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SR-10-02-2012-3CID City of City Council Report Santa Monies City Council Meeting: October 2, 2012 Agenda Item: 3 -C: To: Mayor and City Council From: David Martin, Director of Planning and Community Development Subject: Advanced Traffic Management System Central Software Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a contract with Intelight Inc., an Arizona -based company, in the amount of $150,000 for the procurement of an Advanced Traffic Management System central software. Executive Summary In 2004, the City purchased the Siemens i2TMS software package as its central traffic management software. Currently, 110 signals are connected to i2TMS and it is used daily to manage the City's traffic signal network and all intelligent transportation system devices used to manage traffic. The i2TMS software has reached the end of its service life and is no longer supported by Siemens. Staff recommends the procurement of Intelight Ine.'s Advanced Traffic Management System (ATMS) central software at a cost of $150,000 based on the compatibility of the system and equipment. Background Previous Council Actions On September 14, 2004, the City Council authorized the purchase of an Advanced Traffic Management System (ATMS) software from Siemens Energy and Automation. On May 8, 2007, the City Council authorized a construction contract with KDC, Inc., dba Dynalectric to construct the Advanced Traffic Management System, Phase 2. On September 14, 2010, the City Council authorized a construction contract with Flatiron, Inc. to construct the Advanced Traffic Management System, Phase 3. On July 26 2011, the City Council authorized a construction contract with Select Electric, Inc. to construct the Advanced Traffic Management System, Phases 4a and 4b. On September 13, 2011, the City Council authorized a contract with Iteris, Inc. to design the Advanced Traffic Management System, Phase 4c. On March 20, 2012, the City Council authorized a contract with RBF Consulting to design the Advanced Traffic Management System, Phase 5. ATMS Project Status The ATMS project consists of five phases: • Phase 1 - completed September 2006, upgraded traffic signal equipment and connected the signals to fiber optic communications on 4th Street in the Downtown area. • Phase 2 - completed October 2008, upgraded and connected 50 signals in the Downtown area (with the exception of Arizona Avenue) and Lincoln Blvd. to the City's centralized control system. • Phase 3 — completed September 2011, brought fiber optics to 35 signals along Wilshire, Santa Monica, and Pico Boulevards. (all east of Lincoln Blvd). City staff can monitor, control and make adjustments to the Downtown and transit priority streets using i2TMS software. • Phases 4a and 4b are currently under construction along the Arizona Avenue, Office District, and Mid -City areas. Phases 4a and 4b will bring fiber optics to an additional 38 signalized intersections. Construction is scheduled to be complete by fall 2012. • Phase 4c is currently in the design stage and includes 26 intersections along the Ocean Park Boulevard, Neilson Way, and Main Street corridors. Construction is scheduled to be begin in early 2013 and be completed by December 2013. • Phase 5 is currently in the design stage, which is anticipated to be completed by November 2012. Construction on this phase will depend on future CIP funding. Discussion In most cases, municipalities make a one -time investment in a central ATMS software. As technology improves, most vendors will upgrade their software with new features or interface. Since 2004 Santa Monica has been using the Siemens i2TMS central ATMS software system to manage the City's traffic signal network. In 2011 Siemens announced that it will no longer be supporting the i2TMS software. In the past, Siemens was supporting two different ATMS systems at the same time. Going forward, the company chose to support only one system and no longer support the i2TMS. With this purchase, the City is seeking a long -term investment in the Intelight Inc. ATMS system. The initial contract would include two years of warranty coverage plus an additional two years of maintenance. Vendor Selection In March 2012, the City published a Request for Proposals (RFP) with requirements and a preliminary scope of services to procure a complete ATMS central software system. The bid was posted on the City's on -line bidding site in accordance with City Charter and Municipal Code provisions. A total of 31 prospective bidders made requests for bid documents and five proposals were received. The proposals were evaluated based on: a. Price b. The quality of the material or services offered c. The ability, capacity and skill of the bidder to perform or provide the material or services d. The capacity of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference e. The character, integrity, reputation, judgment, training, experience and efficiency of the bidder f. The ability of the bidder to provide such future maintenance or service as may be needed 3 g. Any other factor which will further the intent set forth in Section 608 of the City Charter A selection committee consisting of staff from the Planning and Community Development and Information Systems Departments reviewed the proposals. The selection committee evaluated the proposals from all five vendors based