SR 05-14-2019 3G
City Council
Report
City Council Meeting: May 14, 2019
Agenda Item: 3.G
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To: Mayor and City Council
From: David Martin, Director, Traffic Management (PCD)
Subject: Award Request for Proposal for Traffic Management Center Staffing during
each Go With the Flow activation
Recommended Action
Staff recommends that the City Council:
1. Award RFP #222 to Iteris, Inc., a California-based company, for Traffic
Management Center Staffing for the Planning & Community Development
Department;
2. Authorize the City Manager to negotiate and execute an agreement with Iteris,
Inc., in an amount not to exceed $191,000 for two years, with two additional two-
year renewal options in the amount of $400,000, on the same terms and
conditions for a total amount not to exceed $591,000 over a six-year period, with
future year funding contingent on Council budget approval.
Summary
Downtown Santa Monica’s strong appeal for visitors arriving by car has long posed a
challenge for managing the traffic. 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 is needed to be in the City’s Traffic
Management Center to monitor traffic cameras, manage changeable message signs,
coordinate with staff from the Police Department and the City’s parking o perator, and
proactively make real-time timing changes. The City activates the Go With the Flow
program on approximately 50 days each calendar year. The activation is split between
35 “summer” days from Memorial Day to Labor Day and 15 “winter” days between
Thanksgiving and New Year’s Day. Staff is requesting a new professional services
agreement with Iteris, Inc. in an amount not to exceed $191,000 for two years to provide
TMC management services during each Go With the Flow activation.
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Discussion
The Go With the Flow program has been in place since the summer of 2014. The
program’s primary goal is to prevent gridlock on streets within the Downtown district and
reduce queues of vehicles exiting the parking structures. Staff work out of the City’s
Traffic Management Center inside City Hall during each activation to relieve congestion
by adjusting traffic signal timing and changeable message boards based on real-time
conditions. 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 control pedestrians at intersections. Activations occur on
the weekends and holidays and last for an eight-hour period typically from 12pm – 8pm.
Since 2014 Iteris has been providing this service to the City and have performed very
well. They also have provided weekly reports and insights to the City staff involved.
RFP Data
RFP Posting
Date RFP Posted On # of Vendors
Downloaded
# of Submittals
Received RFP Closing Date
03/05/2019 City's Online
Bidding Site 28 1 04/02/2019
RFPs Received Selection Criteria
Iteris, Inc. Municipal Code SMMC 2.24.073
Evaluation Criteria
Training/credentials/experience,
competence/skill, ability to perform services
promptly, sufficiency of financial/other
resources, character/reputation, and price.
Justification to Award
Based on this criteria and criteria in SMMC 2.24.073, staff recommends Iteris, Inc. as
the best qualified firm to provide Traffic Center Management Center Staffing based on
their performance since 2014 with the City and their experience performing the same
tasks with other cities in Southern California. The fee for these services is similar for
other nearby cities, it is consistent with the previous contract, and accounts for 5%
future inflation. Iteris, Inc. has the available in-house staff to provide the required
coverage of the program during the weekend and holidays.
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Past Council Actions
Meeting Date Description
06/09/2015 (Attachment A) Professional Services Agreement Modification for Traffic
Management Center Staffing
Financial Impacts and Budget Actions
Since the program is set to begin on May 24, 2019, the chart below i s split between
FY18/19 and FY19/20. Future year funding is contingent on Council budget approval.
Agreement Request
FY 2018-19 Request Amount FY 2018-19 Budget
Department Account #
$53,480 01700007.529431
FY 2019-20 Request Amount
FY 2019-20 Budget
Department Account #
Total Contract Amount
$137,520 01700007.529431 $191,000
Prepared By: Andrew Maximous, Principal Traffic Engineer
Approved
Forwarded to Council
Attachments:
A. Attachment A - PSA Modification for Traffic Management Center Staffing
06/09/2015
B. Oaks Initiative Disclosure - Iteris
REFERENCE:
Agreement No. 10842
(CCS)