SR-11-25-2014-3BID
City of City
Santa Monica'
City Council Meeting: November 25, 2014
Agenda Item:`"
To: Mayor and City Council
From: David Martin, Director of Planning & 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 first modification to Professional Services Agreement #2868 in the amount of
$31,424 with Iteris, Inc., a California -based company to provide engineering services for
the Transportation Management Center (TMC). This will result in a two year amended
agreement with a new total amount not to exceed $90,332, 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's Go With the Flow program. Iteris
staff monitored and adjusted traffic patterns in the TMC during every weekend and
holiday between Memorial Day and Labor Day. Staff recommends continuing these
services for 14 days during the upcoming winter Go With the Flow program. Therefore,
staff is requesting modification to Iteris' professional services agreement in the amount
of $31,424 so that the additional engineering services can be provided.
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 are deployed to key
intersections to prevent gridlock, prohibit turns as- needed, manage parking structure
access, and to control pedestrians at intersections.
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Vendor Selection
A request for proposals (RFP) was released on May 12, 2014. 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 superior to
other proposers in the relevant experience with operating a TMC. Lastly, Iteris'
proposed Project Manager is familiar the City's traffic management systems and
software. The initial contract was below the threshold for Council approval.
Iteris began this project in May 2014 with an original scope of work for an amount not to
exceed $58,908. Iteris assigned 3 staff members to operate the TMC during each
summer weekend and holiday between Memorial Day and Labor Day. Each staff was
assigned a city login, granted access to all traffic systems & 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 holiday season Go With the Flow program is scheduled to be activated from 1lam
to 7pm on each weekend and holiday between November 28, 2014 and January 4,
2015. The primary goal is to prevent gridlock and reduce queues of vehicles exiting the
parking structures. From the TMC, Iteris staff will monitor traffic cameras, managing
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.
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Staff is recommending a contract modification with Iteris in order to operate the TMC for
14 days (with 2 optional days). This first modification for additional engineering design
services is for $31,424, bringing the total agreement for Iteris to $90,332.
The agreement modification to be awarded to Iteris, Inc. is $31,424, for an amended
agreement total not to exceed $90,332. Funds are available in the FY 2014 -15 budget
in division 01416; contract will be charged to account 01416.555060.
Prepared by: Andrew Maximous, P.E., T.E., Acting Principal Traffic Engineer
Approved:
David Martin, Director
Planning and Community Development
Department
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9997
(CCS)