on additional selection criteria outlined in the RFP, which included: System functionality and features, ease of use and user - friendliness, software support and expertise, software reliability and compatibility, qualifications, experience and availability of key personnel, ability to meet or accelerate the project schedule, reasonableness of proposed fee schedule for the proposed software implementation, and license fees. The committee selected the top three vendors, Intelight Inc., Kimley -Horn and Associates Inc., and Transcore, Inc. and invited them to demonstrate their product. Based upon these criteria, Intelight Inc. is recommended as the best bidder to provide a complete ATMS central software system in accordance with City specifications and the unique compatibility of equipment In subsequent discussions with the Information Systems Department (ISD), it is clear that the City has identified a direction for its extensive information infrastructure. Two critical aspects, operating as a "thin client," and integration of the Microsoft Silverlight platform, are cornerstones of the City's chosen direction for IT infrastructure. In this light, the Intelight, Inc. system is the sole system that provides the "thin client" and Silverlight components. Furthermore, the City's IT infrastructure currently includes the City's Transportation Management Center, Emergency Operations Center, traffic signal system, and ISD servers. Intelight Inc. is the only ATMS product on the market that offers a "thin client" system architecture as opposed to a "thick client ". This web - based, PC client runs in a web browser and requires no installation, thus facilitates less maintenance, provides easier remote access to staff and can be used on multiple workstations simultaneously. The 4 "thin client" specifications are used for all future software systems, are compatible with all servers and represent state -of- the -art product architecture. Current City systems such as PMWeb (CIP Management) and the GO (Government Outreach) customer service software utilize the same "thin client" architecture. This "thin client" solution will also facilitate system upgrades and provide ease of deployment to City staff and to the public (when real -time traffic information is made available). Staff agrees that the Intelight; Inc. system is the only one that meets all City specifications for new software. The Microsoft Silverlight platform can easily and quickly be installed on any PC or Mac workstation, and is currently used by the City's electronic mail system for remote access. This promotes the City's sustainability goals in terms of providing access from outside the office at any time of day. The Intelight Inc, system allows for easy and secure remote access from any location with an internet connection. The Intelight Inc. is the only product that uses a Microsoft Silverlight platform for its graphical user interface (GUI) and therefore can be viewed on any internet browser, both Mac and PC. The graphics and menus are clear, intuitive, and easy to navigate and the main map utilizes Bing TM maps. The other two systems use an older style interface, and utilize custom GIS maps that take a long time to load and additional effort to maintain. Additionally, the Intelight Inc. team has extensive experience with traffic management software. Many of their staff developed the City's current i2TMS system. At this time there are no off - the -shelf products available that will match the features and functionality of Intelight Inc.'s software. As Intelight, Inc. is an Arizona based company, Administrative Instruction IV -4 -5 "Revised Guidelines for Travel and Sanctions Applicable to Arizona Goods and Services in Response to S131070" applies. Section IV -J of the Administrative Instruction indicates that the contract must be "justified on a sole source basis ". The Intelight, Inc. system meets the City's sole source requirements because the compatibility of the equipment is of paramount 5 consideration, as described above. This justification is in accordance with Administrative Instruction IV -4 -5, section IV -J Alternatives The City could retain the current i2TMS software. However, if the City keeps the current i2TMS software, the City would not have any software support from the current vendor, Siemens. Any technical problems would not be addressed or fixed by the vendor. This would result in an ATMS system that will lose functionality and traffic management capabilities over time. The Council could select one of the two other possible vendors. However the City would lose the opportunity to employ the latest technology within its Traffic Management Center (TMC), delay the project, and run up costs. If the product is purchased from another vendor the City will incur higher costs to purchase, operate, and manage the system. Costs including hardware, software, staff training, and ISD staff time would exceed an additional $200,000. 11 Financial Impacts & Budget Actions The contract to be awarded to Intelight Inc. is $150,000. Funds are available in the FY 2011 -13 budget in division 01416. The contract will be charged to account 0047025.589000. Prepared by: Andrew Maximous, P.E., T.E., Transportation Engineer Approved: I,C, " - Da" d Martin, Director Planning and Community Development 7 Forwarded to Council: Rod Gould City Manager Reference Contract No. 9648 (CCS).