SR-06-09-2015-3MFrom: David Martin, Director of Planning and Community Development
Subject: Professional Services Agreement Modification for Traffic Management Center
Staffing
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to professional services agreement #9997 with Iteris,
Inc., a California -based company to provide additional services for the Go With the Flow
Program in an amount not to exceed $44,745, with three additional one -year renewal
options in the amount of $269,923 for a new total amount not to exceed $405,000 over
a five -year period, with future year funding contingent on Council budget approval.
Executive Summary
Iteris, Inc. provided the City with engineering services to staff the Transportation
Management Center (TMC) during this past summer and winter Go With the Flow
program. Iteris staff monitored and adjusted traffic patterns in the TMC every weekend
and holiday during the past summer and winter seasons.
The upcoming Go With the Flow program is scheduled to be activated six days a week
between Memorial Day and Labor Day 2015 as part of the California Incline Traffic
Management Plan. An additional 27 days are needed in order to operate the TMC each
weekend and holiday between September 8, 2015 and January 3, 2016. Future year
funding would allow the program to be continued through January of 2019. Therefore,
staff is requesting a second modification to Iteris' professional services agreement in the
amount not to exceed $44,745, with three additional one -year renewal options in the
amount of $269,923 for a new total amount not to exceed $405,000 over a five -year
period, with future year funding contingent on Council budget approval.
Background
On November 25, 2014, (Attachment A) Council authorized the City Manager to execute
a first modification to Professional Services Agreement #9997 with Iteris, Inc. to provide
engineering services for the Transportation Management Center (TMC) in an amount
not to exceed $90,332. The modification provided for staff to operate the City's TMC for
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14 days during the 2014 winter Go With the Flow program.
Discussion
The Go With the Flow program is a City initiative to combat traffic congestion and keep
traffic moving within the Downtown district during peak weekend periods. Additional
staff from the Police Department and the City's parking operator is deployed to key
intersections to prevent gridlock, prohibit turns as- needed, manage parking structure
access, and to control pedestrians at intersections.
Iteris began this project in May 2014 with an original scope of work for an amount not to
exceed $58,908. Iteris assigned three staff members to operate the TMC during each
summer weekend and holiday between Memorial Day and Labor Day 2014 and also
between November 28, 2014 and January 4, 2015. Each staff was assigned a City
login, granted access to all traffic systems and cameras, and trained to make
adjustments to traffic signal timing using the City's Advanced Traffic Management
System (ATMS). A supervisor from the Traffic Services Division of the Police
Department was also in the TMC and coordinated with the Iteris staff. Iteris staff
performed very well and provided weekly reports and insights to the group.
The primary goal of the Go With the Flow program is to prevent gridlock on streets
within the Downtown district and reduce queues of vehicles exiting the parking
structures. From the TMC, Iteris staff will monitor traffic cameras, manage changeable
message signs, coordinate with staff from the Police Department and the City's parking
operator, and proactively make real -time timing changes via the ATMS to ensure the
flow of traffic as planned by all parties involved.
The upcoming Go With the Flow program is scheduled to be activated from 11am to
7pm six days a week between Memorial Day and Labor Day 2015 as part of the
California Incline construction contract and Traffic Management Plan. An additional 27
days are needed in order to operate the TMC on each weekend and holiday between
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September 8, 2015 and January 3, 2016. Future year funding would allow the program
to be continued through January of 2019.
Staff recommends a second contract modification with Iteris, Inc. in order to operate the
TMC for an additional 27 days. The second modification for additional engineering
services is for $44,745, with three additional one -year renewal options in the amount of
$269,923 for a new total amount not to exceed $405,000 over a five -year period, with
future year funding contingent on Council budget approval.
Consultant Selection
A request for proposals (RFP) was released on May 13, 2014. A total of 154 vendors
were notified, and 23 vendors downloaded the RFP. Four qualified consulting firms
provided responses to the RFP. Based on the proposals received, Iteris was identified
as the preferred consultant. Iteris has excellent experience with event traffic
management, operating TMC's in comparable cities, and has specific experience in
Santa Monica with related efforts. The proposed team of engineers was best qualified
in the relevant experience with operating a TMC.
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Financial Impacts & Budget Actions
The agreement modification to be awarded to Iteris, Inc. is $44,745, with three
additional one -year renewal options in the amount of $269,923 for an amended
agreement total not to exceed $405,000. Funds are available in the FY 2014 -15 budget
in the Planning & Community Development Department. The agreement will be
charged to 01416.566471. Future year funding is contingent on Council budget
approval.
Prepared By: Andrew Maximous, Transportation Engineer
Approved Forwarded to Council
David Martin, Director'of Plannin §t,h802C65
Attachments:
A. November 25, 2014 Staff Report (web link)
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Reference:
Amended Agreement No. 9997
(CCS)