
Highway 111 SynchroTM Model Proposal
May S, 2006
SCOPE OF SERVICES
Task 1.0 Project Management
1.1 Kickoff & Review Meetings
Page 2 of 4
We will schedule and attend an initial project review meeting with City staff to present and discuss
our understanding of the project and approach. Subsequent meetings will be held as necessary.
Task 2.0 Preliminary Investigations & Project Tasks
2.1 Obtain and Review Existing Model & Produce New Model
1) Review and run the existing Model on the current version of Synchrem.
2) Review corridor stop/start points with the City and determine at what station or intersections to
begin/end the project. [Limits of work will be on Highway 111 from Bob Hope Drive (Rancho
Mirage) to Cook Street (Indian Wells) totaling 16 intersections. Highway 74 at El Paseo will not
be included in the system at this time.]
3) Obtain the City's aerial topographic information in printed and electronic formats and update the
model base map.
4) Check every Synchro data entry for correctness.
2.2 Base Mapping Data Input
2.2.1 Data from the City provided traffic counts, turning movement counts, pedestrian counts or
estimates and other pertinent information will be checked for accuracy. Based on direction
from the City, the base data for pedestrian timing allowances and other variable model inputs
will be added to the Synchr6TM model.
2.2.2 We will review the operating and design manuals for the City's intersection controllers
(EconoliteTm) and central control AeriesTM systems as well as local use preferences and
parameters to assure the new model follows the City's operating and maintenance
requirements. Unnecessary input modules will be ignored within the model, so as to help
simplify the daily operations for the City's field personnel. The new SynchroTM model and
coordination plans will be designed to be compatible with the EconoIiteTm & AeriesTm field
report/timing sheets.
2.3 Model Update
2.3.1 The goal of this project is to update the existing Synchro base data file to match existing lane
geometrics, pocket lengths, detector placement, etc.; to code the default controller timing and
operation parameters including minimum and maximum green intervals, pedestrian walk and
Harris & Associates
City of Palm Desert
Mr. Mark Greenwood
Highway 111 Synchr6TM Model Proposal
May 5, 2006
Page 3 of 4
clearance intervals, all red intervals, vehicle extensions, phase sequences, etc.; and input the
traffic volume data for 4 (four) different time periods (AM, mid -day, PM periods on a typical
weekday and one peak weekend period). Synchro runs will be performed only to verify the
model's viability and accuracy. The final product will be valid Synchro data files that
simulate field conditions and are ready for optimization runs.
2.3.2 Coordination with Rancho Mirage and Indian Wells will be necessary to obtain signal -timing
parameters for the project locations in their cities,
2.3.3 We will also build and run a simplified PASSER II-02 model to assure and crosscheck that
the Synchr6TM model is arriving at a reasonable and consistent set of splits and offsets for
main street traffic progression.
Task 3.0 Deliverables
Deliverables will consist of providing electronic file copies of the updated Synchro and PASSER H
data files.
CITY RESPONSIBILITIES
• Make available and provide all existing data and information relevant to the proposed project.
• Provide existing Synchrorm model and supporting information to be provided by the City; from
City, Caltrans and CVAG sources.
• Provide copies of the City's existing EconoliteTm ASC and AeriesTm system manuals.
• A sample intersection timing sheet/manual.
• Assist Harris in obtaining necessary information from the adjacent jurisdictions.
FEES
We propose to provide our services for a not to -exceed fee of $9,900. We are proposing Mr. Jerry
Jack as the City's project manager. Mr. Jack's hourly rate for this project will be $125. Per our
discussions with Mr. Diercks, our fees are based on the assumption that the existing model is
complete for all 16 intersections. We have estimated that a total of 4 hours per intersection will be
required to update the model.
We anticipate that three weeks will be needed for the above services.
U� Harris & Associates
City of Palm Desert
Mr. Mark Greenwood
Highway 111 SynchroTM Model Proposal
May 5, 2006
Page 4 of 4
Our services will be provided per an agreement with the City, and all terms and conditions are stated
within.
We appreciate the continued opportunity to be of service to the City of Palm Desert.
If you have any ggestions, please do hesitate to contact me at 760-340-6111.
Sincerely
�/ / Y�'
E S. Gerges
Associate/Design Manager
CC: Jerry Jack
Ramiro Herrera, Jr.
Javier Saunders
8 � Harris & Associates